e-tender document request for appointment of agency for...

of 18 Intelligent Telecommunication System India Ltd.

E-TENDER DOCUMENT

Request for appointment of Agency

For

BPM and PIMS

Tender No: ICSIL/12/CCTV/162/Consultancy/2015-16/V-I

Issued on : 24.08.2015

Issued by:

Information Technology division Intelligent Communication system India Limited (ICSIL)

Administrative Building, 1st Floor, Above Post Office, Okhla Industrial Estate,

Phase-III, New Delhi- 110 020 Tel: 011-26929051-26830338

WWW.ICSIL.in

http://www.icsil.in/


Table of Contents 1. STATEMENT OF PURPOSE ................................................................................................................... 3

2. BACK GROUND ................................................................................................................................... 3

3. MANDATORY BIDDER QUALIFICATION ............................................................................................... 3

4. SCHEDULE OF EVENTS ......................................................................................................................... 4

5. SCOPE OF SERVICES AND PROJECT MANAGEMENT ........................................................................... 5

6. PROPOSAL SUBMITTAL ....................................................................................................................... 8

6.1 General .......................................................................................................................................... 8

6.2 Technical Proposal ........................................................................................................................ 9

6.3 Price Proposal ............................................................................................................................. 10

7. GENERAL INSTRUCTIONS .................................................................................................................. 10

8. PROPOSAL EVALUATION METHODOLOGY ........................................................................................ 13

9. STANDARD CONTRACT TERMS .......................................................................................................... 15

10. ANNEXURE -1 - FORMAT FOR COMMERCIAL PROPOSAL ............................................................... 16

11. ANNEXURE- 2 FORMAT OF BID BOND............................................................................................ 17

12. ANNEXURE -3- FORMAT OF POWER OF ATTORNEY....................................................................... 18


1. STATEMENT OF PURPOSE ICSIL intends to select a qualified & professional consulting firm to design and oversee the implementation of security systems including cameras, GPS and Passenger Information System for its end Client.

Definitions “Bidder” means a firm submitting a proposal for this tender. “Concessionaire” means an organization authorized to operate a public transport system

network or provide a public transport system service or public service, issued pursuant to the Act.

“Consultant” means the firm selected by the ICSIL Authority through the evaluation process to undertake the Project.

“Final Report” means the reports identified in the scope of works for the Consultant to submit to the ICSIL.

2. BACK GROUND

ICSIL’s end Client intends to upgrade the security standards of its running infrastructure, by applying several security technologies. For this purpose end Client has already selected ICSIL as the consultation partner. ICSIL is seeking proposals from reputed consultancy organisations to provide technical support for design, Bid Process Management (BPM) and Project Implementation and Monitoring Services (PIMS).

3. MANDATORY BIDDER QUALIFICATION

S.no. Qualification Required Documents

1. The bidder must be a registered company in India under the Companies Act. The bidder should be operating in India minimum for the last five years as of 30th June, 2015.

Copy of Certificate of Incorporation.

2 The bidder should have a valid PAN and Service Tax Registration.

PAN card and Service Tax Registration certificate Copies.

3 The bidder should not be insolvent, in receivership, bankrupt or being wound up, not have had their business activities suspended and not be the subject of legal proceedings for any of the foregoing.

Self-attested declaration.

4. The bidder should have an average minimum annual turnover of Rs. 55 lakhs during last three audited years i.e. 2012-13, 2013-14 & 2014-15.

Copy of Auditor’s statement.

5. The bidder must be primarily engaged in the business of providing technical advisory / consulting services in the field of security and must have been actively engaged in this field for a period of not less than the last five years ending 30 June 2015.

Bidder profile & work experience.


6. The bidder must have an experience of providing consulting services for at least 3 security technology projects in India, of consolidated project value more than Rs. 20 crores during the last five years ending 30 June 2015.

Purchase order copies/ Client Citation/ any other client document signifying the project value.

7. The bidder should not have been currently black listed by any Government department / Government Bidder / PSU in India.

Self-attested declaration.

8. The bidder must engage a security / risk professional for an overall advisory role when required with a previous experience in the homeland security sector of at least 20 years, out of which at least 5 years should be at a level of IG or above (in case of the police) or Colonel / equivalent or above (in case of the armed forces).

Declaration from the concerned security professional.

For the purpose of mandatory bidder qualifications, a similar security project shall mean a project comprising of either Video Surveillance Systems or GPS, or Access Control Systems, or Intrusion Detection Systems or electronic locking systems or a city surveillance / safe city project or a combination of above.

4. SCHEDULE OF EVENTS

Important Events Schedule

Publication of tender / NIT 24th August, 2015

Last date and time for Downloading of Tender 1st September, 2015, 5 PM

Last date and Time for submission of on-line Tender 8th September, 2015, 3 PM

Date and Time of opening of Technical Bid 9th September, 2015, 3.30 PM

Date and Time of opening of Financial Bid To be informed later on

The tender document will be available on ICSIL website i.e. www.icsil.in. Bid Security i.e. Earnest Money Deposit (EMD)

The bid security (EMD) of Rs 1,00,000.00 (Rs. One lakh only) shall be in Indian rupees (INR). No interest shall be payable on bid Security under any circumstance. The bid security shall be in one of the following forms:-

(a) A Bank Guarantee as per enclosed format ( at Annexure-2) issued by a schedule bank in favor “Intelligent Communication Systems India Ltd. “ at Delhi

(b) Demand Draft or Pay Order from a Scheduled Bank in favor of “Intelligent Communication Systems India Ltd.”, payable at New Delhi, valid for 3 months.

The bid not secured in accordance with the above shall be rejected by the Purchaser as non- responsive. Unsuccessful Bidder's bid security shall be discharged or returned within sixty days after the expiration of the period of bid validity prescribed by ICSIL on award of work to successful bidder.



The successful Bidder's bid security shall be discharged upon Bidder signing the Agreement. The bid security will be forfeited at the discretion of ICSIL on account of one or more of the following reasons: The Bidder withdraws their Proposal during the period of Proposal validity.

Bidder does not respond to requests for clarification of their Proposal.

Bidder fails to co-operate in the Proposal evaluation process, and

In case of a successful Bidder, the said Bidder fails to furnish Performance Guarantee; or to sign the Agreement in time.

Power of Attorney:

Power of attorney duly notarized in the name of authorized signatory on stamp paper of Rs.100/- to be submitted by the prospective Bidder as per the Annecure-3 of this tender document. Note: The original bid security (EMD) and the original Power of attorney to be submitted by the bidder to Mr. Deepak Kumar Jha, Network Engineer, at ICSIL hq’rs New Delhi, before the deadline of submission of the on-line tender.

5. SCOPE OF SERVICES AND PROJECT MANAGEMENT

Location of Service: Delhi/ New Delhi.

The scope of services for the consulting firms during each of the project stages shall be as follows:

Feasibility Report : Prepare & Submit a detailed feasibility report describing all aspects of

the projects.

Tender Documents: Preparation of complete Tender Documents Viz, RFP and bid

documents, press material/NIT for calling bids by e-tendering through e-procurement portal

of Delhi Govt, for Installation of CCTV camera with GPS Tracking and Public Information

Systems (PIS) in running infrastructure of the end Client on BOT model Including warranty

and AMC for entire contract period. Contract Period to be decided in consultation with end

client.

List of Newspapers/ other Publications for Inviting tenders would be suggested by the

consultant.

To arrange for hosting of the documents on websites of Delhi Govt. & end Client and sale of

the required number of copies of the tender documents to the prospective bidders and also

for end Client ‘s own requirements. End Client will get the sale proceeds.

RFP to include Qualification Criteria for Bidders, procedure & criteria for evaluations of Bids

i.e. ‘Techno-Commercial Bid Evaluation ‘ & ‘Price Bid Evaluation formats’ will form part of

the Tender Documents.

To organize Pre-Bid conference for the above tender in the Conference Hall at end Client’s

premises on Consultant’s Expenses account. Preparation of replies to the queries,

consequent to the Pre-Bid conference, suggestion on queries received from the prospective

bidders and to suggest changes acceptable, if any, before freezing the Tender Documents.

Preparation of letter of Acceptance, Agreements , work order etc .for award of the contract

to the successful bidder/concessionaire.

In the event of annulling of the tenders, to undertake all activities again as indicated above

at Consultant’s account without cost Escalation (i.e. Without additional cost).


To provide/prepare Bank Guarantee formats for EMD & Performance Guarantee.

Evaluation of Bids: Evaluation of Tender Bids including Technical and commercial evaluation.

Preparation of Techno-Commercial Report examining technical responsiveness of the

Bidders on Technical, Commercial, and all other terms and conditions provided in the RFP

document, including Financial and capacity-Capability of the Bidders to perform the

contracts on the basis of RFP Document.

Preparation of the Bid Evaluation report recommending the Bidder for ‘Award of Contract’

or otherwise.

Determination of reasonableness of the L-1 quoted prices and justification thereon.

All Clarification to the queries of end Client related to the Contract awarded to the

successful Bidder at any stage.

Any other activity related to ‘Bid process Management’ till signing of the Agreements, Final

placement of orders by the Purchase to the successful Bidder, installation and

commissioning of the system as per tender terms, Users’ Acceptance Test (UAT) and

monitoring of the project for the entire period of contract with the consultant.

Consultant would give views in various matters related with Tendering and implementation

of the project. But decision of end Client would be final in every matter.

The consultant should provide a report on Planning, scope management, collecting scope

requirements, defining scope, creating work breakdown structure, validate and control the

scope.

The bidder is required to submit the project plan / Bar Chart wrt the time lines for BPM and

PIMS services including the roles and responsibility Matrix plan.

The selected bidder needs to sign the integrity pact with ICSIL at the time of signing of

agreement.

The Bidder should have office in Delhi/NCR on the date of submission of the bid. In case the

bidder does not have an office, then bidder is required to submit an undertaking at the time

of submission of tender, for setting up an office in Delhi/NCR within 30 days of signing of the

agreement.

The consultant shall commence the services within 7 days of signing of the agreement or such other date as mutually agreed.

Minimum Project Management Processes to be followed a) Knowledge Areas/Domains in Project Management (PM overview, processes, Integration).

b) Scope, Cost, Quality, Human Resources, time, communications, Risk, Procurement & Stake holders).

c) Process Groups (Initiating, Planning, Executing, Monitoring & Controlling and Closing).

d) Processes in Process Groups. e) Project Management Process Interactions-The flow of project information across various processes to manage the project.

Project Integration Management a. Project Charter. b. Project Development Plan. c. Direct, Managing, Monitoring, Controlling, Changing and Closing the Project.


Project Quality Management

a) Planning Quality management. b) Performing Quality Assurance. c) Controlling Quality.

Personnel

The following personnel will be required to be deputed by the consultant at ICSIL / end Client offices or anywhere for route survey during the tenure of the project.

Key Person Responsibility

Sr. Management Executive

He will lead, Supervise and co-ordinate the multidisciplinary team for preparation of the bid documents, supervise bid process management, installation and commissioning, testing and overall monitoring including generation of reports from the system.

Members of BPM team(2 in numbers)

Will assist the team Leader in preparation of Bid Documents and all works related with bid process management till the award of work order to the concessionaire.

Members of PIMS

6 Teams consisting of 2 Members each would be required to report to each Regional Manager of 6 Regions of end Client who will monitor the CCTV systems installed in the locations under their control. These 6 Teams would also report to their Team Leader for further reporting to the end Client, HQs/IT Dept. of end Client.

The following skills will be necessary for the personnel to be deputed for the project:

S.No. Key Personnel Qualifications and Experience No. of Personnel

Required

1 Sr. Management Executive

B.Tech/B.E. in Computer Science/IT/Electronics & communication, Preferably with MBA in IT and min 15 years experience in the IT Industry

1

2 Members for team of BPM

B.Tech/B.E. in Computer Science/IT/Electronics & communication with min 7 years’ experience in the IT Industry preferably with CCTV & GPS systems

2

3

Members of Project implementation and Monitoring Services (PIMS) after award of work order to the concessionaire

MCA/BCA with 2 year Experience in the IT Industry preferably with CCTV on GPS systems

1 Person to report in the IT Dept. of end Client as Team Leader and 2 person in each of 6 Regions for monitoring all locations of respective regions.


Technical Specifications:

The technical specifications should mainly be focused on functional requirements of end Client.

The purpose of providing technical specifications is to invite quote for a system with standard at least already maintained in the industry adopting best practices.

The consultant would propose specifications in a generic way so that the specifications do not match only with the specifications of some selected service providers.

The consultant would ensure that the technical specifications meet the minimum specifications requirements amended upto date of ITS prescribed by MoUD.

Project Documentation The consultant shall create and maintain all project documents for PIMS that would be passed on to ICSIL as deliverables as per the agreed project timelines.

All project documents are to be submitted in bound hardcopy and in a softcopy/ CD format for archival.

All project documents shall have a version number and major changes from the last submission shall be highlighted in the beginning of the revised documents.

Documents and all artifacts generated by the project shall be kept in revision/ version controlled system.

The Broad coverage of deliverables for proposed consultancy services are as given below:

Feedback on the Project Management Plan provided by the bidder

Testing reports

Tender compliance reports

Deviation reports

System commissioning reports

Validation of Standard Operating Procedures

Validation of training plans

Validation of Maintenance Reports

Issue Management Template.

The consultant is also required to carry out Risks and Vulnerability Assessment during the course of the project.

6. PROPOSAL SUBMITTAL

6.1 General

Bidders shall respond to this tender with a Technical Proposal and a price proposal. No pricing information shall be included in the Technical Proposal. Inclusion of price Proposal amounts in the Technical Proposal shall make the proposal non‐responsive.

Complete Mandatory bidder qualification documents in scanned form shall be uploaded by the Bidders in the Technical Bid folder in the e-Tender.

For participating in this tender online, the following instructions are to be read carefully. These instructions are supplemented with more detailed guidelines on the relevant screens of the e-


tender portal of Delhi Government.

Digital Certificates

For integrity of data and its authenticity/ non-repudiation of electronic records, and to become compliant with IT Act 2000, it is necessary for each user to have a Digital Certificate (DC). also referred to as Digital Signature Certificate (DSC), of Class 2 or above, issued by a Certifying Authority (CA) licensed by Controller of Certifying Authorities (CCA) [refer http://www.cca.gov.in].

Registration on Delhi Government E-portal

To use the e-tender® portal of Delhi govt. i.e. http://www.govtprocurement.delhi.gov.in, the Bidder need to register on the portal. Registration of bidders organization is to be done by one of its senior persons who will be the main person coordinating for the e-tendering activities. Note: The interested bidders are expected to complete the digital signature related activities well in time as no request for date extension for submission of the bid will be entertained at any cost, due to time essence of this project. Preparation & Submission of bids:

Detailed tender documents may be downloaded from e- tender portal of Govt. of Delhi or website of ICSIL i.e. http://www.govtprocurement.delhi.gov.in or www.icsil.in, before closing time of tender and may be submitted online following the instruction appearing on the screen. A buyer manual containing the detailed guidelines for e- tendering system is also available on e- tender portal of http://www.govtprocurement.delhi.gov.in.

Online Submission

The complete tender response should be prepared and scanned in files (in PDF format) and uploaded during the online submission of Bid. The bidders are strictly advised to read the tender document carefully and fill up/comply the tender response correctly.

6.2 Technical Proposal Bidders must organize their proposals as defined below to ensure consistency and to facilitate the evaluation of all responses. All the sections listed below must be included in the proposal, in the order presented with the Section Number listed. The required proposal sections are:

a. TABLE OF CONTENTS: A table of contents providing a listing for each section of the proposal is required, including the appendices and any additional material submitted.

b. EXECUTIVE SUMMARY: The executive summary should provide a concise summarization of the services being proposed to meet ICSIL’s needs. The Bidder should also summarize how large‐scale, government public sector and private business use its services and how this experience indicates that the Bidder is suitable for ICSIL’s needs.

c. COMPANY OVERVIEW: This section should provide information about the Bidder’s company, services, and corporate structure ‐including an organizational review, key contacts, and customer relations.

d. EXPERIENCE AND REFERENCES: In this section, the bidder should discuss the firm’s experience in

http://www.cca.gov.in/

http://www.govtprocurement.delhi.gov.in/





executing similar projects. Provide at least five references where the bidder firm’s services are being utilised. References must include Contact Name, Contact Address, Contact Telephone Number, Contact E‐mail Address.

The documentary evidence required to be furnished to establish bidder’s qualification claim for this tender should also be attached in this section.

e. CONSULTANT’S PROFILES: In this section, the bidder should provide detailed qualifications & experiences of its named consultants & also of the consultants it proposes to put for ICSIL project.

f. APPROACH & METHODOLOGY: A brief description of the proposed approach & methodology must be provided so that ICSIL can gain a basic understanding of the capabilities of the firm.

g. CASE STUDIES: This section should provide detailed case studies of the similar projects handled by the bidder firm during the last 3 years.

h. ADDITIONAL INFORMATION: All additional information the Bidder deems as pertinent to their proposal, must be included in this section.

6.3 Price Proposal a. The Price proposal shall be strictly in the format provided as Annexure -1 of this document.

b. Bidders are required to quote a fixed, non-variable, all-inclusive fees for providing all the services mentioned in the scope of services section of this document.

c. The Bidder must sign and date the Price Proposal.

7. GENERAL INSTRUCTIONS

a. Offer Validity Period: The tender offer validity shall be 60 days from the date of submission of the tender. Any offer falling short of the validity period is liable for rejection. ICSIL may ask for extension of the bid validity, if found necessary.

b. ICSIL shall not pay any costs associated with the preparation, site surveys, submission, or presentation of any proposal.

c. If ICSIL determines that a Bidder has provided, for consideration in the evaluation process or contract negotiations, incorrect information which the Bidder knew or should have known was materially incorrect, that proposal shall be determined non‐responsive, and the proposal shall be rejected.

d. ICSIL reserves the unilateral right to amend this document in writing at any time. ICSIL also reserves the right to cancel or reissue the document at its sole discretion. If an amendment/corrigendum is issued it shall be provided on website and online portal Bidders shall respond to the final document and any exhibits, attachments, and amendments.

e. ICSIL reserves the right, at its sole discretion, to reject any and all proposals or to cancel this tender in its entirety.

f. ICSIL reserves the right, at its sole discretion, to waive variances in technical proposals provided such action is in the best interest of ICSIL. Where ICSIL waives variances in proposals, such waiver does not modify tender requirements or excuse Bidder from full compliance with tender. Notwithstanding any variance, ICSIL may hold any Bidder to strict compliance with the tender.

g. All proposals and other materials submitted in response to this tender become the property of


ICSIL. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the evaluation process.

h. The comments/amendments/corrigendum to any of the terms and conditions of this Tender Documents issued & circulated to all the bidders as per the conditions set forth in this document should be construed as ICSIL’s final policy & shall supersede all the previous written/verbal communications including this Tender Document in that regard, other conditions remaining the same & unchanged.

i. The Proposal shall clearly set forth the respective responsibilities and functions that bidder would perform if awarded a contract pursuant to this tender.

j. ICSIL will not normally consider any request of the selected Bidder for substitution of key personnel. Substitution will however be permitted if the key personnel is not available for reason of any incapacity or due to health, subject to equally or better qualified and experienced personnel being provided to ICSIL and subject to approval of client. ICSIL expects all the key personnel to be available during the project duration.

k. ICSIL reserves the right to accept or reject any or all the proposal/tenders without assigning any reason.

l. In case of non-performance by selected bidder/company, the PBG/security deposit will be en-cashed/appropriated (as applicable) by ICSIL, and any other penalties/ recoveries and remedies available under the contract will also be available to ICSIL. Non-performance includes following:

The selected Bidder is not able to provide the complete RFP/tender/proposal & data security as per scope of work and technical specifications mentioned in the tender document.

The progress of work is slow and does not improve in spite of written notice, the work is inaccurate or patchy thus not able to serve the project purpose for which intended.

Failure to update for preparing ABD (As-Built Documentation).

In accurate BOQ/Documentations calculation.

The selected Bidder cannot assign or transfer and sub-contract its interest/ obligations under the contract without prior written permission of the Purchaser.

m. ADDITIONAL INSTRUCTIONS TO PROSPECTIVE BIDDERS

Any factor, item, or supporting article not explicitly stated in this tender that will be required for the successful completion of this scope of works shall be brought to the attention of ICSIL by the bidder prior to the commencement of works.

n. CONFIDENTIALITY

All materials and information provided by the ICSIL during the tender process are the confidential proprietary information of the ICSIL and shall be treated as confidential by the Bidder. The details contained within the aforementioned documentation are provided to the Bidder for the sole purpose of preparing its response to the tender. The Bidder shall ensure that its personnel, staff, representatives and any third parties involved in the preparation of its proposal are bound by the same confidentiality requirements. Any dissemination, distribution, reproduction or disclosure in any form of any content of the tender to parties outside the Bidder’s organization is strictly forbidden without the prior written consent of the ICSIL. All information collected during the course of the project is the property of the ICSIL and shall not be used for any other purpose. By


participating in this tender, the Bidder hereby agrees to be bound by this confidentiality provision. It should be noted that the Successful Bidder will be exposed to information which may be commercially sensitive to the ICSIL and those organizations which it regulates. As such, the successful Bidder will be required to ensure strict confidentiality of all information it has access to during the course of the project.

o. INTELLECTUAL PROPERTY

All data collected and formulae/ models created for the purposes of this consultancy shall be the property of the ICSIL and client. All data shall be submitted to the ICSIL in a format that is readily accessible and usable by ICSIL/end client.

p. LIQUIDATED DAMAGES

If the selected bidder or contractor fails to achieve completion of the works within the time prescribed, then the sum equivalent to 1% of contract price as liquidated damages for such default, for every week or part of the week for a period up to 6 (Six) weeks of delay with the maximum of 6% (six percent) will be deducted from selected bidders. ICSIL may, without prejudice to any other method of recovery, deduct the amount of such damages from any moneys in its hand, due or which may become due to the selected bidder. The payment or deduction of such damages shall not relieve the selected bidder from his obligation to complete the works, or from any other of his obligations and liabilities under the contract. In case the selected bidder fails to perform against the work order, the work shall be got done from any other Bidder at the risk and cost of the selected bidder and excess money will be recovered from any dues of the selected bidder. Since its a critical activity, if the selected contractor is not able to execute the work in the stipulated time in addition of levying LD, ICSIL will have right to get the work done at the risk and cost of the selected contractor.

q. TERMINATION FOR DEFAULT

ICSIL may without prejudice to any other remedy for breach of contract by written notice of default sent to selected bidder, terminate the contract in whole or part: a ) If the selected bidder fails to perform obligation(s) under the contract. b ) If the selected bidder, in the judgment of the ICSIL, has engaged in fraud and corruption, in competing for or in executing the contract. In the event ICSIL terminates the contract in whole or in part, pursuant to clause ICSIL may procure upon such terms and in such manner, as it deems appropriate, services similar to those undelivered, and the selected Bidder shall be liable to ICSIL for any excess costs for such similar work or services. However, the selected Bidder shall continue the performance of the contract to the extent not terminated.

r. ARBITRATION

In the event of any dispute arising between ICSIL and the selected bidder in any matter covered by this contract or arising directly or indirectly there from or connected or


concerned with the said contract in any manner of the implementation of any terms and conditions of the said contract, the matter shall be referred to the Managing Director, ICSIL who may himself act as sole arbitrator or may name as sole arbitrator an officer of ICSIL notwithstanding the fact that such officer has been directly or indirectly associated with this contract and the provisions of the Indian Arbitration Conciliation Act, 1996 shall apply to such arbitration. The selected bidder expressly agrees that the arbitration proceedings shall be held at New Delhi jurisdiction.

The proceedings of arbitration shall be in English language: In case the selected bidder wants to take the dispute to a court of law after arbitration award as aforesaid, it is clearly understood that only courts in Delhi shall have the Jurisdiction.

In case of Public Sector Undertaking/Government Departments In the event of any dispute or difference relating to the interpretation and application of the provisions of the contracts with any Public Sector Undertaking / Government Department, such dispute or difference shall be referred by either party for Arbitration to the sole Arbitrator in the Department of Public Enterprises to be nominated by the Secretary to the Government of India in-charge of the Department of Public Enterprises. The Arbitration and Conciliation Act, 1996 shall not be applicable to arbitration under this clause. The award of the Arbitrator shall be binding upon the parties to the dispute, provided, however, any party aggrieved by such award may make a further reference for setting aside or revision of the award to the Law Secretary, Department of Legal Affairs, Ministry of Law & Justice, Government of India. Upon such reference, the dispute shall be decided by the Law Secretary or the Special Secretary / Additional Secretary, when so authorized by the Law Secretary, whose decision shall bind the Parties finally and conclusively. The Parties to the dispute will share equally the cost of arbitration as intimated by the Arbitrator.

8. PROPOSAL EVALUATION METHODOLOGY ICSIL will conduct a comprehensive, fair and impartial evaluation of all proposals received in response to this tender submitted by the submission due date and time specified in this document. The categories that shall be considered in the evaluation of proposals include Qualifications and Experience, Financial Strength, Market Share, Proposed Solution, Technical Approach, Subject Knowledge and Commercials.

Only those proposals will be evaluated which meet the mandatory bidder qualification requirements detailed in this Tender Document.

80% weightage shall be given to the technical qualifications & 20 % for the commercial bid. The price bids of the bidders who have scored more than 60% points shall only be opened for further evaluation. The marks shall be given on a percentile basis.


The point matrix for the technical evaluation shall be as follows:

Sr. No.

Criterion Maximum Points

Bidder’s Points

1 Quality of Proposal 25

2 Bidder Experience (Scale: 0-5 marks per Project) 25

3 Consultant’s Profile (Scale: 0-5 marks per Consultant profile) 25

4 Case Studies (Quality of Documentation submitted; Scale:0-5 marks per case)

25

TOTAL 100

Please note that ICSIL may request an interview and/or open forum meeting with the consultants of the Bidder firms, a visit to the reference sites, a reference checking meeting with the clients provided by the Bidder as a part of the technical evaluation process. The purpose of any such exercise shall be to ensure full understanding of the proposal & the bidder capabilities. The final evaluation will be conducted as follows: The Technical Score for each bidder will be:

𝑇𝑆 = 𝑇𝑛 ÷ 𝑇𝑚𝑎𝑥 Where TS is the Technical Score Tn is the technical score of the bidder being evaluated Tmax is the technical score of the bidder who scores the highest technical marks The Commercial Score for each bidder will be:

𝐶𝑆 = 𝐶𝑚𝑖𝑛 ÷ 𝐶𝑛 Where CS is the Commercial Score Cmin is the price of the lowest bidder Cn is the total price quoted by bidder being evaluated The final marks of the bidder will be calculated as follows

𝐹𝑆 = 𝑇𝑆 × 80 + (𝐶𝑆 × 20) Where FS is the Final Score of the bidder ICSIL will place the order on the bidder with the highest final score (FS).


9. STANDARD CONTRACT TERMS

a. SERVICE DELIVERY PERIOD:

The service delivery period shall be 24 months or till the date of the project completion; whichever is earlier, from the date of issue of the work order.

b. PAYMENT TERMS:

Payment terms with bidder shall be on non-exclusive basis on back to back terms and conditions from end Client. The indicative payment terms are as below:

S.No. Description Payment

1 Award of consulting contract to the consultant

10% of the Part 'A' of consultancy fee + Government levies as applicable

2 On release of the Tender for CCTV plus GPS project


3 On Freezing of RFP after pre-bid meeting 15% of the Part 'A' of consultancy fee + Government levies as applicable

4 On completion of technical Bids evaluation and opening of financial bid


5 On placement of work order, its acceptance and signing of agreement


6 At the end of installation /monitoring of each month starting from date of award of work order to the successful company.

90% of the Part 'B' Quoted for a single month + Government levies as applicable.(Payment towards last month would be on pro rata basis as per the number of days available upto last date of contract of two years of the consultant from the date of award of the contract)

7 Performance security: At the successful completion of contact period of 2 years

10% of Part 'A' + Due balance 10% of part 'B' quoted x Number of Months PIMS rendered ( plus Government levies as applicable)

c. PERFORMANCE BANK GUARANTEE: A Performance Bank Guarantee of 10% of the total bid value shall be provided by the bidder within 1 month from the date of issue of work order. The PBG shall be valid for a period of 1 year with claim period of two months, renewable to another one year at the requirement of ICSIL.


10. ANNEXURE -1 - FORMAT FOR COMMERCIAL PROPOSAL

Sr. No.

Components of service charges Service Charges Quoted (A) (Rs)

Service Taxes (B) (Rs)

Total (C=A+B) (Rs.)

Total in Words (Rs)

1. Fix charges for Bid process management (BPM)

X

2 Monthly monitoring charges under project implementation and Monitoring Services (PIMS)

Y

For the purpose of arriving at the total price for evaluation purpose , 18 months period will be considered for PIMS . The BPM service period is taken as 6 months and will be a fix price. The formula used for above shall be Total Evaluated price (D) = X+18 Y (Signature) Date: Place: Name: Designation: Bidder Firm Name: Address: Email: T: M:


11. ANNEXURE- 2 FORMAT OF BID BOND

(EMD)

Whereas ……………………. (hereinafter called “the Bidder”) has submitted its bid dated…………… For the supply of …………. Vide Tender No. ……………………….. dated…………… KNOW ALL MEN by these presents that WE ……………………. OF

………………. Having our registered office at ………….. (hereinafter called “the Bank”) are bound unto Intelligent Communication System India Ltd.,(hereinafter called “the Purchaser”) in the sum of Rs. ………………… for which payment will and truly to be made of the said Purchaser, the Bank binds itself, its successors and assigns by these present.

THE CONDITIONS of the obligation are:

1. If the Bidder withdraws his bid during the period of bid validity specified by the Bidder on the Bid form or

2. If the Bidder, having been notified of the acceptance of his bid by the Purchaser

during the period of bid validity

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

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

We undertake to pay to the Purchaser up to the above amount upon receipt of its first written demand, without the purchaser having to substantiate its demand, provided that in its demand, the purchaser will note that the amount claimed by it is due to it owning to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions.

This guarantee will remain in force upto and including THIRTY (30) days after the Period of bid validity and any demand in respect thereof should reach the Bank not later than the specified date/dates.

Signature of the Bank

Authority.

Name

Signed in capacity of Name & Signature of witness

Full address of Branch Address of witness

Tel No. of Branch

Fax No. of Branch


12. ANNEXURE -3- FORMAT OF POWER OF ATTORNEY

(On Stamp paper of relevant value) Know all men by the present, we (name of the Company and address of the registered office) do hereby appoint and authorize Mr

(full name and residential address) who is presently employed with us

holding the position of as our attorney, to do in our name and on

our behalf, deed and things necessary in connection with or incidental to our proposal in response

to the RFP by ICSIL, including signing and submission of all the documents and providing

information/responses to ICSIL in all the matter in connection with our bid.

We hereby agree to ratify all deeds and things lawfully done by our said attorney pursuant to this

Power of Attorney and that all deeds and things done by our aforesaid attorney shall always be

deemed to have been done by us.

Dated this day of 2015. For _.

(Signature) (Name Designation and Address)

Accepted

(Signature) (Name Designation)

Date:

Business Address