GUJARAT INFORMATICS LIMITED BLOCK NO. 1, 8 TH FLOOR, UDYOG BHAVAN, SECTOR‐11, GANDHINAGAR RFP for Cons Srvcs on CheckPost, CCC & IT Integration for CGM Page 1 of 39 RFP DOCUMENT RFP.NO. GIL\SW200220170025 DATE: 20.02.2016 Note: Please address all queries and correspondence to Director (e‐Governance) Gujarat Informatics Limited, 8 th Floor, Block No.1, Udyog Bhavan, Sector 11, Gandhinagar 382 010 Phone No.: 079 ‐ 232 59239 / 079‐232 59237 E‐mail: [email protected]; [email protected]Client: Office of the Commissioner of Geology & Mining, Gandhinagar Name of Work: Rendering Advisory/Consultancy for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat Last date of submission of queries : 27.02.2017 up to 1500 hrs. Date of Pre‐bid meeting : 06.03.2017 at 1500 hrs Last Date & Time of Bid Submission on https://gil.nprocure.com : 15.03.2017 up to 1500 hrs. Un‐priced Bid Opening: Date & Time: 15.03.2017 at 1600 hrs. Venue: Gujarat Informatics Limited Block No. 1, 8 th Floor, Udyog Bhavan, Sector 11, Gandhinagar ‐ 382 010 Bidding Agency Address: Gujarat Informatics Limited Block No. 1, 8 th Floor, Udyog Bhavan, Sector 11, Gandhinagar ‐ 382 010 Phone No.: 079 ‐ 232 56022, Fax No.: 079 ‐ 232 38925 Website: www.gil.gujarat.gov.in RFP for “Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components” for the Office of Commissioner of Geology & Mining, Gujarat
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Client: Office of the Commissioner of Geology & Mining, Gandhinagar Name of Work: Rendering Advisory/Consultancy for Building of Check Posts with Weighbridges,
Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat
Last date of submission of queries : 27.02.2017 up to 1500 hrs. Date of Pre‐bid meeting : 06.03.2017 at 1500 hrs Last Date & Time of Bid Submission on https://gil.nprocure.com : 15.03.2017 up to 1500 hrs. Un‐priced Bid Opening:
Date & Time: 15.03.2017 at 1600 hrs. Venue: Gujarat Informatics Limited
RFP for “Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components” for the Office of Commissioner of Geology & Mining,
RFP for Cons Srvcs on CheckPost, CCC & IT Integration for CGM Page 2 of 39
On behalf of CGM, Gujarat Informatics Limited (hereinafter referred to as “GIL”) invites offer through E‐
tendering for Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat. Unit cost is required to be offered for all the items as requested. GIL does not guarantee any fixed quantity at the time of signing the contract agreement.
Proposals are hereby called from the Bidders having capability for Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat. 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. Proposal in the form of BID are requested for the item(s) in complete accordance with the documents to be uploaded as per following guidelines.
1. Bidder shall submit their bids on https://www.gil.nprocure.com.
2. Submit Bid Security and non‐refundable bid processing fees in a separate sealed envelope super
scribed with the bid document number to GIL office on or before due date.
3. Bids complete in all respects should be uploaded on or before the BID DUE DATE.
4. Services offered should be strictly as per requirements mentioned in this Bid document. Please spell
out any unavoidable deviations, Clause/Article‐wise in your bid under the heading Deviations.
5. After due date, the bidder will not be able to make any subsequent price changes, whether resulting
or arising out of any technical/commercial clarifications sought regarding the bid, even if any
deviation or exclusion may be specifically stated in the bid. However, GOG reserves the right to seek
revised financial offer.
6. Bidder shall quote the prices of services as mentioned valid for 180 days.
7. In addition to this RFP, the following sections uploaded are part of Bid Documents.
Section : 1 Eligibility Criteria
Section : 2 Scope of Work
Section : 3 Instructions to Bidders
Section: 4 Format of Forms
Section : 5 Financial Bid Format
Section : 6 Performa of Performance Bank Guarantee
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Section ‐ 1 Eligibility Criteria
The bidder must possess the requisite experience, strength and capabilities in providing services necessary to meet the requirements as described in the RFP document. Keeping in view the complexity and volume of the work involved, following criteria are prescribed as the eligibility criteria for the bidder interested in undertaking the project. The bidder must also possess technical know‐how and financial
wherewithal that would be required for successful “Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat” for the entire period of the contract. The Bids must be complete in all respect and should cover entire scope of work as stipulated in the bid document. This invitation to bid is open to all bidders who qualify the eligibility criteria as given below:
Sr.
No. Eligibility Criteria
Document to be submitted with
proposal*
1.
Legal Entity:
The bidder should be a Company registered under the
companies act, 1956 (or) and should have been in
existence for a period of at least 3 years as on 31st March,
2016.
Copy of Certificate of Incorporation of a
Company
2.
Sales Turnover:
The bidder should have turnover of at least Rs. 10 Crore in
each of the last 3 financial years (2013‐14, 2014‐15, 2015‐
16) from Professional Consultancy services.
Copy of Certificate from the statutory
auditor clearly specifying the annual
turnover from Consultancy Services.
3.
Past Experience:
The bidder should have provided Consulting Services for minimum 3 (Three) Projects for Development & Operations of Check Posts, Weighbridges & Integration with IT & Physical Security Components for in the last Five (5) years.
Engagement Work Orders / Completion
Certificates issued by client
4.
Blacklisting:
Bidder should not be under the declaration of being
blacklisted by any Central/State Government/PSU’s for
corrupt or fraudulent practices as on date of Bid
Submission.
A Self Certified letter by an authorized
Signatory with Signature and stamp
5.
The bidder should have a support office Ahmedabad/
Gandhinagar, Gujarat. If not present, the bidder should
establish the same within 45 days from the date of
issuance of LOI.
Please attach the copy of any two of the
following: Property tax bill / Electricity
Bill / Telephone Bill / VAT / CST
Registration / Lease agreement.
Or A self‐certification to this regard
should be submitted along with the bid.
Note: All the details and the supportive documents for the above mentioned terms should be uploaded in eligibility section in the bid.
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2.2 Project Overview
With a vision to execute various initiatives as envisaged above, CGM is interested to hire professional consultancy services to prepare RFPs for Design, Development, Construction and Operations of Command & Control Center along with setup of Check Posts at crucial locations. Gujarat Informatics Limited on behalf of the CGM, Government of Gujarat has published this RFP for “Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat”. This RFP has been published to hire professional consultancy services to study CGM’s objectives, policies, activities & requirements and subsequently draft Bid documents for:
1. RFP for Building of Check Posts with Electronic Weighbridges & Integrated facilities
2. RFP for Setup of Command & Control Center (CCC) for CGM at Gandhinagar
3. RFP for IT Integration of Centralized Information Dashboard at Command & Control Center
2.3 List of Key Deliverables, Timelines
During this period, the consultant shall submit the following reports:
Srl. Deliverable Timeline
1 Signing of Contract with Consulting Agency T0
2 Submission of Inception Report T0 + 1 Week
3 Submission of Feasibility Report T0 + 3 Weeks
4 RFP for Building of Check Posts with Electronic Weighbridges and Integrated facilities
5 RFP for Setup of Command & Control Center (CCC) for CGM at Gandhinagar
5 months
6 RFP for IT Integration of Centralized Information Dashboard at Command & Control Center
7 Completion of Services including assistance during Bid Process Management (preparing Responses for Pre‐bid queries)
The total estimated time period of the assignment is about 6 months from the date of award of the contract. However, since the assignment will be on “Time and Material” basis, the preparation and delivery of some work products are inter‐dependent and subject to approvals from various Government authorities, which may take further time than estimated.
Responses to pre‐bid queries will be subject to bid process & closure
The Consultant shall hand over soft and hard copies of all the deliverables of the assignment decided by CGM on the need basis.
Such soft copies, reports and outputs will be the sole property of the CGM and the Consultant shall treat all these information confidential and shall not share with any third party except on specific written instructions by CGM.
The Consultant shall commence the assignment within a week from the date of issuance of Letter of Award by CGM.
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2.4 Resource Requirements & Skill‐set The selected consultant agency shall deploy key personnel with different skill sets and proficiency as per the requirement of the assignment and complete the desired assignment within given time limit. If required, the selected consultant agency may depute additional resources for completing the work in the given time limit. The desired key personnel profile shall be as under: A. Sr. Consultant – Civil & Architectural
Srl. Skill set Details
1 Educational Qualifications
Graduate in Civil / Architecture Engineering
2 Experience More than 8+ years in –
Conducting Feasibility study & preparation of RFP documents or detailed study and / or implementation / erection of Integrated Computerized Check Post / Highway / any other relevant infrastructure project and must have done minimum Two Eligible Assignments.
3 Responsibility Set of Responsibilities will include –
Design and planning of the basic Civil Amenities (exterior and interior) as per the requirements as specified in the Scope of Work, including designing of structural members.
Prepare the broad layout of intersections and assessment of the Project, layout of Check Post & Electronic Weigh Bridge, vehicle lay byes etc. and related matter and all other civil activities specified in the Scope of Work.
Conduct joint study with Sr. Consultant – IT in preparation of Feasibility Report and prepare the RFP for “Construction of Check Posts & Weighbridges with integrated facilities”
B. Sr. Consultant – IT Infrastructure
Srl. Skill set Details
1 Educational Qualifications
Graduate in Computer Science / Information Technology Engineering
2 Experience More than 8+ years in –
Conducting Feasibility study & preparation of RFP documents or detailed study and / or implementation / erection of integrated Computerized Check Post / Software Development / Networking / Project Planning / Project Monitoring / Project Preparation etc. in transportation sector / any other relevant infrastructure project and must have done minimum Two Eligible Assignments.
3 Responsibility Set of Responsibilities will include –
Design & prepare specifications of IT Infrastructure and Physical Security & Access Control components to be integrated with Check Post as per the requirement specified in the Scope of Work
Prepare the broad layout of implementation and integration of these IT & Security components with Check Posts & Electronic
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Weigh Bridges considering interoperability with all other components as specified in the Scope of Work.
Prepare the detailed design specifications for Command & Control Center (CCC). The CCC will have video‐wall based “Centralized Information Dashboard” which will converge all information and data‐feeds from various CGM applications ‐ ILMS, Geo‐fencing, Check Posts data, VTMS, Exploration Laboratory etc.
Conduct joint study with Sr. Consultant – Civil & Architecture in preparation of Feasibility Report and prepare the RFP for “IT Integration of Check Posts with ILMS and Physical Security Systems”
2.5 Inception Report The Consultant shall clearly study and understand the objectives of the department for hiring the services and submit an Inception Report that contains the approach & methodologies, description of activities, detailed work plan, budget estimates for various events, the list of personnel involved along with their roles and responsibilities, and an estimate of the time allocation for the involved personnel / team from both CGM and the organization's team.
2.6 Feasibility Study & Report The consultants shall submit the Feasibility Report including traffic and engineering surveys, land plans and preliminary design / cost estimates of Integrated Modern and Computerized Check Post, and Weigh Bridge equipped with video cameras, number plate scanners, automatic barriers, computers, check post buildings, side bays, parking bays, parking space, public utilities, restaurant, workshop, warehouse, networking, computerized system development, safety devices, toll plazas, project facilities etc. required to fulfil all requirements to serve the department’s objective. The Feasibility Report shall cover the following aspects (but not limited to) which will assist in detailing RFP preparation: a. To carry out Engineering survey and collect users requirements b. To carry out Engineering Design of all components of projects, making extensive use of
current international "Best Practices" for these types of projects. c. Assessing the land allotted for Check Posts for each category including preparation of
Land Plan Schedules, Drawings, etc.; d. Assessing the availability of utilities such as telephone lines, electric lines, water and
sewage lines etc., as required as per site condition; e. Assessing the Environmental impact assessment; f. Preliminary Designs; g. To carry out pre‐tender activities for fixation of contract of Civil / Electrical / Electronics
construction works including Electronic Weigh bridge / Weigh‐in‐motion, LAN‐WAN, Computers, CCTV Surveillance, Lighting, Boom Barriers, Integration with CGM ILMS (Integrated Lease Management System) and other related works of the project site. This should include the concept plan, the proposed working drawing, Bill of Quantity & other related details, prepared in consultation with the user departments. The Consultant shall prepare bid documents after incorporating the above features.
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h. To carry out pre‐tender activities for setup of Command and Control Center (CCC). This CCC will be a secure premise in CGM office building that operates as the Central Information Dashboard, coordination & monitoring center, alarm monitoring center all in one. The CCC includes Video Surveillance room, Investigation & Response Room and FMS Room. The CCC would be equipped with large video walls, workstations, video management servers, large cluster of data convergence and storage for video, geo‐fencing, MIS applications etc. The CCC will be the nerve center – a “Centralized Information Dashboard” ‐ from where overall assets and activities are monitored and managed.
i. To prepare tender documents and Terms of reference for the agency to carry out supervision and quality control for execution of the project.
j. To assist in responding to Pre‐Bid queries etc. k. To provide assistance in technical bid evaluation.
2.7 Preparation of “RFP for Building of Check Posts with Electronic Weighbridges and Integrated Facilities” Based on the Feasibility Report, the consultants shall prepare the “RFP for Building of Check Posts with Weighbridges and integrated facilities” considering features and amenities given hereafter. The Check Posts are to be constructed at crucial locations / points with advanced facilities and security measures which will help in surveilling the transport movement of minerals through these routes. Initially, CGM has identified Seven (7) such locations to build Check Posts, out of which Land for construction of Check Posts has been allocated for Four (4) sites as listed below:
Srl. Place District Status
1 Miyani Road, Post: Harshad Devbhoomi Dwarka Land Allocated
5 Chhota Udepur Chhota Udepur Land Allocation in Progress
6 Around Mota Chiloda Gandhinagar ‐‐‐‐
7 Around Bagodara Ahmedabad Land Allocation in Progress
The RFP shall detail the entire Scope of Work related to Civil and Construction work required to build Check Posts & Weighbridges with integrated facilities which includes (but not limited to) CCTV cameras, Automatic Number Plate Readers (ANPR), Automatic Boom Barriers, RFID, Computers etc. and its integration with the Lease Management System (Application) to track the mineral movement as well as to fulfil the requirements of the Vigilance and Flying Squad sections of the department. The Bid documentation shall include:
Preparation of Detailed Architectural & Structural Design, Levelling & Construction Activities of the entire Check Post area including related facilities and amenities
Eligibility Criteria for participation of eligible bidders with relevant experience
Qualification Criteria for evaluation & Selection of qualitative bidders
Detailed exhaustive scope of work for Civil and Construction works as per Feasibility Report and as per inputs & requirements of concerned CGM authorities
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Bill of Quantity
Special Terms & Conditions related to Civil & Construction related work including labour laws, environmental clearances etc.
Payment Milestones
A. Physical Infrastructure at Check Post o Computerized Weighment System – Electronic weighbridge for weighment of vehicle o Warehousing of unloaded / seized goods. o Network / Server Room o Operational Manpower cabins / Booth cabins o Departmental Office housing facilities o Accommodation facilities for staff o Rest Houses o Security arrangements
B. Facilities / Amenities at Check Post
o Administrative Building o Booth with type of pavement o Rest Houses o Retiring Dormitories o Storage space o Off shift recreation space o Impounded material storage o General Store o Toilets with effective Sewage Disposal o Electronic Weigh Bridge o Electronic Sensor o Ware Housing facility o Puncture & Tyre Repair
C. Provision of weighing scales
Vehicles passing through the Check Posts may have excess loads than the declared loads as per Royalty Pass generated in ILMS. Weights of vehicles containing various minerals may also be of significance from Royalty chargeability perspective. The need for weighing all such vehicles may be taken care of by providing Electronic / Computerized Weighing Scales at a location when these commercial vehicles reach to the Check Posts. Also considering the objective of department and traffic density Electronic Weigh‐in‐motion equipment is also desirable.
2.8 Preparation of “RFP for Setup of Command & Control Center (CCC) for CGM at Gandhinagar” Based on the Feasibility Report, the consultants shall prepare the “RFP for Setup of Command & Control Center (CCC) for CGM at Gandhinagar” considering features and amenities given hereafter. The CCC will be a secure premise in CGM office building located in Gandhinagar that will operate as the “Centralized Information Dashboard” for CGM. It will be the nerve center where data feeds from all the overall assets and activities will be converged, monitored and managed. Besides being a central MIS dashboard, the CCC will also act as a Coordination &
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Monitoring center, Alarm Monitoring center, Data Analytics & Forensic center, all in one. The CCC will includes Video Surveillance room, Investigation & Response Room and Facility Management Services (FMS) Room. The CCC would be equipped with large video walls, workstations, video management servers and large cluster of data convergence and storage for video, geo‐fencing, MIS applications etc. The bid documentation shall include:
Preparation of Design & Specifications for Supply, Installation, Testing & Commissioning of Command & Control Centre with – o Video Surveillance Room o Facility Management Services room o Investigation & Response Room
Eligibility Criteria for participation of eligible bidders with relevant experience
Qualification Criteria for evaluation & Selection of qualitative bidders
Detailed exhaustive scope of work for setting up a CCC works as per Feasibility Report and as per inputs & requirements of concerned CGM authorities
Bill of Quantity
Special Terms & Conditions related to the related work including labour laws, environmental clearances etc.
Payment Milestones
A. Physical Infrastructure at CCC o Video Wall Infrastructure ‐ furniture, video wall, workstation, Servers, Storage,
Access switch, Rack, Structured cabling, LAN cabling, electric cabling etc. o Network / Server Room o Supply, Installation of other facilities such as Interiors, Electrical, UPS, DG Sets, Access
Control System, Fire Detection and Suppression System, Water Leakage, IP Telephone – Communication System, etc.
o False Ceiling / False Flooring o Cooling (Comfort, Split, Precision, In‐Row etc.) o Power Utilities Room (UPS, Battery, Panels etc.) o Help Desk setup and Facility Management for Operational Manpower including
Workstations / Cubicles / Cabins
B. Facilities / Amenities in CCC o Rest Houses o Secured Storage space o Toilets with effective Sewage Disposal
2.9 Preparation of “RFP for IT Integration of Centralized Information Dashboard at Command & Control Center”
Based on the Feasibility Report, the consultants shall prepare the “RFP for IT Integration of Centralized Information Dashboard at Command & Control Center” considering features and specifications given hereafter. The RFP shall detail the entire Scope of Work related to “Centralized Information Dashboard” which will integrate and converge all Data Analytics components of CGM from various application layers into one single information platform / dashboard. The scope of RFP shall include (but not limited to):
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Preparation of detailed design & specifications for – o IT and Non‐IT components (Physical Security & Access Control systems) for entire
Check Post area considering the integration & interoperability requirements with other related facilities
o IT and Non‐IT components for CCC which will include Video Wall components, Data Analytics components, Incident Report and Response management system, Alert Monitoring and Management system etc.
Eligibility Criteria for participation of eligible bidders with relevant experience
Qualification Criteria for evaluation & Selection of qualitative bidders
Detailed exhaustive scope of work for IT Infrastructure Components and Physical Security & Access Control components and its Implementation & Integration
Detailed exhaustive scope of work for Centralized Information Dashboard which will converge data feeds from applications like ILMS, Geo‐fencing, VTMS, Video streaming and data from Check Posts, data from Exploration Lab, MIS reporting etc.
Bill of Quantity
Special Terms & Conditions related to IT Infra and Physical Security Components related work including SLA, uptime performance, interoperability, warranty / maintenance, end‐of‐line / upgradation and scalability considering advanced future requirements, licensing etc.
Payment Milestones
Change Requests Management
Intellectual Property Rights (IPR), Source Codes and licenses of software / applications to be developed and used
Service Level Standards / Requirements / Agreements
Warranty and AMC terms
A. IT Components: o Computers & Peripherals including printers & scanners etc. o Servers, Storage o Video Wall and CCC components like:
LED Display, DVR, Switcher Video Analytics / Management Software Command and Control Software Data Analytics Software based on MIS requirements
o LAN / WAN / Internet Bandwidth & its connectivity o Display Panels & Kiosks, Video Walls (LED Panels) o Integration with ILMS (Integrated Lease Management System) Application – Interface
and integration with ILMS system to verify and validate the Weighbridge Data with e‐Royalty and e‐Delivery Pass data
o Integration with Geo‐fencing / VTMS Application o Integration with Exploration Lab Applications o Integration with Check Posts data o Integration with Flying Squad and Mobile‐App Data etc.
B. Non‐IT Components: o CCTV Surveillance with Video Analytics including ANPR and other required features o RF‐ID Scanners / Readers o Automatic Boom Barrier o Biometric Attendance System o Public Address System
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o Audio Switcher o Communication and IP‐telephone systems o Fire Detection & Extinguishing System o Alternate Power Source & Backup components (DG, UPS etc.)
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Section ‐ 3 Instructions to Bidders
ARTICLE – 1: COST OF BIDDING
• The Bidder shall bear all costs associated with the preparation and submission of the Bid and CGM/GIL will in no case be responsible for such costs, regardless of the conduct or outcome of the bidding process.
• The Bidder will have to remit Non‐refundable Bid Processing Fees of Rs. 1,500/‐ in the separate cover within the main sealed cover containing EMD, on or before the date & hours of submission of the bids, at GIL office. Bid processing fees must be in the form of Demand Draft in the name of “Gujarat Informatics Ltd.” payable at Gandhinagar along with the covering letter. Please affix the stamp of your company on the overleaf of demand draft.
ARTICLE – 2: BIDDING DOCUMENTS
Bidder can download the bid document and further amendment if any available free on http://gil.gujarat.gov.in and https://gil.nprocure.com and upload the same on https://gil.nprocure.com on or before due date of the Bid. 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 bid not substantially responsive to the bidding documents in all respect may result in the rejection of the Bid. ARTICLE – 3: CONSORTIUM CLAUSE No Consortium is allowed under this project. ARTICLE – 4: CLARIFICATION ON BIDDING DOCUMENTS
Bidders can seek written clarifications on or before pre‐Bid to Director (e‐Governance), Gujarat Informatics Ltd., 8th Floor, and Block No. 1, Udyog Bhavan Gandhinagar 382017. GIL/DST (GoG) will clarify & issue amendments if any to all the bidders in the pre‐bid meeting. No further clarification what so ever will be entertained after the pre‐ bid meeting date.
ARTICLE – 5: AMENDMENT OF BIDDING DOCUMENTS
• At any time prior to the deadline for submission of bids, CGM/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 & put on website.
• All prospective bidders are requested to browse our website & any amendments / corrigendum / modification will be notified on our website only and such modification will be binding on them. Bidders are also requested to browse the website of GIL i.e. http://gil.gujarat.gov.in and https://gil.nprocure.com for further amendments if any.
• In order to allow prospective bidders reasonable time to take the amendment in to account in preparing their bids, CGM/GIL, at its discretion, may extend the deadline for the submission of bids.
ARTICLE – 6: 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 shall be in English. Supporting documents and printed literature furnished by the bidder may be in another language provided they are accompanied by an accurate translation of the relevant pages in English. For purposes of interpretation of the bid, the translation shall govern.
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ARTICLE – 7: SECTIONS COMPRISING THE BIDS
Bid Security Section:
Bid Processing Fees & EMD Details: The bid processing fee (non‐refundable) & EMD (refundable) to be furnished to GIL office in a separate envelop on or before date & hours of submission of bid.
Eligibility & Technical Section:
In this section, Bid letter form and Clause‐by‐Clause Compliance Statement as per forms/format & compliance to Scope of Work need to be uploaded. Regarding eligibility criteria, all the forms/format & documentary proof need to be uploaded.
Price bid Section: As per bid form only.
Note: All the forms should be in the Prescribed Format Only. All forms / Tables, duly filled‐in with necessary proofs, as required and stated in the bid document
& supporting documents for eligibility criteria should be uploaded. ARTICLE – 8: BID FORMS • 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.
• For all other cases, the Bidder shall design a form to hold the required information.
• CGM/GIL shall not be bound by any printed conditions or provisions in the Bidder’s Bid Forms. ARTICLE – 9: FRAUDULENT & CORRUPT PRACTICE • Fraudulent practice means a misrepresentation of facts in order to influence a procurement process or
the execution of a Contract and includes practice among Bidders (prior to or after Bid submission) designed to establish Bid prices at artificial non‐competitive levels and to deprive the CGM/GIL of the benefits of free and open competition.
• “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.
• CGM/GIL will reject a proposal for award and may forfeit the E.M.D. 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).
ARTICLE – 10: LACK OF INFORMATION TO BIDDER • The Bidder shall be deemed to have carefully examined all RFP 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 – 11: CONTRACT OBLIGATIONS
• If after the award of the contract the bidder does not sign the Agreement or fails to furnish the Performance Bank guarantee & if the operation are not started within 30 calendar days after the issuance of the LoI/Work Order as mentioned in the bid, CGM/GIL reserves the right to cancel the LoI/terminate the contract , as the case may be and apply all remedies available under the terms and conditions of this contract.
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ARTICLE – 12: BID PRICE
• The priced bid should indicate the prices in the format/price schedule only.
• Price shall be inclusive of all freight, forwarding, transit insurance and installation charges. Prices shall be inclusive of Excise Duties. The prices shall strictly be submitted in the given format. Quoted prices shall be without VAT & service Tax. The tax (VAT) & service Tax components as applicable shall be mentioned separately in the respective columns. Successful Bidder will have to supply/provide goods with an Invoice from a place located within State of Gujarat.
• Any effort by a bidder or bidder’s agent / consultant or representative howsoever described to influence the CGM/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 – 13: BID CURRENCY
• The prices should be quoted in Indian Rupees. Payment for the supply of equipment/services as specified in the agreement shall be made in Indian Rupees only.
The bidder will have to submit Bid Processing Fees (Non‐refundable) of Rs. 1,500/‐ & Earnest Money Deposit (E.M.D.) (Refundable) of Rs. 1,00,000/‐ (Rupees One Lacs Only) on or before date & hours of submission of bid in a sealed cover at GIL office with the heading “Bid processing Fees & EMD for Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat”
• Bid processing fees must be in the form of Demand Draft in the name of “Gujarat Informatics Ltd.” payable at Gandhinagar along with the covering letter.
• Bid Security / EMD as mentioned above, shall be submitted in the form of Demand Draft OR in the form of an unconditional Bank Guarantee (which should be valid for 15 months from the last date of bid submission) of any Nationalized Bank including the public sector bank or Private Sector Banks or Commercial Banks or Co‐Operative Banks and Rural Banks (operating in India having branch at Ahmedabad/ Gandhinagar) as per the G.R. no. EMD/10/2015/508/DMO dated 27.04.2016 issued by Finance Department or further instruction issued by Finance department time to time; in the name of “Gujarat Informatics Ltd.” payable at Gandhinagar (as per prescribed format given at Annexure A) and must be submitted along with the covering letter.
Please affix the stamp of your company on the overleaf of demand draft.
Note: Failing to submit physical covers of EMD and bid processing fees at GIL on or before given time may lead to the rejection of the bid.
• In case of non‐receipt of Bid processing fees & EMD as mentioned above, the bid will be rejected by GIL as non‐responsive.
• EMD of all unsuccessful bidders would be refunded by GIL within 30 Days from the date of selection of successful bidder. The EMD submitted of successful bidder would be returned upon submission of Performance Bank Guarantee and signing of contract
• The EMD may be forfeited at the discretion of CGM/GIL, on account of one or more of the following reasons:
i.) if a Bidder withdraws its bid during the period of bid validity
ii.) Does not accept the correction of errors made in the tender document;
iii.) In case of a successful Bidder, if the Bidder fails:
a.) To sign the Contract as mentioned above within the time limit stipulated by purchaser or
b.) To furnish performance bank guarantee as mentioned above or
c.) If the bidder is found to be involved in fraudulent practices.
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ARTICLE – 15: PERIOD OF VALIDITY OF BIDS
• Bids shall remain valid for 180 days from the last date of bid submission, A Bid valid for a shorter period shall be rejected as non‐responsive.
• In exceptional circumstances, CGM/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.
ARTICLE – 16: BID DUE DATE
• Bid must be uploaded by bidder not later than the date specified in the RFP.
• The CGM/GIL may, as its discretion, extend the bid due date, in which case all rights and obligations of the CGM /GIL and the bidders, previously subject to the bid due date, shall thereafter be subject to the new bid due date as extended.
ARTICLE – 17: LATE BID
• No bidder will be allowed to upload or submit the bid after the bid due date/time.
ARTICLE – 18: MODIFICATION AND WITHDRAWAL OF BID
• The Bidder may modify or withdraw its bid before the due date of bid submission.
• No Bid may be modified subsequent to the deadline for submission of bids.
• 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 – 19: OPENING OF BIDS
• Bids will be opened in the presence of Bidder’s representatives, who choose to attend. The Bidder’s representative who is present shall sign a register evidencing their attendance.
• The Bidder’s names, Bid modifications or withdrawals, discounts and the presence or absence of relevant Bid security and such other details as the CGM/GIL officer at his/her discretion, may consider appropriate, will be announced at the opening.
• Immediately after the closing time, the CGM/GIL contact person shall open the Un‐priced Bids and list them for further evaluation.
ARTICLE – 20: CONTACTING CGM/GIL
• Bidder shall not approach CGM /GIL officers outside of office hours and/ or outside CGM /GIL office premises, from the time of the Bid opening till the time of award of the Contract..
• Any effort by any bidder to influence CGM /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 CGM /GIL, it should do so in writing.
ARTICLE – 21: REJECTION OF BIDS
• CGM /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 – 22: TECHNICAL EVALUATION OF BID PRELIMINARY AND TECHNICAL EVALUATION OF BID
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• Un‐priced Bid documentation shall be evaluated in two steps.
• Firstly, the documentation furnished by the Bidder will be examined based on the following criteria:
a) Compliance to bid document
b) Evaluation of Eligibility Criteria & Technical Specifications of the Product / Solution Offered. (The bidder shall provide details along with compliance /deviation from the clause mentioned in the bid)
c) CGM /GIL may ask Bidder(s) for additional information, demonstration of the solution to verify claims made in Un‐priced Bid documentation.
FINANCIAL EVALUATION OF BID
• Priced Bid: The financial bid of the technically qualified bidders will be opened and L1 (lowest cost) bidder will be identified based on the sum total of prices for all line items without tax as per the financial bid format and then called for further negotiations, if required.
ARTICLE – 23: AWARD OF CONTRACT • Award Criteria: The Criteria for selection will be the lowest cost (L1 Bidder) for the technically qualified
bids.
• The actual quantities may decrease or increase at the time of finalization, depending upon the change in the requirements/grants available with the purchaser(s), which shall be binding to the bidder.
• In case, the lowest bidder (L1) does not accept the award of contract or is found to be involved in corrupt and/or fraudulent practices, the next lowest bidder i.e. L2 will be awarded the contract. In such scenario, the L2 bidder has to match the L1 Price and execute the project at the L1 Price for the entire contract duration.
• The initial contract duration will be for 4 (four) months, however, it will be extended further with mutual consent, if required. During the contract period, the bidder shall have to provide necessary support and coordination for the Services supplied under the contract.
ARTICLE – 24: NOTIFICATION OF AWARD & SIGNING OF CONTRACT • After the bid evaluation, CGM will notify the successful Bidder and issue LoI/Purchase Order.
• Successful bidders will have to sign the contract upon receiving the LoI with the purchaser(s) within 10 calendar days from the date of issuance of LoI. (The draft of the Contract form is attached herewith).
ARTICLE – 25: LIMITATION OF VENDOR’S LIABILITY: • Vendor’s cumulative liability for all its obligations under the contract shall not exceed the contract value
and the Vendor shall not be liable for incidental, consequential, or indirect damages including loss of profit or saving.
ARTICLE – 26: FORCE MAJEURE • 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
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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 its delay in performance or other failure to perform its obligations under the Agreement is the result of Force Majeure.
• 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:
• 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.
• Other Events (“Political Events”) to the extent that they satisfy the foregoing requirements including:
• 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:
i. 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;
ii. Strikes, work to rules, go‐slows which are either widespread, nation‐wide, or state‐wide and are of political nature;
iii. Any event or circumstance of a nature analogous to any of the foregoing.
• 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
b) Delay in the performance of any contractor, sub‐contractors or their agents;
• 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 – 27: 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 – 28: 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.
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ARTICLE – 29: USE OF AGREEMENT DOCUMENTS AND INFORMATION
• The Bidder shall not without prior written consent from CGM disclose the Agreement or any provision thereof or any specification, plans, drawings, pattern, samples or information furnished by or on behalf of CGM 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.
• The Bidder shall not without prior written consent of CGM make use of any document or information made available for the project except for purposes of performing the Agreement.
• All project related documents issued by CGM other than the Agreement itself shall remain the property of GoG and Originals and all copies shall be returned to GoG on completion of the Bidder's performance under the Agreement, if so required by the CGM.
ARTICLE – 30: ASSIGNMENT & SUB CONTRACTS
• Assignment by Bidder
The Bidder shall not assign, in whole or in part, its rights and obligations to perform under the Agreement to a third party, except of the Site Infrastructure creation. The same has to be done with the prior written consent from CGM.
• Sub contracts: Sub contract shall not be allowed.
ARTICLE – 31: RESOLUTION OF DISPUTES
• 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.
• 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, two of whom will be appointed by each Party and the third appointed by the two arbitrators.
• The place of the arbitration shall be Gandhinagar, Gujarat.
• The Arbitration proceeding shall be governed by the Arbitration and Conciliation Act of 1996 as amended.
• The proceedings of arbitration shall be in English language.
• The arbitrator’s award shall be substantiated in writing. The arbitration tribunal shall also decide on the costs of the arbitration procedure. The Parties hereto shall submit to the arbitrator’s award and the award shall be enforceable in any competent court of law.
ARTICLE – 32: TAXES & DUTIES Bidder is liable for all taxes and duties etc. ARTICLE – 33: BOOKS & RECORDS Bidder shall maintain adequate books and records in connection with Contract and shall make them available for inspection and audit by GoG during the terms of Contract until expiry of the performance guarantee. ARTICLE – 34: WARRANTY TERMS
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All goods /services shall be supplied strictly in accordance with the specifications, drawings, datasheets, other attachments and conditions stated in the Bid / Order / LOI. All materials supplied by the Bidder shall be guaranteed to be of the best quality of their respective kinds and shall be free from faulty design, workmanship and materials. In event of default originating with the design, material arising at any time during the Warranty period, the Bidder shall replace as may be necessary to ensure the material should function in accordance with the specification and to fulfill the foregoing Warranty without any delay. The Bidder shall warrant that every work executed under the contract shall be free from all defects and faults in material, workmanship etc. for a period of warranty period from the date of Acceptance test. In the event that the materials/services supplied do not meet the specifications and/or scope of work, GOG shall notify the Bidder giving full details of difference. The Bidder shall attend the issue within 7 days of receipt of such notice to meet and agree with representatives of the CGM , the action required to correct the deficiency. Should the Bidder fail to address the issues within the time specified above, CGM shall be at liberty to rectify the work/materials and Bidder shall reimburse CGM/GIL all costs and expenses incurred in connection with such trouble or defect. ARTICLE – 35: PERFORMANCE GUARANTEE • The successful bidder shall furnish Performance Guarantee in the form of bank guarantee for the amount
equal of 10% of the value of the Order towards faithful performance of the contract obligation for period of 6 months. In case of poor and unsatisfactory services, CGM shall invoke the PBG.
• The Performance Bank Guarantee has to be submitted within 10 days from the date of issue of Purchase order from any Nationalized Bank including the public sector bank or Private Sector Banks or Commercial Banks or Co‐Operative Banks and Rural Banks (operating in India having branch at Ahmedabad / Gandhinagar) as per the G.R. no. EMD/10/2015/508/DMO dated 24.07.2016 issued by Finance Department or further instruction issued by Finance department time to time. (The draft of Performance Bank Guarantee is attached herewith).
• The Performance Guarantee shall be discharged by CGM and returned to the Bidder within 30 days from the date of expiry of the Performance Bank Guarantee.
ARTICLE – 36: PAYMENT TERMS
Sr. Milestone Payment
1 On Submission & acceptance of –
Submission of Inception Report
Submission of Feasibility Report
10%
2 On Submission & acceptance of –
RFP for Building of Check Posts with Electronic Weighbridges and Integrated facilities etc
20%
3 On Submission & acceptance of –
RFP for Setup of Command & Control Center (CCC) for CGM at Gandhinagar
20%
4 On Submission & acceptance of –
RFP for IT Integration of Centralized Information Dashboard at Command & Control Center
20%
5 Completion of Services including assistance during Bid Process (preparing Responses for Pre‐bid queries and assistance in technical bid evaluation)
30%
The selected agency shall raise the component wise invoice as per the milestones achieved as mentioned above in the payment schedule and submit the invoice to CGM.
CGM shall verify and deduct the applicable penalty (if any) from the Invoices raised against the milestone achieved and shall make the payment.
The selected agency’s request(s) for payment shall be made to CGM along with the 2 original copies of invoices and necessary documents. The invoice should be in English.
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ARTICLE – 37: SERVICE TERMS
• The entire scope of the work depends on the technical skill of the bidder to carry out the entire Project in adherence to the SLA’s
• It is mandatory for Bidder to deploy adequate and qualified manpower to deliver the work as mentioned in the scope of work for the contract duration as per the RFP.
• The Bidder need to manage & maintain various records related to the services extended to the Government.
• The Bidder is responsible to maintain proper necessary documentation and have to update the same on regular basis.
ARTICLE – 38: PENALTY & CONTRACT TERMINATION CLAUSES • The consultants deployed by bidder will be deployed for fulltime at CGM for the time period specified in
contract and will be assigned job as per the activities mentioned in scope of work. Replacement of resources shall only be allowed under extreme circumstances by taking prior approval from GIL / CGM. The replacement of resource by bidder will be allowed (with penalty) only in case, the resource leaves the organization by submitting resignation with the present employer. The replaced resource will be accepted by the GIL / CGM only if he/she found suitable to the satisfaction of the GIL / CGM. The outgoing resource should complete the knowledge transfer with the replaced resource as per the satisfaction of the GIL / CGM. The bidding firm shall be allowed 15 days to replace the resource. If exceeded 15 days the penalty for replacement of resource will be charged as double with respect to penalty for Replacement of resources as mentioned in below table.
Sr. Parameter SLA Penalty
1 Shortfall of Attendance of Compulsory Resources.
The resource deployed at CGM need to seek approval from CGM for any leave. If approval is not granted or taken then resource will have to be substituted.
If not, the penalty Rs. 5,000 per day will be charged of the resource multiplied by number of leaves taken by the resource.
2 Replacement of resources
Resources initially deployed are not to be replaced during the tenure of the project. In case resources are replaced with new resources, penalties will apply
Replacement Penalty –
1st replacement – Rs.25,000
2nd replacement – Rs. 50,000 per replacement
3 Delay in submission of Deliverable Documents
The consulting firm shall prepare and deliver the desired Deliverable (documents, RFPs, reports etc.) as mentioned in List of Deliverables in the stipulated time lines.
Penalty charges of 1% of the Payment Milestone attached to the respective Deliverable will be imposed on delay in submission of the required deliverable per week beyond the stipulated time.
• This RFP is for selection of the consulting firm / company for providing Consultants for execution of the
assignments from time to time. If during execution of the Project, following Problems are to be found, then a penalty of 1% of the contract value per week (subject to maximum of 5% during contract period) may be imposed by CGM, which will be the part of Project specific RFP and Scope of Work:
a) Quality of deliverable is not up to the mark (till the quality is improved to the required extent)
b) Delays in deliverables as per the stipulated / agreed timelines c) Not assigning adequate resources in time d) Not engaging resources on a dedicated basis, even when required. e) Assigning resources that do not meet the clients requirements f) Inadequate interaction with the client department
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g) The work is either not complete or not completed satisfactorily as per the approved time schedule or the quality of deliverable.
• If the delay is beyond 5 weeks, then the CGM may terminate the Contract and forfeit the PBG. Also, if the
overall penalty exceeds maximum of 5% during the contract period, CGM may terminate the contract.
• The time taken by department for approval or consent will not be considered in project time line for key deliverables.
• If CGM fails to provide space and related clearances to carry out the job as per the agreement terms, as a result of which the rendering of services are delayed and the selected agency is not able to adhere to the schedule for completing the defined work/ service. Delay solely on account on above will not be accounted while ascertaining actual delay.
• CGM may, by written notice to consulting firm/company, suspend all payments to the consulting firm/company here under if the consulting firm/company fails to perform any of its obligations under this contract including the carrying out of the services, provided that such notice of suspension.
a) Shall specify the nature of failure b) Shall request the consulting firm/company to remedy such failure within a period not
exceeding thirty (30) days after receipt by the consulting firm/company of such notice of failure.
• Under this Contract, CGM may, by written notice terminate the consulting firm/company in the following
ways:
a) Termination by Default for failing to perform obligations under the Contract of if the quality is not up to the specification or in the event of non‐adherence to time schedule.
b) Termination for Convenience in whole or in part thereof, at any time. c) Termination for Insolvency if the consulting firm/company becomes bankrupt or
otherwise insolvent. • In all the three cases termination shall be executed by giving written notice to the consulting
firm/company. Upon termination of the contract, payment shall be made to the consulting firm/company for:
a) Services satisfactorily performed and reimbursable expenditures prior to the effective date of termination
b) Any expenditure actually and reasonably incurred prior to the effective date of termination
• No consequential damages shall be payable to the consulting firm/company in the event of such
termination.
ARTICLE – 39: SERVICE DELIVERY Work Completion Certificate will be issued as follows:
• Final Work Completion Certificate: After successful delivery of the intended services, a Work Completion Certificate will be issued to consultant subject to following terms:
i.) Satisfactory delivery of Consultancy Services as per the Scope of Work in the RFP
ii.) Submission and acceptance of Key Deliverable documents by CGM as per the RFP
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As per the provision in Electronics & IT/ITeS Start‐up Policy Resolution No. ITS/10/2015/5284/IT dated 6th June, 2016 issued by Department of Science & Technology; in e‐Governance project undertaken by Government Departments or its Boards, Corporations or parastatal bodies getting grants from the Government, the chosen solution provider or system integrator will pass on job work or will outsource part of the work of a value ranging between 5% to 10% of the contract value to the eligible start‐ups and to students of shortlisted Technical Colleges in Gujarat. In such arrangements, the responsibility of meeting SLAs (Service Level Agreements) will continue to belong to the solution provider or the system integrator.
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Section ‐ 4
Format of Forms
Form 1 Covering Letter (To be submitted on the Bidder letterhead)
<<Insert Date and location>> Proposal Reference No: To The Managing Director, Gujarat Informatics Limited Block No.1, 8th Floor, Udyog Bhavan, Gandhinagar – 382 010 Dear Madam/Sir, Sub: Submission of proposal in response to RFP for “Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat”. 1. Having examined the RFP, we, the undersigned, hereby submit our proposal in response to your RFP
notification for “Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat” ; in full conformity with the said RFP document
2. We agree to abide by this Proposal, consisting of this letter, the Qualification Criteria forms and the
Technical Proposal form, the duly notarized Board Resolution/ Power of Attorney, and all attachments, for a period of 180 days from the date fixed for submission of Proposals as stipulated in the RFP modification resulting from contract negotiations, and it shall remain binding upon us and may be accepted by you at any time before the expiration of that period.
3. If we are entrusted as a successful bidder, we undertake to provide a Bank Guarantee in the form and
amount prescribed. 4. We hereby declare that all the information and statements in this proposal are true and accept that any
misinterpretation contained in it may lead to our disqualification. 5. If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated in
the RFP, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations.
6. We understand you are not bound to accept any proposal you receive
Dated this (date / month / year) Authorized Signature [in full and initials]: Name of Authorized Signatory: Designation of Authorized Signatory: Name of Bidder: Address:
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Form 3: Performa of Compliance letter/Authenticity of Information Provided
(Shall be submitted as scanned copy on Bidder’s letterhead duly signed by Authorized signatory) Date: To, Director (e‐Governance) Gujarat Informatics Ltd. Block‐1, 8th Floor, Udyog Bhavan, Gandhinagar Sub: Compliance with the tender terms and conditions, specifications and Eligibility Criteria
Ref.: RFP for “Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges,
Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat”. 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>>. We wish to inform you that we have read and understood the technical specification and total requirement of the above mentioned bid submitted by us on DD.MM.YYYY. We hereby confirm that all our quoted items meet or exceed the requirement and are absolutely compliant with specifications mentioned in the bid document. We also explicitly understand that all quoted items meet technical specification of the bid & that such technical specification overrides the brochures/standard literature if the same contradicts or is absent in brochures. 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. Thanking you,
Dated this _________ day of____________YYYY 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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Form 4: Consulting Firm Details
A ‐ Consultant’s Organization [Provide here a brief (two pages) description of the organization, business activities and profile of your firm/entity proposed for this assignment.]
B – Details about fulfilling Qualification Criteria
1 Name and Address of the Organization:
2 Telephone No.: Fax No : Website:
3 Contact Person and E‐mail ID:
4 Year of Establishment:
5 Worldwide presence through its branch offices, group companies or associates (Mention details Separately)
Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:
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Form 6: Description of Approach and Methodology for Performing the Assignment and Work Plan
[Technical approach, methodology and work plan are key components of the Technical Proposal. Consultants are suggested to present the Technical Proposal in brief divided into the following submissions:
(A) Approach and Methodology, (B) Work Plan
(A) Approach and Methodology: In this submission, Consultant should explain understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. Consultant should highlight the constraints that are expected and their importance and explain the technical approach Consultant would adopt to address them. Consultant should also explain the methodologies propose to adopt and highlight the compatibility of those methodologies with the proposed approach. (B) Work Plan: In this submission, the firm should propose timeline for proposed activities and deliverables.
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Form 7: Team Composition & Skillset The Consultant shall propose team consisting of staff / experts to take care of all aspects of the assignment as prescribed in scope of this document. Proposed Key Resources ‐ Team
Name of Key Expert
EducationalQualification
Area ofExpertise
Post qualificationrelevant experience in number of years
Curriculum Vitae (CV) for the Proposed Team / Key Personnel
1. Name of Firm [Insert name of firm proposing the staff]:
2. Name of Staff [Insert full name]:
3. Date of Birth: Nationality:
4. Education [Indicate college/university and other specialized education of staff member,
giving names of institutions, degrees obtained, and dates of obtainment]:
5. Membership of Professional Associations:
6. Other Training [Indicate significant training since degrees under 5 ‐ Education were
obtained]:
7. Work Experience: [List of Work Experience in terms of locations (State / Countries) where
staff has worked in the last ten years]:
8. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading,
and writing]:
9. Employment Record [Starting with present position, list in reverse order every employment
held by staff member since graduation, giving for each employment dates of employment,
name of employing organization, positions held.]:
10. Work Undertaken that Best Illustrates Relevant Experience and Capability to Handle the
Tasks Assigned
11. Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to disqualification or dismissal of the firm. If selected my services shall be available for the assignment till completion.
Date: [Signature of staff member or authorized representative of the staff] Day/Month/Year Full name of authorized representative:
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Section ‐ 5
5.1 Price Bid Schedule
# Description Consulting Fees (without tax)
in Rs.
Rate of Tax (%)
1 Consultancy Fees for Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat as prescribed in this RFP
Note:
1) Payment Terms shall be as per Article 36 – in Section 3
2) L1 will be the lowest Consulting Fees rates without tax.
3) The rates should be exclusive of all taxes. Taxes are extra as applicable at the time of
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Annexure A
5.2 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 Ref. no: ________________________________________ dated DD.MM.YYYY for “Rendering Advisory/Consultancy Services for Building of Check Posts with Weighbridges, Setup of Command & Control Center and its IT integration with other components for CGM, Gujarat”, 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.
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. This guarantee will remain valid up to 12 months 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 the guarantee herein contained shall continue to be enforceable till the OWNER/PURCHASER discharges this 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.
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The Bank also agree that the OWNER/PURCHASER 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/10/2015/508/DMO dated 27.04.2016 issued by Finance Department or further instruction issued by Finance department time to time.
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Section ‐ 6
6.1 Performa of Contract‐cum‐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 <<GoG Department>> for and on behalf of the OWNER/PURCHASER and the same having been accepted by the SELLER resulting into CONTRACT for rendering Consulting Services 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 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.
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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/10/2015/508/DMO dated 27.04.2016 issued by Finance Department or further instruction issued by Finance department time to time.
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6.2 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 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.
4 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.
5 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
Said __________________________________ (For the Supplier)
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ANNEXURE B
(TO BE SUBMITTED PHYSICALLY)
AFFIDAVIT
(To be submitted IN ORIGINAL on Non-Judicial Stamp Paper of Rs 100/- duly attested by First Class Magistrate/ Notary public)
I/We, ___________________________, age______ years residing at ______________________ in capacity of _______________________M/s. ___________________________________ hereby solemnly affirm that All General Instructions, General Terms and Conditions, as well as Special Terms & Conditions laid down on all the pages of the Tender Form, have been read carefully and understood properly by me which are completely acceptable to me and I agree to abide by the same. I I We have submitted following Certificates I Documents for T.E. as required as per General Terms & Conditions as well as Special Terms & Conditions of the tender
Sr. No. Name of the Document 1 2
All the Certificates I Permissions I Documents I Permits I Affidavits are valid and current as on date and have not been withdrawn I cancelled by the issuing authority. It is clearly and distinctly understood by me that the tender is liable to be rejected if on scrutiny at any time, any of the required Certificates I Permissions I Documents I Permits I Affidavits is I are found to be invalid I wrong I incorrect I misleading I fabricated I expired or having any defect. I I We further undertake to produce on demand the original Certificate I Permission I Documents I Permits for verification at any stage during the processing of the tender as well as at any time asked to produce. I I We also understand that failure to produce the documents in "Prescribed Proforma" (wherever applicable) as well as failure to give requisite information in the prescribed Proforma may result in to rejection of the tender. My I Our firm has not been banned I debarred I black listed at least for three years (excluding the current financial year) by any Government Department I State Government I Government of India I Board I Corporation I Government Financial Institution in context to purchase procedure through tender. I I We confirm that I I We have meticulously filled in, checked and verified the enclosed documents I certificates I permissions I permits I affidavits I information etc. from every aspect and the same are enclosed in order (i.e. in chronology) in which they are supposed to be enclosed. Page numbers are given on each submitted
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document. Important information in each document is "highlighted" with the help of "marker pen" as required. The above certificates/ documents are enclosed separately and not on the Proforma printed from tender document. I I We say and submit that the Permanent Account Number (PAN) given by the Income Tax Department is ____________________, which is issued on the name of ___________________________ [Kindly mention here either name of the Proprietor (in case of Proprietor Firm) or name of the tendering firn;1, whichever is applicable]. I I We understand that giving wrong information on oath amounts to forgery and perjury, and I/We am/are aware of the consequences thereof, 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, this office reserves the right to take legal action on me/us. I / We have physically signed &stamped all the above documents along with copy of tender documents (page no. ---- to -- ). I I We hereby confirm that all our quoted items meet or exceed the requirement and are absolutely compliment with specification mentioned in the bid document. My I Our Company has not filed any Writ Petition, Court matter and there is no court matter filed by State Government and its Board Corporation, is pending against our company . I / We hereby commit that we have paid all outstanding amounts of duesItaxesIcessIchargesIfees with interest and penalty. 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 Tender Committee for disqualification will be accepted by us. Whatever stated above is true and correct to the best of my knowledge and belief. Date: Stamp & Sign of the Tenderer Place: (Signature and seal of the Notary)