1 Tender Cost - Rs. 1,000/- ICSI House, 22, Institutional Area, Lodi Road, New Delhi- 110003 Tender No. Purchase (CBE):2013-14 Date: September 25, 2013 Sub: Tender for Conducting Computer Based Examination (CBE) and Result Processing on Turnkey Basis for the Students of Foundation Programme of the Institute of Company Secretaries of India KEY Dates: Tender Opening Date : 25.09.2013 Tender Closing Date : 09.10.2013 by 1:00 PM Technical Bid Opening:09.10.2013 Pre Bid Meeting : 01.10.2013 at 2:00 PM
Transcript
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Tender Cost - Rs. 1,000/-
ICSI House, 22, Institutional Area, Lodi Road, New Delhi-110003
Tender No. Purchase (CBE):2013-14 Date: September 25, 2013
Sub: Tender for Conducting Computer Based Examination (CBE) and Result Processing on Turnkey Basis for the Students of Foundation Programme of
the Institute of Company Secretaries of India
KEY Dates:
Tender Opening Date : 25.09.2013 Tender Closing Date : 09.10.2013 by 1:00 PM Technical Bid Opening:09.10.2013 Pre Bid Meeting : 01.10.2013 at 2:00 PM
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Introduction The Institute of Company Secretaries of India (ICSI / Institute) is a statutory body constituted under an Act of Parliament, i.e. Company Secretaries Act, 1980 to develop and regulate the profession of Company Secretaries and conduct the examinations thereof. The Institute is functioning under the overall administrative jurisdiction of Ministry of Corporate Affairs, Government of India, having its headquarters located at “ICSI House” 22 Institutional Area, Lodi Road, New Delhi-110 003. The Institute proposes to procure the services of a competent Service Provider for Conduct of Computer Based Examination(CBE) for its Foundation Programme candidates from June 2014 session of examination onwards as stated in the tender document. Sealed quotations consisting of “Technical/Infrastructure Bid” and “Financial Bid” are invited by the Chief Executive, The Institute of Company Secretaries of India, ICSI House, 22 Institutional Area, Lodi Road, New Delhi from bidders for holding of Computer Based Examination for its Foundation Programme candidates and integration of data with dot net based examination software module currently in use in the Directorate of Examinations of the Institute for result processing on turnkey basis as per details given in Scope of Work placed at Annexure-I. The Institute invites the services of professionally managed reputed organization/company having a proven track record of conducting the examination activities (including pre and post examinations activities) in organizing Computer Based Examination as specified in this tender document under LAN environment. The tender document may be obtained during working hours from September 25, 2013 to October 09, 2013 (upto11:00 AM)on all working days (except Saturday, Sunday &Gazetted Holidays)from the Reception Counter of the Institute on payment of non-refundable tender cost of Rs. 1,000/- (Rupees One Thousand Only) by Cash / Demand Draft drawn in favour of “The Institute of Company Secretaries of India” payable at New Delhi. The tender document can also be downloaded from the website of the Institute (www.icsi.edu) for which bidder would be required to enclose a demand draft of Rs. 1,000/- as mentioned above towards the cost of the tender document along with their bids / quotes, failing which the tender shall not be considered . Sealed quotations addressed by name to Shri Sutanu Sinha, Chief Executive, The Institute of Company Secretaries of India be sent at the Institute’s
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address in the prescribed manner mentioned herein below, duly accompanied with, two separate sealed envelopes for (i) EMD and “Technical/Infrastructure Bid” (Annexure- II) and (ii) “Financial Bid” (Annexure-III) placed in one bigger sealed cover superscribed“Tender for Conducting Computer Based Examination (CBE) and Result Processing on Turnkey Basis for the Students of Foundation Programme of ICSI” either by Registered Post/Speed Post or by dropping in the quotation box placed at 3rd Floor not later than 01.00 PM on October 09, 2013.
Shri Sutanu Sinha Chief Executive, The Institute of Company Secretaries of India ICSI House, 22, (3rdFloor: Tender Box) Institutional Area, Lodi Road New Delhi-110003
PRE BID MEETING: the pre bid meeting will be held on 01.10.2013 at ICSI Noida Office: C-37, Sector-62, Institutional Area, Noida- 201309 at 02:00 PM. Any clarification sought on the tender may be discussed on the pre bid meeting. The Technical/Infrastructure Bid will be opened on October 09, 2013 at 3:00 PM in the Institute’s Headquarters building at the address given above in the presence of Bidders or their authorized representative(s), who wish to be present on the scheduled date and time of opening the tender and there will be no separate communication in this regard. In the event of due date being a closed holiday or declared Holiday for Government offices, the due date for opening of the bids will be the following working day at the appointed date, time and venue.
The bidders are also required to submit an earnest money deposit (EMD) of Rs. 10,00,000 (Rupees Ten lakh Only) by way of demand draft drawn in favour of “TheInstitute of Company Secretaries of India, payable at New Delhi”. Incomplete quotations and the quotations not accompanied with earnest money shall not be considered.The earnest money of unsuccessful bidders will be refunded without any interest/Bank commission/collection charges after the acceptance of the tender/award of the contract in the favour of successful bidder. The earnest money of successful bidder will be refunded without any interest/Bank commission/collection charges after the successful implementation of the project, receipt of the Performance Bank Guarantee and clearance of bills.
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Scope of Tender The Institute presently conducts Foundation Programmeexamination for its candidates under Optical Mark Recognition (OMR) mode based on Objective Type Multiple Choice Questions. There are four papers in Foundation Programme examination. Each paper contains 50 objective types multiple choice questions having two marks each with four options with one correct answer. Presently, the examination is conducted in one day in two sessions covering two papers in each session of 90 minutes duration. The last two sessions of the Foundation Programme examinations were conducted at approximately 90 examination centers (cities) spread all over India and one overseas center in Dubai as placed at Annexure IV and the number of candidates, cities/venues may increase/decrease in future. (The number of candidates enrolled for June, 2013 Foundation Programme Examinations is also given in Annexure IV). To begin with, the examination will be held twice in a year, i.e. in June and December. Approximately 30,000 to 40,000 students are expected to appear for each session (June/December) of the examination. The candidates would be required to be examined in two days (one session on each day consisting of two papers in 90 minutes duration), as per the given schedule. However, the number of candidates may vary depending upon the actual enrolment and ICSI does not guarantee any specific number of candidates. The Institute proposes to change over from OMR based examination to Computer Based Examination with effect from June, 2014 examination. The following is the scheme of the proposed Computer Based Examination:
Paper Subject Code
Subjects Total No of Questions
Type of Questions
Duration of examination
1 2
311
&
312
Business Environment and Entrepreneurship (BEE)
& Business Management, Ethics and Communication (BMEC)
50
50
MCQ
MCQ
90 minutes in one sitting for both the subjects (45 minutes in case of exemption in any one subject)
3 4
313
& 314
Business Economics (BE)
& Fundamentals of Accounting and Auditing (FAA)
50
50
MCQ
MCQ
90 minutes in one sitting for both the subjects (45 minutes in case of exemption in any one subject)
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The bidder will be responsible for designing and developing a suitable Test Engine Software for conduct of Computer Based Examination for ICSI – Foundation Programme. The examination will be conducted under LAN environment through Multiple Choice Questions as detailed below:
1. The Examination will be conducted at the Examination center consisting of a local server and workstations connected via local area network to the local server. Every Examination Center will be equipped with requisite Hardware/software and trained manpower to conduct the Computer Based Examination as per the given time and date.
2. Computer Based Examination is proposed to be conducted in June and December each year during the specified dates as per the following schedules:
Day
Subject Code and Numeric Code
Examination Timing 1st Session/Batch
2nd Session/Batch
3rd Session/Batch
4th Session/Batch
1st Day
BEE & BMEC (311&312)
9.00 AM to 10.30 AM
11.30 AM to 1.00 PM
2.00 PM to 3.30 PM
4.30 PM to 6.00 PM
2nd Day
BE & FAA (313 & 314)
9.00 AM to 10.30 AM
11.30 AM to 1.00 PM
2.00 PM to 3.30 PM
4.30 PM to 6.00 PM
3. The Timing of Examination given above is the real time for appearing in the examination and necessary time may be provided for preliminary preparation and practice before the commencement of examination.
4. The bidder will make provision for additional session(s)/ days/Examination Centers and other administrative services for any contingency requirements or unexpected increase in number of candidates.
5. The Bidder will be responsible for providing the services with high element of accuracy, integrity and confidentiality.
6. Answer data file should be preferably in encrypted form and/or
password protected, digitally signed and in ‘read only’ format to ensure that the file is not accessed, read and manipulated by any unauthenticated person at any point of time.
7. There should be provision for uploading the answer data file of the candidates into a web based central server secured in all respect in terms of maintaining the data integrity and confidentiality then and there after the examination in addition to the facility to provide the result data file in a CD sealed under an envelope to the authorized representative of the Institute for the purpose.
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8. There should be facilities for conducting of the examination in another
desktop in case the desktop assigned to the candidate does not work after some time. The test engine software should also take into account the timing already used by the candidate earlier and finishing the examination exactly on the expiry of the predefined duration of the examination.
9. Sharing of all the passwords and technology related information pertaining to the examination system so developed and implemented for the ICSI, the access to the system should be limited to designated persons. The list of such designated persons and their contact details must be shared with the designated officials of the Directorate of Examinations of the ICSI.
Computer Based Examination on the same system may be extended to other stages of Company Secretaries examination(s) on same terms and conditions during the validity of contract depending upon the decision of Institute.
Terms and Conditions Governing the Tender
1. The Institute shall not be liable for any postal delays and tender received after the stipulated time/date shall not be entertained.
2. The sealed tenders are to be submitted for the performance of the project in reference to the Scope of Work specified in this tender document as per the information sought/given in Annexure II and Annexure III on the bidder’s business letter head duly stamped, signed and dated on each page as unconditional acceptance to the terms prescribed by the Institute in the tender document. Details/supporting documents wherever applicable, if attached with the tender should be fully authenticated by the bidder. No over-writings/cuttings shall be accepted unless authenticated with full signature of the bidder. Incomplete bids received shall not be entertained.
3. Institute shall have the right to assess the competencies and capabilities of the bidder by going through the credentials given in the Technical/Infrastructure Bid and on the basis of such credentials, the Institute may reject the candidature of the bidder without assigning any reason and decision of the Institute shall be final. In such case(s) the Financial Bid shall not be opened for that particular bidder. The Financial Bid of only those parties who qualify in the technical scrutiny shall be opened and time and date for opening the Financial Bid shall be communicated separately.
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4. Non acceptance of any of the terms and conditions as stated in tender and non-submission of the stipulated Earnest Money Deposit (EMD) shall render the Tender invalid. Only bidders whose Technical /Infrastructure particulars as stated in tender are determined to be in consonance with Institute’s requirements shall be considered further in the Tender Evaluation Process.
5. The bidders are expected to understand the Institute’s complete examination process for the Foundation programme while submitting their bid.
6. The bidder must be in existence for a minimum period of five years of which at least three years should have been on projects of conducting Computer Based Examination and result processing and should have experience of doing similar work in Examining Body(ies)/Organization(s) conducting examinations at All India level.
7. The bidder must possess ISO certification (Attach copy) with annual turnover of at least Rs. 75 crore and above for the last three financial years 2010 – 11, 2011-12 and 2012-13.
8. The bidders should produce certificates regarding their past experience in conducting Computer Based Examination and result processing activities.
9. Previous experience of successful conduct of Computer Based Examination and processing of results at all India level examining bodies will be given preference.
10. The bidder must enclose banker’s certification on satisfactory banking.
11. The bidder must enclose certified photocopies of Service Tax payment challans and other documents as per the Technical/Infrastructure Bid for the specified period.
12. The bidder should submit a satisfactory performance report from at least three Organizations/ Examining Bodies for handling similar jobs at all India level.
13. The bidder shall have to undertake to start the bi-annual examination process including special examination, if any, expeditiously within seven days from the date of request from the Institute. The final results of the examination shall be completed within such time as stipulated by the Institute.
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14. All infrastructure including, hardware, software, manpower, venue
requirements, etc. are to be arranged by the bidder.
15. Before the technical evaluation, the short-listed bidders may be asked to give their presentation showing their competencies before the appropriate Committee/officials of the Institute.
16, The selected bidder will be responsible for the trouble free implementation / working (including hardware, system software, application software and networking) of Computer Based Examination and creation of roadmap ahead.
17. The rates to be quoted by the bidder shall expressly be inclusive of all statutory taxes, fees, cesses, duties, levies, charges, surcharges and other components, etc. No component of cost / tax shall be paid by the Institute unless the same is included specifically in the quotations. The rates quoted shall remain valid till three years from the date of commencement of the contract.
18. Escalation matrix upto the level of CEO shall be provided with phone number and email address of all personnel in the matrix.
19. The successful bidder whose bid is accepted by the ICSI shall be required to give a security deposit for Rs. 15,00,000 (Rupees Fifteen Lakh only) through an irrecoverable Bank Guarantee from any Nationalized Bank in favour of the Institute of Company Secretaries of India. The Bank Guarantee shall be valid for contract period and shall be submitted within 10 (ten) days from the date of award of tender. No interest shall be payable by ICSI on the security deposit, so held.
20. In case of contravention of the any of the terms and conditions as stated in the tender documents / Service Level Agreement (SLA) or if the Bidder withdraws or amends, impairs or derogates from the tender /Service Level Agreement (SLA) in any respect within the period of validity of the tender / Service Level Agreement (SLA) or bidder fails to execute the work as per the Tender/Work Order or fails to deliver the satisfactory performance during the period of contract, or fails to execute agreed Service Level Agreement (SLA), ICSI shall have the right to invoke the said Bank Guarantee and to forfeit the security deposit/ earnest money deposit and such decision of the ICSI shall be final.
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21. In case of any damage or loss caused to the Institute due to breach of term or condition of the tender / contract, negligence, carelessness, inefficiency, fraud, mischief and misappropriation or any other type of misconduct of the Tenderer / Bidder or its staff, the Tenderer / Bidder shall make the loss good. The Institute shall have right to adjust the damage / loss suffered by it from the security deposit / earnest money deposit / bank guarantee and / or to charge penalty as decided by the Institute. Decision of the Institute in this respect shall be final and binding.
22 The Institute without prejudice to any other remedy, reserves the right to terminate the Tender / Contract in whole or in part and also to blacklist a Tenderer / Bidder for a suitable period in case he fails to honour his bid / contract without sufficient grounds or found guilty for breach of condition /s of the tender / contract, negligence, carelessness, inefficiency, fraud, mischief, misappropriation or any other type of misconduct by such Tenderer / Bidder or by its staff. In such case of termination, the ICSI will have the right to put in place any other agency for carrying out the remaining work. Any extra expenditure shall be recovered from the agency.
23 Whenever under this tender / contract order any sum of money is recoverable from and payable by the Tenderer / Bidder, the Institute shall be entitled to recover such sum by appropriating in part or in whole from the security deposit / bank guarantee / earnest money deposit of the Tenderer / Bidder. In the event of the security deposit / bank guarantee / earnest money deposit being insufficient, the balance or the total sum recoverable, as may be, shall be deducted from any sum due to the Tenderer / Bidder or which at any time thereafter may become due to the Tenderer / Bidder under this or any other tender / contract with the Institute. If this sum is not sufficient to cover the full amount recoverable, the Tenderer / Bidder shall pay the Institute on demand the remaining balance.
24 The Tenderer / Bidder hereby covenants and agrees to indemnify and shall at all times keep indemnified the ICSI against any loss or damage that the ICSI may sustain as a result of the failure or neglect of the Bidders to faithfully carry out its obligations under this agreement or negligence, carelessness, inefficiency, fraud, mischief and misappropriation or any other type of misconduct of the Agency or its employees, agents, representatives and further to pay for all loses, damages, costs, charges and expenses which the ICSI may reasonably incur or suffer, and to indemnify and keep indemnified the ICSI in all respects.
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25. The number of candidates appearing for the examination and the
number of examination centers may be increased / decreased at any point of time and the bidder shall have no right to claim any kind of extra amount in any form. The bidder is expected to maintain the service levels as will be defined in the Service Level Agreement.
26. The bidder must display its capability for one full life cycle of the examination project in a trial run on a sample data of 100 candidates at the premises of the bidder’s examination centre within 20 days of the issue of the Purchase/Work Order.
27. The bidder(s) should note that examination related activities as specified in this Tender document are utmost confidential. It shall be the responsibility of the bidder to take all necessary precautions and measures to maintain utmost confidentiality with regard to each and every stage of work. In case of breach of confidentiality at any stage of work, the Institute may impose any financial penalty or may take any other course of action, as deemed fit and the same will be binding on the bidder.
28. The ICSI has been maintaining a very high standard in the conduct of its examination and the bidder is expected to provide its services without causing any damage to the reputation of the ICSI.
29. Contract Period: The contract shall be initially for a period of 3 years subject to the yearly assessment / appraisal of the performance of bidder / tenderer by the ICSI and if its performance is not found satisfactory, the ICSI may terminate the agreement / contract. Decision of the ICSI in this regard shall be final. On expiry of three years, the ICSI reserves the right to extend the contract for another two years on the same terms and conditions in writing if the service of the bidder found satisfactory. Bidder shall have no right or claim for the extension of the contract in any circumstances and decision of the ICSI shall be final and absolute.
30. The ICSI reserves the right to terminate the Contract with an advance notice in writing of one month without assigning any reason, whatsoever. However, the notice period may be extended by mutual agreement till alternate arrangements are made. Further, any pending or unresolved service, function, task, performance, unpaid fees and any other remedies shall continue by both the parties during the period of termination notice and the same must be satisfied before the agreement is terminated. The bidder shall have no claim to any
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payment or compensation whatsoever on account of any profit or advantage, which would have derived from the execution of the work in full, but which he did not derive in consequences the full amount of the work not having been carried out, neither shall he have any claim on compensation / damage for the loss suffered by him by reason of termination of agreement by the ICSI.
31 The Institute reserves the right to accept or reject any or all tenders including the lowest tender(s) without assigning any reason at its sole discretion and such decision of the Institute shall be final and binding on all concerned.
32 ICSI does not bind itself to accept the lowest or any tender or to assign any reason thereof and ICSI also reserves the right of accepting the tender in whole or in part. The part acceptance of the tender shall not violate the terms and conditions of the contract and the bidder shall execute the work at the specified rates without any extra charges or compensation within the stipulated period.
33. The whole work included in the Tender shall be executed by the Bidder and the Bidder shall not directly or indirectly transfer assign or sublet the contract or any part thereof or interest therein without the written consent of ICSI.
34. In case any work for which there is no specification in the tender, such work shall be carried out in accordance with the directions of the ICSI without any extra cost to the Institute.
35. Normal payment term is 30 days and the payment would be made through the RTGS system on receipt of bill/s after the satisfactory completion of the work in each session as per work order /instructions of the Institute.
36 The tenderer(s) / bidder(s) shall not use or disclose any Confidential Information of the Institute except as specifically contemplated herein. For purposes of this tender / contract "Confidential Information" means information that: (i) is sufficiently secret to derive economic value, actual or potential, from not being generally known to other persons who can obtain economic value from its disclosure or use; and (ii) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy or confidentiality.
37. The proposals given in the tender should remain valid for 90 days after
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the closing date of receipt of the tender. However, the prices finalized after opening the tenders shall not increase throughout the period of Contract / Service Level Agreement.
38. At any time prior to the last date for receipt of Bids, the ICSI, may, for any reason, whether at its own initiative or in response to a clarification requested by the Bidders, modify the Tender by issuing an addendum/corrigendum. Any such amendment issued along with the original Tender document will constitute Revised Tender. The addendum/corrigendum will be uploaded on the ICSI website. The Bidders are requested to visit the website frequently to check for any amendments.
39. The ICSI may at any time during the Tendering process but before opening the technical bid request the Bidders to submit revised Technical / Commercial Bids and/or Supplementary Commercial Bids, in case of change in Scope of Work, without thereby incurring any liability to the affected Bidder or Bidders.
40. Any effort by the bidder to influence ICSI in the scrutiny, evaluation, ranking of proposals and recommendation for award of contract may result in rejection of the bidder’s proposal.
41. The Financial Bids of those bidders, who qualify in the technical evaluation, will only be opened and evaluated. Financial bids of the technically disqualified bidders will not be opened. The financial bids shall be opened in presence of representatives of technically eligible/qualified bidders, who may like to be present. Institute shall inform the date, place and time for opening of financial bids to the eligible bidder.
42 In case of any dispute, claim or difference or demand arising under or pursuant to or in relation or touching this tender, the authorised official of the Institute and the Bidders shall address the disputes/ differences for mutual resolution, failing which the matter shall be referred to the sole arbitration of Secretary of the Institute of Company Secretaries of India or his nominee. The Arbitration proceedings shall be held in accordance with the provisions of the Arbitration and Conciliation Act, 1996 or any statutory modifications on re-enactment thereof as in force. The award of the sole arbitrator shall be final and binding on both the parties. The venue of the arbitration shall be at New Delhi. The cost of the Arbitration proceedings shall be shared equally by both the parties. The decision / award of the arbitrator
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shall be final and binding on both the parties. All disputes arising out of this tender are subject to the jurisdiction of Courts in New Delhi.
Eligibility Criterion for the Bidder
The bidder must possess the requisite infrastructure, experience, strength and capabilities in providing the services necessary to meet the requirements, as described in the tender document. The bidder must also possess the technical know-how and the financial wherewithal that would be required to successfully conduct the CBE sought by the ICSI. The bids must be complete in all respect and should cover the entire scope of work as stipulated in the tender document. The invitation to bid is open to all bidders who qualify the eligibility criteria as given below. Any deviation from the eligibility criteria may attract bid disqualification. Eligibility criteria and Mandatory requirement supporting documents are the part of technical proposal.
The bidder should meet the following basic eligibility criteria:- S. No Eligibility Criteria Documents to be
Submitted 1 Bidder must be a Government Undertaking or
a company incorporated in India under the Companies Act 1956
Copy of Certificate of Incorporation issued by Registrar of Companies
2 The annual turnover of the bidder for each year of the last 3 years should be above Rs. 75 crore of which the average turnover from Computer Based Examination business (Group turnover will not be accepted) should be at least Rs. 5 crore
Copy of the audited Annual Reports
3 Bidder should have experience of conducting Computer Based Examination for the last 5 years with experience of handling a minimum of 80,000 candidates per year at all India level for last 3 years
Copy of order and/or certificate of completion of the work.
4 Bidder must be makingoperating profit in the last 3 years of operations
Copy of the audited Annual Reports
5 The Computer Based Examination Software must be IPR owned by the Bidder
Certificate from the Company Chief Executive
6 Bidder should have in-house software development division and an in-house quality assurance and product testing team with a robust quality management processes that are
Certificate from the Company Chief Executive
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followed to test and certify the system used in conduct of the examination
7 Bidder should have sufficient number of software developers, technical employees and Examination Administrators for the smooth conduct of Computer Based Examination
List of resource persons with designation
8 The Bidder should have necessary hardware, software networking and security with their dedicated Examination Centers (own and/ franchise) with adequate Infrastructure facilities across all Indian Cities where the Institute has its existing Examination Centers
List along with address and seating capacity of each examination center (Own centers and franchise centers separately)
9 The Bidder should have necessary arrangements to conduct CBE for physically challenged candidates
Certificate from the Company Chief Executive
10 Bidder should provide a minimum of 3 client references where similar examination services have been rendered.
Copy of the reference letter from head the concerned examining bodies
11 The bidder should have data privacy policy and process as per global standards
Self Declaration from the Company Chief Executive
12 The bidder should have comprehensive Business Continuity Plan/Disaster Recovery Plan in practice
Self Declaration from the Company Chief Executive
13 The Bidder should possess the necessary certification on (i) Information Security Systems/Standard; and (ii) service delivery.
Copy of the valid certificates
14 Bidder should have experience of conducting end–to-end computer based examination process in the Education /Government sector to cover activities like, application processing, payment gateway, admit card uploading, computer based examination delivery and administration and result processing
Copy of order and/or certificate of completion of the work
15 Bidder should not have been blacklisted by any Firm/Organization/School/Board/University/ Institution or any Government organization and no litigation is pending in the court of law against the agency
Certificate from the Company Chief Executive
16 The Bidder should produce the satisfactory performance certificate from at least three clients preferably from Government
Certificates from concerned organization
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recognised University/Deemed Institution / Deemed University for whom similar kind of all-India level CBE have been conducted recently (in last 2 years) by the firm.
17 Bidders with Support Centre and project office based in Delhi/NCR would be preferred.
Copy of the address proof
18 Bidders should provide a detailed time cycle for the total implementation of the CBE in each session (June/December)
Copy of detailed time schedule with implementation plan
19 The bidder should provide address details of their project office(s) and support centre(s)/clients for personal visit by the ICSI officials.
Copy of address detail should be provided.
Bidders declared by Government of India to be ineligible to participate for unsatisfactory past performance, corrupt, fraudulent or any other unlawful or unethical business practices shall not be eligible. Mandatory Requirements
The following is the list of the mandatory requirements that need to be fulfilled/ provided by the bidder as part of the bid response:
S. No Eligibility Criteria Documents to be Submitted
1. Solution document: Solution document provided by the bidder as part of response should include the following parameters: a) Design details and parameters based on
which bidder proposes to undertake the project of conducting the Computer Based Examination.
b) Complete scope of work and list of the activities to be executed as part of the project
c) Security principles: The procedures, best practices which are followed and adopted.
Solution document as part of bid response document
2. The bidder shall commit that the key personnel to be employed for the project have been sufficiently involved in similar implementations and that once assigned to the project will not be moved out of it, except for reasons beyond the control of the bidder or with the prior consent of the ICSI official concerned. In such case an equally competent employee shall be provided as a replacement.
CV’s of personnel to be assigned Self-Certification from the Company Chief Executive or equivalent authority
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3. Power of Attorney / Authorization Letter is to be submitted in-favour of the person, who is signing and submitting the tender on behalf of the bidder.
Self-attested letter
4. The bidder shall organize the responses in accordance with the format specified in the tender and under no circumstance shall leave any response item unanswered. If any row or column does not contain the response, the entire response may not be taken up for consideration. Any response not as per the format may not be included for any further consideration.
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5. The bidder shall furnish relevant documentation supporting the above eligibility / qualification criteria in a separate cover and shall not put the same in the sealed envelopes containing the technical bid and commercial bid. In case of non-compliance to any of the eligibility criteria mentioned above the bidder may be disqualified without any notice and the bids of the bidder may not be processed further.
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Functions of Bidder in Computer Based Examination The bidder should perform and /provide the following services /functions as stated in the below mentioned three phases for the conduct of Computer Based Examination: (a) Pre-Examination Phase Following will be the responsibility of the Bidder for designing the computer based examination plan and examination process in consultation with ICSI:
• The bidder will provide a Single Point of Contact (SPOC) for the project, who will be responsible to coordinate and manage the entire project with the Institute.
• The bidder should confirm four months in advance that they would conduct CBE in all the examination centers decided by the Institute and submit the details thereof to the Institute before 30 days of commencement of examination including Name of the Institution, Seating Capacity, availability of Power Back-up (UPS & Generator), waiting area, and registration area, etc.
• Each Examination centre should provide for a 20% buffer seating capacity i.e. 20 per 100 systems as buffer for the examination slot/session.
• The bidder shall ensure adequate cooling/air-conditioning at every Examination Centre.
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• The bidder shall ensure drinking water and separate toilet facilities for Boys and Girls.
• The bidder shall ensure Uninterrupted Power Supply (UPS)/Generator facility at each Examination Centre.
• Central Test Engine Software should be installed at a Tier III Data Centre.
• The bidder shall ensure that the Examination Center will not to be used for any other activity/examination other than conducting the Institute’s examination during examination days.
• The bidder shall ensure availability of updated Antivirus on every personal computer (PCs) to be used by the candidates.
• The bidder shall ensure availability of all examination Servers/PCs on network to be virus free and to be on Single network /domain and no IP conflicts are found on Network Examination PCs.
• The bidder shall ensure availability of Internet Explorer Version 7 and above on all examinees’ PCs.
• The bidder shall ensure one or two day(s) prior to the day of Examination that the examinations Computers are sanitized to meet the Institute’s Examination requirements.
• The bidder shall ensure various levels of checks, tests and that trial run are conducted to confirm centre readiness to ensure that all Examination Parameters match the requirement and report to be submitted to the Directorate of Examinations of ICSI.
• The bidder shall ensure that decentralized Servers are Setup at every Examination Center/venue.
• The bidder shall conduct Trial runs (1-2 days Prior to Exam date) across all Examination Centers/venues.
• The bidder shall ensure DR Servers configuration and testing for contingency.
• The bidder shall ensure complete security and secrecy at all phases for the conduct of CBE.
• The bidder shall provide a detailed Site Readiness Check- list Report to the Institute before the actual Examination date.
• The bidder is responsible for Server/Network Monitoring during the conduct of examination.
• The bidder is responsible to set right the system in case of any IT failures at the Examination Center.
• The bidder is responsible for placing the Question bank (both English and/ Hindi) prepared by the Institute on the Test Engine Server.
• The bidder is responsible for placing Server Data, Pre/Post Examination.
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• The bidder shall carry out, other related processes involved for conducting the Computer Based Examination as per instruction of the Institute.
• The bidder shall prepare and provide documentary manuals for all processes for safe and secure conduct of examination to be followed along with rules for contingency and exception handling/ emergency procedures.
• The bidder shall educate the students and provide Mock test facility to candidates via the Institute’s Website.
Test Engine Technical Pre-requisites The essential Test Engine prerequisites are as follows:-
• The Test Engine Exam Software must be owned by the bidder and the bidder has the copy right.
• The Software must be tested for Performance, Security, Usability, High-Availability, Business Continuity, and Disaster-Recovery.
• The Test Engine Software may provide to deliver exams through de-centralized (Computer Based Examination) delivery model.
• Should have the capability to deliver examinations through a secure browser.
• Test Engine Software should support different types of Multiple Choice Questions (MCQs) in English and Hindi languages.
• The bidder should extend the facility of its software to Institute’s Subject Experts for developing the Question Bank in a secured/encrypted manner.
• Software should provide randomized test items and response • Software should provide System ID control and session binding • Software should provide summary of every question providing
information on; Questions attempted, Questions yet to be attempted, Bookmarked Questions, etc
• Software should provide Auto-Save functionality – up to the last click • Software should provide Auto Submit if exam duration is over • Software should provide Candidate Photo and signature display on
screen.
(b) Examination Phase • The bidder should be capable of deploying the following manpower for
each session of examination at Centre: (a) Exam Centre Administrator - 1 (b) IT Support Executives -1 each for every 100 candidates (c) Invigilators (1:25, i.e. 1 Invigilator for every 25 candidates) (d) Support Staff/ Peons – 1 each for every 100 candidates
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(e) Security Guards (male and female) – 1 each for every 100 candidates
(The above staff strength should be increased proportionately depending on the number of candidates)
• To conduct the examination and manage the examination process through Computer Based Examination at the Examination Centers. The computer systems and servers shall be of latest configuration and LAN must be scaled enough to handle the traffic in real time with proper backup and redundancy at each level
• The bidder will be responsible to make provision for physical security, electrician at the Examination Center and support staff
• Soft copies of encrypted Question Paper sets will be provided in advance prior to the start of examination in prescribed format
• To arrange frisking of candidates at examination centre to disallow any electronic gadgets, mobile phone(s), paper(s) (other than admit card), bag(s), etc. as per the guidelines of the Institute.
• To complete the registration process of the candidates before start of examination and allow the eligible candidates to appear for Examination at the Examination Centre, as directed by the Institute.
• To arrange/provide required instructions/information to the candidates appearing for examination at the Examination Centers.
• To maintain complete log of audit trails for all activities of candidate during the course of examination to enable complete audit of the examination process.
• To obtain feedback from candidates post examination via Online Feed Back Form
• To devise system for monitoring and supervision of Examination Centre activities (Centre level/ Candidate’s level) at designated office via a dashboard.
(c) Post Examination Phase • To provide the Institute with the post examinations marks obtained by
each candidate in the desired/mutually agreed reporting format. • To provide documented inputs and support for handling:-
o Students queries o Inspection of answers given by candidates o Verification of marks o RTI queries o Court Cases
• To make available all the required reports and data in soft copy with retrieval facility to the Directorate of Examinations of the Institute after the whole process has been completed.
• To provide required data for providing input for request for verification/inspection of marks/answer by candidates.
Any other support/reports as deemed necessary of the smooth conduct of the Computer Based Examination.
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Selection process for the Bidder
The following are the steps for selection of the bidder: (i) Issue of tender notification (ii) Pre-bid meeting, if any (iii) Submission of Bids (iv) Opening of Technical Bids (v) Presentation by Bidder(s) and clarification of queries – The Bidder (s)
are expected to present the major jobs which it will be doing under this project as per the scope and deliverables sought in this tender document along with a time schedule
(vi) Technical/Infrastructure Bids evaluation (vii) Short-listing of Bidders for Commercial bids opening (viii) Commercial bids opening (ix) Commercial bids evaluation (x) Discussion by Purchase Committee (xi) Issuance of Letter Of Appointment (LOA) (xii) Acceptance of the LOA (xiii) Finalization and signing of Service Level Agreement (SLA)
Tender Evaluation
Technical Evaluation Total marks for Technical/Infrastructural Bid shall be evaluated /calculated by summing up the marks obtained for each Proficiency Criteria as stipulated below:
Technical /Infrastructural Evaluation Criteria
S. No.
Proficiency Criteria Maximum Marks
1 No. of years in existence and in conducting Computer Based Examination as on the date of issue of the tender
5
2 Financial Position of Bidder (for the last five years)
5
3 Division wise Annual Turnover 5 4 On-going projects and Past Experience of the
Bidder related to conduct of Computer Based Examination and Exam Result Processing Activities
15
21
5 Quality Certifications 5 6 Infrastructure/Technical Competencies 25 7 Technical Approach and methodology for
Conducting Computer based Examination 20
8 Clients’ feedback 5 9 Professional staff and competence for the
assignment 5
10 Presentation on methodology, process and procedure for conduct of Computer Based examination for Foundation Programme of ICSI and result processing by the vendor
10
(ii) The marks shall be awarded in a graded manner and the Institute
reserves the right to fix the minimum marks to declare a bid technically qualified and eligible for opening of commercial bid.
(iii) Each of the bidders will be required to demonstrate the technical competencies as proposed in the technical bid.
(iv) The Bidder shall be required to show its Proficiency for successful
implementation of the proposed project.
(v) Site/ clients visit as desired by the evaluation team of the Institute shall be organised.
(vi) Only one tender will be entertained from a bidder.
(vii) Based on multiple parameters, the evaluation team will calculate the
technical evaluation score for each bidder at the end of this phase.
Financial/Commercial Bid Evaluation
(i) In case of Financial/Commercial Bid Evaluation of the Proposal, full marks (100 marks) will be allotted to the Bidder who quotes the lowest financial proposal.
(ii) While the Bidder with lowest financial proposal (LP) will get a
financial proposal score of 100 marks, other Bidders will be awarded in proportion to the marks scored in relation to the Bidder with the lowest quote. The Financial proposal scores of all other bidders will be determined by the formula:
Financial Proposal Score = Lowest Financial Proposal / F * 100 (where F is the Financial Proposal quoted by the Bidder)
The technical proposals will be evaluated by a Committee constituted by the Institute in this regard. Technical evaluation will be conducted for those
22
bidders who have qualified the terms and conditions. The bidders who qualify the minimum technical requirement will be considered for the Financial Bid evaluation. The contract is awarded to the bidder with maximum bid score according to the composite score as defined below: Total score = 70% xTechnical proposal score + 30% x Financial proposal score
In case of any further information/clarification, you may contact, Mr. T R Manik, Joint Director (Examination), Noida Office: C-37, Sector-62, Institutional Area, Noida-201309 (telephone no. 0120-4522011/4264447) or the undersigned at telephone No. 011-45341025 on any working day during office hours. Date: September 25, 2013 (B. PRADHAN)
JOINT DIRECTOR
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Annexure I Scope of Work
Sr. No.
Activity/technical Specifications
1 Designing and development of suitable Test Engine software for conduct of Computer Based Examination (CBE) in all the Examination Centers of the Institute presently about 90 locations across the country and one centre at Dubai (Listed in Annexure - IV).
2 Designing and development of suitable software for Online Enrollment of candidates with validation and connectivity with data repository in the Institute for the Foundation Programme Examination through the website of the Institute. The source code and documentation (Low level data design, low level component design, high level design, design patterns, data flow diagrams, ER diagrams, process flow diagrams, user manuals etc.)Will become the property of ICSI.
3 Generation of Attendance sheets/records for all the candidates for use at the respective Examination centers.
4 Designing and uploading of Hall Tickets (Admit Cards) for the candidates on the website of the Institute through link provided by the bidder for downloading by the candidates
5 Provide necessary assistance/guidance for candidates in enrolling, downloading the admit cards, examination center arrangements, test support, test challenges, etc. as and when required.
6 Provide mock/sample test/examination/FAQs through the website of the Institute to educate the candidates and enable them to practice in examination like environment.
7
Establishing Examination Centers in all locations as given in Annexure IV with required IT Infrastructure and Manpower e.g., computer hardware/software, Firewall, Anti Virus Software for conduct of the CBE (Cyber Café will not be accepted), Test Administrators, Chief Proctors, IT Support staff , Invigilators, Peons, Security Guards, etc
8
Arrange necessary verification and checking of the candidates to avoid impersonation and/malpractices at the Examination Centers. Verification/image capturing/DVR recording as required may be arranged
9 Provide Test Administration/Invigilation services at the Examination Centers (venues)
10
Arrange for full CCTV coverage and its back up at Examination Centers wherever available.
11
Guide ICSI in preparing and developing Question bank for the CBE. Provide a writer friendly template/software to develop the Question Bank. ICSI shall provide question bank.
12
To arrange synchronization and issuing of question bank, and provide training and mock drills to the candidates prior to actual conduct of examination
13
Examination Timing should be arranged in such a way that the appropriate windows may be made available to the candidates as per the time table and programme so specified throughout all the Examination Centers.
14 Question bank in Hindi language along with English version should also be
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arranged to be issued to the students who opt to attempt the examination in Hindi medium.
15
Design and fix the timing of the examination for all the Examination Centers so that the same set of Question paper is made available simultaneously at the same time.
16
Fix the number of examination session to be conducted in each day of examination at various centers depending on the number of enrolments of candidates
17 Make necessary arrangement to conduct CBE for physically challenged candidates
18 Arrange the timing of candidates based on their exemption criteria in any paper in each session of examination
19 Arrange for trial run on a sample data of minimum number of dummy candidates at any of the examination centre of the bidder within 20 days of issue of the work order
20
To provide necessary data and reports for validation, test checks and analysis pertaining to attendance, processing and performance of the candidates at each/all centre(s) and/or in each paper.
21 Design the procedures and deliver Question-wise Analysis for Computer based Examination for reference of ICSI, as per standard practices.
22
Provide the required data, image, information and reports for verification of marks/answers and provide inspection of marks in case of any disputes.
23 Evaluate the answers of each candidate, award subjectiwse marks and provide final results to the Institute after completion of examination.
24 Provide continuous communication with ICSI regarding anticipated problems and its solutions
25
Provide timely inputs/guidance /information/operational plan for enrollment of candidates, processing their application for the CBE, hosting of Admit cards with security features on the website, organization of Questions bank for different sessions, examination delivery, capturing of marks.
26 Provide MIS to ICSI on regular and continuous basis from the beginning of each session of the project till its conclusion.
27 Provide outlays regarding reports, deliveries and meetings for the smooth functioning of the project
28 Maintain candidate’s complete examination history in the system for a mutually agreed time.
29
Allot examination centre with time slot on an immediate basis through their system and charge fees into ICSI Account directly for enrollment, changes in centre / time slot and other changes as per the guidelines of the Institute with proper messaging through email and FMS for each transaction using Institute’s payment gateway. The enrollment would remain open for the specified period. A helpdesk shall be made operational with minimum five (5) seats for 15 days before the start of the examination which will remain active till the last date of the examination.
30
Any other administrative/technical assistance/service as required for the smooth conduct of Computer based Examination and processing of the result thereof.
25
Annexure II THE INSTITUTE OF COMPANY SECRETARIES OF INDIA
PART – A
Technical/Infrastructure Bid (No Rates are to be mentioned)
A. Particulars of Bidder :
S No.
Particulars. Response Supporting Document Reference with page No.
1 Name of Organization/company 2 Address of the
Organization/company
3 Tele/Fax/E-mail.id /Mobile No. of the company submitting the tender
4 Name and Designation of the Contact Person(s) responsible for execution of the ICSI project with mobile nos. (minimum five officials in the order of preference)
5 Complete Address and Telephone Nos. of Vendor’s Office(s)/contact person (s) in NCR/ Delhi (if any)
6 Type of Organization 7 Registration No. and Date
(Copy of Registration / Incorporation Certificate and MOA and AA in case of company are to be enclosed)
8 Address of registered office, if any, along with contact person’s name and Telephone No.
9 Please provide the escalation matrix up to the level of CEO with phone no. and email ids.
10 Description of Core Business / Activities & No. of Years in the business.
11 Whether blacklisted by any Govt. Department /Organization/ University / Examining Body (If yes, give details)
26
B. Statutory Registrations of the Bidder: Sl No
Particulars Registration Nos. and Date (Copy enclosed)
1 Permanent Account Number 2 TAN No. (if any) 3 Service Tax Registration No.(if any) 4 CST/VAT Registration No.(if any) 5 Income-tax registration number
along with documentary evidence
6 Sales tax registration number along with documentary evidence
7 Bankers Name and Address 8 Bank Account No.(Savings Bank/
Current Account)
9 IFSC and RTGS No.
C. Statutory Compliance by the Bidder: Sl No
Particulars Challan Nos. and Date of submission (Copy enclosed)
1 Audited Balance Sheet of last 3 Financial Years
2 Income-tax Return of last 3 Assessment Years
3 CST Return for last 3 Quarters 4 VAT Return for last 3 Quarters 5 Service Tax Return for last 3
Quarters
6 Current Month’s PF Challan
D. Financial Position of Bidder (for the last five years) : (Please attach
the audited reports and solvency certificate) Sl No
F. Experience of the Bidder in conducting Computer Based Examination and Result Processing Activities
S. No
Particulars Response Supporting Document Reference with page No
1 Number of ongoing projects and scope thereof
2 No. of years experience exclusively in conducting Computer Based Examination and Result processing as core area of activity
3 List of existing clients to whom services were provided during the last 3 years in conducting end–to-end computer based examination process in the Education /Government sector to cover activities like, application processing, payment gateway, admit card upload, computer based examination delivery and administration and result processing (Please
28
attach full details as per Appendix A and supporting documents
4 Performance certificates from at least three clients for whom All India Computer Based Examinations have been conducted.
G. Quality Certification Particulars Responses Supporting
Document Reference with page No
1 Certification for Information Security Standards.
2 Certification for service delivery of the examination process from clients
3 Describe the nature and extent of quality assurance certification, audits and procedures the bidder proposes to provide to the Institute for conducting CBE at the examination centers.
F. Infrastructure/Technical Competencies S. No
Particulars Response Supporting Document Reference with page No
1 Description of software for Online Enrollment of candidates for the examination and conduct of Computer Based Examination to be used for ICSI project
2 What is the Examination Software owned by the Bidder including copyright of the Software source code
3 List of Examination Centers specifying cities and venues in
29
India along with their respective seating capacity in single session for arranging Computer based Examination for ICSI (Particulars to be given separately for owned and franchise centers to be used for the examination )
4 Whether the bidder has proper infrastructural arrangement for conducting Computer Based Examination at Dubai?
5 Describe the physical layout requirements of examination centers in which you propose to conduct ICSI examination. Is the physical layout standardized across examination centers?
6 Is the bidder’s system/software capable of dealing with Question bank prepared in English and Hindi languages?
7 Describe your technological solutions and procedures adopted for security at examination centers
8 Describe the internet connectivity, networks and servers you will provide at each examination centers in parametric terms and the corresponding efficiency implications.
9 Total No. of computer terminals, server, UPS and other supporting peripherals available through all the examination centers(owned and franchise) vis a vis the no. of equipments that can be used for handling the Institute’s examination in time-bound manner.
10 Number of days required for completion of pre-examination
30
activities before the commencement of examination and number of days required for processing and finalization of result and submission of supporting reports after the completion of CBE.
11 Describe the technical competency of the bidder to execute the Computer Based examination for ICSI
12 Any additional technical /infrastructural information which the bidder wants to submit
G. Professional Staff and Competence for the Assignment S. No
2 No. of employees to be provided by the bidder for a particular Examination Center for the project of ICSI:
(i) Software Developers, Technical & Functional Team
(ii) Test Delivery & Operations Team (iii) Test Administrators (iv) Quality, Audit & Training Team
(v) Others
3 No. of Full Time Employees of the bidder available for the project of ICSI along with their designation, qualification, experience and role in ICSI project:
(i) Software Developers, Technical and Functional Team
(ii) Test Delivery & Operations
31
Team (iii)Test Administrators (iv) Quality, Audit & Training
Team (v) Others
(Please attach full details as per Appendix B)
4 Name of the Project officer of the bidder to be deputed for the conduct of ICSI project and his qualification and experience
H. Technical Approach and methodology for Conducting Computer Based Examination
S. No
Particulars Response/Supporting Document Reference with page No.
1 Describe the proposal for providing access to cities/examination centers where the bidder has franchisee, i.e., other than the permanent examination centers of the bidder and how the bidder plans to scale-up the capacity in each location to the meet the ICSI’s requirement.
2 Describe the process of collection, storage and retrieval of data and to prevent, detect and act on impersonation, unfair means/malpractice, and fraud during examination and theft of intellectual property.
3 Procedure to report to ICSI regarding incidence of fraud, use of unfair means, status of action taken and resolutions?
4 How the bidder shall ensure that all the staff at the examination centers have been trained and certified to administer ICSI examination?
5 How the bidder would regulate the flow of candidates on the examination day(s) for smooth conduct of examination?
6 How the bidder would work with ICSI if
32
unforeseen mismatch between demand and capacity at various locations arises?
7 How the bidder would ensure that the Examination centers meet the minimum required standard for conduct of CBE?
8 How the bidder would ensure quality customer service, examination quality, security, and procedures relating to deterring, detecting and handling untowardincidences?
9 How the bidder will monitor examination activities at the examination venues and these activities will be recorded?
10 How the bidder would provide access to candidates’ information, their scores and test volume data to the ICSI
11 In case of breakdown of the system due to any reasons including technical problem, how to deal, compensate and complete the examination process. Describe the comprehensive business continuity plan/disaster recovery plan
12 How the ICSI project will be organized and managed to ensure appropriate accountability at various aspects of the work?
13 Highlight the role of ICSI and the bidder in carrying out the project.
14 Synopsis of the bidder’s approach to undertake the assignment.
15 Justification why the bidder is to be considered itself as the best and competent agency to undertake the ICSI – Computer Based Examination project.
16 Any additional information which the bidder wants to submit
33
Appendix - A
Past Experience of the Bidder
(Summary of Project Completed during last Three Years in Conducting Computer Based Examination and Result Processing)
Sr. No
Name, address of the organization for which CBE has been executed
Name and designation of the contact person (with mobile no.)
List of Software Developers, Technical, Functional, Test Delivery and Operations Team to be employed for the project of ICSI by the Bidder (Detailed Curriculum Vitae of key personnel along with their role in the company, who will be associated with this project is to be attached with the Bid document) Sr. No Name Designation Educational
Financial Bid [On the Letter head of Bidder and should be separately sealed as per instruction] Name of the Bidder Company: ___________________________ Mr. Sutanu Sinha Chief Executive The Institute of Company Secretaries of India ICSI House, 22, Institutional Area, Lodi Road New Delhi-110 003 Dear Sir, I/We hereby submit our Price/Financial Bid for enrollment of candidates, processing of applications using Institute’s payment gateway, uploading of admit cards, conducting of Computer Based Examination (CBE) and processing of results for ICSI Foundation Programme Examination on all India basis and overseas center at Dubai as per the terms and conditions and scope of work specified in the tender document starting from June 2014 session of examinations on Turnkey basis:
Particulars Rate in Rs. Rate in Rupees per candidate for appearing in two days examination having 90 minutes duration on each day (There may be four batches/sessions each day depending upon the number of enrollment of candidates)
Notes:
1. The rates to be quoted by the bidder shall be inclusive of all statutory taxes, fees, cesses, duties, levies, charges, surcharges and other components etc. and the same shall be paid as per statutory requirements of the Institute. The rates quoted shall remain valid till three years from the date of commencement of the contract and no request for increase or enhancement in the rates for whatsoever reason shall be entertained by the Institute
36
2. Presently the Institute is having examination center at Dubai, hence, any difference in rate for conducting the examination in Dubai/any other country also may be mentioned.
Place: ----------------- Signature__________________ Date: ----------------- Name ____________________ Designation_______________
Seal of the Company
37
Annexure IV List of Examination Centers for CS Foundation Programme Examination
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