Cost Rs 100000
Tender Document
Request for Qualification for
Empanelment of
IT ConsultantOutsourcing amp
Data Processing
Block No 15 1st Floor
Udyog Bhavan Sector-11 Gandhinagar ndash 382 010 Tel 079-232 56592 93 94
Fax 079-232 51650
Tender document for IT Empanelment Page 2 of 36
TABLE OF CONTENTS
DISCLAIMER 4
IMPORTANT INFORMATION 5
SECTION ndash I 7
PREFACE 8
SECTION ndash II 9
INSTRUCTIONS TO BIDDERS 9
DEFINITIONS 10
AREA OF INTEREST 11
ELIGIBILITY CRITERIA 12
COST OF RFQ 12
PRE-BID CONFERENCE (PBC) 13
AMENDMENT OR MODIFICATION OF RFQ 13
PROPOSAL PREPARATION 13
COST OF BIDDING 15
BID SECURITY (EMD) 15
PROPOSAL SUBMISSION 15
NUMBER OF PROPOSALS 16
PROPOSAL VALIDITY 16
LANGUAGE 17
LATE PROPOSALS 17
MODIFICATION amp WITHDRAWAL OF PROPOSALS 17
RIGHT TO ACCEPT PROPOSAL 17
PROPOSAL FORMS 17
CONTACTING THE TENDERER 17
SCHEDULE OF EVENTS 18
OPENING amp EVALUATION OF PROPOSAL 18
AWARD OF CONTRACT 21
CONFIDENTIALITY 22
ARBITRATION 22
TERMINATION OF RFQ 23
SECTION ndash III 24
SPECIAL CONDITIONS OF CONTRACT 24
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS 25
FORCE MAJEURE 25
PAYMENT TERMS 26
BANKRUPTCY amp INSOLVENCY 26
PROJECT DURATION 26
Tender document for IT Empanelment Page 3 of 36
SECTION ndash IV 27
ANNEXURE ndash FORMATS 27
ANNEXURE 1 ndash COVERING LETTER 28
ANNEXURE 2 ndash BIDDERrsquoS PROFILE 30
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY 32
ANNEXURE 4 ndash FIRM EXPERIENCE 33
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT AND TECHNICAL STAFF 34
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL STAFF 35
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE QUERIESCLARIFICATIONS 36
Tender document for IT Empanelment Page 4 of 36
DISCLAIMER
The information contained in this Request for Qualification (RFQ) document or
subsequently provided to Bidder(s) whether verbally or in documentary or any other
form by iNDEXTb or any of their employees or advisors is provided to Bidder(s) on the
terms and conditions set out in this RFQ and such other terms and conditions subject to
which such information is provided
The purpose of this RFQ is to provide interested parties with information that may be
useful to them in eliciting their offers This RFQ includes statements which reflect
various assumptions and assessments arrived at by iNDEXTb in relation to various
Projects to be carried out Such assumptions assessments and statements do not
purport to contain all the information that each Bidder may require This RFQ may not
be appropriate for all persons and it is not possible for iNDEXTb its employees or
advisors to consider the investment objectives financial situation and particular needs
of each party who reads or uses this RFQ The assumptions assessments statements
and information contained in this RFQ may not be complete accurate adequate or
correct Each Bidder should therefore conduct its own investigations and analysis and
should check the accuracy adequacy correctness reliability and completeness of the
assumptions assessments statements and information contained in this RFQ and
obtain independent advice from appropriate sources
Information provided in this document to the Bidder(s) is on a wide range of matters
some of which depends upon interpretation of law The information given is not an
exhaustive account of statutory requirements and should not be regarded as a complete
or authoritative statement of law iNDEXTb accepts no responsibility for the accuracy or
otherwise for any interpretation or opinion on law expressed herein
iNDEXTb its employees and advisors make no representation or warranty and shall
have no liability to any person including any Applicant or Bidder 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 RFQ or otherwise including the accuracy
adequacy correctness completeness or reliability of the RFQ and any assessment
assumption statement or information contained therein or deemed to form part of this
RFQ or arising in any way in this Bid Stage
Tender document for IT Empanelment Page 5 of 36
IMPORTANT INFORMATION
iNDEXTb is a Govt of Gujarat Organisation have released tender for Study Designing
Development Uploading maintenance amp support for various types of Applications and
for Data Processing work
The bidders can download the tender document from website of Industrial Extension
Bureau (httpwwwindextbcom) as well as from httpsindextbnprocurecom
Tender Fee - Non refundable Rs1000- (Rupees One thousand only) Date amp Time of Pre-bid meeting 25-02-2013 at 1300 hrs
Place for Pre-bid meeting and Opening of Technical Bids
iNDEXTb Conference Room Block No 18 2nd Floor Udyog Bhavan Sector-11 Gandhinagar ndash 382 010 Gujarat
Last date amp time for Online Submission of bid documents
11-03-2013 up to 1300 hrs
Place for Online Submission of bid documents
httpsindextbnprocurecom
Date amp time for Opening of Technical Bid
11-03-2013 at 1330 hrs
Contact person Shri Mukesh Kumar IAS Managing Director
Shri Janak J Shah General Manager (IT)
Bid Security (Earnest Money Deposit)
Rs 100000- (Rupees One lac only) (No relaxation to anyone including SSI units)
Demand Draft for Tender fee amp EMD
Demand Draft in favour of ldquoiNDEXTbrdquo payable at Gandhinagar
Last date time amp place for physical submission of EMD Tender Fee and other Documents
11-03-2013 up to 1300 hrs Managing Director Industrial Extension Bureau Block No 15 1st Floor Udyog Bhavan Sector-11 Gandhinagar ndash 382 010 Gujarat
Validity of tender 180 Days
1 Technical bids will be opened in the presence of the Committee members whoever
are present as well as a representative of Bidders who choose to attend on the
specified date and time The tender committee has been empowered to take the
final decision regarding the tender
2 In the event of the date specified for receipt and opening of bid being declared as a
holiday for iNDEXTb the due date for submission of bid and opening of bid will be
the following working day at the appointed time
3 iNDEXTb reserves the right to accept or reject any tender offer without assigning
any reason
4 The selection procedure may call for a presentation after the preliminary scrutiny
The agencies are required to come for personal presentation at their own cost on
short notice
Tender document for IT Empanelment Page 6 of 36
5 Do not send any Financial Proposal at this juncture
6 Empanelled parties will have to follow IT policies rules amp regulations declared
time to time by GoGGoI
7 ConsultantsOrganisations are required to submit the details in the prescribed
format in chronological order If any information sought in this RFQ is either
missing or not clearly specified it will be presumed that the consultant is not in a
position to provide the information and the offer will be evaluated accordingly
8 In case during the evaluation process or later on any documents submitted as
part of the proposal are on verification found fakewrongillegalnot
authenticated by the issuing authority iNDEXTb may debarblack list the bidder
either indefinitely or for a stated period of time
9 Use amp Release of Bidder Submissions
iNDEXTb is not liable for any cost incurred by a Bidder in the preparation and
production of any Proposal the preparation or execution of any benchmark
demonstrations simulation or laboratory service or for any work performed prior
to the execution of a formal contract All materials submitted become the property
of the iNDEXTb and may be returned at its sole discretion The content of each
Bidderrsquos Proposal will be held in strict confidence during the evaluation process
and details of any Proposals will not be discussed outside the evaluation process
Note
1 Bidders who wish to participate in this e-tender will have to register on
httpsindextbnprocurecom Further bidders who wish to participate in online
bids will have to procure Digital Certificate as per Information Technology Act
2000 using which they can sign their electronic bids Bidders can procure the
same from (n)Code solutions ndash a division of GNFC Ltd or any other agency
licensed by Controller of Certifying Authority Govt of India Bidders who already
have a valid Digital Certificate need not procure a new Digital Certificate
2 In case the bidders need any clarification or for training requirement for
participating in e-tender they may contact the following office
(n)Code Solutions (A Division of GNFC Ltd)
403 GNFC Info Tower S G Road Bodakdev
Ahmedabad ndash 380 054 (Gujarat)
Phone 079-2685 7316 17 18 (Ext 515 565 525)
Tender document for IT Empanelment Page 7 of 36
SECTION ndash I
PREFACE
Tender document for IT Empanelment Page 8 of 36
PREFACE
iNDEXTb Computer Centre is providing IT Services to various Govt Dept Boards
Corporations Local Bodies etc For the purpose iNDEXTb is interested to Empanel
reputed IT ConsultantOrganisation for ConsultancyOutsourcing various stages of
Software Development Life Cycle (SDLC) of IT Projects andor Complete Project andor
Data Processing work for initial period of 1 Year from the date of empanelment letter
In line with the same iNDEXTb has come out with a Request for Qualification (RFQ) for
empanelling parties in the area of ConsultancyOutsourcing andor Data Processing
Bidder has to submit information in accordance with the various provisions of this RFQ
document The ldquoEmpanelmentrdquo will be arrived through Quality Based Selection
evaluation process of submitted proposals by various entities
Bidder shall submit specific information online and other Pre-Qualification Technical
and other Documents as described in the RFQ have to be submitted physically before
the last date and time of proposal submission as mentioned in the RFQ
A Pre-Bid meeting shall be held on the date amp time indicated earlier in this document
Bidders are requested to submit their queries or clarifications regarding the RFQ in the
format provided (Annexure 7) latest by previous day of pre-bid meeting Any other
queries raised by bidders shall also be taken up for discussion in the pre-bid conference
The authorized representative of the bidder should sign all the communication The pre-
qualification and technical proposals have to be signed on each page by the authorized
signatory
Tender document for IT Empanelment Page 9 of 36
SECTION ndash II
INSTRUCTIONS TO BIDDERS
Tender document for IT Empanelment Page 10 of 36
DEFINITIONS
In this document the following terms shall have following respective meanings
ldquoAgreementrdquo means the Agreement to be signed between the successful bidder and
iNDEXTb including all attachments appendices all documents incorporated by
reference thereto together with any subsequent modifications the RFQ the bid offer
the acceptance and all related correspondences clarifications presentations
ldquoAuthorized Representativerdquo shall mean any person authorized by either of the
parties
ldquoBidderrdquo means any firm offering the solution(s) service(s) andor materials required
in the RFQ The word Bidder when used in the pre award period shall be synonymous
with Bidder and when used after award of the Contract shall mean the successful
Bidder with whom iNDEXTb signs the agreement for rendering of services
ldquoContractrdquo is used synonymously with Agreement
ldquoCorrupt Practicerdquo means the offering giving receiving or soliciting of anything of
value or influence the action of an official in the process of Contract execution
ldquoDefault Noticerdquo shall mean the written notice of Default of the Agreement issued by
one Party to the other in terms hereof
ldquoiNDEXTbrdquo means Industrial Extension Bureau is carrying out tender activities
ldquoLawrdquo shall mean any Act notification by-law rules and regulations directive
ordinance order or instruction having the force of law enacted or issued by the Central
Government andor the Government of Gujarat or any other Government or regulatory
authority or political subdivision of Government agency
ldquoLOIrdquo means issuing of Letter of Intent which shall constitute the intention of the
Tenderer to empanel the successful bidder
ldquoPartyrdquo means iNDEXTb or Bidder individually and ldquoPartiesrdquo mean iNDEXTb and
Bidder collectively
ldquoPeriod of Agreementrdquo means 1 year from the date of empanelment letter
ldquoRequest for Qualification (RFQ)rdquo means the detailed notification seeking a set of
solution(s) services(s) materials andor any combination of them
ldquoRequirementsrdquo shall mean and include schedules details description statement of
technical data performance characteristics and standards (Indian amp International) as
applicable and specified in the RFQ
ldquoSub-Contractingrdquo means any person to whom any part of work under the agreement
is sub-contracted by the Bidder
Tender document for IT Empanelment Page 11 of 36
ldquoServicerdquo means provision of Contracted service viz operation maintenance and
associated services as per this RFQ
ldquoTendererrdquo means the institution which has issued the tender in the present context
Tender has been issued by iNDEXTb
ldquoTermination Noticerdquo means the written notice of termination of the Agreement issued
by one Party to the other in terms hereof
AREA OF INTEREST
iNDEXTb shall empanel eligible bidders in eitherboth of the following areas
1 IT ConsultantOutsourcing
Selected bidders are required to provide their services in terms of IT Consultant
Outsourcing of completepart project andor various stages of SDLC of IT projects
such as website development web portal web enabled applications and other
software using various technologies
Selected bidders shall also agree to provide technical manpower as per the
requirement of iNDEXTb from time to time on man-month or other mode of
payment basis as decided
2 Data Processing
(a) Data Entry Scanning amp Manpower Supply
This area includes data entry scanning of documents amp image storing and
Manpower supply as per the requirement of iNDEXTb
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICR
OMROCR Technology
This area includes data entry designing of the forms for scanning Manpower
supply as per the requirement of iNDEXTb and database creation during
scanning using ICROMROCR technology by applying proper data validations
report generation etc
As and when require iNDEXTb shall invite empanelled parties for attending briefing
meets to understand the project enquiries All the parties are expected to participate in
such meetings In case the party is not able to participate in such meetings the party
will intimate iNDEXTb in writing giving proper reasons iNDEXTb reserves the right to
award the work to one or more empanelled parties at L1 rate
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 2 of 36
TABLE OF CONTENTS
DISCLAIMER 4
IMPORTANT INFORMATION 5
SECTION ndash I 7
PREFACE 8
SECTION ndash II 9
INSTRUCTIONS TO BIDDERS 9
DEFINITIONS 10
AREA OF INTEREST 11
ELIGIBILITY CRITERIA 12
COST OF RFQ 12
PRE-BID CONFERENCE (PBC) 13
AMENDMENT OR MODIFICATION OF RFQ 13
PROPOSAL PREPARATION 13
COST OF BIDDING 15
BID SECURITY (EMD) 15
PROPOSAL SUBMISSION 15
NUMBER OF PROPOSALS 16
PROPOSAL VALIDITY 16
LANGUAGE 17
LATE PROPOSALS 17
MODIFICATION amp WITHDRAWAL OF PROPOSALS 17
RIGHT TO ACCEPT PROPOSAL 17
PROPOSAL FORMS 17
CONTACTING THE TENDERER 17
SCHEDULE OF EVENTS 18
OPENING amp EVALUATION OF PROPOSAL 18
AWARD OF CONTRACT 21
CONFIDENTIALITY 22
ARBITRATION 22
TERMINATION OF RFQ 23
SECTION ndash III 24
SPECIAL CONDITIONS OF CONTRACT 24
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS 25
FORCE MAJEURE 25
PAYMENT TERMS 26
BANKRUPTCY amp INSOLVENCY 26
PROJECT DURATION 26
Tender document for IT Empanelment Page 3 of 36
SECTION ndash IV 27
ANNEXURE ndash FORMATS 27
ANNEXURE 1 ndash COVERING LETTER 28
ANNEXURE 2 ndash BIDDERrsquoS PROFILE 30
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY 32
ANNEXURE 4 ndash FIRM EXPERIENCE 33
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT AND TECHNICAL STAFF 34
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL STAFF 35
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE QUERIESCLARIFICATIONS 36
Tender document for IT Empanelment Page 4 of 36
DISCLAIMER
The information contained in this Request for Qualification (RFQ) document or
subsequently provided to Bidder(s) whether verbally or in documentary or any other
form by iNDEXTb or any of their employees or advisors is provided to Bidder(s) on the
terms and conditions set out in this RFQ and such other terms and conditions subject to
which such information is provided
The purpose of this RFQ is to provide interested parties with information that may be
useful to them in eliciting their offers This RFQ includes statements which reflect
various assumptions and assessments arrived at by iNDEXTb in relation to various
Projects to be carried out Such assumptions assessments and statements do not
purport to contain all the information that each Bidder may require This RFQ may not
be appropriate for all persons and it is not possible for iNDEXTb its employees or
advisors to consider the investment objectives financial situation and particular needs
of each party who reads or uses this RFQ The assumptions assessments statements
and information contained in this RFQ may not be complete accurate adequate or
correct Each Bidder should therefore conduct its own investigations and analysis and
should check the accuracy adequacy correctness reliability and completeness of the
assumptions assessments statements and information contained in this RFQ and
obtain independent advice from appropriate sources
Information provided in this document to the Bidder(s) is on a wide range of matters
some of which depends upon interpretation of law The information given is not an
exhaustive account of statutory requirements and should not be regarded as a complete
or authoritative statement of law iNDEXTb accepts no responsibility for the accuracy or
otherwise for any interpretation or opinion on law expressed herein
iNDEXTb its employees and advisors make no representation or warranty and shall
have no liability to any person including any Applicant or Bidder 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 RFQ or otherwise including the accuracy
adequacy correctness completeness or reliability of the RFQ and any assessment
assumption statement or information contained therein or deemed to form part of this
RFQ or arising in any way in this Bid Stage
Tender document for IT Empanelment Page 5 of 36
IMPORTANT INFORMATION
iNDEXTb is a Govt of Gujarat Organisation have released tender for Study Designing
Development Uploading maintenance amp support for various types of Applications and
for Data Processing work
The bidders can download the tender document from website of Industrial Extension
Bureau (httpwwwindextbcom) as well as from httpsindextbnprocurecom
Tender Fee - Non refundable Rs1000- (Rupees One thousand only) Date amp Time of Pre-bid meeting 25-02-2013 at 1300 hrs
Place for Pre-bid meeting and Opening of Technical Bids
iNDEXTb Conference Room Block No 18 2nd Floor Udyog Bhavan Sector-11 Gandhinagar ndash 382 010 Gujarat
Last date amp time for Online Submission of bid documents
11-03-2013 up to 1300 hrs
Place for Online Submission of bid documents
httpsindextbnprocurecom
Date amp time for Opening of Technical Bid
11-03-2013 at 1330 hrs
Contact person Shri Mukesh Kumar IAS Managing Director
Shri Janak J Shah General Manager (IT)
Bid Security (Earnest Money Deposit)
Rs 100000- (Rupees One lac only) (No relaxation to anyone including SSI units)
Demand Draft for Tender fee amp EMD
Demand Draft in favour of ldquoiNDEXTbrdquo payable at Gandhinagar
Last date time amp place for physical submission of EMD Tender Fee and other Documents
11-03-2013 up to 1300 hrs Managing Director Industrial Extension Bureau Block No 15 1st Floor Udyog Bhavan Sector-11 Gandhinagar ndash 382 010 Gujarat
Validity of tender 180 Days
1 Technical bids will be opened in the presence of the Committee members whoever
are present as well as a representative of Bidders who choose to attend on the
specified date and time The tender committee has been empowered to take the
final decision regarding the tender
2 In the event of the date specified for receipt and opening of bid being declared as a
holiday for iNDEXTb the due date for submission of bid and opening of bid will be
the following working day at the appointed time
3 iNDEXTb reserves the right to accept or reject any tender offer without assigning
any reason
4 The selection procedure may call for a presentation after the preliminary scrutiny
The agencies are required to come for personal presentation at their own cost on
short notice
Tender document for IT Empanelment Page 6 of 36
5 Do not send any Financial Proposal at this juncture
6 Empanelled parties will have to follow IT policies rules amp regulations declared
time to time by GoGGoI
7 ConsultantsOrganisations are required to submit the details in the prescribed
format in chronological order If any information sought in this RFQ is either
missing or not clearly specified it will be presumed that the consultant is not in a
position to provide the information and the offer will be evaluated accordingly
8 In case during the evaluation process or later on any documents submitted as
part of the proposal are on verification found fakewrongillegalnot
authenticated by the issuing authority iNDEXTb may debarblack list the bidder
either indefinitely or for a stated period of time
9 Use amp Release of Bidder Submissions
iNDEXTb is not liable for any cost incurred by a Bidder in the preparation and
production of any Proposal the preparation or execution of any benchmark
demonstrations simulation or laboratory service or for any work performed prior
to the execution of a formal contract All materials submitted become the property
of the iNDEXTb and may be returned at its sole discretion The content of each
Bidderrsquos Proposal will be held in strict confidence during the evaluation process
and details of any Proposals will not be discussed outside the evaluation process
Note
1 Bidders who wish to participate in this e-tender will have to register on
httpsindextbnprocurecom Further bidders who wish to participate in online
bids will have to procure Digital Certificate as per Information Technology Act
2000 using which they can sign their electronic bids Bidders can procure the
same from (n)Code solutions ndash a division of GNFC Ltd or any other agency
licensed by Controller of Certifying Authority Govt of India Bidders who already
have a valid Digital Certificate need not procure a new Digital Certificate
2 In case the bidders need any clarification or for training requirement for
participating in e-tender they may contact the following office
(n)Code Solutions (A Division of GNFC Ltd)
403 GNFC Info Tower S G Road Bodakdev
Ahmedabad ndash 380 054 (Gujarat)
Phone 079-2685 7316 17 18 (Ext 515 565 525)
Tender document for IT Empanelment Page 7 of 36
SECTION ndash I
PREFACE
Tender document for IT Empanelment Page 8 of 36
PREFACE
iNDEXTb Computer Centre is providing IT Services to various Govt Dept Boards
Corporations Local Bodies etc For the purpose iNDEXTb is interested to Empanel
reputed IT ConsultantOrganisation for ConsultancyOutsourcing various stages of
Software Development Life Cycle (SDLC) of IT Projects andor Complete Project andor
Data Processing work for initial period of 1 Year from the date of empanelment letter
In line with the same iNDEXTb has come out with a Request for Qualification (RFQ) for
empanelling parties in the area of ConsultancyOutsourcing andor Data Processing
Bidder has to submit information in accordance with the various provisions of this RFQ
document The ldquoEmpanelmentrdquo will be arrived through Quality Based Selection
evaluation process of submitted proposals by various entities
Bidder shall submit specific information online and other Pre-Qualification Technical
and other Documents as described in the RFQ have to be submitted physically before
the last date and time of proposal submission as mentioned in the RFQ
A Pre-Bid meeting shall be held on the date amp time indicated earlier in this document
Bidders are requested to submit their queries or clarifications regarding the RFQ in the
format provided (Annexure 7) latest by previous day of pre-bid meeting Any other
queries raised by bidders shall also be taken up for discussion in the pre-bid conference
The authorized representative of the bidder should sign all the communication The pre-
qualification and technical proposals have to be signed on each page by the authorized
signatory
Tender document for IT Empanelment Page 9 of 36
SECTION ndash II
INSTRUCTIONS TO BIDDERS
Tender document for IT Empanelment Page 10 of 36
DEFINITIONS
In this document the following terms shall have following respective meanings
ldquoAgreementrdquo means the Agreement to be signed between the successful bidder and
iNDEXTb including all attachments appendices all documents incorporated by
reference thereto together with any subsequent modifications the RFQ the bid offer
the acceptance and all related correspondences clarifications presentations
ldquoAuthorized Representativerdquo shall mean any person authorized by either of the
parties
ldquoBidderrdquo means any firm offering the solution(s) service(s) andor materials required
in the RFQ The word Bidder when used in the pre award period shall be synonymous
with Bidder and when used after award of the Contract shall mean the successful
Bidder with whom iNDEXTb signs the agreement for rendering of services
ldquoContractrdquo is used synonymously with Agreement
ldquoCorrupt Practicerdquo means the offering giving receiving or soliciting of anything of
value or influence the action of an official in the process of Contract execution
ldquoDefault Noticerdquo shall mean the written notice of Default of the Agreement issued by
one Party to the other in terms hereof
ldquoiNDEXTbrdquo means Industrial Extension Bureau is carrying out tender activities
ldquoLawrdquo shall mean any Act notification by-law rules and regulations directive
ordinance order or instruction having the force of law enacted or issued by the Central
Government andor the Government of Gujarat or any other Government or regulatory
authority or political subdivision of Government agency
ldquoLOIrdquo means issuing of Letter of Intent which shall constitute the intention of the
Tenderer to empanel the successful bidder
ldquoPartyrdquo means iNDEXTb or Bidder individually and ldquoPartiesrdquo mean iNDEXTb and
Bidder collectively
ldquoPeriod of Agreementrdquo means 1 year from the date of empanelment letter
ldquoRequest for Qualification (RFQ)rdquo means the detailed notification seeking a set of
solution(s) services(s) materials andor any combination of them
ldquoRequirementsrdquo shall mean and include schedules details description statement of
technical data performance characteristics and standards (Indian amp International) as
applicable and specified in the RFQ
ldquoSub-Contractingrdquo means any person to whom any part of work under the agreement
is sub-contracted by the Bidder
Tender document for IT Empanelment Page 11 of 36
ldquoServicerdquo means provision of Contracted service viz operation maintenance and
associated services as per this RFQ
ldquoTendererrdquo means the institution which has issued the tender in the present context
Tender has been issued by iNDEXTb
ldquoTermination Noticerdquo means the written notice of termination of the Agreement issued
by one Party to the other in terms hereof
AREA OF INTEREST
iNDEXTb shall empanel eligible bidders in eitherboth of the following areas
1 IT ConsultantOutsourcing
Selected bidders are required to provide their services in terms of IT Consultant
Outsourcing of completepart project andor various stages of SDLC of IT projects
such as website development web portal web enabled applications and other
software using various technologies
Selected bidders shall also agree to provide technical manpower as per the
requirement of iNDEXTb from time to time on man-month or other mode of
payment basis as decided
2 Data Processing
(a) Data Entry Scanning amp Manpower Supply
This area includes data entry scanning of documents amp image storing and
Manpower supply as per the requirement of iNDEXTb
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICR
OMROCR Technology
This area includes data entry designing of the forms for scanning Manpower
supply as per the requirement of iNDEXTb and database creation during
scanning using ICROMROCR technology by applying proper data validations
report generation etc
As and when require iNDEXTb shall invite empanelled parties for attending briefing
meets to understand the project enquiries All the parties are expected to participate in
such meetings In case the party is not able to participate in such meetings the party
will intimate iNDEXTb in writing giving proper reasons iNDEXTb reserves the right to
award the work to one or more empanelled parties at L1 rate
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 3 of 36
SECTION ndash IV 27
ANNEXURE ndash FORMATS 27
ANNEXURE 1 ndash COVERING LETTER 28
ANNEXURE 2 ndash BIDDERrsquoS PROFILE 30
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY 32
ANNEXURE 4 ndash FIRM EXPERIENCE 33
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT AND TECHNICAL STAFF 34
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL STAFF 35
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE QUERIESCLARIFICATIONS 36
Tender document for IT Empanelment Page 4 of 36
DISCLAIMER
The information contained in this Request for Qualification (RFQ) document or
subsequently provided to Bidder(s) whether verbally or in documentary or any other
form by iNDEXTb or any of their employees or advisors is provided to Bidder(s) on the
terms and conditions set out in this RFQ and such other terms and conditions subject to
which such information is provided
The purpose of this RFQ is to provide interested parties with information that may be
useful to them in eliciting their offers This RFQ includes statements which reflect
various assumptions and assessments arrived at by iNDEXTb in relation to various
Projects to be carried out Such assumptions assessments and statements do not
purport to contain all the information that each Bidder may require This RFQ may not
be appropriate for all persons and it is not possible for iNDEXTb its employees or
advisors to consider the investment objectives financial situation and particular needs
of each party who reads or uses this RFQ The assumptions assessments statements
and information contained in this RFQ may not be complete accurate adequate or
correct Each Bidder should therefore conduct its own investigations and analysis and
should check the accuracy adequacy correctness reliability and completeness of the
assumptions assessments statements and information contained in this RFQ and
obtain independent advice from appropriate sources
Information provided in this document to the Bidder(s) is on a wide range of matters
some of which depends upon interpretation of law The information given is not an
exhaustive account of statutory requirements and should not be regarded as a complete
or authoritative statement of law iNDEXTb accepts no responsibility for the accuracy or
otherwise for any interpretation or opinion on law expressed herein
iNDEXTb its employees and advisors make no representation or warranty and shall
have no liability to any person including any Applicant or Bidder 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 RFQ or otherwise including the accuracy
adequacy correctness completeness or reliability of the RFQ and any assessment
assumption statement or information contained therein or deemed to form part of this
RFQ or arising in any way in this Bid Stage
Tender document for IT Empanelment Page 5 of 36
IMPORTANT INFORMATION
iNDEXTb is a Govt of Gujarat Organisation have released tender for Study Designing
Development Uploading maintenance amp support for various types of Applications and
for Data Processing work
The bidders can download the tender document from website of Industrial Extension
Bureau (httpwwwindextbcom) as well as from httpsindextbnprocurecom
Tender Fee - Non refundable Rs1000- (Rupees One thousand only) Date amp Time of Pre-bid meeting 25-02-2013 at 1300 hrs
Place for Pre-bid meeting and Opening of Technical Bids
iNDEXTb Conference Room Block No 18 2nd Floor Udyog Bhavan Sector-11 Gandhinagar ndash 382 010 Gujarat
Last date amp time for Online Submission of bid documents
11-03-2013 up to 1300 hrs
Place for Online Submission of bid documents
httpsindextbnprocurecom
Date amp time for Opening of Technical Bid
11-03-2013 at 1330 hrs
Contact person Shri Mukesh Kumar IAS Managing Director
Shri Janak J Shah General Manager (IT)
Bid Security (Earnest Money Deposit)
Rs 100000- (Rupees One lac only) (No relaxation to anyone including SSI units)
Demand Draft for Tender fee amp EMD
Demand Draft in favour of ldquoiNDEXTbrdquo payable at Gandhinagar
Last date time amp place for physical submission of EMD Tender Fee and other Documents
11-03-2013 up to 1300 hrs Managing Director Industrial Extension Bureau Block No 15 1st Floor Udyog Bhavan Sector-11 Gandhinagar ndash 382 010 Gujarat
Validity of tender 180 Days
1 Technical bids will be opened in the presence of the Committee members whoever
are present as well as a representative of Bidders who choose to attend on the
specified date and time The tender committee has been empowered to take the
final decision regarding the tender
2 In the event of the date specified for receipt and opening of bid being declared as a
holiday for iNDEXTb the due date for submission of bid and opening of bid will be
the following working day at the appointed time
3 iNDEXTb reserves the right to accept or reject any tender offer without assigning
any reason
4 The selection procedure may call for a presentation after the preliminary scrutiny
The agencies are required to come for personal presentation at their own cost on
short notice
Tender document for IT Empanelment Page 6 of 36
5 Do not send any Financial Proposal at this juncture
6 Empanelled parties will have to follow IT policies rules amp regulations declared
time to time by GoGGoI
7 ConsultantsOrganisations are required to submit the details in the prescribed
format in chronological order If any information sought in this RFQ is either
missing or not clearly specified it will be presumed that the consultant is not in a
position to provide the information and the offer will be evaluated accordingly
8 In case during the evaluation process or later on any documents submitted as
part of the proposal are on verification found fakewrongillegalnot
authenticated by the issuing authority iNDEXTb may debarblack list the bidder
either indefinitely or for a stated period of time
9 Use amp Release of Bidder Submissions
iNDEXTb is not liable for any cost incurred by a Bidder in the preparation and
production of any Proposal the preparation or execution of any benchmark
demonstrations simulation or laboratory service or for any work performed prior
to the execution of a formal contract All materials submitted become the property
of the iNDEXTb and may be returned at its sole discretion The content of each
Bidderrsquos Proposal will be held in strict confidence during the evaluation process
and details of any Proposals will not be discussed outside the evaluation process
Note
1 Bidders who wish to participate in this e-tender will have to register on
httpsindextbnprocurecom Further bidders who wish to participate in online
bids will have to procure Digital Certificate as per Information Technology Act
2000 using which they can sign their electronic bids Bidders can procure the
same from (n)Code solutions ndash a division of GNFC Ltd or any other agency
licensed by Controller of Certifying Authority Govt of India Bidders who already
have a valid Digital Certificate need not procure a new Digital Certificate
2 In case the bidders need any clarification or for training requirement for
participating in e-tender they may contact the following office
(n)Code Solutions (A Division of GNFC Ltd)
403 GNFC Info Tower S G Road Bodakdev
Ahmedabad ndash 380 054 (Gujarat)
Phone 079-2685 7316 17 18 (Ext 515 565 525)
Tender document for IT Empanelment Page 7 of 36
SECTION ndash I
PREFACE
Tender document for IT Empanelment Page 8 of 36
PREFACE
iNDEXTb Computer Centre is providing IT Services to various Govt Dept Boards
Corporations Local Bodies etc For the purpose iNDEXTb is interested to Empanel
reputed IT ConsultantOrganisation for ConsultancyOutsourcing various stages of
Software Development Life Cycle (SDLC) of IT Projects andor Complete Project andor
Data Processing work for initial period of 1 Year from the date of empanelment letter
In line with the same iNDEXTb has come out with a Request for Qualification (RFQ) for
empanelling parties in the area of ConsultancyOutsourcing andor Data Processing
Bidder has to submit information in accordance with the various provisions of this RFQ
document The ldquoEmpanelmentrdquo will be arrived through Quality Based Selection
evaluation process of submitted proposals by various entities
Bidder shall submit specific information online and other Pre-Qualification Technical
and other Documents as described in the RFQ have to be submitted physically before
the last date and time of proposal submission as mentioned in the RFQ
A Pre-Bid meeting shall be held on the date amp time indicated earlier in this document
Bidders are requested to submit their queries or clarifications regarding the RFQ in the
format provided (Annexure 7) latest by previous day of pre-bid meeting Any other
queries raised by bidders shall also be taken up for discussion in the pre-bid conference
The authorized representative of the bidder should sign all the communication The pre-
qualification and technical proposals have to be signed on each page by the authorized
signatory
Tender document for IT Empanelment Page 9 of 36
SECTION ndash II
INSTRUCTIONS TO BIDDERS
Tender document for IT Empanelment Page 10 of 36
DEFINITIONS
In this document the following terms shall have following respective meanings
ldquoAgreementrdquo means the Agreement to be signed between the successful bidder and
iNDEXTb including all attachments appendices all documents incorporated by
reference thereto together with any subsequent modifications the RFQ the bid offer
the acceptance and all related correspondences clarifications presentations
ldquoAuthorized Representativerdquo shall mean any person authorized by either of the
parties
ldquoBidderrdquo means any firm offering the solution(s) service(s) andor materials required
in the RFQ The word Bidder when used in the pre award period shall be synonymous
with Bidder and when used after award of the Contract shall mean the successful
Bidder with whom iNDEXTb signs the agreement for rendering of services
ldquoContractrdquo is used synonymously with Agreement
ldquoCorrupt Practicerdquo means the offering giving receiving or soliciting of anything of
value or influence the action of an official in the process of Contract execution
ldquoDefault Noticerdquo shall mean the written notice of Default of the Agreement issued by
one Party to the other in terms hereof
ldquoiNDEXTbrdquo means Industrial Extension Bureau is carrying out tender activities
ldquoLawrdquo shall mean any Act notification by-law rules and regulations directive
ordinance order or instruction having the force of law enacted or issued by the Central
Government andor the Government of Gujarat or any other Government or regulatory
authority or political subdivision of Government agency
ldquoLOIrdquo means issuing of Letter of Intent which shall constitute the intention of the
Tenderer to empanel the successful bidder
ldquoPartyrdquo means iNDEXTb or Bidder individually and ldquoPartiesrdquo mean iNDEXTb and
Bidder collectively
ldquoPeriod of Agreementrdquo means 1 year from the date of empanelment letter
ldquoRequest for Qualification (RFQ)rdquo means the detailed notification seeking a set of
solution(s) services(s) materials andor any combination of them
ldquoRequirementsrdquo shall mean and include schedules details description statement of
technical data performance characteristics and standards (Indian amp International) as
applicable and specified in the RFQ
ldquoSub-Contractingrdquo means any person to whom any part of work under the agreement
is sub-contracted by the Bidder
Tender document for IT Empanelment Page 11 of 36
ldquoServicerdquo means provision of Contracted service viz operation maintenance and
associated services as per this RFQ
ldquoTendererrdquo means the institution which has issued the tender in the present context
Tender has been issued by iNDEXTb
ldquoTermination Noticerdquo means the written notice of termination of the Agreement issued
by one Party to the other in terms hereof
AREA OF INTEREST
iNDEXTb shall empanel eligible bidders in eitherboth of the following areas
1 IT ConsultantOutsourcing
Selected bidders are required to provide their services in terms of IT Consultant
Outsourcing of completepart project andor various stages of SDLC of IT projects
such as website development web portal web enabled applications and other
software using various technologies
Selected bidders shall also agree to provide technical manpower as per the
requirement of iNDEXTb from time to time on man-month or other mode of
payment basis as decided
2 Data Processing
(a) Data Entry Scanning amp Manpower Supply
This area includes data entry scanning of documents amp image storing and
Manpower supply as per the requirement of iNDEXTb
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICR
OMROCR Technology
This area includes data entry designing of the forms for scanning Manpower
supply as per the requirement of iNDEXTb and database creation during
scanning using ICROMROCR technology by applying proper data validations
report generation etc
As and when require iNDEXTb shall invite empanelled parties for attending briefing
meets to understand the project enquiries All the parties are expected to participate in
such meetings In case the party is not able to participate in such meetings the party
will intimate iNDEXTb in writing giving proper reasons iNDEXTb reserves the right to
award the work to one or more empanelled parties at L1 rate
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 4 of 36
DISCLAIMER
The information contained in this Request for Qualification (RFQ) document or
subsequently provided to Bidder(s) whether verbally or in documentary or any other
form by iNDEXTb or any of their employees or advisors is provided to Bidder(s) on the
terms and conditions set out in this RFQ and such other terms and conditions subject to
which such information is provided
The purpose of this RFQ is to provide interested parties with information that may be
useful to them in eliciting their offers This RFQ includes statements which reflect
various assumptions and assessments arrived at by iNDEXTb in relation to various
Projects to be carried out Such assumptions assessments and statements do not
purport to contain all the information that each Bidder may require This RFQ may not
be appropriate for all persons and it is not possible for iNDEXTb its employees or
advisors to consider the investment objectives financial situation and particular needs
of each party who reads or uses this RFQ The assumptions assessments statements
and information contained in this RFQ may not be complete accurate adequate or
correct Each Bidder should therefore conduct its own investigations and analysis and
should check the accuracy adequacy correctness reliability and completeness of the
assumptions assessments statements and information contained in this RFQ and
obtain independent advice from appropriate sources
Information provided in this document to the Bidder(s) is on a wide range of matters
some of which depends upon interpretation of law The information given is not an
exhaustive account of statutory requirements and should not be regarded as a complete
or authoritative statement of law iNDEXTb accepts no responsibility for the accuracy or
otherwise for any interpretation or opinion on law expressed herein
iNDEXTb its employees and advisors make no representation or warranty and shall
have no liability to any person including any Applicant or Bidder 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 RFQ or otherwise including the accuracy
adequacy correctness completeness or reliability of the RFQ and any assessment
assumption statement or information contained therein or deemed to form part of this
RFQ or arising in any way in this Bid Stage
Tender document for IT Empanelment Page 5 of 36
IMPORTANT INFORMATION
iNDEXTb is a Govt of Gujarat Organisation have released tender for Study Designing
Development Uploading maintenance amp support for various types of Applications and
for Data Processing work
The bidders can download the tender document from website of Industrial Extension
Bureau (httpwwwindextbcom) as well as from httpsindextbnprocurecom
Tender Fee - Non refundable Rs1000- (Rupees One thousand only) Date amp Time of Pre-bid meeting 25-02-2013 at 1300 hrs
Place for Pre-bid meeting and Opening of Technical Bids
iNDEXTb Conference Room Block No 18 2nd Floor Udyog Bhavan Sector-11 Gandhinagar ndash 382 010 Gujarat
Last date amp time for Online Submission of bid documents
11-03-2013 up to 1300 hrs
Place for Online Submission of bid documents
httpsindextbnprocurecom
Date amp time for Opening of Technical Bid
11-03-2013 at 1330 hrs
Contact person Shri Mukesh Kumar IAS Managing Director
Shri Janak J Shah General Manager (IT)
Bid Security (Earnest Money Deposit)
Rs 100000- (Rupees One lac only) (No relaxation to anyone including SSI units)
Demand Draft for Tender fee amp EMD
Demand Draft in favour of ldquoiNDEXTbrdquo payable at Gandhinagar
Last date time amp place for physical submission of EMD Tender Fee and other Documents
11-03-2013 up to 1300 hrs Managing Director Industrial Extension Bureau Block No 15 1st Floor Udyog Bhavan Sector-11 Gandhinagar ndash 382 010 Gujarat
Validity of tender 180 Days
1 Technical bids will be opened in the presence of the Committee members whoever
are present as well as a representative of Bidders who choose to attend on the
specified date and time The tender committee has been empowered to take the
final decision regarding the tender
2 In the event of the date specified for receipt and opening of bid being declared as a
holiday for iNDEXTb the due date for submission of bid and opening of bid will be
the following working day at the appointed time
3 iNDEXTb reserves the right to accept or reject any tender offer without assigning
any reason
4 The selection procedure may call for a presentation after the preliminary scrutiny
The agencies are required to come for personal presentation at their own cost on
short notice
Tender document for IT Empanelment Page 6 of 36
5 Do not send any Financial Proposal at this juncture
6 Empanelled parties will have to follow IT policies rules amp regulations declared
time to time by GoGGoI
7 ConsultantsOrganisations are required to submit the details in the prescribed
format in chronological order If any information sought in this RFQ is either
missing or not clearly specified it will be presumed that the consultant is not in a
position to provide the information and the offer will be evaluated accordingly
8 In case during the evaluation process or later on any documents submitted as
part of the proposal are on verification found fakewrongillegalnot
authenticated by the issuing authority iNDEXTb may debarblack list the bidder
either indefinitely or for a stated period of time
9 Use amp Release of Bidder Submissions
iNDEXTb is not liable for any cost incurred by a Bidder in the preparation and
production of any Proposal the preparation or execution of any benchmark
demonstrations simulation or laboratory service or for any work performed prior
to the execution of a formal contract All materials submitted become the property
of the iNDEXTb and may be returned at its sole discretion The content of each
Bidderrsquos Proposal will be held in strict confidence during the evaluation process
and details of any Proposals will not be discussed outside the evaluation process
Note
1 Bidders who wish to participate in this e-tender will have to register on
httpsindextbnprocurecom Further bidders who wish to participate in online
bids will have to procure Digital Certificate as per Information Technology Act
2000 using which they can sign their electronic bids Bidders can procure the
same from (n)Code solutions ndash a division of GNFC Ltd or any other agency
licensed by Controller of Certifying Authority Govt of India Bidders who already
have a valid Digital Certificate need not procure a new Digital Certificate
2 In case the bidders need any clarification or for training requirement for
participating in e-tender they may contact the following office
(n)Code Solutions (A Division of GNFC Ltd)
403 GNFC Info Tower S G Road Bodakdev
Ahmedabad ndash 380 054 (Gujarat)
Phone 079-2685 7316 17 18 (Ext 515 565 525)
Tender document for IT Empanelment Page 7 of 36
SECTION ndash I
PREFACE
Tender document for IT Empanelment Page 8 of 36
PREFACE
iNDEXTb Computer Centre is providing IT Services to various Govt Dept Boards
Corporations Local Bodies etc For the purpose iNDEXTb is interested to Empanel
reputed IT ConsultantOrganisation for ConsultancyOutsourcing various stages of
Software Development Life Cycle (SDLC) of IT Projects andor Complete Project andor
Data Processing work for initial period of 1 Year from the date of empanelment letter
In line with the same iNDEXTb has come out with a Request for Qualification (RFQ) for
empanelling parties in the area of ConsultancyOutsourcing andor Data Processing
Bidder has to submit information in accordance with the various provisions of this RFQ
document The ldquoEmpanelmentrdquo will be arrived through Quality Based Selection
evaluation process of submitted proposals by various entities
Bidder shall submit specific information online and other Pre-Qualification Technical
and other Documents as described in the RFQ have to be submitted physically before
the last date and time of proposal submission as mentioned in the RFQ
A Pre-Bid meeting shall be held on the date amp time indicated earlier in this document
Bidders are requested to submit their queries or clarifications regarding the RFQ in the
format provided (Annexure 7) latest by previous day of pre-bid meeting Any other
queries raised by bidders shall also be taken up for discussion in the pre-bid conference
The authorized representative of the bidder should sign all the communication The pre-
qualification and technical proposals have to be signed on each page by the authorized
signatory
Tender document for IT Empanelment Page 9 of 36
SECTION ndash II
INSTRUCTIONS TO BIDDERS
Tender document for IT Empanelment Page 10 of 36
DEFINITIONS
In this document the following terms shall have following respective meanings
ldquoAgreementrdquo means the Agreement to be signed between the successful bidder and
iNDEXTb including all attachments appendices all documents incorporated by
reference thereto together with any subsequent modifications the RFQ the bid offer
the acceptance and all related correspondences clarifications presentations
ldquoAuthorized Representativerdquo shall mean any person authorized by either of the
parties
ldquoBidderrdquo means any firm offering the solution(s) service(s) andor materials required
in the RFQ The word Bidder when used in the pre award period shall be synonymous
with Bidder and when used after award of the Contract shall mean the successful
Bidder with whom iNDEXTb signs the agreement for rendering of services
ldquoContractrdquo is used synonymously with Agreement
ldquoCorrupt Practicerdquo means the offering giving receiving or soliciting of anything of
value or influence the action of an official in the process of Contract execution
ldquoDefault Noticerdquo shall mean the written notice of Default of the Agreement issued by
one Party to the other in terms hereof
ldquoiNDEXTbrdquo means Industrial Extension Bureau is carrying out tender activities
ldquoLawrdquo shall mean any Act notification by-law rules and regulations directive
ordinance order or instruction having the force of law enacted or issued by the Central
Government andor the Government of Gujarat or any other Government or regulatory
authority or political subdivision of Government agency
ldquoLOIrdquo means issuing of Letter of Intent which shall constitute the intention of the
Tenderer to empanel the successful bidder
ldquoPartyrdquo means iNDEXTb or Bidder individually and ldquoPartiesrdquo mean iNDEXTb and
Bidder collectively
ldquoPeriod of Agreementrdquo means 1 year from the date of empanelment letter
ldquoRequest for Qualification (RFQ)rdquo means the detailed notification seeking a set of
solution(s) services(s) materials andor any combination of them
ldquoRequirementsrdquo shall mean and include schedules details description statement of
technical data performance characteristics and standards (Indian amp International) as
applicable and specified in the RFQ
ldquoSub-Contractingrdquo means any person to whom any part of work under the agreement
is sub-contracted by the Bidder
Tender document for IT Empanelment Page 11 of 36
ldquoServicerdquo means provision of Contracted service viz operation maintenance and
associated services as per this RFQ
ldquoTendererrdquo means the institution which has issued the tender in the present context
Tender has been issued by iNDEXTb
ldquoTermination Noticerdquo means the written notice of termination of the Agreement issued
by one Party to the other in terms hereof
AREA OF INTEREST
iNDEXTb shall empanel eligible bidders in eitherboth of the following areas
1 IT ConsultantOutsourcing
Selected bidders are required to provide their services in terms of IT Consultant
Outsourcing of completepart project andor various stages of SDLC of IT projects
such as website development web portal web enabled applications and other
software using various technologies
Selected bidders shall also agree to provide technical manpower as per the
requirement of iNDEXTb from time to time on man-month or other mode of
payment basis as decided
2 Data Processing
(a) Data Entry Scanning amp Manpower Supply
This area includes data entry scanning of documents amp image storing and
Manpower supply as per the requirement of iNDEXTb
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICR
OMROCR Technology
This area includes data entry designing of the forms for scanning Manpower
supply as per the requirement of iNDEXTb and database creation during
scanning using ICROMROCR technology by applying proper data validations
report generation etc
As and when require iNDEXTb shall invite empanelled parties for attending briefing
meets to understand the project enquiries All the parties are expected to participate in
such meetings In case the party is not able to participate in such meetings the party
will intimate iNDEXTb in writing giving proper reasons iNDEXTb reserves the right to
award the work to one or more empanelled parties at L1 rate
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 5 of 36
IMPORTANT INFORMATION
iNDEXTb is a Govt of Gujarat Organisation have released tender for Study Designing
Development Uploading maintenance amp support for various types of Applications and
for Data Processing work
The bidders can download the tender document from website of Industrial Extension
Bureau (httpwwwindextbcom) as well as from httpsindextbnprocurecom
Tender Fee - Non refundable Rs1000- (Rupees One thousand only) Date amp Time of Pre-bid meeting 25-02-2013 at 1300 hrs
Place for Pre-bid meeting and Opening of Technical Bids
iNDEXTb Conference Room Block No 18 2nd Floor Udyog Bhavan Sector-11 Gandhinagar ndash 382 010 Gujarat
Last date amp time for Online Submission of bid documents
11-03-2013 up to 1300 hrs
Place for Online Submission of bid documents
httpsindextbnprocurecom
Date amp time for Opening of Technical Bid
11-03-2013 at 1330 hrs
Contact person Shri Mukesh Kumar IAS Managing Director
Shri Janak J Shah General Manager (IT)
Bid Security (Earnest Money Deposit)
Rs 100000- (Rupees One lac only) (No relaxation to anyone including SSI units)
Demand Draft for Tender fee amp EMD
Demand Draft in favour of ldquoiNDEXTbrdquo payable at Gandhinagar
Last date time amp place for physical submission of EMD Tender Fee and other Documents
11-03-2013 up to 1300 hrs Managing Director Industrial Extension Bureau Block No 15 1st Floor Udyog Bhavan Sector-11 Gandhinagar ndash 382 010 Gujarat
Validity of tender 180 Days
1 Technical bids will be opened in the presence of the Committee members whoever
are present as well as a representative of Bidders who choose to attend on the
specified date and time The tender committee has been empowered to take the
final decision regarding the tender
2 In the event of the date specified for receipt and opening of bid being declared as a
holiday for iNDEXTb the due date for submission of bid and opening of bid will be
the following working day at the appointed time
3 iNDEXTb reserves the right to accept or reject any tender offer without assigning
any reason
4 The selection procedure may call for a presentation after the preliminary scrutiny
The agencies are required to come for personal presentation at their own cost on
short notice
Tender document for IT Empanelment Page 6 of 36
5 Do not send any Financial Proposal at this juncture
6 Empanelled parties will have to follow IT policies rules amp regulations declared
time to time by GoGGoI
7 ConsultantsOrganisations are required to submit the details in the prescribed
format in chronological order If any information sought in this RFQ is either
missing or not clearly specified it will be presumed that the consultant is not in a
position to provide the information and the offer will be evaluated accordingly
8 In case during the evaluation process or later on any documents submitted as
part of the proposal are on verification found fakewrongillegalnot
authenticated by the issuing authority iNDEXTb may debarblack list the bidder
either indefinitely or for a stated period of time
9 Use amp Release of Bidder Submissions
iNDEXTb is not liable for any cost incurred by a Bidder in the preparation and
production of any Proposal the preparation or execution of any benchmark
demonstrations simulation or laboratory service or for any work performed prior
to the execution of a formal contract All materials submitted become the property
of the iNDEXTb and may be returned at its sole discretion The content of each
Bidderrsquos Proposal will be held in strict confidence during the evaluation process
and details of any Proposals will not be discussed outside the evaluation process
Note
1 Bidders who wish to participate in this e-tender will have to register on
httpsindextbnprocurecom Further bidders who wish to participate in online
bids will have to procure Digital Certificate as per Information Technology Act
2000 using which they can sign their electronic bids Bidders can procure the
same from (n)Code solutions ndash a division of GNFC Ltd or any other agency
licensed by Controller of Certifying Authority Govt of India Bidders who already
have a valid Digital Certificate need not procure a new Digital Certificate
2 In case the bidders need any clarification or for training requirement for
participating in e-tender they may contact the following office
(n)Code Solutions (A Division of GNFC Ltd)
403 GNFC Info Tower S G Road Bodakdev
Ahmedabad ndash 380 054 (Gujarat)
Phone 079-2685 7316 17 18 (Ext 515 565 525)
Tender document for IT Empanelment Page 7 of 36
SECTION ndash I
PREFACE
Tender document for IT Empanelment Page 8 of 36
PREFACE
iNDEXTb Computer Centre is providing IT Services to various Govt Dept Boards
Corporations Local Bodies etc For the purpose iNDEXTb is interested to Empanel
reputed IT ConsultantOrganisation for ConsultancyOutsourcing various stages of
Software Development Life Cycle (SDLC) of IT Projects andor Complete Project andor
Data Processing work for initial period of 1 Year from the date of empanelment letter
In line with the same iNDEXTb has come out with a Request for Qualification (RFQ) for
empanelling parties in the area of ConsultancyOutsourcing andor Data Processing
Bidder has to submit information in accordance with the various provisions of this RFQ
document The ldquoEmpanelmentrdquo will be arrived through Quality Based Selection
evaluation process of submitted proposals by various entities
Bidder shall submit specific information online and other Pre-Qualification Technical
and other Documents as described in the RFQ have to be submitted physically before
the last date and time of proposal submission as mentioned in the RFQ
A Pre-Bid meeting shall be held on the date amp time indicated earlier in this document
Bidders are requested to submit their queries or clarifications regarding the RFQ in the
format provided (Annexure 7) latest by previous day of pre-bid meeting Any other
queries raised by bidders shall also be taken up for discussion in the pre-bid conference
The authorized representative of the bidder should sign all the communication The pre-
qualification and technical proposals have to be signed on each page by the authorized
signatory
Tender document for IT Empanelment Page 9 of 36
SECTION ndash II
INSTRUCTIONS TO BIDDERS
Tender document for IT Empanelment Page 10 of 36
DEFINITIONS
In this document the following terms shall have following respective meanings
ldquoAgreementrdquo means the Agreement to be signed between the successful bidder and
iNDEXTb including all attachments appendices all documents incorporated by
reference thereto together with any subsequent modifications the RFQ the bid offer
the acceptance and all related correspondences clarifications presentations
ldquoAuthorized Representativerdquo shall mean any person authorized by either of the
parties
ldquoBidderrdquo means any firm offering the solution(s) service(s) andor materials required
in the RFQ The word Bidder when used in the pre award period shall be synonymous
with Bidder and when used after award of the Contract shall mean the successful
Bidder with whom iNDEXTb signs the agreement for rendering of services
ldquoContractrdquo is used synonymously with Agreement
ldquoCorrupt Practicerdquo means the offering giving receiving or soliciting of anything of
value or influence the action of an official in the process of Contract execution
ldquoDefault Noticerdquo shall mean the written notice of Default of the Agreement issued by
one Party to the other in terms hereof
ldquoiNDEXTbrdquo means Industrial Extension Bureau is carrying out tender activities
ldquoLawrdquo shall mean any Act notification by-law rules and regulations directive
ordinance order or instruction having the force of law enacted or issued by the Central
Government andor the Government of Gujarat or any other Government or regulatory
authority or political subdivision of Government agency
ldquoLOIrdquo means issuing of Letter of Intent which shall constitute the intention of the
Tenderer to empanel the successful bidder
ldquoPartyrdquo means iNDEXTb or Bidder individually and ldquoPartiesrdquo mean iNDEXTb and
Bidder collectively
ldquoPeriod of Agreementrdquo means 1 year from the date of empanelment letter
ldquoRequest for Qualification (RFQ)rdquo means the detailed notification seeking a set of
solution(s) services(s) materials andor any combination of them
ldquoRequirementsrdquo shall mean and include schedules details description statement of
technical data performance characteristics and standards (Indian amp International) as
applicable and specified in the RFQ
ldquoSub-Contractingrdquo means any person to whom any part of work under the agreement
is sub-contracted by the Bidder
Tender document for IT Empanelment Page 11 of 36
ldquoServicerdquo means provision of Contracted service viz operation maintenance and
associated services as per this RFQ
ldquoTendererrdquo means the institution which has issued the tender in the present context
Tender has been issued by iNDEXTb
ldquoTermination Noticerdquo means the written notice of termination of the Agreement issued
by one Party to the other in terms hereof
AREA OF INTEREST
iNDEXTb shall empanel eligible bidders in eitherboth of the following areas
1 IT ConsultantOutsourcing
Selected bidders are required to provide their services in terms of IT Consultant
Outsourcing of completepart project andor various stages of SDLC of IT projects
such as website development web portal web enabled applications and other
software using various technologies
Selected bidders shall also agree to provide technical manpower as per the
requirement of iNDEXTb from time to time on man-month or other mode of
payment basis as decided
2 Data Processing
(a) Data Entry Scanning amp Manpower Supply
This area includes data entry scanning of documents amp image storing and
Manpower supply as per the requirement of iNDEXTb
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICR
OMROCR Technology
This area includes data entry designing of the forms for scanning Manpower
supply as per the requirement of iNDEXTb and database creation during
scanning using ICROMROCR technology by applying proper data validations
report generation etc
As and when require iNDEXTb shall invite empanelled parties for attending briefing
meets to understand the project enquiries All the parties are expected to participate in
such meetings In case the party is not able to participate in such meetings the party
will intimate iNDEXTb in writing giving proper reasons iNDEXTb reserves the right to
award the work to one or more empanelled parties at L1 rate
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 6 of 36
5 Do not send any Financial Proposal at this juncture
6 Empanelled parties will have to follow IT policies rules amp regulations declared
time to time by GoGGoI
7 ConsultantsOrganisations are required to submit the details in the prescribed
format in chronological order If any information sought in this RFQ is either
missing or not clearly specified it will be presumed that the consultant is not in a
position to provide the information and the offer will be evaluated accordingly
8 In case during the evaluation process or later on any documents submitted as
part of the proposal are on verification found fakewrongillegalnot
authenticated by the issuing authority iNDEXTb may debarblack list the bidder
either indefinitely or for a stated period of time
9 Use amp Release of Bidder Submissions
iNDEXTb is not liable for any cost incurred by a Bidder in the preparation and
production of any Proposal the preparation or execution of any benchmark
demonstrations simulation or laboratory service or for any work performed prior
to the execution of a formal contract All materials submitted become the property
of the iNDEXTb and may be returned at its sole discretion The content of each
Bidderrsquos Proposal will be held in strict confidence during the evaluation process
and details of any Proposals will not be discussed outside the evaluation process
Note
1 Bidders who wish to participate in this e-tender will have to register on
httpsindextbnprocurecom Further bidders who wish to participate in online
bids will have to procure Digital Certificate as per Information Technology Act
2000 using which they can sign their electronic bids Bidders can procure the
same from (n)Code solutions ndash a division of GNFC Ltd or any other agency
licensed by Controller of Certifying Authority Govt of India Bidders who already
have a valid Digital Certificate need not procure a new Digital Certificate
2 In case the bidders need any clarification or for training requirement for
participating in e-tender they may contact the following office
(n)Code Solutions (A Division of GNFC Ltd)
403 GNFC Info Tower S G Road Bodakdev
Ahmedabad ndash 380 054 (Gujarat)
Phone 079-2685 7316 17 18 (Ext 515 565 525)
Tender document for IT Empanelment Page 7 of 36
SECTION ndash I
PREFACE
Tender document for IT Empanelment Page 8 of 36
PREFACE
iNDEXTb Computer Centre is providing IT Services to various Govt Dept Boards
Corporations Local Bodies etc For the purpose iNDEXTb is interested to Empanel
reputed IT ConsultantOrganisation for ConsultancyOutsourcing various stages of
Software Development Life Cycle (SDLC) of IT Projects andor Complete Project andor
Data Processing work for initial period of 1 Year from the date of empanelment letter
In line with the same iNDEXTb has come out with a Request for Qualification (RFQ) for
empanelling parties in the area of ConsultancyOutsourcing andor Data Processing
Bidder has to submit information in accordance with the various provisions of this RFQ
document The ldquoEmpanelmentrdquo will be arrived through Quality Based Selection
evaluation process of submitted proposals by various entities
Bidder shall submit specific information online and other Pre-Qualification Technical
and other Documents as described in the RFQ have to be submitted physically before
the last date and time of proposal submission as mentioned in the RFQ
A Pre-Bid meeting shall be held on the date amp time indicated earlier in this document
Bidders are requested to submit their queries or clarifications regarding the RFQ in the
format provided (Annexure 7) latest by previous day of pre-bid meeting Any other
queries raised by bidders shall also be taken up for discussion in the pre-bid conference
The authorized representative of the bidder should sign all the communication The pre-
qualification and technical proposals have to be signed on each page by the authorized
signatory
Tender document for IT Empanelment Page 9 of 36
SECTION ndash II
INSTRUCTIONS TO BIDDERS
Tender document for IT Empanelment Page 10 of 36
DEFINITIONS
In this document the following terms shall have following respective meanings
ldquoAgreementrdquo means the Agreement to be signed between the successful bidder and
iNDEXTb including all attachments appendices all documents incorporated by
reference thereto together with any subsequent modifications the RFQ the bid offer
the acceptance and all related correspondences clarifications presentations
ldquoAuthorized Representativerdquo shall mean any person authorized by either of the
parties
ldquoBidderrdquo means any firm offering the solution(s) service(s) andor materials required
in the RFQ The word Bidder when used in the pre award period shall be synonymous
with Bidder and when used after award of the Contract shall mean the successful
Bidder with whom iNDEXTb signs the agreement for rendering of services
ldquoContractrdquo is used synonymously with Agreement
ldquoCorrupt Practicerdquo means the offering giving receiving or soliciting of anything of
value or influence the action of an official in the process of Contract execution
ldquoDefault Noticerdquo shall mean the written notice of Default of the Agreement issued by
one Party to the other in terms hereof
ldquoiNDEXTbrdquo means Industrial Extension Bureau is carrying out tender activities
ldquoLawrdquo shall mean any Act notification by-law rules and regulations directive
ordinance order or instruction having the force of law enacted or issued by the Central
Government andor the Government of Gujarat or any other Government or regulatory
authority or political subdivision of Government agency
ldquoLOIrdquo means issuing of Letter of Intent which shall constitute the intention of the
Tenderer to empanel the successful bidder
ldquoPartyrdquo means iNDEXTb or Bidder individually and ldquoPartiesrdquo mean iNDEXTb and
Bidder collectively
ldquoPeriod of Agreementrdquo means 1 year from the date of empanelment letter
ldquoRequest for Qualification (RFQ)rdquo means the detailed notification seeking a set of
solution(s) services(s) materials andor any combination of them
ldquoRequirementsrdquo shall mean and include schedules details description statement of
technical data performance characteristics and standards (Indian amp International) as
applicable and specified in the RFQ
ldquoSub-Contractingrdquo means any person to whom any part of work under the agreement
is sub-contracted by the Bidder
Tender document for IT Empanelment Page 11 of 36
ldquoServicerdquo means provision of Contracted service viz operation maintenance and
associated services as per this RFQ
ldquoTendererrdquo means the institution which has issued the tender in the present context
Tender has been issued by iNDEXTb
ldquoTermination Noticerdquo means the written notice of termination of the Agreement issued
by one Party to the other in terms hereof
AREA OF INTEREST
iNDEXTb shall empanel eligible bidders in eitherboth of the following areas
1 IT ConsultantOutsourcing
Selected bidders are required to provide their services in terms of IT Consultant
Outsourcing of completepart project andor various stages of SDLC of IT projects
such as website development web portal web enabled applications and other
software using various technologies
Selected bidders shall also agree to provide technical manpower as per the
requirement of iNDEXTb from time to time on man-month or other mode of
payment basis as decided
2 Data Processing
(a) Data Entry Scanning amp Manpower Supply
This area includes data entry scanning of documents amp image storing and
Manpower supply as per the requirement of iNDEXTb
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICR
OMROCR Technology
This area includes data entry designing of the forms for scanning Manpower
supply as per the requirement of iNDEXTb and database creation during
scanning using ICROMROCR technology by applying proper data validations
report generation etc
As and when require iNDEXTb shall invite empanelled parties for attending briefing
meets to understand the project enquiries All the parties are expected to participate in
such meetings In case the party is not able to participate in such meetings the party
will intimate iNDEXTb in writing giving proper reasons iNDEXTb reserves the right to
award the work to one or more empanelled parties at L1 rate
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 7 of 36
SECTION ndash I
PREFACE
Tender document for IT Empanelment Page 8 of 36
PREFACE
iNDEXTb Computer Centre is providing IT Services to various Govt Dept Boards
Corporations Local Bodies etc For the purpose iNDEXTb is interested to Empanel
reputed IT ConsultantOrganisation for ConsultancyOutsourcing various stages of
Software Development Life Cycle (SDLC) of IT Projects andor Complete Project andor
Data Processing work for initial period of 1 Year from the date of empanelment letter
In line with the same iNDEXTb has come out with a Request for Qualification (RFQ) for
empanelling parties in the area of ConsultancyOutsourcing andor Data Processing
Bidder has to submit information in accordance with the various provisions of this RFQ
document The ldquoEmpanelmentrdquo will be arrived through Quality Based Selection
evaluation process of submitted proposals by various entities
Bidder shall submit specific information online and other Pre-Qualification Technical
and other Documents as described in the RFQ have to be submitted physically before
the last date and time of proposal submission as mentioned in the RFQ
A Pre-Bid meeting shall be held on the date amp time indicated earlier in this document
Bidders are requested to submit their queries or clarifications regarding the RFQ in the
format provided (Annexure 7) latest by previous day of pre-bid meeting Any other
queries raised by bidders shall also be taken up for discussion in the pre-bid conference
The authorized representative of the bidder should sign all the communication The pre-
qualification and technical proposals have to be signed on each page by the authorized
signatory
Tender document for IT Empanelment Page 9 of 36
SECTION ndash II
INSTRUCTIONS TO BIDDERS
Tender document for IT Empanelment Page 10 of 36
DEFINITIONS
In this document the following terms shall have following respective meanings
ldquoAgreementrdquo means the Agreement to be signed between the successful bidder and
iNDEXTb including all attachments appendices all documents incorporated by
reference thereto together with any subsequent modifications the RFQ the bid offer
the acceptance and all related correspondences clarifications presentations
ldquoAuthorized Representativerdquo shall mean any person authorized by either of the
parties
ldquoBidderrdquo means any firm offering the solution(s) service(s) andor materials required
in the RFQ The word Bidder when used in the pre award period shall be synonymous
with Bidder and when used after award of the Contract shall mean the successful
Bidder with whom iNDEXTb signs the agreement for rendering of services
ldquoContractrdquo is used synonymously with Agreement
ldquoCorrupt Practicerdquo means the offering giving receiving or soliciting of anything of
value or influence the action of an official in the process of Contract execution
ldquoDefault Noticerdquo shall mean the written notice of Default of the Agreement issued by
one Party to the other in terms hereof
ldquoiNDEXTbrdquo means Industrial Extension Bureau is carrying out tender activities
ldquoLawrdquo shall mean any Act notification by-law rules and regulations directive
ordinance order or instruction having the force of law enacted or issued by the Central
Government andor the Government of Gujarat or any other Government or regulatory
authority or political subdivision of Government agency
ldquoLOIrdquo means issuing of Letter of Intent which shall constitute the intention of the
Tenderer to empanel the successful bidder
ldquoPartyrdquo means iNDEXTb or Bidder individually and ldquoPartiesrdquo mean iNDEXTb and
Bidder collectively
ldquoPeriod of Agreementrdquo means 1 year from the date of empanelment letter
ldquoRequest for Qualification (RFQ)rdquo means the detailed notification seeking a set of
solution(s) services(s) materials andor any combination of them
ldquoRequirementsrdquo shall mean and include schedules details description statement of
technical data performance characteristics and standards (Indian amp International) as
applicable and specified in the RFQ
ldquoSub-Contractingrdquo means any person to whom any part of work under the agreement
is sub-contracted by the Bidder
Tender document for IT Empanelment Page 11 of 36
ldquoServicerdquo means provision of Contracted service viz operation maintenance and
associated services as per this RFQ
ldquoTendererrdquo means the institution which has issued the tender in the present context
Tender has been issued by iNDEXTb
ldquoTermination Noticerdquo means the written notice of termination of the Agreement issued
by one Party to the other in terms hereof
AREA OF INTEREST
iNDEXTb shall empanel eligible bidders in eitherboth of the following areas
1 IT ConsultantOutsourcing
Selected bidders are required to provide their services in terms of IT Consultant
Outsourcing of completepart project andor various stages of SDLC of IT projects
such as website development web portal web enabled applications and other
software using various technologies
Selected bidders shall also agree to provide technical manpower as per the
requirement of iNDEXTb from time to time on man-month or other mode of
payment basis as decided
2 Data Processing
(a) Data Entry Scanning amp Manpower Supply
This area includes data entry scanning of documents amp image storing and
Manpower supply as per the requirement of iNDEXTb
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICR
OMROCR Technology
This area includes data entry designing of the forms for scanning Manpower
supply as per the requirement of iNDEXTb and database creation during
scanning using ICROMROCR technology by applying proper data validations
report generation etc
As and when require iNDEXTb shall invite empanelled parties for attending briefing
meets to understand the project enquiries All the parties are expected to participate in
such meetings In case the party is not able to participate in such meetings the party
will intimate iNDEXTb in writing giving proper reasons iNDEXTb reserves the right to
award the work to one or more empanelled parties at L1 rate
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 8 of 36
PREFACE
iNDEXTb Computer Centre is providing IT Services to various Govt Dept Boards
Corporations Local Bodies etc For the purpose iNDEXTb is interested to Empanel
reputed IT ConsultantOrganisation for ConsultancyOutsourcing various stages of
Software Development Life Cycle (SDLC) of IT Projects andor Complete Project andor
Data Processing work for initial period of 1 Year from the date of empanelment letter
In line with the same iNDEXTb has come out with a Request for Qualification (RFQ) for
empanelling parties in the area of ConsultancyOutsourcing andor Data Processing
Bidder has to submit information in accordance with the various provisions of this RFQ
document The ldquoEmpanelmentrdquo will be arrived through Quality Based Selection
evaluation process of submitted proposals by various entities
Bidder shall submit specific information online and other Pre-Qualification Technical
and other Documents as described in the RFQ have to be submitted physically before
the last date and time of proposal submission as mentioned in the RFQ
A Pre-Bid meeting shall be held on the date amp time indicated earlier in this document
Bidders are requested to submit their queries or clarifications regarding the RFQ in the
format provided (Annexure 7) latest by previous day of pre-bid meeting Any other
queries raised by bidders shall also be taken up for discussion in the pre-bid conference
The authorized representative of the bidder should sign all the communication The pre-
qualification and technical proposals have to be signed on each page by the authorized
signatory
Tender document for IT Empanelment Page 9 of 36
SECTION ndash II
INSTRUCTIONS TO BIDDERS
Tender document for IT Empanelment Page 10 of 36
DEFINITIONS
In this document the following terms shall have following respective meanings
ldquoAgreementrdquo means the Agreement to be signed between the successful bidder and
iNDEXTb including all attachments appendices all documents incorporated by
reference thereto together with any subsequent modifications the RFQ the bid offer
the acceptance and all related correspondences clarifications presentations
ldquoAuthorized Representativerdquo shall mean any person authorized by either of the
parties
ldquoBidderrdquo means any firm offering the solution(s) service(s) andor materials required
in the RFQ The word Bidder when used in the pre award period shall be synonymous
with Bidder and when used after award of the Contract shall mean the successful
Bidder with whom iNDEXTb signs the agreement for rendering of services
ldquoContractrdquo is used synonymously with Agreement
ldquoCorrupt Practicerdquo means the offering giving receiving or soliciting of anything of
value or influence the action of an official in the process of Contract execution
ldquoDefault Noticerdquo shall mean the written notice of Default of the Agreement issued by
one Party to the other in terms hereof
ldquoiNDEXTbrdquo means Industrial Extension Bureau is carrying out tender activities
ldquoLawrdquo shall mean any Act notification by-law rules and regulations directive
ordinance order or instruction having the force of law enacted or issued by the Central
Government andor the Government of Gujarat or any other Government or regulatory
authority or political subdivision of Government agency
ldquoLOIrdquo means issuing of Letter of Intent which shall constitute the intention of the
Tenderer to empanel the successful bidder
ldquoPartyrdquo means iNDEXTb or Bidder individually and ldquoPartiesrdquo mean iNDEXTb and
Bidder collectively
ldquoPeriod of Agreementrdquo means 1 year from the date of empanelment letter
ldquoRequest for Qualification (RFQ)rdquo means the detailed notification seeking a set of
solution(s) services(s) materials andor any combination of them
ldquoRequirementsrdquo shall mean and include schedules details description statement of
technical data performance characteristics and standards (Indian amp International) as
applicable and specified in the RFQ
ldquoSub-Contractingrdquo means any person to whom any part of work under the agreement
is sub-contracted by the Bidder
Tender document for IT Empanelment Page 11 of 36
ldquoServicerdquo means provision of Contracted service viz operation maintenance and
associated services as per this RFQ
ldquoTendererrdquo means the institution which has issued the tender in the present context
Tender has been issued by iNDEXTb
ldquoTermination Noticerdquo means the written notice of termination of the Agreement issued
by one Party to the other in terms hereof
AREA OF INTEREST
iNDEXTb shall empanel eligible bidders in eitherboth of the following areas
1 IT ConsultantOutsourcing
Selected bidders are required to provide their services in terms of IT Consultant
Outsourcing of completepart project andor various stages of SDLC of IT projects
such as website development web portal web enabled applications and other
software using various technologies
Selected bidders shall also agree to provide technical manpower as per the
requirement of iNDEXTb from time to time on man-month or other mode of
payment basis as decided
2 Data Processing
(a) Data Entry Scanning amp Manpower Supply
This area includes data entry scanning of documents amp image storing and
Manpower supply as per the requirement of iNDEXTb
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICR
OMROCR Technology
This area includes data entry designing of the forms for scanning Manpower
supply as per the requirement of iNDEXTb and database creation during
scanning using ICROMROCR technology by applying proper data validations
report generation etc
As and when require iNDEXTb shall invite empanelled parties for attending briefing
meets to understand the project enquiries All the parties are expected to participate in
such meetings In case the party is not able to participate in such meetings the party
will intimate iNDEXTb in writing giving proper reasons iNDEXTb reserves the right to
award the work to one or more empanelled parties at L1 rate
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 9 of 36
SECTION ndash II
INSTRUCTIONS TO BIDDERS
Tender document for IT Empanelment Page 10 of 36
DEFINITIONS
In this document the following terms shall have following respective meanings
ldquoAgreementrdquo means the Agreement to be signed between the successful bidder and
iNDEXTb including all attachments appendices all documents incorporated by
reference thereto together with any subsequent modifications the RFQ the bid offer
the acceptance and all related correspondences clarifications presentations
ldquoAuthorized Representativerdquo shall mean any person authorized by either of the
parties
ldquoBidderrdquo means any firm offering the solution(s) service(s) andor materials required
in the RFQ The word Bidder when used in the pre award period shall be synonymous
with Bidder and when used after award of the Contract shall mean the successful
Bidder with whom iNDEXTb signs the agreement for rendering of services
ldquoContractrdquo is used synonymously with Agreement
ldquoCorrupt Practicerdquo means the offering giving receiving or soliciting of anything of
value or influence the action of an official in the process of Contract execution
ldquoDefault Noticerdquo shall mean the written notice of Default of the Agreement issued by
one Party to the other in terms hereof
ldquoiNDEXTbrdquo means Industrial Extension Bureau is carrying out tender activities
ldquoLawrdquo shall mean any Act notification by-law rules and regulations directive
ordinance order or instruction having the force of law enacted or issued by the Central
Government andor the Government of Gujarat or any other Government or regulatory
authority or political subdivision of Government agency
ldquoLOIrdquo means issuing of Letter of Intent which shall constitute the intention of the
Tenderer to empanel the successful bidder
ldquoPartyrdquo means iNDEXTb or Bidder individually and ldquoPartiesrdquo mean iNDEXTb and
Bidder collectively
ldquoPeriod of Agreementrdquo means 1 year from the date of empanelment letter
ldquoRequest for Qualification (RFQ)rdquo means the detailed notification seeking a set of
solution(s) services(s) materials andor any combination of them
ldquoRequirementsrdquo shall mean and include schedules details description statement of
technical data performance characteristics and standards (Indian amp International) as
applicable and specified in the RFQ
ldquoSub-Contractingrdquo means any person to whom any part of work under the agreement
is sub-contracted by the Bidder
Tender document for IT Empanelment Page 11 of 36
ldquoServicerdquo means provision of Contracted service viz operation maintenance and
associated services as per this RFQ
ldquoTendererrdquo means the institution which has issued the tender in the present context
Tender has been issued by iNDEXTb
ldquoTermination Noticerdquo means the written notice of termination of the Agreement issued
by one Party to the other in terms hereof
AREA OF INTEREST
iNDEXTb shall empanel eligible bidders in eitherboth of the following areas
1 IT ConsultantOutsourcing
Selected bidders are required to provide their services in terms of IT Consultant
Outsourcing of completepart project andor various stages of SDLC of IT projects
such as website development web portal web enabled applications and other
software using various technologies
Selected bidders shall also agree to provide technical manpower as per the
requirement of iNDEXTb from time to time on man-month or other mode of
payment basis as decided
2 Data Processing
(a) Data Entry Scanning amp Manpower Supply
This area includes data entry scanning of documents amp image storing and
Manpower supply as per the requirement of iNDEXTb
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICR
OMROCR Technology
This area includes data entry designing of the forms for scanning Manpower
supply as per the requirement of iNDEXTb and database creation during
scanning using ICROMROCR technology by applying proper data validations
report generation etc
As and when require iNDEXTb shall invite empanelled parties for attending briefing
meets to understand the project enquiries All the parties are expected to participate in
such meetings In case the party is not able to participate in such meetings the party
will intimate iNDEXTb in writing giving proper reasons iNDEXTb reserves the right to
award the work to one or more empanelled parties at L1 rate
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 10 of 36
DEFINITIONS
In this document the following terms shall have following respective meanings
ldquoAgreementrdquo means the Agreement to be signed between the successful bidder and
iNDEXTb including all attachments appendices all documents incorporated by
reference thereto together with any subsequent modifications the RFQ the bid offer
the acceptance and all related correspondences clarifications presentations
ldquoAuthorized Representativerdquo shall mean any person authorized by either of the
parties
ldquoBidderrdquo means any firm offering the solution(s) service(s) andor materials required
in the RFQ The word Bidder when used in the pre award period shall be synonymous
with Bidder and when used after award of the Contract shall mean the successful
Bidder with whom iNDEXTb signs the agreement for rendering of services
ldquoContractrdquo is used synonymously with Agreement
ldquoCorrupt Practicerdquo means the offering giving receiving or soliciting of anything of
value or influence the action of an official in the process of Contract execution
ldquoDefault Noticerdquo shall mean the written notice of Default of the Agreement issued by
one Party to the other in terms hereof
ldquoiNDEXTbrdquo means Industrial Extension Bureau is carrying out tender activities
ldquoLawrdquo shall mean any Act notification by-law rules and regulations directive
ordinance order or instruction having the force of law enacted or issued by the Central
Government andor the Government of Gujarat or any other Government or regulatory
authority or political subdivision of Government agency
ldquoLOIrdquo means issuing of Letter of Intent which shall constitute the intention of the
Tenderer to empanel the successful bidder
ldquoPartyrdquo means iNDEXTb or Bidder individually and ldquoPartiesrdquo mean iNDEXTb and
Bidder collectively
ldquoPeriod of Agreementrdquo means 1 year from the date of empanelment letter
ldquoRequest for Qualification (RFQ)rdquo means the detailed notification seeking a set of
solution(s) services(s) materials andor any combination of them
ldquoRequirementsrdquo shall mean and include schedules details description statement of
technical data performance characteristics and standards (Indian amp International) as
applicable and specified in the RFQ
ldquoSub-Contractingrdquo means any person to whom any part of work under the agreement
is sub-contracted by the Bidder
Tender document for IT Empanelment Page 11 of 36
ldquoServicerdquo means provision of Contracted service viz operation maintenance and
associated services as per this RFQ
ldquoTendererrdquo means the institution which has issued the tender in the present context
Tender has been issued by iNDEXTb
ldquoTermination Noticerdquo means the written notice of termination of the Agreement issued
by one Party to the other in terms hereof
AREA OF INTEREST
iNDEXTb shall empanel eligible bidders in eitherboth of the following areas
1 IT ConsultantOutsourcing
Selected bidders are required to provide their services in terms of IT Consultant
Outsourcing of completepart project andor various stages of SDLC of IT projects
such as website development web portal web enabled applications and other
software using various technologies
Selected bidders shall also agree to provide technical manpower as per the
requirement of iNDEXTb from time to time on man-month or other mode of
payment basis as decided
2 Data Processing
(a) Data Entry Scanning amp Manpower Supply
This area includes data entry scanning of documents amp image storing and
Manpower supply as per the requirement of iNDEXTb
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICR
OMROCR Technology
This area includes data entry designing of the forms for scanning Manpower
supply as per the requirement of iNDEXTb and database creation during
scanning using ICROMROCR technology by applying proper data validations
report generation etc
As and when require iNDEXTb shall invite empanelled parties for attending briefing
meets to understand the project enquiries All the parties are expected to participate in
such meetings In case the party is not able to participate in such meetings the party
will intimate iNDEXTb in writing giving proper reasons iNDEXTb reserves the right to
award the work to one or more empanelled parties at L1 rate
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 11 of 36
ldquoServicerdquo means provision of Contracted service viz operation maintenance and
associated services as per this RFQ
ldquoTendererrdquo means the institution which has issued the tender in the present context
Tender has been issued by iNDEXTb
ldquoTermination Noticerdquo means the written notice of termination of the Agreement issued
by one Party to the other in terms hereof
AREA OF INTEREST
iNDEXTb shall empanel eligible bidders in eitherboth of the following areas
1 IT ConsultantOutsourcing
Selected bidders are required to provide their services in terms of IT Consultant
Outsourcing of completepart project andor various stages of SDLC of IT projects
such as website development web portal web enabled applications and other
software using various technologies
Selected bidders shall also agree to provide technical manpower as per the
requirement of iNDEXTb from time to time on man-month or other mode of
payment basis as decided
2 Data Processing
(a) Data Entry Scanning amp Manpower Supply
This area includes data entry scanning of documents amp image storing and
Manpower supply as per the requirement of iNDEXTb
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICR
OMROCR Technology
This area includes data entry designing of the forms for scanning Manpower
supply as per the requirement of iNDEXTb and database creation during
scanning using ICROMROCR technology by applying proper data validations
report generation etc
As and when require iNDEXTb shall invite empanelled parties for attending briefing
meets to understand the project enquiries All the parties are expected to participate in
such meetings In case the party is not able to participate in such meetings the party
will intimate iNDEXTb in writing giving proper reasons iNDEXTb reserves the right to
award the work to one or more empanelled parties at L1 rate
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 12 of 36
ELIGIBILITY CRITERIA
The eligibility criteria for bidders is as follows-
The bidder should have minimum 5 years of experience as on 31st December 2012
in the area of IT ConsultantOutsourcing andor Data Processing The bidder must
attach a copy of certificate of Incorporation
The bidder should have minimum annual turnover of Rs 1 Crore (Rupees One
Crore only) for IT ConsultantOutsourcing area and Rs 25 Lac (Rupees
Twenty-five Lac only) for Data Processing area for each of the last 3 financial
years The bidder must attach copy of audited Balance Sheet and Profit amp Loss
statement for FY 2009-10 2010-11 amp 2011-2012
The bidder should have at least 15 IT Professionals for IT ConsultantOutsourcing
area and 10 Technical Staff for Data Processing area as on 31st December 2012 on
its payroll The certificate from bidderrsquos HR department must be attached
The bidder should have successfully completed at least 3 web-enabled applications
for IT ConsultantOutsourcing area of value more than 15 lac each in last three
years Submit Client Completion Certificate and total order value for each project
ANDOR The bidder should have handled atleast 15 lac documents within last 3
years for Data Processing area Submit Client Completion Certificate indicating
number of documents processed and total value of the order for each project
The bidder must have office either at Ahmedabad or Gandhinagar Please submit
physically a copy of any one of the listed documents Property Tax BillElectricity
BillTelephone BillVATCST RegistrationLease Agreement
Single entity bidding only Bidder will not form consortiumtie-upsub-contract
with third party for carrying out activities related to the empanelment
Bidder must have registration for Professional tax Service tax and PAN Submit the
copy of the certificates in physical form
Agency will be fully responsible for ESI and PF of persons engaged in various
assignments awarded time to time
The bidder should not have been blacklisteddebarred by any government authority
in India
COST OF RFQ
The cost of RFQ document ie tender fee is as indicated under ldquoImportant Informationrdquo
The document can be downloaded from httpsindextbnprocurecom or
httpwwwindextbcomhttp The bidder has to submit the non-refundable tender
fees through Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar on or before
as indicated under ldquoImportant Informationrdquo
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 13 of 36
PRE-BID CONFERENCE (PBC)
Tenderer shall hold a pre-bid conference (PBC) after uploading the RFQ document as
per schedule mentioned in this RFQ In this PBC Tenderer would address the
clarifications sought by the bidders with reference to the RFQ and the project The
bidders can submit their queries in writing (faxposte-mail) Queries should be
submitted in the enclosed format only (Annexure 7)
Bidders are welcome to attend the PBC even if they do not have any specific queries
Only 2 representatives from same organization will be allowed to attend pre-bid
conference
Tenderer reserves the right not to respond to anyall queries raised or clarifications
sought if in their opinion and at their sole discretion they consider that it would be
inappropriate to do so or do not find any merit in it
AMENDMENT OR MODIFICATION OF RFQ
At any time prior to the deadline of submission of proposals the Tenderer for any
reason whether its own initiative or in response to clarification request by a
prospective bidder modify the RFQ The Tenderer also reserves the right to change any
bid condition including technical specifications even after inviting the proposals
withwithout prior notification
The amendments in any of the terms and conditions including technical specifications of
this RFQ document shall be published on website and will be binding on them
The Tenderer in order to allow prospective bidders reasonable time to take into
consideration the amendments in their bid preparation process may extend the last
date of bid submission at its discretion
PROPOSAL PREPARATION
Bidder is expected to examine all instructions forms terms and requirements in the
RFQ document and prepare the proposal accordingly Failure to furnish all information
required by the RFQ document will be presumed that bidder is not in a position to
provide such information and the offer will be evaluated accordingly
The proposals should be submitteduploaded in 2 (two) parts as mentioned in the
following A and B The Documents related to A amp B are to be submitted in hard copies
only on or before last date amp time as indicated in ldquoImportant Informationrdquo
The details of Tender Fee and EMD is to be submitted online on the website
httpsindextbnprocurecom before last date amp time as indicated in ldquoImportant
Informationrdquo
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 14 of 36
A PRE-QUALIFICATION PROPOSAL
a Covering letter on the bidderrsquos letter-head (Annexure 1)
b Tender Fee amp EMD in the form of Demand Draft issued by a Scheduled
CommercialisedNationalized Bank (except Co-operative bank) in favour of
ldquoiNDEXTbrdquo payable at Gandhinagar
c A registered Power-of-Attorney granting the person signing the proposal the
right to bind the bidder as the lsquoConstituted Attorney of the Directoratersquo
d Profile of bidder (Annexure 2)
e Certificate of Incorporation
f Audited annual financial results (balance sheet and profit amp loss statements) of
the bidder for the last three financial years (Annexure 3)
g Client Reference list (using equipmentservices similar to project requirement)
(Annexure 4)
h AhmedabadGandhinagar Office address along with address proof
i Undertaking for not being blacklisted by bidder
j Undertaking by bidder stating that they have read and understood the entire
tender document and agree with all the terms and conditions stated in the RFQ
k Permanent Account Number (PAN) from Income Tax authorities of bidder along
with certified Xerox copy
l Service Tax Sales Tax and PF registration details of bidder along with certified
Xerox copy
B TECHNICAL PROPOSAL
a Proposal particulars
b Quality certification in delivery of services sought under this RFQ from an
internationally recognizedreputed agency eg ISOCMM
c Qualification and Experience of Management and Technical Staff (Annexure 5)
and CVs of Key persons (Annexure 6)
d Any other document as required in the RFQ
C COMMERCIAL PROPOSAL
Whenever require iNDEXTb will call empanelled agencies explain the work in detail
and ask them to submit Financial Offer in the prescribed format decided at that time
along with other terms and conditions
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 15 of 36
Bidders will enclose with their offers details of all services offered with full
documentation and descriptive literature supplementing the description and point
out any special features All documentation is required to be in English
COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its
Proposal including the cost of presentation for the purposes of clarification of the bid if
so desired by the tenderer The Tenderer will in no case be responsible or liable for
those costs regardless of the conduct or outcome of the bid process
BID SECURITY (EMD)
a The bidder shall furnish a bid security (EMD) as indicated under ldquoImportant
Informationrdquo on or before last date amp time
b The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of
Demand Draft in favor of ldquoiNDEXTbrdquo payable at Gandhinagar
c No interest shall be payable on Bid Security under any circumstance
d Unsuccessful Bidderrsquos Bid security shall be released at the earliest by the Tenderer
e The successful Bidderrsquos EMD shall be released upon signing of agreement by the
Bidder
f The Bid security will be forfeited at the discretion of Tenderer on account of one or
more of the following reasons
The Bidder withdraws its Proposal during the period of proposal validity
Bidder does not respond to requests for clarification of its proposal
Bidder fails to co-operate in the Proposal evaluation process
In case of a successful Bidder the said Bidder fails to sign the Agreement in time
PROPOSAL SUBMISSION
a The proposals submitted should have all pages numbered It should also have an
index giving page wise information of documents in the chronological order as asked
for in the tender Proposal that are not in prescribed format will be summarily
rejected
b The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft Word
format) of pre-qualification and technical proposals as described below
Pre-qualification Proposal
Hard copy separately and soft copy on CD clearly marking ldquoPre-qualification Proposal ndash
Expression of Interest for Empanelmentrdquo
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 16 of 36
Technical Proposal
Hard copy separately and one soft copy on CD clearly marking ldquoTechnical Proposal ndash
Expression of Interest for Empanelmentrdquo
c In case of any discrepancy between the soft copy and hard copy the details in hard
copy shall prevail
d The Bidder shall submit details of Tender Fee and EMD online on the website
httpsindextbnprocurecom after digitally signing the same It is advised that the
bidder should make due diligence while submission and should not wait till last
hour for submission
e The proposals have to be submitted in four parts viz
Envelope ndash 1 Containing Demand Draft for Tender Fee amp EMD power of
attorney and one hard copy and one soft copy of Pre-Qualification Proposal
superscribed as ldquoPre-Qualification Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 2 Containing one hard copy and one soft copy of detailed Technical
Proposal superscribed as ldquoTechnical Proposal ndash Request for Qualification for
Empanelmentrdquo
Envelope ndash 3 Both of the above sealed envelopes should again be placed in a
single sealed envelope super scribed as ldquoTender for Request for Qualification
for Empanelmentrdquo Not To Be Opened Before date amp time as indicated in
ldquoImportant Informationrdquo
The details of Tender Fee and EMD have also to be submitted online
NUMBER OF PROPOSALS
Every entity is allowed to submit only one proposal against this RFQ Any individual
company who submits or participates in more than one proposal will be disqualified
PROPOSAL VALIDITY
The proposals shall remain valid for a period of 180 (one hundred and eighty) days
from the last date of submission of tender If required the Tenderer may ask the bidders
to extend the proposal validity in writing Proposals of the bidders who do not agree to
extend the validity of proposal will be rejected and EMD will be forfeited A bidder
granting the request for extension of proposal validity will not be allowed to modify its
proposal or put any condition for extending the proposal validity
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 17 of 36
LANGUAGE
All Proposals correspondence and documents related to proposals shall be written in
the English language Supporting documents and printed literature furnished by the
Bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language
LATE PROPOSALS
The bidder will not be able to submit the proposals online after final submission date
and time The physical document of proposal as described in RFQ received by the
Tenderer after final submission date and time of proposal prescribed in the RFQ
document will not be considered and the entire proposal will be rejected
MODIFICATION amp WITHDRAWAL OF PROPOSALS
The Bidder is not allowed to modify its proposal subsequent to the final submission of
proposals The Bidders cannot withdraw the proposal during the period between the
last date for receipt of proposals and the expiry of proposal validity period specified in
the RFQ A withdrawal of proposal during proposal validity period may result in the
forfeiture of its EMD from the Bidder
RIGHT TO ACCEPT PROPOSAL
The Tenderer reserves the right to accept or reject any or all Proposals at any time prior
to award of contract without thereby incurring any liability to the affected bidder(s) or
any obligation to inform the affected bidder(s) of the grounds of such decision
PROPOSAL FORMS
Wherever a specific form is prescribed in the RFQ document the Bidder shall use the
form to provide relevant information If the form does not provide space for any
required information space at the end of the form or additional sheets shall be used to
convey the said information
For all other cases the Bidder shall design a form to hold the required information The
Tenderer shall not be bound by any printed conditions or provisions in the Proposal
Forms designed by the bidder
CONTACTING THE TENDERER
Any effort by a Bidder influencing the Tendererrsquos bid evaluation bid comparison or
contract award decisions may result in rejection of proposal
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 18 of 36
Bidder shall not approach officials of iNDEXTb or any concerned official after office
hours andor outside office premises from the time of proposal opening till the time of
award of Contract
SCHEDULE OF EVENTS
Sr No
Events Date
1 Pre-bid Conference As indicated under
ldquoImportant Informationrdquo
2 Last date amp time of Uploading of Proposal As indicated under
ldquoImportant Informationrdquo
3 Last date amp time of Proposal Submission in hard copy As indicated under
ldquoImportant Informationrdquo
4 Date and time of opening of Pre-Qualification Technical Proposal
As indicated under ldquoImportant Informationrdquo
5 Date of presentation if required To be announced later
6 Intimation of Technical Evaluation Results to qualifying parties
To be announced later
OPENING amp EVALUATION OF PROPOSAL
The Evaluation Committee or its authorized representative will open the tenders
Sequence of opening shall be as follows
Pre-Qualification Proposal
Technical Proposal
The Proposals shall be opened as per the specified date and time in the RFQ in the
presence of bidders representatives who intend to attend at their cost The biddersrsquo
representatives who are present shall sign a register evidencing their attendance In the
absence of the bidder(s) the tender committee may choose to open the proposals as per
the prescribed schedule
First the envelope containing Pre-qualification Proposal will be opened and evaluated
followed by the technical proposal The Proposals will be evaluated for being
substantially responsive The proposals will be treated as ldquonot substantially responsiverdquo
in case of following events
Envelopesdocuments not submitted as prescribed and in time
Proposal is not signed sealed or page numbered as stipulated
Demand Draft of Tender Fee andor EMD not deposited
No or Improper Tender Fee andor Bid Security (EMD)
Is not accompanied by Power of Attorney
Does not contain all the information as required and prescribed in RFQ
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 19 of 36
Does not meet the qualifying criterion
Any other irregularity that disqualifies the bid
In all such cases the proposals will be treated as not responsive and even the technical
proposals will not be evaluated The technical proposals of the only substantially
responsive proposals will be evaluated Following the evaluation of proposals for being
ldquosubstantially responsiverdquo the technical evaluation of the proposal will be carried out
During the technical evaluation the responses provided in pre-qualification proposal
and technical proposal will be evaluated
Once the technical evaluation is complete technically qualified bidders may be asked to
make presentation before the Committee Based on the evaluation bidders may be
empanelled for either or both of the following categories
ConsultancyOutsourcing
Data Processing
Please note that the Client is not bound in any manner to select any of the firms
submitting proposals
To ensure biddersrsquo eligibility and technical capabilities the Evaluation Committee may
call for additional information from the bidders andor visit the biddersrsquo premises In
such a case the concerned bidder has to supply the information within the time given by
the Committee failing which the bid can be rejected No representations of any kind
would be entertained from the bidder
Such clarifications on the technical aspects of the bid would not entitle the Bidder to
change or cause any change in the substance of the bid submitted Also it will not imply
that bidderrsquos bid has been accepted for further processing
The Committee may at its own discretion decide to carry out surprise inspection of the
bidderrsquos work premises to evaluate and ascertain the details as furnished by the bidder
in the technical bid and bidderrsquos technical competence to perform the offered services
All expenses relating to these surprise inspection will be borne by iNDEXTb
Further the scope of the evaluation committee also covers taking of any decision with
regard to the RFQ
Evaluation of Proposal A detailed evaluation of the proposals shall be carried out in
order to determine whether the bidders are competent enough and whether the
bidderrsquos Proposal technically qualifies to the requirements set forth in the RFQ
Proposals received would be assigned scores based on the parameters defined in the
table below
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 20 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
10 Organization Capability
Aim To assess the capability to undertake various Projects
30
11 Human Resources Strength
Aim To examine the Bidderrsquos Resource Base and assess its quality Points would be awarded based on the quality and size of the resource base
Criteria Documents and Certificates showing Experience and volume of manpower in different Profiles like Managerial level Software Development team Hardware Deployment team support team Data Processing team etc
Bidders having HR Strength For IT ConsultantOutsourcing Area 15 to 20 1 Marks 21 to 30 2 Marks 31 to 50 4 Marks gt 50 6 Marks For Data Processing Area 10 to 15 1 Marks 16 to 20 2 Marks 21 to 35 4 Marks gt 35 6 Marks
6
12 Number of years of experience
Aim To assess the Experience base of the Organization
Criteria The Certificate of first Project executed by the organization as Prime contractor in a project with complete state roll-out The Organization can submit certificates of subsequent projects taken up
Bidders having experience 5 to 7 years 2 Marks 7 to 10 years 4 Marks gt 10 years 6 Marks
6
13
Quality Certification such as SEI ndashCMMISO 9000 certificates etc
Aim To give credit to Bidder with quality certifications
Criteria the Number of internationally Accepted and renowned quality certifications with the organization (provided it corresponds to the scope of work) will be considered
ISO 9000 or SEI-CMM 2 Both 4
4
14
Bankrsquos certificate of solvencyLetter of Comfort
Aim To Access the financial backing up the organization has from the Institution Financial Market
Criteria Submission of a Relevant Document
2
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 21 of 36
Criteria Sub-criteria and Point System for the Evaluation of Offers
Sr No
CriteriaSub-criteria
Description ndash AimResponse expected from Bidder
Maximum Marks
15
Organizationrsquos
Finance capabilities
Aim To gauge the financial strength of the Bidder and its ability to raise funds for the project
IT ConsultantOutsourcing bidders having Turnover (in Crore INR) from 1 gt=Turnoverlt 6 2 marks 6 gt=Turnoverlt 15 4 marks gt= 15 6 marks Data Processing bidders having Turnover (in Lac INR) from 25 gt=Turnoverlt 60 2 marks 60 gt=Turnoverlt 100 4 marks gt= 100 6 marks
6
16
Atleast 3 Web-enabled Application Development OR Handled atleast 15 lac documents in last 3 years
Aim To examine the experience of the Bidder in related field
Documents required Completion certificatepurchase order
Criteria Submission of relevant copy of Purchase order completion or Successful Deployment Certificate
For IT ConsultantOutsourcing gt=3 to lt5 projects 2 Marks gt=5 to lt10 projects 4 Marks gt= 10 projects 6 Marks For Data Processing (documents in Lac) 15 to 20 2 Marks 20 to 30 4 Marks gt 30 6 Marks
6
Note Documentary Proof should be either POAgreementCompletion Certificates
detailing Scope of Work Timelines etc
Any proposal achieving a Total Score less than 15 (Fifteen) marks will be treated as
ldquoNot Qualifying the Requirementsrdquo and will not be considered further Only the qualified
bidders will be informed for making technical presentation Technically qualified
bidders based on combine evaluation of proposal and technical presentation will only
be consider for empanelment eitherboth of area
AWARD OF CONTRACT
The Tenderer reserves the right to ask for a technical elaborationclarification in any
form from the Bidder on the already submitted Technical Proposal at any point of time
before the finalization for empanelment The Bidder shall furnish the required
information to the Tenderer and its appointed representative on the date asked for at
no cost to the Tenderer The Tenderer or its representative or a party authorized on its
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 22 of 36
behalf may at its discretion visit the officeproject siteinstallation etc of the Bidder
for Services any time before the issue of Letter of Award
The Tenderer shall notify those Bidders who had qualified the Evaluation process as
described in this RFQ informing the date and time set for making presentation The
notification may be sent by mail or fax or published on official website
CONFIDENTIALITY
As used herein the term ldquoConfidential Informationrdquo means any information including
information created by or for the other party whether written or oral which relates to
internal controls computer or data processing programs algorithms electronic data
processing applications routines subroutines techniques or systems or information
concerning the business or financial affairs and methods of operation or proposed
methods of operation accounts transactions proposed transactions or security
procedures of either party or any of its affiliates or any client of either party except
such information which is in the public domain at the time of its disclosure or thereafter
enters the public domain other than as a result of a breach of duty on the part of the
party receiving such information It is the express intent of the parties that all the
business process and methods used by the Bidder in rendering the services hereunder
are the Confidential Information of the Bidder
The Bidder shall keep confidential any information related to this tender with the same
degree of care as it would treat its own confidential information The Bidders shall note
that the confidential information will be used only for the purposes of this tender and
shall not be disclosed to any third party for any reason whatsoever
At all times during the performance of the Services the Bidder shall abide by all
applicable security rules policies standards guidelines and procedures The Bidder
should note that before any of its employee or assignee is given access to the
Confidential Information each such employee and assignees shall agree to be bound by
the term of this tender and such rules policies standards guidelines and procedures by
its employees or agents
The Bidder should not disclose to any other party and keep confidential the terms and
conditions of this Contract agreement any amendment hereof and any Attachment or
Annexure hereof The obligations of confidentiality under this section shall survive
rejection of the contract
ARBITRATION
No case shall be filed on the terms and conditions of the RFQ Document No case shall be
filed on the rights and prerogatives reserved by iNDEXTb
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 23 of 36
iNDEXTb and the selected bidder(s) shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising between them under or
in connection with the Contract
If after 30 (thirty) days from the commencement of such informal negotiations
iNDEXTb and the selected Bidder have been unable to amicably resolve dispute either
party may require that the dispute be referred for resolution to the formal mechanisms
which may include but are not restricted to conciliation mediated by a third party
acceptable to both or in accordance with the Arbitration and Conciliation Act 1996
All Arbitration proceedings shall be held at Gandhinagar and the language of the
arbitration proceedings and that of all documents and communications between the
parties shall be in English
TERMINATION OF RFQ
iNDEXTb also reserves right to TerminateCancel RFQ at any time or stage of Bid
without giving any reasons In such case of termination the EMD shall be returned to
the bidder However the RFQ document fee shall remain non-refundable
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 24 of 36
SECTION ndash III
SPECIAL CONDITIONS OF
CONTRACT
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 25 of 36
The following clauses shall supplement the Instructions to Bidders
ROLES amp RESPONSIBILITIES OF STAKEHOLDERS
Responsibility Matrix
The following shall describe the roles amp responsibilities of various stake holders in this
project
iNDEXTb
Finalization of RFQ for empanelment of IT ConsultantOutsourcing and Data
Processing
Tender Process for the Selection for empanelment of IT ConsultantOutsourcing and
Data Processing
Approval for Appointment for empanelment of IT ConsultantOutsourcing and Data
Processing
Carry out process for assigning work to respective empanelled agencies
Monitoring amp Supervision
Verification of the Status Report
BIDDEROPERATOR
Carry out work assigned as per terms and conditions decided time to time
FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of
its obligations due to any occurrence commonly known as Force Majeure which is
beyond the control of any of the parties including but not limited to fire flood
explosion acts of GoG or any Governmental body public disorder riots embargoes or
strikes acts of military authority epidemics strikes lockouts or other labour disputes
insurrections civil commotion war enemy actions If a Force Majeure arises the Bidder
shall promptly notify Tenderer in writing of such condition and the cause thereof
Unless otherwise directed by Tenderer the successful bidder shall continue to perform
his obligations under the contract as far as is reasonably practical and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event The successful bidder shall be excused from performance of his obligations in
whole or part as long as such causes circumstances or events shall continue to prevent
or delay such performance
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 26 of 36
PAYMENT TERMS
Will be indicated at the time of calling empanelled parties for explanation of assignment
BANKRUPTCY amp INSOLVENCY
iNDEXTb can terminate the contract if the bidder becomes bankrupt andor loses the
desired state of solvency with a notice of 15 (fifteen) days iNDEXTb in such cases of
termination will not be responsible for any loss or financial damage to the service
provider resulted due to termination iNDEXTb will also in such cases have the right to
recover any pending dues by invoking the performance bank guarantee or any such
instrument available with iNDEXTb
PROJECT DURATION
The empanelment will be initially for 1 year from the date of empanelment letter
However the tenderer and the successful bidder on a mutually acceptable basis can
extend the period for another 1 year based on the review by the tenderer
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 27 of 36
SECTION ndash IV
ANNEXURE ndash FORMATS
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 28 of 36
ANNEXURE 1 ndash COVERING LETTER
Physical submission on Companyrsquos letter head
Date dd-mm-yyyy
To Managing Director Industrial Extension Bureau Block no 15 1st floor Udyog Bhavan Gandhinagar Gujarat
Reference Name of Tender __________________________________ Dated ____________
Sir
We the undersigned offer to provide the services in accordance with your Request for
Qualification We are hereby submitting our Proposal which includes this Pre-
Qualification Proposal and Technical Proposal along with requisite EMD and tender
fees
We hereby declare that
All the information documents and statements made in our Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification
We are not banned or blacklisted by any Government institution in India
There are no deviations from the terms and conditions of the tender
The Bidder is a Directorate and the person signing the tender is the constituted
attorney
In the event of acceptance of our bid we do hereby undertake
To undertake the assigned project time to time based on procedure carried out by
iNDEXTb at that time and provide full support for assigned period
Agree to provide manpower as and when required by iNDEXTb of respective
categories
We enclose herewith the complete Technical Proposal along with this covering letter
as required by you This includes
All documents required in Prequalification and Technical Proposal in the
prescribed format in chronological order
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 29 of 36
Separate Demand Drafts for Tender fee amp Bid Security as per the requirement of
RFQ as indicated in ldquoImportant Informationrdquo are enclosed in the cover containing
pre-qualifying requirements
We agree to abide by our offer for a period of 180 (one hundred and eighty) days from
the last date of submission of proposal prescribed by iNDEXTb and that we shall remain
bound by a communication of acceptance within that time
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender We do hereby undertake to
provision as per these terms and conditions
We do hereby undertake that until a formal contract is prepared and executed this bid
together with your written acceptance thereof and notification of award of contract
shall constitute a binding contract between us
_____________________________
Signature of Bidder (with official seal)
Date
Name
Designation
Address
Telephone
Fax
E-mail address
Details of Enclosures 1
2
3
Official Seal
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 30 of 36
ANNEXURE 2 ndash BIDDERrsquoS PROFILE
Physical submission
Sr No Particulars Details
1 Name of the Firm
2
Registered Office Address
Telephone Number
Fax Number
Web site
3 Address of AhmedabadGandhinagar Office (Submit documentary proof physically)
4
Contact person Details
Name amp designation
Mobile Number
Telephone Number
Fax Number
5
Is the firm a registered company Year and Place of the establishment of the Company
If yes submit documentary proof physically
6 Former name of the company if any
7
Is the firm -
GovernmentPublic Sector Undertaking
Proprietary Firm
Partnership firm (if yes give partnership deed physically)
Limited company or Limited Corporation
Member of a group of companies (if yes give name and address and description of other companies physically)
Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary state what involvement if any will the parent company have in the project
8 Is the firm registered for Service Tax If yes Submit valid Service Tax registration certificate physically
9 Is the firm registered for Professional Tax If yes Submit valid PTax registration certificate physically
10 Is the firm registered for Provident Fund If yes Submit valid PF registration certificate physically
11
Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers
Total number of employees
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 31 of 36
Sr No Particulars Details
12 Number of years of experience as a contractor
13 Are you registered with any GovernmentDepartmentPublic Sector Undertaking (if yes give details)
14
How many years has your organization been in business under your present name What were your fields when you established your organization
When did you add new fields (if any)
15 Number of OfficesProject Locations
16 Please give details of staff infrastructure etc in the local office and no of years of operation of the local office
17 Does your organization has SEI ndashCMMISO 9000 certificates If so submit copies of the certificates physically State details if certified by bodies other than that stated
18 List the major clients with whom your organization has beenis currently associated
19 Were you ever required to suspend a project for a period of more than three months continuously after you started If so give the names of project and reasons for the same
20 Have you in any capacity not completed any work awarded to you (If so give the name of project and reason for not completing the work)
21 In how many projects you were imposed penalties for delay Please give details
22 Whether your organization has Bankrsquos certificate of solvency If yes submit documentary proof physically
23 Have you ever been denied tendering facilities by any GovernmentDepartmentPublic sector Undertaking (Give details)
24 Functional Background of the Firm
25 Complete details of Existing HardwareLicensed Software Platforms
26
Area of Interest
IT ConsultancyOutsourcing
Data Processing
(a) Data Entry Scanning amp Manpower Supply
(b) Data Entry Scanning Manpower Supply amp Database Creation using ICROMROCR Technology
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 32 of 36
ANNEXURE 3 ndash FINANCIAL INFORMATION SUMMARY
Physical submission
Sr No Description Financial Year
2011-2012 2010-2011 2009-2010
1 Turnover
2 Net Profit
3 Net Worth
Signature of Bidder (with official seal)
Signature of Chartered Accountant
Date Date
Name Name
Designation Membership No
Address Address
Telephone Telephone
Fax Fax
address
E-mail address
Note Please submit audited balance sheet and Profit amp Loss statement of above years
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 33 of 36
ANNEXURE 4 ndash FIRM EXPERIENCE
Physical submission
(Relevant to the nature of Project)
Assignment Name
Location within Country No of Staff
Management
Technical
Name of Client No of Staff-Months duration of assignment
Contact Person Name
PhoneMobile
Client Address
Start Date (MonthYear) Completion Date (MonthYear)
Approx Value of Services
Name of Associated Consultants if any
No of Months of Professional Staff provided by Associated Consultants
Name of Senior Staff (Project DirectorCoordinator Team Leader) involved and functions performed
Narrative Description of Project (including type of project platform etc)
Description of Actual Services Provided by Your consultant
HardwareLicense Software PlatformTechnology Used
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 34 of 36
ANNEXURE 5 ndash QUALIFICATION amp EXPERIENCE OF MANAGEMENT
AND TECHNICAL STAFF
Physical submission
Sr No Name Qualifications Years of Experience
Area of Expertise
PositionDesignation
1
2
3
4
5
6
7
8
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 35 of 36
ANNEXURE 6 ndash CURRICULUM VITAE OF MANAGEMENT amp TECHNICAL
STAFF
Physical submission
(CVs of Key Persons only)
Proposed Position [only one candidate shall be nominated for each position]
Name of Firm [Insert name of firm proposing the staff]
Name of Staff [Insert full name]
Date of Birth Nationality
Education [Indicate collegeuniversity and other specialized education of staff member
giving names of institutions degrees obtained and dates of obtainment]
Membership of Professional Associations
Other Training [Indicate significant training since Education degree obtained]
Countries of Work Experience [List countries where staff has worked in the last five
years]
Languages [For each language indicate proficiency good fair or poor in speaking
reading and writing]
Employment Record [Starting with present position list in reverse order every
employment held by staff member since graduation giving for each employment
Period of employment (From To in mm-yyyy) name of employing organization
positions held brief description of activities
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
Date
[Signature of staff member or authorized representative of the staff] DayMonthYear
Full name of authorized representative
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)
Tender document for IT Empanelment Page 36 of 36
ANNEXURE 7 ndash FORMAT FOR PRE-BID CONFERENCE
QUERIESCLARIFICATIONS
Name of the Bidder
Address
Telephone Nos
Fax No
Mobile No
Email ID
Sr No
Section No ndash
Clause No ndash
Paragraph Bullet No -
Corresponding page no in the RFQ Document
Particulars of the query clarification
Remarks of iNDEXTb
1
2
3
4
Authorized Signatory _______________________
Designation _______________________
(If the queriesclarifications are submitted through e-mail the bidder shall send the
queriesclarifications through official e-mail IDs only)