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BID NOTICE NAME OF WORK: RFP FOR SELECTION OF PROJECT MANAGEMENT CONSULTANT (PMC) FOR DIGITAL
TRUNKED RADIO SYSTEM (DTRS) PROJECT OF GUJARAT POLICE, HOME DEPARTMENT.
RFP No. GIL/HD/ GP/DTRS ‐ PMC/2016 DATE: 03/03/2016
Client: Gujarat Informatics Limited Pre Bid Meeting to be held on: 18/03/2016 at 1500 hrs.
Last Date of Bid Submission : 05/04/2016 up to 1500 hrs.
EMD & Bid Processing fees submitted at:
Gujarat Informatics Limited,
Block no. 1, 8th floor,
Udyog Bhavan, Sector‐11,
Gandhinagar‐382010
Bid Opening Date, Time & Venue:
Date : 05/04/2016 at 1700 hrs.
Venue : Block no. 1, 8th floor,
Udyog Bhavan, Sector‐11,
Gandhinagar‐382010,
Bidding Agency Address:
Gujarat Informatics Limited
Block no. 1, 8th floor,
Udyog Bhavan, Gandhinagar‐382010
Phone :23256022 fax: 23238925
NOTE: Please address all queries and correspondence to:
DGM (Tech)
Gujarat Informatics Limited, 8th Floor, Block No.1, Udyog Bhavan,
Gandhinagar 382010, Phone:(079)‐23256022
E‐mail: [email protected]
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Invitation for the RFP
1 GIL ‐ Gujarat Informatics limited (A Government of Gujarat Company) invites Bids from the organizations for “Selection of Project Management Consultant (PMC) Firm for Digital Trunked Radio System (DTRS) Project of Gujarat Police (GP), Home Department (HD), Government of Gujarat (GoG)” intends to select the Consulting firm by inviting the proposals through Open Tender Process.
2 GIL invites proposals from the consulting firms in consortium with individual / agencies / institutes having domain expertise for carrying out specialized activities mentioned in this RFP & to provide the consulting services as per the Scope of Work and Terms & Conditions mentioned in this RFP.
3 Interested companies may download the soft copy of RFP document from the website www.gil.gujarat.gov.in as well as https://gil.nprocure.com. In case of any clarifications required, please contact DGM (Tech), GIL in writing 2 (two) days before the Pre‐Bid meeting date.
4 This RFP is being offered only to those agencies / companies meeting the requirements of requisite skills and expertise in the above mentioned areas for providing project management services. Such agencies/companies should also provide resources/manpower meeting the requisite qualifications and experiences required for the project.
5 Interested agencies are advised to study this RFP document carefully before submitting their proposals in response to the RFP Notice. Submission of a proposal in response to this notice shall be deemed to have been made after careful study and examination of this document with full understanding of its terms, conditions and implications.
6 Interested and eligible Bidders are required to upload the Technical in technical bid section & Commercial Bid in commercial bid section. The Technical & Commercial Bids should be accompanied by a bid security & bid processing fees (non‐refundable) as specified in this Bid Document. The Technical & Commercial Bid must be uploaded to https://gil.nprocure.com & the Bid Security and bid processing fees must be delivered to the office of Gujarat Informatics Ltd on or before the last date and time of submission of the bid.
7 The stage containing the eligibility criteria and the Bid Security & bid processing fees will be opened on the specified date & time in presence of the Bidders or their authorized representative who choose to attend. In the event of the date specified for bid receipt and opening being declared as a holiday for the office of Gujarat Informatics Ltd the due date for submission and opening of bids will be the following working day at the appointed times.
8 Any subsequent corrigenda / clarifications will be made available on http://gil.gujarat.gov.in & https://gil.nprocure.com. The Selection process of consulting firm will be a three stage process comprising of ‐ Pre‐qualification, Technical qualification and Commercial. The Selection of consulting Agencies/Companies would be done under Quality and Cost Based Selection (QCBS) method and procedures described in this RFP.
Bidders who wish to participate in this bid will have to register on https://gil.nprocure.com. Further bidders who wish to participate in online bids will have to procure Digital Certificate as per Information Technology Act 2000 using which they can sign their electronic bids. Bidders can procure the same from (n) code solutions – a division of GNFC Ltd., or any other agency licensed by Controller of Certifying Authority, Govt. of India. Bidders who already have a valid Digital Certificate need not procure a new Digital Certificate. Please spell out any unavoidable deviations, Clause/ Article‐wise in your bid under the heading
Deviations. Once quoted, the bidder shall not make any subsequent price changes, whether resulting or
arising out of any technical/commercial clarifications sought regarding the bid, even if any
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deviation or exclusion may be specifically stated in the bid. Such price changes shall render the bid liable for rejection.
Bidder shall quote the prices of services as mentioned valid for the period mentioned in this RFP In addition to this RFP, the following sections attached are part of Bid Documents.
Section – 1 Project Profile
Section – 2 Scope of Work
Section – 3 Instructions to Bidders
Section – 4 Price Bid
Section – 5 Formats
Instruction to the bidders for bid submission:
Technical Bid should include a presentation covering key points such as understanding of project, approach and methodology of project execution, Manpower deployment plan, etc.
Bidder shall submit their bids online on www.gil.nprocure.com in THREE SEPARATE SECTIONS i.e. Preliminary, Technical, Commercial.
SECTION‐I: Preliminary Stage – Bid Processing Fees & Bid Security in a separate sealed
envelope super scribed with the bid document number. SECTION‐II: Technical Stage details as offered as part of technical solution. Note: Filling up prices in Part II will render the bidder disqualified. SECTION‐III: Commercial Stage
The Bidder’s are requested to upload relevant supporting documents on www.gil.nprocure.com in the relevant sections of the RFP. Bidders are required to sign all the pages of bid document.
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Bids are invited from consulting firms in consortium with individual / agencies / institutes having domain expertise for carrying out specialized activities mentioned in this RFP. The pre‐qualification bid would be evaluated to assess their compliance to the following pre‐qualification criteria. Bidders failing to meet these criteria or not submitting requisite proof for supporting pre‐qualification criteria are liable to be rejected at the Pre‐Qualification proposal level.
Sr.
No. Criterion
Supporting Documents to be
submitted
1 The responding Company/ agency
(a) Should have submitted Bid Processing fees of Rs.
5000 (Rupees Five Thousand only) in the form of
Demand draft in favor of “Gujarat Informatics
Limited” payable at Gandhinagar / Ahmedabad.
(b) Should have submitted a Earnest Money Deposit of
Rs. 2,00,000 (Rs. Two Lakhs only) in the form of
Demand draft / Bank Guarantee in favor of “Gujarat
Informatics Limited” payable at Gandhinagar
/Ahmedabad.
Proof of payment Demand Draft for
Bid Processing fees & Demand Draft /
Bank Guarantee Earnest Money
Deposit
2 The bidder should be a company registered under the
Companies Act, 1956 since last 5 years as on 31st
March 2015.
Certificate of incorporation and Service
Tax Registration Certificate
3 The bidder should have been in the Consulting
business for at least 5 years as of 31st March 2015
Memorandum & Articles of
Association should be attached, and
Work orders confirming year and Area
of activity
4 The bidder should have a turnover of at least Rs 100
Crores from consulting operations in India and annual
turnover of at least Rs 10 crores from IT
advisory/consulting services in each of the last 3
financial years, as revealed in Annual Financial
Statements reported in India in each of the last 3
financial years (2012‐13, 2013‐14, 2014‐15).
Copy of the audited profit and loss
account/ balance sheet/ annual report
of the last three financial years.
Statutory auditor’s / CA’s certificate for
turn over from consulting operations
in India & turnover from IT advisory/
consulting services for the last three
financial years.
5 The company should be listed in featuring in the top two segments i.e. ‘Leaders & Major Players’ of latest IDC Marketscape report for Business Consulting Services.
Copy of Latest IDC Report should be
submitted by the Bidder
6 The Bidder / consortium member should have
provided its consultancy services for at least three
Radio Communication project involving Radio
frequency Coverage Planning, Network & system
architecture designing, Implementation, Acceptance
of the systems, of the value of at least Rs. 50 Lakhs
Copies of Work Order/ Signed Contract
/ Client Letter/ Job Completion
certificate
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Sr.
No. Criterion
Supporting Documents to be
submitted
each as consultant during the last three years.
7 The bidder must have on its rolls consulting staff of ‐
a. At least 100 technically qualified personnel in the
area of consulting services for IT Audit / Data
Center audit / IT infrastructure SLA Audit &
Monitoring of IT related projects including
eGovernance, Program / Project Management, IT
infrastructure, IT security and IT procurement
and who possess relevant degrees/credentials
with prior experience in providing the above
consultancy services as on the date of this RFP
b. At‐least 10 (Ten) resources with valid
certification of BS 7799 / ISO 27001 lead auditor
or Lead implementer as on the date of this RFP
c. At‐least 10 (Ten) resources with valid
certification of CISA / CISSP / ITIL as on the date
of this RFP
a. Certificate from Head (HR) or
company secretary for number of
technically qualified professionals
employed by the company and
appropriate supporting
undertakings along with PF
numbers & tenure with the
organization.
b. Name of Employees with copies of
valid certifications which are BS
7799 / ISO 27001 lead auditor or
Lead implementer certified to be
provided
c. Name of Employees with copies of
valid certifications which are CISA
/ CISSP / ITIL lead auditor or Lead
implementer certified to be
provided
8 The bidder shall not be blacklisted by any Central /
State Government (Central/State Government and
Public Sector)) or under a declaration of ineligibility
for corrupt or fraudulent practices.
A self certified letter by the designated
official of the responding Company
Agencies / Companies should clearly indicate, giving explicit supporting documentary evidence, with respect to the above, in absence of which their proposals will be rejected summarily at the qualification stage itself. Bidders shall submit the supporting documents at mentioned above & upload the same while submitting the bids online.
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IMPORTANT DATES
RFP FOR SELECTION OF PROJECT MANAGEMENT CONSULTANT FIRM FOR DIGITAL TRUNKED RADIO SYSTEM (DTRS) PROJECT OF GUJARAT POLICE, HOME DEPARTMENT, GOVERNMENT OF GUJARAT
1. Contract Period 18 Months
2. Delivery Services to be offered as per schedule from the date of the Acceptance of LoI/ PO.
3. Pre‐bid Meeting Date & Time 18/03/2016 at 1500 Hrs
4. Bid Due date 05/04/2016 up to 1500 Hrs
5. Date of Opening of bids 05/04/2016 at 1700 Hrs
6. Date & Time of opening of Commercial stage
Will be intimated to the qualified bidders at a later date.
7. Venue of opening of Technical & Commercial Bid/s
Gujarat Informatics Limited,
Block No. 1, 8th Floor, Udyog Bhavan, Gandhinagar‐
382010
8. Bid Processing Fees (Non‐refundable)
Rs. 5000/‐
9. Bid security (EMD) Rs. 200,000/‐
10. GIL Contact person DGM (Technical), Gujarat Informatics Limited
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SECTION: 1
Project Background
Gujarat Police, Home Department proposes to upgrade their present Analog communication System.
The purpose is to set up an effective and efficient state‐of‐the‐art communication network based on
Digital Trunked Radio System (DTRS) for Gujarat Police, Home Department in a phased manner.
Home Department, Government of Gujarat through Gujarat Police is planning to implement state wide
Digital Communication Network for secured Voice and Data communications for fixed and mobile
services. “Police” and “law and order” is a State subject and it is primarily the responsibility of the State
Governments to modernize and adequately equip their police forces for meeting the challenges to law
and order and internal security. Home Department, Government of Gujarat has decided to implement
Digital Radio Trunking System (DRTS) in the entire State of Gujarat & initially it has been decided to
implement DRTS in the jurisdiction of following:
a. Ahmedabad city, Ahmedabad Rural, Gandhinagar District,
b. Vadodara City, Vadodara Rural, Chota Udepur,
c. Surat City, Surat Rural, Tapi,
d. Rajkot City, Rajkot Rural, Morbi,
Gujarat Informatics Limited (GIL) has been mandated by Home Department (HD), Government of
Gujarat (GoG) to provide consultancy services for Implementation of Digital Trunked Radio System
(DTRS). Hence, bids are invited from Consulting firms to assist GIL in preparation of Request for
Proposal (RFP) & Bid process management for Selection of System Integrator (SI) for implementation of
Digital Trunked Radio System (DTRS) for Gujarat Police, Home Department, Government of Gujarat.
GIL invites Consultancy firm having experience in the field of Digital Trunked Radio System (DTRS)
technologies to assist GIL in planning, designing, implementation & acceptance of Digitally Trunked
Radio System in the State of Gujarat in a Phase wise manner.
The selected Consulting firm shall assist the Gujarat Informatics Limited in following distinct phases:
1. Assessment study & finalization of Infrastructural requirements
2. Selection of System Integrator
3. Implementation monitoring & Acceptance / Audit of Systems
4. Monitoring the Services of System Integrator during Operations & maintenance phase
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SECTION: 2
SCOPE OF WORK
Gujarat Police, Home Department proposes to upgrade their present Analog communication System. The purpose is to set up an effective and efficient state‐of‐the‐art communication network based on Digital Trunked Radio System (DTRS) for Gujarat Police, Home Department in a phased manner. The objective of this RFP is to select a Consulting firm/company, for providing comprehensive consultancy services to GIL for preparation of the RFP for implementation of DTRS in the entire State of Gujarat in a phased wise manner. In first phase, jurisdictions of following areas have been considered for the implementation of DTRS:
a. Ahmedabad city, Ahmedabad Rural, Gandhinagar District,
b. Vadodara City, Vadodara Rural, Chota Udepur,
c. Surat City, Surat Rural, Tapi,
d. Rajkot City, Rajkot Rural, Morbi,
In second, Phase it has been envisaged to cover remaining areas of the State of Gujarat.
The Project Management Consultant (PMC) shall be entrusted with the challenging responsibility of
guiding & assisting GIL for said activity. The team will be required to work in a dynamic environment in
which the team will identify the requirements of end users & shall be in constant interaction with GIL /
Home Department for approvals and alignment of the deliverables.
The Project Management Consultant shall guide as well as assist GIL / Gujarat Police, Home
Department in the implementation of the next generation technologies available over Digital Trunked
Radio System (DTRS) platform, which shall ensure the user experience will be better than that of which
is being currently achieved using existing analogy communications technology. Hence, PMC shall give
utmost importance to the user satisfaction level, for the services availed from the proposed systems,
while carrying out the scope of activities mentioned in this RFP.
The PMC shall assist GIL in carrying following activities:
Phase 1: Assessment study & finalization of Infrastructural requirements
1. Understand the existing communication systems available its limitations
a. Collection of the data (current infrastructure, current systems, No. of users,
geographical coverage, etc.)
b. Requirements gathering and need analysis of Users (Police Department)
c. Existing Services and Service levels, if any
2. Radio Frequency Coverage planning in terms of available spectrum frequency, current as well as
proposed user density for available DTRS technologies
3. Understand & finalize functional, technical, Sizing requirements considering current user
density as well as projected user density & its scalability aspects
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4. System Architecture design – including components like Core Switching equipments, Base
Stations, Radios, etc.
5. Identify the capacity building needs & suggest plan to train the users & operators for operating
& maintaining the proposed systems.
The Consulting firm shall provide the required support to GIL in assessment Study, preparation of
Request for Proposal (RFP) for the Selection of System Integrator (SI) for the implementation of
DTRS for Gujarat Police Home Department, Bid evaluation process & appointment of System
Integrator.
The Consulting firm shall carry out an extensive assessment of the existing communication systems
used by State Police department and shall also carry out data gathering exercise aimed at defining
the requirements of GIL / State Police department of the existing communication systems.
Based on the assessment study, a project report shall be prepared by consulting firm proposing the
best available / feasible Communication technology on Digital platform. The Report shall include
detailed requirements as well as cost estimates for proposed up‐gradation of Communication
System to a Digital Trunked Radio System (DTRS) platform.
Consulting firm shall carry out an assessment exercise to understand the existing communication
system & its infrastructure. The Consulting Firm shall closely interact with the GIL / State Police
Department and its stakeholders for understanding the existing communication systems available
& the present requirements & provide recommendations for the required up‐gradation, keeping in
mind the key issues like the availability, feasibility & cost effectiveness of the proposed system.
Assessment study shall cover following:
Collection of the data (current infrastructure, current systems, No. of users, geographical
coverage, etc.)
Requirements gathering and need analysis of Users (Police Department)
Existing Services and Service levels, if any
Overall Implementation Plan, sequencing and phasing of activities, timelines
Financial model and estimates (CAPEX & OPEX requirement) for Planned period and beyond
current Plan
Governance Structure for implementation and subsequent management of the Proposed
Solution/System
Monitoring and Evaluation Framework for the proposed solution
Consulting firm shall also give Proof of Concepts for the city specific designs of the proposed
system/ technology.
Phase 2: Selection of System Integrator
1. Preparation of Request for Proposal for implementation of Digital Trunked Radio System (DTRS)
by specifying functional, technical & sizing requirements.
2. Carryout entire bid process management ‐ Managing the Pre‐bid Conference, Issue of Pre‐bid
Clarifications, Addendum/ Corrigendum to the RFP
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3. Preparation of all documentation related to bid processing including Evaluation Templates,
evaluation and qualification reports, minutes of meetings, etc.
4. Detailed evaluation of proposals with specialized tools, software, etc.
5. Selection of System Integrator
6. Support contract / financial negotiation & finalization & prepare drafts – Work Order,
Agreement / Contract documents
Preparation of Request for Proposal (RFP): The Consulting Firm shall assist GIL in preparing RFP
document for selection of a System Integrator through a competitive bidding process, for the
proposed system/ solution in consultation with State Police, Home Department.
Based on the assessment study, the Consulting firm shall assist GIL to develop Infrastructure
requirements (at centralized & decentralized) along with its technical specifications of the
proposed Solution and Technology, qualification (eligibility/technical) criteria for bidders,
evaluation methodology, timelines for delivery/installation & implementation, service level
agreement (SLA), etc. & incorporate the same in RFP for the selection of System Integrator. The RFP
document shall address following aspects (indicative but not exhaustive):
Geographical aspects – Entire State of Gujarat
Technology overview & solution architecture
Sizing requirements – Current user density as well as projected user density & scalability
aspects
System performance parameters – Defining Services & Service Levels
Technical aspects – System architecture, No. of sites, Base station, type of Network
Infrastructure requirements for centralized, decentralized & on‐field levels
Technical Specifications of the proposed infrastructure
Network Connectivity Requirements
Design Specific Spectrum requirement of the proposed system – Different requirement for
different designs for different cities/areas, Radio Frequency (RF) & coverage planning
consideration, etc.
No. of base stations & area specific signal strength. Specific independent research for
different areas in different cities shall be carry out for arriving at optimum number of base
stations for achieving area specific desired signal strength.
Seamless roaming
Proper redundancy at various levels i.e., Switching, Base stations, network connectivity with
high availability & fault tolerant design to be planned for the proposed solution/technology.
Integration aspects of the proposed system with eGujCop, ‘108’, ‘101’, Dial 100, CSITMS etc.
& Legacy issues associated with it. Integration with existing conventional police network.
Control room integration and One‐to‐many critical data broadcasting applications.
Proposed systems & product offerings should be complied with standard certification like
Inter Operatibility (IOPs) & Inter System Interface (ISI)
Voice, data & broadband integration.
Scalability with the future evolving technologies like 4th Generation / Long Term Evolution
(LTE) / Broadband Public Protection & Disaster Relief.
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Risk factors impacting implementation of proposed solution
Phasing of the functionality/ rollout
Handholding, support and Capacity Building Requirements
Bid Process & selection of the SI: After preparing the RFP, the Consulting Firm would be required
to support GIL in managing the entire bid process for selection of the SI. An indicative list of
activities envisaged to be carried out by the Consulting Firm during the Bid Process phase is
provided below:
Assist GIL State Police, Home Department in publishing the RFP document by preparing the
content of Notice inviting tender, advertisement, etc.
Managing the Pre‐bid Conference
Issue of Pre‐bid Clarifications, Addendum/ Corrigendum to the RFP (if any)
Preparation of all documentation related to bid processing including Evaluation Templates,
evaluation and qualification reports, minutes of meetings, etc.
Preparation of the final techno‐commercial evaluation matrix, providing technical inputs in
the evaluation of techno‐commercial proposals of all the bidders as per the technical and
financial evaluation criteria, to enable final selection by the State Police, Home Department
Providing support to GIL / HD during contract negotiation with the selected SI
Providing support during contract finalization with the final selected SI
Providing support during review of implementation plan created by the SI
Phase 3: Implementation monitoring & Acceptance / Audit of Systems
1. Review deliverables of System Integrator
2. Monitor implementation
3. Carry out detailed Inspection & Acceptance Testing
a. Factory Acceptance Test & Inspection of delivered goods
b. Site Acceptance Tests
c. Final Acceptance Test
i. Radio Frequency Coverage (Using specialized tools & on field testing)
ii. Functional Testing
The above mentioned inspections & acceptance tests of the implemented systems shall be carried out
through both by specialized software tools as well as by physical / manual on field.
The PMC shall also assist GIL / Gujarat Police, Home Department, in liaising with the Department of
Telecom & other relevant Government of India departments relevant for this project, for preparation
of report as well as responses to the queries raised by such department from time to time.
Phase 4: Monitoring the Services of System Integrator during Operations & maintenance phase
PMC is required to provide monitoring services of the work being carried out by System Integrator
during the operations & maintenance phase. PMC shall deploy at‐least 4 numbers of skilled &
experienced manpower resources for providing services in following areas:
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Regular monitoring of the System Integrator’s management information system & reviewing
various reports as well as deliverables submitted by SI.
Highlight deviations/issues in the deliverables of System Integrator to concerned authority
within the specified time limits and assisting System Integrator and GIL / GP, HD in resolution of
issues
Monitor and maintain Issue Tracker and keep on updating the status of all risks and issues from
time to time
Monitoring and reviewing the performance of System Integrator & review the reports
submitted by System Integrator
Assistance in vendor management, SLA monitoring & Penalty calculation, co‐ordination with
the stakeholders, certification of payments, etc. Verification of invoices submitted by System
Integrator or any other agencies & calculate penalty, if applicable. Certify the payments
pertaining to project.
I. Project Deliverables: The following is an indicative list of deliverables for Consulting Firm assuming that the engagement starts at time T. This is an assignment based consultancy engagement & the time lines of the following milestones shall be mutually
Phase Deliverables
1 Assessment study & finalization of Infrastructural requirements
Assessment Study Report
Radio Frequency (RF) Coverage Planning report for available DTRS Technologies
Infrastructural Requirements & Proposed Systems architecture Design
2 Selection of System Integrator
Request for Proposal (RFP) for System Integrator (SI)
Pre‐bid Conference & issuance of clarifications
Bid Evaluation Report & Selection of SI
3 Implementation monitoring & Acceptance / Audit of Systems
Site Inspection as well as Acceptance report
Final Acceptance Test report
4 Monitoring Services During the operations & maintenance phase
SLA monitoring reports & Certification for payments
# Any other deliverable as required by GIL / GP, HD
Acceptance of Deliverables The acceptance of deliverables or completion of activities shall be linked to the acceptance by or satisfaction of the end‐client i.e. Gujarat Police, Home Department. The Consulting firm is expected to make revisions for all documents, deliverables, communications etc. till they are accepted by Gujarat Informatics Limited / State Police, Home Department. Time Frames
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Duration of the assignment: PMC would be initially engaged for a period of 18 months. The contract between the PMC and the GIL may be extended further, if required on mutually agreed terms & conditions. Resource Requirements The PMC would be required to deploy an appropriate Team at GIL as per the requirements specified in the RFP. During the contract period, the requirement of resources in terms of their experience & skill set shall vary depending up on the various phases mentioned in this RFP. Please note that PMC shall ensure the quality & quantity of resources to adhere the timelines as well as scope & service levels mentioned in this RFP. During ‘Phase 3 – Implementation Monitoring & Acceptance / Audit of the systems’, PMC has to deploy at least one resource per Commissionerate i.e. Ahmedabad, Vadodara, Rajkot & Surat for monitoring the implementation related activities & conducting the inspections / tests as well as acceptance of the systems as per the scope mentioned in this RFP till the proposed systems are live & operational. As discussed in the sections above, the consulting firm should deploy the resources having wide range of relevant skill sets & experience in the Radio Communication field projects. During ‘Phase 4: Monitoring the Services of System Integrator during Operations & maintenance phase’, PMC has to deploy at least one resource per Commissionerate i.e. Ahmedabad, Vadodara, Rajkot & Surat for providing monitoring services, as described in the above sections, for the project period after proposed systems are live & operational.
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SECTION: 3
INSTRUCTIONS TO BIDDERS ARTICLE – 1: COST OF BIDDING 1.1 The Bidder shall bear all costs associated with the preparation and submission of the Bid and
Gujarat Informatics Ltd (GIL) will in no case be responsible for those costs, regardless of the conduct or outcome of the bidding process.
1.2 The Bidder will have to remit Non refundable Bid Processing Fees of Rs. 5000/‐ and Earnest
Money Deposit (E.M.D.) of Rs. 200,000/‐ (Rupees Two Lacs only) on or before the last date and hours of submitting the bids in a sealed cover at GIL office with the heading “Bid Processing fees and EMD for the RFP No. GIL/HD/ GP/DTRS ‐ PMC/2016 for Selection of Project Management Consultant (PMC) for Digital Trunked Radio System (DTRS) Project of Gujarat Police, Home Department, Government of Gujarat”. Bid Processing fees should be in the form of demand draft in the name of “Gujarat Informatics Ltd.” payable at Gandhinagar along with the covering letter. E.M.D. must be EITHER in the form of Demand Draft in the name of “Gujarat Informatics Ltd.” payable at Gandhinagar OR in the form of an unconditional Bank Guarantee (which should be valid up to validity of Bids + 90 days) of any Nationalized Bank (operating in India having branch at Ahmedabad/ Gandhinagar) in the name of “Gujarat Informatics Ltd.” payable at Gandhinagar (as per prescribed format given at as per prescribed format given at Annexure) and must be submitted along with the covering letter. Please affix the stamp of your company on the overleaf of demand draft. In case of non‐receipt of bid processing fees and EMD the bid will be rejected by GIL as non‐responsive.
ARTICLE – 2: BIDDING DOCUMENTS The bid document and further amendment if any will be made available to the invited bidders.
Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. Failure to furnish all information required by the bidding documents or submitting a Bid not substantially responsive to the bidding documents in every respect may result in the rejection of the Bid.
ARTICLE – 3: CLARIFICATION ON BIDDING DOCUMENTS Bidders can seek written clarifications 5 days before the Bid Due date to Deputy General
Manager (Technical), Gujarat Informatics Ltd., 8th Floor, Block No. 1, Udyog Bhavan Gandhinagar 382010. GIL will clarify and issue amendments if any to all the bidders. No further clarification what so ever will be entertained after the amendments are done.
ARTICLE – 4: AMENDMENT OF BIDDING DOCUMENTS 4.1 At any time prior to the deadline for submission of bids, GIL, for any reason, whether at its own
initiative or in response to the clarifications requested by prospective bidders may modify the bidding documents by amendment.
4.2 In order to allow prospective bidders a reasonable time to take the amendment into account in
preparing their bids, GIL, at its discretion, may extend the deadline for the submission of bids.
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ARTICLE – 5: LANGUAGE OF BID
The Bid prepared by the Bidder, as well as all correspondence and documents relating to the Bid exchanged by the Bidder and GIL shall be in English.
ARTICLE – 6: SECTION COMPRISING THE BIDS
6.1 Preliminary Section: The bid security and bid processing fee (non‐refundable) to be furnished to GIL office in the form of demand draft in favor of “Gujarat Informatics Ltd.” payable at Ahmedabad/Gandhinagar before opening of un‐price bid in sealed envelope.
6.2 Bidder shall submit their bids online on www.gil.nprocure.com in THREE SEPARATE SECTIONS i.e. Preliminary, Technical, Commercial.
SECTION‐I: Preliminary Stage – Bid Processing Fees & Bid Security in a separate sealed
envelope super scribed with the bid document number. SECTION‐II: Technical Stage details as offered as part of technical solution.
Note: Filling up prices in Part II will render the bidder disqualified.
SECTION‐III: Commercial Stage
6.3 The Bidder’s are requested to upload relevant supporting documents on www.gil.nprocure.com
in the relevant sections of the RFP. Bidders are required to sign all the pages of bid document. ARTICLE – 7: BID FORMS
7.1 Wherever a specific form is prescribed in the Bid document, the Bidder shall use the form to provide relevant information. If the form does not provide space for any required information, space at the end of the form or additional sheets shall be used to convey the said information. Failing to submit the information in the prescribed format, the bid is liable for rejection.
7.2 For all other cases, the Bidder shall design a form to hold the required information. 7.3 GIL shall not be bound by any printed conditions or provisions in the Bidder’s Bid Forms
ARTICLE – 8: FRAUDULENT & CORRUPT PRACTICE
8.1 Fraudulent practice means a misrepresentation of facts in order to influence a procurement process or the execution of a Contract and includes collusive practice among Bidders (prior to or after Bid submission) designed to establish Bid prices at artificial noncompetitive levels and to deprive the GIL of the benefits of free and open competition.
8.2 “Corrupt Practice” means the offering, giving, receiving or soliciting of anything of value,
pressurizing to influence the action of a public official in the process of Contract execution.
8.3 GIL will reject a proposal for award and may forfeit the EMD and/or Performance Guarantee if it determines that the bidder recommended for award has engaged in corrupt or fraudulent practices in competing for, or in executing, contract(s).
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ARTICLE – 9: LACK OF INFORMATION TO BIDDER
The Bidder shall be deemed to have carefully examined all contract documents to his entire satisfaction. Any lack of information shall not in any way relieve the Bidder of his responsibility to fulfill his obligation under the Contract.
ARTICLE – 10: CONTRACT OBLIGATIONS
If after the award of the contract the Bidder does not sign the Agreement or fails to furnish the Performance Bank guarantee within fifteen (15) days and if the consulting work is not started within fifteen (15) days from the date of submission of PBG as mentioned above, GIL reserves the right to cancel the contract and apply all remedies available to them under the terms and conditions of this RFP.
ARTICLE – 11: BID PRICE
11.1 Price shall be exclusive of all applicable taxes. The prices shall strictly be submitted in the given format. Successful Bidder will have to supply/provide services with an Invoice from a place located within the State of Gujarat.
11.2 The priced bid should indicate the prices in the format/price schedule only.
11.3 The Financial bid shall indicate charges payable as per Section‐4 for providing required Services. The bidder shall quote fixed charges per item. A bid submitted with an adjustable price quotation will be treated as non‐responsive and rejected.
11.4 Prices shall be written in both words and figures. In the event of difference, the price in words shall be valid and binding. Arithmetical errors will be rectified on the following basis.
11.5 If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Bidder does not accept the correction of the errors, its bid will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail.
11.6 Any discrepancy relating to prices quoted in the offer across different sections of the bid, only prices given in the prescribed format given at Price Schedule of this RFP shall prevail.
11.7 Any effort by a bidder or bidder’s agent / consultant or representative howsoever described to influence the GIL in any way concerning scrutiny / consideration / evaluation / comparison of the bid or decision concerning award of contract shall entail rejection of the bid.
ARTICLE – 12: BID CURRENCY
The prices should be quoted in Indian Rupees (INR). Payment as specified in the agreement shall be made in Indian Rupees only.
ARTICLE – 13: BID SECURITY / EARNEST MONEY DEPOSIT (EMD)
13.1 The Bidder shall furnish, as part of the Bid, a Bid security for the amount of Rs. 200,000/‐ by demand draft / Bank Guarantee, in favor of Gujarat Informatics Ltd., as mentioned in this RFP. The un‐priced bid will be opened subject to the confirmation of valid Bid security.
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13.2 Unsuccessful Bidder's Bid security will be refunded within thirty (30) days from the date of
award of work to the successful bidder on a written request.
13.3 The successful Bidder's Bid security will be discharged upon the Bidder signing the Contract/Agreement, and furnishing the Performance Bank Guarantee.
13.4 The Bid security may be forfeited at the discretion of GIL, on account of one or more of the
following reasons: a. The Bidder withdraws their Bid during the period of Bid validity specified on the Bid letter
form. b. Bidder does not respond to requests for clarification of their Bid. c. Bidder fails to co‐operate in the Bid evaluation process, and d. In case of a successful Bidder fails :
(i) To sign the Agreement in time (ii) To furnish Performance Bank Guarantee in time ARTICLE – 14: PERIOD OF VALIDITY OF BIDS
14.1 Bids shall remain valid for 120 Days after the date of opening of Commercial Bid. A Bid valid for a shorter period shall be rejected as non‐responsive.
14.2 In exceptional circumstances, GIL may solicit Bidder's consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. The Bid security shall also be suitably extended. A Bidder’s request to modify the Bid will not be permitted.
ARTICLE – 15: BID DUE DATE
15.1 Bid must be received by the GIL at the address specified in the Request for Proposal (RFP) not later than the date and time specified in the RFP.
15.2 GIL may, as its discretion, on giving reasonable notice by fax, email or any other written communication to all prospective bidders who have been issued the bid documents, extend the bid due date, in which case all rights and obligations of the GIL and the bidders, previously subject to the bid due date, shall thereafter be subject to the new bid due date as extended.
ARTICLE – 16: LATE BID
No bidder may be able to submit the bid after the bid due date/time. ARTICLE – 17: MODIFICATION AND WITHDRAWAL OF BID
17.1 The Bidder may modify or withdraw its Bid after the Bid's submission, provided that written notice of the modification including substitution or withdrawal of the bids is received by GIL prior to the deadline prescribed for submission of bids.
17.2 The Bidder's modification or withdrawal notice shall be prepared, sealed, marked and dispatched in a manner similar to the original Bid.
17.3 No Bid may be modified subsequent to the deadline for submission of bids.
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17.4 No Bid may be withdrawn in the interval between the deadline for submission of bids and the
expiration of the period of Bid validity specified by the Bidder on the bid letter form. Withdrawal of a Bid during this interval may result in the bidder's forfeiture of its Bid security.
ARTICLE – 18: OPENING OF BIDS BY GIL
18.1 GIL will open the EMD and Bid Processing Fees stage at first instance and Technical bids of those bidders, who have furnished EMD and Bid Processing Fees on or before due date and time, will be opened, in the presence of Bidder or their authorized representatives, at schedule time in the bid at Conference Hall of
Gujarat Informatics Ltd. Block No. 1, 8th Floor, Udyog Bhavan, Sector‐11, Gandhinagar‐382010
The Bidders representatives who are present shall sign a register evidencing their attendance. In the event of the specified date of Bid opening being declared a holiday for the GIL, the Bids shall be opened at the appointed time and location on the next working day.
18.2 The date on which commercial bid would be opened, will be intimated to the qualified bidders by the GIL on the day of opening of first stage or on any subsequent days either through fax or through letter or e‐mail from the Office of the Gujarat Informatics Ltd or any of his authorized official.
18.3 The Bidders Names, and the presence or absence of the requisite Bid security and such other details as the GIL, at its discretion, may consider appropriate will be announced at the time of opening.
18.4 The price bid will be opened after evaluation of Technical Bid.
ARTICLE – 19: CONTACTING GIL
19.1 Bidder shall not approach GIL officers outside of office hours and/ or outside GIL office premises, from the time of the Bid opening to the time the Contract is awarded.
19.2 Any effort by a bidder to influence GIL officers in the decisions on Bid evaluation, bid
comparison or contract award may result in rejection of the Bidder's offer. If the Bidder wishes to bring additional information to the notice of the GIL, it should do so in writing.
ARTICLE – 20: REJECTION OF BIDS
GIL reserves the right to reject any Bid, and to annul the bidding process and reject all bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder(s) or any obligation to inform the affected Bidder(s) of the grounds for such decision.
ARTICLE – 21: BID EVALUATION
21.1 PART – I (PREQUALIFICATION EVALUATION): Bidders who have submitted the valid bid security and non‐refundable bid processing fee. If bidders fail to submit the bid security and non‐refundable bid processing fee as per this RFP document, the Bid shall be out rightly rejected.
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Pre‐Qualification bids of all the bidders, who have submitted the valid bid security and non‐refundable bid processing fee, shall be evaluated & bidders who are qualifying all the prequalification criteria mentioned in this RFP shall be considered for further evaluation.
21.2 PART – II (TECHNICAL EVALUATION)
Technical Evaluation Matrix (Max Marks ‐50)
Sr. No
Criteria Presentation covering key Points Marks Max. Marks
1
Technical Presentation
Methodology and understanding of Project 10 Marks
50 2 Past experience of similar services for Radio Communication projects
20 Marks
3 Quality of Manpower proposed to be deployed 20 Marks
Technical score would carry 30% weightage factor for bid evaluation.
21.3 PART III (Total BID EVALUATION): The Technical bid shall have a weightage of 30% in the overall evaluation of the bid and the Commercial bid shall have a weightage of 70% in the overall evaluation.
Formula for Normalization of Technical bid for each bidder is Tn = (Tb/Tmax) x 100 where
Tb is the bidder’s technical score and Tmax is the highest technical score.
Formula for Normalization of Financial bid for each bidder is: Fn = (Fmin/Fb) x 100 where
Fb is the bidder’s financial bid value and Fmin is the lowest bid value.
Individual bidder’s Tn and Fn will be added to reach the final value. Further 30% of Tn
and 70% Fn will be taken. The winner will be the highest of (Tn x 30/100 + Fn x 70/100).
The winner will be called for further negotiations if required.
The calculation arrived by GIL will be final and will be binding on the bidders. If any cost
item in the price bid is found to be blank and not filled with any amount then it shall be
considered as zero cost items and the same is offered to the GIL free of any charge.
ARTICLE – 22: AWARD OF CONTRACT
22.1 In case, if lowest bidder does not accept the award of contract or found to be involved in corrupt and/or fraudulent practices, the next lowest bidder will be awarded the Contract. In such scenario, the lowest bidder has to borne the difference between lowest prices and next lowest prices.
22.2 Contract Period: The duration of the Contract period for this activity will be of 18 Months, which may be extended for further period if required on mutually agreed terms.
ARTICLE – 23: NOTIFICATION OF AWARD & SIGNING OF CONTRACT
23.1 Prior to expiration of the period of Bid validity, GIL will notify the successful Bidder.
23.2 Within the Six (6) working days of receipt of the Contract Form, the successful Bidder requires to accept unconditionally and sign the Contract agreement with the GIL.
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23.3 The Performance bank guarantee has to be submitted within fifteen (15) days of receipt of
award. The Performance Bank guarantee shall be equals to 10% of the contract value. The Bank Guarantee shall be valid for the period of 90 days beyond the expiry of contract.
ARTICLE – 24: FORCE MAJEURE
24.1 Force Majeure shall mean any event or circumstances or combination of events or circumstances that materially and adversely affects, prevents or delays any Party in performance of its obligation in accordance with the terms of the Agreement, but only if and to the extent that such events and circumstances are not within the affected party's reasonable control, directly or indirectly, and effects of which could have prevented through Good Industry Practice or, in the case if construction activities through reasonable skill and care, including through the expenditure of reasonable sums of money. Any events or circumstances meeting the description of the Force Majeure which have same effect upon the performance of any contractor shall constitute Force Majeure with respect to the Bidder. The Parties shall ensure compliance of the terms of the Agreement unless affected by the Force Majeure Events. The Bidder shall not be liable for forfeiture of its implementation / Performance guarantee, levy of Penalties, or termination for default if and to the extent that it’s delay in performance or other failure to perform its obligations under the Agreement is the result of Force Majeure.
24.2 Force Majeure Events: The Force Majeure circumstances and events shall include the following
events to the extent that such events or their consequences (it being understood that if a causing event is within the reasonable control of the affected party, the direct consequences shall also be deemed to be within such party's reasonable control) satisfy the definition as stated above. Without limitation to the generality of the foregoing, Force Majeure Event shall include following events and circumstances and their effects to the extent that they, or their effects, satisfy the above requirements: 24.2.1 Natural events (“Natural Events”) to the extent they satisfy the foregoing requirements including:
a) Any material effect on the natural elements, including lightning, fire, earthquake, cyclone, flood, storm, tornado, or typhoon;
b) Explosion or chemical contamination (other than resulting from an act of war); c) Epidemic such as plague; d) Any event or circumstance of a nature analogous to any of the foregoing.
24.2.2 Other Events (“Political Events”)which occur inside or Outside the State of Gujarat or involve directly the State Government and the Central Government (“Direct Political Event”), including:
a) Act of war (whether declared or undeclared), invasion, armed conflict or act of foreign enemy, blockade, embargo, revolution, riot, insurrection, civil commotion, act of terrorism or sabotage;
b) Strikes, work to rules, go‐slows which are either widespread, nation‐wide, or state‐wide and are of political nature;
c) Any event or circumstance of a nature analogous to any of the foregoing.
24.3 FORCE MAJEURE EXCLUSIONS: Force Majeure shall not include the following event(s) and/or circumstances, except to the extent that they are consequences of an event of Force Majeure :
a) Unavailability, late delivery
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b) Delay in the performance of any contractor, sub‐contractors or their agents;
24.4 PROCEDURE FOR CALLING FORCE MAJEURE: The Affected Party shall notify to the other Party in writing of the occurrence of the Force Majeure as soon as reasonably practicable, and in any event within 5 (five) days after the Affected Party came to know or ought reasonably to have known, of its occurrence and that the Force Majeure would be likely to have a material impact on the performance of its obligations under the Agreement.
ARTICLE – 25: CONTRACT OBLIGATIONS Once a contract is confirmed and signed, the terms and conditions contained therein shall take precedence over the Bidder’s bid and all previous correspondence.
ARTICLE – 26: AMENDMENT TO THE AGREEMENT
Amendments to the Agreement may be made by mutual agreement by both the Parties. No variation in or modification in the terms of the Agreement shall be made except by written amendment signed by both the parties. All alterations and changes in the Agreement will take into account prevailing rules, regulations and laws applicable in the state of Gujarat.
ARTICLE – 27: USE OF AGREEMENT DOCUMENTS AND INFORMATION
27.1 The Bidder shall not without prior written consent from GIL disclose the Agreement or any provision thereof or any specification, plans, drawings, pattern, samples or information furnished by or on behalf of GIL in connection therewith to any person other than the person employed by the Bidder in the performance of the Agreement. Disclosure to any such employee shall be made in confidence and shall extend only as far as may be necessary for such performance.
27.2 The Bidder shall not without prior written consent of GIL make use of any document or
information made available for the project except for purposes of performing the Agreement.
27.3 All project related documents issued by GIL other than the Agreement itself shall remain the property of GIL and Originals and all copies shall be returned to GIL on completion of the Bidder's performance under the Agreement, if so required by the GIL.
ARTICLE – 28: REPRESENTATIONS AND WARRANTIES
28.1 REPRESENTATIONS AND WARRANTIES BY THE SUCCESSFUL BIDDER
It is a company duly organized and validly existing under the laws of India and has all requisite legal power and authority and corporate authorizations to execute the Agreement and carry out the terms, conditions and provisions hereof.
It has in full force and effect all requisite clearances, approvals and permits necessary to enter into the Agreement and perform its obligations hereof.
The Agreement and the transactions and obligations hereof do not contravene its constitutional documents or any law, regulation or government directive and will not contravene any provisions of, or constitute a default under, any other Agreement or instrument to which it is a party or by which it or its property may be bound or any of its obligations or undertakings by
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which it or any of its assets are bound or cause a limitation on its powers or cause it to exceed its authorized powers.
There is no pending or threatened actions, suits or proceedings affecting the Successful Bidder or its affiliates or any of their respective assets before a court, governmental agency, commission or arbitrator or administrative tribunal which affects the Successful Bidder's ability to perform its obligations under the Agreement; and neither Successful Bidder nor any of its affiliates have immunity from the jurisdiction of a court or from legal process (whether through service of notice, attachment prior to judgment, attachment in aid of execution or otherwise).
The Successful Bidder confirms that all representations and warranties of the bidder set forth in the Agreement are true, complete and correct in all respects.
No information given by the Successful Bidder in relation to the Agreement, project documents or any document comprising security contains any material wrong‐statement of fact or omits to state as fact which would be materially adverse to the enforcement of the rights and remedies of GIL or which would be necessary to make any statement, representation or warranty contained herein or therein true and correct.
28.2 REPRESENTATIONS AND WARRANTIES BY GIL
It has full legal right; power and authority to execute the project and to enter into and perform its obligations under the Agreement and there are no proceedings pending.
The Agreement has been duly authorized, executed and delivered by GIL and constitutes valid, legal and binding obligation of GIL.
The execution and delivery of the Agreement with the Successful Bidder does not violate any statutory judgment, order, decree, regulation, right, obligation or rule of any court, government authority or arbitrator of competent jurisdiction applicable in relation to GIL, its assets or its administration.
ARTICLE – 29: RESOLUTION OFDISPUTES 29.1 If any dispute arises between the Parties hereto during the subsistence or thereafter, in
connection with the validity, interpretation, implementation or alleged material breach of any provision of the Agreement or regarding a question, including the questions as to whether the termination of the Contract Agreement by one Party hereto has been legitimate, both Parties hereto shall endeavor to settle such dispute amicably. The attempt to bring about an amicable settlement is considered to have failed as soon as one of the Parties hereto, after reasonable attempts [which attempt shall continue for not less than 30 (thirty) days], give 15 days’ notice thereof to the other Party in writing.
29.2 In the case of such failure the dispute shall be referred to a sole arbitrator or in case of disagreement as to the appointment of the sole arbitrator to three arbitrators, one each of whom will be appointed by each Party and the third appointed by the two arbitrators.
29.3 The place of the arbitration shall be Gandhinagar, Gujarat. 29.4 The Arbitration proceeding shall be governed by the Arbitration and Conciliation Act of 1996 as
amended. 29.5 The proceedings of arbitration shall be in English language.
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29.6 The arbitrator’s award shall be substantiated in writing. The arbitration tribunal shall also decide on the costs of the arbitration procedure.
29.7 The Parties hereto shall submit to the arbitrator’s award and the award shall be enforceable in any competent court of law.
ARTICLE – 30: TAXES & DUTIES
Bidder is liable for all taxes and duties etc. as may be applicable from time to time. ARTICLE – 31: BOOKS & RECORDS
Bidder shall maintain adequate Documents Related to project’s physical materials for audit by GIL during the terms of Contract until expiry of the performance guarantee.
ARTICLE – 32: PERFORMANCE GUARANTEE 32.1 The Bidder shall furnish Performance Guarantee as provided in the bid document to GIL for an
amount equal to 10% of the contract value. 32.2 The performance guarantee will be in the form of bank guarantee for the amount equal of 10%
of the value of the Order / LOI towards faithful performance of the contract obligation, and performance of the services rendered during the contract period. In case of poor and unsatisfactory services, GIL shall invoke the PBG.
32.3 The Performance Guarantee shall be valid for a period of 90 days beyond Contract period and shall be denominated in Indian Rupees and shall be in the form of an unconditional Bank Guarantee as per the format attached in the Annexures.
32.4 The Performance Guarantee shall be discharged by GIL and returned to the Bidder within 30 days from the date of expiry of the Performance Bank Guarantee.
ARTICLE – 33: PAYMENTS TERMS
Phase Particulars Payment
1 Mobilization Advance 10 % of total of Phase 1, 2, 3
2 Completion of Phase 1 20 % of total of Phase 1, 2, 3
3 Completion of Phase 2 20 % of total of Phase 1, 2, 3
4 Completion of Phase 3 20 % of total of Phase 1, 2, 3
5 After 6 months of FAT of Implemented systems 30 % of total of Phase 1, 2, 3
6 Carrying out TPA Activities for Project Period after
FAT
Quarterly Payment
a) The successful bidder shall submit reports for manpower availability, daily activities carried out
etc. on fortnightly basis. b) The manpower deployed should be exclusive on site resources for the entire duration of
contract. c) The Successful Bidder’s request for the payment shall be processed after completion of
milestone under each phase. d) The currency of payment shall be Indian Rupees (INR)
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If there is any deficiency in the performance of Contractual obligations on the part of the Successful Bidder, the Successful Bidder shall be liable for the imposition of appropriate Penalties as specified in clause 35 of this section and GIL shall be entitled to deduct such Penalties at source while making payment to the Successful Bidder for the services provided.
The Successful Bidder shall be paid all taxes as applicable from time to time at actual. ARTICLE – 34: SERVICE TERMS 34.1 The entire scope of the work depends on the technical skill and experience of the manpower
engaged in this project. 34.2 It is mandatory for Bidder to deploy qualified professionals as per criteria and post approval of
GIL, as defined under qualification. 34.3 The Bidder has to submit regular schedule of man power availability and get it approved by GIL. 34.4 The Bidder shall ensure that the manpower deployed under this assignment shall not be
changed during the entire duration of the assignment. The bidder will have to carry out replacement of manpower within 7 days in case any replacement is required due to circumstances arising out of any unforeseen situations, for eg. Separation with prior approval of GIL.
34.5 The Bidder will need to coordinate and approach various agencies working under this assignment during the course of this contract.
34.6 The Bidder is responsible to maintain documentation on the progress of the work and will have to update the same on regular basis. Bidder will have to submit the progress reports regularly, as per the guidelines issued by GIL.
34.7 GIL shall provide office space to the operational consultants in its own premise during project period. All other expenses related to transportation, consumables, stationary, printing, scanning, telephone, food, snacks, etc. in case required, has to be completely borne by the Bidder as part of Contract Agreement.
34.8 Time is the essence of the Project and hence the bidder shall at all times maintain sufficient manpower, resources, and facilities, to provide the Services in a workmanlike manner on a timely basis. If required and to meet SLAs, the bidder shall pool additional resources to ensure that work is completed within defined time frame with no additional cost to GIL
34.9 The bidder shall ensure that security measures, policies and procedures implemented are adequate to protect and maintain the confidentiality of the Confidential Information. Bidder also agrees and acknowledges that it shall adhere to reasonable security practices over all sensitive personal information of the said project as prescribed by various rules under I.T. Act, 2000 (as amended from time to time)
ARTICLE – 35: PENALTY CLAUSE
Sr. No. Deliverables Baseline (T) Penalty
applicable Value of Penalty
1
Assessment study,
finalization of
Infrastructural requirements
as well as Proposed Systems
architecture Design
T + 30 days > T + 30 days
A Penalty of 0.5% of Contract
value per week and part
thereof up to the maximum
value of 5% of the Contract
Value.
2 Selection of System
Integrator T + 70 days > T + 70 days
A Penalty of 1% of Contract
value per week and part
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thereof up to the maximum
value of 5% of the Contract
Value.
3
Implementation monitoring
& Acceptance / Audit of
Systems
Site Inspection as well as
Acceptance report A + 7 days > A + 7 days
A Penalty of 0.5% of Contract
value per week and part
thereof up to the maximum
value of 5% of the Contract
Value.
Final Acceptance Test report A + 20 days > A + 20 days
A Penalty of 1% of Contract
value per week and part
thereof up to the maximum
value of 5% of the Contract
Value.
4 Manpower Deployment T + 0 > T + 0 days
A flat Penalty of Rs. 10,000 per week per resource for
non‐deployment of minimum required manpower or non‐deployment of resources as proposed in the Bid with
maximum penalty cap of 10% of contract value.
# All penalties are mutually exclusive. ‘T’ is the date at which the work order is issued. ‘A’ is the date of intimation of Site readiness for inspection by selected System Integrator. ARTICLE – 36: PROJECT RELATED TERMS 36.1 As part of scope, the Bidder shall provide details of all resources that will be incorporated and
deployed by the bidder to carry out all the activities. 36.2 The Bidder shall not disturb or damage the existing infrastructure. If in case any damage to the
network is done, the same shall be corrected with no extra cost. The Bidder shall also be responsible for paying penalty, as imposed by the service owner to which the damage is incurred.
36.3 Bidder shall treat all matters connected with the contract strictly confidential and shall undertake not to disclose, in any way, information, documents, technical data, experience and know how, without prior written permission from GIL.
36.4 Any damage caused to the property of Government of Gujarat while executing the job shall be solely Bidder's responsibility. In case any damage to the property is caused, the same will be recovered from the Bidders. No any extra cost shall be paid to the Bidder for such reasons.
36.5 The Bidder shall have to furnish the documentation of the work undertaken in consultation with GIL representatives. 2 sets of such documentation should be provided before the issue of completion certificate.
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36.6 This is Turnkey consultancy. The Bidder shall be fully responsible for the Project in totality and should include the items and their prices, if not included in price bid to complete the project on turnkey basis. Any claim whatsoever in this regard will not be entertained later on.
36.7 GIL reserves the right to call upon the Bidder for any clarification, escalation, communication, review, etc. with prior intimation. The concern Bidder has to make necessary arrangement for the same.
36.8 The Bidder shall be responsible and take required insurance for all of their assets and representations working on the site at their own cost. GIL will not be responsible for any loss or damage to any of the asset or representatives of the Bidder during the said contract.
36.9 All work shall be performed and executed by the Bidder in strict conformity with the engineer‐in‐charge / representative from GIL and any relative instruction issued to the Bidder by the Engineer‐in‐charge time to time.
ARTICLE – 37: ACCEPTANCE CERTIFICATE The date on which Acceptance certificate is issued shall be deemed as the date of successful Completion of the contract. ARTICLE – 38: TERMINATION OF SERVICE The GIL reserves the right to suspend any of the services and/or terminate this agreement in the following circumstances by giving 10 days’ notice in writing:‐
a) The successful Bidder becomes the subject of bankruptcy, insolvency, winding up, receivership proceedings;
b) In case GIL finds illegal use of connections, hardware, software tools, manpower etc. c) If SLAs are not maintained properly and not provide services as per SLAs then GIL has right
to foreclose contract by giving 1 month notice. ARTICLE – 39: PROVISION OF SPACE / UTILITIES The entry and exit to the site for the equipment and personnel of the Successful Bidder shall be in accordance with Security Rules and Regulations that may apply to the Government Campus where the site is located. GIL shall allow or obtain the required permission to enable the successful bidder employees or its authorized personnel to enter in the premises where the Services are provided for related activities. This shall be in accordance with Security Rules and Regulations that may apply to the Government Campus where the site is located. The Bidder manpower shall adhere to the working days and working hours of GIL. Since this engagement is onsite, the manpower deployed shall follow GIL work timings and Holiday Calendar. ARTICLE – 40: LIMITATION OF LIABILITY The selected agency’s cumulative liability for its obligations under the contract shall not exceed the contract value and the selected agency’s shall not be liable for incidental, consequential, or indirect damages including loss of profit or saving.
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SECTION: 4
PRICE BID FORMAT
Sr. No.
ITEM Total Price (in Rs.)
Rate of Service Tax (%)
A B C D
1) Total Consultancy Charges the Assignment as per Scope of work (For Phase 1, 2 & 3)
2) Total Consultancy Charges the Assignment as per Scope of work (For Phase 4)
Grand Total (in Rs.)
Note:
1. The rates should be exclusive of all taxes. The applicable taxes should be submitted separately.
2. The grand total of all the line items will be considered for commercial evaluation.
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SECTION: 5
A. Performa of Contract‐cum‐Equipment Performance Bank Guarantee
(To be stamped in accordance with Stamp Act) Ref: Bank Guarantee No. Date: To Name & Address of the Purchaser/Indenter ____________________________ ____________________________ Dear Sir,
In consideration of Name & Address of the Purchaser/Indenter, Government of Gujarat, Gandhinagar
(hereinafter referred to as the OWNER/PURCHASER which expression shall unless repugnant to the
context or meaning thereof include successors, administrators and assigns) having awarded to M/s.
……………………………………………………………………………………………………………… having Principal Office at
…………………………………………………………………… (Hereinafter referred to as the “SELLER” which expression
shall unless repugnant to the context or meaning thereof include their respective successors,
administrators, executors and assigns) the supply of ____________________by issue of Purchase
Order No………………. Dated ………… issued by <<GIL Department>> for and on behalf of the
OWNER/PURCHASER and the same having been accepted by the SELLER resulting into CONTRACT for
supplies of materials/equipments as mentioned in the said purchase order and the SELLER having
agreed to provide a Contract Performance and Warranty Guarantee for faithful performance of the
aforementioned contract and warranty quality to the OWNER/PURCHASER,
__________________________________having Head Office at (hereinafter referred to as the ‘Bank’
which expressly shall, unless repugnant to the context or meaning thereof include successors,
administrators, executors and assigns) do hereby guarantee to undertake to pay the sum of
Rs._______________(Rupees________________________) to the OWNER/PURCHASER on demand at
any time up to________________ without a reference to the SELLER. Any such demand made by the
OWNER/PURCHASER on the Bank shall be conclusive and binding notwithstanding any difference
between Tribunals, Arbitrator or any other authority.
The Bank undertakes not to revoke this guarantee during its currency without previous consent of the OWNER/PURCHASER and further agrees that the guarantee herein contained shall continue to be enforceable till the OWNER/PURCHASER discharges this guarantee. OWNER/PURCHASER shall have the fullest liberty without affecting in any way the liability of the Bank under this guarantee from time to time to extend the time for performance by the SELLER of the aforementioned CONTRACT. The OWNER/ PURCHASER shall have the fullest liberty, without affecting this guarantee, to postpone from
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time to time the exercise of any powers vested in them or of any right which they might have against the SELLER, and to exercise the same at any time in any manner, and either to enforce to forebear to enforce any covenants contained or implied, in the aforementioned CONTRACT between the OWNER/PURCHASER and the SELLER or any other course of or remedy or security available to the OWNER/PURCHASER. The Bank shall not be released of its obligations under these presents by any exercise by the OWNER/PURCHAER of its liability with reference to the matters aforesaid or any of them or by reason or any other acts of omission or commission on the part of the OWNER/PURCHASER or any other indulgence shown by the OWNER/PURCHASER or by any other matter or things. The Bank also agree that the OWNER/PUCHASER at its option shall be entitled to enforce this Guarantee against the Bank as a Principal Debtor, in the first instance without proceeding against the SELLER and not withstanding any security or other guarantee that the OWNER/PURCHASER may have in relation to the Seller’s liabilities. Notwithstanding anything contained herein above our liability under this Guarantee is restricted to Rs. _________________ (Rupees _________________________) and it shall remain in force up to and including ________________ and shall be extended from time to time for such period as may be desired by the SELLER on whose behalf this guarantee has been given. Dated at _______________ on this _________ day of ___________YYYY. _____________________ Signed and delivered by _____________________ For & on Behalf of Name of the Bank & Branch & Its official Address List of approved Banks Approved Bank: All Nationalized Bank including the public sector bank or Private Sector Banks or Commercial Banks or Co‐Operative & Rural Banks (operating in India having branch at Ahmedabad/ Gandhinagar) as per the G.R. no. EMD/10/2014/570/DMO dated 01.04.2015 issued by Finance Department or further instruction issued by Finance department time to time.
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B. CONTRACT FORM
THIS AGREEMENT made the __________ day of ____________________, YYYY ____ Between _______________________ (Name of purchaser) of _________________________________ (Country of Purchaser) hereinafter “the Purchaser” of the one part and ____________________________________ (Name of Supplier) of ___________________________ (City and Country of Supplier) hereinafter called “the Supplier” of the other part : WHEREAS the Purchaser is desirous that certain Goods and ancillary services viz., __________________________________________________________________________________ (Brief Description of Goods and Services) and has accepted a bid by the Supplier for the supply of those goods and services in the sum of __________________________________________________ (Contract Price in Words and Figures) hereinafter called “the Contract Price in Words and Figures” hereinafter called “the Contract Price.” NOW THIS AGREEMENT WITHNESSETH AS FOLLOWS:
1 In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract referred to.
2 The following documents shall be deemed to form and be read and construed as part of this Agreement, viz.:
2.1 the Bid Form and the Price Schedule submitted by the Bidder;
2.2 terms and conditions of the bid
2.3 the Purchaser’s Notification of Award
3 In consideration of the payments to be made by the Purchaser to the Supplier as hereinafter mentioned, the Supplier hereby covenants
4 With the Purchaser to provide the goods and services and to remedy defects therein in conformity in all respects with the provisions of the Contract.
5 The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the goods and 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.
6 Particulars of the goods and services which shall be supplied / provided by the Supplier are as enlisted in the enclosed annexure:
TOTAL VALUE: DELIVERY SCHEDULE: IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws the day and year first above written. Signed, Sealed and Delivered by the
Said __________________________________ (For the Purchaser)
In the presence of ________________________
Signed, Sealed and Delivered by the
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Said __________________________________ (For the Supplier)
In the presence of _______________________
C. COMPLIANCE STATEMENT
Sr. No RFP Clause No. RFP Clause Complied / Not Complied
Comments
1
2
Note: The Clause by Clause Technical Compliance should be submitted by bidder duly signed by Power of Attorney.
D. FORMAT FOR BID LETTER FORM
(On Non judicial Stamp paper of Rs. 100 duly attested by the First class Magistrate/Notary Public)
Date:
To,
Deputy General Manager (Technical)
Gujarat Informatics Ltd.
Block‐1, 8th Floor,
Udhyog Bhavan, Gandhinagar.
Sub: Compliance with the RFP terms and conditions
Ref: <<RFP No.>>
Dear Sir,
With reference to above referred tender, I, undersigned <<Name of Signatory>>, in the capacity of <<Designation of Signatory>>, is authorized to give the undertaking on behalf of <<Name of the bidder>>.
Having examined the RFP, we, the undersigned, herewith submit our proposal to provide our
professional services as required and outlined in the RFP for Selection of Project Management
Consultant (PMC) for Digital Trunked Radio System (DTRS) Project of Gujarat Police, Home
Department. We undertake to meet such requirements and provide such services as required and are
set out in the RFP document.
We have read the provisions of the RFP document and confirm that these are acceptable to us. We
further declare that additional conditions, variations, deviations, if any, found in our proposal shall not
be given effect to.
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We agree to abide by this proposal, consisting of this letter, the detailed response to the RFP and all
attachments, for a period of 120 days from the opening of financial proposals as stipulated in the RFP
document.
The Earnest Money Deposit submitted by us in the form of a BG may be encashed if we do not submit
the requisite Performance Bank Guarantee for “RFP for Selection of consulting firm as Third Party
Agency (TPA) for monitoring the MPLS project of Directorate of Accounts & Treasury, Government of
Gujarat”, on our Company being selected for Selection.
We would like to declare that we have not been blacklisted by any Central / State Government (incl. its
department/agency), are not involved in any major litigation that may have an impact of affecting or
compromising the delivery of services as required under this assignment and we are not under a
declaration of ineligibility for corrupt or fraudulent practices.
In case of breach of any tender terms and conditions or deviation from bid specification other than already specified as mentioned above, the decision of GIL Tender Committee for disqualification will be accepted by us.
The Information provided in our submitted bid is correct. In case any information provided by us are found to be false or incorrect, you have right to reject our bid at any stage including forfeiture of our EMD/ PBG/cancel the award of contract. In this event, GIL reserves the right to take legal action on us.
We understand you are not bound to shortlist / accept any proposal you receive. Our correspondence details with regards to this proposal are:
Sr. No Information Details
1. Name of responding Company:
2. Address of responding Company:
3. Name, Designation and Address of the contact person to whom all references shall be made regarding this RFP:
4. Telephone no. of contact person:
5. Mobile no. of contact person:
6. Fax no. of contact person:
7. E‐mail address of contact person:
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Thanking you,
Dated this _________ day of____________2016
Signature: ______________________________
(In the Capacity of) :______________________
Duly authorized to sign bid for and on behalf of
_______________________________________
Note: This form should be signed by authorized signatory of bidder
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E. Format of Earnest Money Deposit in the form of Bank Guarantee
Ref: Bank Guarantee No. Date: To,
DGM (Technical)
Gujarat Informatics Limited
8th Floor, Block ‐1, Udyog Bhavan,
Sector ‐ 11, Gandhinagar ‐ 382010
Gujarat, India
Whereas ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ (here in after called "the Bidder") has submitted its bid dated ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ in response to the RFP No. <<<>>> for …………………………………………………………………………. KNOW ALL MEN by these presents that WE ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ having our registered office at ‐‐‐‐‐‐‐‐‐‐‐‐ ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ (hereinafter called "the Bank") are bound unto the Gujarat Informatics Limited in the sum of ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ for which payment well and truly to be made to Gujarat Informatics Limited , the Bank binds itself, its successors and assigns by these presents. Sealed with the Common Seal of the said Bank this ‐‐‐‐‐‐‐‐‐‐‐‐‐‐day of ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ ‐‐‐‐2016. THE CONDITIONS of this obligation are: 1. The E.M.D. may be forfeited:
a. if a Bidder withdraws its bid during the period of bid validity
b. Does not accept the correction of errors made in the tender document;
c. In case of a successful Bidder, if the Bidder fails:
(i) To sign the Contract as mentioned above within the time limit stipulated by purchaser or
(ii) To furnish performance bank guarantee as mentioned above or
(iii) If the bidder is found to be involved in fraudulent practices.
(iv)If the bidder fails to submit the copy of purchase order & acceptance thereof.
(v) If the successful bidder fails to submit the Performance Bank Guarantee & sign the Contract Form within prescribed time limit, the EMD of the successful bidder will be forfeited. GIL also reserves the right to blacklist such bidder from participating in future tenders if sufficient cause exists.
We undertake to pay to the GIL/Purchaser up to the above amount upon receipt of its first written demand, without GIL/ Purchaser having to substantiate its demand, provided that in its demand GIL/ Purchaser will specify that the amount claimed by it is due to it owing to the occurrence of any of the abovementioned conditions, specifying the occurred condition or conditions.
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This guarantee will remain valid up to validity of bids + 90 days from the last date of bid submission. The Bank undertakes not to revoke this guarantee during its currency without previous consent of the OWNER/PURCHASER and further agrees that if this guarantee is extended for a period as mutually agreed between bidder & owner/purchaser, the guarantee shall be valid for a period so extended provided that a written request for such extension is received before the expiry of validity of guarantee. The Bank shall not be released of its obligations under these presents by any exercise by the OWNER / PURCHAER of its liability with reference to the matters aforesaid or any of them or by reason or any other acts of omission or commission on the part of the OWNER/PURCHASER or any other indulgence shown by the OWNER/PURCHASER or by any other matter or things. The Bank also agree that the OWNER/PUCHASER at its option shall be entitled to enforce this Guarantee against the Bank as a Principal Debtor, in the first instance without proceeding against the SELLER and not withstanding any security or other guarantee that the OWNER/PURCHASER may have in relation to the SELLER’s liabilities. Dated at _______________ on this _________ day of ___________2016. ____________________ Signed and delivered by _____________________ For & on Behalf of Name of the Bank & Branch & Its official Address Approved Bank: All Nationalized Bank including the public sector bank or Private Sector Banks or Commercial Banks or Co‐Operative & Rural Banks (operating in India having branch at Ahmedabad / Gandhinagar) as per the G.R. no. EMD/10/2014/570/DMO dated 01.04.2015 issued by Finance Department or further instruction issued by Finance department time to time.