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HARYANA SHEHRI VIKAS PRADHIKARAN
C-3, SECTOR 6, PANCHKULA
e-TENDER NOTICE
HSVP invites online bids from reputed IT Facility
Management Service providers for managing IT
operations in all HSVP office across the state. The
detailed terms and conditions along with the scope
of work can be downloaded from hsvphry.org.in
and https://etenders.hry.nic.in from 21-08-2019
onwards All further details / updates regarding this
tender will be hosted only on hsvphry.org.in and
https://etenders.hry.nic.in.
Chief Administrator, HSVP, Panchkula
Request for Proposal for IT Facility Management Services – HSVP 2019
Page -1-
Tender No. GM(IT)/HSVP/2019/148819 Dated: 19-08-2019
Request for Proposal
For
IT Facility Management Services
Information Technology Wing
Haryana Shehri Vikas Pradhikaran
C-3, Sector 6, Panchkula, Haryana
Phone: 0172-2569504
E-mail: queryhsvp@gmail.com
www.hsvphry.org.in
Request for Proposal for IT Facility Management Services – HSVP 2019
Page -2-
TABLE OF CONTENTS
1. Important Information ........................................................................................................................................ 4
2. ELIGIBILITY CRITERIA ....................................................................................................................................... 5
3. PREFACE AND PROJECT PROFILE.................................................................................................................. 6
3.1Brief Profile ........................................................................................................................................................... 6
3.2 Solution ................................................................................................................................................................ 6
4. SCOPE OF WORK .............................................................................................................................................. 7
4.1Activity Components ............................................................................................................................................. 7
4.2 Detail of Locations for Manpower Requirement ................................................................................................ 8
4.3 Responsibilities ..................................................................................................................................................... 9
5. BIDDING PROCESS .............................................................................................................................................. 13
5.1 Preparation of Bid .............................................................................................................................................. 13
5.2 Modifications and/or Withdrawal of Bids ........................................................................................................... 14
5.3 Content of Documents to Be Submitted ............................................................................................................... 14
5.4 Payment Schedule ............................................................................................................................................... 15
5.5 Instructions to Bidders For E-Tendering ............................................................................................................ 15
5.6 Submission of Bids .......................................................................................................................................... 17
6. GENERALINSTRUCTIONS TO BIDDERS ........................................................................................................ 17
6.1 General Conditions ............................................................................................................................................. 17
6.2 Period of Contract .............................................................................................................................................. 19
6.3Penalty Clause ..................................................................................................................................................... 19
6.4Cost of Bidding .................................................................................................................................................... 20
6.5Bidding Document .............................................................................................................................................. 20
6.6Amendments to Bidding Documents .................................................................................................................. 20
6.7 Period of Validity ............................................................................................................................................... 20
6.8Bid Currency ....................................................................................................................................................... 20
6.9 Risk & Cost ......................................................................................................................................................... 21
6.10 Termination of contract ................................................................................................................................... 21
7. Resource Requirements........................................................................................................................................... 22
8. Opening &Evaluation Process ................................................................................................................................ 23
8.1 Clarification of Bids ............................................................................................................................................ 23
8.2Technical Evaluation Criteria ............................................................................................................................ 24
8.3Final Evaluation ................................................................................................................................................. 26
8.4Contacting HSVP ................................................................................................................................................ 26
Request for Proposal for IT Facility Management Services – HSVP 2019
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8.5HSVP'S Right to Accept or Reject Any Bid or All Bids ..................................................................................... 26
8.6Signing Of Contract ............................................................................................................................................ 27
9.Dispute Resolution .................................................................................................................................................... 27
Annexure A .................................................................................................................................................................. 28
Annexure B ................................................................................................................................................................... 34
Request for Proposal for IT Facility Management Services – HSVP 2019
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1. Important Information
Sr.
No. Activity Date
1. Document available on website 1. www.hsvphry.org.in
2. etenders.hry.nic.in
21-08-2019 (Wednesday)
2. Last date for sending written
clarifications through e-mail on
queryhsvp@gmail.com (Only for
registered users)
27-08-2019 (Tuesday)
3
Pre-bid Conference
29-08-2019 at 3:00 PM in conference Hall,
HSVP, Sector 6, Panchkula.(Thursday)
A bidder has to pay Rs.5000 in the form of DD in
favor of Chief Administrator HUDA as the cost
of RFP for participating in the pre bid conference.
The queries of only those bidders will be
entertained who will submit the RFP cost before
the pre bid conference.
Other bidder may submit the cost of RFP along
with bid.
4 Reply of queries will be hosted on
www.hsvphry.org.in and
etenders.hry.nic.in
04-09-2019 (Wednesday)
5 Last date for Bid submission on
etenders.hry.nic.in 16-09-2019 by 12:00 Noon (Monday)
6 Date and Time of
Prequalification/Technical Bid
Opening 16-09-2019 at 4 P.M
7 Cost of RFP
(DD should be drawn in favour of
“Chief Administrator, HUDA
payable at Panchkula”)
Rs. 5,000 /- (non-refundable)
8 Earnest Money Deposit Amount
(DD should be drawn in favour of
“Chief Administrator, HUDA
payable at Panchkula”)
Rs. 5,00,000/-
(Rs. Five Lacs Only)
9 Selection Criteria Quality and Cost Based Selection QCBS(80:20)
Request for Proposal for IT Facility Management Services – HSVP 2019
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10 Technical Presentation To be conveyed later
11 Opening of financial proposals To be conveyed later
Note 1: Manual Submission of Documents - Online Bidders will also require to
physically submit the Bid Document cost / EMD and other document related to
Technical bid etc. as uploaded on the website. The documents duly binded, properly
tagged and numbered along with EMD and cost of the Tender Request for Proposal
shall be sent either through speed post, courier or personally and should reach in the
office of General Manager(IT), HSVP, C-3, Sector-6, Panchkula 16-09-2019 by
02:00 P.M .
Note 2: The commercial bid should be submitted through online mode only.
2. ELIGIBILITY CRITERIA
S.No. Eligibility Criteria Supporting Documents
1. The bidder must have a PAN No. and
GST No.
Copy of PAN Card
Copy of GST certificate
2. The bidder should have a registered
office in Chandigarh / Panchkula /
Mohali / NCR or submit an undertaking
that the company will open the office in
Chandigarh/ Panchkula within one
month of award of contract
Valid Address Proof(Landline/ Mobile
Phone bill, Income Tax receipt, etc.)
3. Bidder must have average annual
turnover of at least INR 10 Crores during
the last three years from IT enabled
services ( Software development/ IT
manpower outsourcing excluding
Hardware sales)
Audited financial statements for the last
three financial years from Statutory
Auditor/ Chartered Accountant
4. The Bidder should not have been
blacklisted by any State Government,
Central Government or any other Public
sector undertaking or a Corporation or
any other Autonomous organization of
Central or State Government as on Bid
submission date.
Declaration regarding no blacklisting of the
bidder from the Authorized Signatory
5. The bidder must have provided in last
three financial years (2016-17, 2017-18,
2018-19) IT facility Management (ITFM)/
Data Center Management (DCM)services
Satisfactory Services Certificate to be
attached (Should be current and valid).
Request for Proposal for IT Facility Management Services – HSVP 2019
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for at least three projects with a value
more than Rs Fifty Lacs (each)
6. The company must have at least 50
technically qualified B.E/ B.Tech
(ECE/CSE/IT/MCA (regular degree)
persons on regular payroll from last 2
years on the date of submitting the bid.
List of employees along with qualifications
and certificate from Head of HR of the
bidder
3. PREFACE AND PROJECT PROFILE
3.1Brief Profile
The Haryana Urban Development Authority (HSVP), www.hsvphry.org.in was constituted under
the Haryana Urban Development Authority Act, 1977. A statutory body of Haryana Government,
HSVP’s mandate is to promote and secure development of urban areas in a systematic and
planned way with the power to acquire, sell and dispose off property, both movable and
immovable; use this acquired land for residential, industrial, recreational and commercial
purposes, to make available developed land to Haryana Housing Board and other bodies for
providing houses to economically weaker sections of the society and to undertake building works.
After mid-2006, HSVP adopted IT initiative for process efficiency because, the transactions
between HSVP and its allottees became so huge that handling such transactions manually was a
gigantic task and affecting the productivity of the organisation.
In order to better manage the above initiatives, HSVP intends to make use of IT Facility
Management Services of a reputed company as per the scope described in this RFP.
3.2 Solution
Keeping the above factors in mind HSVP went for a comprehensive e-governance project. One of
the most innovative programs in the country, the system aimed to
Improved transparency in HSVP’s operations
Build accountability among employees of HSVP
Improve service delivery process of HSVP
Cut down the lengthy processes.
Request for Proposal for IT Facility Management Services – HSVP 2019
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3.3 Technology Architecture
Plot and Property Management system, Financial Accounting System, Court Case Monitoring
system, Payroll and Pension and Dynamic web portal and are centralized web based applications
having following Technical details.
Software details
S. No. Server Operating System Software Description
1. Web and Application
Server
Windows Server 2016 R2 Dot Net 4.5
2. Database server Windows Server 2016 R2 MS SQL server 2016 R2
3. HSVP portal server Windows Server 2016 R2 Microsoft Office Share Point
Server
Visual Studio 2017
Dot Net 4.5
4. HSVP portal database
server
Windows Server 2016 R2 MS SQL Server 2016 R2
5. HSVP CCTS Windows Server 2016 R2 Dot Net 4.5
MS SQL server 2016 R2
4. SCOPE OF WORK
4.1Activity Components
HSVP intends to hire manpower resources to undertake following activities:
1. Data Centre Management
2. Server & Storage Management
3. Database Management
4. Network Management
5. Information Security Management
6. Antivirus Management
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7. Performance Reporting
8. Desktop Management with End-user Support
9. Mail Exchange Server Management
10. Application Management
11. Software Management
12. Backups – Management of Tape Library
13. Troubleshooting
14. Training & Awareness
4.2 Detail of Locations for Manpower Requirement
System Officers (7) and Network Engineers (13) can be posted in any office of HSVP in the state
during the currency of Contract
The lists of Locations are as follows:
Sr. No Name of Location
1. Panchkula
2 Faridabad
3 Gurugram
4 Rewari
S. No. Post Name Location
1. System Administrator (1) Head Office
Panchkula
2. Database Administrator (1) ---Do---
3. Network Administrator (1) ---Do---
4 System Officers (7) Can be posted in any of HSVP
Office
5 Network Engineers(13) Can be posted in any of HSVP
Office
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5 Hisar
6 Bhiwani
7 Jind
8 Sirsa
9 Ambala
10 Jagadhari
11 Kaithal
12 Karnal
13 Kurukshetra
14 Rohtak
15 Bahadurgarh
16 Panipat
17 Sonipat
Note: The number of manpower required and locations may change as per requirements of HSVP.
Qualifications and Experience
Details of qualifications and experience are placed at Section 7 i.e. “resource requirements”
The number of resources, period of engagement, and location may change as per requirement
4.3 Responsibilities
1. Database Administrator (DBA):
a) Create and maintain database required for development testing, training and production
usage.
b) Evaluation of the Database Server Hardware.
c) Perform ongoing tuning of the database instances.
d) Tune Database Performance.
e) Install new versions of the RDBMS and its tools and any other tools that access the
database.
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f) Cluster Management.
g) Plan and implement backup and recovery process of the database.
h) Control migration of programs, database changes, reference data changes and menu
changes through the development life cycle.
i) Implement and enforce security for all the Databases.
j) Perform database re-organizations as required to improve performance and ensure
maximum uptime of the database.
k) Evaluate releases of database and its tools, and third party products to ensure that the site
is running the products that are most appropriate. Planning is also performed by the DBA,
along with the application developers and System administrators, to ensure that any new
product usage or release upgrade takes place with minimal impact.
l) Generate Adhoc report in excel format from the database in consultation with the
System Administrator (Expected to be 4-5 in a month)
m) Assists with impact analysis of any changes made to the database object.
n) Trouble shoots along with System Administrator with problems regarding the database,
application and development tools.
o) Manage sharing of resources amongst applications.
p) Software development skills as per organization requirements.
2. System Administrator:
a) User administration (Set up and maintaining account)
b) Servers Maintenances, updation and up gradation
c) Setup security policies for users. A system admin must have a strong grasp of computer
security (e.g. firewalls and intrusion detection systems)
d) Verify that peripherals are working properly
e) Monitor system performance
f) Create a backup and recovery policy
g) Monitor network communication
h) Exchange server Management
i) Antivirus Management
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j) Password and identity management
k) DNS Management
l) DHCP management
m) FTP Management
A system administrator’s responsibilities typically include:
a) Morning checks of systems/software
b) Performing backup of data.
c) Applying operating system update, and configuration changes.
d) Installing and configuring new software patches.
e) Adding /deleting/creating /modifying user accounts information, resetting passwords etc.
f) Responsibility for documenting the configuration of the system.
g) System Troubleshooting
h) System performance tuning.
i) Software Development skills as per the requirement of the organization.
3.Network Administrator:
a) Configuration and management of Firewall
b) Configuration of Router and Switches according to the HSVP requirements
c) Configuration and management of IP phone
d) Configuration and management of Network Load Balancer and Server Load Balancer
e) TMG server management to provide network access to the users
f) Monitoring and management of HSVP link in HSDC Data centre and HSVP Estate
Offices Link
g) Oversee digital security.
h) Ensure proper functioning of network and security devices
i) Install new Link according to HSVP requirements
j) Ensure proper utilizations of Bandwidth and provide suggestion to HSVP
k) Review and verify the downtime report for the links of Bandwidth service provider and
ISP
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l) Coordinate with the vendors for shifting and maintaining the link
m) Provide support to network engineer at estate offices
n) Provide technical support for any new link to be implemented.
4. System Officer:
a) OS Patch Management.
b) Asset Management
c) Configuration Management
d) Vendor Management.
e) Antivirus Management
5. Network Engineer:
a) Trouble shooting of connectivity (all network equipment LAN, WAN) at Faridabad,
Sonipat, Bahadurgarh, Gurgaon, Rewari , Hisar, Kaithal, Bhiwani, Sirsa, Rohtak, Jind ,
Panchkula , Kurukshetra, Jagadhri, Ambala, Karnal , Panipat , Gurgaon II.
b) The Engineer will also be responsible for coordinating the jobs with ISP and bandwidth
provider.
c) Maintaining and administering computer networks and related computing environments
including systems software, applications software, hardware, and configurations.
d) Troubleshooting, diagnosing and resolving hardware, software, and other network and
system problems.
e) Replacing faulty network hardware components when required.
f) Maintaining, configuring, and monitoring virus protection software and email
applications.
g) Operating master consoles to monitor the performance of networks and computer systems.
h) Coordinating computer network access and use.
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5. BIDDING PROCESS
5.1 Preparation of Bid
Technical Proposal
i. Bidders shall upload the technical proposal in the formats placed at Annexure
A .Further, the bidders shall ensure all supporting documents as mentioned in
(“Eligibility Criteria”) are also provided in the technical bid.
ii. While submitting the Technical Proposal, the Bidder shall, in particular, ensure that
CVs of team members duly signed by the authorized signatory have been submitted.
iii. Failure to comply with the requirements shall make the Proposal liable.
iv. The Technical Proposal shall not include any financial information relating to the
Financial Proposal.
v. HSVP reserves the right to verify all statements, information and documents,
submitted by the Bidder in response to the RFP. Failure of HSVP to undertake such
verification shall not relieve the Bidder of its obligations or liabilities hereunder nor
will it affect any rights of the HSVP there under.
vi. In case it is found during the evaluation or at any time before signing of the
Agreement or after its execution and during the period of subsistence thereof, that
one or more of the eligibility conditions have not been met by the Bidder or the
Bidder has made material misrepresentation or has given any materially incorrect or
false information, the Bidder shall be disqualified forthwith if not yet appointed as
the Consultant either by issue of the LOA or entering into of the Agreement, and if
the Bidder has already been issued the LOA or has entered into the Agreement, as
the case may be, the same shall, notwithstanding anything to the contrary contained
therein or in this RFP, be liable to be terminated, by a communication in writing by
HSVP without HSVP being liable in any manner whatsoever to the Applicant or
Consultant, as the case may be. In such an event, HSVP shall forfeit and appropriate
the performance Security and also pre-estimated compensation and damages
payable to the HSVP as mutually agreed for, inter alia, time, cost and effort of
HSVP without any other right or remedy that may be available to HSVP.
Financial Proposal
Bidders shall upload the financial proposal in the format at Annexure B clearly indicating
the total lump-sum cost of services in both figures and words, in Indian Rupees, and signed
by the bidder’s authorized signatory. In the event of any difference between figures and
words, the amount indicated in words shall be taken into account.
While submitting the Financial Proposal, the Bidder shall ensure the following:
i. All the costs associated with the assignment shall be included in the Financial
Proposal. These shall cover remuneration for all the Personnel (Expatriate and
Request for Proposal for IT Facility Management Services – HSVP 2019
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Resident, in the field, office etc.), equipment, surveys, overhead charges viz.
travelling, boarding and lodging and out of pocket expenses in India. The total amount
indicated in the Financial Proposal shall be without any condition and shall be final
and binding. In case any assumption or condition is indicated in the Financial
Proposal, it shall be considered non-responsive and liable to be rejected.
ii. The Financial Proposal shall take into account exclusive of all applicable and taxes.
iii. All costs shall be expressed in INR.
1. Proposals should be submitted in English Language.
2. Prequalification Proposal Contents: The Prequalification Proposal should contain:
a. Earnest Money Deposit as per the amount specified in the RFP.
b. Checklist for Pre-Qualification Criteria along with relevant documentation
showing the proof of eligibility as outlined in the subsection titled “Pre-
qualification Compliance Matrix”
c. A declaration of any actual or potential conflict of interest.
5.2 Modifications and/or Withdrawal of Bids
Valid bids once submitted will be treated, as final and no further correspondence will be
entertained on this.
No bid will be modified after the deadline for submission of bids.
No bidder shall be allowed to withdraw the bid, if the bidder happens to be a successful
bidder.
5.3 Content of Documents to Be Submitted
a. Important Documents required in Pre-Qualification/Technical Bid Envelope (Sealed
Cover):
i. Pre-Qualification Compliance Matrix – Annexure A Part I
ii. Undertaking Letter - Annexure A Part II
iii. Service Information - Annexure A Part III
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iv. Profile Requirements – Annexure A Part IV
v. Program Management and Escalation Matrix including the contact No.(Mobile),
email address of CEO of the organisation
5.4 Payment Schedule
100% payment of the services will be released on monthly basis against submission of Monthly
Attendance (duly attested from head HR) of the resources by the successful bidder duly verified
and countersigned by location heads of HSVP.
Initial training of about a week will be provided at the Head office (Panchkula). The selected
bidder will not be paid for the resources deployed during the training period.
Local conveyance after the posting will be paid @ Rs 3/- per KM.
Intercity travel will be paid for ordinary bus/train fare.
DA will be paid @Rs 150/per day
All such expenses to be incurred with the prior approval of General Manager(IT)
5.5 Instructions to Bidders For E-Tendering
These conditions will over-rule the conditions stated in the tender documents, wherever relevant
and applicable.
1. Registration of bidders on E-tendering Portal:- All the Bidders intending to participate in
the tenders processed online, are required to get registered on the Electronic Tendering
System on the Portal https://etenders.hry.nic.in.
2. Obtaining a Digital Certificate:
2.1 The Bids submitted online are required to be signed electronically with a Digital
Certificate to establish the identity of the bidder online. These Digital Certificates
are issued by an Approved Certifying Authority, by the Controller of Certifying
Authorities, Government of India.
2.2 In case of online tendering, if the digital certificate issued to the authorized user of
a firm is used for signing and submitting a bid, it will be considered equivalent to a
no objection certificate/power of attorney /lawful authorization to that User. The
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firm has to authorize a specific individual through an authorization certificate
signed by all partners to use the digital certificate as per Indian Information
Technology Act 2000.Unless the certificates are revoked, it will be assumed to
represent adequate authority of the user to bid on behalf of the firm in HSVP
tenders as per Information Technology Act 2000. The digital signature of this
authorized user will be binding on the firm.
2.3 In case of any change in the authorization, it shall be the responsibility of
management / partners of the firm to inform the certifying authority about the
change and to obtain the digital signatures of the new person / 30 user on behalf of
the firm / company. The procedure for application of a digital certificate however
will remain the same for the new user.
2.4 The same procedure holds true for the authorized users in a private/Public limited
company. In this case, the authorization certificate will have to be signed by the
directors of the company.
3. Set up of machine:
In order to operate on the electronic tender management system, the user’s machine is
required to be set up. A help file on setting up of the system can be downloaded from the
home page of the website www.etenders.hry.nic.in or may contact on following:-Tel: 0172-
2707732, 2700275, 1800 3070 2232, 0172-2569504Mobile: +91-7878007972 and +91-
7878007973
4. Download of Tender Documents:
The tender documents can be downloaded by the registered user from the Electronic
Tendering System through the Portal https://etenders.hry.nic.in.
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5. Key Dates:
The bidders are strictly advised to follow dates and times as indicated in the Notice
Inviting Tenders. The date and time will be binding on all bidders. All online activities are
time tracked and the system enforces time locks that ensure that no activity or transaction
can take place outside the start and end dates and the time of the stage as defined in the
Notice Inviting Tenders.
6. Submission of actual online bids:
Bidders have to submit their bids online and upload the relevant documents. The process is
required to be completed within the date and time as stated in the Notice Inviting Tenders
(Key Dates). The electronic bids of only those bidders who have submitted their bid within
the stipulated time, as per the tender time schedule (Key Dates), will be accepted by the
system. A bidder who does not submit his bid within the stipulated time will not be
allowed to submit his bid by the E-Tendering System. Note: - Bidders participating in e-
tendering shall check the validity of his/her Digital Signature Certificate before bidding in
the Tenders floated online at e-tendering website https://etenders.hry.nic.in.
5.6 Submission of Bids All the bidders intending to participate in the tender’s process online are required to get
registered on the centralized e-Procurement Portal i.e.etenders.hry.nic.in
6. GENERALINSTRUCTIONS TO BIDDERS
6.1 General Conditions a) HSVP will take Facility Management services from the selected vendor.
b) Selected vendor has to provide service/support on HSVP locations as per scope given in
the RFP.
c) Resources supplied by selected vendor should remain present in HSVP premises. Any
replacement in the manpower should be done with the prior consent of HSVP. A panel of
names to be provided for the replacement of the staff. Reliving of the staff to be done after
minimum overlap of at least one month and proper knowledge transfer to the satisfaction
of HSVP. The employee has to give 3 months for relinquishing the job
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d) The selected vendor has to maintain confidentiality about all the applications, database and
network set up of the HSVP and should not divulge it to any person/ organization not
related to the HSVP. In this regard, the short listed vendor will be required to execute
confidentiality cum non-disclosure agreement with the HSVP. Non-disclosure agreement
needs to be signed to this effect.
No Holidays except Sundays will be allowed.
No outsourcing will be allowed.
e) Program Management and Escalation Matrix including the Contact No. (Mobile), email
address of CEO of the organisation to be included in the proposal.
f) The successful bidder should provide the onsite services within 30 days from the issuance
of LOI.
g) The successful bidder shall provide a dedicated project manager for coordinating the
activities with HSVP and resources deployed.
h) It will be the responsibility of the successful bidder to deposit all statutory dues of the
employees as provided under the contract with the respective Govt. Organization and a
certificate to this effect be submitted along with the monthly bills
i) The manpower offered shall be best in their technical skills and the remuneration offered
shall be competent as per IT industry standards.
j) The successful bidder will have to present three resumes for each category of resource and
the client reserve the right to select or reject the resource every time the category falls
vacant.
k) COMPLIANCE OF LABOUR AND OTHER LAWS: Successful bidder shall comply
with all the statutory requirements as are applicable from time to time and shall be solely
responsible for fulfillment of all legal obligations under various statutes including Contract
Labor (Regulation and Abolition) Act, Minimum Wages Act, Workmen Compensation
Act, EPF & Miscellaneous Provisions Act, Shop and Establishment Act etc. The Agency
shall keep HSVP indemnified against any dues/compensation or any other liability of any
nature whatsoever due to non-fulfillment of any of the statutory provision under any
statute/byelaws/ notification etc. including industrial laws. HSVP shall have full right to
recover any claim and liability incurred towards payment of any dues, compensation or
Request for Proposal for IT Facility Management Services – HSVP 2019
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cost from contractor and deduct it from his outstanding subsequent bills/Performance
Bank Guarantee.
l) Successful bidder shall maintain register of personnel employed, muster roll, salary
register, deduction register etc. HSVP or its nominees shall be authorized to inspect them
whenever required.
m) INSURANCE & OTHER LIABILITIES: The contractor shall obtain & submit to
HSVP, appropriate Insurance Policy for the personnel deployed under the contract to
cover the risk of damage, accident/death including third party liabilities before start of
providing services.
6.2 Period of Contract
The contract will be valid for one year from the date of agreement. If, during the review, the
performance of the Resources and Bidders response to HSVP requirement are not found up to the
mark then HSVP has the discretion to cancel the contract by invoking the performance Bank
guarantee. The number of resources, period of engagement maybe increased or decreased
depending upon the requirement.
6.3Penalty Clause
Deployment SLA / Penalty: If the successful bidder fails to deploy the resources as per the terms
within 30 days from the signing of Letter of Intent, a penalty of Rs. 2000/- per day per resource
will be levied on the bidder.
If the successful bidder is not able to deploy any additional resources requested by HSVP within
15 working days from the day of request, a penalty of Rs. 1500/- per day per resource will be
levied on the bidder.
Operational SLA / Penalty: HSVP must have prior information of leave that a resource is
planning. 10 Leaves will be allowed in a year and apart from the above, penalty of Rs. 500/- per
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day per resource will be deducted. Any leaves without prior intimation will attract Rs. 1500/- per
day per resource.
Additionally, if the aggregated penalty on the bidder for any given month exceeds Rs. 20,000/-,
the bidder will be penalized an additional Rs.2000/- for each multiple of 20,000.
6.4Cost of Bidding
The bidder shall bear all the costs associated with the preparation and submission of bid and
HSVP will in no case be responsible or liable for these costs regardless of the conduct or outcome
of the bidding process.
6.5Bidding Document
The bidder is expected to examine all instructions, forms, terms & conditions and technical
specifications in the Bidding Document. Submission of a bid not responsive to the Bidding
Document in every respect will be at the bidder’s risk and may result in the rejection of its bid
without any further reference to the bidder.
6.6Amendments to Bidding Documents
At any time prior to the last Date and Time for submission of bids, the HSVP may, for any reason,
modify the Bidding Document by amendments at the sole discretion of the HSVP. All
amendments will be updated on the HSVP website with appropriate markings. The amendments
may also be delivered by hand / courier or through e-mail to all bidders, who have received the
bidding document. For this purpose, bidders must provide name of the contact person, mailing
address, telephone number and FAX numbers on the covering letter sent along with the bids. All
clarifications will be hosted on HSVP website.
6.7 Period of Validity
Bids shall remain valid for 180 days from the date of bid opening prescribed by the HSVP. A bid
valid for shorter period shall be rejected by the HSVP as non-responsive.
6.8Bid Currency
Prices shall be expressed in Indian Rupees only.
Request for Proposal for IT Facility Management Services – HSVP 2019
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6.9 Risk & Cost
If the successful bidder fails to execute the contract up to the satisfaction of HSVP, as laid down
in this contract, HSVP shall be entitled to get the job executed engaging any other on the account
and at the risk of the successful bidder or to cancel the contract and the successful bidder shall be
liable to compensate for any loss/damage which HSVP may sustain by reason of such failure on
their part.
6.10 Termination of contract HSVP reserves the right to terminate the contract either in part or full due to reasons of non-
compliance of stipulated activities for different clauses under this contract. In such an event,
HSVP shall give the bidder Thirty (30) day’s notice in written of his decision to do so.
6.10.1 Conflict of Interest
The selected bidder shall not receive any remuneration in connection with the assignment
except as provided in the Contract. The team deployed by the agency shall not engage in
activities that conflict with the interest of HSVP under this Contract and shall be excluded from
downstream supply of goods or construction of works or purchase of any asset or provision of
any other service related to the assignment other than a continuation of the Services under the
ongoing contract. It should be the requirement of the assigned works that the agency should
provide professional, objective and impartial advice and at all times hold the HSVP interests
paramount, and that in providing advice they avoid conflicts with other assignments and their
own corporate interests.
6.10.2 Limitation of Liability
In no event shall either party be liable for consequential, incidental, indirect, or punitive loss,
damage or expenses (including lost profits). The selected bidder shall not be liable to the other
hereunder or in relation hereto (whether in contract, tort, strict liability or otherwise) for more
than the value of the fees to be paid (including any amounts invoiced but not yet paid) under
this Agreement.
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7. Resource Requirements
S.No Profile Profile
1. System
Administrator
BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with
first Division and min 5 Years of post-qualification experience as
System Administrator in a Govt./Semi Govt./Ltd Organization.
2. Database
Administrator
BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with
first Division and min5 Years of post-qualification experience as DBA
in a Govt. /Semi. Govt./ Ltd. Organization.
3. Network
Administrator
BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with
first division and min 5Years of post-qualification experience in
managing a network of systems in Govt./ Semi Govt./ Ltd Organisation.
4. System Officer BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with
first division and min 2 Years of experience in Govt. /Semi Govt.
/Ltd .Organization.
5. Network
Engineer
BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with 1
year relevant experience in managing LAN/WAN and windows system
troubleshooting. Preference will be given to persons with certified
course like MCSE, CCNA
S. No. Position No of Resources
1. System Administrator 1
2. Database Administrator 1
3. Network Administrator 1
4. System Officer 7
5. Network Engineer 13
Total 23
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8. Opening &Evaluation Process 8.1 Clarification of Bids
All replies to the clarifications will be hosed on HSVP website www.hsvphry.org.in and
https://etenders.hry.nic.in
HSVP shall constitute a Bid Evaluation Committee to evaluate the responses of the Bidders.
The Evaluation Committee constituted by HSVP shall evaluate the responses to the RFP and all
supporting documents /documentary evidence. Inability to submit requisite supporting
documents / documentary evidence, may lead to rejection.
The decision of the Evaluation Committee in the evaluation of bids shall be final. No
correspondence will be entertained outside the process of evaluation with the Committee. The
Evaluation Committee may ask for meetings with the Bidders to seek clarifications or
conformations on their proposal if need arise.
The Evaluation Committee reserves the right to reject any or all proposals at any stage of the
evaluation process. Each of the responses shall be evaluated as per the criteria and requirements
specified in this RFP.
The steps for evaluation are as follows:
Step 1: Technical Evaluation
a) The EMD envelope shall be opened.
b) For the bids in which the contents of the EMD envelope are found as per requirements, the
Technical Bid shall be opened.
c) The technical bids shall be reviewed to determine whether the bids are substantially
responsive. A bid shall be considered responsive only if it satisfies all the requirements laid
down in this RFP and provides relevant information in the respective formats specified in
the RFP. Bids which are not substantially responsive are liable to be disqualified at HSVP’s
discretion.
d) The technical proposal of the responsive bids shall be evaluated and marked against the
Technical Evaluation Criteria mentioned in Section 6.1 of this document.
e) The bidders shall be required to deliver a presentation on their detailed approach and
methodology for the proposed engagement. Marks shall be allotted on the basis of criteria
specified in in Section 6.1 of this document.
f) Marks awarded to each bid in the previous two steps shall be added to form the technical
score (ST) of the respective bid. The bids with overall technical score of at least 80 marks
shall qualify for the commercial evaluation stage.
Step 2: Commercial Evaluation
a) All technically qualified bids shall be notified to participate in the commercial bid opening
process.
Request for Proposal for IT Facility Management Services – HSVP 2019
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b) The commercial bids of all technically qualified bidders shall be opened on the notified date
and shall be reviewed to determine whether the bids are substantially responsive and
unconditional.
c) The lowest financial proposal (FM) will be given a financial score (SF) of 100 points. The
financial scores of other proposals will be computed as follows:
SF = 100 x FM/F (F = amount of Financial Proposal of the applicant)
8.2Technical Evaluation Criteria The detailed breakup of marks for evaluation of technical bids submitted by the bidders is
defined in the table presented below. A bidder must score a minimum of 80 marks to
qualify for Commercial Evaluation.
Sno Parameter Criteria Max
Marks
Evidence
1 Bidder must have average
annual turnover of at least
INR 10Crores during the
last three years from IT
enabled services excluding
hardware sales
• Avg Turnover >= INR 10
Crores – 5 Marks
• Avg Turnover >= INR
12Crores – 7 Marks
• Avg Turnover >= INR 15
Crores – 10 Marks
10 Audited financial
statements for the last three
financial years from
Statutory Auditor/
Chartered Accountant
2 The Bidder must have
experience in providing IT
facility management
services/ for at least 3
projects with value of 20
Lakhs each in the last 3
financial years
• No of projects =1
5 Marks
• No of projects =2
7 Marks
• No of projects =3
10 Marks
10 Work Orders/ Completion
Certificates issued from the
client.
3
The Bidder must have at
least 50 technically
qualified persons holding
BE/B.Tech (ECE/IT/CSE)
degree as per requirement
of roles provided in RFP
from last 2 years on roles
with organisation.
• Total Qualified persons 50 –
7 Marks
• Total Qualified persons
51-75 –10 Marks
• Total Qualified persons
76- 100 –15 Mark
15
HR head letter stating
complete list and
qualification
5 CVs of key personnel
System Administrator
(10 Marks):
• = 5 -7 years’ experience as
System Administrator
40
Curriculum Vitae of the key
personnel as per
Annexure-B
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– 5 Marks
>= 7 years’ experience as
System Administrator - 7
Marks
Certification in system
administration(MCSA/MCSE/
other equivalent)-3 Marks
Database Administrator
(10 Marks):
• = 5 -7 years’ experience as
Database Administrator
– 5 Marks
>= 7 years’ experience as
database - 7 Marks
Certification in database
administration
(MCSA/MCSE/ other
equivalent)-3 Marks
Network Administrator
(10 Marks):
• = 5 -7 years’ experience as
System Administrator
– 5 Marks
>= 7 years’ experience as
System Administrator - 7
Marks
Certification in Network
administration(CCNP/other
equivalent) -3 Marks
System Officer
(5 Marks):
• = 2 years’ experience as
System Officer
– 2 Marks
>2 years’ experience as
System Officer – 5 Marks
Request for Proposal for IT Facility Management Services – HSVP 2019
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Network Engineer
(5 Marks):
• = 1-2 years’ experience in
Network support projects
– 2 Marks
>2 years’ experience in
Network support projects
– 5 Marks
5 Presentation & Interview
Presentation and interview
25
Presentation on approach
and methodology with
prior experience.
Interview is required for
Network, Database and
system administrator
8.3Final Evaluation Bids will finally be ranked according to their combined technical (ST) and financial (SF)
scores as follows:
S = ST x 0.80 + SF x 0.20
Where S is the combined score.
The Selected Bidder shall be the First Ranked Bidder (having the highest combined score).
The Next Ranked Bidder shall be kept in reserve and maybe invited for negotiations in case
the selected Bidder withdraws, or fails to comply with the requirements specified in this
document.
8.4Contacting HSVP
Any effort by bidder to influence the HSVP in the bid evaluation, bid comparison or contract
award decision may result in the rejection of the Bidder’s bid. HSVP's decision will be final and
without prejudice and will be binding on all parties.
8.5HSVP'S Right to Accept or Reject Any Bid or All Bids
The HSVP reserves the right to accept or reject any bid as well as scrap bidding 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 ground
for the HSVP's action.
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8.6Signing Of Contract
a. The successful bidder will be issued letter of intent and the successful bidder will have to
sign the agreement with HSVP within 15 days.
b. The successful bidder has to submit 20% Performance Bank Guarantee of order value
within15 days from the issuance of letter of intent with a validity of 3 months more than
the expiry of the contract.
9.Dispute Resolution
a)Amicable Settlement
The parties shall use their best efforts to settle amicably all disputes arising out of or in
connection with this Agreement or the interpretation thereof. In the event a dispute,
differences or claim arises in connection with the interpretation or implementation of this
agreement, the aggrieved party shall issue a written notice setting out the
Dispute/differences or claim to the other party, parties shall first attempt to resolve such
dispute through mutual consultation. If the dispute is not resolved as aforesaid within 15
days from the date of receipt of written notice, the matter will be referred to HSPV, which
shall take decision within 30 days after such reference. If the dispute is still not resolved the
matter will be referred for Arbitration.
b)Arbitration
In case the dispute is not resolved, any party may issue a notice of reference, invoking
resolution of disputes through arbitration in accordance with the provisions of the
Arbitration Conciliation Act, 1996. The arbitral proceedings shall be conducted by a sole
arbitrator that may be appointed with the consent of Parties to such dispute. If there is no
agreement among the parties to the identity or appointment of such sole arbitrator within 30
days of issue of notice of reference, then the arbitral proceedings will be conducted by a
panel of three arbitrators, one arbitrator to be appointed by HSPV and other appointed by
the vendor and the third arbitrator to be mutually appointed by the other two arbitrators in
accordance with provisions of Arbitration and Conciliation Act, 1996. Arbitration
proceedings shall be/ conducted in and the award shall be made in English language.
Arbitration proceedings shall be conducted at Chandigarh.
Request for Proposal for IT Facility Management Services – HSVP 2019
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Annexure A
Part- I
Letter to be submitted by bidder along with bid documents
To
The General Manager
IT Wing, Haryana Urban Development Authority,
C-3, Sector – 6,
Panchkula.
Sir
Reg: Our bid for IT Facility Management Services
We submit our proposal in response toTender No. GMIT/HSVP/2019/ 148819, Dated:19-08-2019
herewith.
We confirm that, all the details mentioned in the proposal are true and correct and if the HSVP
observes any misrepresentation of facts on any matter at any stage of evaluation, the HSVP has
the right to reject the proposal and disqualify us from the process.
We hereby acknowledge and unconditionally accept that the HSVP can at its absolute discretion
apply whatever criteria it deems appropriate, not just limiting to those criteria set out in the RFP
document, in short listing of vendors for providing Resources.
We also acknowledge the information that this bid is valid for a period of 180 days from the date
of submission of bid.
If our Bid for the above job is accepted, we undertake to enter into and execute at our cost, when
called upon by the HSVP to do so, a contract in the prescribed form. Unless and until a formal
contract is prepared and executed, this bid together with your written acceptance thereof shall
constitute a binding contract between us.
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We understand that if our Bid is accepted, we are to be jointly and severally responsible for the
due performance of the contract.
We understand and agree that you are not bound to accept the lowest or any bid received by you,
and you may reject all or any bid; you may accept or entrust the entire work to one vendor or
divide the work to more than one vendor without assigning any reason or giving any explanation
whatsoever.
We understand that the names of short listed bidders after the completion of first stage (Technical
Bid) and the name of the successful bidder to whom the contract is finally awarded after the
completion of the second stage (Commercial Bid), shall be communicated to the bidders either
over phone/e-mail/letter.
Dated at ______ / ______ day of _______ 20__.
Yours faithfully,
For ______________________________________
Signature ________________________________
Name ____________________________________
Address __________________________________
__________________________________
___________________________________
(Authorized Signatory)
Request for Proposal for IT Facility Management Services – HSVP 2019
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Part II
Service Information
We confirm that, all the details mentioned above are true and correct and if the HSVP observes
any misrepresentation of facts on any matter at any stage of evaluation, the HSVP has the right to
reject the proposal and disqualify us from the process.
We hereby acknowledge and unconditionally accept that the HSVP can at its absolute discretion
apply whatever criteria it deems appropriate, not just limiting to those criteria set out in the RFP
document, in short listing of vendors for providing software solution.
We also acknowledge the information that this bid is valid for a period of 180 days from the date
of submission of bid.
SIGNATURE OF VENDOR WITH SEAL
NAME OF THE AUTHORISED SIGNATORY
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Part III
Pré-Qualification Compliance Matrix:
S.No. Eligibility Criteria Supporting Documents Attached at Page
No.
1. The bidder should have been
in existence in India for the
last 3 years.
Certificate of Registration and
Memorandum of Association
2. The bidder should have a
registered office in
Chandigarh / Panchkula /
Mohali / NCR or submit an
undertaking that the company
will open the office in
Chandigarh/ Panchkula
within one month of award of
contract
Valid Address Proof (Landline/
Mobile Phone bill, Income Tax
receipt, etc.)
3. Average annual turnover of
the company from IT related
service should be more than
50 Crores in last three
financial years
Certificate from CA or Audited
P&L Account and Balance Sheet
for the same years and IT
clearance certificate
4. The bidder should be a
profitable entity for the last
three financial years.
Certificate from CA or Audited
P&L Account and Balance Sheet
for the same years and IT
clearance certificate
5. The bidder must have
provided in last three
financial years (2016-17,
2017-18, 2018-19) IT facility
Management (ITFM)/ Data
Satisfactory Services Certificate to
be attached (Should be current and
valid).
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Center Management
(DCM)services for at least
three projects with a value
more than Rs Fifty Lacs
(each)
6. The company must have at
least 100 technically qualified
B.E/ B.Tech(Com.Sc / IT /
Electronics and
communication)/ MCA
(regular degree) persons on
regular payroll on the date of
submitting the bid.
List of employees along with
qualifications and certificate from
Head of HR of the bidder
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Part IV
Profile Requirement
S.No Profile Profile
6. System
Administrator
BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with
first Division and min 5Years of post-qualification experience as System
Administrator in a Govt./Semi Govt./Ltd Organization.
7. Database
Administrator
BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with
first Division and min5 Years of post-qualification experience as DBA
in a Govt. /Semi. Govt./ Ltd. Organization.
8. Network
Administrator
BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with
first division and min 5Years of post-qualification experience in
managing a network of systems in Govt./ Semi Govt./ Ltd Organisation.
9. System Officer BE/B.tech(Com .Sc./IT/Electronics and communication)/MCA with first
division and min 2 Years of software development experience in Govt.
/Semi Govt. /Ltd .Organization.
10. Network
Engineer
BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with 1
year relevant experience in managing LAN/WAN and windows system
troubleshooting. Preference will be given to persons with certified
course like MCSE, CCNA
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Annexure B
Commercial Bid Format
Note: Successful bidder will be selected on the basis of Quality and Cost Based
Selection QCBS(80:20).
The commercial bid should be submitted through online mode only.
S.
No.
Profile No of Units
(A)
Unit Rate
per month
INR
(excluding
applicable
Tax)
(B)
Total Monthly
Cost INR
(excluding
applicable
Tax)
(A) X (B)
1. System Administrator 1
2. Database Administrator 1
3. Network Administrator 1
4. System Officer 7
5. Network Engineer 13
Total(T)
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Letter for No Blacklisting
Declaration regarding bidder has not been blacklisted
(On Bidder’s Letterhead)
The Chief Administrator
Haryana Shehri Vikas Pradhikaran
C-3, Sector 6, Panchkula
Haryana
Subject: Self Declaration of not been blacklisted in response to Selection of Implementation
Partner for IT Facility Management Services
Dear Sir,
We confirm that our company, ______ is not blacklisted in any manner whatsoever by any of
the state and/or central government in India on any ground including but not limited to
indulgence in corrupt practice, fraudulent practice, coercive practice, undesirable practice or
restrictive practice.
Yours faithfully,
(Signature of the Authorized signatory)
(Name and designation of the Authorized
signatory)
Name and seal of Bidder
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Financial Capacity of the Bidder
Financial Capacity of the Bidder
Bidder’s Name: _________________________
Particulars Rupees in Crores
FY 2016 – 17 FY 2017 – 18 FY 2018 – 19
Annual Turnover
Net Profit
This is to certify that the above information has been examined by us on the basis of relevant
documents & other relevant information and the information submitted above is as per record and
as per details annexed.
Signature, Address, Seal & Membership No. of Chartered Accountant
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Curriculum Vitae of Proposed Team The Curriculum vitae of the proposed team shall be provided in the following format:
1 Proposed Position
2 Name of the Resource
3 Number of Years with
current organization
4 Total Years of Experience
5 Education Details
Degree Obtained Name of Institute Year of award Aggregate
Percentage
6 Employment Details
Name of Organisation From (MM/YYYY) To
(MM/YYYY)
Designation
7 Professional Experience relevant to current project
From (MM/YYYY) To (MM/YYYY) Company/project experience details
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly
describes myself, my qualifications, and my experience. I understand that any wilful
misstatement described herein may lead to my disqualification or dismissal, if engaged.
Full name & signature of the proposed
resource
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