Tender Record Room - Department of Land Resources

Transcription

Govt. of Madhya Pradesh, Department of Revenue
Request for Proposal
For
“Conversion of Existing Record Rooms to Cyber
Record Rooms at 342 Tehsils of Madhya Pradesh”
in time bound schedule
Office of the Commissioner, Land Records & Settlement
Moti Mahal, Gwalior, Madhya Pradesh – 474 007
Phone: 0751-2441200 Fax: 0751-2441202
e-mail: [email protected]
website: www.landrecords.mp.gov.in
CLR, Gwalior, Madhya Pradesh
RFP for Conversion of Existing Record Rooms
Tender Notice
Commissioner Land Records & Settlement, Gwalior, Madhya Pradesh invites sealed offers
in two bid system for the work “Conversion of Existing Record Rooms to Cyber Record
Rooms at 342 Tehsils of Madhya Pradesh” from interested and eligible bidders.
Sealed offers prepared in accordance with the procedures enumerated in this document
should be submitted to the Office of the Commissioner, Land Records & Settlement, Moti
Mahal, Gwalior, Madhya Pradesh – 474007 before the specified date as given in the data
sheet.
The Tender reference number, description of work, earnest money deposit and time limit
to complete the work are as given below:
Tender Reference
Description
Number
work
of
EMD (Rs)
Hardcopy
Time
limit
for
Tender
completing the work
Price (Rs)
CLRMP/2010/03
Conversion
of
50,00,000/-
500/-
Nine (09) Months per
Existing Record
location from the date
Rooms to Cyber
of
Record
order.
Rooms
issue
of
work
at 342 Tehsils
Details
of
the Tender document
Madhya
provided
in
Pradesh
The above tender may be purchased from this office or downloaded for free from our
website www.landrecords.mp.gov.in. The last date and time for submission of sealed
offers, deposit of EMD, dates for opening of technical offers are given in the data sheet
(Pg.4)
Joint Commissioner
Office of the Commissioner, Land Records & Settlement
Gwalior, Madhya Pradesh
Page 2 of 109
Abbreviations Used
BEE
Bureau of Energy Efficiency
BIS
Bureau of Indian Standards
BS
British Standards
CLR
Commissioner, Land Records & Settlement, Gwalior, Madhya Pradesh
COTS
Commercially Off-The-Shelf
DIN
Deutsches Institut für Normung
DMS
Document Management System
EMD
Earnest Money Deposit
HRD
Human Resources Department
IEEE
Institute of Electrical and Electronics Engineers
ISO
International Organization for Standardization
IT
Information Technology
NA
Not Applicable
NDA
Non Disclosure Agreement
OEM
Original Equipment Manufacturer
RFP
Request For Proposal
UPS
Uninterrupted Power Supply
LAN
Local Area Network
dpi
Dots per inch
Page 3 of 109
Data Sheet
Tender Document No
CLRMP/2010/03
Tender Name
Conversion of Existing Record Rooms to Cyber
Record Rooms at 342 Tehsils of Madhya Pradesh
Name of the Organization
Office
of
the
Commissioner,
Land
Records
&
Settlement, Gwalior, Madhya Pradesh
Non
refundable
Cost
of
the
Tender
For tenders purchased from this office, Rs.500/- is
payable through Cash, Demand Draft/Banker’s Pay
Order from a nationalized bank, drawn in favour of
Dy. Commissioner, Land Records
Gwalior,
Madhya
Pradesh
& Settlement,
payable
at
Gwalior.
However, the tender can be downloaded for free from
the department website www.landrecords.mp.gov.in
Earnest Money Deposit
Rs 50,00,000/- in the form of Demand Draft or Bank
Guarantee from a nationalized bank in favour of Dy.
Commissioner, Land Records & Settlement, Gwalior,
Madhya Pradesh payable at Gwalior
Date of issue
February 21, 2011
Last Date and Time for sale of
April 18, 2011 – 3.00 PM IST
tender
Last date to receive requests for
clarification
on
the
tender
March 07, 2011 – 5.00 PM IST
in
prescribed format
Date for Pre-Bid Conference
March 10, 2011 – 11.00 AM IST
Venue of Pre-Bid Conference
Office
of
the
Commissioner,
Land
Records
&
Settlement, Moti Mahal, Gwalior, Madhya Pradesh –
474 007
Last Date and Time for Receipt of
April 18, 2011 – 3.00 PM IST
Bids
Date and Time of Opening of
April 18, 2011 – 3.30 PM IST
Technical Bids
Page 4 of 109
Place of Opening of Bids
Office
of
the
Commissioner
Land
Records
&
Settlement, Moti Mahal, Gwalior, Madhya Pradesh –
474 007
Technical Presentation by bidders,
To be declared later
if required
Declaration of bidders qualified
for opening commercial bid
Opening of commercial bids
Address for all communications
Commissioner Land Records & Settlement,
Moti Mahal, Gwalior,
Madhya Pradesh – 474 007.
Phone:0751-2441200,0751-2441210, 0751-2441240
Fax: 0751-2441202
e-mail: [email protected]
Page 5 of 109
Table of Contents
Tender Notice..................................................................................................... 2
Abbreviations Used ............................................................................................. 3
Data Sheet ........................................................................................................ 4
Section 1: Introduction ...................................................................................... 9
1.1
Preface .................................................................................................. 10
1.2
Organization of the RFP ........................................................................... 10
1.3
Objectives of the project:......................................................................... 11
1.4
IT scenarios relevant to the project – Past, Present and Planned ................... 12
Section 2: Qualifications of The Bidder ............................................................. 14
2.1
Eligibility and Pre-qualification criteria ....................................................... 15
2.2
Earnest Money Deposit ............................................................................ 16
Section 3: Instructions to Bidders .................................................................... 17
3.1
Advice to the bidders ............................................................................... 18
3.2
Transferability of the RFP document .......................................................... 18
3.3
Misplacement of the RFP document ........................................................... 18
3.4
Cost of Bidding ....................................................................................... 18
3.5
Two Bid System ...................................................................................... 18
3.6
Packaging the offers ................................................................................ 18
3.7
Authentication of Bid ............................................................................... 19
3.8
Last date and time for receiving sealed offers ............................................. 20
3.9
Pre-bid Meeting (PBM) ............................................................................. 20
3.10
Amendment of RFP Document .................................................................. 20
3.11
Technical Qualification ............................................................................. 21
3.12
Evaluation of Proposals ............................................................................ 21
3.13
Evaluation Framework ............................................................................. 22
3.14
Site Visit ................................................................................................ 25
Section 4: Terms and Conditions of The Tender................................................ 26
4.1
Bid Security............................................................................................ 27
4.2
Rejection of Bid ...................................................................................... 27
Page 6 of 109
4.3
Discharge of Bid Security of Successful Bidder ............................................ 28
4.4
Forfeiture of Bid Security ......................................................................... 28
4.5
Performance Guarantee ........................................................................... 28
4.6
Warranty Period ...................................................................................... 28
4.7
Conditional offers by the Vendors .............................................................. 29
4.8
Late Tender offers ................................................................................... 29
4.9
Offer validity .......................................................................................... 29
4.10
Validity of L1 Rate List ............................................................................. 29
4.11
Address of Communication ....................................................................... 30
4.12
Modification and Withdrawal of Offers ........................................................ 30
4.13
Hand written documents, Erasures or Alterations ........................................ 30
4.14
Commitment and Liability of Partner Companies ......................................... 30
4.15
Bid Currency .......................................................................................... 31
4.16
Intellectual Property Rights ...................................................................... 31
4.17
Indemnity .............................................................................................. 31
4.18
Publicity ................................................................................................. 31
4.19
Guarantees ............................................................................................ 31
4.20
Force Majeure......................................................................................... 32
4.21
Resolution of Disputes ............................................................................. 32
4.22
Right to Accept Any Offer and to Reject Any or All Offers ............................. 33
4.23
Risk Purchase Clause ............................................................................... 33
4.24
Termination for convenience..................................................................... 33
4.25
Ownership of resources supplied ............................................................... 34
4.26
Work Completion Requirements ................................................................ 34
4.27
Signing of Contract Agreement ................................................................. 34
4.28
Payment Terms ...................................................................................... 35
Section 5: Scope of work .................................................................................. 36
5.1
Required standards ................................................................................. 37
5.2
Conversion of Existing Record Rooms to Cyber Record Rooms at 342 Tehsils .. 37
5.3
Scanning, Indexing and Lamination Hardcopies .......................................... 39
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5.4
Barcode Tagging of Hardcopies ................................................................. 41
5.5
Data Entry ............................................................................................. 41
5.6
Design, Development and Implementation of a Digital Document Management
System Software .............................................................................................. 41
5.7
Training ................................................................................................. 44
5.8
Warranty Services ................................................................................... 46
Section 6: Technical Requirements................................................................... 49
6.1
Platform................................................................................................. 50
6.2
Minimum Technical Requirements/Specifications ......................................... 50
6.3
User Capacity Requirements ..................................................................... 51
6.4
Language Interface ................................................................................. 51
Section 7: Service Level Agreements ................................................................ 52
7.1
Penalty for delay in project execution ........................................................ 53
7.2
Returning the existing hardcopy documents in its original condition ............... 53
7.3
Review and Monitoring system.................................................................. 54
7.4
Response time on Warranty Services ......................................................... 58
7.5
Privacy & Confidentiality .......................................................................... 59
7.6
Recovery mode of Penalties from the bidder ............................................... 59
Annexure I: Format for Technical Bid ............................................................... 60
Annexure II: Format for Commercial Bid .......................................................... 78
Annexure III: Compliance Matrix ..................................................................... 87
Annexure IV: Reference Drawings for Compactors......................................... 101
Annexure V: Format for Bank Guarantee ........................................................ 105
Page 8 of 109
SECTION 1: INTRODUCTION
Page 9 of 109
1.1 Preface
The Government of Madhya Pradesh, Department of Revenue has entrusted the
Commissioner Land Records & Settlement with the responsibility of creation and
maintenance of land records (Cadastral Maps, RoRs & Khasra).
As part of its initiatives for converting the current activities of the departments in to an
e-System, CLR wishes to outsource the work of “Conversion of Existing Record Rooms to
Cyber Record Rooms at 342 Tehsils of Madhya Pradesh” to preserve the original hard
copies of the documents.
CLR also wishes to outsource the task of scanning, and indexing of all of its documents
pertaining to land records, preserving the data in digital image format as well as
implementation of a document management system to convert the overall operations of
the department including services to public into an effective e-System.
It is also to be noted that, CLR may choose and work can be awarded to more than one
vendor as per the L1 Rate List under Clause 3.13.4 – “Commercial Bid Evaluation” (Pg
23) in order to complete the work in a faster manner.
1.2 Organization of the RFP
This RFP has been divided in to the following sections for easy and effective reference:
Section
Topic
Section 1
Introduction
Section 2
Qualifications of The Bidder
Section 3
Instructions to Bidders
Section 4
Terms and Conditions of The Tender
Section 5
Scope of work
Section 6
Technical Requirements
Section 7
Service Level Agreements
Annexure I
Format for Technical Bid
Annexure II
Format for Commercial Bid
Annexure III
Compliance Matrix
Annexure IV
Reference Drawings for Compactors
Annexure V
Format for Bank Guarantee
Page 10 of 109
1.3 Objectives of the project:
Broad scope of the project is as follows:
1.3.1
Conversion of Existing Record Rooms to Cyber Record Rooms at 342
Tehsils in existing departmental building. This includes all civil work
involved for renovating the existing record room, electrification including
earthing, procurement and installation of interiors, furniture, lighting, air
conditioning in systems area, access control system, pest/insects repellent
systems and all other infrastructure required for establishment and
running the proposed Modern Record Room.
1.3.2
Setting up of a Physical Storage Area within the Modern Record Room
for physical storage of maps and records
1.3.2.1 Supply and installation of Modular Compactors of adequate strength for storage
of hard copy records sizing A4/A3.
1.3.2.2 Supply and installation of Modular Map Cabinets of adequate strength for
storage of hard copy maps sizing A1.
1.3.2.3 Supply and installation of Modular Slotted Angle Racks of adequate strength for
storage of hard copy records sizing A4 and A3.
1.3.3
Setting up of an Operational Area within the Modern Record Room
1.3.3.1 Design, development, testing, implementation, commissioning and maintenance
of a Document Management System software to facilitate easy management of
the storage, easy retrieval of the records and should comply with the
requirements as mentioned under Section 6 – “Technical Requirements” (Pg.
49-51).
1.3.3.2 Perform Indexing and Barcode tagging of hard copies of records.
1.3.3.3 Perform Scanning of records and Digital Storage for easy retrieval, printing etc.
1.3.3.4 Perform Lamination of Documents.
1.3.3.5 Perform Data entry of important documents in the database format prescribed
by the department.
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1.3.3.6 Procurement, installation and configuration of servers, desktops, networking and
all other IT infrastructure required for implementation and running of document
management system.
1.3.4
Setting up a public services area within the Modern Record Room for
waiting/reception etc.
1.3.5
Train the department staff in all aspects of management, operation
and maintenance of the supplied solution as mentioned under Section 5.7
– “Training” (Pg. 44).
1.3.6
Warranty services as mentioned under Section 5.8 – “Warranty
Services” (Pg. 46).
The detailed scope is given in the Section 5 - “Scope of Work” (Pg. 36-48).
The software solution and infrastructure provided for running the solution
should comply with the technical requirements mentioned under “Section 6:
Technical Requirements” (Pg. 49-51).
The minimum specification for the components of the solution is given in
“Annexure III: Compliance Matrix” (Pg. 87-100). The supplied solution should
comply with all of its clauses.
1.4 IT scenarios relevant to the project – Past, Present
and Planned
1.4.1 Enterprise Web Based GIS Solution
1.4.1.1 As a separate project, CLR has already taken initiatives to develop an Enterprise
Web based GIS solution, which will assist the department users in performing
their activities pertaining to land records using the spatial and non-spatial data
continuously updated and maintained by CLR.
1.4.1.2 The Enterprise Web-GIS solution project handles the latest records while the
Modern Record Room project mentioned in this tender is to store and maintain
records older than those included in the Enterprise Web-GIS solution.
Page 12 of 109
1.4.1.3 During the progress of the Modern Record Room project or in future, CLR may,
upgrade the Modern Record Room application software solution into an
Enterprise level web-based solution for centralized storage and retrieval. CLR
may engage a different vendor for doing the same as a part of the Enterprise
GIS solution project or as a part of a totally separate project. During such
initiative, the successful bidder(s) executing the Modern Record Room project as
per this RFP is required to extend necessary technical support as and when
required/requested by the department, if this effort falls during the execution of
Modern Record Room project including the warranty period.
1.4.2 Network
1.4.2.1 The IT department of Madhya Pradesh State is building a State Wide Area
Network (SWAN) with connectivity up to Tehsil and Block Head Quarter levels in
Madhya Pradesh. The department may take initiatives to connect the LAN
established as per this RFP with the SWAN with another vendor as part of its
proposed plans of upgrading the application software solution to enterprise
level. During such initiative, the successful bidder(s) executing the Modern
Record Room project as per this RFP is required to extend necessary technical
support as and when required/requested by the department, if this effort falls
during the execution of Modern Record Room project including the warranty
period.
Page 13 of 109
SECTION 2: QUALIFICATIONS OF THE
BIDDER
Page 14 of 109
2.1 Eligibility and Pre-qualification criteria
2.1.1
The bidder should be a single company/firm or a joint venture/
consortium. Joint ventures/consortiums with more than 3 companies are
not allowed. Any company/firm can submit only one bid irrespective of
participation as a single party or as part of a consortium / joint venture.
2.1.2
The bidder in case of single company or any of the partners in case of
joint venture/consortium should have a minimum cumulative turnover of
Rs. 15 Crores in the last 3 financial years in IT infrastructure development
field and it should have made profits in the last 2 financial years.
2.1.3
joint venture/consortium should have a minimum cumulative turnover of
Rs. 5 Crores in the last 3 financial years in providing IT solutions.
2.1.4
joint venture/consortium should have executed at least one project in
digital document management system worth Rs 25 lakhs or more in last 5
years.
2.1.5
The bidder in case of single company or all the partners in case of
joint venture/consortium should have ISO 9001-2000/2008 or CMMi Level
3 or above certification. The bidder/bidders should also have experience in
carrying out renovation work and interior designs for setting up of NonIT/IT infrastructure.
2.1.6
The bidder in case of single company or the prime bidder in case of
joint venture/consortium should agree to open an Operational office in the
Tehsil location within 2 weeks in the event of awarding the project for the
said location to them and operate it till completion of this project.
2.1.7
The bidder in case of single company or the prime bidder in case of
joint venture/consortium should have a liaison/reporting office in Gwalior,
Madhya Pradesh or should agree to open liaison/reporting office in
Page 15 of 109
Gwalior, Madhya Pradesh within 2 weeks in the event of awarding the
project to them and operate it till completion of this project.
2.2 Earnest Money Deposit
2.2.1
Vendors are required to give an Earnest Money Deposit (EMD) for Rs
50,00,000/- (Rupees Fifty Lakhs only) in the form of Fixed Deposit
Receipt/Demand Draft/Pay Order/Bank Guarantee of a Nationalized Bank
payable at Gwalior drawn in favour of Dy. Commissioner, Land Records &
Settlement, Gwalior, Madhya Pradesh valid for a period of 180 days from
the due date of the tender. If the EMD instrument is Bank Guarantee, it
should conform to the format given in Annexure V: “Format for Bank
Guarantee” (Pg. 105).
2.2.2
The EMD shall be refundable to unsuccessful vendors and shall be
discharged after 30 days from the date of contract signing with successful
bidder.
2.2.3
The successful bidder’s EMD shall be adjusted in the Bid Security
Deposit the bidder shall be making in accordance with the clause 4.1 “Bid Security” (Pg. 27).
Page 16 of 109
SECTION 3: INSTRUCTIONS TO BIDDERS
Page 17 of 109
3.1 Advice to the bidders
Bidders are advised to go through the entire body of the RFP to understand the
requirement as well as the tender evaluation procedures. It is assumed that the bidder is
preparing the proposed solution after carefully going through every clause of the RPF in
detail. There are formats specified for most of the documentations expected from the
bidder. Attach certificates or other documents to prove the claims, wherever mentioned.
3.2 Transferability of the RFP document
This RFP document is not transferable.
3.3 Misplacement of the RFP document
CLR shall not be responsible for any delay in submission or non delivery of proposal due
to any reasons like postal delay.
3.4 Cost of Bidding
The bidder shall bear all the cost incurred for preparing the proposal including expenses
of travel and lodging that may be required including collecting information from the
department and other communication required with the department regardless of the
outcome of the bidding process.
3.5 Two Bid System
The tender process shall follow the two bid system namely (1) Technical Bid and (2)
Commercial Bid.
3.6 Packaging the offers
The offer should be enclosed in a duly sealed envelope super scribed with RFP reference
number, Work Name, Due date and Vendor/Consortium Name. The envelope should
contain two separate envelopes for Technical Bid and Commercial Bid. Both Technical Bid
and Commercial bid are to be duly sealed and they should be super scribed with Type of
offer (Technical Offer or Commercial Offer) apart from RFP reference number, Work
Name, Due date and Vendor Name.
3.6.1
Envelope-I Technical Bid
The technical bid should contain all technical information on the solutions proposed along
with all supporting documents to qualify in the qualification criteria. The technical offer
Page 18 of 109
should be as per the format given in “Annexure I: Format for Technical Bid” (Pg. 6077)
The Technical Bid should not contain any commercial offer. If any commercial offer is
found in the technical bid, the whole offer shall be rejected outright.
3.6.2
Envelope-II Commercial Bid
The commercial Bid should contain the bill of material in the format given in “Annexure
II: Format for commercial Bid” (Pg. 78-86).
The commercial offers should be complete in all respects and it should not contradict
with the Technical Offer in any manner.
3.6.3
Number of copies of the bid
The Bidder is required to submit one original and one copy of the Technical Bid enclosed
in separate envelopes, clearly marking envelope as “Technical Bid – Original” and
“Technical Bid – Copy”, as appropriate. The original and copy shall be enclosed in the
“Envelope-I Technical Bid”.
The bidder is required to submit soft copy of the technical bid in “MS Word/ Excel/ Power
point/Adobe PDF” as applicable. The soft copy is to be burned in to CD/DVD media in 1
copy and shall be enclosed in Technical Bid Original.
In the event of any discrepancy between the hard copies and/or the softcopies, the
original hard copy shall prevail.
The Bidder is required to submit only one original of Commercial Bid.
3.7 Authentication of Bid
3.7.1
The original and all copies of the Bid Document shall be computer
laser printouts and shall be signed by a person or persons duly authorized
to bind the Bidder to the Contract. A duly stamped Power-of-Attorney
accompanying the Bid Document shall support the letter of authorization.
The person or persons signing the Bid Document shall initial all pages of
the Bid Document. However, amounts in the commercial bid can be
either computer laser print or may be filled by hand legibly.
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3.7.2
There should not be any cutting / striking / overwriting on the
commercial bid.
3.8 Last date and time for receiving sealed offers
The sealed offers should reach the address mentioned in the data sheet on or before the
date and time mentioned in the data sheet (Pg. 4).
3.9 Pre-bid Meeting (PBM)
CLR shall make best efforts to respond to any request for clarification for the Tender
Document to the prospective bidders. Such requests are to be made in writing and are to
be received by CLR at least 5 working days before the Pre-Bid Meeting as per the date
and time mentioned in the data sheet (Pg. 4). The clarification shall be made in writing
to the extent possible. The format for request for clarification is given below.
Vendor
Name
and
Address
Date:
Sr.No.
Tender Reference No: CLRMP/2010/03
Section Reference Number (SRN) and Description
SRN
Description
2
3
1
Clarification Sought
4
Queries not adhering to the format above or queries not received within the mentioned
deadline shall not be taken up at the Pre Bid Meeting. CLR shall not be responsible for
any delay in receiving the clarification document including but not limited to any delays
like postal delays.
3.10
Amendment of RFP Document
At any time before the deadline for submission of bids, if the prospective bidder/s
requests for any modification in the Tender document with proper justifications to the
State Government, Department of Revenue then the government , if deemed necessary,
may direct the CLR to modify the Tender Document by amending, modifying and/or
supplementing the same. All such amendments shall be binding on all the bidders
without any further act or deed on CLR part.
Page 20 of 109
If a bidder has already submitted the bid and the tender document has been amended
subsequently, then the bidder shall be allowed to rebid, but before the last date and time
of submission of bids. In such cases, he should write “Rebid Dated: <Date>” on the bid
envelope and the previous bid will not be considered.
CLR reserves the right to extend the deadline for the submission of the bids.
Original RFP, all amendments, extension of deadlines and all clarifications shall be posted
on the department website www.landrecords.mp.gov.in under “Tender” option.
3.11
3.11.1
Technical Qualification
Detailed evaluation of the technical offers shall be performed only after
scrutinizing whether each bid is:
3.11.1.1Complete in all respects as per the format given in Annexure I: Format for
Technical Bid (Pg 60-77).
3.11.1.2Accompanied by all documents required to prove claims against prequalification
mentioned in Section 2 – “Qualification of the Bidder” (Pg. 14).
3.11.1.3Accompanied by the EMD as mentioned under Clause 2.2 - “Earnest Money
Deposit” (Pg. 16).
Those bids failing to clear the above criteria shall be rejected and will not be
scrutinized further.
Bidders adhering to the completeness of the technical proposal shall be given
chance to give a technical presentation before the Evaluation Committee.
3.12
3.12.1
Evaluation of Proposals
Tender Evaluation Committee
The evaluation of both technical and commercial proposals shall be done by a “Tender
Evaluation Committee” duly constituted by the Government of Madhya Pradesh.
The Tender Evaluation Committee may choose to request for clarification from the bidder
related to their products / services offering, approach, methodology or any other
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information as part of the technical evaluation. The decision of the Evaluation Committee
in the evaluation of the Technical and Commercial bids shall be final and binding on all
the parties. No correspondence will be entertained outside the process of negotiation/
discussion with the Tender Evaluation Committee.
Any effort by a bidder to influence the Tender Evaluation Committee’s processing of Bids
or award decisions may result in the rejection of the Bid.
3.13
Evaluation Framework
The following framework shall be used as a guideline for the evaluation of bids. The CLR
reserves the right to introduce any other evaluation method or make enhancements in
the existing framework as per the requirement.
3.13.1
Technical Bid Evaluation Framework
Technical bid evaluation shall be guided by the following framework:
Criteria
Maximum
Marks
Quality of Proposed Methodology
Bidders Understanding level of scope of work of this project
5
Approach and Methodology for the execution of this project
5
Project Management
5
plan
highlighting key
milestones, overall
timeline etc. for completion in a time bound schedule.
Technical Presentation
30
Bidder’s Competence
Experience in executing similar Infrastructure Development projects
20
Experience in executing similar Digital Document Management
20
projects
Proposed
Resources
for
Document
Management
System
10
Development
Certifications (ISO, CMM, CMMi etc)
Total Marks
3.13.2
5
100
Coverage area on Technical Presentation
The Technical Presentation by the vendors shall be conducted at CLR Office,
Gwalior in front of the Tender Evaluation Committee. The vendors are required
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to cover the following aspects of their proposal, but not limited to, in their
Technical presentation:
3.13.2.1Proposed Technical solution for the project, its advantages and limitations.
3.13.2.2Security provisions for Data and Access Control systems in the proposed
solution.
3.13.2.3Proposed Infrastructure including Hardware, Software and Non-IT Components.
3.13.2.4Superiority
of
Proposed
Infrastructure
with
respect
to
the
minimum
specifications as mentioned in “Annexure III – Compliance Matrix” (Pg. 87100).
3.13.2.5Proposed Technical Team (Strength and Structure) for this project.
3.13.2.6Plan for executing project simultaneously at multiple remote locations in a time
bound schedule.
3.13.2.7Technical and Financial Capability of the bidder in executing similar large
projects in a time bound schedule in any State of India along with project details
and completion certificate.
3.13.3
Obtaining minimum marks in Technical Evaluation
Commercial bid will be opened of only those bidders, who have obtained a minimum
mark of 70% in their technical bid as per the evaluation framework. The evaluation done
by the Tender Evaluation Committee in this regard shall be final and binding on the
bidder.
3.13.4
Commercial Bid Evaluation
3.13.4.1L1 shall be the bidder, who has quoted the lowest total cost as per the
Commercial
Bid in the format given in “Annexure II - Format for
Commercial Bid” (Pg.78-86). It will be derived by multiplying the approximate
quantity given in the “Annexure II - Format for Commercial Bid” (Pg. 7886) by the unit cost of the bidder and summation for all items.
3.13.4.2In case there is a tie for L1 due to same lowest total cost quote from two (or
more) companies, the company, that has quoted the least total cost for
scanning for all sizes, shall be considered as L1. In case the scanning rates are
Page 23 of 109
also the same, then the company that has secured more marks in the Technical
Evaluation shall be considered as L1.
3.13.4.3L2, L3, L4 etc. shall be selected as per the same procedure described above as
per the increasing order of total quote.
3.13.4.4The lowest bid rate for each individual item among all the bidders shall be
considered as the L1 Rate List for the respective item. The project shall be
executed as per the rates mentioned in the L1 Rate List.
3.13.5
Example showing derivation of L1 Rate List and Grading of
vendors (L1, L2, L3 etc.)
Please note that the table below is only for demonstration of derivation methodology and
the bid values mentioned in the table may not have any relationship with the actual bid
values expected for any item mentioned in the format for commercial bid.
Item
Quantity
Bid by
Bid by
Bid by
Bid by
L1 Rate
(As per
Vendor 1
Vendor 2
Vendor 3
Vendor 4
List
quantiti
for the
for the
for the
for the
(Minimum
es in the
item
item
item
item
of
Annexur
(Rs) Per
(Rs) Per
(Rs) Per
(Rs) Per
Columns 3
e II:
Unit
Unit
Unit
Unit
to 6 for
Format
each item)
for
(Rs) Per
Commer
Unit
cial Bid)
1
2
3
4
5
6
7
Item 1
1,200
420
400
390
430
390
Item 2
1
30,000
32,000
35,000
29,000
29,000
Item 3
5
15,000
14,000
16,000
15,000
14,000
Item 4
5
1,000
1,100
900
1,200
900
Item 5
1
20,000
21,000
22,000
21,500
20,000
Total Bid Cost by each
6,34,000
6,08,500
6,09,500
6,47,500
L3
L1
L2
L4
nd
4th
vendor
(∑ Quantity X
Unit Rate)
Grading of Vendors
3
rd
Lowest
Lowest
2
Lowest
Lowest
Page 24 of 109
Note: Lowest Bidder will get minimum order of 100 Tehsils, but will have to
execute the project at the L1 Rate List as per column 7. Bid for each item is only
for the purpose of finding the lowest bidder and subsequent (L2, L3, … etc.)
bidders.
3.13.6
Selection of winning bidder
3.13.6.1It may be noted that, in order to complete the project in a faster manner, CLR
may choose more than one vendor to execute the task using the L1 Rate List.
However, the application software shall be awarded to the L1 Bidder only but as
per the L1 Rate List (All locations will run the application software supplied by
L1 Bidder).
3.13.6.2Any vendor can refuse to execute the work using L1 Rate List without forfeiting
the EMD unless as stated in Sec 4.27 – Signing of Contract Agreement (Pg. 34).
3.13.6.3A minimum of 100 Tehsils shall be awarded to the L1 Bidder, if he is willing to
work using the L1 Rate List. He can be awarded more Tehsils depending upon
his capacity, experience and performance in execution of the initially awarded
100 Tehsils.
3.13.6.4L2, L3, L4…..bidder will be asked in the same order to execute the work at L1
Rate List, if they are willing to work at L1 Rate List. The process of awarding
work will continue till the requirement of the department is fulfilled.
3.13.6.5If none of the bidders are willing to execute the project using the L1 Rate List,
CLR shall initiate procedures for closed rebid with the technically qualified
bidders only.
3.14
3.14.1
Site Visit
It is recommended that the interested bidders visit the sites for
establishment of the Modern Record Rooms. It is the responsibility of the
bidder to visit the proposed sites at their own cost and assessing the
existing infrastructure and existing data before submitting his offer to get
a clear idea about the work and preparation of requirement across the
locations. Department will facilitate bidders to get access to the site upon
prior intimation.
Page 25 of 109
SECTION 4: TERMS AND CONDITIONS
OF THE TENDER
Page 26 of 109
4.1 Bid Security
4.1.1
Bid Security Deposit
4.1.1.1 The successful bidder shall furnish an amount equivalent to Rs 5,00,000/- per
locations awarded (Rupees Five Lakhs only per locations awarded)
within 7 days from the date of Statement of work order in the form of Fixed
Deposit/Demand Draft / Bank Guarantee of Scheduled Bank drawn in favour of
“Dy. Commissioner Land Records & Settlement, Madhya Pradesh” and can be
held
until
the
Performance
Guarantee
specified
under
clause
4.5
–
“Performance Guarantee” comes into effect. Failure of the successful bidder
to comply with the requirements shall constitute sufficient grounds for the
annulment of the award and forfeiture of the bid security, in such event the CLR
may at his sole discretion make the award to the next lowest evaluated bid (L2,
L3 and so on) at L1 rate list.
4.1.1.2 The vendors are required to furnish additional security deposit amounting to Rs
5,00,000/- (Rupees Five Lakhs only) per location for each additional work
order released for other tehsil locations considering the number of locations
awarded with that work order within 7 days similar to the procedure mentioned
above.
4.1.1.3 The vendor to whom the DMS Software Solution is awarded is required to
furnish additional security deposit amounting to Rs 5,00,000/- (Rupees Five
Lakhs only) within 7 days similar to the procedure mentioned above.
4.1.2
Currency of Bid Security
The bid security shall be furnished in Indian Rupees.
4.1.3
Requirement of Bid Security
The Bid security is required to protect CLR, Madhya Pradesh against the risk of Bidder’s
conduct, which would warrant the security’s forfeiture, pursuant to Clause 4.4 –
“Forfeiture of Bid Security”.
4.2 Rejection of Bid
Any bid not secured in accordance with Clause 4.1 – “Bid Security” shall be rejected by
CLR, without any further correspondence, treating as non-responsive.
Page 27 of 109
4.3 Discharge of Bid Security of Successful Bidder
The successful bidder’s Bid Security shall be adjusted against the Performance
Guarantee upon the Bidder producing the performance guarantee, as per the detailed
given under Clause 4.5 – “Performance Guarantee”.
4.4 Forfeiture of Bid Security
The bid security can be forfeited if the successful bidder fails
4.4.1 To sign the Contract within 07 days from the date of issue of work order
or
4.4.2
To furnish performance guarantee in accordance with Clause 4.5
“Performance Guarantee”.
4.5 Performance Guarantee
4.5.1
After
obtaining
the
implementation
certificate
from
CLR,
a
performance guarantee equal to Rs 5,00,000/- (Rupees Five Lakhs)
per location (Rupees Five Lakhs lump sum in the case of DMS
Application Software Vendor) will have to be submitted by the bidder
within 07 days of the issue of the implementation certificate for the
warranty period as mentioned under section 4.6 - “Warranty Period”. The
performance guarantee shall be in the form of a Fixed Deposit/bank
guarantee from a nationalized bank in favour of Dy. Commissioner, Office
of the Commissioner Land Records & Settlement, Gwalior, Madhya
Pradesh.
4.5.2
The performance guarantee shall be discharged to the vendor within 6
months after successfully completing the Warranty Period.
4.6 Warranty Period
4.6.1
Warranty services are required to be carried out as per section 5.8 “Warranty Services” (Pg. 46) under Section 5- “Scope of Work” (Pg.
36-48).
Page 28 of 109
4.6.2
The warranty services shall be governed by the Service Level
Agreements
described
under
the
section
7
-
“Service
Level
Agreements” (Pg. 52-59).
4.7 Conditional offers by the Vendors
Any bid containing conditional offers shall be summarily rejected outright.
4.8 Late Tender offers
Any proposal received after the last date and time mentioned in the data sheet for
receipt of proposal shall be rejected outright.
4.9 Offer validity
4.9.1
Offer validity period
All bids shall remain valid for a period of six months (6 months) after the date of opening
of the commercial bid by CLR. CLR reserves the right to reject a bid having the bid
validity
shorter
than
6
months
considering
as
non-responsive
without
any
correspondence.
4.9.2
Extension of validity period
In special circumstances, CLR may solicit extension of the period of validity from a
bidder. The request and the response thereto shall be made in writing. Extension of
validity period by the bidder shall be unconditional. The EMD provided shall also be
sufficiently extended. However, a bidder may refuse the request without forfeiting the
EMD. A Bidder granting extension of validity will not be permitted to modify its technical
or commercial bid.
4.10
4.10.1
Validity of L1 Rate List
The L1 Rate list, derived as per the procedures and examples
mentioned under section 3.13.5 - “Example showing derivation of L1
Rate List and Grading of vendors (L1, L2, L3 etc.)” (Pg. 24) of this
document, shall be valid for work orders released within 5 years from the
date of opening of bids as mentioned in the data sheet of this document.
4.10.2
The bidders shall be bound to adhere to the L1 Rate list during the
validity period of 5 years. Any work orders released as per this tender
Page 29 of 109
within 5 years from the date of opening of bids are required to be
executed by the vendors using L1 Rate list.
4.11
Address of Communication
All communications including submission of proposals shall be as per the address
mentioned in the data sheet (Pg. 4) as “Address for all communication”.
4.12
Modification and Withdrawal of Offers
Withdrawal or modifications (except rebid) of offers are not permitted after its
submission. If any vendor wishes to withdraw its offer during the validity period
mentioned under section 4.9 - “Offer Validity”, The EMD shall be forfeited.
4.13
Hand
written
documents,
Erasures
or
Alterations
The offers containing erasures or hand-alterations will not be considered in any case. It
is expected that there are no hand written materials present in the offer except
commercial bid figures.
4.14
4.14.1
Commitment and Liability of Partner Companies
In case of bidding as a Consortium/Joint Venture, it is to be noted that
all partner companies shall be jointly and severely liable to all terms and
conditions mentioned in the RFP.
4.14.2
The Consortium/Joint Venture should have a “Prime Bidder Company”,
who will represent the Consortium/Joint Venture.
4.14.3
The Consortium/Joint Venture should nominate and authorize a
Representative, who shall have the authority to conduct all businesses for
and on behalf of any and all the parties of the Consortium/Joint Venture
during the bidding process and, in the event the Consortium/Joint Venture
is awarded the Contract, during project execution. The representative
shall be from the Prime Bidder Company.
Page 30 of 109
4.14.4
Among the team members proposed for the project, there should be a
Project Manager, who will be the prime contact person to the CLR in
technical matters during the execution of the project.
4.15
Bid Currency
All prices shall be quoted in Indian Rupees.
4.16
Intellectual Property Rights
All intellectual property rights for the work performed under this tender as far as data is
concerned shall lie with CLR. This clause is applicable to all data in any form or format
procured, processed, scanned or produced under this tender by the bidder. The bidder
shall not use such data for any other purpose during and after the term of contract. In
no cases, any document provided by the department is taken out of the space provided
to the vendors for scanning and indexing.
4.17
Indemnity
Vendor shall indemnify, protect and save CLR against all claims, proceeding, liabilities,
losses, costs (including legal costs), damages, expenses and action suits, resulting from
infringement of any patent, trademarks, copyrights, any other statutory infringements
in respect of all the hardware / software supplied by him or expenses whatsoever arising
out of or resulting from any loss or damage to the property or personnel of CLR, relating
to the performance of the Project whether or not such loss or damage is caused or
contributed to by negligence or other default of Bidder or their Authorized User.
4.18
Publicity
Any publicity by the vendor in which the name of CLR is to be used should be done only
with and after the explicit written permission of the Commissioner Land Records &
Settlement, Gwalior, Madhya Pradesh.
4.19
4.19.1
Guarantees
Bidders should guarantee that the software supplied to CLR offices
and to any other location as part of the contract mentioned in this tender
are licensed and legally obtained. In the case of hardware systems and
any peripherals supplied, the bidders should guarantee that they are
brand new, including all components and accessories. All hardware and
Page 31 of 109
software must be supplied with their originals along with complete original
printed documentation and licenses. All products supplied should conform
to respective ISO/BIS standards.
4.20
4.20.1
Force Majeure
Notwithstanding the provisions of the tender, the bidder shall not be
liable for forfeiture of his performance guarantee, liquidated damages or
termination for default, if and to the extent that, it’s delay in performance
or other failure to perform its obligations under the contract is the result
of an event of Force Majeure.
4.20.2
For purposes of the above Clause, "Force Majeure" means an event
beyond the control of the bidder and not involving the bidder and not
involving the bidder's fault or negligence and not foreseeable. Such events
may include, but are not restricted to, acts of CLR either in its sovereign
or contractual capacity, wars or revolutions, fires, floods, epidemics,
quarantine restrictions and freight embargoes.
4.20.3
If a Force Majeure situation arises, the qualified bidder shall promptly
notify CLR in writing of such conditions and the cause thereof. Unless
otherwise directed by CLR in writing, the Bidder shall continue to perform
its obligations under the contract as far as reasonably practical and shall
seek all reasonable alternative means for performance not prevented by
the Force Majeure event.
4.21
4.21.1
Resolution of Disputes
Any and all disputes or differences between the Parties arising out of
or in connection with this Contract or its performance shall, so far as it is
possible, be settled amicably through direct informal negotiation between
the Parties.
4.21.2
If after 30 (thirty) days of consultation or before, the department and
the successful bidder have failed to reach an amicable settlement, on any
or all disputes or differences arising out of or in connection with this
Page 32 of 109
Contract or its performance, It shall be referred to The Commissioner
Land Records and Settlement, who shall be the sole arbitrator.
4.21.3
In case of non acceptance of the CLR’s decision, either party may
request that the dispute to be referred to arbitrator(s) in accordance with
the Arbitration and Conciliation Act, 1996. All Arbitration proceedings shall
be held at Gwalior, Madhya Pradesh and the language of the arbitration
proceedings and that of all documents and communications between the
parties shall be in English.
4.21.4
In case the issues are not resolved in the arbitration proceedings then
further legal action by the parties shall be referred and restricted to the
jurisdiction of the Court in Gwalior, Madhya Pradesh.
4.22
Right to Accept Any Offer and to Reject Any or
All Offers
CLR, reserves the right to accept or reject any offer, and to declare the tendering
process invalid, and to reject all tenders at any time prior to award of contract, without
thereby incurring any liability to the participated vendor(s) or any obligation to inform
the vendor(s) regarding the decision.
4.23
Risk Purchase Clause
In the event of the successful vendor fails to execute the project as stipulated under Sec
“4.26 – Work Completion Requirements” (Pg. 34) and Sec “7.3 – Review and Monitoring
System” (Pg. 54) in the required qualities and/or functionalities, CLR reserves the right
to procure similar services in whole or in part from any alternate sources at the risk, cost
and responsibility of the successful vendor.
4.24
Termination for convenience
CLR reserves the right to terminate the contract in whole or in part for CLR’s
convenience if required. Prior written notice shall be issued to the vendor stating the
reason for termination. The extent to which the contract is terminated and date, on
which such termination becomes effective, shall also be mentioned.
Page 33 of 109
CLR shall also have the right to enter into an agreement with any other third party
vendor for taking the project forward or for maintenance of the project and shall in no
way be answerable to the bidder for such decision.
4.25
Ownership of resources supplied
At any time during or after this project, all resources supplied as part of this project shall
belong to the department. This includes all hardware supplied, all software supplied
(custom and COTS), all infrastructure developed/supplied including all networking.
4.26
4.26.1
Work Completion Requirements
The vendors are required to complete the work at a location within 9
months computed starting from the date of issue of work order for the
corresponding location.
4.26.2
The vendor is also required to submit a Project Plan including PERT
Chart for the execution of the project within 10 days of the receipt of work
order. Upon acceptance of the project plan from CLR, the vendor need to
execute the project as per the schedules and milestones stated in the
project plan.
4.26.3
Any delay from vendor’s part in execution of work shall attract
penalties as per section 7 - “Service Level Agreements” (Pg. 52-59).
4.27
4.27.1
Signing of Contract Agreement
CLR shall notify the successful bidder(s) that his/their bid has been
considered for awarding the work subjected to his willingness to execute
the work as per the L1 Rate List.
4.27.2
Upon issue of the notification by CLR, the concerned bidder is required
to sign the contract agreement with the CLR within 7 days from the date
of issue of notification.
4.27.3
Any bidder failing to sign an agreement as mentioned above shall be
disqualified and his bid shall be considered as invalid. He will also forfeit
his EMD, if his bid value against any of the item has been considered as
L1 Rate for the corresponding item in the L1 Rate List.
Page 34 of 109
4.28
4.28.1
Payment Terms
The vendors can submit part bills or full bills (computed as Unit Rates
in L1 Rate List X Actual quantities) duly verified and approved by
respective District Authority as per the actual progress at each location.
The payments shall be released accordingly after deducting penalties, if
any.
Page 35 of 109
SECTION 5: SCOPE OF WORK
Page 36 of 109
5.1 Required standards
5.1.1
The entire infrastructure provided should comply with the technical
requirements mentioned under Section 6: Technical Requirements
(Pg. 49-51).
5.1.2
The software solution provided should comply with the technical
requirements mentioned under Section 6: Technical Requirements
(Pg. 49-51).
5.1.3
The minimum specification for the components of the solution is given
in “Annexure III: Compliance Matrix” (Pg. 87-100). The supplied
solution should comply with all of its clauses.
5.2 Conversion of Existing Record Rooms to Cyber
Record Rooms at 342 Tehsils
The proposed Modern Record Rooms should have the following distinct functional areas:
Physical Storage Area for Hardcopy Record Storage
Operational Area with Record Keeping Officer Room and IT Infrastructure
Public Services Area for Waiting/Reception etc.
The scopes for each of these functional areas are as follows:
5.2.1
Scope common to all areas
5.2.1.1 Renovate the constructed space provided by the department and establish all
infrastructures required for the modern record rooms at each of the location.
5.2.1.2 Plastering / removing the old plastering and re-plastering, removing old flooring
and flooring with new tiles, colour washing and any other civil work to make the
interior aesthetically good.
5.2.1.3 Establish all electrification including proper earthing.
5.2.1.4 Establish all fixtures including lighting, and furniture.
Page 37 of 109
5.2.2
Scope specific to Physical Storage Area
5.2.2.1 Designing and Installation of Modular Compactors with double locking system
for storage of hard copy records sizing A4/A3.
5.2.2.2 Designing and Installation of Modular Map Cabinets with locking system for
storage of hard copy maps sizing up to A1.
5.2.2.3 Designing and Installation of Modular Slotted Angle Racks of adequate strength
for storage of hard copy records, which are of less importance sizing A4/A3.
5.2.2.4 Design, Supply and Installation of Pest/insects repellent systems
5.2.2.5 Design and Supply of Access control systems for Record Storage Room
5.2.2.6 Design and Establishment of Access Control Systems
5.2.3
Scope specific to Operational Area
5.2.3.1 Design and Installation of Specially designed cubicle for Record Keeping Officer
with minimum 4 chairs for visitors
5.2.3.2 Design and Installation of Ergonomically designed half-partitioned modular
furniture made of BIS standard material for workstation including keyboard
trays, trolleys for CPU, revolving chairs, racks.
5.2.3.3 Design and Installation of full height cubicle and modular furniture made of BIS
standard material for installing Server and all other allied IT infrastructure like
LAN Racks, UPS etc. along with access control systems.
5.2.3.4 Design, Supply, Installation and configuration of Server, Desktop Computers,
UPS, LAN and all other infrastructure/components (both software and hardware)
required for establishment and
running of the digital document management
system. The desktops are required to be supplied with latest operating system,
antivirus and all other software required for implementation of the digital
document management system.
5.2.3.5 Supply and establishment of Air-conditioning
5.2.3.6 Design and Establishment of Access Control Systems
Page 38 of 109
5.3 Scanning, Indexing and Lamination Hardcopies
The scope includes the following with respect preservation of documents:
5.3.1
The records supplied by the department should undergo a prescanning procedure including removal of pins, tags, threads, rubber
bands, stapler pins. If the pages are not in proper order, it has to be
correctly ordered.
5.3.2
Scanning of all the records available with the department for each of
the record room in minimum resolution of 200dpi using “Black & White
From Colour” option and storing the document in encrypted pdf format
in a predefined file naming convention and indexing it. If the condition of
input record is bad, higher resolution scanning needs to be used.
5.3.3
Most of the original hard copy Map Documents are on tracing cloth
and are very old with sizes ranging from A0 and lower. It is the vendor’s
responsibility to ensure that proper preventive measures are taken to
avoid damage/mutilation while scanning of these hard copy documents.
5.3.4
Some of these Original tracing cloth map documents have width equal
to that of A0 Size but the length exceeds that of A0 Size. In such cases,
Vendor need to ensure that the scanned images in parts are stitched
properly without creating data loss, misalignment along the stitched
edges.
5.3.5
The file naming convention/codification/tagging convention should
include attributes to identify the Tehsil keeping in mind that the system
may get upgraded to an enterprise system. The naming convention should
be discussed with and approved by the department.
5.3.6
High End Scanners with scanning capabilities of 600dpi or better need
to be used to scan bad conditioned documents. Vendor need to ensure
that Automatic Curvature Correction (Correction of curved texts at centrebinding), Automatic finger masking (erasing of images of fingers holding
pages) and Auto-erasure of centerline shadows are applied to achieve a
good quality of scanned image. Vendor need to provide detailed
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specifications/make/model of the High-end scanner proposed to be used
for the project as part of their Technical Bid.
5.3.7
It is the Vendor's responsibility to ensure that all types of hard copy
map documents and records available at Existing Record Room and with
the CLR should be scanned completely without causing any kind of
damage to the original documents.
5.3.8
All images shall be saved in upright orientation and sufficient post
scanning treatment including removing unwanted noises like black spots
are to be applied.
5.3.9
The treated Scanned images should be delivered to the department in
uncompressed format as well as in Linearized PDF format.
5.3.10
The documents are to be tagged with digital metadata information as
per the format specified by CLR, which will act as “key-words”, with which
the document can be easily searched and identified in the document
management system.
5.3.11
The files / documents will not be allowed to be removed from
premises
allocated
to
successful
bidder.
Suitable
hardware
infrastructure/facilities have to be established onsite at the premises that
shall be allocated to do the scanning work.
5.3.12
All documents shall be returned to the department in its original
condition. Under no circumstances shall the documents be changed,
mutilated, destroyed or replaced by some other documents. Any damages
caused to the hard copy documents by the vendor shall attract penalties
mentioned under Section 7 - “Service Level Agreements” (Pg. 52-59).
5.3.13
Storage of the scanned copies of the records in the Server and making
them available to the server based digital document management system
software for easy retrieval.
5.3.14
Perform lamination of documents specified by CLR.
Page 40 of 109
5.3.15
Physical arrangement of all of the hard copies available with the
department in the map cabinets, compactors and racks as per the series
and sequence proposed. The cloth bound maps are to be stored in such a
way that there is a “moisture blotting paper” in between the maps. The
blotting papers also need to be supplied by the bidder.
5.4 Barcode Tagging of Hardcopies
5.4.1
Establish barcode tagging of each of the hard copy document. The
document may be single paged or multi-paged.
5.5 Data Entry
5.5.1
Perform data entry of important documents
5.5.2
The data entry shall be in Hindi
5.5.3
With reference to the hard copy supplied by the department, the
vendor has to perform the data entry to populate the database format
prescribed by the department.
5.6 Design,
Development
and
Implementation
of
a
Digital Document Management System Software
The Scope includes the following:
5.6.1
Design, development, testing, implementation and commissioning of a
digital Document Management System (DMS) software to facilitate easy
management of the records storage including adding new records to the
system, easy retrieval of the stored records (digital as well as physical).
5.6.2
The successful bidder is expected to
provide detailed system
documents, user documents and properly commented source code for
components designed and developed for CLR by the bidder as part of this
RFP along with the delivery of solution components. All hardware
components and readymade software shall be supplied with its original
documentation
from
the
original
manufacturer.
All
custom
made
Page 41 of 109
components including software modules shall be accompanied by detailed
system documentation and user manuals.
5.6.3
The scope includes procurement of all hardware, software and licenses
required to implement the supplied solution, their installation and
configuration. This includes all system software licenses, database
software licenses, antivirus software, backup and system maintenance
software and access control software and any other software required in
the system.
5.6.4
The scope includes procurement, installation and configuration of all
hardware required for installation and running of the digital document
management system, server setup, all networking and other peripherals.
5.6.5
The implementation of the application software solution will be done
as follows:
5.6.5.1 Even though CLR may award the project to multiple vendors for different
locations to execute the project in a faster manner, a single application software
solution shall be selected by CLR and shall be implemented at all
tehsil
locations.
5.6.5.2 The vendor quoting the lowest cost for the item mentioned under Pt. 37 in
Annexure II – Format for Commercial Bid (Pg. 84) shall be selected for Design,
installation and implementation of the application software solution at all
locations. His software solution shall be selected for the same.
5.6.5.3 The rate to be quoted in the Commercial bid shall be a consolidated lump sum
amount for the supply and implementation of the application software solution
all Tehsil locations including the current 342 locations and any additional
locations in future.
5.6.5.4 The vendor’s software solution is required to be compatible with the IT
infrastructure as mentioned in Annexure III – Compliance Matrix (Pg. 87-100)
that would be procured at each tehsil location. The IT hardware infrastructure
including Server, Desktop Computers, barcode reader, printers, LAN etc. shall
be supplied by the vendor allotted for modernization of the record room. The
DMS software solution vendor’s scope does not include supply of any hardware
item.
DMS
software
vendor’s
scope
includes
supply,
installation
and
Page 42 of 109
implementation of the DMS software solution. DMS software vendor’s scope also
includes supply, installation and implementation of all software items including
Database software and/or any additional software component required by his
software over and above the operating system for the best performance. The
DMS software vendor is required to supply at his cost all hardware items, which
is required over and above the hardware items listed in this RFP, if it is required
for the implementation of his software solution for its best performance.
5.6.5.5 The vendor responsible for installation, configuration and implementation of
software solution is required to provide the necessary technical support to the
other vendor (if different) chosen for conversion of existing record room to
cyber record room at no additional cost.
5.6.5.6 The vendor responsible for installation, configuration and implementation of
DMS solution need to provide the necessary technical support during the
upgradation of the system into a web-based document management system at
no additional cost as mentioned in “Sec 1.4.1 - Enterprise Web Based GIS
Solution” (Pg. 12).
5.6.5.7 No additional cost shall be paid to the vendor for installation, configuration and
implementation at any additional location. The cost quoted should include
licenses to the department for any number of additional locations for the same
project.
5.6.5.8 The software solution vendor is required to supply the installation media to the
department with detailed help file(s) including instructions on installation and
configuration of the same.
5.6.5.9 There should not be any restriction on the number of concurrent users that
would use the DMS solution at any location and total number of users using the
system considering all locations (current and future).
5.6.5.10The vendor needs to provide lifetime licenses for the DMS system software
solution supplied to the department.
5.6.5.11The cost of the DMS application software should include training as per the
“Section 5.7 - Training” (Pg. 44).
Page 43 of 109
5.6.6 Required Functionalities of the Document Management System
5.6.6.1 Smart query and real time search options based on key-words of the metadata
to find a documents and folders.
5.6.6.2 Integrated with barcode reader, barcode printer and biometric fingerprint
authentication device.
5.6.6.3 Facility to add new documents to the system. Auto generation of barcode for a
new document.
5.6.6.4 The DMS software solution should provide dependable digital archival, fast retrieval
and efficient distribution solutions
5.6.6.5 Role based user creation and management facility should be present.
5.6.6.6 The software should support system privileges and secure login and password for
each user.
5.6.6.7 For any change always copy of the original document should be used, so that the
original or any of its versions never get corrupted, damaged or deleted by users.
5.6.6.8 The DMS Software Solution should have universal viewer in order to enable
users to view the uploaded PDF Files and any other formats, without help of the
Desktop based PDF Reader or any other concerned file viewer installed on the
desktop.
5.6.6.9 Whenever a hardcopy document is taken out of the record room, the
information has to be fed in to the system with document id (identified with
barcode reader), person taking the document (identified with biometric
fingerprint authentication), date and time (taken from the server), contact
details of the person, expected return date etc.
5.6.6.10The software solution should generate extensive audit-trails at each user level.
All
actions
like
modification,
creation,
deletion
etc.
should
be
locked
automatically to audit trail tables in the system’s database with date, time and
name of the person. All such reports must be exportable to XML, MS-excel, txt,
CSV formats.
5.7 Training
The scope includes the following:
Page 44 of 109
5.7.1
The vendors shall provide functional training as well as administrative
training to all the stakeholders of the system in manageable batches at
each location. However, the batch size should be limited to a maximum of
10 persons at a time.
5.7.2
The training modules pertaining to the DMS software solution shall be
the responsibility of the successful DMS application software vendor. All
other modules of the training shall be the responsibility of the vendor
selected for modernization of respective record rooms.
5.7.3
Before the commencement of the training session, Vendor must
prepare a curriculum on the topics that would be covered in the training
along with details like duration of each training session, batch size;
timings etc. and submit the same to the CLR for approval. CLR may accept
or instruct to include additional topics specific to the project such as
scanning, lamination, tagging and data entry into the Digital Document
Management system, Data retrieval, Printouts, Providing citizen services
etc.
5.7.4
Separate batches shall be organized by the vendor according to
different user levels.
5.7.5
The training shall be conducted at each of the locations with hands-on
exposure to various functionalities and operations of the system.
5.7.6
Administrative training shall include administration and fine tuning of
server components, user management and security management.
5.7.7
For the purpose of training, CLR shall provide only basic infrastructure
like space and basic furniture. All other cost incurred in providing the
training including training material, desktops, LCD projector during the
training period, travelling to the training site and back, boarding of the
trainer etc is to be included in the application development cost.
5.7.8
Every training session should be accompanied by collection of end
user / administrator feedback related to usability, scope of work
Page 45 of 109
compliance etc. The vendor shall be bound to carry out re-training
sessions if found unsatisfactory.
5.7.9
The training locations and minimum number of departmental staff to
be trained shall be as follows. Vendors should note that the number of
people to be trained may vary as per the decisions of CLR and vendors are
bound to train additional staff if requested without additional cost:
Sr.No.
Category
Minimum No of departmental staff to be trained at each
location
1.
Functional
5
2.
Administrative
3
5.8 Warranty Services
The scope towards warranty services shall include the following:
5.8.1
The Bidder to provide a detailed Bill of Material of all the material
supplied including Software (DMS, Application and System Software etc.)/
Hardware/ Networking Devices/Infrastructure components and others as
specified under Annexure III – Compliance Matrix (Pg. 87-100). The
components supplied by the vendor shall cover warranty services as per
the table below. The bid cost by the vendors for each item should include
the warranty services.
Sr.No.
Item
Warranty Type
Warranty Period
1.
Server including all accessories
Onsite warranty
5 years
2.
Desktop Computer including all
Onsite warranty
3 years
accessories
3.
LAN
Onsite warranty
3 years
4.
24 Port Manageable Switch
Onsite warranty
5 years
5.
Barcode Reader including all
Manufacturer’s
1 year
accessories
warranty
Barcode Printer including all
Manufacturer’s
accessories
warranty
Biometric Fingerprint
Manufacturer’s
6.
7.
1 year
1 year
Page 46 of 109
Sr.No.
Item
Warranty Type
Authentication Device including all
warranty
Warranty Period
accessories
8.
All-in-one B/W Laser Printer A3
Manufacturer’s
Size including all accessories
warranty
1 year
excluding consumables
9.
Online UPS with battery
Onsite warranty for
3 years onsite
UPS and
warranty for UPS
manufacturer’s
and 2 years
warranty for
manufacturer’s
batteries
warranty for
batteries
10.
Map Cabinet
Onsite warranty
5 years
11.
Modular Compactor
Onsite warranty
5 years
12.
Modular Slotted Angle Rack
Onsite warranty
5 years
13.
Air Conditioning
Manufacturer’s
3 years
warranty for
Manufacturer’s
compressor, onsite
warranty for
warranty for other
compressor, 1 year
components
onsite warranty for
all other
components
14.
Access Control System
Onsite warranty
3 years
15.
Detection and Prevention System
Onsite warranty
5 years
Pest, Insects, Rodent and Rat
Onsite warranty for
1 year
Repellent System for Records
treatments,
manufacturer’s
Room and Server Area
manufacturer’s
warranty for
warranty for
equipments
equipments supplied
supplied.
for Fire and Smoke (Record Room
and Server Area)
16.
Treatments should
be carried out onsite
at least once in
every 4 months for
a period of 5 years
Page 47 of 109
5.8.2
The document management system application shall also be under 5
year warranty counted after successful implementation at the last location
(considering 342 locations). During the warranty period, the vendor is
required to provide bug fixes and patches, upgrades to the software (if
any to make it compatible with newer Operating System for example).
Warranty should also cover minor modifications to the software as per the
requirement.
5.8.3
The warranty services shall be governed by the Service Level
Agreements
described
under
the
section
7
-
“Service
Level
Agreements” (Pg. 52-59).
Page 48 of 109
SECTION 6: TECHNICAL REQUIREMENTS
Page 49 of 109
The minimum technical requirements of the software solution are described
under the following heads.
6.1 Platform
6.1.1
User Platform
6.1.1.1 The developed system shall be client server based.
6.1.1.2 The developed system shall be able to open and use all the functionalities in
Windows 7 Professional or latest OS based desktops.
6.1.2
Application Development Platform
6.1.2.1 The bidders can propose any Industry Standard Platform/tool/language for
application development.
6.1.2.2 The application development language shall be object oriented.
6.1.2.3 The developers in the development language proposed shall be easily available
in the open market e.g. Java/.Net etc.
6.1.3
Database Platform
6.1.3.1 The bidders can propose any industry standard Database Platform for the
solution
6.2 Minimum Technical Requirements/Specifications
6.2.1
The minimum specification for the components of the solution is given
in “Annexure III: Compliance Matrix” (Pg. 87-100). The supplied solution
should comply with all of its clauses.
6.2.2
All of the components supplied as part of this tender should comply
with respective BIS standards.
Page 50 of 109
6.3 User Capacity Requirements
6.3.1
User Types
6.3.1.1 Supervisory User:
6.3.1.1.1 These users use the application only to view digital documents and for creating
reports. The record keeping officer shall be the supervisory user.
6.3.1.2 System Administrator:
6.3.1.2.1 These users shall create the user permissions and other security features of
the system through a separate administration module.
6.3.1.2.2 The system administrator should be able to provide access rights on
documents, folders and metadata based on users and groups. The system
should support multiple level access rights like (Delete / Edit / View / Print /
Copy or download)
6.3.1.2.3 These users are responsible for backup management and fine tuning of the
system for optimum performance.
6.3.1.2.4 After implementation, this user shall be the contact point for the vendor to
intimate issues in the system and/or request for updates or any other ki nd of
system maintenance.
6.3.1.2.5 The system administrator shall also assist the supervisory user for generating
reports
6.3.2
Number of concurrent users at a location
Sr.No.
User Type
No of concurrent users per location
1.
Supervisory User
1
2.
System Administrator
1
3.
Normal Users
5
6.4 Language Interface
All options and functionalities available in application should be in English as well as in
Hindi (using 16bit Unicode) with GoI standards for language. However, Standard English
terminology may be used, if required in Hindi.
Page 51 of 109
SECTION 7: SERVICE LEVEL
AGREEMENTS
Page 52 of 109
Service levels expected from vendors on various components and related
penalties applicable shall be as follows:
7.1 Penalty for delay in project execution
7.1.1
For any delay from vendor’s part in completing the work shall attract a
penalty at the rate of 2% per week or part thereof with a maximum
penalty of 10% of the project value for that location.
7.1.2
In case, any deadline is slipped by more than 5 weeks without preintimated sufficient reason approved by CLR, the contract shall be
recommended for termination. CLR’s decision on the same shall be final.
7.1.3
If the vendor fails to setup the offices along with commencement of
work at the location within a period of 2 weeks from the date of issue of
work order, CLR reserves the right to take necessary action including
termination of the contract and procuring services from another vendor to
complete the project at the cost of the unsuccessful vendor as per clause
4.23 – “Risk Purchase Clause” (Pg. 33) and Clause 4.4 – “Forfeiture of Bid
Security” (Pg. 28).
7.2 Returning the existing hardcopy documents in its
original condition
7.2.1
All existing hardcopy documents shall be returned to the department
in its original condition after converting the document into digital format.
Under no circumstances shall the documents be changed, mutilated,
destroyed or replaced by some other documents. Any damages caused to
the hard copy documents by the vendor shall attract minimum penalties
as mentioned below:
Sr.No.
Size of document
Minimum Penalty (Rs. per document page)
1.
A4
100
2.
A3
1,000
3.
A2
10,000
Page 53 of 109
Sr.No.
Size of document
Minimum Penalty (Rs. per document page)
4.
A1
30,000
5.
A0
50,000
7.2.2
The above mentioned penalties are minimum penalties and the upper
limit shall be decided by CLR as per the severity of the damage and
importance of the document.
7.3 Review and Monitoring system
For efficient work and monitoring of the project and to ensure the completion of
the work in the stipulated time, following procedures shall be adopted:
7.3.1
Monitoring of progress and work execution shall be carried out by the
concerned District Authority for each Tehsil location
7.3.2
The Vendor shall provide the project status on a weekly basis to the
concerned District Authority highlighting the tasks executed at the allotted
Tehsil location during the period and the work action plan for the next 2
weeks. The Vendor shall also submit a monthly report to the concerned
district authority.
7.3.3
The concerned District Authority shall review the work progress and
status report submitted by the Vendor and, if necessary, will issue
directions to the Vendors. The concerned District Authority shall provide
project status of the tehsil locations within their district to the Office of the
Commissioner Land Records and Settlement on a fortnightly basis with
necessary comments to ensure completion of work in a stipulated time
frame.
7.3.4
CLR will review the monthly progress and, if necessary, will issue
directions to the Vendors and the concerned District Authority.
7.3.5
CLR will submit a monthly progress report to the Department of
Revenue with necessary comments.
Page 54 of 109
7.3.6
The progress of work shall also be reviewed on a quarterly basis by
the State Level Monitoring and Review Committee constituted for the
implementation of NLRPM by the State Government.
7.3.7
If any delay on part of department authorities in providing a timely
response to the Vendor on any query that can have an impact on the
completion time, the Vendor must submit in writing to the CLR stating the
facts and impact on the project schedule due to this delay. CLR reserves
the right to accept/reject the response letter of the Vendor after due
consultation with the concerned District Authorities and Vendor.
7.3.8 Role of Stake Holders and Vendors in the project
Sr. No
Task
Time
Limit
from the date
Responsibility
Department
Vendor
of
Awardment
of
Work
Order
1.
Award of work order
---
CLR Office
Agreement
Within 7 days
CLR Office
between CLR Office and
from the award
Vendor
of work order
for a Tehsil location
2.
3.
Sign
of
Preparation
and
Within 10 days
Submission of Project
from the award
Plan for execution at a
of work order
Tehsil
Vendor
Vendor
Location
including PERT Chart
4.
Scrutiny
Acceptance
from
and
Within 7 days
the
from the date
Department
of
CLR Office
submission
by the vendor
5.
Successful
completion
of
Renovation
(plastering
/
9 Months
Vendor
re-
plastering, flooring, all
Page 55 of 109
Sr. No
Task
Time
Limit
from the date
Responsibility
Department
Vendor
of
Awardment
of
Work
Order
electrification,
fixtures
all
and
colour
washing)
6.
Scrutiny
and
Acceptance
of
Concerned
above
District
from the Department
7.
Successful
of
Authority
completion
fixing
of
Vendor
Modular
Compactors
and
Modular Slotted Angle
Racks
8.
Scrutiny
and
Acceptance
of
Concerned
above
District
from the Department
9.
Successful
Authority
completion
Vendor
of establishment of all
the
infrastructure
for
Systems area, Record
Keeping
officer
including
Furniture,
area
LAN,
UPS
9 Months
and
allied infrastructure
10.
Scrutiny
Acceptance
and
of
above
from the Department
11.
Successful
completion
Concerned
District
Authority
Vendor
of Scanning, Indexing,
Bar
Code
Tagging,
Lamination and Setting
up of hard copies of all
records
into
the
compactors and racks
Page 56 of 109
Sr. No
Task
Time
Limit
from the date
Responsibility
Department
Vendor
of
Awardment
of
Work
Order
as per the series and
sequence proposed.
12.
Scrutiny
and
Acceptance
of
Concerned
above
District
from the Department
13.
Successful
Authority
completion
Vendor
of data entry
14.
Scrutiny
Acceptance
and
of
Concerned
above
District
from the Department
15.
Authority
Successful
Vendor
Implementation
of
Document Management
9 Months
System Software
16.
Scrutiny
Acceptance
and
of
Concerned
above
District
from the Department
17.
Successful
of
Authority
completion
training
to
Vendor
the
department officials
18.
Scrutiny
Acceptance
19.
and
of
Concerned
above
District
from the Department
Authority
Receipt of Completion
Concerned
Certificate
District
for
the
Tehsil Location
Authority
+
CLR Office
20.
Commencement
Warranty Services
of
As
stated
Vendor
under Sec 5.8
–
Warranty
services
Page 57 of 109
7.4 Response time on Warranty Services
7.4.1
Sr.No.
During the warranty period, the following penalties shall be applicable:
Item
Maximum
Penalty
Resolution
upon finding a
failure/defect
and after
intimation by
the department
1
1.
2
Document Management
3
1 day
System
4
Rs 5,000/- on occurrence
and additional Rs 3,000/- per
day in delay mentioned in
column 3 or part thereof
2.
Server
1 day
3.
4.
Any IT Hardware Component
2 days
other than Server
(Desktops, LAN, Barcode
reader/printer etc.)
Storage systems (Map
7 days
Cabinets, Compactors, racks
and all allied accessories)
5.
7.4.2
Any item supplied other than
7 days
Rs 500/- per day in delay
those mentioned in Sr. Nos
mentioned in column 3 or
1 to 4
part thereof
The warranty type and warranty period shall be as per the section 5.8
- “Warranty Services” (Pg. 46).
Page 58 of 109
7.5 Privacy & Confidentiality
7.5.1
Strict privacy and confidentiality is required from the vendor during
the entire course of the project. In no occasion, access to any
original/digital/scanned data is to be provided to any external parties or
the data in any form is taken out of the department premises without
written authorization by CLR.
7.5.2
The bidder cannot supply / sell partly or fully any data pertaining to
the project in any form to any party for any purpose.
7.5.3
For default of the above service conditions, a penalty of minimum Rs
5,00,000/- would be charged. The exact amount of penalty to be
charged shall be decided by CLR considering the severity of violation. At
any instance of violation, the contract shall be terminated at the risk and
cost of the vendor. The vendor shall be recommended for blacklisting.
Criminal offense can also be initiated against the vendor.
7.6 Recovery mode of Penalties from the bidder
7.6.1
The penalties during the execution of the project shall be deducted
from the payments released to the bidder.
7.6.2
The penalties during the warranty period shall be deducted from the
payments to the bidder, if the project is in progress in any other location.
If the project has completed at all locations, the penalties shall be
deducted from the performance guarantee deposit.
Page 59 of 109
ANNEXURE I: FORMAT FOR
TECHNICAL BID
Page 60 of 109
All bids should adhere to the format given below. Bids not in the format
mentioned shall be summarily rejected considering non responsive. The
vendors should expand the sections to the required detail levels. It is expected
that bidders will explain the solution neither too short nor too elaborative.
Concise and crisp explanations are welcomed by the evaluation committee.
Details given in red color with angle brackets and underline are instructions to
the bidder and are to be replaced by relevant information/text or document
attachment.
Format for Technical Bid:
1.
Sr.No.
1.
Attachment Documents Check List
Document Name
Attached (Yes/No)
Bid form and Covering Letter
<Insert Yes or No for all
columns>
2.
EMD Instrument
3.
Power of Attorney
4.
Affidavit on a Rs100/- Stamp Paper (Notarized)
5.
OEM Authorization Form
6.
Certificate of Incorporation
7.
Copies of Audited Balance Sheets
8.
Copies
of
Audited
Profit
and
Loss
Account
Statement
9.
Copy of Consortium/Joint Venture Agreement (If
Applicable)
10.
Copies of certifications
11.
Work orders for all projects mentioned
12.
Completion/Implementation
Certificate
for
all
projects mentioned
13.
Data sheet for proposed team
14.
Resumes of proposed team members
15.
Filled up Compliance Matrices
Page 61 of 109
2.
Bid form and Covering Letter
Date: <Insert Date>
Ref No: <Insert Letter Reference No>
Tender Ref. No:<Insert Tender Ref No>
To
The Commissioner Land Records & Settlement
Moti Mahal, Gwalior
Madhya Pradesh – 474 007
Dear Sir,
I <full name in capital letters>, the <Managing Partner/Managing Director/Authorized
Signatory>, for the <establishment/firm/registered company/Joint Venture/Consortium>
named <Write Full Name of the Company / Write Consortium/Joint Venture with
Company Name as Prime Bidder> having its registered office in <Complete Address of
Registered Office/Write Complete Address of Prime Bidder in case of Consortium Joint
Venture> do hereby offer to provide our services for the work “Conversion of Existing
Record Rooms to Cyber Record Rooms in 342 Tehsils of Madhya Pradesh”, which include
the following scope of work with details mentioned in this RFP:
1. Conversion of Existing Record Rooms to Cyber Record Rooms at 342 Tehsils in
existing departmental building. This includes all civil work involved for renovating
the existing record room, electrification including earthing, procurement and
installation of interiors, furniture, lighting, air conditioning in systems area,
access control system, pest/insects repellent systems and all other infrastructure
required for establishment and running the proposed Modern Record Room.
2. Setting up of a Physical Storage Area within the Modern Record Room for physical
storage of maps and records
a. Supply and installation of Modular Compactors of adequate strength for
storage of hard copy records sizing A4/A3.
b. Supply and installation of Modular Map Cabinets of adequate strength for
storage of hard copy maps sizing A1.
c. Supply and installation of Modular Slotted Angle Racks of adequate
strength for storage of hard copy records sizing A4 and A3.
3. Setting up of an Operational Area within the Modern Record Room
a. Design,
development,
testing,
implementation,
commissioning
and
maintenance of a Document Management System software to facilitate
easy management of the storage, easy retrieval of the records and should
comply with the requirements as mentioned under Section 6 – Technical
Requirements.
b. Perform Indexing and Barcode tagging of hard copies of records.
Page 62 of 109
c. Perform Scanning of records and Digital Storage for easy retrieval, printing
etc.
d. Perform Lamination of Documents.
e. Perform Data entry of important documents in the database format
prescribed by the department.
f.
Procurement,
installation
and
configuration
of
servers,
desktops,
networking and all other IT infrastructure required for implementation and
running of document management system.
4. Setting up a public services area within the Modern Record Room for
waiting/reception etc.
5. Train the department staff in all aspects of management, operation and
maintenance of the supplied solution as mentioned under Section 5.7 –
“Training”.
6. Warranty services as mentioned under Section 5.8 – “Warranty Services”.
I hereby state and declare that the names given herein with the details of the address
have not filled in this Tender Document under any other name or under the name of any
other establishment/firm or otherwise, nor are we (Prime Bidder as well as all partners in
the case of Consortium/Joint Venture) in any way related or concerned with any
establishment/firm or any other person, who have filled in this Tender Document for the
aforesaid work.
The EMD in the form of Fixed Deposit/DD/Bank Guarantee issued by bank <Name of the
Bank and Branch> valid till <date in DD/MM/YYYY format> for an amount of Rupees
Fifty Lakhs is enclosed.
I have thoroughly examined and understood the terms and conditions and details of the
Tender Document, Contract and Project to be undertaken and have carefully noted the
conditions of Contract and the specification with all the stipulations, which I agree to
comply with. We shall be bound by the terms of these documents. We undertake to
complete the Project within the period stipulated after receiving an intimation of the
acceptance of our Bid.
I have filled in the accompanying Tender Document with full knowledge of liabilities and
therefore, we will not raise any objection or dispute in any manner relating to any action,
including forfeiture of Bid Security, and penalties for giving any information, which is
found to be incorrect and against the instructions and directions given in this Tender
Document.
I further agree and undertake that in the event it is revealed subsequently after the
allotment of work/Contract to me/us, that any information given by me/us in this Tender
Document is false or incorrect, I/We shall compensate the CLR for any such losses or
inconvenience caused to the CLR in any manner and will not resist any claim for such
compensation on any ground whatsoever. I/We agree and undertake that I/we shall not
claim in such case any amount, by way of damages or compensation for cancellation of
the contract given to me/us or any work assigned to me/us or is withdrawn by the CLR
I/We agree not to withdraw the offer constituted by this Tender Document before the
date of communication to me/us notice of non-acceptance. I/We agree that if contrary to
the understanding contained in this clause I/we withdraw my/our Bid before the said
Page 63 of 109
date the Tender Document deposited by me/us as aforesaid shall be liable to forfeiture of
the EMD. I/We also agree to the forfeiture of the said Bid Security if in the event of your
accepting my/our TENDER, I/We fail to execute the contract or to provide the
Performance Guarantee when called upon to do so or fail to complete the Project in the
time frame and/or comply with the terms and conditions set out in the Tender Document
and/or Contract in full or in part or fail to execute the orders placed on me/us. I/We also
agree to all the terms and conditions mentioned in the RFP especially the Signing of
Contract Agreement clause.
I/We do hereby agree to pay all costs, charges and expenses in connection with
preparation of bid document, expenses during evaluation process and contract including
stamp duty, preparation and execution of the contract.
On acceptance of our bid and on signing the contract, we will submit a Bid Security
amounting to Rs 5,00,000/- per location awarded (Rupees Five Lakhs only per location
awarded) within 7 days of the date of signing the contract. On acceptance of our bid for
DMS solution and on signing the contract, we will submit an additional Bid Security
amounting to Rs. 5,00,000/- (Rupees Five Lakhs only) within 7 days of the date of
signing the contract.
On obtaining the implementation certificate from each location from CLR, we will submit
a Performance Guarantee amounting to Rs 5,00,000/- per location awarded (Rupees Five
Lakhs only per location awarded) within a period of 7 days from the date of issue of
project implementation certificate. On obtaining the implementation certificate for DMS
solution from CLR, we will submit a Performance Guarantee amounting to Rs. 5,00,000/(Rupees Five Lakhs only) within a period of 7 days from the date of issue of project
implementation certificate.
We also assure that all additional requirements/costs other than those mentioned in the
Tender Document that are required for commissioning of the solution (even though not
explicitly mentioned in this tender and/or in our proposed solution) will be provided at no
additional cost to CLR.
On receipt of the Contract from CLR we will commence phase wise execution as per the
timelines mentioned in the work completion and payment conditions of the RFP.
The Bid submitted by us shall be valid for a period of 180 days, from the time of opening
of the Bid.
Signature of the Bidder: <Signature>
Date: <Date in DD/MM/YYYY format>
Full Name: <Full Name>
Designation: <Designation>
Office Seal: <Office seal of company/prime bidder company>
Address: <Complete Address of company / prime bidder company>
Telephone Number(s): <Phone Number(s) with STD Code>
Fax: <Fax Number with STD Code>
e-mail address: <E-Mail Address for all e-mail communications>
Page 64 of 109
3.
EMD instrument
<Attach EMD instrument here>
4.
Power of Attorney
<Attach Power of Attorney (Power of attorney should have authorization of all partner
companies in the case of Consortium/Joint Venture)>
5.
Affidavit on Rs 100 Stamp Paper
Date: <Insert Date of signing affidavit>
Ref No: <Insert Bidder’s Reference No>
Tender Name:<Insert Tender Name>
To
Office of the Commissioner Land Records & Settlement
Moti Mahal, Gwalior
Dear Sir,
In response to the Tender mentioned above, as a owner/partner/Director/Authorized
person of <Company Name in Full / Specify Consortium/Joint Venture led by company
name in case of Consortium/Joint Venture>, I/We <Full Name of signing person> do
hereby certify that all the statements made in the Bid Document are true and correct to
the best of my/our knowledge and belief.
I/We hereby declare that we (Including all partner companies in case of consortium/joint
venture) <Company Name in Full / Specify Consortium/Joint Venture led by company
name in case of Consortium/Joint Venture> has an unblemished past record and has not
been declared ineligible due to corrupt & fraudulent practices either indefinitely or for a
particular period of time.
I/We <Company Name in Full / Specify Consortium/Joint Venture led by company name
in case of Consortium/Joint Venture> hereby understand and agree that any person or
party who is minor or who has been adjudged insolvent or who has been convicted in a
Court of Law for an offence under Indian Penal Code or offence involving moral turpitude
or other criminal activities or detained under and preventive law for the time being in
force or who has been black listed by the Government of India, is not eligible to submit
Page 65 of 109
the Tender Document. Tender Documents submitted by such person shall be treated as
invalid.
I/We also assure CLR that we shall be having an operating office of our own in Gwalior,
Madhya Pradesh during the entire course of execution of the project mentioned in the
RFP.
I/We <Company Name in Full / Specify Consortium/Joint Venture led by company name
in case of Consortium/Joint Venture> hereby understand and agree that any further
information required by CLR may be requested and we hereby agree to furnish any such
information as required and requested by CLR.
6.
Original
Equipment
Manufacturer’s
Authorization
Form
Date: <Insert Date of signing affidavit>
Ref No: <Insert Bidder’s Reference No>
Tender Name:<Insert Tender Name>
To
The Commissioner Land Records & Settlement
Moti Mahal, Gwalior
Dear Sir,
We <OEM Name> who are established manufacturers of <Product(s) Name supplied>
having office at <Address of local office> do hereby authorize M/s <Name of bidding
company / Name of the partner company in the case of Consortium / Joint Venture> to
Page 66 of 109
offer their quotation, negotiate and conclude the contract for our product with you
against the above mentioned request for proposal.
We hereby extend our full guarantee and warranty as per terms and conditions of the
tender and the contract for the equipment and services offered against invitation for
tender offer by the above firm.
Thanking you,
Yours faithfully,
Page 67 of 109
7.
Documents for Pre-Bid Qualification as per clause
“Qualification of the Bidder” of RFP
Clause
Qualification Condition
Document
to
be
attached
Complied
(Yes/No/Not
Applicable)
2.1.1
The bidder should be a single
Certificate
company/firm or a joint venture/
Incorporation (of all
Applicable
consortium.
companies in case
columns>
Joint
ventures
/
of
consortiums with more than 3
of Consortium/JV)
companies are not allowed. Any
Consortium/Joint
company / firm can submit only
Venture Agreement
one
(If applicable)
bid
irrespective
of
<Insert Yes/No/Not
for
all
participation as a single party or
as part of a consortium / joint
venture
2.1.2
The
bidder in case
of single
Work
company or any of the partners
work
in
certificates
case
of
consortium
joint
venture
/
should
have
a
orders
and
completion
minimum cumulative turnover of
Rs. 15 Crores in the last 3
financial
years
in
IT
infrastructure development field
and it should have made profits
in the last 2 financial years
2.1.3
The
bidder in case
of single
Work
work
in
certificates
case
consortium
of
joint
venture
/
should
have
a
orders
and
completion
minimum cumulative turnover of
Rs.
5
Crores
in
the
last
3
financial years in providing IT
solutions
2.1.4
The
bidder in case
of single
Work
work
orders
and
completion
Page 68 of 109
Clause
Qualification Condition
Document
to
be
attached
Complied
(Yes/No/Not
Applicable)
in
case
of
joint
venture
/
certificates
consortium should have executed
at least one project in document
management worth Rs 25 lakhs
or more in last 5 years
2.1.5
The
bidder in case
of single
Copy of cetificates
company or all the partners in
case of joint venture/consortium
should
have
ISO
9001-
2000/2008 or CMMI Level 3 or
above certification
2.1.6
The
bidder in case
of single
Declaration by the
company or the prime bidder in
bidder in the format
prescribed in RFP
should
agree
to
open
an
Operational office in the Tehsil
location within 2 weeks in the
event of awarding the project for
the said location to them and
operate it till completion of this
project.
2.1.6
The
bidder in case
of single
Declaration by the
company or the prime bidder in
bidder in the format
prescribed in RFP
should have a liaison/reporting
office
in
Gwalior,
Madhya
Pradesh or should agree to open
a
liaison/reporting
office
in
Gwalior, Madhya Pradesh within
2 weeks in the event of awarding
the project to them and operate
it till completion of this project
Page 69 of 109
7.1
Certificate of Incorporation
7.1.1 Certificate of Incorporation
<Attach Certificate of Incorporation (of all companies in case of Consortium/Joint
Venture)>
7.1.2 Consortium/Joint Venture Agreement
<Attach Consortium/Joint Venture Agreement if applicable. Otherwise specify “Not
Applicable”>
7.2
Financial
Strength
(of
qualifying
partner
in
case
of
Consortium/Joint Venture) in IT Infrastructure development
7.2.1
Financial data sheet
Financial
Total
Turnover
Year
Turnover
(Rs)
in
Profit (Rs)
Duly
Duly
IT
audited
audited
Infrastructure
balance
Profit
Development
sheet
and Loss
(Rs)
attached?
Account
(Yes/No)
attached?
(Yes/No)
2009-2010
<Mention
<Mention
<Mention
<Mention
<Mention
total
turnover in IT
total profit>
Yes or No>
Yes
turnover>
Infrastructure
or
No>
Development >
2008-2009
<Mention
<Mention
<Mention
<Mention
<Mention
total
turnover in IT
total profit>
Yes or No>
Yes
turnover>
Infrastructure
or
No>
Development >
2007-2008
<Mention
<Mention
<Mention
<Mention
<Mention
total
turnover in IT
total profit>
Yes or No>
Yes
turnover>
Infrastructure
or
No>
Development >
7.2.2
Copies of audited financial statements
<Attach duly audited balance sheets and Profit and Loss Account statements for all the
financial years mentioned above>
Page 70 of 109
7.3
Financial
Strength
(of
qualifying
partner
in
case
of
Consortium/Joint Venture) in providing IT Solutions
7.3.1
Financial data sheet
Financial
Total
Turnover
Year
Turnover
(Rs)
in
Profit (Rs)
Duly
Duly
providing IT
audited
audited
solutions
balance
Profit
(Rs)
sheet
and Loss
attached?
Account
(Yes/No)
attached?
(Yes/No)
2009-2010
2008-2009
2007-2008
7.3.2
<Mention
<Mention
<Mention
<Mention
<Mention
total
turnover in IT
total profit>
Yes or No>
Yes
turnover>
solutions>
<Mention
<Mention
<Mention
<Mention
<Mention
total
turnover in IT
total profit>
Yes or No>
Yes
turnover>
solutions >
<Mention
<Mention
<Mention
<Mention
<Mention
total
turnover in IT
total profit>
Yes or No>
Yes
turnover>
solutions >
or
No>
or
No>
or
No>
Copies of audited financial statements
<Attach duly audited balance sheets and Profit and Loss Account statements for all the
financial years mentioned above>
7.4
Certifications
for
quality
(of
all
partners
in
case
of
Consortium/Joint Venture)
7.4.1
Sr.No.
List of valid certifications
Name
of
the
certification
Authorized
Since when
Copy
Issuing
certificate
body
attached
of
(Yes/No)
1.
<Insert Name of the
<Mention
<Insert
certification>
name of the
since>
validity
<Mention
Yes
or
No>
body issued
the
certificate>
Page 71 of 109
2.
<Insert Name of the
<Mention
<Insert
certification>
name of the
since>
validity
<Mention
Yes
or
No>
body issued
the
certificate>
<Expand the table if required>
7.4.2
Copies of certificates
<Attach copies of valid certificates>
7.5
Project Experience
<Only relevant project experience should be shown. Experience of all partner companies
can be considered in case of Consortium/Joint Venture>
7.5.1
Experience in executing IT Infrastructure Development
7.5.1.1
Details of projects
Sr.No
<Insert Serial No>
Project Name
<Specify Project Name>
Client Name, Address and Contact Details
<Name and full address of the client with
contact number and e-mail address>
Total Value of the Project in Indian Rupees
<Insert total value of the project in Indian
Rupees>
Total duration of the project with start date
<Insert Duration of Project>. <Insert Start
and end date
date
of
the
<Insert
project in DD/MM/YYYY>.
End
date
of
project
in
DD/MM/YYYY>
Brief scope of work executed by the bidder
<Item 1>
<Item 2>
<Item n>
Technical details in brief
<Item 1>
<Item 2>
<Item n>
Work
order
copy
attested by
bidder’s
<Insert Yes/No>
authorized signatory attached?
If there is a delay in executing the project,
<Insert
reason
if
there
is
specify reason
otherwise specify Not Applicable>
Copy of Project completion/implementation
<Insert Yes/No>
a
delay,
Page 72 of 109
certificate attached?
<Repeat the table for next project>
7.5.1.2
Work order copies of all projects mentioned above
<Attach work order copies of all projects mentioned under this clause>
7.5.1.3
Project completion/implementation certificate for
all projects mentioned above
<Attach copies of project completion/implementation certificates for all projects
mentioned under this clause>
7.5.2
Experience in providing IT Solutions
Sr.No
<Insert Serial No>
Project Name
<Specify Project Name>
Client Name, Address and Contact Details
<Name and full address of the client with
contact number and e-mail address>
Total Value of the Project in Indian Rupees
<Insert total value of the project in Indian
Rupees>
Total duration of the project with start date
<Insert Duration of Project>. <Insert Start
and end date
date
of
the
<Insert
project in DD/MM/YYYY>.
End
date
of
project
in
DD/MM/YYYY>
Brief scope of work executed by the bidder
<Item 1>
<Item 2>
<Item n>
Technical
details
in
brief
including
platforms
<Item 1>
<Item 2>
<Item n>
Work
order
copy
attested by
bidder’s
<Insert Yes/No>
authorized signatory attached?
If there is a delay in executing the project,
<Insert
reason
if
there
is
specify reason
otherwise specify Not Applicable>
Copy of Project completion/implementation
<Insert Yes/No>
a
delay,
certificate attached?
<Repeat the table for next project>
Page 73 of 109
7.5.2.1
Work order copies of all projects mentioned above
<Attach work order copies of all projects mentioned under this clause>
7.5.2.2
Project completion/implementation certificate for
all projects mentioned above
<Attach copies of project completion/implementation certificates for all projects
mentioned under this clause>
8.
Proposed team for the project
<In the case of Consortium/Joint Venture, Proposed team members can be from any of
the partner companies. There should be a Project Manager, who will be the prime
contact in technical matters during the execution of the project.>
8.1
Proposed Team Structure
<Insert diagrammatic team structure>
8.2
Sr.No.
Proposed team strength
Role
No of resources proposed
1.
<Insert role here>
<Insert no of resources proposed in this role>
2.
<Insert role here>
3.
<Insert role here>
<Expand the table as per requirement>
8.3
Sr.No.
1.
Data Sheet for the Key Resources
Role
Key Details
<Insert role here>
Name
<Insert Name here>
Proposed Role
<Insert Proposed Role>
Key Qualifications
<Specify
key
qualifications>
Total Years of Experience
<No of years of total
experience>
Years of Experience in proposed
<No
of
years
of
role
experience in proposed
role>
Page 74 of 109
Sr.No.
2.
Role
Key Details
<Insert role here>
Name
<Insert Name here>
Proposed Role
Key Qualifications
<Specify
key
qualifications>
experience>
<No
of
years
of
role
role>
3.
<Insert role here>
Name
<Insert Name here>
Proposed Role
Key Qualifications
<Specify
key
qualifications>
experience>
<No
of
years
of
role
role>
<Expand the table for each key resource>
8.4
Detailed resumes of the key resources
Sr No.
<Insert Serial No>
Proposed Role
Name of the employee
<Insert Full Name>
Date of Birth
<Insert Date of Birth>
Total Experience in years
<No of years of total experience>
Experience in the proposed role
<No of years of experience in proposed
role>
Years-Months with the bidding company
<No years and months with the bidding
company>
Academic Qualifications
<Academic Qualifications with grade>
Relevant Professional Certifications
<Additional
Professional
Certifications/
Relevant Coursed completed>
<Membership in professional bodies>
Page 75 of 109
<Add management certifications in the case
of
project
manager/team lead
and
add
software courses certifications in the case of
developers. Project Manager can show his
technical certifications also>
Experience/Major Assignments handled
1) <Project Name 1 with client name
(Up to major 5 assignments only), which
o Brief description of project
are relevant to the RFP
o Roles and responsibilities including
technical
details
and
team
size
handled
o Highlights of contribution>
2) <Project Name n <complete the details as
above>
<Repeat the table for each key resource>
9.
Proposed Solution
9.1
Introduction
<Explain the proposed solution briefly here. This should be crisp and short>
9.2
Detailed Description on Proposed Solution and Methodology
<Detailed documentation on proposed solution as well as methodology proposed shall be
given under the following heads – add additional heads if required>
9.2.1 Provided features of the system
<Detailed documentation on features of the provided solution – add additional heads if
required>
9.2.2 Specific Advantages of the proposed solution
<Advantage of proposed solution over old/conventional methods>
9.3
Design of Record Room Components
<Dimensioned Design diagrams of modern record room components (Map Cabinets,
Modular Compactors, Perforated Angle Racks, Modular Computer work station, work
station for administrative officer, chairs etc.) can be presented in bigger size paper but
they should be folded to A4 size and attached along with technical proposal. Printed
Page 76 of 109
diagrams are preferred to hand drawn drawings. Brochures of ready-made items can
also be provided>
9.4
Security provisions for Data and Access Control Systems in
the proposed solution
<Explain the security provisions in the proposed solution here>
9.5
Limitations of the proposed solution
<Should clearly mention the limitations of the proposed solution including expected
limitations in future>
9.6
Compliance Matrix
<The Compliance Matrix given in the Annexure III of RFP has to be filled completely and
inserted here in the mentioned format>
Page 77 of 109
ANNEXURE II: FORMAT FOR
COMMERCIAL BID
Page 78 of 109
Format for Commercial Bid:
Important Notes:
1. Rate and cost columns are to be filled in Indian Rupees inclusive of all
taxes and all other applicable levies.
2. The quantities given below are based on a single representative
record room for all items other than the DMS software
solution, for which it is the lump sum for all locations
including future locations.
3. The total bid cost offered by vendors shall be analyzed for finding the L1,
L2, L3… etc. as per section 3.13.4 - “Commercial Bid Evaluation”.
4. The actual quantities during execution of the project may vary from
location to location from the quantities mentioned in the table below.
5. The payments shall be made based on the actual quantities and the L1
Rate List computed as per section 3.13.4 - “Commercial Bid Evaluation”.
For the DMS Software solution, it is lump sum for all locations (342 Nos.)
including future additional locations.
6. In case of mismatch between the value of Total Bid cost written in words
and figures, the value of the Total Bid Cost quoted in words shall be
considered as final.
Sr.
Item Description
Unit
No.
Rate
Approxima
Cost (Rs)
(Rs)
te Quantity
(Col 4 X
per
Col 5)
record
room
1
2
1.
All Civil and Electrical work
Per
<Insert
involved
square
bid
existing record room in the
feet
value>
existing departmental building
carpet
in
3
renovating
the
4
5
6
1,200 sqft.
<Insert
Cost>
area
2.
LAN
with
all
accessories
including 24 port Manageable
Switch,
LAN
cabling,
cable
per
<Insert
location
bid
1
<Insert
Cost>
value>
casing etc.
Page 79 of 109
Sr.
Item Description
Unit
No.
Rate
Approxima
Cost (Rs)
(Rs)
te Quantity
(Col 4 X
per
Col 5)
record
room
1
3.
2
Cubicle
3
format
computer
modular
work
Per set
station
<Insert
5
5 Nos.
bid
excluding chair.
4.
4
6
<Insert
Cost>
value>
Computer Chair with rollers
Per unit
<Insert
5 Nos.
bid
<Insert
Cost>
value>
5.
6.
Modular
work
station
for
Per set
<Insert
administrative officer excluding
bid
chair.
value>
Office chair for administrative
Per unit
officer
<Insert
1 No.
<Insert
Cost>
1 No.
bid
<Insert
Cost>
value>
7.
Chair
(Each
for
waiting
unit
personnel
with
Per unit
seating
2 Nos.
bid
capacity of 4 people)
8.
<Insert
<Insert
Cost>
value>
2 Ton Split Air Conditioner.
Per unit
<Insert
2 Nos.
bid
<Insert
Cost>
value>
9.
Access
control
system
Per set
<Insert
(Including door, door unit and
bid
biometric
value>
fingerprint
2 Nos.
<Insert
Cost>
authentication unit at door).
10.
11.
Pest, insects, rodent and rat
1 set
<Insert
repellent systems.
per
bid
room
value>
Fire and Smoke – Detection
Per set
<Insert
and Prevention System.
serving
bid
a carpet
value>
2 Nos.
<Insert
Cost>
1 No.
<Insert
Cost>
area of
500sqft.
Or part
thereof
Page 80 of 109
Sr.
Item Description
Unit
No.
Rate
Approxima
Cost (Rs)
(Rs)
te Quantity
(Col 4 X
per
Col 5)
record
room
1
12.
2
3
Map Cabinet with tray type
Per Unit
4
<Insert
storage area (with minimum
bid
height
value>
1900mm
minimum
tray
and
size
with
5
1 No.
6
<Insert
Cost>
900mm
wide and 650mm deep).
13.
Modular Compactor Type D3A
Per set
<Insert
Comprising of 1 Single Static, 1
bid
Twin Mobile and 1 Single Last
value>
1 No.
<Insert
Cost>
Units (Minimum dimensions As
per Annexure IV).
14.
Additional Twin Mobile Unit for
Per unit
Compactor Type D3A.
<Insert
1 No.
bid
<Insert
Cost>
value>
15.
Modular Compactor Type D3B
Per set
<Insert
bid
value>
1 No.
<Insert
Cost>
per Annexure IV)
16.
Per unit
Compactor Type D3B
<Insert
1 No.
bid
<Insert
Cost>
value>
17.
Per set
<Insert
bid
value>
1 No.
<Insert
Cost>
per Annexure IV)
18.
Per unit
Compactor Type D4A
<Insert
1 No.
bid
<Insert
Cost>
value>
19.
Per set
<Insert
bid
value>
1 No.
<Insert
Cost>
Page 81 of 109
Sr.
Item Description
Unit
No.
Rate
Approxima
Cost (Rs)
(Rs)
te Quantity
(Col 4 X
per
Col 5)
record
room
1
2
3
4
5
6
per Annexure IV)
20.
Per unit
Compactor Type D4B
<Insert
1 No.
<Insert
bid
Cost>
value>
21.
Per set
<Insert
bid
value>
1 No.
<Insert
Cost>
per Annexure IV)
22.
Per unit
Compactor Type D5A
<Insert
1 No.
<Insert
bid
Cost>
value>
23.
Per set
<Insert
bid
value>
1 No.
<Insert
Cost>
per Annexure IV)
24.
Per unit
Compactor Type D5B
<Insert
1 No.
<Insert
bid
Cost>
value>
25.
Modular Slotted Angle Racks
Per
<Insert
6 Nos. each
<Insert
for
meter
bid
with
Cost>
width
value>
meter width
hard
storage
copy
with
document
minimum
4
2.5
adjustable horizontal partitions
giving
5
loading
levels
of
following size:
Minimum Height 1900mm
Width as per the record room
size with average Span Length
900mm
Minimum Depth 380mm
Page 82 of 109
Sr.
Item Description
Unit
No.
Rate
Approxima
Cost (Rs)
(Rs)
te Quantity
(Col 4 X
per
Col 5)
record
room
1
26.
2
3
4
5
6
Indexing, Barcode tagging of
Per
<Insert
5,000
<Insert
hard copies of records (Any
docume
bid
documents
Cost>
size) and populating into the
nt
value>
Per
<Insert
50,000
<Insert
sheet
bid
sheets
Cost>
database
27.
Scanning,
post
treatment,
scanning
metadata
(keywords) creation (A4 Size)
and
populating
into
value>
the
database
28.
Scanning,
post
treatment,
scanning
metadata
Per
<Insert
10,000
<Insert
sheet
bid
sheets
Cost>
1,000 sheets
<Insert
and
populating
into
value>
the
database
29.
Scanning,
post
treatment,
scanning
metadata
Per
<Insert
sheet
bid
and
populating
into
Cost>
value>
the
database
30.
Scanning,
post
treatment,
scanning
metadata
Per
<Insert
sheet
bid
and
populating
into
500 sheets
value>
the
database
31.
Scanning,
post
treatment,
scanning
metadata
Per
<Insert
sheet
bid
and
populating
into
250 sheets
<Insert
Cost>
value>
the
database
32.
Lamination of documents (A4
Per
<Insert
Size)
sheet
bid
1,000 sheets
<Insert
Cost>
value>
Page 83 of 109
Sr.
Item Description
Unit
No.
Rate
Approxima
Cost (Rs)
(Rs)
te Quantity
(Col 4 X
per
Col 5)
record
room
1
33.
2
3
4
5
6
Per
<Insert
12,000
<Insert
Size)
sheet
bid
sheets
Cost>
500 sheets
<Insert
value>
34.
Per
<Insert
Size)
sheet
bid
Cost>
value>
35.
Per
<Insert
Size)
sheet
bid
2,500 sheets
<Insert
Cost>
value>
36.
Data entry (Hindi)
Per
<Insert
1,00,000
<Insert
1,000
bid
characters
Cost>
characte
value>
1
<Insert
r
includin
g white
(spaces)
37.
Design, development, testing,
Consolid
<Insert
implementation,
ated bid
bid
for all
value>
commissioning
services
for
and
5
Document
warranty
years
of
a
Management
Cost>
342
location
System software to facilitate
easy
management
of
the
storage, easy retrieval of the
records. Cost includes supply,
configuration
implementation
and
of
database
software and all other software
and
hardware
components
required by the solution over
and above the software and
hardware components listed as
part of other items in this RFP.
Page 84 of 109
Sr.
Item Description
Unit
No.
Rate
Approxima
Cost (Rs)
(Rs)
te Quantity
(Col 4 X
per
Col 5)
record
room
1
2
3
4
5
6
Cost also includes training as
detailed in this RFP
38.
Server including Server OS and
Per unit
Antivirus/Antispyware software
<Insert
1 No.
<Insert
bid
Cost>
value>
39.
40.
41.
5kVA Online UPS with Battery
Per set
<Insert
giving 4 hours battery backup
bid
when run on full load
value>
Desktop
Computer
including
Per unit
<Insert
OS and Antivirus/Antispyware
bid
software
value>
All-in-one B/W A3 Laser Printer
Per unit
<Insert
1 No.
<Insert
Cost>
6 Nos.
<Insert
Cost>
1 No.
<Insert
bid
Cost>
value>
42.
Barcode Reader
Per unit
<Insert
2 Nos.
<Insert
bid
Cost>
value>
43.
Barcode Printer
Per unit
<Insert
1 No.
<Insert
bid
Cost>
value>
44.
Biometric
Finger
print
Per unit
Authentication Device
<Insert
6 Nos.
<Insert
bid
Cost>
value>
45.
Training (Other than usage of
per
<Insert
DMS
location
bid
Application
Training)
Software
1
<Insert
Cost>
value>
<Specify
Total Bid Cost in figures
the
total
bid
value
in
figures
by adding
the above
Page 85 of 109
Sr.
Item Description
Unit
No.
Rate
Approxima
Cost (Rs)
(Rs)
te Quantity
(Col 4 X
per
Col 5)
record
room
1
2
3
4
5
6
values>
All inclusive Total Bid Amount (in Rs) (Inclusive of all taxes, OPE and all other
applicable levies) (In words):
<Insert total bid value in Rupees (in words)>
I/We confirm that the above mentioned amounts against each item include,
supply, installation, configuration, commissioning, all materials, all labour work
and applicable warranty (as per clause “Warranty Services”) including all
accessories and fittings.
Office Seal: <Office seal>
Address: <Complete Address>
Note: 1) There should be no overwriting and all figures should be legible
2) The Commercial bid should not include any conditional offer.
Page 86 of 109
ANNEXURE III: COMPLIANCE MATRIX
Page 87 of 109
The details given below are the minimum specifications for each component of
the solution to be offered by the bidders. The bidders should comply with all of
these clauses. Proposals not complying with any of the item shall be rejected.
The tables given below have to be filled up and attached with the technical
proposal.
7.1 Server
Sr.No.
1.
Minimum Specification
Complied (Yes/No)
Make <Specify the Make here>
<Write Yes or No for all
rows>
2.
Model <Specify the Model here>
3.
OEM Test report Attached.
4.
Powered
with
Single
Quad-core
Intel
Xeon
processor with 2.4GHz or higher
5.
8GB DDR3 RAM or better
6.
Supplied with Genuine Microsoft Windows Server
2008 or latest OS
7.
2
x
500
GB
Enterprise
Class
SATA
HDD
configured for Raid-1
8.
Industry standard Antivirus and Antispyware
installed with license for 5 years or more
9.
5 years on-site Warranty
7.2 Desktop Computers
Sr.No.
1.
Complied (Yes/No)
rows>
2.
3.
Supplied with Genuine Windows 7 Professional or
latest OS.
4.
Intel Core2Duo or higher Processor
5.
Embedded 10/100/1000Mbp/s Ethernet controller
Page 88 of 109
Sr.No.
6.
4GB Memory expandable to up to 8GB or more
7.
320GB SATA HDD
8.
17” or more TFT display
9.
Industry standard Antivirus and Antispyware
Complied (Yes/No)
installed with license for 5 years
10.
3 years on-site warranty
7.3 Local Area Network
Sr.No.
1.
Complied (Yes/No)
Structured cabling for LAN CAT5E/CAT6 cables,
Surface Mount I/Os, CAT 5E/CAT6 patch cords,
rows>
Jack Panel, PVC conduit / casing / capping with
accessories, any other required components such
as labels, ferrules etc., and all associated civil
works at the site. All meeting or exceeding
respective ISO/IEC/EIA/TIA standards. All parts
should have 3 years onsite warranty.
2.
7.4 24 Port Manageable Switch
Sr.No.
1.
Complied (Yes/No)
rows>
2.
3.
1U Rack-Mount
24 Nos. 10/100Mbps RJ-45 MDI-X ports,
2-port Single Mode 1000BaseX(SX) module port
(inbuilt)
Vendor shall configure the 1000BaseX Port for
connectivity to multimode Fiber Optic Cable
4.
10/100Mbps Ethernet, 100 Base TX Fast Ethernet
auto-sensing Switch
Page 89 of 109
Sr.No.
5.
Complied (Yes/No)
8.8 Gbps back plane support, forwarding rate 3.6
Mbps or higher
6.
Full duplex capability
7.
Management capability
SNMP, TELNET, RMON
8.
VLAN Maximum 64port based
9.
Standards
IEEE802.3u(100Base Fast Ethernet),
IEEE802.3(10BaseT Ethernet),
IEEE802.3z(Gigabit Ethernet),
IEEE802.1D,IEEE802.3x,
IEEE802.1P/Q (Tagged VLAN)
10.
System must support and must be configurable
on rack. All accessories and hardware necessary
for configuration on rack must be supplied
11.
5 years on-site Warranty with 99% uptime
commitment
7.5 Barcode Reader
Sr.No.
1.
Complied (Yes/No)
rows>
2.
3.
Hand Held Type with trigger to switch on the
light source
4.
Light Source 630-660 nm visible red LED with
focus light bar
5.
Beep and LED indicator
6.
Operating Temperature 0 to 50 degrees
7.
Operating Relative Humidity 20-80%
8.
Connectivity using USB Interface
9.
Should support OS Windows 7 Professional or
latest
10.
Should operate on 220-250Volts, 50-60Hz power
Page 90 of 109
Sr.No.
Complied (Yes/No)
supply
11.
Supplied with USB cable to connect to the
desktops supplied
12.
Compatible
with
the
Document Management
System Software supplied
13.
Complied to IEC60825-1, FCC Class B and EMC
Class B or equivalent
14.
1 year manufacturer’s warranty
7.6 Barcode Printer and Barcoding
Sr.No.
1.
Complied (Yes/No)
rows>
2.
3.
Should be of thermal printing technology (Direct
Thermal [LP] or Thermal Transfer [TLP])
4.
Should have auto-cutter
5.
Connectivity
using
USB
Interface,
Ethernet
Connectable, IP Addressable
6.
Should support OS Windows 7 Professional or
later
7.
Should operate on 220-250Volts, 50-60Hz power
supply
8.
Supplied with USB cable to connect to the
desktops supplied
9.
Compatible
with
the
Document Management
System Software supplied
10.
Roll type paper for printing up to 90mm wide or
better
11.
Printed barcode should be verified to a minimum
2.5 (C) grade
12.
Complied to ISO/IEC 15416 or equivalent
13.
Page 91 of 109
7.7 Biometric Fingerprint Authentication Device
Sr.No.
1.
Complied (Yes/No)
rows>
2.
3.
Resolution: >=400 dpi
4.
Interface: USB 2.0
5.
Power: Self Powered via USB
6.
Verification time less than a second
7.
Capable
of
handling
finger
print
angular
variability
8.
400 Bytes encrypted data size
9.
ISO/IEC 19794-4 compliant and compliant with
other
standards
set
by
Govt. of India
for
biometric fingerprint authentication
10.
7.8 All-in-one B/W Laser Printer A3 Size
Sr.No.
1.
Complied (Yes/No)
rows>
2.
3.
Must have Laser Printing Technology
4.
Must have Printing speed upto 25 ppm
5.
Must have First page out less than 8 seconds
6.
Must have Printing resolution 600*600 dpi
7.
Must have minimum RAM – 512MB DD Ram,
expandable to 1024MB
8.
Must have Duty Cycle – Upto 1 Lac pages per
month
9.
Automatic Duplex printing
10.
Must
have
minimum
Input
Paper
holding
capacity of 3000 papers
Page 92 of 109
Sr.No.
11.
Complied (Yes/No)
Must have Paper Size support for A3 (ISO), A4
(ISO), A4-rotated (ISO), A5 (ISO), B4 (JIS), B5
(JIS), B6 (JIS), Letter, letter-rotated, legal,
tabloid, executive, envelopes (No. 10, Monarch)
12.
Must have Paper Type support for Paper (plain,
preprinted,
recycled,
letterhead,
rough),
prepunched,
transparencies,
bond,
labels,
cardstock
13.
Must have Network Operating system support for
Microsoft Win 2000, XP, XP 64-Bit, Server 2003,
Windows 7 Professional and later; Red Hat Linux
5.x and later; SuSE Linux 5.x and later
14.
Must have In built print server
15.
Must have Connectivity Parallel port, 2 open EIO
slots, USB 1.1 or above
16.
Must have Inbuilt Ethernet port 10/100MBps
17.
Must
have
Scanner
with
600dpi
resolution
(enhanced & optical)
18.
Must have FAX Image technology with 300 x
300dpi
19.
Must
have
minimum
Fax
memory
32
MB
minimum
20.
Must have Fax modem with 33.6 Kbps minimum(
3 pages/min)
21.
Must have Fax with speed dial
22.
Must have Copy Speed Black: up to 10 cp/m Up
to 10 cp/m
23.
Must quote, supply and commission the system
along with the hardware setup at site
24.
Must quote, supply commission any Hardware
cable,
connector.
required
for
the
Accessories,
software
successful
commission
etc,
of
systems
25.
1 year onsite warranty
Page 93 of 109
7.9 5kVA Online UPS with Battery
Sr.No.
1.
2.
Complied (Yes/No)
Make <Specify the Make here (Specify for both
UPS and Battery)>
rows>
Model <Specify the Model here (Specify for both
UPS and Battery)>
3.
Reliable Online UPS and battery with capacity of
5kVA giving 4 hours battery backup on full load
4.
System to operate the facility with full load
5.
Capable of supplying stabilized power, which can
minimize undulations in input power source
6.
3 years onsite warranty for UPS and 2 year
manufacturer’s warranty for batteries
7.10
Sr.No.
1.
Map Cabinet
Complied (Yes/No)
rows>
2.
3.
Should have tray type storage area with tray size
900mm wide and 650mm deep. The cabinet
should be of minimum total height 1900mm with
each tray of height 150mm
4.
Made out of 0.8mm/20 Gauge (or more) CRCA
(Cold Rolled Close Annealed) Steel conforming to
IS:513 GR.D or better
5.
Load bearing capacity
80kg UDL
(uniformly
distributed load) per tray
6.
The cabinet shall be powder coated with epoxy
polyester powder (with thickness of minimum
40microns) with uniform colour on all steel
surfaces with air drying synthetic enamel paint
Page 94 of 109
Sr.No.
Complied (Yes/No)
for all surfaces
7.
The Nuts/Bolts/Fasteners should be galvanized/
Zn Plated / Cadmium Plated
8.
7.11
Sr.No.
1.
Modular Compactors
Complied (Yes/No)
rows>
2.
3.
Made out of 0.8mm/20 Gauge (or more) CRCA
(Cold Rolled Close Annealed) Steel conforming to
IS:513 GR.D or better
4.
Load bearing capacity
80kg UDL
(uniformly
distributed load) per shelf
5.
Should have railing and the rail should be made
of forged steel. Operated through drive wheel
6.
The compactor shall be powder coated with
epoxy
polyester
powder
(with
thickness
of
minimum 40microns) with uniform colour on all
steel surfaces with air drying synthetic enamel
paint for all surfaces
7.
The testing of paint should be done for various
physical and chemical properties as per IS:101
8.
The Nuts/Bolts/Fasteners should be galvanized/
Zn Plated / Cadmium Plated
9.
All components are to be subjected to minimum
four step anti-corrosion treatment as mentioned
below:
(1) Degreasing as per IS-6005
(2) Ranging
(3) Phosphating as per IS-3618
(4) Range and de-mineralized rinsing
10.
Should have indexing label holder
Page 95 of 109
Sr.No.
11.
Complied (Yes/No)
<Repeat the table if more than one make/model is required to meet the requirements>
7.12
Sr.No.
1.
2.
Modular Slotted Angle Rack
Complied (Yes/No)
Slotted steel angles for supports and steel sheets
for laying the hard copy records
rows>
Should be made of steel sheets conforming to
IS:1079/ IS 5115/ IS 1076
3.
Angles
and
sheets
conform
to
IS:
8081
manufacturing standards
4.
All surfaces of the racks shall be powder coated
(with thickness of minimum 40microns) with
uniform colour on all steel surfaces with air
drying synthetic enamel paint
5.
7.13
Furniture in the IT Services Area and Public
Waiting area
Sr.No.
1.
Complied (Yes/No)
Workstations created with cubicle format modular
tables and partitions for installing desktops,
rows>
printers etc. Each workstation should cover a
minimum floor area of 4’x4’. The desk should be
of minimum 4’ width and 2’ deep.
2.
Workstation for Administrative Officer should
cover a floor area of 6’x5’. The desk should be of
“L” shape with front desk of 6’ wide and 3’ deep,
side desk of 4’ wide and 2’ deep.
Workstation for Administrative Officer should
Page 96 of 109
Sr.No.
Complied (Yes/No)
have Additionally, minimum four visitor chairs
and
sufficient
space
for
installing
them
at
Administrative cubicle.
3.
Workstations shall have 2’ depth, 25mm thick on
top and 20mm thick other parts with commercial
board with 1.5mm thick lamination. Should have
cable managers
4.
Workstations shall have keyboard trays, drawers,
cabinets with drawer slides
5.
Workstations shall have Magnetic board, Soft
board for pins and white board for writing and
putting notes for each cubicle
6.
Ergonomic design for comfortable work
7.
Electrical fittings for desktops, printers etc. With
additional points
8.
Chairs suitable for using computers with 360 deg
revolving type with a max of 15 deg back tilt, Tilt
tension adjustment, Pneumatic/Hydraulic height
adjustment with height adjustable arm-rests,
Pedestal assembly should have 5 nos. castors
wheels with trouble-free movement and should
be scratch-resistant as per BS Standards, Impact
testing as per DIN Standards.
9.
Storage cupboards with 18mm thick MDF with
1.5mm lamination. Completely polished
10.
Partitioning for workstations should have a height
of 4.5’
11.
Partitioning for server area should have a height
of 7’ with top area covered. It should have a door
of 3’ wide with access control installed.
12.
The
public
waiting area
should have
Metal
Perforated 3 seater grouped set with Ergonomic,
Epoxy-polyester
coated
and
adjustable
glide
screw under leg support for floor leveling
Page 97 of 109
7.14
Sr.No.
1.
Air-conditioning
Complied (Yes/No)
rows>
2.
3.
2T Split Air conditioner shall be provided with
sufficient capacity Digital Voltage Stabilizer
4.
Energy Efficient Compressor. BEE Star Rating 3
or higher
5.
Stage Adjustable Fan Speed
6.
BIS Standard
7.
3 years manufacturer’s warranty for compressor
and
1
year
onsite
warranty
for
all
other
components
7.15
Sr.No.
1.
Access Control Systems
Complied (Yes/No)
rows>
2.
3.
Biometry Finger Print based Access Control for
critical area (Record Room and Server Area)
4.
Automatic Door Lock and Release System as per
access validation
5.
Access control shall be for each critical door on
entry as well as exit
6.
Making
good
looking
doors
with
automatic
locking system provided with Access Control
Systems
7.
3 year onsite warranty
Page 98 of 109
7.16
Detection and Prevention System for Fire and
Smoke (Record Room and Server Area)
Sr.No.
1.
Complied (Yes/No)
rows>
2.
3.
Automatic detection of fire as well as unusual
increase in temperature
4.
Equipped
with
VESDA
(Very
Early
Smoke
Detection Alarm) Digital communication to an
alarm system
5.
Digital
communication
and
triggering
of
suppression systems
6.
Inert Gas based Automatic Fire Suppression
System
7.
Gas
release
control
panel,
CCE
approved
seamless gas cylinders, discharge valve (with
solenoid or pneumatic actuator), discharge pipe,
non-return
required
to
valve
and
provide
a
all
other
accessories
complete
operational
system
8.
Compliant with National and Local specifications
9.
Each set mentioned in the commercial bid format
should serve a floor area of minimum 500sqft or
part thereof. If a single unit of proposed make
and model of a vendor serves less than 500sqft
of floor area, they should add suffifient additional
units
to make
one
set capable
of
serving
minimum of 500sqft. The vendors should bid the
cost for the set consisting of sufficient number of
units to cover minimum of 500sqft or part
thereof.
10.
Page 99 of 109
7.17
Pest, Insects, Rodent and Rat Repellent System
for Records Room and Server Area
Sr.No.
1.
Complied (Yes/No)
rows>
2.
3.
Rat repellent system should be installed in record
room as well as Server/IT Service area
4.
Treatments for Pests and Insects should be
carried out atleast once in every 4 months for a
period of 5 years in record room as well as
Server/IT Service area
5.
Insects
attracting
light
based
insects
management system should be installed inside
the record room as well as the server/IT service
area
6.
The system shall be designed such that it does
not kill the rodents and rats inside the facility and
shall prevent short circuit taking place due to the
same
7.
1 year manufacturer’s warranty for equipments
supplied. Treatment should be carried out onsite
atleast once in every 4 months for a period of 5
years
<Repeat the table if more than one make/model is required to meet the requirements>
Page 100 of 109
ANNEXURE IV: REFERENCE DRAWINGS
FOR COMPACTORS
Page 101 of 109
Page 102 of 109
Page 103 of 109
Page 104 of 109
ANNEXURE V: FORMAT FOR BANK
GUARANTEE
Page 105 of 109
Bank Guarantee Format
<On Rs100/- Stamp Paper>
<Name of the Bank with Address>
To
Dy. Commissioner,
Office of the Commissioner, Land Records & Settlement (MP),
Moti Mahal, Gwalior, Madhya Pradesh – 474 007
Dear Sir,
Guarantee No.
:
<Bank Guarantee Reference Number>
Amount of Guarantee
:
Rs.<Amount in Figures>/-
Guarantee cover
:
From <From Date> to <To Date>
(Both dates inclusive)
This deed of guarantee executed by the <Name of the bank> having its Head Office at
<Head office place>, and amongst other places a branch at <Branch Name>
(hereinafter referred to as "the Bank" which expression shall include its successors and
assignees so as to bind ourselves, our successors and assignees) in favour of "Dy.
Commissioner Land Records and Settlement, Gwalior (MP)" (hereinafter referred to as
"the Beneficiary") for an amount not exceeding Rs (Rupees <Amount in words>) at the
request of <Name of the Bidder> (hereinafter referred to as "the Bidder").
NOW, THEREFORE, the Bank hereby, unconditionally and irrevocably, guarantees and
affirms as follows:
1. The Bank hereby unconditionally and irrevocably guarantees the due and faithful
performance of the Bidder’s obligation during the project, under and in accordance
with the bid document, and agrees and undertakes to pay to “The Beneficiary”, upon
its mere written demand from time to time, and without any demur, reservation,
recourse, contest or protest, and without any reference to the Bidder, such sum or
sums upto an agreegate sum of the Bid Guarantee amount as the Beneficiary shall
claim, without the Beneficiary being required to prove or to show grounds or reasons
for its demand and/or for the sum specified therein.
Page 106 of 109
2. This guarantee is issued subject to the condition that the liability of the bank under
this bank guarantee is limited to a maximum of Rupees <Amount in words> and the
guarantee shall remain in full force up to <To Date> and can not to be invoked
otherwise than by a written demand claim under this guarantee served on the bank
on or before <To Date>.
3. BG for Rs<Amount in Figures> in f/o "Dy. Commissioner, Office of the Commissioner,
Land Records & Settlement (MP)" Whereas <Name of the Bidder> has submitted its
bid dated <Bid Date> for <Name of the work as per tender> as per tender dated
<Tender date>. KNOW ALL MEN by these Presents that WE, <Name of the Bank>
Branch <Name of the Branch> our registered office at <Registered Office Address>
are bound up to "Dy. Commissioner, Office of the Commissioner, Land Records &
Settlement (MP)" (herein after called “The Beneficiary”) in the sum of Rs <Amount in
words> for which payment will and truly to be made to the said Beneficiary, the Bank
binds itself, its successors and assigns by these presents.
4. The Beneficiary shall have the liberty, without affecting in any manner the liability of
the Bank under this Guarantee, to vary at any time, the terms and conditions of the
Bid Document or to extend the time or period for the compliance with, fulfilment and/
or performance of all or any of the obligations of the Bidder contained in the Bid
Document or to postpone for any time, and from time to time, any of the rights and
powers exercisable by the Beneficiary against the Bidder, and either to enforce or
forbear from enforcing any of the terms and conditions contained in the Bid
Document and/or the securities available to the Beneficiary, and the Bank shall not
be released from its liability and obligation under these presents by any exercise by
the Beneficiary of the liberty with reference to the matters aforesaid or by reason of
time being given to the Bidder or any other forbearance, indulgence, act or omission
on the part of the Beneficiary or of any other matter or thing whatsoever which under
any law relating to sureties and guarantors would but for this provision have the
effect of releasing the Bank from its liability and obligation under this Guarantee and
the Bank hereby waives all of its rights under any such law.
5. In order to give effect to this Guarantee, the Beneficiary shall be entitled to act as if
the Bank were the principal debtor and any change in the constitution of the Bidder
and/or the Bank, whether by their absorption with any other body or corporation or
otherwise, shall not in any way or manner affect the liability or obligation of the Bank
under this Guarantee.
Page 107 of 109
6. It shall not be necessary, and the Bank hereby waives any necessity, for the
Beneficiary to proceed against the Bidder before presenting to the Bank its demand
under the Guarantee.
7. A letter from the Beneficiary, under the hand of the Commissioner, Land Records and
Settlement of the Beneficiary that the Bidder has committed default in the due and
faithful performance of all or any of its obligations under and in accordance with the
bid document shall be conclusive, final and binding on the Bank. The Bank further
agrees that the Beneficiary shall be the sole judge as to whether the Bidder is in
default in due and faithful performance of its obligations under the bid document and
its decision that the Bidder is in default shall be final, and binding on the Bank,
notwithstanding any differences between the Beneficiary and the Bidder, or any
dispute between them pending before any court, tribunal, arbitrators or any other
Corporation or body, or by the discharge of the Bidder for any reason whatsoever.
8. This Guarantee is in addition to an not in substitution of any Guarantee or Security
now or which may hereafter be held by the Bidder in respect of or relating to the
Agreement or for the fulfillment, compliance and/or performance of all or any of the
obligations of the Bidder under the Agreement.
9. We undertake to pay to the “Dy. Commissioner, Office of the Commissioner, Land
Records & Settlement (MP)” up to the above amount upon receipt of its first written
demand, without the Beneficiary having to substantiate its demand.
10. This guarantee will remain in force as specified in Clause <respective clause number
in the tender> of the Bid document and any demand in respect thereof should reach
the Bank, not later than <date> from the date of expiry of this Guarantee.
11. Notwithstanding anything contained herein the Bank's liability under this Guarantee
shall be restricted to Rs <Amount in words> and the Guarantee shall remain in force
only up to <date> and unless a demand or claim in writing is made by the
Beneficiary on the Bank on this Guarantee, not later than <date> from the date of
expiry of this Guarantee., all rights of the Beneficiary under this Guarantee shall be
forfeited and the bank shall be discharged from all liabilities under this Guarantee.
12. The Bank undertakes not to revoke this Guarantee during its currency, except with
the previous express consent of the Beneficiary in writing, and declares that it has
Page 108 of 109
the power to issue this Guarantee and the undersigned has full powers to do so on
behalf of the Bank.
13. Any notice by way of request, demand or otherwise hereunder may be sent by post
addressed to Bank at its above referred branch, which shall be deemed to have been
duly authorized to receive such notice and to effect payment thereof forthwith, and if
sent by post it shall be deemed to have given at the time when it ought to have been
delivered in due course of post and in proving such notice, when given by post, it
shall be sufficient to prove that the envelope containing the notice was posted and a
certificate signed by an officer of the Bidder that the envelope was posted shall be
conclusive.
14. The Bank does hereby declare that Shri. <Name of bank’s the authorized person with
employee code and designation> is authorized to sign this Guarantee on behalf of
the bank and to bind the bank thereby.
Signed and sealed this <date in words> day of <Month in words>, <Year in words> at
<Time in figures (IST)>.
For <Name of the Bank>
<Signature in full>
Name: <Name of the person signing on behalf of bank>
Phone: <Telephone Number>
Fax: <Fax Number>
e-mail: <e-mail address>
Address in Full: <Address of the branch in full>
Page 109 of 109

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