REQUEST FOR PROPOSAL (RFP) ENGAGEMENT OF AGENCY FOR ... · 1 government of uttarakhand directorate...

1

GOVERNMENT OF UTTARAKHAND

DIRECTORATE OF ECONOMICS AND STATISTICS

REQUEST FOR PROPOSAL (RFP)

FOR

ENGAGEMENT OF AGENCY FOR PREPARATION OF DPR ON

IT ROAD MAP INCLUDES COMPUTERISATION &

AUTOMATION

RFP NO. 01 /13th

FC/42/2010-11 DATED: 08/12/2011

Directorate of Economics & Statistics

Planning Department

100/06, NesvillaRoad, Dehradun

Uttarakhand – 248001

2

Table of Contents

DISCLAIMER .......................................................................................................................................................................... 4

IMPORTANT INFORMATION .................................................................................................................................................. 5

1. RFP DOCUMENT FEES .............................................................................................................................................................. 5

2. EARNEST MONEY DEPOSIT ........................................................................................................................................................ 5

3. CONTACT PERSON’S ADDRESS FOR CORRESPONDENCE AND CLARIFICATIONS ........................................................................................ 5

SECTION I-INVITATION FOR BIDS ........................................................................................................................................... 6

SECTION II - DEFINITIONS ...................................................................................................................................................... 7

SECTION III- INSTRUCTIONS TO BIDDERS ............................................................................................................................... 8

1. PROCEDURE FOR SUBMISSION OF BIDS ......................................................................................................................................... 8

2. COST OF PREPARATION OF BID ................................................................................................................................................... 8

3. CLARIFICATION OF RFP DOCUMENT ............................................................................................................................................ 8

4. AMENDMENT OF RFP DOCUMENT .............................................................................................................................................. 9

5. LANGUAGE OF PROPOSAL / BIDS ................................................................................................................................................. 9

6. DOCUMENTS COMPRISING THE BIDS............................................................................................................................................ 9

7. BID PRICES ........................................................................................................................................................................... 10

8. DISCOUNT ............................................................................................................................................................................ 10

9. BIDDER ................................................................................................................................................................................ 10

10. BID SECURITY ........................................................................................................................................................................ 10

11. PERIOD OF VALIDITY OF BIDS.................................................................................................................................................... 11

12. FORMAT AND SIGNING OF BID .................................................................................................................................................. 11

13. REVELATION OF PRICES ........................................................................................................................................................... 11

14. TERMS AND CONDITIONS OF TENDERING FIRMS ........................................................................................................................... 11

15. OFFICE VISIT ......................................................................................................................................................................... 11

16. MINIMUM QUALIFICATIONS OF BIDDER ..................................................................................................................................... 11

SECTION IV - GENERAL CONDITIONS OF CONTRACT ............................................................................................................ 18

1. APPLICATION OF CONDITIONS ................................................................................................................................................... 18

2. STANDARDS OF PERFORMANCE................................................................................................................................................. 18

3. USE OF CONTRACT DOCUMENTS AND INFORMATION .................................................................................................................... 18

4. PERFORMANCE GUARANTEE .................................................................................................................................................... 18

5. APPROVAL OF COMPETENT AUTHORITY ...................................................................................................................................... 19

6. TRAVELS BY IT SERVICE PROVIDER .............................................................................................................................................. 19

7. PROJECT SCHEDULE & MONITORING ......................................................................................................................................... 19

8. CURRENCY OF PAYMENT ......................................................................................................................................................... 19

9. CHANGES & ISSUE OF ORDERS ................................................................................................................................................. 19

10. CONTRACT AMENDMENTS ....................................................................................................................................................... 19

11. ASSIGNMENT ........................................................................................................................................................................ 19

12. TERMS OF PAYMENT .............................................................................................................................................................. 20

13. DELAY AND DEFICIENCY IN THE PERFORMANCE............................................................................................................................. 20

14. TERMINATION FOR DEFAULT .................................................................................................................................................... 20

15. FORCE MAJEURE ................................................................................................................................................................... 20

16. TERMINATION FOR INSOLVENCY ................................................................................................................................................ 21

17. ARBITRATION ........................................................................................................................................................................ 21

18. GOVERNING LANGUAGE .......................................................................................................................................................... 21

19. APPLICABLE LAW ................................................................................................................................................................... 21

20. TAXES .................................................................................................................................................................................. 21

21. NOTICES .............................................................................................................................................................................. 22

22. TIME SCHEDULE..................................................................................................................................................................... 22

3

SECTION-V - TERMS OF REFERENCE (TOR) ........................................................................................................................... 23

1. INTRODUCTION TO DIRECTORATE .............................................................................................................................................. 23

2. KEY FUNCTIONALITIES OF THE DIRECTORATE ................................................................................................................................ 23

3. OBJECTIVES .......................................................................................................................................................................... 24

4. COMPETENCY OF IT SERVICE PROVIDER ...................................................................................................................................... 24

5. SCOPE OF WORK .................................................................................................................................................................... 25

6. AS IS BUSINESS STUDY ........................................................................................................................................................... 26

7. TO BE PROCESS DOCUMENTATION ............................................................................................................................................ 26

8. DELIVERABLES ....................................................................................................................................................................... 27

9. STIPULATED TIMELINES FOR COMPLETION OF DPR ........................................................................................................................ 27

10. REPORTS .............................................................................................................................................................................. 28

TECHNICAL BID LETTER ........................................................................................................................................................ 29

PRICE BID LETTER ................................................................................................................................................................ 30

PRICESCHEDULE .................................................................................................................................................................. 31

BID SECURITY FORM ............................................................................................................................................................ 32

CONTRACT FORM ................................................................................................................................................................ 33

4

DISCLAIMER

The information contained in this Request for Proposal document (hereinafter referred to as“RFP”) or

subsequently provided information to Bidder(s), whether verbally or in documentary or any other form by or on

behalf of the Director, Directorate of Economics & Statistics (hereinafter referred to as “DES”), (the “Authority”)

or any of their employees or advisors, is provided to Bidder(s) on the terms and conditions set out in this RFP and

such other terms and conditions subject to which such information is provided.

The purpose of this RFP is to provide interested parties with information that may be useful to them in making

their financial offers pursuant to this RFP (the "Bid"). This RFP includes statements, which reflect various

assumptions and assessments arrived at by the DES in relation to the Project. Such assumptions, assessments and

statements do not purport to contain all the information that each Bidder may require.

This RFP may not be appropriate for all persons, and it is not possible for the DES, its employees or advisors to

consider the investment objectives, financial situation and particular needs of each party who reads or uses this

RFP. The assumptions, assessments, statements and information contained in this RFP, 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 RFP and obtain independent advice from appropriate sources.

Information provided in this RFP 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. The DES accepts no responsibility for the

accuracy or otherwise for any interpretation or opinion on any law expressed herein.

The DES, 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 RFP or otherwise, including the accuracy, adequacy,

correctness, completeness or reliability of the RFP and any assessment, assumption, statement or RFP

information contained therein or deemed to form part of this RFP or arising in any way in this Bid Stage. The DES

also accepts no liability of any nature whether resulting from negligence or otherwise howsoever caused arising

from reliance of any Bidder upon the statements contained in this RFP. The DES may in its absolute discretion, but

without being under any obligation to do so, update, amend or supplement the information, assessment or

assumptions contained in this RFP. The issue of this RFP does not imply that the DES is bound to select a Bidder or

to appoint the Selected Bidder, as the case may be, for the Project of “ENGAGEMENT OF AGENCY FOR

PREPARATION OF DPR FOR IT ROAD MAP INCLUDES COMPUTERISATION & AUTOMATION OF DIRECTORATE OF

ECONOMICS & STATISTICS AND ITS FIELD OFFICES” and the DES reserves the right to reject all or any of the

Bidders or Bids without assigning any reason whatsoever.

The Bidder shall bear all the costs associated with or relating to the preparation and submission of its Bid

including but not limited to preparation, copying, postage, delivery fees, expenses associated with any

demonstrations or presentations which may be required by the DES or any other costs incurred in connection

with or relating to its Bid. All such costs and expenses will remain with the Bidder and the DES shall not be liable in

any manner whatsoever for the same or for any other costs or other expenses incurred by a Bidder in preparation

for submission of the Bid, regardless of the conduct or outcome of the Bidding Process.

5

IMPORTANT INFORMATION

1. RFP Document Fees

INR 5,000/- (INR Five Thousand only) through Demand Draft or Bankers Pay Order from a nationalized /scheduled

bank, drawn in favour of Director, Directorate of Economics & Statistics,payable at Dehradun, Uttarakhand. RFP in

downloadable form will also be available on website (http://des.uk.gov.in) Vendors applying, using downloaded

RFP will attach a non-refundable Demand Draft of INR 5,000/- with their proposal in addition to EMD amount.

However, for attending the pre-bid conference, it is mandatory to purchase the RFP document before the pre bid

conference. The date of the draft submitted for the same should not be earlier than the date of issue of this RFP

and not later than the last date of sale of this RFP document.

2. Earnest Money Deposit

INR 1,00,000/- (Rupees One Lakh only) through Demand Draft/ bank guarantee from a scheduled bank, drawn in

favour of Director, Directorate of Economics & Statistics,payable at Dehradun, Uttarakhand. The date of the draft

submitted / bank guarantee for the same should not be earlier than the date of issue of this RFP.

3. Contact Person’s Address for correspondence and clarifications

Shri. Y.S. PANGTIEY

Director,


Planning Department

100 / 06, Nesvilla Road, Dehradun


6

SECTION I-INVITATION FOR BIDS

1. The invitation of bid is for appointment of an agency for meeting the following broad objectives:

i) Preparation of DPR for computerization & automation of DES, for which carrying out inter-alia

preparation of vision, Roadmap, Blue print, Software Requirements Specifications (SRS),

Identification of Hardware requirements, and recommendation for technology options for

“ENGAGEMENT OF AGENCY FOR PREPARATION OF DPR FOR IT ROAD MAP INCLUDES

COMPUTERISATION & AUTOMATION OF DIRECTORATE OF ECONOMICS & STATISTICS AND ITS

FIELD OFFICES”

ii) Preparation of RFP for Application solution provider in next stage of the project. 2. Bidders are advised to study the RFP Document carefully. Submission of proposal / bid shall be deemed to

have been done after careful study and examination of the RFP Document with full understanding of its

implications. In order to respond to the clarifications, bidders are requested to send their queries to email id:

[email protected] within 2 days after the purchase of RFP. 3. Sealed offers prepared in accordance with the RFP should be submitted at the Office of Directorate of

Economics & Statistics, Planning Department, 100/06, Nesvilla road, Dehradun, Uttarakhand – 248001 not

later than 18th

December at 17:00 Hrs. 4. The RFP comprises of two bid system - the Technical Bid and Price Bid. The Bidder has to submit a Bid

Security/Earnest Money Deposit (EMD) for Rs1,00,000/- (Rupees One Lakh only) through a Bank

Guarantee(BG) issued from Scheduled Bank, in favor of “ Economics and Statistics Officer, Directorate of

Economics& Statistics”, payable at Dehradun, Uttarakhand, having validity of at least 60 days from the date

of issue of RFP.

5. Bids not confirming to the above guidelines will be rejected by DES.

6. The Bid Schedule shall be as under:

Sl. No. Activities Date

1 Issue Request For Proposal (RFP) 9th December 2011

2 Last Date for purchase of Request For Proposal (RFP) 18th

December 2011 14:00 hrs

3 Last date for Submission of Written Questions by

bidders 20

th December2011 14:00 hrs

4 Response to bidder Questions 22th

December 2011

5 Last Date for Submission of Bids 26th


6 Opening of Technical Bids 28th


7 Opening of Financial Bid To be intimated

8 Place of opening the tender:

Directorate of Economics& Statistics

Planning Department

100/06, Nesvilla Road, Dehradun

Uttarakhand Note: 1. The Purchaser reserves the right to accept any bid, and to annul the Tender process and reject all bids

at any time, prior to award of Contract, without thereby incurring any liability to the affected Bidder or

Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the Purchaser's

action. 2. DES shall not be responsible for non-receipt / non-delivery of the Bid documents due to any

reason what so ever. Date of opening of Commercial Bid shall be intimated separately to all the

technically qualified bidders

7

SECTION II - DEFINITIONS

In this Contract, the following terms shall be interpreted as indicated:

1.1 "The Client" or “The Purchaser” means the Directorate of Economics & Statistics, Uttarakhand

1.2 “Bidder” means a bidder who has responded to this RFP Document by submitting his Technical and Financial

Proposal.

1.3 “Contract” means the contract signed between the DES and the successful bidder pursuant to the RFP

document herein.

1.4 “Contract Price” means the price to be paid to the Bidder for Preparation of vision, Roadmap, Blue print,

Software Requirements Specifications (SRS), Identification of Hardware requirements, and recommendation

for technology option in accordance with the Contract.

1.5 “GoU” means the Government of Uttarakhand.

1.6 “Intellectual Property Rights” means any patent, copyright, trademark, trade name or service marks.

1.7 “Party” means DES or the Bidder, as the case may be, and “Parties” means both of them.

1.8 “Personnel” means persons hired by the Bidder as employees and assigned for RFP related activities

1.9 “Certificate of Acceptance” means the certificate issued by the DES and/or its authorized representative for

DPR related activities.

1.10 “Services” means the work to be performed by the Bidder related to DPR to be provided by the selected

Bidder and as specified in the RFP.

1.11 “Purchaser” means “Directorate of Economics& Statistics who published the RFP Document

1.12 “service provider” means the successful bidder and their personnel engaged for carrying out services under

this agreement

1.13 "Acceptance of Bid" means the letter/ fax or any memorandum communicating to the Bidder the acceptance

of his bid. 1.14 “Documents Prepared by bidder” means the deliverables by the bidder as stated in this RFP document.

8

SECTION III- INSTRUCTIONS TO BIDDERS

1. Procedure for Submission of Bids

Two Bid System shall be adopted for this tender as following

a) One cover containing 2 sets of Technical Bids (1marked as “Original” and 2nd

as “Copy”)

along with Tender document fee, Bid Security/EMD

b) Second cover containing 2 sets of price bids (1marked as “Original” and 2nd

as “Copy”)

1.1 Technical Bid: The Technical Bid will be in 2 copies, should be put in a single sealed cover super

scribing the wordings "Technical Bid".

Please note that price related information should not be indicated in the Technical Bid. In case, it is

found, the bid will be rejected.

1.2 Price Bid: The Price Bid will be in 2 copies, should be put in a single sealed cover super scribing the

wordings "Price Bid".

1.3 Bid Security:. Bids not accompanied by drafts for fee and draft / bank guarantee for EMD and having

less validity will be rejected.

1.4 The Technical Bid cover, Price Bid Cover and Bid security cover prepared as above, are to be kept in a

single sealed cover super scribed with Tender Number, Due Date marked on the top of the cover.

1.5 The cover thus prepared should also indicate clearly the name, address and email id of the Bidder, to

enable the Bid to be returned unopened in case it is declared "Late".

1.6 Each copy of the Bids should have complete documentation and should be bound as a volume.

Different copies must be bound separately.

2. Cost of Preparation of Bid

The Bidder shall bear all costs incurred in the preparation and submission of its bid, including cost of

presentation for the purposes of clarification of the bid, if so desired by the DES. DES will in no case be

responsible or liable for those expenses, regardless of the conduct or outcome of the Tendering process.

The bidder is expected to study, examine and take a note of all instructions, forms, terms and requirements

in the RFP Document. Failure to furnish all information required by the RFP Document or submission of a

proposal / bid not substantially responsive to the RFP Document in every respect will be at the Bidder's risk

and may result in the rejection of the bid

3. Clarification of RFP Document

3.1 A prospective Bidder requiring any clarification on the RFP Document may request in writing to The

Director, DES at the mailing address indicated in the bid schedule in section 1of RFP document. The

Purchaser shall furnish the clarifications, if any at the time of Pre-bid conference.

3.2 Bidders may also seek clarification regarding the RFP through email [email protected]. The

clarifications, if any may be furnished through email to all whose email address are available with DES

after pre-bid conference. Besides email to individuals, the clarifications shall be posted on DES

Website.

9

4. Amendment of RFP Document

4.1 At any time prior to the last date for receipt of bids, the Purchaser, may, for any reason, whether at its

own initiative or in response to a clarification requested by a prospective Bidder, modify the RFP

Document by an amendment.

4.2 The amendment will be notified in writing or by fax to all prospective Bidders who have purchased the

RFP Document and will be binding on them. Such amendments, if any shall also be posted on DES

website (http://des.uk.gov.in)

4.3 In order to afford prospective Bidders reasonable time in which to take the amendment into account

in preparing their bids, the Purchaser may, at its discretion, extend the last date for the receipt of Bids.

5. Language of Proposal / Bids

The Bids prepared by the Bidder and documents relating to the bids exchanged by the Bidder and the

Purchaser, shall be written in the English language, provided that any printed literature furnished by the

Bidder may be written in another language so long as the same is accompanied by an English translation in

which case, for purposes of interpretation of the bid, the English translation shall govern.

6. Documents Comprising the Bids

The proposal/bid prepared by the Bidder shall comprise of the following components:

6.1 Technical Bid:

i. The technical bid should clearly demonstrate the bidder’s understanding of the

assignment requirements and capability, methodology & approach for carrying out the

tasks set forth in the Terms of Reference (TOR).

ii. The technical bid should not include any price related information and such bid shall be

declared non responsive and the same shall be rejected.

iii. The technical bid shall contain a brief description of the bidder’s organization and the

remaining response to the bid should be as per the requirement of the RFP objectives.

Assignments completed by individual experts working, privately or through other

consulting firms cannot be claimed as the experience of the bidder or that of the bidder’s

Associate(s), but can be claimed by the individuals themselves in their CVs. Bidders should

be prepared to substantiate the claimed experience if so requested by Purchaser.

The technical bid should include:

a. A concise, complete and logical description of how the bidder’s team will carry out the services and

methodology adopted to meet all requirements of the Terms of Reference (TOR) in Section IV of this

document..

b. Comments, if any, on the TOR to improve performance in carrying out the assignment,/innovations,

workable solutions that could improve the quality / effectiveness of the assignment will be

appreciated. In this regard, unless the Bidder clearly states otherwise, it will be assumed by the

Purchaser that work required to implement any such improvements, are included in the bidder’s

proposed solution.

c. A work plan depicting in graphical format, the timing of major activities, anticipated coordination

meetings, and deliverables such as reports required under the TOR.

10

6.2 Price Bid:

Price Bid should comprise of the following:

(a) Financial bid submission form (b) Price Schedule

The Price quoted is to be lump sum& firm and inclusive of all services, travel etc. No charges

beyond the quoted prices shall be payable by Purchaser. Amounts payable to the bidder by the

Purchaser may be subject to the taxes. It is the responsibility of the bidder to determine the

estimates of taxes payable and take such amounts into account, as appropriate. All such taxes

shall be deemed to be indicated separately in the Price Bid. The price bid not in conformity with

above requirements may be rejected.

6.3 An offer letter in a separate sealed cover containing:

(a) Bid Security (b) Separate demand draft for RFP Fee

7. Bid Prices

a. The bidders would have to quote the prices in Indian Rupees only for the total scope of work.

b. Prices quoted must be firm and final and shall remain constant throughout the period of the

contract and shall not be subject to any upward modifications, whatsoever.

8. Discount

Discount, if any, should be merged with the quoted prices only. After submission of the bid, offer of

discount will not be entertained by purchaser

9. Bidder

The term "Bidder" as used in this bid document shall mean either a company registered under the Indian

Companies Act 1956 or a Consortium of Companies. The Bid shall be submitted by a duly authorized

Representative of the Company or Consortium of Companies as the case may be. A certificate of authority

will be submitted along with the bid.

10. Bid Security

a. Bidder shall furnish, as part of its bid, a bid security amount. b. The bid security is required to protect the Purchaser against the risk of Bidder's misconduct which

would warrant the security's forfeiture c. The bid security shall be denominated in Indian Rupees, and shall be in the form of a Bank

draft/guarantee issued by a Scheduled Bank, in the pro-forma provided at Appendix A in the bid

Document and shall be valid for 90 days beyond the validity of the Bid. d. Unsuccessful Bidder's bid security will be discharged/ returned as promptly as possible within 30

days after the expiration of the period of bid validity prescribed by the Purchaser.

e. The successful Bidder's bid security will be discharged upon the Bidder executing the Contract. f. No interest will be payable by the Purchaser on the amount of the Bid Security.

g. The bid security may be forfeited:

if a Bidder withdraws its bid during the period of bid validity or in case of a successful

Bidder, if he fails; to sign the Contract in accordance.

11

11. Period of Validity of Bids

a Bids shall remain valid for at least 30 days from the date fixed for opening of technical bid.

b A bid valid for a less period will be rejected by the Purchaser as non responsive.

c In exceptional circumstances, the Purchaser may solicit the Bidder's consent to an extension of

the period of validity. The request and the responses thereto shall be made in writing (or by fax).

The validity of bid security provided shall also be suitably extended. A Bidder may refuse the

request without forfeiting its bid security. A Bidder accepting the request will not be required nor

permitted to modify its bid.

12. Format and Signing of Bid

a. The Bidder shall prepare two copies of the Bid in accordance with Clause 1. In the event of any

discrepancy between them, the original shall govern. b. The original and all copies of the bid shall be typed or written in indelible ink and shall be signed by the

Bidder or a person or persons duly authorized to bind the Bidder to the Contract. All pages of the bid,

except for un-amended printed literature, shall be initialed by the person or persons signing the bid. c. The bid shall contain no interlineations, erasures or overwriting except as necessary to correct errors

made by the Bidder in which case such corrections shall be initialed by the person or persons signing the

bid.

13. Revelation of Prices

Prices in any form or by any reason before opening the Price Bid should not be revealed, failing which the

offer shall be rejected. If price change is envisaged due to any change in scope of work / technical

specification, supplementary Price Bid in a separate sealed cover shall be accepted prior to price bid

opening with prior written permission of the Purchaser. No request in this regard, whatsoever, will be

entertained by DES after the price bid opening.

14. Terms and Conditions of Tendering Firms

(a) Printed terms and conditions of the Bidders will not be considered as forming part of their bids. In case

terms and conditions of the contract applicable to this Request for Proposal (RFP) are not acceptable

to any Bidder, then it should clearly specify deviation in its bid.

(b) Similarly in case the Services being offered has deviations from the TOR laid down in Section IV, the

Bidder shall describe in what respects and to what extent the Services being offered differ/deviate

from the specifications, even though the deviations may not be very material. Bidder must state

categorically (in the schedule of deviations Annex) whether or not his offer conforms to tender

specifications and indicate deviations, if any.

15. Office Visit

It will be imperative on each Bidder to fully acquaint himself with the day to day activities and processes of

the directorate, conditions and factors which would have any effect on the performance of the contract and

/ or the cost. Any bidder needing any clarification regarding the above details can visit the DES office

address with prior permission of the purchaser.

16. Minimum Qualifications of Bidder

The bidder a. Must be either a company registered under the Indian Companies Act, 1956 or a Consortium of

12

Companies. In case of consortium, the written consent of each member of the consortium to

participate in the bid, the basis of joint and several liabilities to the DES for the performance of the

services is to be provided in the technical bid.

b. Should have completed/under execution minimum of three Govt /PSU assignments each during last 5

financial years ending 31.03.2011. All work experience is to be supported by documents.

c. Should have minimum annual turnover of Rs1.00 Crore during the last three financial years ending

31.03.2011 and should have made profit in each of last 3 years. Relevant proof in the form of audited

annual report or balance sheet duly certified by Chartered Accountant certifying the turn over should

be submitted.

d. Should necessarily furnish details of actual or potential conflict of interest or pending investigation by

a Government Authority, if any.

e. Bidder should be ISO (9001:2000) certified.

Note : Agencies/Bidder possessing CMM Level 3 & above certification will be given additional

weightage during evaluation

Bidder should submit the copies of the following documents in support of the above:

i. In case of Registered companies, Memorandum of Association and Articles of Association along with

commencement of business certificate;

ii. In case of consortium, Memorandum of Understanding (MoU) between the companies

iii. Service Tax Registration;

iv. Permanent Account Number (PAN) allotted by the Income Tax Department

v. Details of similar assignments.

vi. Proof of Turnover and Profit & Loss Account Statements

Technical

The bidder should have thorough knowledge & understanding and preferably carried out the preparation &

submission of DPR in the fields of:

(a) Computerization& Automation of office procedures specially for issuing clearances (b) State-of-art software system design, development and customization capabilities (c) Latest trends in hardware, networking and web based technologies (d) GIS system and latest trends & technologies, application thereof on digital maps in the field of -

Information -Technology.

(e) Preparation of vision, Roadmap, Blue print, Software Requirements Specifications (SRS),

Identification of Hardware requirements, and recommendation for technology option

a. All the forms and schedules are necessarily be filled up, failing which the bid may be treated as non

responsive.

b. The responsiveness of the proposal / bid has to be as per the Table-V. The responsive proposal / bids only

will be eligible for evaluation. Sealing and Marking of Bids

a. The Bidders will seal and mark the original and each copy of the Bid strictly in accordance with

Section I. b. If the outer cover of the bid is not sealed and marked as required by Section I, the Purchaser will

assume no responsibility for the proposal's misplacement or premature opening.

13

Last Date for Receipt of Bids

a. Bids shall be received by the Purchaser at the address specified in Section I not later than the time

and date specified in Section I. In the event of the specified date for the receipt of Bids being

declared a holiday for the Purchaser, the Bids will be received up to the appointed time on the

next working day

b. The Purchaser may, at its discretion, extend the last date for the receipt of bids.

Late Bids

Any bid received by the Purchaser after the appointed time on the last date for receipt of bids prescribed

by the Purchaser, pursuant to Clause 6 Section I, will be rejected and/ or returned unopened to the

Bidder.

Modification and Withdrawal of Bids

a. The Bidder may modify or withdraw its bid after the bid's submission, provided that written

notice of the modification or withdrawal is received by the Purchaser prior to the last date

prescribed for receipt of bids, pursuant clause 5, Section I.

b. The Bidder's modified bid shall be prepared, sealed, marked and dispatched in accordance with

the provisions of Section II. In case of withdrawal, the withdrawal notice may be sent by fax but

followed by a signed confirmation copy, post marked not later than the last date for receipt of

bids. c. In case of modification of bid, the bidder shall submit revised bid superseding the earlier one. No

supplementary bid shall be accepted unless permitted by the purchaser.

d. No bid may be modified subsequent to the last date for receipt of bids.

e. No bid may be withdrawn in the interval between the last date for receipt of bids and the expiry

of the bid validity period specified by the Bidder in the Bid. Withdrawal of a bid during this

interval may result in the Bidder's forfeiture of its bid security. Address for Correspondence

The Bidder shall designate the official postal address, as well as email id, phone & mobile and fax number

to which correspondence can be made by the Purchaser. Opening of Bids by Purchaser

a. The technical evaluation will be carried out in respect of responsive bids only. b. Price Bids of only technically qualified Bidders will be opened.

c. The Purchaser will open the Bids, in the presence of the representatives of the Bidders who

choose to attend, at the time and date, as mentioned in Section I of this Document.

d. The Bidders' names, modifications, bid withdrawals and the presence or absence of the requisite

Bid Security and such other details as the Purchaser, at its discretion, may consider appropriate

will be announced at the bid opening. Clarifications

When deemed necessary, the Purchaser may seek clarifications on any aspect from the Bidder. However,

that would not entitle the Bidder to change or cause any change in the substance of the tender

submitted or price quoted.

Preliminary Examination

a. The Purchaser will examine the bids to determine whether they are complete, whether any

computational errors have been made, whether required bid security has been furnished,

whether the documents have been properly signed, and whether the bids are generally in order.

14

b. Arithmetical errors will be rectified on the following basis:

a) If there is a discrepancy between the prices indicated at different places in the bid, the

prices most advantageous to the purchaser shall be considered.

b) If there is a discrepancy between price obtained by multiplying the unit price with

quantity and the quoted total price, then lower of the two shall be considered for bid

evaluation and placement of order. c) If there is a discrepancy between words and figures, the amount in words will prevail.

If the bidder does not accept the correction of the errors as above, his bid will be

rejected and the EMD forfeited. The bidder shall ensure that the prices furnished in the

various schedules are consistent with each other.

c. A bid determined as non responsive will be rejected by the Purchaser and may not subsequently

be made responsive by the Bidder by correction of the non-conformity. Contacting the Purchaser

a. No Bidder shall contact the Purchaser on any matter relating to its bid, from the time of the bid

opening to the time the Contract is awarded. b. Any effort by a Bidder to influence the Purchaser’s bid evaluation, bid comparison or contract

award decisions may result in the rejection of the bid. Evaluation Criteria

a. Only those firms which satisfy all the conditions for qualification of bidders (Clause 16 of Section -

III) and found responsive shall be considered for technical evaluation. b. The method of selection is: Quality & L1 Cost Based System

c. Technical Evaluation

The Technical evaluation will be carried out on the basis of the following criteria with maximum

marks of 100. The weightage for each factor of the criteria shall be as follows:-

Parameters Total marks

I Relevant Experience 30

Relevant experience in Government / Public Sector 20

Bidder should have completed/under execution three or more

project with cumulative worth >=INR 10 Crore for a Central

Government Ministry/ State Government/ Government Body/

PSU/Public Sector Banks [PSB]

10

Bidder should have completed/under execution two project worth

>=INR 06 Crore each for a Central Government Ministry/ State

Government/ Government Body/ PSU/Public Sector Banks [PSB]

5

Bidder should have completed/under execution one project worth

>=INR 03 crore for a Central Government Ministry/ State

Government/ Government Body/ PSU/Public Sector Banks [PSB]

3

15


Bidder should have experience with Directorate of Economics and

Statistics 10

Bidder should have extensive experience of GIS Survey work 5

Bidder should have experience of State Data Structuring and

planning of decision support system 5

II Proposed Solution 10

(a) Understanding of the objectives of the assignment: The extent

to which the consultant’s approach and work plan respond to the

objectives indicated in the Statement of Work

4

(b)Completeness and responsiveness: The extent to which the

proposal responds exhaustively to all the requirements of all the

Terms of Reference

3

(c) Proposed Project Plan detailing out dependencies and

assumptions with action plan. 3

III Key Resources

5 years of experience as Project Manager in project of Central

Government Ministry/ State Government/ Government Body/

PSU/Public Sector Banks [PSB]

10

5 or more projects 10

3 projects 07

1 project 05

5 years of experience in IT domain in project of Central Government

Ministry/ State Government/ Government Body/ PSU/Public Sector

Banks [PSB]

15


2 projects 10

1 project

5

5 years of experience as Functional expert in GIS domain in project

of Central Government Ministry/ State Government/ Government

Body/ PSU/Public Sector Banks [PSB]

15


16


2 projects 7

1 project 4

IV Quality and competency of key professional staff proposed 15

The bidder would be evaluated for sample profiles of personnel available on rolls of the bidding company/agency.

These profiles, will be evaluated for:

1. Qualification – Degree and College

2. Years of total relevant work experience in BI/DW projects:

1. Project Manager, Full Time –1 profiles,

2. Sr. Consultants, Full time - 1 profiles

3. Junior Consultants– 1 profiles

7

5

3

V Certification 5

CMM / CMMI level 3 and above certification 5

TOTAL MARKS 100

The minimum qualifying total score, for the technical bid shall be 75%. The Price bids of only

those bidders shall be opened whose score is 75% or above in technical bids. The bidders whose

offers have been selected after technical evaluation shall be informed separately. Such selected

bidders may attend the opening of financial bids. Financial Evaluation

(i) The financial proposals of the technically qualified bidders will be opened in presence of

those bidders or their representatives whose bids are short listed for financial evaluation. (ii) The proposal with lowest cost will be declared L1 (iii) The proposal with second lowest cost will be declared L2 and so on.

Award Criteria

The Purchaser will award the Contract to the Bidder who is declared L1. Purchaser's Right to Accept Any Bid and to Reject Any or All Bids

a. The Purchaser reserves the right to accept any bid, and to annul the Tender process and reject all bids at

any time prior to award of Contract, without thereby incurring any liability to the affected Bidder or

Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the Purchaser's

action.

17

Notification of Award

a. Prior to the expiry of the period of bid validity, the Purchaser will notify the successful Bidder in

writing by registered letter. b. The successful bidder will communicate his acceptance by return post within 10 days of issue of

the notification by Purchaser.

c. The notification of award followed by its acceptance by the bidder will constitute the

i. Formation of the Contract.

d. Upon the successful Bidder's furnishing of performance security pursuant to Clause 36, the

Purchaser will promptly notify each Bidder and will discharge its bid security. Signing of Contract

The successful bidder sign on non-judicial stamp paper of appropriate value as per the format given in

Appendix-C and return to the Purchaser within 10 days of notification of award. Performance Security

a. Within 15 days of the receipt of notification of award from the Purchaser, the successful Bidder shall

furnish the performance security in accordance with the clause 4 of Section-IV of this RFP document in

the given format, in the Contract Performance Guarantee Bond prescribed at Appendix B.

b. Failure of the successful Bidder to comply with the requirement shall constitute sufficient grounds for the

annulment of the award and forfeiture of the bid security.

18

SECTION IV - GENERAL CONDITIONS OF CONTRACT

1. Application of conditions

These General Conditions shall apply to the extent that provisions in other parts of the Contract do not

supersede them. In all circumstances, the decision of the Purchaser shall be final and binding on the

bidder.

2. Standards of Performance

The Bidder / Contractor shall perform the Services and carry out it's obligations under the Contract with

due diligence, efficiency and economy, in accordance with generally accepted standard & procedures,

techniques and practices used in the industry and with professional engineering and consulting standards

recognized by international professional bodies and shall observe sound management, engineering

practices. It shall employ prudent technical and engineering practices. It shall employ advanced and latest

technology &methods. The Contractor shall always act, in respect of any matter relating to this Contract,

as faithful advisors to the Client and shall, at all times, support and safeguard the Client's legitimate

interests in any dealings with Third Parties.

3. Use of Contract Documents and Information

The Contractor shall not, without the Purchaser's prior written consent, disclose the Contract, or any

provision thereof, or any specification, plan, drawing or information furnished by or on behalf of the

Client in connection therewith, to any person other than a person employed by the Contractor in the

Performance of the Contract. Disclosure to any such employed person shall be made in confidence and

shall extend only so far, as may be necessary for purposes of such performance.

The Contractor shall not, without the Purchaser's prior written consent, make use of any document or

information except for purposes of performing the Contract.

Any document, other than the Contract itself, shall remain the property of the Purchaser and shall be

returned (in all copies) to the Client on completion of the Contractor's performance under the Contract, if

so required by the Purchaser.

4. Performance Guarantee

a. Within 15 days after the receipt of notification of award of the Contract from the Purchaser, the

successful Bidder shall furnish Performance Guarantee to the Client, which shall be equal to 10% of the

value of the Contract and shall be in the form of a Bank Guarantee from a Scheduled Bank in the

Performa given with the RFP

b. The performance guarantee shall be deemed to govern the following guarantees from the successful

Bidder, in addition to other provisions of the guarantee:

a. To fulfill the conditions of work contract/purchase order. b. The performance guarantee is intended to secure the performance of the entire project.

However, it is not to be construed as limiting the damages stipulated in any other clauses.

c. Performance guarantee shall be valid up to Six (06) months from the date of award of contract.

19

5. Approval of Competent Authority

The performance and documents as stated in the stated in the clause 3 above and clause 6 of Term of

Reference (ToR) Section- IV, prepared by IT service provider will be monitored, evaluated and approved

by the DES.

6. Travels by IT service provider

The IT service provider’s personnel will have to travel out of Dehradun as & when required to visit

various offices of the Directorate for meetings, discussions, collection of data etc. in accomplishing the

project works. The bidders are required to quote the bidder charges inclusive of all travel expenses.

7. Project Schedule & Monitoring

a. The Bidder shall plan various activities and submit the detailed execution schedule along with

graphical chart. The execution schedule should clearly indicate all activities and the time required

for completion of each activity taking the total project time. Parallel and dependent activities for

each activity need to be specified in the schedule.

b. This will form the basis for Monitoring of execution of the project and any delay/slippage from

the schedule will be reviewed by both parties in review meetings from time to time and remedial

measures decided to complete the project as per the schedule.

c. Any suggestions that the bidder has made to improve the Terms of References (TOR), staffing

details, activities to be undertaken by the bidder, reporting etc., as also the inputs required from

the DES to ensure satisfactory implementation of the assignment will then be discussed with the

bidder and finalized. These discussions will be on the strict understanding that the amount

quoted in the Bid document will not be increased for any reason whatsoever.

8. Currency of Payment

All payments shall be made in Indian Rupees(INR) only.

9. Changes & Issue of Orders

The Client may at any time, by a written order given to the bidder, make changes within the general scope

of the Contract.

10. Contract Amendments

No variation in or modification of the terms of the Contract shall be made except by written amendment

signed by both the parties i.e. the Contractor and the Client.

11. Assignment

The Bidder shall not assign or sub contract, in whole or in part, its obligations to perform under the

Contract.

20

12. Terms of Payment

The payment to the contractor shall be made on achievement of following deliverables / milestones:

Sl.No Delivered Services Release of Payment

1 Mobilization advance against Bank Guarantee& Signing of

Contract

10%

2 Carrying out AS-IS study and submission of AS-IS/TO-BE report 20%

4 Preparation and submission of Draft DPR subject to approval 30%

5 Preparation and submission of Final DPR subject to approval 30%

6 Project Closure 10%

All payment shall be made only after written approval of DES on the delivered output of the IT service

provider along with submission of Pre receipted bills.

13. Delay and deficiency in the Performance

If at any time during performance of the Contract, the Contractor encounter conditions impeding timely

completion of the services under the contract and performance of the services, the Contractor shall promptly

notify the Client in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable,

after receipt of the Contractor’s notice, the Client shall evaluate the situation and may at its discretion extend

the Contract time for performance, in which case the extension shall be ratified by the parties by amendment

of the Contract.

14. Termination for Default

The Client may, without prejudice to any other remedy for breach of contract, by written notice of

default sent to the Bidder, terminate the Contract in whole or in part if:

(a) The Contractor fails to deliver any or all of the obligations within the time period(s)

specified in the Contract, or any extension thereof granted by the Client

(b) The Contractor fails to perform as per clause 3 above or any other obligation(s) under

the contract.

15. Force Majeure

a. Notwithstanding the provisions of Clauses 16 and 17, the Contractor shall not be liable for forfeiture of its

performance security, or termination for default, if and to the extent that, it’s delay in performance or

other failure to perform its obligations under the Contract is the result of an event of Force Majeure.

b. For Purposes of this Clause, “Force Majeure” means an event beyond the control of the Contractor and

not involving the Contractor’s fault or negligence and not foreseeable. Such events may include, but are

not restricted to, acts of the Client either in its sovereign or contractual capacity, wars or revolutions,

fires, floods, epidemics, quarantine restrictions and freight embargoes.

c. If a force Majeure situation arises, the Contractor shall promptly notify the Client in writing of such

conditions and the cause thereof. Unless otherwise directed by the Client in writing, the Contractor shall

continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all

prevented by the Force Majeure event.

21

16. Termination for Insolvency

The Client may at any time terminate the Contract by giving written notice to the Contractor, without

compensation to the Contractor, if the Contractor becomes bankrupt or otherwise insolvent, provided

that such termination will not prejudice or affect any right of action or remedy which has accrued or will

accrue thereafter to the Client.

17. Arbitration

20.1 The Client and the Contractor shall make every effort to resolve amicably by direct informal

negotiations, any disagreement or disputes, arising between them under or in connection with

the Contract.

20.2 If, after Thirty (30) days from the commencement of such direct informal negotiations, the Client

and the Contractor have been unable to resolve amicably a Contract dispute, either party may

require that the dispute be referred for resolution to the formal mechanism specified in RFP

In the case of a dispute or difference arising between the Client and the Contractor relating to

any matter arising out of or connected with this Contract, such dispute or difference shall be

referred to the award of two Arbitrators having relevant technical background, one Arbitrator to

be nominated by the Client and the other to be nominated by the Contractor or in case of the

said Arbitrators not agreeing, then to the award of an Umpire to be appointed by the Arbitrators

in writing before proceeding with the reference, and in case the Arbitrators cannot agree to the

Umpire, he may be nominated by the Secretary, Indian Council of Arbitration, New Delhi. The

award of the Arbitrators, and in the event of their not agreeing, of the Umpire appointed by

them or by the Secretary, Indian Council of Arbitration, New Delhi shall be final and binding on

the parties.

20.4 The Arbitration & Conciliation Act 1996, the rules there under and any statutory modification or

re-enactments thereof, shall apply to the arbitration proceedings.

20.5 The venue of arbitration shall be Dehradun.

20.6 The Client may terminate this contract, by giving a written notice of termination of minimum 30

days, to the Contractor, if the Contractor fails to comply with any decision reached consequent

upon arbitration proceedings pursuant to Clause 20.

18. Governing Language

The Agreement shall be written in English language. All correspondence and other documents pertaining

to the Contract which are exchanged by the parties shall be written in English language.

19. Applicable Law

The contract shall be interpreted in accordance with the Indian laws(Uttarakhand)

20. Taxes

The successful Bidder shall be entirely responsible for all taxes, duties, octroi, license fees, demurrage charges

etc., in respect of this contract and provisions of Income tax Act regarding deduction of tax at source shall

apply. A notice shall be effective when delivered or on the notice’s effective date, whichever is later.

22

21. Notices

Any notice by one party to the other pursuant to the Contract shall be sent in writing or by fax and confirmed

in writing to the address specified for that purpose in the contract.

22. Time Schedule

The tentative time schedules for output & delivery by bidder will be worked out jointly after the date of

signing of contract as the zero date. However, the same would be finalized after taking into consideration the

plan proposed by bidder and also time required for various approvals by DES.

23. Others

It is necessary for SP to open a local office in Dehradun for effective and efficient interaction to DES core

Group.

23

SECTION-V - TERMS OF REFERENCE (TOR)

1. Introduction to Directorate

DES functions as the Statistical Authority and as the Nodal agency for collection, compilation, analysis

interpretation and dissemination of statistical information relating to all sectors of the economy of the

state. The main function of the Directorate is to build up a firm and broad database, which is essential for

the formulation of sound policies and planning. In short, DES acts as a storehouse of statistical

information in respect of the State and as a channel for feeding the statistical information to User

Organizations.

Department of Economics and Statistics in Uttarakhand has presently strength of about 200 employees

spread over 13 Districts units, two Divisional units and a Head office. However, ADO Statistics are posted

in various development blocks. District Statistics and Economics officer heads each of the district unit and

divisional offices are headed by Deputy Directors while Directorate is headed by Director Economics and

Statistics.

2. Key Functionalities of the Directorate and its Field Offices

• Collection of village level basic data

• Preparation of analytical reports

• Monitoring and evolution of developments schemes/ programs

• Conduct of National Sample Survey (NSS)

• Conduct of Annual Survey of Industries (ASI)

• Data on the State Employees

• Electricity Consumption Survey

• Collection of Rural and Urban wages

• Collection of Rural and Urban prices

• Construction of monthly CPI(R/U)

• Construction of BCCI

• Collection of Quarterly Building Materials Rates

• Annual Sankhiki Patrika Development at each distt and division

• Annual Statistical Diary Development at DES HQ

• Estimation of State Income

• Preparation of the District Domestic Product;

• Collaboration with Central Statistical Organization (CSO) and Statistical Institution

• Publication of the District Statistical diaries

• State Statistical Abstracts

• Formation, monitoring and evaluations of District Development Plans

• Monitoring and evaluations of 20-point programs etc.

• Monitoring various sectors of State economy and publication of analytical report on

Hydro-power, Rural economy, Mineral resources, Tourism, Agriculture and allied activities,

Industrial development, Infrastructural development. Medical and health status, Education and

employment.

• Making use of existing GIS data collected by external sources etc.

In order to perform above tasks various regional units conduct several field studies and data collection

activities as per the instruction/guidelines formulated by the directorate from time to time. However,

there are some pre-examined formats on which data is regularly collected and compiled by regional units.

Sometimes filled-in formats and/or compilation sheets are sent to headquarters for analysis, preparing

reports and publishing the data abstracts.

24

3. Objectives

The Directorate is seeking for an automation of the process of creation of Business Registers with the

availability of data on the real time basis. Broad objectives of the Directorate are

a) GIS based decision support system

b) Statistical Meta Database

c) Complete IT infrastructure setup

d) Network connectivity at all levels within the Directorate and its field offices.

The above mentioned requirements are intended by the Directorate to facilitate

a) District Income Statistics in accordance with Central Statistics office

b) Major Gross State Domestic Product to be arrived at Market price consistent with National

Estimate instead of at Factored Cost

c) Estimated green GDP/GSDP to evaluate depreciation of natural resource and consider loss of

income due to environmental degradation.

d) Measure cost disabilities which is important as cost of service

e) Village level data capture on a real-time basis, which in turn translates to village level

computerization

f) Need to make a data compilation in CD to be distributed by the department. As a part of this

there is a need for a GIS based solution and related digitization activity village level wise resulting

in interactive rich multi-media experience.

g) Prices and wages related data availability(block wise, district wise) on a real-time basis focusing

on

� CPI(R) (Consumer Price Index – Rural)

� Weight of commodity in item basis

� Based on family living survey

h) Generation of block level statistical diary

i) Generation of real-time information related to

� Wages & prices

� NBO (National Building Organization)

� Construction activity rate taken on a quarterly basis& corresponding indices

j) Irrigation GIS map

� Status of water canals and where all it is available

� Planning Atlas

k) District Planning and Monitoring both Financial as well as Physical

l) National Sample Survey

m) Rural Development programs

n) 20 point program

o) Other miscellaneous works defined during interaction to the project team

4. Competency of service provider

Service provider shall consider the following technical aspects

Legacy Data on GIS

The technical specifications are to conceive a solution for the complete legacy data of the

Directorate so that the same are incorporated in database on GIS platform. Necessary

formats/schema/database structure shall be designed by IT service provider to furnish the legacy

data in different mode of representation.

The IT service provider will formulate the design of the technical specifications of such

format/schema/database structure and include in Detailed Project Report for developing necessary

25

interface to enable departmental users to furnish& upload data. While freezing on Database

schema/formats the SP should take care of future integration of such data with any desired agency.

The IT service provider will make all necessary visits, meetings etc. to get required input data from

the Directorate at various levels to meet technical requirements.

Note: A team of domain experts from DES may be earmarked for sharing the legacy information and

also the TO-BE requirements with SP.

Experience of GIS system &Customizations

DES also understands that such attempts have already been made elsewhere in the country and

outside to develop and implement GIS system along with web based interface in similar kind of

organizations. It is expected that the IT service provider is aware about the depth & actual purpose,

process and experience for the design & development and implementation of said systems.

5. Scope of work

The IT service provider shall be responsible to study the existing procedures/business

functionalities within the DES, identify the requirements and solutions to achieve the objectives of

DES. The Directorate’s expectation is a Detailed Project Report (DPR) which can elaborate the gaps

(AS-IS and TO-BE), charter & vision statement, overall IT strategy align with business objectives,

road map to vision enablement and Budgetary estimates. Envisaged Detailed Project Report will

act as a building block for all subsequent related development and implementation activities for

the Directorate.

The services to be rendered by IT service provider shall be as per scope of work elaborated below. At

the time of awarding the contract, the DES can specify any change in the Scope of Work in

consultation with SP. Such changes may be due to increase or decrease in the scope of work at the

time of award.

Unless otherwise stipulated in the Contract, the Scope of Work shall include all such items not

specifically mentioned in the Contract but that can be reasonably inferred from the Contract as

being required for attaining Delivery and Completion of Related Services as if such items were

expressly mentioned in the Contract.

Broadly, the IT service provider is to prepare the Detailed Project Report (DPR) containing approach

paper of plan & methodology to be adopted to carry out the works, cost estimates, requirements in

the field of software i.e. the SP would prepare the Functional Requirement Specifications

(FRS)/Software Requirement Specifications (SRS), System/Application/Data security, hardware and

training. In this connection IT service provider will be responsible for understanding the functions of

the directorate, in detail, in terms of data collection, compilation, analysis, interpretation and

dissemination of statistical information relating to all sectors of the economy on a real-time basis

starting from village -> to block -> to district -> to division -> to state level.

The SP should also suggest the methodology for Data Migration (the existing legacy data into

required format/schema so that the same can be used by the TO-BE application)

The IT service provider would act as a Domain Expert and Strategy Consultant with in-depth

knowledge of both the industry structure and functioning as well as of hardware, software

,application systems, overall security and would be responsible for the overall evolvement &

development of the system for processing of information consistent with the requirement by the

DES.

DES expects the IT service provider to execute the entire assignment in four aspects as outlined

below. However, DES would be open to alternate plans if these were found to be less efficient. Apart

26

from a brief description of the aspects, the specific tasks under each phase are also outlined for the

benefit of the IT service provider and a work plan would need to be developed and submitted on the

basis of these tasks. It should be noted that the IT service provider would perform all such tasks

required for the successful completion of the Detailed Project Report of the scheme and not restrict

his scope to those mentioned herein.

6. AS IS Business Study

The usual purpose of the As Is Business Study is to define the existing processes for the

Directorate in order to provide a firm foundation for operational improvement. Therefore, during

this phase the IT service provider will be required to understand and identify the business and

functional requirements of the DES, both current as well as foreseeable future. In order to

understand in depth the DES requirements and procedures, the experts of IT service provider will

be required to interact the Directorate at village level, block level, division level, district level and

finally at the Directorate level, in order to understand the nitty-gritty of data collection endeavor.

IT service provider should also plan study visits of two more states where

Directorate/Department of those states have done similar work. These state visits and selection

of states will be planned in consultation with the DES. All deliverable have to be delivered in hard

& softcopies, to the DES. One or two officials from DES would also be part of visit team.

Based on the same, the IT service provider would prepare & submit an As Is Business Study

Report showing the various processes within the Directorate, their problems and analyze their

limitations to a sufficient detail so as to facilitate the suggestion of process for improvement

related endeavors.

While the SP would do details study at each level (village, block, division, district, Directorate etc.

The DES would form a core group at each level which finally should meet at DES to give a final

shape to the DPR.

7. To Be Process documentation

It is envisaged that as a part of the said study, the various processes within the department, their

problems and their limitations are analyzed to a sufficient details. The IT service provider is then

required to draw process road map. Previously existing process descriptions have to be reviewed

and integrated, wherever possible. Possible process improvements, discussed during the As Is

Study, are integrated into the process maps. The draft documentation can then be submitted to

the DES for review. Following this the documentation can then be finalized by the IT service

provider in order to achieve the objectives mentioned above. The final document (DPR) should be

approved by DES.

a) Training Needs

The IT service provider shall figure out the IT based training requirements for the Directorate. The

training should mainly focus on improved processes/business functionality, Application Software

and other security requirements. At an early stage, assist in the identification of the number of

personnel and their training needs. The training road map should have a provision of

quarterly/six-months/yearly provisions as the case may be.

b) Assessment of Technology Options

The IT service provider, based on the needs identified, shall assess and identify software and

hardware technology options and recommend the preferred option, most suitable to the needs of

the DES. The software/hardware should be vendor neutral and in future it should not get into a

vendor lock scenario. The IT service provider is required to prepare FRS/SRS, HRS keeping in view

all requirements including customized software so as to comply with the requirements of the

Directorate. Solution Architecture/Application Architecture and Database Design should form part

of FRS/SRS.

27

c) Interfaces within Departments

The IT service provider shall recommend a suitable & advanced web interface with authorization

for transfer of information / data from various locations within the department in a secure mode.

d) DPR

A detailed project report (DPR) has to be submitted, by the IT service provider in this connection

to the DES, within 12 weeks of receiving the order. The DPR should include-

a. A brief description of work as current charter of the dept as understood by the IT service

provider along with a proposed vision statement for the dept.

b. The DPR must include-

1. Existing organization , the work and gaps , if any ( As Is)

2. Finalized charter and vision statement

3. Overall IT Strategy align with Business/Functional requirements

a. Approach to first level data capture

b. IT enablement – objective

c. Key components including development of an economic modeler

d. Desirability of a portal, GIS mapping and Executive Dash Board

e. Training and support requirements

4. Roadmap to Vision enablement

a. Phasing of the program

b. Timelines

c. Requirements and respective responsibilities

5. Budgetary Estimates including stage wise estimates

8. Deliverables

The tentative list of deliverables is mentioned below:-

a. As Is Study Documentation (2 hard copy and a soft copy)

b. To Be Study Documentation (2 hard copy and a soft copy)

c. IT strategy Documentation (5 hard copy and a soft copy)

d. DPR documentation (5 hard copy and a soft copy)

e. Detailed documentation on the following :-

a. Functional Requirement Specifications (FRS)/Software Requirement Specifications (SRS),

(5 hard copy and a soft copy)

b. Hardware Requirement Specifications (HRS), (5 hard copy and a soft copy)

c. Software & Hardware Customization requirements, (5 hard copy and a soft copy)

9. Stipulated timelines for completion of DPR

IT service provider needs to complete primary study and research within four weeks of the start. IT

service provider is required to submit an interim report and make a presentation to dept’s core team in

the week 5 or 6. The report and presentation will contain the outline of proposed solution along with

options.

The study will be completed including suggestions put forward during interim presentation by week 10

and DPR will be submitted to Dept in week 9. After completion of DPR, the SRS documentation including

Solution Architecture/Application Architecture would be provided within 3 weeks. A final presentation in

week 12 will complete the current contract.

28

10. Reports

The IT service provider shall submit the periodic reports in the form of hard copy/soft copy or as decided

by DES which will include the IT service provider’s work carried out & program in detailed. Such reports

will summarize the activity wise work performed during the reported period identifying the problems

encountered, and indicating the corrective action taken or recommended. If need be the consultant may

submit the special report to bring the focus on the issue of urgent nature without waiting for scheduled

report. The IT service provider shall submit the Project Completion Report: on completion of the scheme.

Note: While stipulating the requirement of Data Center/Connectivity, the existing (to be) State Data Centre (SDC)

and SWAN must be explored.

29

TECHNICAL BID LETTER

To:

The Director


Planning Department

100/06, NesvillaRoad, Dehradun


Sir,

We, the undersigned, offer to provide the services for preparation of DPR on Computerisation & Automation and

other related functions in accordance with the RFP document no 01 /13th

FC/42/2010-11 at the prices and rates

mentioned in the Price Bid in a separate sealed cover. Each page of the Technical and Financial proposal has been

signed by the Authorized Signatory. We do hereby undertake, that, in the event of acceptance of our bid, the

Services shall be provided as stipulated in the RFP document and that we shall perform all the incidental services.

1. We enclose herewith the complete Technical Bid as required by you. This includes :

a. Bid Particulars

b. Firm’s Reference List

c. Curriculum Vitae (CV) of proposed staff

d. Proposed Methodology & work plan

e. Activity Schedule

f. Team composition & task assignments

g. Statement of Deviation from Terms of Reference

h. Statement of Deviation from General Conditions of Contract

i. Bidder’s profile

j. Certificate of Authority for Submission of Bid

k. Minimum Qualification Documents

2. We agree to abide by our offer for a period of 30 days from the date fixed for opening of the Technical

Bids.

3. We have carefully read and understood the terms and conditions of the RFP and the conditions of the

contract applicable to the RFP and we do hereby undertake to provide services as per these terms and

conditions. The deviations from the Terms of References are only those mentioned The deviations from

the General Conditions of Contract are only those mentioned. It is Certified that ours is a company

constituted under the Companies Act, 1956/ consortium of Companies.

4. Bid Security (Earnest Money) for an amount equal to Rs 1,00,,000 (Rupees One Lakh only) is enclosed in a

separate sealed Cover containing the following: No. ………….. Date …………….

Bank …………. Validity ………….

7. We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together with

your written acceptance thereof and placement of letter of intent awarding the contract, shall constitute

a binding contract between us.

Yours sincerely,

Encl. as above

Authorized Signatory:

30

PRICE BID LETTER

FINANCIAL PROPOSAL SUBMISSION FORM (To be placed in the sealed cover containing financial bid)

To:

The Director


Planning Department

100/06, Nesvilla road, Dehradun


Sir,

We, the undersigned, offer to provide the consulting services for preparation of DPR on Computerization &

automation and other related functions in accordance with the RFP document no 01 /13th

FC/42/2010-11

We are hereby submitting our complete Financial Proposals. Our attached Financial Proposal is for the sum of

………………………………… …………………….. [Amount in words and figures] for the complete assignment. This amount is

inclusive of all taxes & levies.

Our Financial Proposal shall be binding upon us subject to the modification resulting from Contract discussions /

negotiations, made by the Authority at its discretion. Each page of the proposal has been signed by the Authorized

Signatory. Encl. Form 9

Yours sincerely,

Authorized Signatory: Name and Title of Signatory:

Name of the Firm:

Address:

31

PRICESCHEDULE

PRICE SCHEDULE

We quote below our firm prices for the assignment in accordance with the RFP document No.

01 /13th

FC/42/2010-11

Details

Amount in Rs.

(in figures ) (in words)

Total Price

Taxes and duties payable

Gross Amount of the proposal including taxes/

duties etc. (Specify each separately)

Authorized Signatory: Name and Title of Signatory:

Name of the Firm:

Address:

32

BID SECURITY FORM

BID SECURITY FORM

Whereas ------------------------------------------------------------ (hereinafter called 'the Bidder') has submitted its bid

dated ---------------- for ---------------------------------in _____ (hereinafter called "the Bid").

KNOW ALL MEN by these presents that WE -------------------------------------------- of -------------------------------------------

-------------------------- having our registered office at ------------ --------------------------------------------------- (hereinafter

called "the Bank") are bound unto the The Director, Directorate of Economics & Statistics, Dehradun

(hereinafter called "the Purchaser") in the sum of Rs.1.00.,000/- for which payment well and truly to be made to

the said Purchaser, the Bank binds itself, its successors and assigns by these presents. Sealed with the Common

Seal of the said Bank this --------------day of ---------------------------2011.

THE CONDITIONS of this obligation are:

1. If the Bidder, withdraws its Bid during the period of bid validity specified by the Bidder on the Bid Form;

or 2. If the Bidder, having been notified of the acceptance of its bid by the Purchaser during the period of bid

validity.

(a) fails or refuses to execute the Contract Form, if required; or

(b) fails or refuses to furnish the Performance Security, in accordance with the instructions

to Bidders; We undertake to pay to the Purchaser up to the above amount upon receipt of its first written demand, without

the Purchaser having to substantiate its demand, provided that in its demand the Purchaser will note that the

amount claimed by it is due to it owing to the occurrence of one or both of the two conditions, specifying the

occurred condition or conditions.

This guarantee will remain in force up to and including 45 days after the period of bid validity, and any demand

in respect thereof should reach the Bank not later than the above date.

-------------------------------------------------- (Authorized Signatory of the Bank)

33

CONTRACT FORM

CONTRACT FORM

(on Non judicial stamp paper)

THIS AGREEMENT is hereby made on the....... day of. ................................ , 20... between .......................... (Name

of Client) (hereinafter called "the Client") on one part and …………………….....................(Name of Contractor)

of..........................(hereinafter called "the Contractor") on other part

Whereas the Client is desirous that ------------------------------------------------------------------------------------------------------

---------------------------------------------------------

(Brief Description of Services) and has accepted a bid by the Contractor for providing services for the sum of

............................. (Contract Price in Words and Figures) (hereinafter called "the Contract Price")

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in

the General Conditions of Contract.

The following documents shall be deemed to form and be read and construed as part of this Agreement, viz.:

a) The Bid and the Price Schedule submitted by the Bidder;

b) The RFP/RFP Document including the Terms of References and the General Conditions of Contract;

c) The Client's Notification of Award.

d) Correspondence (…….)

In consideration of the payments to be made by the Client to the Contractor as hereinafter mentioned, the

Contractor hereby covenants with the Client to provide the services and to remedy defects therein in conformity

in all respects with the provisions of the Contract

The Client hereby covenants to pay the Contractor in consideration of the provision of the services and the

remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions

of the Contract at the times and in the manner prescribed by the Contract.

Brief of the services and prices are as under:

Sl.No Brief Description of work Price in Rupees

TOTAL VALUE

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with their

respective laws on the day and year first above written. Signed, Sealed and Delivered by the Said .... ...

............................................(For the Client) in the presence of:.................................... Signed, Sealed and

Delivered by the said...................................................(For the Contractor) in the presence

of:....................................

Authorized Signatory of SP Director DES

Date post:	27-Jun-2020
Category:	Documents
Upload:	others
View:	5 times
Download:	0 times