rajcomp info services limited (risl)...rfp for hiring of ca services under emitra project request...

Request for Proposal (RFP) for hiring services of a registered Chartered Accountancy firm

Reference No. F2.1(47)/RISL/Acct/2016

Procuring Authority

Last Date & Time of Submission of Bid

Date & Time of Opening of Technical Bid

Bidding Document Fee: Rs. 1000/

Name of the Bidding Company/ Firm:

Contact Person (AuthorisedSignatory):

Correspondence Address:

Mobile No.

Website & E-

Mail:

RajCOMP Info Services Limited (RISL)

First Floor, Yojana Bhawan, C-

0141- 5103902 Fax: 0141

kaushal.risl

RFP for hiring of CA services under eMitra Project

Request for Proposal (RFP) for hiring services of a registered Chartered Accountancy firm under e-Mitra project.

Reference No. F2.1(47)/RISL/Acct/2016-17/10533 dated: 23/03/2017

Managing Director, RISL, First Floor, C-Block, Yojana Bhawan,Tilak Marg, C-Scheme, (Rajasthan)

Last Date & Time of Submission of Bid 15/05/2017 at 03:00 PM

Date & Time of Opening of Technical Bid 15/05/2017 at 05:00 PM

Bidding Document Fee: Rs. 1000/- (Rupees One Thousand only)

Name of the Bidding Company/ Firm:

(Authorised Bid

Telephone

& Fax

Nos.:


-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj.) Phone:

5103902 Fax: 0141-2228701 Web: http://risl.rajasthan.gov.in,

[email protected]


Request for Proposal (RFP) for hiring services of a registered Chartered Accountancy firm

23/03/2017

Block, Yojana Bhawan, Jaipur-302005

(Rupees One Thousand only)

302005 (Raj.) Phone:

2228701 Web: http://risl.rajasthan.gov.in, Email:

ABBREVIATIONS & DEFINITIONS

Act

The Rajasthan Transparency

21 of 2012) and Rules thereto

Authorised The bidder’s representative/ officer vested (explicitly, implicitly, or through

Signatory conduct) with the powers to commit the authorizing organization to a

binding agreement. Also called signing officer/ authority

of Attorney (PoA) from the competent authority of the respective Bidding

firm.

BG Bank Guarantee

Bid A formal offer made in pursuance of an invitation by a procuring entity

and includes any tender,

A security provided to the procuring entity by a bidder for securing the

Bid Security fulfilment of any obligation in terms of the provisions of the bidding

documents.

Bidder Any person/ firm/ agency/

participating in the procurement/ bidding process with the procurement

entity

Documents issued by the procuring entity, including any amendments

Bidding Document thereto, that set out the

and includes the invitation to bid

CA Chartered Accountant

CMC Contract Monitoring Committee

Competent Authority An authority or officer to whom

powers have been delegated

to procurement. MD, RISL in this bidding document.

Contract/ A contract entered into between the procuring entity and a successful

Procurement bidder concerning the subject matter of procurement

Contract

Contract/ Project The Contract/ Project Period shall commence from the date of issue of

Period Work order for a period of 3 Years after signing of

Day A calendar day as per GoR/ GoI.

DeitY, GoI

Department of Electronics and Information Technology, Government of India

DoIT&C Department of Information Technology and Communications,

Government of Rajasthan.

eGRAS Online Government Receipts Accounting System (e

Governance Initiative of Government of Rajasthan under Mission Mode

Project category and is part of Integrated Financial Management System

(IFMS). eGRAS facilitates collection of tax/ non

modes: online as well as manual. All types of government revenue may


ABBREVIATIONS & DEFINITIONS

The Rajasthan Transparency in Public Procurement Act, 2012 (Act No.

21 of 2012) and Rules thereto

The bidder’s representative/ officer vested (explicitly, implicitly, or through

conduct) with the powers to commit the authorizing organization to a

binding agreement. Also called signing officer/ authority


Bank Guarantee

A formal offer made in pursuance of an invitation by a procuring entity

and includes any tender, proposal or quotation


fulfilment of any obligation in terms of the provisions of the bidding

documents.

Any person/ firm/ agency/ company/ contractor/ supplier/ vendor



thereto, that set out the terms and conditions of the given procurement

and includes the invitation to bid

Chartered Accountant

Contract Monitoring Committee

An authority or officer to whom the relevant administrative or financial

powers have been delegated for taking decision in a matter relating

to procurement. MD, RISL in this bidding document.

A contract entered into between the procuring entity and a successful

bidder concerning the subject matter of procurement

The Contract/ Project Period shall commence from the date of issue of

Work order for a period of 3 Years after signing of agreement.

A calendar day as per GoR/ GoI.

Department of Electronics and Information Technology, Government of

Department of Information Technology and Communications,

Government of Rajasthan.

Online Government Receipts Accounting System (e-GRAS) is an e



(IFMS). eGRAS facilitates collection of tax/ non-tax revenue in both the


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in Public Procurement Act, 2012 (Act No.

The bidder’s representative/ officer vested (explicitly, implicitly, or through

conduct) with the powers to commit the authorizing organization to a

binding agreement. Also called signing officer/ authority having the Power


A formal offer made in pursuance of an invitation by a procuring entity


fulfilment of any obligation in terms of the provisions of the bidding

company/ contractor/ supplier/ vendor



terms and conditions of the given procurement

administrative or financial

for taking decision in a matter relating

A contract entered into between the procuring entity and a successful

The Contract/ Project Period shall commence from the date of issue of

agreement.

Department of Electronics and Information Technology, Government of

Department of Information Technology and Communications,

GRAS) is an e-



tax revenue in both the


be deposited online using this website:

GoI/ GoR Govt. of India/ Govt. of Rajasthan

INR Indian Rupee

ISI Indian Standards Institution

ISO International

IT Information Technology

ITB Instruction to Bidders

LD Liquidated Damages

LoI Letter of Intent

NIB Notice Inviting Bid

Notification A notification

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

PQ Pre-Qualification

Procurement

The process of procurement

till the award of the procurement contract or cancellation of the Process procurement process, as the case may be

The acquisition by purchase, lease, license or otherwise

or services, including award of Public Private Partnership projects, by a

Procurement/ Public procuring entity whether directly or through an agency with which a

Procurement contract for procurement services is entered

any acquisition without consideration, and “procure” or “procured” shall

be construed accordingly

Project Site Wherever applicable, means the designated place or places.

PSD/ SD Performance

Purchaser/ Person or entity that is a recipient of a good or service provided by a

Tendering Authority/ seller (bidder) under a purchase order or contract of sale. Also called

Procuring Entity buyer. RISL in this RFP document.

RISL RajCOMP Info Services Limited

RVAT Rajasthan Value Added Tax

Any subject matter of procurement other than goods or works and

includes physical, maintenance, professional,

Services and advisory services or any service classified or declared as such by a

procuring entity and does not include appointment of any person made by

any procuring entity

SLA Service Level


be deposited online using this website: https://egras.raj.nic.in/

Govt. of India/ Govt. of Rajasthan

Indian Rupee

Indian Standards Institution

International Organisation for Standardisation

Information Technology

Instruction to Bidders

Liquidated Damages

Letter of Intent

Notice Inviting Bid

A notification published in the Official Gazette

Permanent Account Number

Performance Bank Guarantee

Procurement/ Purchase Committee

Qualification

The process of procurement extending from the issue of invitation to bid

till the award of the procurement contract or cancellation of theprocurement process, as the case may be

The acquisition by purchase, lease, license or otherwise


procuring entity whether directly or through an agency with which a

contract for procurement services is entered into, but does not include


be construed accordingly

Wherever applicable, means the designated place or places.

Performance Security Deposit/ Security Deposit

Person or entity that is a recipient of a good or service provided by a

seller (bidder) under a purchase order or contract of sale. Also called

RISL in this RFP document.

RajCOMP Info Services Limited

Rajasthan Value Added Tax


includes physical, maintenance, professional, intellectual, consultancy

and advisory services or any service classified or declared as such by a


any procuring entity

Service Level Agreement is a negotiated agreement between two parties

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https://egras.raj.nic.in/

extending from the issue of invitation to bid

till the award of the procurement contract or cancellation of the

The acquisition by purchase, lease, license or otherwise of works, goods


procuring entity whether directly or through an agency with which a

into, but does not include


Wherever applicable, means the designated place or places.

Person or entity that is a recipient of a good or service provided by a

seller (bidder) under a purchase order or contract of sale. Also called


intellectual, consultancy

and advisory services or any service classified or declared as such by a


Agreement is a negotiated agreement between two parties

wherein one is the customer and the other is the service

service contract where the level of service is formally defined. In practice,

the term SLA is sometimes used to refer to the contracted delivery time

(of the service) or performance.

State Government Government of Rajasthan (GoR)

State Public http://sppp.raj.nic.in

Procurement Portal

Subject Matter of Any item of procurement whether in the form of goods, services or works

Procurement

TIN Tax Identification Number

TPA Third Party Auditors

VAT/ CenVAT Value Added Tax/ Central VAT

WO/ PO Work Order/ Purchase Order


wherein one is the customer and the other is the service



(of the service) or performance.

Government of Rajasthan (GoR)

http://sppp.raj.nic.in

Any item of procurement whether in the form of goods, services or works

Tax Identification Number

Third Party Auditors

Value Added Tax/ Central VAT

Work Order/ Purchase Order

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wherein one is the customer and the other is the service provider. It is a a



Any item of procurement whether in the form of goods, services or works

1. INVITATION FOR BIDS (IFB) & NOTICE INVITING BIDS (NIB)

Ref.No: F4.9(82)/RISL/Tech/Misc/2017/10533

Unique Bid No: RISL/17/OCB/226

Name & Address of the � Name: RajCOMP Info Services Limited (RISL)

Procuring Entity

� Address: First Floor, Yojana Bhawan, C

Jaipur (Rajasthan)

� Name: Sh. Kaushal Suresh Gupta

Name & Address of the � Designation: Assistant Manager (Finance)

Project Officer In-charge � Address: Room No. 101, First Floor, Yojana Bhawan, Tilak Marg, C

(POIC) Scheme, Jaipur (Rajasthan)

� Email:

Subject Matter of Hiring services of a registered Chartered Accountancy firm under E

Procurement project in RISL.

Bid Procedure

Single

http://eproc.rajasthan.gov.in

Bid Evaluation Criteria Least Cost Based Selection (LCBS)

(Selection Method)

�

Websites for downloading

Bidding Document,

Corrigendum’s, Addendums

etc. “Jaipur”.

Draft/Bankers Cheque in favour of Managing Director, RISL

Period of Sale of Bidding 24.03.2017 at 04:00 PM to Document

Estimated Procurement Rs 70,00,000/ Cost

Bid Security and Mode of

� Amount (INR): Rs 1,40,000/

� Mode of Payment: Cash, a Banker’s Cheque or Demand Draft or Bank Payment

Guarantee (in specified format), of a Scheduled Bank.

Manner, Place & Deadline � Manner: Online at e

for the submission of Bids � Deadline:

Date and Time of Pre-Bid �11

Meeting Tilak Marg, C

� Date:

Date/ Time/ Place of � Time: 05:00 PM

Technical Bid Opening � Place: First Floor, Board Room, Yojana Bhawan, Tilak Marg, C

Scheme, Jaipur

Date/ Time/ Place of Will be intimated later to the Technically qualified bidders Financial Bid Opening

Bid Validity

90 days from the bid submission deadline

Note:

1) The procuring entity reserves the complete right to cancel the bid process and reject any or all of the

bids. 2) No contractual obligation whatsoever


INVITATION FOR BIDS (IFB) & NOTICE INVITING BIDS (NIB)

Ref.No: F4.9(82)/RISL/Tech/Misc/2017/10533 Date: 23/03/2017

Unique Bid No: RISL/17/OCB/226

Name: RajCOMP Info Services Limited (RISL)

Address: First Floor, Yojana Bhawan, C-Block, Tilak Marg, C

Jaipur (Rajasthan)

Name: Sh. Kaushal Suresh Gupta

Designation: Assistant Manager (Finance)

Address: Room No. 101, First Floor, Yojana Bhawan, Tilak Marg, C

Scheme, Jaipur (Rajasthan)

Email: [email protected] Hiring services of a registered Chartered Accountancy firm under E

project in RISL. Single-stage: Two part (envelop) open competitive e

http://eproc.rajasthan.gov.in

Least Cost Based Selection (LCBS)-L1

Websites: http://sppp.raj.nic.in, http://eproc.rajasthan.gov.in,

http://www.rajasthan.gov.in, http://risl.rajasthan.gov.in

http://doitc.rajasthan.gov.in/

� Bidding document fee: Rs. 1000/- (Rupees One Thousand only) in

Cash/ Demand Draft in favour of “Managing Director, RISL” payable at

“Jaipur”.

� RISL processing fees: Rs.1000 (One thousand only) in Demand


24.03.2017 at 04:00 PM to 15.05.2017 02:00 PM

Rs 70,00,000/- (INR Seventy Lacs only),

Amount (INR): Rs 1,40,000/-

Mode of Payment: Cash, a Banker’s Cheque or Demand Draft or Bank


Manner: Online at e-proc website (http://eproc.rajasthan.gov.in )

Deadline: 15.05.2017 at 03:00 PM 11.04.2017 at 04:00 PM, First Floor, Board Room, Yojana Bhawan,

Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Date: 15.05.2017

Time: 05:00 PM

Place: First Floor, Board Room, Yojana Bhawan, Tilak Marg, C

Scheme, Jaipur-302005 (Rajasthan)

Will be intimated later to the Technically qualified bidders

90 days from the bid submission deadline


2) No contractual obligation whatsoever shall arise from the bidding document/ bidding process unless and

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Date: 23/03/2017

Block, Tilak Marg, C-Scheme,

Address: Room No. 101, First Floor, Yojana Bhawan, Tilak Marg, C-

Hiring services of a registered Chartered Accountancy firm under E-Mitra

competitive e-bid procedure at

http://eproc.rajasthan.gov.in,

http://risl.rajasthan.gov.in and

(Rupees One Thousand only) in

Cash/ Demand Draft in favour of “Managing Director, RISL” payable at

RISL processing fees: Rs.1000 (One thousand only) in Demand


Mode of Payment: Cash, a Banker’s Cheque or Demand Draft or Bank


proc website (http://eproc.rajasthan.gov.in )

.04.2017 at 04:00 PM, First Floor, Board Room, Yojana Bhawan,

Place: First Floor, Board Room, Yojana Bhawan, Tilak Marg, C-

Will be intimated later to the Technically qualified bidders


shall arise from the bidding document/ bidding process unless and

until a formal contract is signed and executed between the procuring entity and the successfu 3) Procurement entity disclaims any factual/ or other errors in the bidding document (the onus is purely on

the individual bidders to verify such information) and the information provided therein are intended only

to help the bidders to prepare a logical bid 4) The provisions of RTPPA Act 2012 and Rules thereto shall be applicable for this procurement.

Furthermore, in case of any inconsistency in any of the provisions of this bidding document with the

RTPP Act 2012 and Rules thereto, the lat


until a formal contract is signed and executed between the procuring entity and the successfu

Procurement entity disclaims any factual/ or other errors in the bidding document (the onus is purely on


ogical bid-proposal.

The provisions of RTPPA Act 2012 and Rules thereto shall be applicable for this procurement.


RTPP Act 2012 and Rules thereto, the later shall prevail.

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until a formal contract is signed and executed between the procuring entity and the successful bidder.

Procurement entity disclaims any factual/ or other errors in the bidding document (the onus is purely on


The provisions of RTPPA Act 2012 and Rules thereto shall be applicable for this procurement.


2. PROJECT PROFILE &BACKGROUND INFORMATION

Project Background

2.1) RajCOMP Info Services Ltd., (hereinafter called as “RISL”) on behalf of Department of

IT&C (DOIT&C) seeks services from a reputed, competent, professional and registered

Chartered Accountancy firm, who can execute the role and responsibilities as mentioned

the scope of work for carrying out reconciliation of funds received and distributed along

with preparation of various general and exception reports relating to online transactions

whereby funds are collected using bank payment gateways or directly from

service delivery on behalf of various government departments and maintain a day to day

control over financial activities under RajOnline (eMitra) project.

2.2) e-Mitra Project provides a platform using Information and Communication Technol

ICT) based kiosks for efficient, effective, accountable and transparent delivery of various

G2C and B2C services to urban and rural citizens in all 33 Districts of Rajasthan including:

a. Collection of dues on behalf of DISCOM’s, PHED, Mobile service

etc.,

b. Online submission of forms and fees for various examinations conducted for

recruitment services and admission to academic courses by Government

departments/ PSUs, Academic institutions, etc.

c. Submission of Grievances/ Information Re

d. Delivery of Digitally Signed Certificate Services

e. Working as a Corporate BC on behalf of banks.

2.3) The project is being implemented on a 3 tier model using Public

The first level is that of RISL. At the second level

selected through open tendering process by RISL/DoIT&C & at the third level is the eMitra

kiosk holders selected by Local Service Providers.

2.4) More than 40000 urban and rural kiosks are providing services under eMit

throughout the year. These kiosks provide a wide range of citizen friendly services of

different Government departments/ PSUs under one roof so that the citizens do not have to

run around various government departments.

2.5) The services are provided through internet based application by the kiosk entrepreneurs,

who are appointed through Local Service Providers (LSP’s); who are the private partners

under these schemes.


PROJECT PROFILE &BACKGROUND INFORMATION

RajCOMP Info Services Ltd., (hereinafter called as “RISL”) on behalf of Department of


Chartered Accountancy firm, who can execute the role and responsibilities as mentioned



whereby funds are collected using bank payment gateways or directly from


control over financial activities under RajOnline (eMitra) project.

Mitra Project provides a platform using Information and Communication Technol



Collection of dues on behalf of DISCOM’s, PHED, Mobile service providers, BSNL

Online submission of forms and fees for various examinations conducted for


departments/ PSUs, Academic institutions, etc.

Submission of Grievances/ Information Retrieval

Delivery of Digitally Signed Certificate Services

Working as a Corporate BC on behalf of banks.

The project is being implemented on a 3 tier model using Public-Private Partnership (PPP).

The first level is that of RISL. At the second level, there are Local Service Providers


kiosk holders selected by Local Service Providers.

More than 40000 urban and rural kiosks are providing services under eMit



run around various government departments.

provided through internet based application by the kiosk entrepreneurs,


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RajCOMP Info Services Ltd., (hereinafter called as “RISL”) on behalf of Department of


Chartered Accountancy firm, who can execute the role and responsibilities as mentioned in



whereby funds are collected using bank payment gateways or directly from customers for


Mitra Project provides a platform using Information and Communication Technologies (



providers, BSNL

Online submission of forms and fees for various examinations conducted for


Private Partnership (PPP).

, there are Local Service Providers


More than 40000 urban and rural kiosks are providing services under eMitra project



provided through internet based application by the kiosk entrepreneurs,


2.6) To implement and monitor the project at the district level, the State Government has also

established District e-Governance Societies (DeGS) in each District under the

chairmanship of respective District Collector.

2.7) New services are being added regularly to the service basket of eMitra Application and

departments have been mandated to route their services through CSC/eMitra network,

which has significantly increased the number of transactions.

2.8) Currently, more than 305 services for various government departments/ PSUs/ private

service providers are being offered through eMitra serving close to 20 lakh citizens per

month with a revenue collection of around Rs 400 Crores.

Project Objectives

2.9) E-Mitra, being a multi-stakeholder project, involves huge flow of money between all

stakeholders in terms of revenue collected and commission earned for all services.

2.10) Following payment gateways are also integrated with eMitra to facilitate online payment and

online fund transfer through eMitra portal:

a. Bill Desk – Payment Gateway aggregator (covering almost all banks)

b. SBBJ Bank

c. ICICI Bank

d. Axis Bank.

e. HDFC Bank

f. PNB

g. BOB

h. Yes Bank (Aggregator and internet banking both)

i. Kotak Mahindra Bank

j. Pay U

k. Paytm

l. Etc.

2.11) RISL seeks services from a reputed, competent, professional and registered Chartered

Accountancy firm in order to ensure complete end

accounts for funds collected and distributed amongst all stakeholders under eMi

RFP for hiring of CA services under

To implement and monitor the project at the district level, the State Government has also

Governance Societies (DeGS) in each District under the

chairmanship of respective District Collector.

services are being added regularly to the service basket of eMitra Application and


which has significantly increased the number of transactions.

305 services for various government departments/ PSUs/ private


month with a revenue collection of around Rs 400 Crores.

stakeholder project, involves huge flow of money between all



und transfer through eMitra portal:

Payment Gateway aggregator (covering almost all banks)

Yes Bank (Aggregator and internet banking both)

Kotak Mahindra Bank


Accountancy firm in order to ensure complete end-to-end & real-time reconciliation of

accounts for funds collected and distributed amongst all stakeholders under eMi

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To implement and monitor the project at the district level, the State Government has also

Governance Societies (DeGS) in each District under the

services are being added regularly to the service basket of eMitra Application and


305 services for various government departments/ PSUs/ private


stakeholder project, involves huge flow of money between all



Payment Gateway aggregator (covering almost all banks)


time reconciliation of

accounts for funds collected and distributed amongst all stakeholders under eMitra project

and timely realization of RISL (RajOnline) money towards commission charges on day to

day basis.



of 80



3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

3.1) A bidder participating in the procurement process shall possess the following minimum pre

qualification/ eligibility criteria.

S. Basic

No. Requirement

1 Legal Entity The bidder should be a Chartered Accountant partnership firm registered with the Institute of Chartered Accountants of India (ICAI) and empanelled with Comptroller and Auditor General of

India (C&AG), having

2 Financial: Average Annual Revenue of the bidder from Revenue Chartered Accountancy services

financial years, till 31 published audited balance sheets), should be at Least

3 Work 1. Bidder should be registered with ICAI for more

Experience than 20 years.

2. Bidder firm should have 10 years’ experience of statutory audit of any PSU/ Govt. undertaking /

Government company turnover /receipts of Rs. 50 crore

duly Companies

4 Tax

registration The bidder should have a registered number of and i. Service Tax clearance ii. Income Tax / Pan number.

6 Manpower 1. Bidder should have at least two

Strength qualified partners.

2. Bidder should have at least five partners (Three of them should be FCA) at its Jaipur office and 8

partners overall as on 31.12.2016 and audit staff

strength

assistants/paid staff at Head Office.

6 Mandatory Bidder should: Undertaking a) not be insolvent, in being wound up, not have its affairs administered by a court or a judicial officer, business activities suspended and the subject of legal proceedings for any of the foregoing reasons; b) not have, have, been convicted of any criminal offence related to their professional making of false statements or misrepresentations as to their qualifications to enter into a


QUALIFICATION/ ELIGIBILITY CRITERIA

A bidder participating in the procurement process shall possess the following minimum pre

Specific Requirements

The bidder should be a Chartered Accountant - Copy of ICAI statuspartnership firm registered with the Institute of certificate andChartered Accountants of India (ICAI) and empanelment withempanelled with Comptroller and Auditor General of C&AG

India (C&AG), having its Head Office at Jaipur.

Average Annual Revenue of the bidder from CA Certificate withChartered Accountancy services during last three CA’s Registration

financial years, till 31st

Mar 2016 (as per the last Number/ Sealpublished audited balance sheets), should be at

Rs. 60 lacs.

1. Bidder should be registered with ICAI for more Copy of ICAI status

than 20 years. certificate.

2. Bidder firm should have 10 years’ experience of Annexure

statutory audit of any PSU/ Govt. undertaking / project reference &

Government company having minimum yearly Work Completion

turnover /receipts of Rs. 50 crore, duly appointed by CAG under Companies Act, 2013

Certificates from the

client; OR

Work Order + Self Certificate of Completion

Copies of relevantThe bidder should have a registered number of certificates ofi. Service Tax registrationii. Income Tax / Pan number.

1. Bidder should have at least two CISA/DISA Copy ICAI status

qualified partners. certificate and self certificate for Man

2. Bidder should have at least five partners (Three of power strength as

them should be FCA) at its Jaipur office and 8 required.

partners overall as on 31.12.2016 and audit staff

strength including minimum 20 article

assistants/paid staff at Head Office.

Bidder should: - A Self Certified letternot be insolvent, in receivership, bankrupt or as per Annexurebeing wound up, not have its affairs administered Selfby a court or a judicial officer, not have its

business activities suspended and must not be

the subject of legal proceedings for any of the

foregoing reasons;

not have, and their directors and officers not

have, been convicted of any criminal offence

related to their professional conduct or the

making of false statements or misrepresentations

as to their qualifications to enter into a


A bidder participating in the procurement process shall possess the following minimum pre-

Documents

Required

Copy of ICAI status

certificate and

empanelment with

C&AG

CA Certificate with

CA’s Registration

Number/ Seal

Copy of ICAI status

certificate.

Annexure-9 per

project reference &

Work Completion

Certificates from the

client; OR

Work Order + Self

Certificate of

Completion

Copies of relevant

certificates of

registration

Copy ICAI status

certificate and self-

certificate for Man

power strength as

required.

A Self Certified letter

as per Annexure-4:

Self-Declaration

S. Basic

No. Requirement

years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to proceedings; c) not have a conflict of interest in the procurement in question as specified in the bidding document. d) comply with the code of integrity as specified in the bidding document.

3.2)In addition to the provisions regarding the qualifications of the bidders as set out in (1) above:

a. the procuring entity shall disqualify a bidder as per the provisions under “Clause:

Exclusion/ Disqualification of bids in Chapter

b. the procuring entity may require a bidder, who was pre

qualifications again in accordance with the same criteria used to pre

The procuring entity shall disqualify any bidder that fails to demonstrate its qualifications

again, if requested to do so. The procuring entity shall promptly notify each bidder

requested to demonstrate its qualifications again as to whether or not the bidder has done

so to the satisfaction of the procuring entity.


Specific Requirements

years preceding the commencement of the

procurement process, or not have been

otherwise disqualified pursuant to debarment

proceedings;

c) not have a conflict of interest in the procurement

in question as specified in the bidding document.

d) comply with the code of integrity as specified in

the bidding document.

provisions regarding the qualifications of the bidders as set out in (1) above:


Exclusion/ Disqualification of bids in Chapter-5: ITB”; and

may require a bidder, who was pre-qualified, to demonstrate its

qualifications again in accordance with the same criteria used to pre-qualify such bidder.


if requested to do so. The procuring entity shall promptly notify each bidder


so to the satisfaction of the procuring entity.

Page 11 of 80


Documents

Required

provisions regarding the qualifications of the bidders as set out in (1) above: -


qualified, to demonstrate its

qualify such bidder.


if requested to do so. The procuring entity shall promptly notify each bidder


4. SCOPE OF WORK, DELIVERABLES & TIMELINES

RISL seeks services from a reputed, competent, professional and registered Chartered

Accountancy firm, who can execute the ro

work for carrying out reconciliation of funds received and distributed along with preparation of

various general and exception reports relating to online transactions whereby funds are collected

using bank payment gateways or directly from customers for service delivery on behalf of various

government departments and maintain a day to day control over financial activities under

RajOnline (eMitra) project for a period of three years.

4.1) The work order would be issued initially for a period of one year and would be renewed

subsequently on the basis of satisfactory performance of the service provider.

4.2) The Chartered Accountancy firm shall be responsible for carrying out overall accounting

and reconciliation of funds received and distributed under eMitra project. More than

services of approx. 80-90

kiosks in the urban and rural areas of 33 districts of Rajasthan along with online delivery

through E-Mitra portal using multiple payment gateways covering almost all banks.

4.3) The scope of work broadly covers LSP/ DeGS/ department/ service wise account

reconciliation for:

a. Per day transactions on eMitra portal both old E

and their entries in books of accounts of RISL, on daily basis.

b. Fund transfer between stakeholders,

c. Credit limit Management for LSP/SCA/ Kiosk holders,

d. Commission charges payout to LSP/ SCA/ DeGS/ RISL,

e. Penalty/ interest calculation on pmade as per the payment term specified in MOU,

f. Penalty/ interest calculation on payments made to various LSP/SCA if fund not

transferred as per the payment term specified in MOU,

g. Invoice generation for a

h. Monthly invoice validation of LSP/ SCA/ DeGS for disbursement of commission amount

and correspondently their entries in books of accounts of RISL, on daily basis.

i. Preparation of various MIS report for fund transfer/

j. Calculation of Service Tax, TDS to be deposited with concerned department and their

entries in books of accounts of RISL on monthly basis so that payment of statutory

liability can be made on time.

k. Assistance in issuance of

l. Collection of TDS certificate from concerned departments who have deducted TDS and


SCOPE OF WORK, DELIVERABLES & TIMELINES


Accountancy firm, who can execute the role and responsibilities as mentioned in the scope of



nk payment gateways or directly from customers for service delivery on behalf of various


RajOnline (eMitra) project for a period of three years.

ould be issued initially for a period of one year and would be renewed



iation of funds received and distributed under eMitra project. More than

90 departments are being delivered through a network of 4


Mitra portal using multiple payment gateways covering almost all banks.


Per day transactions on eMitra portal both old E-mitra portal and New

and their entries in books of accounts of RISL, on daily basis.

Fund transfer between stakeholders,

Credit limit Management for LSP/SCA/ Kiosk holders,

Commission charges payout to LSP/ SCA/ DeGS/ RISL,

Penalty/ interest calculation on payments made to various departments if payment not made as per the payment term specified in MOU,

Penalty/ interest calculation on payments made to various LSP/SCA if fund not transferred as per the payment term specified in MOU,

Invoice generation for all departments/ 33 Districts/ RISL,

Monthly invoice validation of LSP/ SCA/ DeGS for disbursement of commission amount


Preparation of various MIS report for fund transfer/ commission charges/ invoices,

Calculation of Service Tax, TDS to be deposited with concerned department and their


liability can be made on time.

Assistance in issuance of TDS Certificate to LSP/ SCA, DeGS.

Collection of TDS certificate from concerned departments who have deducted TDS and



le and responsibilities as mentioned in the scope of



nk payment gateways or directly from customers for service delivery on behalf of various


ould be issued initially for a period of one year and would be renewed



iation of funds received and distributed under eMitra project. More than 250

departments are being delivered through a network of 45000


Mitra portal using multiple payment gateways covering almost all banks.


mitra portal and New E-Mitra portal

ayments made to various departments if payment not

Penalty/ interest calculation on payments made to various LSP/SCA if fund not

Monthly invoice validation of LSP/ SCA/ DeGS for disbursement of commission amount


commission charges/ invoices,

Calculation of Service Tax, TDS to be deposited with concerned department and their


Collection of TDS certificate from concerned departments who have deducted TDS and

of 80

the same is to be provided to accounts section of RISL before due date.

m. Maintenance of Books of accounts in respect of accounting entries pertains to transaction on E-Mitra Portal (Both Old and New)

n. Any other work as assigned by project OIC and Finance Officers.

4.4.1) RECONCILIATION WITH BANKS AND PAYMENT GATEWAYS:

Internet Based (Online) Transaction pertaining to bill payment, fee deposition and other services happen through various payment gateways integrated with eMitra portal. Any customer can make anywhere anytime payment using internet for the services availed through eMitra.

The selected bidder shall reconcile the accounts for online payment transactions (collection &distribution of funds) through payment gateway integrated with eMitra (and any other paymgateway that will be integrated with eMitra in future) and collection directly from customers and shall:

a. Verify and match all Real time credits received in SBBJ Bank/ICICI Bank / Axis Bank / Bill

Desk/ any other Bank account with Transactions on eMitr

b. Verify payments through Payment gateway credited to Service Provider’s accounts on Real Time Basis/T+1 settlement basis, whether in excess / shortage, as per eMitra portal.

Various payment gateways integrated with eMitra are:

1. ICICI Bank

2. Axis Bank

3. PNB

4. BOB

5. HDFC

6. UBI

7. SBI

8. Yes Bank

9. SBBJ

10. Kotak Mahindra Bank

11. Billdesk (Aggregator)

12. PayU (Aggregator)

13. PayTm (Aggregator)

All the money collected through these above payment Bank gateway is transferred to a centralized bank account of RISL. After reconciliation, this money is transferred to RISLVarious Banks on T+1 by NEFT/ RTGS. To verify refund cases for failed transactions:be refunded to the applicant along with manual portal before the money is transferred to all DeGS after reconciliation. The account reconciliation is to be completed on T+1; after DayeMitra server and before the amount isICICI Bank in Rajonline account is to be matched with the number of successful transactions and the revenue collected as per eMitra portal. In case of payment aggregators


Page 13 of 80

.1) RECONCILIATION WITH BANKS AND PAYMENT GATEWAYS:

Internet Based (Online) Transaction pertaining to bill payment, fee deposition and other services happen through various payment gateways integrated with eMitra portal. Any customer can make

anytime payment using internet for the services availed through eMitra.

The selected bidder shall reconcile the accounts for online payment transactions (collection &distribution of funds) through payment gateway integrated with eMitra (and any other paymgateway that will be integrated with eMitra in future) and collection directly from customers and

Verify and match all Real time credits received in SBBJ Bank/ICICI Bank / Axis Bank / Bill Desk/ any other Bank account with Transactions on eMitra portal.

Verify payments through Payment gateway credited to Service Provider’s accounts on Real Time Basis/T+1 settlement basis, whether in excess / shortage, as per eMitra portal.

Various payment gateways integrated with eMitra are:

Kotak Mahindra Bank

Billdesk (Aggregator)

PayU (Aggregator)

PayTm (Aggregator)

All the money collected through these above payment Bank gateway is transferred to a centralized reconciliation, this money is transferred to RISL-Rajonline account by

Various Banks on T+1 by NEFT/ RTGS.

To verify refund cases for failed transactions: In case of a failed transaction, the amount is to be refunded to the applicant along with manual updation for such failed transactions on eMitra portal before the money is transferred to all DeGS after reconciliation. The account reconciliation is to be completed on T+1; after Day-end Technical reconciliation on eMitra server and before the amount is further disbursed to Rajonline. Also, amount credited by ICICI Bank in Rajonline account is to be matched with the number of successful transactions and the revenue collected as per eMitra portal.

In case of payment aggregators All money collected using Payment gateway is transferred to a


Internet Based (Online) Transaction pertaining to bill payment, fee deposition and other services happen through various payment gateways integrated with eMitra portal. Any customer can make

anytime payment using internet for the services availed through eMitra.

The selected bidder shall reconcile the accounts for online payment transactions (collection &distribution of funds) through payment gateway integrated with eMitra (and any other payment gateway that will be integrated with eMitra in future) and collection directly from customers and

Verify and match all Real time credits received in SBBJ Bank/ICICI Bank / Axis Bank / Bill

Verify payments through Payment gateway credited to Service Provider’s accounts on Real Time Basis/T+1 settlement basis, whether in excess / shortage, as per eMitra portal.

All the money collected through these above payment Bank gateway is transferred to a centralized Rajonline account by

In case of a failed transaction, the amount is to updation for such failed transactions on eMitra

end Technical reconciliation on . Also, amount credited by

ICICI Bank in Rajonline account is to be matched with the number of successful transactions and

Payment gateway is transferred to a

total amount collected through aggregator gateway should be matched with that of total amount disbursed to all districts on daily basis. Also, time period for fund transfer is to be monitored as per the SLA. Penalty will be imposed in case of delay in fund transfer by that aggregator or fund not transferred as per the term specified in aggrement. 4.4.2) ONLINE FUND TRANSFER/ CREDIT LIMIT MANAGEMENT

i. Fund transfer to respective stakeholders under eMitra project takes place through Online Fund Transfer module on eMitra.

ii. Online Fund Transfer has also enabled online and real-time release of credit limit to the

LSP/ SCAs and the kiosk holders on transfer of funds to the destination account as per pre-defined timelines.

iii. The selected bidder shall keep a check on credit limit released in proportion to the funds

transferred to concerned destination accounts and shall submit a weekly report for credit limit updation -day/ district/ LSP/ SCA/ kiosk wise.

iv. Also, debited and credited accounts are to be matched respectively for amount of funds

transferred to ensure complete end-to-end reconciliation and time period for fund transfer is required be monitored as per SLA. The service provider shall submit a monthly report regarding compliance of SLA for fund transfer and coordinate with BillDesk, ICICI Bank and other payment gateways for ensuring complete reconciliation.

v. The selected bidder shall maintain a record of fund transfer timelines for all services/

departments as per the agreements signed and calculate penalties/ interest on delayed payments. The service provider shall submit a monthly report for penalty/ interest calculation, if applicable.

4.4.3) Reconciliation with Line Departments/ Service providers (Commission Charges) Per transaction commission charges are paid by the concerned department/ service provider whose services are being provided through eMitra. The commission charges are shared between RISL, DeGS, LSP/SCA and the kiosk holders as per the agreement signed between RISL and service provider and between LSP/SCA and the kiosk holder.

The selected bidder shall calculate RISL commission charges (District & Service Wise) on a monthly basis as per MoU. To realize this money, RISL is required to submit invoices to all Service Providers on monthly basis. The selected bidder shall raise the invoices on behalf of RISL, as per the transaction report from eMitra and rates as per agreement signed with the concerned Line Department. The selected bidder shall submit a compliance report after reconciliation of payments received against invoices raised.

The selected bidder shall also carry out day-to-day reconciliation of funds with respective District e-Governance Societies.

The per transaction commission charges for delivery of services through e-Mitra portal will be shared

between RISL/DeGS& the Local Service Provider (LSP) as per the slab mentioned below:

Table 1: Present Revenue Sharing Structure

Total

Commission*

(per kiosk per

month, in Rs)

RISL/ DeGS’s share

Service Provider

& e-Mitra

Kiosk’s share

0 – 5000 0% 100%

Above 5000 15%; subject to a maximum of

Rs 2,000/- per kiosk per month 85%

* Inclusive of all taxes & levies.

Service Provider & e-Mitra Kiosk’s share [100% (0-5000 commission per kiosk per month) or 85%

(Above 5000 commission per kiosk per month)] will be further distributed between kiosk, LSP and

RISL as defined below:

Table 2: Revenue Sharing Structure from existing “Service Provider & e-Mitra Kiosk’s share”

S

No

Criteria

Revenue sharing between Kiosk, LSP

and RISL from existing “Service

Provider & e-Mitra Kiosk’s share”

Urban

[Kiosk transacting for

at least these days in a month

(Min. no. of

transactions per day

by that kiosk)]

Rural

[Kiosk transacting

for at least these days in a month

(Min. no. of

transactions per day

by that kiosk)]

Kiosk

Share

LSP

share RISL

1

All Days

(Min. 30 transactions

per day)

25 Days

(Min. 10

transactions per

day)

85% +

5%** 15% -

2

25 Days


per day)

20 Days

(Min. 10

transactions per day)

85% 15% -

3

20 Days


per day)

20 Days


per day)

80% 20% -

4

15 Days


per day)

15 Days


per day)

75% 25% -

5 Kiosks not covered in S. No. 1 to S. No. 4 75% 20% 5%**

Above rates are inclusive of all taxes & levies.

** Incentive of 5% to kiosks mentioned in line item 1 is subject to the additional income of RISL

generated by penalizing LSP as per line item 5. RISL / DeGS’s share as defined in Table 1 will remain unchanged.

Clause 5.1(iv) w.r.t above revenue sharing pattern will be implemented in new e-Mitra and will be

effective from 01st May 2016.

Page 14 of 80

4.4) Reconciliation with Departments/ Service providers

All money collected using Payment gateways is transferred to designated bank accounts,

which is further transferred to concerned department as per the time mentioned in MOU

Therefore, total amount collected through above gateways should be matched with that of

total amount disbursed to all Department on daily basis. Also, time period for fund transfer

is to be monitored as per the SLA.

4.5) Interest Calculation against the LSP's for Delay in Fund Transfer

Selected Bidder shall monitor all money collected through

centralized Rajonline account as per SLA. In case of delay in fund transfer, the selected

bidder shall work upon to calculate the interest as per the terms and conditions of the MoU

with concerned service provider.

4.6) Checking of bills received by various LSP's /DeGS

Selected Bidder shall check the bills received from various LSP/ DeGS’s as per their

share of commission charges, service tax & TDS on monthly basis as per the terms and

conditions of the MoU with concerne

4.7) Other MIS Reports:

i. In addition to above mentioned reconciliation related reports, the service provider shall also provide Exception reports regarding any alarming situation that needs immediate attention/ correction.

ii. The service provider shall, based on its finding, submit a quarterly recommendation report

mentioning areas of improvement.

iii. The service provider shall also submit similar reconciliation reports for any other bank/ payment gateway which would be integrated with

iv. The service provider shall submit other reconciliation related MIS reports as required by

Project OIC.

The indicative formats for daily/ monthly reports are enclosed at Annexure

4.8) Micro ATM &Pinelabs

i. Checking of file downloaded from merchant portal ii. Settlement date wise Matching of data with bank on daily basisiii. Validate the fund received from various kiosks (through Micro atm/ Pinelab Machine) and then checking of transfer of fund

The payment process furt

a) Payment in respect of commission on cash transactions

b) Payment to various kiosks

c) Payment w.r.t. sale transactions

iv. Preparation of Monthly Bank reconciliation statement of fund received in SBI/BOB/UBI/PNB through micro Atm/Pos machine. v. Checking of Commission and Service tax received on Cash transaction and then transfer the commission to various entities.

vi. Validate the fund received w.r.t. Pinelabs transactions in various banks with TRM Report and MIS Bank data.

Note: All the reports shall be verified by Project OIC or his nominated officer before final submission. The report formats are subject to change as per project requiremen


) Reconciliation with Departments/ Service providers

collected using Payment gateways is transferred to designated bank accounts,



amount disbursed to all Department on daily basis. Also, time period for fund transfer

is to be monitored as per the SLA.

) Interest Calculation against the LSP's for Delay in Fund Transfer

Selected Bidder shall monitor all money collected through LSP's to be timely transferred in



with concerned service provider.

Checking of bills received by various LSP's /DeGS



conditions of the MoU with concerned service provider.

In addition to above mentioned reconciliation related reports, the service provider shall also provide Exception reports regarding any alarming situation that needs immediate attention/

e provider shall, based on its finding, submit a quarterly recommendation report mentioning areas of improvement.

The service provider shall also submit similar reconciliation reports for any other bank/ payment gateway which would be integrated with eMitra at a later stage.

The service provider shall submit other reconciliation related MIS reports as required by

The indicative formats for daily/ monthly reports are enclosed at Annexure-12.

of file downloaded from merchant portal date wise Matching of data with bank on daily basis

Validate the fund received from various kiosks (through Micro atm/ Pinelab Machine) and then

The payment process further bifurcate in three parts as follow:

a) Payment in respect of commission on cash transactions

b) Payment to various kiosks

c) Payment w.r.t. sale transactions

of Monthly Bank reconciliation statement of fund received in SBI/BOB/UBI/PNB

Checking of Commission and Service tax received on Cash transaction and then transfer the

d w.r.t. Pinelabs transactions in various banks with TRM Report and MIS

Note: All the reports shall be verified by Project OIC or his nominated officer before final submission. The report formats are subject to change as per project requiremen


collected using Payment gateways is transferred to designated bank accounts,



amount disbursed to all Department on daily basis. Also, time period for fund transfer

LSP's to be timely transferred in





In addition to above mentioned reconciliation related reports, the service provider shall also provide Exception reports regarding any alarming situation that needs immediate attention/

e provider shall, based on its finding, submit a quarterly recommendation report

The service provider shall also submit similar reconciliation reports for any other bank/

The service provider shall submit other reconciliation related MIS reports as required by

Validate the fund received from various kiosks (through Micro atm/ Pinelab Machine) and then

of Monthly Bank reconciliation statement of fund received in SBI/BOB/UBI/PNB

Checking of Commission and Service tax received on Cash transaction and then transfer the

d w.r.t. Pinelabs transactions in various banks with TRM Report and MIS

Note: All the reports shall be verified by Project OIC or his nominated officer before final submission. The report formats are subject to change as per project requirement.

However, any changes shall be done to ensure 100% reconciliation of accounts under eMitra project.

4.9) Deliverables and Time Schedule Table 4.9: Deliverables and Time Schedule

S.No Project Activity Deliverable Periodicity

Accounting and Reconciliation under eMitra Project,

Monthly Compliance

report for submission of

including:

Account reconcilitaion

1. Reconciliation With Banks Within 4

reports as mentioned in

1 2. Online Fund Transfer/ Credit Limit Management days of next

3. Reconciliation with Line Departments/ Service Scope of work & at month.

Annexure-12; verified

providers

by project OIC and

4. Other MIS Reports

Assistant Manager

Page 15 of 80

2. Accounting Entries of transactions executed on E

Mitra portal and in Bank accounts.

4.10) Resources: The selected bidder shall depute at

6 to 8 senior article assistants at RISL for day

The services shall normally be manned on all days except Govt holidays from 9:30 AM to 6:30

PM and may be extended on holidays if required.

4.11) Period of Service: Three years (But will be reviewed every year)

4.12) Estimated cost of procurement: 70,00,000/

period.

4.13) Roles & Responsibilities-

4.9.1 Selected Bidder’s Responsibilities

a) The selected bidder shall sign an agreement with RISL within 15 days from date of Letter of Intent (LOI).

b) The selected bidder shall deliver services included in scope of work in accordance with the

provisions of bidding document and/ or contract. c) The selected bidder shall submit the requisite deliverables within the specified time.

4.9.2 Purchaser’s Responsibilities

a) The Purchaser shall perform all its responsibilities in accordance with the general conditions of the contract.

b) The purchaser will approve or communicate the changes in the various documents within

15 days after submission. The selected bidder

RISL.


(Finance)

Monthly ComplianceAccounting Entries of transactions executed on E- Report duly verified by

accounts. Assistant Manager

(Finance)

The selected bidder shall depute at-least 2 qualified Chartered Accountantand

6 to 8 senior article assistants at RISL for day-to-day reconciliation work under eMitra


PM and may be extended on holidays if required.

Three years (But will be reviewed every year)

ement: 70,00,000/- (Excluding service tax), for three year

4.9.1 Selected Bidder’s Responsibilities

The selected bidder shall sign an agreement with RISL within 15 days from date of Letter

The selected bidder shall deliver services included in scope of work in accordance with the provisions of bidding document and/ or contract.

The selected bidder shall submit the requisite deliverables within the specified time.

bilities

The Purchaser shall perform all its responsibilities in accordance with the general

The purchaser will approve or communicate the changes in the various documents within

15 days after submission. The selected bidder has to incorporate all changes suggested by

Page 16 of 80


Monthly Compliance Entries

Report duly verified by should be

made on

daily basis

least 2 qualified Chartered Accountantand

day reconciliation work under eMitra project.


(Excluding service tax), for three year

The selected bidder shall sign an agreement with RISL within 15 days from date of Letter

The selected bidder shall deliver services included in scope of work in accordance with the

The selected bidder shall submit the requisite deliverables within the specified time.

The Purchaser shall perform all its responsibilities in accordance with the general

The purchaser will approve or communicate the changes in the various documents within

has to incorporate all changes suggested by

5. INSTRUCTION TO BIDDERS (ITB)

1) Sale of Bidding/ Tender Documents

a) The sale of bidding documents shall be commenced from the date of publication of Notice

Inviting Bids (NIB) and shall be stopped one day prior to the date of opening of bids. The

complete bidding documents shall also be placed on the State Public Procureme

The prospective bidders shall be permitted to download the bidding document from the

website and pay its price while submitting the bid to the procuring entity.

b) The bidding documents shall be made available to any prospective bidder who pays

price for it in cash or by bank demand draft, banker's cheque.

c) Bidding documents purchased by Principal of any concern may be used by its authorised

sole selling agents/ marketing agents/ distributors/ sub

or vice versa.

2) Changes in the Bidding Document

a) At any time, prior to the deadline for presenting bids, the procuring entity may for any

reason, whether on its own initiative or as a result of a request for clarification by a bidder,

modify the bidding documents

below.

b) In case, any modification is made to the bidding document or any clarification is issued

which materially affects the terms contained in the bidding document, the procuring entity

shall publish such modification or clarification in the same manner as the publication of the

initial bidding document.

c) In case, a clarification or modification is issued to the bidding document, the procuring

entity may, prior to the last date for submission of bid

allow the bidders sufficient time to take into account the clarification or modification, as the

case may be, while submitting their bids.

d) Any bidder, who has submitted his bid in response to the original invitation,

opportunity to modify or re-

allotted or such extended time as may be allowed for submission of bids, when changes

are made to the bidding document by the procuring entity:

Provided that the bid last submitted or the bid as modified by the bidder shall be

considered for evaluation.

3) Period of Validity of Bids


INSTRUCTION TO BIDDERS (ITB)

Sale of Bidding/ Tender Documents

The sale of bidding documents shall be commenced from the date of publication of Notice


complete bidding documents shall also be placed on the State Public Procureme


website and pay its price while submitting the bid to the procuring entity.

The bidding documents shall be made available to any prospective bidder who pays

price for it in cash or by bank demand draft, banker's cheque.

Bidding documents purchased by Principal of any concern may be used by its authorised

sole selling agents/ marketing agents/ distributors/ sub-distributors and authorised dealers

Changes in the Bidding Document

At any time, prior to the deadline for presenting bids, the procuring entity may for any


modify the bidding documents by issuing an addendum in accordance with the provisions

In case, any modification is made to the bidding document or any clarification is issued


sh such modification or clarification in the same manner as the publication of the

In case, a clarification or modification is issued to the bidding document, the procuring

entity may, prior to the last date for submission of bids, extend such time limit in order to


case may be, while submitting their bids.

Any bidder, who has submitted his bid in response to the original invitation,

-submit it, as the case may be, within the period of time originally


are made to the bidding document by the procuring entity:


Page 17 of 80


The sale of bidding documents shall be commenced from the date of publication of Notice


complete bidding documents shall also be placed on the State Public Procurement Portal.


The bidding documents shall be made available to any prospective bidder who pays the

Bidding documents purchased by Principal of any concern may be used by its authorised

distributors and authorised dealers

At any time, prior to the deadline for presenting bids, the procuring entity may for any


by issuing an addendum in accordance with the provisions

In case, any modification is made to the bidding document or any clarification is issued


sh such modification or clarification in the same manner as the publication of the

In case, a clarification or modification is issued to the bidding document, the procuring

s, extend such time limit in order to


Any bidder, who has submitted his bid in response to the original invitation, shall have the

submit it, as the case may be, within the period of time originally



a) Bids submitted by the bidders shall remain valid during the period specified in the NIB/

bidding document. A bid valid for a shorter period shall be rejected by the procuring entity

as non-responsive bid.

b) Prior to the expiry of the period of validity of b

circumstances, may request the bidders to extend the bid validity period for an additional

specified period of time. A bidder may refuse the request and such refusal shall be treated

as withdrawal of bid and in suc

c) Bidders that agree to an extension of the period of validity of their bids shall extend or get

extended the period of validity of bid securities submitted by them or submit new bid

securities to cover the extended period of validity of their bids. A bidder whose bid security

is not extended, or that has not submitted a new bid security, is considered to have refused

the request to extend the period of validity of its bid.

4) Format and Signing of Bids

a) The bidder shall prepare one original set of the bidding documents called Bid in the

manner as specified in the bidding document.

b) The bid shall be typed or written in ink and it’s all the pages shall be signed by the bidder or

a person duly authorised to sign on behalf of the bidder, in token of acceptance of all the

terms and conditions of the bidding documents. This authorisation shall consist of a written

confirmation as per “Annexure

document and shall be attached to the technical bid.

c) Any corrections in the bid such as interlineations, erasures, or overwriting shall be valid

only if they are signed or initialled by the person signing the bid.

5) Sealing and Marking of Bids

a) Bidders may submit their bids by post or by hand delivery in one large single envelope.

b) The inner and outer envelopes shall:

a. bear the name and complete address along with te

b. bear complete address of the procuring entity with telephone number, if any;

c. bear the specific identification of the bidding process pursuant to NIB and any

additional identification marks as specified in the bidding

d. bear a warning not to be opened before the time and date for bid opening, in

accordance with the NIB.

c) If all envelopes are not sealed and marked as required, the procuring entity shall assume

no responsibility about its consequences.

d) A Single stage-Two part/ envelope system shall be followed where:


Bids submitted by the bidders shall remain valid during the period specified in the NIB/


Prior to the expiry of the period of validity of bids, the procuring entity, in exceptional



as withdrawal of bid and in such circumstances bid security shall not be forfeited.

Bidders that agree to an extension of the period of validity of their bids shall extend or get


he extended period of validity of their bids. A bidder whose bid security


the request to extend the period of validity of its bid.

e bidder shall prepare one original set of the bidding documents called Bid in the

manner as specified in the bidding document.

written in ink and it’s all the pages shall be signed by the bidder or



confirmation as per “Annexure-5: Certificate of Conformity/ No-Deviation” of the bidding

document and shall be attached to the technical bid.

Any corrections in the bid such as interlineations, erasures, or overwriting shall be valid

ed or initialled by the person signing the bid.

Sealing and Marking of Bids

Bidders may submit their bids by post or by hand delivery in one large single envelope.

The inner and outer envelopes shall: -

bear the name and complete address along with telephone/ mobile number of bidder;

bear complete address of the procuring entity with telephone number, if any;

bear the specific identification of the bidding process pursuant to NIB and any

additional identification marks as specified in the bidding document; and

bear a warning not to be opened before the time and date for bid opening, in

accordance with the NIB.

If all envelopes are not sealed and marked as required, the procuring entity shall assume

no responsibility about its consequences.

Two part/ envelope system shall be followed where: -

Page 18 of 80


Bids submitted by the bidders shall remain valid during the period specified in the NIB/


ids, the procuring entity, in exceptional



h circumstances bid security shall not be forfeited.

Bidders that agree to an extension of the period of validity of their bids shall extend or get


he extended period of validity of their bids. A bidder whose bid security


e bidder shall prepare one original set of the bidding documents called Bid in the

written in ink and it’s all the pages shall be signed by the bidder or



Deviation” of the bidding

Any corrections in the bid such as interlineations, erasures, or overwriting shall be valid

Bidders may submit their bids by post or by hand delivery in one large single envelope.

lephone/ mobile number of bidder;

bear complete address of the procuring entity with telephone number, if any;

bear the specific identification of the bidding process pursuant to NIB and any

document; and

bear a warning not to be opened before the time and date for bid opening, in

If all envelopes are not sealed and marked as required, the procuring entity shall assume

a. Technical Bid, including fee details and all the eligibility documents, should be

enclosed in one sealed envelope

b. Financial Bid should be enclosed in second sealed envelope

c. The envelopes containing the technical and financial bid shall then be enclosed in

one large single outer envelope.

e) The technical bid, including all the eligibility documents, sh

documents: -

S. Documents Type No.

1. Covering Letter

2. Bidding document Fee (Tender Fee)

3. Bid Security

4. Bidder’s Authorisation Certificate 5. All the documents mentioned in the As per the format mentioned

“Eligibility Criteria”, in eligibility

6. Certificate of Conformity/ No Deviation

f) Financial bid shall include the following documents:

S. Documents TypeNo.

1. Financial Bid –

2. Financial Bid –

6) Cost & Language of Bidding

a) The Bidder shall bear all costs associated with the preparation and

and the procuring entity shall not be responsible or liable for those costs, regardless of the

conduct or outcome of the bidding process.

b) The Bid, as well as all correspondence and documents relating to the Bid exchanged by

the Bidder and the procuring entity, shall be written only in English Language. Supporting

documents and printed literature that are part of the Bid may be in another language

provided they are accompanied by an accurate translation of the relevant passages in

English/ Hindi language, in which case, for purposes of interpretation of the Bid, such

translation shall govern.

7) Alternative/ Multiple Bids

Alternative/ Multiple bids shall not be considered at all.


Technical Bid, including fee details and all the eligibility documents, should be

sealed envelope

Financial Bid should be enclosed in second sealed envelope

The envelopes containing the technical and financial bid shall then be enclosed in

one large single outer envelope.

The technical bid, including all the eligibility documents, shall consist of the following

Documents Type Document Format

Covering Letter – Technical Bid On bidder’s letter head duly signed by authorized signatory

Fee Details

Bidding document Fee (Tender Fee) Proof of submission

Instrument/ Proof of submission

Eligibility Documents

Bidder’s Authorisation Certificate As per Annexure

All the documents mentioned in the As per the format mentioned“Eligibility Criteria”, in support of the against the respective eligibility

criteria clause

Technical Documents

Certificate of Conformity/ No Deviation As per Annexure

Financial bid shall include the following documents: -

Documents Type Document

Covering Letter On bidder’s letter head dulysigned by authorized signatory

Format As per Annexure

Cost & Language of Bidding

The Bidder shall bear all costs associated with the preparation and submission of its Bid,


conduct or outcome of the bidding process.

The Bid, as well as all correspondence and documents relating to the Bid exchanged by

Bidder and the procuring entity, shall be written only in English Language. Supporting




Alternative/ Multiple bids shall not be considered at all.

Page 19 of 80


Technical Bid, including fee details and all the eligibility documents, should be

The envelopes containing the technical and financial bid shall then be enclosed in

all consist of the following

Document Format

On bidder’s letter head duly

signed by authorized signatory

of submission

Instrument/ Proof of submission

As per Annexure-3

All the documents mentioned in the As per the format mentioned

against the respective eligibility

As per Annexure-5

Document Format

On bidder’s letter head duly

signed by authorized signatory

As per Annexure-6

submission of its Bid,


The Bid, as well as all correspondence and documents relating to the Bid exchanged by

Bidder and the procuring entity, shall be written only in English Language. Supporting




8) Bid Security

Every bidder, if not exempted, participating in the procurement process will be required to

furnish the bid security as specified in the NIB.

a) In lieu of bid security, a bid securing declaration

State Government, Undertakings, Corporations, Autonomous bodies, Registered Societies

and Cooperative Societies which are owned or controlled or managed by the State

Government and Government Undertakings of the Centr

b) Bid security instrument or cash receipt of bid security or a bid securing declaration shall

necessarily accompany the sealed technical bid.

c) Bid security of a bidder lying with the procuring entity in respect of other bids awaiting

decision shall not be adjusted towards bid security for the fresh bids. The bid security

originally deposited may, however, be taken into consideration in case bids are re

d) The bid security may be given in the form of a banker’s cheque or demand draft or

guarantee, in specified format, of a scheduled bank or deposited through eGRAS. The bid

security must remain valid thirty days beyond the original or extended validity period of the

bid.

e) The issuer of the bid security and the confirmer, if any, of th

form and terms of the bid security, must be acceptable to the procuring entity.

f) Prior to presenting a submission, a bidder may request the procuring entity to confirm the

acceptability of proposed issuer of a bid security or

The procuring entity shall respond promptly to such a request.

g) The bank guarantee presented as bid security shall be got confirmed from the concerned

issuing bank. However, the confirmation of the acceptability of a

proposed confirmer does not preclude the procuring entity from rejecting the bid security on

the ground that the issuer or the confirmer, as the case may be, has become insolvent or

has otherwise ceased to be creditworthy.

h) The bid security of unsuccessful bidders shall be refunded soon after final acceptance of

successful bid and signing of Agreement and submitting performance security.

i) The Bid security taken from a bidder shall be forfeited, including the interest, if any, in th

following cases, namely: -

a. when the bidder withdraws or modifies its bid after opening of bids;

b. when the bidder does not execute the agreement, if any, after placement of supply/

work order within the specified period;

c. when the bidder fails to

supply/ work order within the time specified;

d. when the bidder does not deposit the performance security within specified period after

the supply/ work order is placed; and



furnish the bid security as specified in the NIB.

In lieu of bid security, a bid securing declaration shall be taken from Departments of the



Government and Government Undertakings of the Central Government.

Bid security instrument or cash receipt of bid security or a bid securing declaration shall

necessarily accompany the sealed technical bid.

Bid security of a bidder lying with the procuring entity in respect of other bids awaiting

shall not be adjusted towards bid security for the fresh bids. The bid security

originally deposited may, however, be taken into consideration in case bids are re

The bid security may be given in the form of a banker’s cheque or demand draft or



The issuer of the bid security and the confirmer, if any, of the bid security, as well as the


Prior to presenting a submission, a bidder may request the procuring entity to confirm the

acceptability of proposed issuer of a bid security or of a proposed confirmer, if required.

The procuring entity shall respond promptly to such a request.

The bank guarantee presented as bid security shall be got confirmed from the concerned

issuing bank. However, the confirmation of the acceptability of a proposed issuer or of any



has otherwise ceased to be creditworthy.

d security of unsuccessful bidders shall be refunded soon after final acceptance of


The Bid security taken from a bidder shall be forfeited, including the interest, if any, in th

when the bidder withdraws or modifies its bid after opening of bids;

when the bidder does not execute the agreement, if any, after placement of supply/

work order within the specified period;

when the bidder fails to commence the supply of the services or execute work as per

supply/ work order within the time specified;

when the bidder does not deposit the performance security within specified period after

the supply/ work order is placed; and

Page 20 of 80

hiring of CA services under eMitra Project


shall be taken from Departments of the



Bid security instrument or cash receipt of bid security or a bid securing declaration shall

Bid security of a bidder lying with the procuring entity in respect of other bids awaiting

shall not be adjusted towards bid security for the fresh bids. The bid security

originally deposited may, however, be taken into consideration in case bids are re-invited.

The bid security may be given in the form of a banker’s cheque or demand draft or bank



e bid security, as well as the


Prior to presenting a submission, a bidder may request the procuring entity to confirm the

of a proposed confirmer, if required.

The bank guarantee presented as bid security shall be got confirmed from the concerned

proposed issuer or of any



d security of unsuccessful bidders shall be refunded soon after final acceptance of


The Bid security taken from a bidder shall be forfeited, including the interest, if any, in the

when the bidder does not execute the agreement, if any, after placement of supply/

commence the supply of the services or execute work as per

when the bidder does not deposit the performance security within specified period after

e. if the bidder breaches any provision of code of integrity, prescribed for bidders,

specified in the bidding document.

j) Notice will be given to the bidder with reasonable time

forfeited.

k) No interest shall be payable on the bid security.

l) In case of the successful bidder, the amount of bid security may be adjusted in arriving at

the amount of the Performance Security, or refunded if the successfu

full amount of performance security.

m) The procuring entity shall promptly return the bid security after the earliest of the following

events, namely:-

a. the expiry of validity of bid security;

b. the execution of agreement for procureme

the successful bidder;

c. the cancellation of the procurement process; or

d. the withdrawal of bid prior to the deadline for presenting bids, unless the bidding

documents stipulate that no such withdrawal is permitte

9) Deadline for the submission of Bids

a) Bids shall be received, by the person, designated for the purpose, by the procuring entity or

directly dropped in the bid box, at the place and up to the time and date specified in the

NIB.

b) Normally, the date of submission and opening of bids would not be extended. In

exceptional circumstances or when the bidding document are required to be substantially

modified and the time with the prospective bidders for preparation of bids appears

insufficient, the date may b

extended time and date shall be given in the manner, as was given at the time of issuing

the original NIB and shall also be placed on the State Public Procurement Portal, if

applicable. It would be ensured that after issue of corrigendum, reasonable time is

available to the bidders for preparation and submission of their bids. The procuring entity

shall also publish such modifications in the bidding document in the same manner as the

publication of initial bidding document. If, in the office of the bids receiving and opening

authority, the last date of submission or opening of bids is a non

be received or opened on the next working day.

10) Late Bids

a) The person authorised to receive the bids shall not receive any bid that is submitted

personally, after the time and date fixed for submission of bids.


if the bidder breaches any provision of code of integrity, prescribed for bidders,


Notice will be given to the bidder with reasonable time before bid security deposited is

No interest shall be payable on the bid security.

In case of the successful bidder, the amount of bid security may be adjusted in arriving at

the amount of the Performance Security, or refunded if the successful bidder furnishes the

full amount of performance security.

The procuring entity shall promptly return the bid security after the earliest of the following

the expiry of validity of bid security;

the execution of agreement for procurement and performance security is furnished by

the cancellation of the procurement process; or

the withdrawal of bid prior to the deadline for presenting bids, unless the bidding

documents stipulate that no such withdrawal is permitted.

Deadline for the submission of Bids

Bids shall be received, by the person, designated for the purpose, by the procuring entity or


submission and opening of bids would not be extended. In



insufficient, the date may be extended by the procuring entity. In such case the publicity of



ould be ensured that after issue of corrigendum, reasonable time is



ion of initial bidding document. If, in the office of the bids receiving and opening

authority, the last date of submission or opening of bids is a non-working day, the bids shall

be received or opened on the next working day.

ised to receive the bids shall not receive any bid that is submitted

personally, after the time and date fixed for submission of bids.

Page 21 of 80



before bid security deposited is

In case of the successful bidder, the amount of bid security may be adjusted in arriving at

l bidder furnishes the

The procuring entity shall promptly return the bid security after the earliest of the following

nt and performance security is furnished by

the withdrawal of bid prior to the deadline for presenting bids, unless the bidding

Bids shall be received, by the person, designated for the purpose, by the procuring entity or


submission and opening of bids would not be extended. In



e extended by the procuring entity. In such case the publicity of



ould be ensured that after issue of corrigendum, reasonable time is



ion of initial bidding document. If, in the office of the bids receiving and opening

working day, the bids shall

ised to receive the bids shall not receive any bid that is submitted

b) Any bid, which arrives by post after the deadline for submission of bids, shall be declared

and marked as “Late” and returned unopened to the bidder by registered post.

11) Receipt and Custody of Bids

a) The bids shall be received by hand delivery, by courier or by post in the specifie

to the specified time and date and at the specified place, by the person authorised by the

procuring entity.

b) The person authorised to receive the bids shall provide a receipt signed by him with date

and time of receipt of bid to the person, wh

c) All bids received unsealed, in torn or damaged condition through post or by personal

delivery shall be so marked and signed on the cover by the person receiving the same and

get signed on it by the person delivering it and put in a fre

warranted. All such entries shall be attested by the receiving person.

d) The received bids shall be kept in safe custody in lock and key by the person authorised to

receive the bids.

e) The location of bid box shall be such as to

shall have two sealed locks. The key of one of the locks shall remain with the procuring

entity and the key of the other lock shall be with the person authorised to receive the bids.

f) Bids received by the authorised person on or before the time and date fixed for receipt of

bids shall be entered in bids receipt register and the same shall be closed at the scheduled

time and date giving in words and figures the number of bids received up to the last time

and date for submission of bids.

g) The record of bids received late through post shall be entered in bids receipt register after

closing the register as per (f) above.

h) Bids received by telegram or given on form other than the prescribed form shall not be

considered.

12) Withdrawal, Substitution, and Modification of Bids

a) A Bidder may withdraw, substitute, or modify its bid after it has been submitted by sending

a written Notice, duly signed by an authorized signatory, and shall include a copy of the

authorization. The corresponding substitution or modification of the bid must accompany

the respective written Notice. All Notices must be:

i. submitted in accordance with the bidding document, and in addition, the respective

envelopes shall be clearly marked “Withdrawal

ii. received by the procuring entity prior to the deadline prescribed for submission of bids.

b) Bids requested to be withdrawn shall be returned unopened to the Bidders.


post after the deadline for submission of bids, shall be declared


Receipt and Custody of Bids

The bids shall be received by hand delivery, by courier or by post in the specifie


The person authorised to receive the bids shall provide a receipt signed by him with date

and time of receipt of bid to the person, who delivers the bid.

All bids received unsealed, in torn or damaged condition through post or by personal


get signed on it by the person delivering it and put in a fresh cover and reseal, if so

warranted. All such entries shall be attested by the receiving person.

The received bids shall be kept in safe custody in lock and key by the person authorised to

The location of bid box shall be such as to facilitate easy access to bidders. The bid box



orised person on or before the time and date fixed for receipt of



e for submission of bids.

The record of bids received late through post shall be entered in bids receipt register after

closing the register as per (f) above.

Bids received by telegram or given on form other than the prescribed form shall not be

Withdrawal, Substitution, and Modification of Bids

A Bidder may withdraw, substitute, or modify its bid after it has been submitted by sending


The corresponding substitution or modification of the bid must accompany

the respective written Notice. All Notices must be: -

submitted in accordance with the bidding document, and in addition, the respective

envelopes shall be clearly marked “Withdrawal,” “Substitution,” “Modification”; and

received by the procuring entity prior to the deadline prescribed for submission of bids.

Bids requested to be withdrawn shall be returned unopened to the Bidders.

Page 22 of 80


post after the deadline for submission of bids, shall be declared


The bids shall be received by hand delivery, by courier or by post in the specified format up


The person authorised to receive the bids shall provide a receipt signed by him with date

All bids received unsealed, in torn or damaged condition through post or by personal


sh cover and reseal, if so

The received bids shall be kept in safe custody in lock and key by the person authorised to

facilitate easy access to bidders. The bid box



orised person on or before the time and date fixed for receipt of



The record of bids received late through post shall be entered in bids receipt register after

Bids received by telegram or given on form other than the prescribed form shall not be

A Bidder may withdraw, substitute, or modify its bid after it has been submitted by sending


The corresponding substitution or modification of the bid must accompany

submitted in accordance with the bidding document, and in addition, the respective

,” “Substitution,” “Modification”; and

received by the procuring entity prior to the deadline prescribed for submission of bids.

Bids requested to be withdrawn shall be returned unopened to the Bidders.

c) No bid shall be withdrawn, substituted, or modified in the interval between the deadline for

submission of bids and the expiration of the period of the specified bid validity or any

extension thereof.

13) Opening of Bids

a) The sealed bid box shall be opened by the bid opening committee constituted by the

procuring entity at the time, date and place specified in the bidding document in the

presence of the bidders or their authorised representatives, who choose to be

b) The bids receiving person shall also hand over all the bids received by him up to the time

and date for submission of bids to the Convener of bids opening committee and obtain its

signature in the bids receipt register.

c) The bid opening committee

the process of bid opening.

d) The bids shall be opened by the bids opening committee in the presence of the bidders or

their authorised representatives who choose to be present. All envelopes conta

shall be signed with date by the members of the committee in token of verification of the

fact that they are sealed. The envelopes shall be numbered as a/n, where ‘a’ denotes the

serial number at which the bid envelop has been taken for opening

number of bids received by specified time.

e) The bid opening committee shall prepare a list of the bidders or their representatives

attending the opening of bids and obtain their signatures on the same. The list shall also

contain the representative’s name and telephone number and corresponding bidders’

names and addresses. The authority letters brought by the representatives shall be

attached to the list. The list shall be signed by all the members of bid opening committee

with date and time of opening of the bids.

f) First, envelopes marked as “WITHDRAWAL” shall be opened, read out, and recorded and

the envelope containing the corresponding bid shall not be opened, but returned to the

bidders. No bid shall be permitted to be withdraw

notice contains a valid authorisation to request the withdrawal and readout and recorded in

bid opening. If the withdrawal notice is not accompanied by the valid authorisation, the

withdrawal shall not be permitted and

envelopes marked as “SUBSTITUTION” shall be opened, read out, recorded and

exchanged for the corresponding bid being substituted and the substituted bid shall not be

opened, but returned to the bidder. No bid s

substitution notice contains a valid authorisation to request the substitution and is read out

and recorded at bid opening. Envelopes marked as “MODIFICATION” shall be opened

thereafter, read out and recorded wi


No bid shall be withdrawn, substituted, or modified in the interval between the deadline for


The sealed bid box shall be opened by the bid opening committee constituted by the


presence of the bidders or their authorised representatives, who choose to be

The bids receiving person shall also hand over all the bids received by him up to the time


signature in the bids receipt register.

The bid opening committee may co-opt experienced persons in the committee to conduct

the process of bid opening.

The bids shall be opened by the bids opening committee in the presence of the bidders or

their authorised representatives who choose to be present. All envelopes conta



serial number at which the bid envelop has been taken for opening and ‘n’ denotes the total

number of bids received by specified time.

The bid opening committee shall prepare a list of the bidders or their representatives


the representative’s name and telephone number and corresponding bidders’



e and time of opening of the bids.

First, envelopes marked as “WITHDRAWAL” shall be opened, read out, and recorded and


bidders. No bid shall be permitted to be withdrawn unless the corresponding withdrawal



withdrawal shall not be permitted and the corresponding bid shall be opened. Next,



opened, but returned to the bidder. No bid shall be substituted unless the corresponding



thereafter, read out and recorded with the corresponding bid. No bid shall be

Page 23 of 80


No bid shall be withdrawn, substituted, or modified in the interval between the deadline for


The sealed bid box shall be opened by the bid opening committee constituted by the


presence of the bidders or their authorised representatives, who choose to be present.

The bids receiving person shall also hand over all the bids received by him up to the time


opt experienced persons in the committee to conduct

The bids shall be opened by the bids opening committee in the presence of the bidders or

their authorised representatives who choose to be present. All envelopes containing bids



and ‘n’ denotes the total

The bid opening committee shall prepare a list of the bidders or their representatives


the representative’s name and telephone number and corresponding bidders’



First, envelopes marked as “WITHDRAWAL” shall be opened, read out, and recorded and


n unless the corresponding withdrawal



the corresponding bid shall be opened. Next,



hall be substituted unless the corresponding



th the corresponding bid. No bid shall be

modified unless the corresponding modification notice contains a valid authorisation to

request the modification and is

are opened, read out, and recorded at bid opening shall be considered further.

g) All other envelopes shall be opened one at a time and the following details shall be read

out and recorded: -

a. the name of the bidder and whether there is a substitution or modification;

b. the bid prices (per lot if applicable);

c. the bid security, if required; and

d. any other details as the committee may consider appropriate.

After all the bids have been opened, they shall

the each bid by the members of the bids opening committee. All the pages of the price

schedule and letters, Bill of Quantities attached shall be initialled and dated by the

members of the committee. Key informa

encircled and unfilled spaces in the bids shall be marked and signed with date by the

members of the committee. The original and additional copies of the bid shall be marked

accordingly. Alterations/ corr

make it clear that such alteration, etc., were existing in the bid at the time of opening.

h) No bid shall be rejected at the time of bid opening except the late

not permitted) and bids not accompanied with the proof of payment or instrument of the

required price of bidding document, processing fee (if any) or user charges and bid

security.

i) The bid opening committee shall prepare a reco

name of the bidder and whether there is a withdrawal, substitution, or modification, the bid

price, per lot (if applicable), any discounts and alternative offers (if they were permitted),

any conditions put by bidder and the proof of the payment of price of bidding documents,

processing fee or user charges and bid security. The bidders or their representatives, who

are present, shall sign the record. The omission of a bidder’s signature on the record shall

not invalidate the contents and effect of the record. The members of the committee shall

also sign the record with date.

j) In case of single stage: two part/ envelope bids, only outer envelopes and envelopes

marked as “Technical Bid” shall be opened in the sequen

on them. The envelopes marked as “Financial Bid” shall be kept intact and safe and shall

be opened of only those bidders who qualify in the evaluation of their Technical Bids in the

manner as mentioned in (c) to (j) above, o

bidders.



request the modification and is read out and recorded at bid opening. Only envelopes that


All other envelopes shall be opened one at a time and the following details shall be read

e of the bidder and whether there is a substitution or modification;

the bid prices (per lot if applicable);

the bid security, if required; and

any other details as the committee may consider appropriate.

After all the bids have been opened, they shall be initialled and dated on the first page of



members of the committee. Key information such as prices, delivery period, etc. shall be



accordingly. Alterations/ corrections/ additions/ over-writings shall be initialled legibly to


No bid shall be rejected at the time of bid opening except the late bids, alternative bids (if



The bid opening committee shall prepare a record of the bid opening that shall include the



idder and the proof of the payment of price of bidding documents,



validate the contents and effect of the record. The members of the committee shall

also sign the record with date.

In case of single stage: two part/ envelope bids, only outer envelopes and envelopes

marked as “Technical Bid” shall be opened in the sequence of the serial numbers marked



manner as mentioned in (c) to (j) above, on the date and time to be intimated to those

Page 24 of 80



read out and recorded at bid opening. Only envelopes that


All other envelopes shall be opened one at a time and the following details shall be read

e of the bidder and whether there is a substitution or modification;

be initialled and dated on the first page of



tion such as prices, delivery period, etc. shall be



writings shall be initialled legibly to


bids, alternative bids (if



rd of the bid opening that shall include the



idder and the proof of the payment of price of bidding documents,



validate the contents and effect of the record. The members of the committee shall

In case of single stage: two part/ envelope bids, only outer envelopes and envelopes

ce of the serial numbers marked



n the date and time to be intimated to those

k) In case, during Technical bid opening, the Financial bid is also found in the Technical Bid

envelope, then the bid opening committee, in the presence of bidders, shall seal the

financial bid in a separate envelope.

14) Selection Method:

a) The selection method is Least Cost Based Selection (LCBS or L1). 15) Clarification of Bids

a) To assist in the examination,

evaluation committee may, at its discretion, ask any bidder for a clarification regarding its

bid. The committee’s request for clarification and the response of the bidder shall be in

writing.

b) Any clarification submitted by a bidder with regard to its bid that is not in response to a

request by the committee shall not be considered.

c) No change in the prices or substance of the bid shall be sought, offered, or permitted,

except to confirm the correction of arithmetic errors discovered by the committee in the

evaluation of the financial bids.

d) No substantive change to qualification information or to a submission, including changes

aimed at making an unqualified bidder, qualified or an unresponsive

responsive shall be sought, offered or permitted.

e) All communications generated under this rule shall be included in the record of the

procurement proceedings.

16) Evaluation & Tabulation of Technical Bids

a) Preliminary Examination of Bids

The bid evaluation committee constituted by the procuring entity shall conduct a

preliminary scrutiny of the opened bids to assess the prima

ensure that the: -

a. bid is signed, as per the requirements listed in the bidding document;

b. bid has been sealed as per instructions provided in the bidding document;

c. bid is valid for the period, specified in the bidding document;

d. bid is accompanied by bidding document fee, bid security or bid securing declaration,

and processing fee (if applicable)

e. bid is unconditional and the bidder has agreed to give the required performance

security; and

f. other conditions, as specified in the bidding document are fulfilled.

b) Determination of Responsiveness


In case, during Technical bid opening, the Financial bid is also found in the Technical Bid

the bid opening committee, in the presence of bidders, shall seal the

financial bid in a separate envelope.

The selection method is Least Cost Based Selection (LCBS or L1).

To assist in the examination, evaluation, comparison and qualification of the bids, the bid



Any clarification submitted by a bidder with regard to its bid that is not in response to a

request by the committee shall not be considered.

No change in the prices or substance of the bid shall be sought, offered, or permitted,

rection of arithmetic errors discovered by the committee in the

evaluation of the financial bids.

No substantive change to qualification information or to a submission, including changes

aimed at making an unqualified bidder, qualified or an unresponsive

responsive shall be sought, offered or permitted.

All communications generated under this rule shall be included in the record of the

Evaluation & Tabulation of Technical Bids

Preliminary Examination of Bids

d evaluation committee constituted by the procuring entity shall conduct a

preliminary scrutiny of the opened bids to assess the prima-facie responsiveness and

bid is signed, as per the requirements listed in the bidding document;

has been sealed as per instructions provided in the bidding document;

bid is valid for the period, specified in the bidding document;

bid is accompanied by bidding document fee, bid security or bid securing declaration,

and processing fee (if applicable);

bid is unconditional and the bidder has agreed to give the required performance

other conditions, as specified in the bidding document are fulfilled.

Determination of Responsiveness

Page 25 of 80


In case, during Technical bid opening, the Financial bid is also found in the Technical Bid

the bid opening committee, in the presence of bidders, shall seal the

evaluation, comparison and qualification of the bids, the bid



Any clarification submitted by a bidder with regard to its bid that is not in response to a

No change in the prices or substance of the bid shall be sought, offered, or permitted,

rection of arithmetic errors discovered by the committee in the

No substantive change to qualification information or to a submission, including changes

aimed at making an unqualified bidder, qualified or an unresponsive submission,

All communications generated under this rule shall be included in the record of the

d evaluation committee constituted by the procuring entity shall conduct a

facie responsiveness and

has been sealed as per instructions provided in the bidding document;

bid is accompanied by bidding document fee, bid security or bid securing declaration,

bid is unconditional and the bidder has agreed to give the required performance

a. The bid evaluation committee shall determine the responsiveness of a bid on the basis

of bidding document and the provisions of pre

bidding document.

b. A responsive bid is one

any material deviation, reservation, or omission where:

i. “deviation” is a departure from the requirements specified in the bidding document;

ii. “reservation” is the setting of limiting conditions

acceptance of the requirements specified in the bidding document; and

iii. “Omission” is the failure to submit part or all of the information or documentation

required in the bidding document.

c. A material deviation, reservatio

i. if accepted, shall:-

1. affect in any substantial way the scope, quality, or performance of the subject

matter of procurement specified in the bidding documents; or

2. limits in any substantial way, inconsistent with the bidding

procuring entity’s rights or the bidder’s obligations under the proposed contract;

or

ii. if rectified, shall unfairly affect the competitive position of other bidders presenting

responsive bids.

d. The bid evaluation committee shall examine the

particular, to confirm that all requirements of bidding document have been met without

any material deviation, reservation or omission.

e. The procuring entity shall regard a bid as responsive if it conforms to all requiremen

set out in the bidding document, or it contains minor deviations that do not materially

alter or depart from the characteristics, terms, conditions and other requirements set

out in the bidding document, or if it contains errors or oversights that can b

without touching on the substance of the bid.

c) Non-material Non-conformities in Bids

a. The bid evaluation committee may waive any non

constitute a material deviation, reservation or omission, the bid shall be

substantially responsive.

b. The bid evaluation committee may request the bidder to submit the necessary

information or document like audited statement of accounts/ CA Certificate,

Registration Certificate, VAT/ CST clearance certificate, ISO/

within a reasonable period of time. Failure of the bidder to comply with the request may

result in the rejection of its bid.


The bid evaluation committee shall determine the responsiveness of a bid on the basis

of bidding document and the provisions of pre-qualification/ eligibility criteria of the

A responsive bid is one that meets the requirements of the bidding document without

any material deviation, reservation, or omission where: -

“deviation” is a departure from the requirements specified in the bidding document;

“reservation” is the setting of limiting conditions or withholding from complete

of the requirements specified in the bidding document; and

“Omission” is the failure to submit part or all of the information or documentation

required in the bidding document.

c. A material deviation, reservation, or omission is one that,

affect in any substantial way the scope, quality, or performance of the subject

matter of procurement specified in the bidding documents; or

limits in any substantial way, inconsistent with the bidding


if rectified, shall unfairly affect the competitive position of other bidders presenting

The bid evaluation committee shall examine the technical aspects of the bid in


any material deviation, reservation or omission.

The procuring entity shall regard a bid as responsive if it conforms to all requiremen



out in the bidding document, or if it contains errors or oversights that can b

without touching on the substance of the bid.

conformities in Bids

The bid evaluation committee may waive any non-conformities in the bid that do not

constitute a material deviation, reservation or omission, the bid shall be

substantially responsive.

The bid evaluation committee may request the bidder to submit the necessary


Registration Certificate, VAT/ CST clearance certificate, ISO/ CMMi Certificates, etc.


result in the rejection of its bid.

Page 26 of 80

of CA services under eMitra Project

The bid evaluation committee shall determine the responsiveness of a bid on the basis

qualification/ eligibility criteria of the

that meets the requirements of the bidding document without

“deviation” is a departure from the requirements specified in the bidding document;

or withholding from complete

of the requirements specified in the bidding document; and

“Omission” is the failure to submit part or all of the information or documentation

affect in any substantial way the scope, quality, or performance of the subject

limits in any substantial way, inconsistent with the bidding documents, the


if rectified, shall unfairly affect the competitive position of other bidders presenting

technical aspects of the bid in


The procuring entity shall regard a bid as responsive if it conforms to all requirements



out in the bidding document, or if it contains errors or oversights that can be corrected

conformities in the bid that do not

constitute a material deviation, reservation or omission, the bid shall be deemed to be

The bid evaluation committee may request the bidder to submit the necessary


CMMi Certificates, etc.


c. The bid evaluation committee may rectify non

the basis of the information or documentation received from the bidder under (b) above.

d) Technical Evaluation Criteria

The bids shall be evaluated as per the eligibility criteri

e) Tabulation of Technical Bids

a. If Technical bids have been invited, they shall be tabulated by the bid evaluation

committee in the form of a comparative statement to evaluate the qualification of the

bidders against the criteria for qualification set out in the bidding document.

b. The members of bid evaluation committee shall give their recommendations below the

table as to which of the bidders have been found to be qualified in evaluation of

Technical bids and sign it.

f) The number of firms qualified in technical evaluation, if less than three and it is considered

necessary by the procuring entity to continue with the procurement process, reasons shall

be recorded in writing and included in the record of the procurement pro

g) The bidders who qualified in the technical evaluation shall be informed in writing about the

date, time and place of opening of their financial bids.

17) Evaluation & Tabulation of Financial Bids

Subject to the provisions of (Acceptance of Succ

procuring entity shall take following actions for evaluation of financial bids:

a) the financial bids of the bidders who qualified in technical evaluation shall be opened at the

notified time, date and place by t

or their representatives who choose to be present;

b) the process of opening, marking and signing on the financial bids shall be as prescribed in

(6) above.

c) the names of the bidders, the rates

out and recorded;

d) conditional bids are liable to be rejected;

e) the evaluation shall include all costs and all taxes and duties applicable to the bidder as per

law of the Central/ State Government/ Lo

specified in the bidding documents shall only be applied;

f) the offers shall be evaluated and marked L1, L2, L3 etc. L1 being the lowest offer and then

others in ascending order in case price is the only criteria

H2, H3 etc. in descending order.


evaluation committee may rectify non-material nonconformities or omissions on


Technical Evaluation Criteria

The bids shall be evaluated as per the eligibility criteria mentioned in this RFP document.

Tabulation of Technical Bids

If Technical bids have been invited, they shall be tabulated by the bid evaluation


criteria for qualification set out in the bidding document.

The members of bid evaluation committee shall give their recommendations below the


Technical bids and sign it.

he number of firms qualified in technical evaluation, if less than three and it is considered


be recorded in writing and included in the record of the procurement proceedings.

The bidders who qualified in the technical evaluation shall be informed in writing about the

date, time and place of opening of their financial bids.

Evaluation & Tabulation of Financial Bids

Subject to the provisions of (Acceptance of Successful Bid and Award of Contract) below, the

procuring entity shall take following actions for evaluation of financial bids:-

the financial bids of the bidders who qualified in technical evaluation shall be opened at the

notified time, date and place by the bid evaluation committee in the presence of the bidders

or their representatives who choose to be present;

the process of opening, marking and signing on the financial bids shall be as prescribed in

the names of the bidders, the rates given by them and conditions put, if any, shall be read

conditional bids are liable to be rejected;

the evaluation shall include all costs and all taxes and duties applicable to the bidder as per

law of the Central/ State Government/ Local Authorities, and the evaluation criteria

specified in the bidding documents shall only be applied;

the offers shall be evaluated and marked L1, L2, L3 etc. L1 being the lowest offer and then

others in ascending order in case price is the only criteria, or evaluated and marked H1,

H2, H3 etc. in descending order.

Page 27 of 80


material nonconformities or omissions on


a mentioned in this RFP document.

If Technical bids have been invited, they shall be tabulated by the bid evaluation


criteria for qualification set out in the bidding document.

The members of bid evaluation committee shall give their recommendations below the


he number of firms qualified in technical evaluation, if less than three and it is considered


ceedings.

The bidders who qualified in the technical evaluation shall be informed in writing about the

essful Bid and Award of Contract) below, the

the financial bids of the bidders who qualified in technical evaluation shall be opened at the

he bid evaluation committee in the presence of the bidders

the process of opening, marking and signing on the financial bids shall be as prescribed in

given by them and conditions put, if any, shall be read

the evaluation shall include all costs and all taxes and duties applicable to the bidder as per

cal Authorities, and the evaluation criteria

the offers shall be evaluated and marked L1, L2, L3 etc. L1 being the lowest offer and then

, or evaluated and marked H1,

g) the bid evaluation committee shall prepare a comparative statement in tabular form in

accordance with rules along with its report on evaluation of financial bids and recommend

the lowest offer for acceptance to the procuring entity, if price is the only criterion, or most

advantageous bid in other case;

h) The members of bids evaluation committee shall

table regarding lowest bid or most advantageous bid and sign it.

i) it shall be ensured that the offer recommended for sanction is justifiable looking to the

prevailing market rates of the works or service required to be

18) Correction of Arithmetic Errors in Financial Bids

The bid evaluation committee shall correct arithmetical errors in substantially responsive bids,

on the following basis, namely:

a) if there is a discrepancy between the unit price and the tota

multiplying the unit price and quantity, the unit price shall prevail and the total price shall

be corrected, unless in the opinion of the bid evaluation committee there is an obvious

misplacement of the decimal point in the uni

shall govern and the unit price shall be corrected;

b) if there is an error in a total corresponding to the addition or subtraction of subtotals, the

subtotals shall prevail and the total shall be corrected;

c) if there is a discrepancy between words and figures, the amount in words shall prevail,

unless the amount expressed in words is related to an arithmetic error, in which case the

amount in figures shall prevail subject to clause (a) and (b) above.

19) Comparison of rates of firms outside and those in Rajasthan

While tabulating the financial bids of those firms which are not entitled to price preference, the

element of Rajasthan Value Added Tax (RVAT) shall be excluded from the rates quoted by the

firms of Rajasthan and the element of Central Sales Tax (CST) shall be included in the rates of

firms from outside Rajasthan for financial bid evaluation purpose.

20) Price/ purchase preference in evaluation

Price and/ or purchase preference notified by the Stat

in the bidding document shall be considered in the evaluation of bids and award of contract.

21) Negotiations


the bid evaluation committee shall prepare a comparative statement in tabular form in

ith rules along with its report on evaluation of financial bids and recommend


advantageous bid in other case;

The members of bids evaluation committee shall give their recommendations below the

table regarding lowest bid or most advantageous bid and sign it.

it shall be ensured that the offer recommended for sanction is justifiable looking to the

prevailing market rates of the works or service required to be procured.

Correction of Arithmetic Errors in Financial Bids


on the following basis, namely: -

if there is a discrepancy between the unit price and the total price that is obtained by



misplacement of the decimal point in the unit price, in which case the total price as quoted

shall govern and the unit price shall be corrected;

if there is an error in a total corresponding to the addition or subtraction of subtotals, the

subtotals shall prevail and the total shall be corrected; and

if there is a discrepancy between words and figures, the amount in words shall prevail,


amount in figures shall prevail subject to clause (a) and (b) above.

Comparison of rates of firms outside and those in Rajasthan



of Rajasthan and the element of Central Sales Tax (CST) shall be included in the rates of

firms from outside Rajasthan for financial bid evaluation purpose.

Price/ purchase preference in evaluation

Price and/ or purchase preference notified by the State Government (GoR) and as mentioned


Page 28 of 80


the bid evaluation committee shall prepare a comparative statement in tabular form in

ith rules along with its report on evaluation of financial bids and recommend


give their recommendations below the

it shall be ensured that the offer recommended for sanction is justifiable looking to the


l price that is obtained by



t price, in which case the total price as quoted

if there is an error in a total corresponding to the addition or subtraction of subtotals, the

if there is a discrepancy between words and figures, the amount in words shall prevail,




of Rajasthan and the element of Central Sales Tax (CST) shall be included in the rates of

e Government (GoR) and as mentioned


a) Except in case of procurement by method of single source procurement or procurement by

competitive negotiations, to the extent possible, no negotiations shall be conducted.

b) Negotiations may, however, be undertaken only with the lowest or most advantageous

bidder when the rates are considered to be much higher than the prevailing market rates.

c) The bid evaluation committee shall have full powers to undertake negotiations. Detailed

reasons and results of negotiations shall be recorded in the proceedings.

d) The lowest or most advantageous bidder shall be informed in writing either through

messenger or by registered letter and e

shall be given for calling negotiations. In case of urgency the bid evaluation committee,

after recording reasons, may reduce the time, provided the lowest or most advantageous

bidder has received the intimation and consented to regarding holding of negotiations.

e) Negotiations shall not make the original offer made by the bidder inoperative. The bid

evaluation committee shall have option to consider the original offer in case the bidder

decides to increase rates originally quoted or imposes any new terms or conditions.

f) In case of non-satisfactory achievement of rates from lowest or most advantageous bidder

the bid evaluation committee may choose to make a written counter offer to the lowest or

most advantageous bidder and if this is not accepted by him, the committee may decide to

reject and re-invite bids or to make the same counter

most advantageous bidder, then to the third lowest or most advantageous bidder and so on

in the order of their initial standing and work/ supply order be awarded to the bidder who

accepts the counter-offer. This procedure would be used in exc

g) In case the rates even after the negotiations are considered very high, fresh bids shall be

invited.

22) Exclusion of Bids/ Disqualification

a) A procuring entity shall exclude/ disqualify a bid, if:

a. the information submitted,

constituted a misrepresentation; or

b. the information submitted, concerning the qualifications of the bidder, was materially

inaccurate or incomplete; and

c. the bidder is not qualified as per pre

bidding document;

d. the bid materially departs from the requirements specified in the bidding document or it

contains false information;

e. the bidder, submitting the bid, his agent or any one acting on his beh

to give, to any officer or employee of the procuring entity or other governmental


procurement by method of single source procurement or procurement by


Negotiations may, however, be undertaken only with the lowest or most advantageous

rates are considered to be much higher than the prevailing market rates.

The bid evaluation committee shall have full powers to undertake negotiations. Detailed

reasons and results of negotiations shall be recorded in the proceedings.

advantageous bidder shall be informed in writing either through

messenger or by registered letter and e-mail (if available). A minimum time of seven days


ing reasons, may reduce the time, provided the lowest or most advantageous


Negotiations shall not make the original offer made by the bidder inoperative. The bid

tion committee shall have option to consider the original offer in case the bidder


satisfactory achievement of rates from lowest or most advantageous bidder



invite bids or to make the same counter-offer first to the sec



offer. This procedure would be used in exceptional cases only.

In case the rates even after the negotiations are considered very high, fresh bids shall be

Exclusion of Bids/ Disqualification

A procuring entity shall exclude/ disqualify a bid, if: -

the information submitted, concerning the qualifications of the bidder, was false or

constituted a misrepresentation; or

the information submitted, concerning the qualifications of the bidder, was materially

inaccurate or incomplete; and

the bidder is not qualified as per pre-qualification/ eligibility criteria mentioned in the

the bid materially departs from the requirements specified in the bidding document or it

contains false information;

the bidder, submitting the bid, his agent or any one acting on his behalf, gave or agreed


Page 29 of 80


procurement by method of single source procurement or procurement by


Negotiations may, however, be undertaken only with the lowest or most advantageous

rates are considered to be much higher than the prevailing market rates.

The bid evaluation committee shall have full powers to undertake negotiations. Detailed

advantageous bidder shall be informed in writing either through

mail (if available). A minimum time of seven days


ing reasons, may reduce the time, provided the lowest or most advantageous


Negotiations shall not make the original offer made by the bidder inoperative. The bid

tion committee shall have option to consider the original offer in case the bidder


satisfactory achievement of rates from lowest or most advantageous bidder,



offer first to the second lowest or



eptional cases only.

In case the rates even after the negotiations are considered very high, fresh bids shall be

concerning the qualifications of the bidder, was false or

the information submitted, concerning the qualifications of the bidder, was materially

ification/ eligibility criteria mentioned in the

the bid materially departs from the requirements specified in the bidding document or it

alf, gave or agreed


authority a gratification in any form, or any other thing of

influence the procurement process;

f. a bidder, in the opinion of the procuring entity, has a conflict of interest materially

affecting fair competition.

b) A bid shall be excluded/ disqualified as soon as the cause for its exclusion/ d

is discovered.

c) Every decision of a procuring entity to exclude a bid shall be for reasons to be recorded in

writing and shall be: -

a. communicated to the concerned bidder in writing;

b. published on the State Public Procurement Portal, if app 23) Lack of competition

a) A situation may arise where, if after evaluation of bids, the bid evaluation committee may

end-up with one responsive bid only. In such situation, the bid evaluation committee would

check as to whether while floating the NI

competition like standard bid conditions, industry friendly specifications, wide publicity,

sufficient time for formulation of bids, etc were fulfilled. If not, the NIB would be re

after rectifying deficiencies. The bid process shall be considered valid even if there is one

responsive bid, provided that:

a. the bid is technically qualified;

b. the price quoted by the bidder is assessed to be reasonable;

c. the bid is unconditional and complete in all respects;

d. there are no obvious indicators of cartelization amongst bidders; and

e. the bidder is qualified as per the provisions of pre

bidding document

b) The bid evaluation committee shall prepare a justification note for

higher authority of the procuring entity, with the concurrence of the accounts member.

c) In case of dissent by any member of bid evaluation committee, the next higher authority in

delegation of financial powers shall decide as to whethe

invite bids after recording reasons.

d) If a decision to re-invite the bids is taken, market assessment shall be carried out for

estimation of market depth, eligibility criteria and cost estimate.

24) Acceptance of the successful bid and award of contract

a) The procuring entity after considering the recommendations of the bid evaluation

committee and the conditions of bid, if any, financial implications, trials, sample testing and


authority a gratification in any form, or any other thing of value, so as to unduly

influence the procurement process;

a bidder, in the opinion of the procuring entity, has a conflict of interest materially

affecting fair competition.

A bid shall be excluded/ disqualified as soon as the cause for its exclusion/ d

Every decision of a procuring entity to exclude a bid shall be for reasons to be recorded in

communicated to the concerned bidder in writing;

published on the State Public Procurement Portal, if applicable.

A situation may arise where, if after evaluation of bids, the bid evaluation committee may

up with one responsive bid only. In such situation, the bid evaluation committee would

check as to whether while floating the NIB all necessary requirements to encourage


sufficient time for formulation of bids, etc were fulfilled. If not, the NIB would be re

cies. The bid process shall be considered valid even if there is one

responsive bid, provided that: -

the bid is technically qualified;

the price quoted by the bidder is assessed to be reasonable;

the bid is unconditional and complete in all respects;

there are no obvious indicators of cartelization amongst bidders; and

the bidder is qualified as per the provisions of pre-qualification/ eligibility criteria in the

The bid evaluation committee shall prepare a justification note for approval by the next


In case of dissent by any member of bid evaluation committee, the next higher authority in

delegation of financial powers shall decide as to whether to sanction the single bid or re

invite bids after recording reasons.

invite the bids is taken, market assessment shall be carried out for

estimation of market depth, eligibility criteria and cost estimate.

sful bid and award of contract

The procuring entity after considering the recommendations of the bid evaluation


Page 30 of 80


value, so as to unduly

a bidder, in the opinion of the procuring entity, has a conflict of interest materially

A bid shall be excluded/ disqualified as soon as the cause for its exclusion/ disqualification

Every decision of a procuring entity to exclude a bid shall be for reasons to be recorded in

A situation may arise where, if after evaluation of bids, the bid evaluation committee may

up with one responsive bid only. In such situation, the bid evaluation committee would

B all necessary requirements to encourage


sufficient time for formulation of bids, etc were fulfilled. If not, the NIB would be re-floated

cies. The bid process shall be considered valid even if there is one

qualification/ eligibility criteria in the

approval by the next


In case of dissent by any member of bid evaluation committee, the next higher authority in

r to sanction the single bid or re-

invite the bids is taken, market assessment shall be carried out for

The procuring entity after considering the recommendations of the bid evaluation


test reports, etc., shall accept or reject the successful bid. If any member of the bid

evaluation committee, has disagreed or given its note of dissent, the matter shall be

referred to the next higher authorit

b) Decision on bids shall be taken within original validity period of bids and time period

allowed to procuring entity for taking decision. If the decision is not taken within the original

validity period or time limit allowed for taking decision, the matter shall be referred to the

next higher authority in delegation of financial powers for decision.

c) Before award of the contract, the procuring entity shall ensure that the price of successful

bid is reasonable and consistent with the required quality.

d) A bid shall be treated as successful only after the competent authority has approved the

procurement in terms of that bid.

e) The procuring entity shall award the contract to the bidder whose offer has been

determined to be the lowest or most advantageous in accordance with the evaluation

criteria set out in the bidding document and if the bidder has been determined to be

qualified to perform the contract satisfactorily on the basis of qualification criteria

the bidders in the bidding document for the subject matter of procurement.

f) Prior to the expiration of the period of bid validity, the procuring entity shall inform the

successful bidder, in writing, that its bid has been accepted.

g) As soon as a bid is accepted by the competent authority, its written intimation shall be sent

to the concerned bidder by registered post or email and asked to execute an agreement in

the format given in the bidding documents on a non

deposit the amount of performance security or a performance security declaration, if

applicable, within a period specified in the bidding documents or where the period is not

specified in the bidding documents then within fifteen days from the date on w

of acceptance or letter of intent is dispatched to the bidder.

h) If the issuance of formal letter of acceptance is likely to take time, in the meanwhile a Letter

of Intent (LOI) may be sent to the bidder. The acceptance of an offer is comple

as the letter of acceptance or letter of intent is posted and/ or sent by email (if available) to

the address of the bidder given in the bidding document. Until a formal contract is

executed, the letter of acceptance or LOI shall constitute a bi

i) The bid security of the bidders whose bids could not be accepted shall be refunded soon

after the contract with the successful bidder is signed and its performance security is

obtained.

25) Information and publication of award

Information of award of contract shall be communicated to all participating bidders and

published on the respective website(s) as specified in NIB.




referred to the next higher authority, as per delegation of financial powers, for decision.

Decision on bids shall be taken within original validity period of bids and time period


od or time limit allowed for taking decision, the matter shall be referred to the

next higher authority in delegation of financial powers for decision.

Before award of the contract, the procuring entity shall ensure that the price of successful

sonable and consistent with the required quality.

A bid shall be treated as successful only after the competent authority has approved the

procurement in terms of that bid.

The procuring entity shall award the contract to the bidder whose offer has been



qualified to perform the contract satisfactorily on the basis of qualification criteria


Prior to the expiration of the period of bid validity, the procuring entity shall inform the

successful bidder, in writing, that its bid has been accepted.

bid is accepted by the competent authority, its written intimation shall be sent


the format given in the bidding documents on a non-judicial stamp of requisite value a



specified in the bidding documents then within fifteen days from the date on w

of acceptance or letter of intent is dispatched to the bidder.

If the issuance of formal letter of acceptance is likely to take time, in the meanwhile a Letter

of Intent (LOI) may be sent to the bidder. The acceptance of an offer is comple



executed, the letter of acceptance or LOI shall constitute a binding contract.

The bid security of the bidders whose bids could not be accepted shall be refunded soon


Information and publication of award

of award of contract shall be communicated to all participating bidders and

published on the respective website(s) as specified in NIB.

Page 31 of 80




y, as per delegation of financial powers, for decision.

Decision on bids shall be taken within original validity period of bids and time period


od or time limit allowed for taking decision, the matter shall be referred to the

Before award of the contract, the procuring entity shall ensure that the price of successful

A bid shall be treated as successful only after the competent authority has approved the

The procuring entity shall award the contract to the bidder whose offer has been



qualified to perform the contract satisfactorily on the basis of qualification criteria fixed for


Prior to the expiration of the period of bid validity, the procuring entity shall inform the

bid is accepted by the competent authority, its written intimation shall be sent


judicial stamp of requisite value and



specified in the bidding documents then within fifteen days from the date on which the letter

If the issuance of formal letter of acceptance is likely to take time, in the meanwhile a Letter

of Intent (LOI) may be sent to the bidder. The acceptance of an offer is complete as soon



nding contract.

The bid security of the bidders whose bids could not be accepted shall be refunded soon


of award of contract shall be communicated to all participating bidders and

26) Procuring entity’s right to accept or reject any or all bids

The Procuring entity reserves the right to accept or reject any bid, and to annul (cancel) the

bidding process and reject all bids at any time prior to award of contract, without thereby

incurring any liability to the bidders.

27) Right to vary quantity

a) At the time of award of contract, the quantity of works or services originally specified in the

bidding documents may be increased, but such increase shall not exceed 50% of the

quantity specified in the bidding documents

prices or other terms and conditions of the bid and the bidding documents.

b) If the procuring entity does not procure any subject matter of procurement or procures less

than the quantity specified in the bidding

the bidder shall not be entitled for any claim or compensation.

c) Repeat orders for additional quantities may be placed on the rates and conditions given in

the contract (if the original order was given after

completion period may also be proportionately increased. The limits of repeat order shall

be as under: -

a. 50% of the quantity of the individual items and 50% of the value of original contract in

case of works; and

b. 50% of the value of services of the original contract. 28) Performance Security

a) Prior to execution of agreement, Performance security shall be solicited from all successful

bidders except the departments of the State Government and undertakings, corpor

autonomous bodies, registered societies, co

controlled or managed by the State Government and undertakings of the Central

Government. However, a performance security declaration shall be taken from them. The

State Government may relax the provision of performance security in particular

procurement or any class of procurement.

b) The amount of performance security shall be 5% of the amount of supply order in case of

procurement of services. In case of Small Scale

1% of the amount of quantity ordered for supply of services and in case of sick industries,

other than SSI, whose cases are pending before the Board of Industrial and Financial

Reconstruction (BIFR), it shall be 2

c) Performance security shall be furnished in any one of the following forms:


to accept or reject any or all bids



bidders.

At the time of award of contract, the quantity of works or services originally specified in the


quantity specified in the bidding documents. It shall be without any change in the unit


If the procuring entity does not procure any subject matter of procurement or procures less

than the quantity specified in the bidding documents due to change in circumstances,

the bidder shall not be entitled for any claim or compensation.

Repeat orders for additional quantities may be placed on the rates and conditions given in

the contract (if the original order was given after inviting open competitive bids). Delivery or


50% of the quantity of the individual items and 50% of the value of original contract in

50% of the value of services of the original contract.

Prior to execution of agreement, Performance security shall be solicited from all successful

bidders except the departments of the State Government and undertakings, corpor

autonomous bodies, registered societies, co-operative societies which are owned or



tate Government may relax the provision of performance security in particular

procurement or any class of procurement.

The amount of performance security shall be 5% of the amount of supply order in case of

procurement of services. In case of Small Scale Industries (SSI) of Rajasthan, it shall be



Reconstruction (BIFR), it shall be 2% of the amount of supply order.

Performance security shall be furnished in any one of the following forms:

Page 32 of 80




At the time of award of contract, the quantity of works or services originally specified in the


. It shall be without any change in the unit


If the procuring entity does not procure any subject matter of procurement or procures less

documents due to change in circumstances,

Repeat orders for additional quantities may be placed on the rates and conditions given in

inviting open competitive bids). Delivery or


50% of the quantity of the individual items and 50% of the value of original contract in

Prior to execution of agreement, Performance security shall be solicited from all successful

bidders except the departments of the State Government and undertakings, corporations,

operative societies which are owned or



tate Government may relax the provision of performance security in particular

The amount of performance security shall be 5% of the amount of supply order in case of

Industries (SSI) of Rajasthan, it shall be



Performance security shall be furnished in any one of the following forms: -

a. deposit though eGRAS;

b. Bank Draft or Banker's Cheque

c. National Savings Certificates and any other script/ instrument under National

Savings Schemes for promotion of small savings issued by a Post Office in

Rajasthan, if the same can be pledged under the relevant rules. They shall be

accepted at their surrender value at the time of bid and formally transferred in the

name of procuring entity with the approval of Head Post Master;

d. Bank guarantee/s of a scheduled bank. It shall be got verified from the issuing

bank. Other conditions reg

the bidding document for bid security;

e. Fixed Deposit Receipt (FDR) of a scheduled bank. It shall be in the name of

procuring entity on account of bidder and discharged by the bidder in advance. The

procuring entity shall ensure before accepting the FDR that the bidder furnishes an

undertaking from the bank to make payment/ premature payment of the FDR on

demand to the procuring entity without requirement of consent of the bidder

concerned. In the event of

shall be forfeited along with interest earned on such Fixed Deposit.

d) Performance security furnished in the form specified in clause [b.] to [e.] of (c) above shall

remain valid for a period of 60

obligations of the bidder, including warranty obligations and maintenance and defect

liability period.

e) Forfeiture of Security Deposit: Security amount in full or part may be forfeited, including

interest, if any, in the following cases:

a. When any terms and condition of the contract is breached.

b. When the bidder fails to make complete supply satisfactorily.

c. if the bidder breaches any provision of code of integrity, prescribed for bidders,


f) Notice will be given to the bidder with reasonable time before PSD deposited is forfeited.

g) No interest shall be payable on the PSD. 29) Execution of agreement

a) A procurement contract shall come into force from the date on which

acceptance or letter of intent is despatched to the bidder.

b) The successful bidder shall sign the procurement contract within 15 days from the date on

which the letter of acceptance or letter of intent is despatched to the successful bidder.

c) If the bidder, whose bid has been accepted, fails to sign a written procurement contract or

fails to furnish the required performance security within specified period, the procuring


deposit though eGRAS;

Bank Draft or Banker's Cheque of a scheduled bank;

National Savings Certificates and any other script/ instrument under National




name of procuring entity with the approval of Head Post Master;

Bank guarantee/s of a scheduled bank. It shall be got verified from the issuing

bank. Other conditions regarding bank guarantee shall be same as mentioned in

the bidding document for bid security;

Fixed Deposit Receipt (FDR) of a scheduled bank. It shall be in the name of


ring entity shall ensure before accepting the FDR that the bidder furnishes an



concerned. In the event of forfeiture of the performance security, the Fixed Deposit


Performance security furnished in the form specified in clause [b.] to [e.] of (c) above shall

remain valid for a period of 60 days beyond the date of completion of all contractual


Forfeiture of Security Deposit: Security amount in full or part may be forfeited, including

interest, if any, in the following cases:-

When any terms and condition of the contract is breached.

When the bidder fails to make complete supply satisfactorily.


ed in the bidding document.

Notice will be given to the bidder with reasonable time before PSD deposited is forfeited.

No interest shall be payable on the PSD.

A procurement contract shall come into force from the date on which the letter of

acceptance or letter of intent is despatched to the bidder.

The successful bidder shall sign the procurement contract within 15 days from the date on


If the bidder, whose bid has been accepted, fails to sign a written procurement contract or


Page 33 of 80


National Savings Certificates and any other script/ instrument under National




Bank guarantee/s of a scheduled bank. It shall be got verified from the issuing

arding bank guarantee shall be same as mentioned in

Fixed Deposit Receipt (FDR) of a scheduled bank. It shall be in the name of


ring entity shall ensure before accepting the FDR that the bidder furnishes an



forfeiture of the performance security, the Fixed Deposit


Performance security furnished in the form specified in clause [b.] to [e.] of (c) above shall

days beyond the date of completion of all contractual


Forfeiture of Security Deposit: Security amount in full or part may be forfeited, including


Notice will be given to the bidder with reasonable time before PSD deposited is forfeited.

the letter of

The successful bidder shall sign the procurement contract within 15 days from the date on


If the bidder, whose bid has been accepted, fails to sign a written procurement contract or


entity shall take action against the successful bidder as per the provisions of the bidding

document and Act. The procuring entity may, in such case, cancel the procurement

process or if it deems fit, offer for acceptance the rates of

bidder to the next lowest or most advantageous bidder, in accordance with the criteria and

procedures set out in the bidding document.

d) The bidder will be required to execute the agreement on a non

value at its cost and to be purchase from anywhere in Rajasthan only.

30) Confidentiality

a) Notwithstanding anything contained in this bidding document but subject to the provisions

of any other law for the time being in force providing for disclosure of

procuring entity shall not disclose any information if such disclosure, in its opinion, is likely

to: -

a. impede enforcement of any law;

b. affect the security or strategic interests of India;

c. affect the intellectual property rights or legitim

d. affect the legitimate commercial interests of the procuring entity in situations that may

include when the procurement relates to a project in which the procuring entity is to

make a competitive bid, or the inte

b) The procuring entity shall treat all communications with bidders related to the procurement

process in such manner as to avoid their disclosure to competing bidders or to any other

person not authorised to have access to such information.

c) The procuring entity may impose on bidders and sub

fulfilling the terms of the procurement contract, conditions aimed at protecting information,

the disclosure of which violates (a) above

d) In addition to the restrictions specified above, the procuring entity, while procuring a subject

matter of such nature which requires the procuring entity to maintain confidentiality, may

impose condition for protecting confidentiality of such informati

31) Cancellation of procurement process

a) If any procurement process has been cancelled, it shall not be reopened but it shall not

prevent the procuring entity from initiating a new procurement process for the same subject

matter of procurement, if requir

b) A procuring entity may, for reasons to be recorded in writing, cancel the process of

procurement initiated by it

a. at any time prior to the acceptance of the successful bid; or

b. after the successful bid is accepted in accordance with (d) and (e)

RFP for hiring of CA services u



process or if it deems fit, offer for acceptance the rates of lowest or most advantageous


procedures set out in the bidding document.

The bidder will be required to execute the agreement on a non-judicial stamp of specified

alue at its cost and to be purchase from anywhere in Rajasthan only.

Notwithstanding anything contained in this bidding document but subject to the provisions

of any other law for the time being in force providing for disclosure of


impede enforcement of any law;

affect the security or strategic interests of India;

affect the intellectual property rights or legitimate commercial interests of bidders;

affect the legitimate commercial interests of the procuring entity in situations that may


make a competitive bid, or the intellectual property rights of the procuring entity.

The procuring entity shall treat all communications with bidders related to the procurement


have access to such information.

The procuring entity may impose on bidders and sub-contractors, if there are any for


the disclosure of which violates (a) above.

In addition to the restrictions specified above, the procuring entity, while procuring a subject


impose condition for protecting confidentiality of such information.

Cancellation of procurement process

If any procurement process has been cancelled, it shall not be reopened but it shall not


matter of procurement, if required.

A procuring entity may, for reasons to be recorded in writing, cancel the process of

procurement initiated by it -

at any time prior to the acceptance of the successful bid; or

after the successful bid is accepted in accordance with (d) and (e) below.

Page 34 of 80




lowest or most advantageous


judicial stamp of specified

Notwithstanding anything contained in this bidding document but subject to the provisions

of any other law for the time being in force providing for disclosure of information, a


ate commercial interests of bidders;

affect the legitimate commercial interests of the procuring entity in situations that may


llectual property rights of the procuring entity.

The procuring entity shall treat all communications with bidders related to the procurement


contractors, if there are any for


In addition to the restrictions specified above, the procuring entity, while procuring a subject


If any procurement process has been cancelled, it shall not be reopened but it shall not


A procuring entity may, for reasons to be recorded in writing, cancel the process of

below.

c) The procuring entity shall not open any bids or proposals after taking a decision to cancel

the procurement and shall return such unopened bids or proposals

d) The decision of the procuring entity to cancel the procurement and reasons for such

decision shall be immediately communicated to all bidders that participated in the

procurement process.

e) If the bidder whose bid has been accepted as successful

procurement contract as required, or fails to provide any required security for the

performance of the contract, the procuring entity may cancel the procurement process.

f) If a bidder is convicted of any offence under the Act, the

a. cancel the relevant procurement process if the bid of the convicted bidder has been

declared as successful but no procurement contract has been entered into;

b. rescind (cancel) the relevant contract or forfeit the payment of all or

contract value if the procurement contract has been entered into between the procuring

entity and the convicted bidder.

32) Code of Integrity for Bidders

a) No person participating in a procurement process shall act in contravention of the code

integrity prescribed by the State Government.

b) The code of integrity include provisions for:

a. Prohibiting

i. any offer, solicitation or acceptance of any bribe, reward or gift or any material

benefit, either directly or indirectly, in exchange for an un

procurement process or to otherwise influence the procurement process;

ii. any omission, including a misrepresentation that misleads or attempts to mislead

so as to obtain a financial or other benefit or avoid an obligation;

iii. any collusion, bid rigging or anti

fairness and progress of the procurement process;

iv. improper use of information shared between the procuring entity and the bidders

with an intent to gain unfair advantage in t

gain;

v. any financial or business transactions between the bidder and any officer or

employee of the procuring entity;

vi. any coercion including impairing or harming or threatening to do the same, directly

or indirectly, to any party or to its property to influence the procurement process;

vii. any obstruction of any investigation or audit of a procurement process;

b. disclosure of conflict of interest;


The procuring entity shall not open any bids or proposals after taking a decision to cancel

the procurement and shall return such unopened bids or proposals.

The decision of the procuring entity to cancel the procurement and reasons for such


If the bidder whose bid has been accepted as successful fails to sign any written



If a bidder is convicted of any offence under the Act, the procuring entity may:

cancel the relevant procurement process if the bid of the convicted bidder has been


rescind (cancel) the relevant contract or forfeit the payment of all or


entity and the convicted bidder.

Code of Integrity for Bidders

No person participating in a procurement process shall act in contravention of the code

integrity prescribed by the State Government.

The code of integrity include provisions for: -

any offer, solicitation or acceptance of any bribe, reward or gift or any material

benefit, either directly or indirectly, in exchange for an unfair advantage in the


any omission, including a misrepresentation that misleads or attempts to mislead

so as to obtain a financial or other benefit or avoid an obligation;

collusion, bid rigging or anti-competitive behaviour to impair the transparency,

fairness and progress of the procurement process;

improper use of information shared between the procuring entity and the bidders

with an intent to gain unfair advantage in the procurement process or for personal

any financial or business transactions between the bidder and any officer or

employee of the procuring entity;

any coercion including impairing or harming or threatening to do the same, directly

to any party or to its property to influence the procurement process;

any obstruction of any investigation or audit of a procurement process;

disclosure of conflict of interest;

Page 35 of 80


The procuring entity shall not open any bids or proposals after taking a decision to cancel

The decision of the procuring entity to cancel the procurement and reasons for such


fails to sign any written



procuring entity may: -

cancel the relevant procurement process if the bid of the convicted bidder has been


rescind (cancel) the relevant contract or forfeit the payment of all or a part of the


No person participating in a procurement process shall act in contravention of the code of

any offer, solicitation or acceptance of any bribe, reward or gift or any material

fair advantage in the


any omission, including a misrepresentation that misleads or attempts to mislead

competitive behaviour to impair the transparency,

improper use of information shared between the procuring entity and the bidders

he procurement process or for personal

any financial or business transactions between the bidder and any officer or

any coercion including impairing or harming or threatening to do the same, directly

to any party or to its property to influence the procurement process;

any obstruction of any investigation or audit of a procurement process;

c. disclosure by the bidder of any previous transgressions with any entity in India or any

other country during the last three years or of any debarment by any other procuring

entity.

c) Without prejudice to the provisions below, in case

a bidder or prospective bidder, as the case may be, the procuring entity may take

appropriate measures including:

a. exclusion of the bidder from the procurement process;

b. calling-off of pre-contract negotiations a

c. forfeiture or encashment of any other security or bond relating to the procurement;

d. recovery of payments made by the procuring entity along with interest thereon at bank

rate;

e. cancellation of the relevant con

the procuring entity;

f. debarment of the bidder from participation in future procurements of the procuring

entity for a period not exceeding three years.

33) Interference with Procurement Process

A bidder, who: -

a) withdraws from the procurement process after opening of financial bids;

b) withdraws from the procurement process after being declared the successful bidder;

c) fails to enter into procurement contract after being declared the successful bidder;

d) fails to provide performance security or any other document or security required in terms

of the bidding documents after being declared the successful bidder, without valid

grounds,

shall, in addition to the recourse available in the bidding document or t

punished with fine which may extend to fifty lakh rupees or ten per cent of the assessed

value of procurement, whichever is less.

34) Appeals

a) Subject to “Appeal not to lie in certain cases” below, if any bidder or prospective bidder is

aggrieved that any decision, action or omission of the procuring entity is in contravention to

the provisions of the Act or the rules or guidelines issued thereunder, he may file an appeal

to such officer of the procuring entity, as may be designated by it for

period of 10 days from the date of such decision or action, omission, as the case may be,

clearly giving the specific ground or grounds on which he feels aggrieved:


disclosure by the bidder of any previous transgressions with any entity in India or any


Without prejudice to the provisions below, in case of any breach of the code of integrity by


appropriate measures including: -

exclusion of the bidder from the procurement process;

contract negotiations and forfeiture or encashment of bid security;

forfeiture or encashment of any other security or bond relating to the procurement;

recovery of payments made by the procuring entity along with interest thereon at bank

cancellation of the relevant contract and recovery of compensation for loss incurred by

debarment of the bidder from participation in future procurements of the procuring

entity for a period not exceeding three years.

Interference with Procurement Process

withdraws from the procurement process after opening of financial bids;

withdraws from the procurement process after being declared the successful bidder;

fails to enter into procurement contract after being declared the successful bidder;

fails to provide performance security or any other document or security required in terms


shall, in addition to the recourse available in the bidding document or t


value of procurement, whichever is less.

Subject to “Appeal not to lie in certain cases” below, if any bidder or prospective bidder is

ieved that any decision, action or omission of the procuring entity is in contravention to


to such officer of the procuring entity, as may be designated by it for the purpose, within a


clearly giving the specific ground or grounds on which he feels aggrieved:

Page 36 of 80

under eMitra Project

disclosure by the bidder of any previous transgressions with any entity in India or any


of any breach of the code of integrity by


nd forfeiture or encashment of bid security;

forfeiture or encashment of any other security or bond relating to the procurement;

recovery of payments made by the procuring entity along with interest thereon at bank

tract and recovery of compensation for loss incurred by

debarment of the bidder from participation in future procurements of the procuring

withdraws from the procurement process after being declared the successful bidder;

fails to enter into procurement contract after being declared the successful bidder;

fails to provide performance security or any other document or security required in terms


shall, in addition to the recourse available in the bidding document or the contract, be


Subject to “Appeal not to lie in certain cases” below, if any bidder or prospective bidder is

ieved that any decision, action or omission of the procuring entity is in contravention to


the purpose, within a


a. Provided that after the declaration of a bidder as successful in terms of “Award of

Contract”, the appeal may be filed only by a bidder who has participated in

procurement proceedings:

b. Provided further that in case a procur

opening of the financial bid, an appeal related to the matter of financial bid may be filed

only by a bidder whose technical bid is found to be acceptable.

b) The officer to whom an appeal is filed under (a)

expeditiously as possible and shall endeavour to dispose it of within 30 days from the date

of filing of the appeal.

c) If the officer designated under (a) above fails to dispose of the appeal filed under that sub

section within the period specified in (c) above, or if the bidder or prospective bidder or the

procuring entity is aggrieved by the order passed, the bidder or prospective bidder or the

procuring entity, as the case may be, may file a second appeal to an officer

designated by the State Government in this behalf within 15 days from the expiry of the

period specified in (c) above or of the date of receipt of the order passed under (b) above,

as the case may be.

d) The officer or authority to which an appe

appeal as expeditiously as possible and shall endeavour to dispose it of within 30 days

from the date of filing of the appeal:

e) The officer or authority to which an appeal may be filed under (a) or (d) above

: First Appellate Authority: Chairman, RISL

Second Appellate Authority: Principal Secretary, Finance Department, GoR

f) Form of Appeal:

a. Every appeal under (a) and (c) above shall be as per Annexure

many copies as there are res

b. Every appeal shall be accompanied by an order appealed against, if any, affidavit

verifying the facts stated in the appeal and proof of payment of fee.

c. Every appeal may be presented to First Appellate Authority or Second Appellate

Authority, as the case may be, in person or through registered post or authorised

representative.

g) Fee for Appeal: Fee for filing appeal:

a. Fee for first appeal shall be rupees two thousand five hundred and for second

appeal shall be rupees ten thousand, w

b. The fee shall be paid in the form of bank demand draft or banker’s cheque of a

Scheduled Bank payable in the name of Appellate Authority concerned.

h) Procedure for disposal of appeal:


Provided that after the declaration of a bidder as successful in terms of “Award of


procurement proceedings:

Provided further that in case a procuring entity evaluates the technical bid before the


only by a bidder whose technical bid is found to be acceptable.

The officer to whom an appeal is filed under (a) above shall deal with the appeal as


If the officer designated under (a) above fails to dispose of the appeal filed under that sub

within the period specified in (c) above, or if the bidder or prospective bidder or the


procuring entity, as the case may be, may file a second appeal to an officer



The officer or authority to which an appeal is filed under (c) above shall deal with the


from the date of filing of the appeal:

The officer or authority to which an appeal may be filed under (a) or (d) above

: First Appellate Authority: Chairman, RISL


Every appeal under (a) and (c) above shall be as per Annexure-11 along with as

many copies as there are respondents in the appeal.

Every appeal shall be accompanied by an order appealed against, if any, affidavit


Every appeal may be presented to First Appellate Authority or Second Appellate


Fee for Appeal: Fee for filing appeal:

Fee for first appeal shall be rupees two thousand five hundred and for second

appeal shall be rupees ten thousand, which shall be non-refundable.

The fee shall be paid in the form of bank demand draft or banker’s cheque of a


Procedure for disposal of appeal:

Page 37 of 80

services under eMitra Project

Provided that after the declaration of a bidder as successful in terms of “Award of


ing entity evaluates the technical bid before the


above shall deal with the appeal as


If the officer designated under (a) above fails to dispose of the appeal filed under that sub-

within the period specified in (c) above, or if the bidder or prospective bidder or the


procuring entity, as the case may be, may file a second appeal to an officer or authority



al is filed under (c) above shall deal with the


The officer or authority to which an appeal may be filed under (a) or (d) above shall be


11 along with as

Every appeal shall be accompanied by an order appealed against, if any, affidavit


Every appeal may be presented to First Appellate Authority or Second Appellate


Fee for first appeal shall be rupees two thousand five hundred and for second

refundable.

The fee shall be paid in the form of bank demand draft or banker’s cheque of a


a. The First Appellate Authority or Second Appellate Authority, as the case may be,

upon filing of appeal, shall issue notice accompanied by copy of appeal, affidavit

and documents, if any, to the respondents

b. On the date fixed for hearing, the First Appellate Authority or Second Appellate

Authority, as the case may be, shall,

i. hear all the parties to appeal present before him; and

ii. peruse or inspect documents, relevant records or

the matter.

c. After hearing the parties, perusal or inspection of documents and relevant records

or copies thereof relating to the matter, the Appellate Authority concerned shall

pass an order in writing and provide the copy of or

of cost.

d. The order passed under (c) shall also be placed on the State Public Procurement

Portal.

i) No information which would impair the protection of essential security interests of India, or

impede the enforcement of law

interests of the bidder or the procuring entity, shall be disclosed in a proceeding under an

appeal. 35) Stay of procurement proceedings

While hearing of an appeal, the officer or authority hearing

made in this behalf and after affording a reasonable opportunity of hearing to the parties

concerned, stay the procurement proceedings pending disposal of the appeal, if he, or it, is

satisfied that failure to do so is li

36) Vexatious Appeals & Complaints

Whoever intentionally files any vexatious, frivolous or malicious appeal or complaint under

the “The Rajasthan Transparency Public Procurement Act 2012”, with the intention of

delaying or defeating any procurement or causing loss to any procuring entity or any other

bidder, shall be punished with fine which may extend to twenty lakh rupees or five per cent of

the value of procurement, whichever is less.

37) Offenses by Firms/ Companies

a) Where an offence under “The Rajasthan Transparency Public Procurement Act 2012”

has been committed by a company, every person who at the time the offence was

committed was in charge of and was responsible to the company for the conduct of the

business of the company, as well as the company, shall be deemed to be guilty of having


The First Appellate Authority or Second Appellate Authority, as the case may be,


and documents, if any, to the respondents and fix date of hearing.

On the date fixed for hearing, the First Appellate Authority or Second Appellate

Authority, as the case may be, shall,-

hear all the parties to appeal present before him; and

peruse or inspect documents, relevant records or copies thereof relating to

After hearing the parties, perusal or inspection of documents and relevant records


pass an order in writing and provide the copy of order to the parties to appeal free

The order passed under (c) shall also be placed on the State Public Procurement

No information which would impair the protection of essential security interests of India, or

impede the enforcement of law or fair competition, or prejudice the legitimate commercial


Stay of procurement proceedings

While hearing of an appeal, the officer or authority hearing the appeal may, on an application



satisfied that failure to do so is likely to lead to miscarriage of justice.

Vexatious Appeals & Complaints



ng or defeating any procurement or causing loss to any procuring entity or any other


the value of procurement, whichever is less.

Offenses by Firms/ Companies

Where an offence under “The Rajasthan Transparency Public Procurement Act 2012”



he company, as well as the company, shall be deemed to be guilty of having

Page 38 of 80

P for hiring of CA services under eMitra Project

The First Appellate Authority or Second Appellate Authority, as the case may be,


On the date fixed for hearing, the First Appellate Authority or Second Appellate

copies thereof relating to

After hearing the parties, perusal or inspection of documents and relevant records


der to the parties to appeal free

The order passed under (c) shall also be placed on the State Public Procurement

No information which would impair the protection of essential security interests of India, or

or fair competition, or prejudice the legitimate commercial


the appeal may, on an application





ng or defeating any procurement or causing loss to any procuring entity or any other


Where an offence under “The Rajasthan Transparency Public Procurement Act 2012”



he company, as well as the company, shall be deemed to be guilty of having

committed the offence and shall be liable to be proceeded against and punished

accordingly:

Provided that nothing contained in this sub

for any punishment if he proves that the offence was committed without his knowledge or

that he had exercised all due diligence to prevent the commission of such o

b) Notwithstanding anything contained in (a) above, where an offence under this Act has

been committed by a company and it is proved that the offence has been committed with

the consent or connivance of or is attributable to any neglect on the part

manager, secretary or other officer of the company, such director, manager, secretary or

other officer shall also be deemed to be guilty of having committed such offence and

shall be liable to be proceeded against and punished accordingly.

c) For the purpose of this section

a. "company" means a body corporate and includes a limited liability partnership,

firm, registered society or co

individuals; and

b. "director" in relation to a limited liabil

firm.

d) Abetment of certain offenses: Whoever abets an offence punishable under this Act,

whether or not that offence is committed in consequence of that abetment, shall be

punished with the punishment provide 38) Debarment from Bidding

a) A bidder shall be debarred by the State Government if he has been convicted of an

offence

a. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or

b. under the Indian Penal Code, 1860 (Cent

for the time being in force, for causing any loss of life or property or causing a

threat to public health as part of execution of a public procurement contract.

b) A bidder debarred under (a) above shall not be

process of any procuring entity for a period not exceeding three years commencing from

the date on which he was debarred.

c) If a procuring entity finds that a bidder has breached the code of integrity prescribed in

terms of “Code of Integrity for bidders” above, it may debar the bidder for a period not

exceeding three years.

d) Where the entire bid security or the entire performance security or any substitute thereof,

as the case may be, of a bidder has been forfeited b

procurement process or procurement contract, the bidder may be debarred from



Provided that nothing contained in this sub-section shall render any such person liable


that he had exercised all due diligence to prevent the commission of such o

Notwithstanding anything contained in (a) above, where an offence under this Act has


the consent or connivance of or is attributable to any neglect on the part



shall be liable to be proceeded against and punished accordingly.

For the purpose of this section-

"company" means a body corporate and includes a limited liability partnership,

firm, registered society or cooperative society, trust or other association of

"director" in relation to a limited liability partnership or firm, means a partner in the

Abetment of certain offenses: Whoever abets an offence punishable under this Act,


punished with the punishment provided for the offence.

A bidder shall be debarred by the State Government if he has been convicted of an


under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other law



A bidder debarred under (a) above shall not be eligible to participate in a procurement


the date on which he was debarred.

If a procuring entity finds that a bidder has breached the code of integrity prescribed in

erms of “Code of Integrity for bidders” above, it may debar the bidder for a period not

Where the entire bid security or the entire performance security or any substitute thereof,

as the case may be, of a bidder has been forfeited by a procuring entity in respect of any


Page 39 of 80



section shall render any such person liable


that he had exercised all due diligence to prevent the commission of such offence.

Notwithstanding anything contained in (a) above, where an offence under this Act has


the consent or connivance of or is attributable to any neglect on the part of any director,



"company" means a body corporate and includes a limited liability partnership,

operative society, trust or other association of

ity partnership or firm, means a partner in the

Abetment of certain offenses: Whoever abets an offence punishable under this Act,


A bidder shall be debarred by the State Government if he has been convicted of an


ral Act No. 45 of 1860) or any other law



eligible to participate in a procurement


If a procuring entity finds that a bidder has breached the code of integrity prescribed in

erms of “Code of Integrity for bidders” above, it may debar the bidder for a period not

Where the entire bid security or the entire performance security or any substitute thereof,

y a procuring entity in respect of any


participating in any procurement process under

not exceeding three years.

e) The State Government or a procuring entity, as the case may be, shall not debar a bidder

under this section unless such bidder has been given a reasonable opportunity of being

heard.

39) Monitoring of Contract

a) An officer or a committee of officers named Contract Monitoring Committee (CMC) may

be nominated by procuring entity to monitor the progress of the contract during its

delivery period.

b) During the delivery period the CMC shall keep

and shall ensure that quantity of service delivery is in proportion to the total delivery

period given, if it is a severable contract, in which the delivery of the services is to be

obtained continuously or is batche

the form of completed work or entire contract like fabrication work, the process of

completion of work may be watched and inspections of the selected bidder’s premises

where the work is being comp

c) If delay in delivery of services is observed a performance notice would be given to the

selected bidder to speed up the delivery.

d) Any change in the constitution of the firm, etc. shall be notified forth with by the contractor

in writing to the procuring entity and such change shall not relieve any former member of

the firm, etc., from any liability under the contract.

e) No new partner/ partners shall be accepted in the firm by the selected bidder in respect

of the contract unless he/ they agree to abide by all its terms, conditions and deposits

with the procuring entity through a written agreement to this effect. The bidder’s receipt

for acknowledgement or that of any partners subsequently accepted as above shall bind

all of them and will be sufficient discharge for any of the purpose of the contract.

f) The selected bidder shall not assign or sub

to any other agency without the permission of procuring entity.


participating in any procurement process undertaken by the procuring entity for a period

not exceeding three years.

The State Government or a procuring entity, as the case may be, shall not debar a bidder


An officer or a committee of officers named Contract Monitoring Committee (CMC) may


During the delivery period the CMC shall keep a watch on the progress of the contract



obtained continuously or is batched. If the entire quantity of services is to be delivered in



where the work is being completed may be inspected.

If delay in delivery of services is observed a performance notice would be given to the

selected bidder to speed up the delivery.

Any change in the constitution of the firm, etc. shall be notified forth with by the contractor


the firm, etc., from any liability under the contract.

No new partner/ partners shall be accepted in the firm by the selected bidder in respect

ss he/ they agree to abide by all its terms, conditions and deposits



m and will be sufficient discharge for any of the purpose of the contract.

The selected bidder shall not assign or sub-let his contract or any substantial part thereof

to any other agency without the permission of procuring entity.

Page 40 of 80


taken by the procuring entity for a period

The State Government or a procuring entity, as the case may be, shall not debar a bidder


An officer or a committee of officers named Contract Monitoring Committee (CMC) may


a watch on the progress of the contract



d. If the entire quantity of services is to be delivered in



If delay in delivery of services is observed a performance notice would be given to the

Any change in the constitution of the firm, etc. shall be notified forth with by the contractor


No new partner/ partners shall be accepted in the firm by the selected bidder in respect

ss he/ they agree to abide by all its terms, conditions and deposits



m and will be sufficient discharge for any of the purpose of the contract.

let his contract or any substantial part thereof

6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT

Bidders should read these conditions carefully and comply strictly while sending their bids.

Definitions

For the purpose of clarity, the following words and expressions shall have the meanings hereby

assigned to them: -

a) “Contract” means the Agreement entered into between the Purchaser and the successful/

selected bidder, together with the Contract Documents referred

attachments, appendices, and all documents incorporated by reference therein. b) “Contract Documents” means the documents listed in the Agreement, including any

amendments thereto. c) “Contract Price” means the price payable to the s

Agreement, subject to such additions and adjustments thereto or deductions there from, as

may be made pursuant to the Contract. d) “Day” means a calendar day. e) “Delivery” means the completion of the services by

Purchaser in accordance with the terms and conditions set forth in the Contract. f) “Completion” means the fulfilment of the related services by the successful/ selected bidder in

accordance with the terms and condition g) “Purchaser” means the entity purchasing the services, as specified in the bidding document. h) “Subcontractor” means any natural person, private or government entity, or a combination of

the above, including its legal successors

services to be supplied or execution of any part of the related services is subcontracted by the

successful/ selected bidder. i) “Supplier/ Successful or Selected bidder” means the person, private or government

combination of the above, whose bid to perform the Contract has been accepted by the

Purchaser and is named as such in the Agreement, and includes the legal successors or

permitted assigns of the successful/ selected bidder. j) “The Site,” where applicable, means the designated project place(s) named in the bidding

document.

Note: The bidder shall be deemed to have carefully examined the specifications of the services to

be rendered. If the bidder has any doubts as to the meaning of any portion

of the specification, he shall, before submitting the bid and signing the contract refer the same to

the procuring entity and get clarifications.


GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT


purpose of clarity, the following words and expressions shall have the meanings hereby

“Contract” means the Agreement entered into between the Purchaser and the successful/

selected bidder, together with the Contract Documents referred to therein, including all

attachments, appendices, and all documents incorporated by reference therein.

“Contract Documents” means the documents listed in the Agreement, including any

“Contract Price” means the price payable to the successful/ selected bidder as specified in the


may be made pursuant to the Contract.

“Delivery” means the completion of the services by the successful/ selected bidder to the

Purchaser in accordance with the terms and conditions set forth in the Contract.

“Completion” means the fulfilment of the related services by the successful/ selected bidder in

accordance with the terms and conditions set forth in the Contract.

“Purchaser” means the entity purchasing the services, as specified in the bidding document.

“Subcontractor” means any natural person, private or government entity, or a combination of

the above, including its legal successors or permitted assigns, to whom any part of the


“Supplier/ Successful or Selected bidder” means the person, private or government



permitted assigns of the successful/ selected bidder.

applicable, means the designated project place(s) named in the bidding


be rendered. If the bidder has any doubts as to the meaning of any portion of these conditions or


the procuring entity and get clarifications.

Page 41 of 80



purpose of clarity, the following words and expressions shall have the meanings hereby

“Contract” means the Agreement entered into between the Purchaser and the successful/

to therein, including all

attachments, appendices, and all documents incorporated by reference therein.

“Contract Documents” means the documents listed in the Agreement, including any

uccessful/ selected bidder as specified in the


the successful/ selected bidder to the

Purchaser in accordance with the terms and conditions set forth in the Contract.

“Completion” means the fulfilment of the related services by the successful/ selected bidder in

“Purchaser” means the entity purchasing the services, as specified in the bidding document.

“Subcontractor” means any natural person, private or government entity, or a combination of

or permitted assigns, to whom any part of the


“Supplier/ Successful or Selected bidder” means the person, private or government entity, or a



applicable, means the designated project place(s) named in the bidding


of these conditions or


1) Contract Documents

Subject to the order of precedence set forth in the Agreement, all documents forming the

Contract (and all parts thereof) are intended to be correlative, complementary, and mutually

explanatory.

2) Interpretation

a) If the context so requires it, singular means plural and vice versa.

b) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser

and the Supplier/ Selected bidder and supersedes all communications, negotiations and

agreements (whether written or oral) of parties with respect thereto made prior to the date

of Contract.

c) Amendment: No amendment or other variation of the Contract shall be valid unless it is in

writing, is dated, expressly refers to the Contract, and is signed by a duly aut

representative of each party thereto.

d) Non-waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or

indulgence by either party in enforcing any of the terms and conditions of the Contract or

the granting of time by either p

of that party under the Contract, neither shall any waiver by either party of any breach of

Contract operate as waiver of any subsequent or continuing breach of Contract.

e) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing,

dated, and signed by an authorized representative of the party granting such waiver, and

must specify the right and the extent to which it is being waived.

f) Severability: If any provision or condition of the Contract is prohibited or rendered invalid or

unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or

enforceability of any other provisions and conditions of the Contract.

3) Language

a) The Contract as well as all correspondence and documents relating to the Contract

exchanged by the successful/ selected bidder and the Purchaser, shall be written in

English language only. Supporting documents and printed literature that are part of the

Contract may be in another language provided they are accompanied by an accurate

translation of the relevant passages in the language specified in the special conditions of

the contract, in which case, for purposes of interpretation of the Contract, this transla

shall govern.

b) The successful/ selected bidder shall bear all costs of translation to the governing

language and all risks of the accuracy of such translation.

RFP for hiring of CA services under eMitra



context so requires it, singular means plural and vice versa.

Entire Agreement: The Contract constitutes the entire agreement between the Purchaser


written or oral) of parties with respect thereto made prior to the date

Amendment: No amendment or other variation of the Contract shall be valid unless it is in

writing, is dated, expressly refers to the Contract, and is signed by a duly aut

representative of each party thereto.

waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or


the granting of time by either party to the other shall prejudice, affect, or restrict the rights



rty’s rights, powers, or remedies under the Contract must be in writing,


must specify the right and the extent to which it is being waived.

sion or condition of the Contract is prohibited or rendered invalid or


enforceability of any other provisions and conditions of the Contract.

Contract as well as all correspondence and documents relating to the Contract



ct may be in another language provided they are accompanied by an accurate


the contract, in which case, for purposes of interpretation of the Contract, this transla

The successful/ selected bidder shall bear all costs of translation to the governing

language and all risks of the accuracy of such translation.

Page 42 of 80




Entire Agreement: The Contract constitutes the entire agreement between the Purchaser


written or oral) of parties with respect thereto made prior to the date

Amendment: No amendment or other variation of the Contract shall be valid unless it is in

writing, is dated, expressly refers to the Contract, and is signed by a duly authorized

waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or


arty to the other shall prejudice, affect, or restrict the rights



rty’s rights, powers, or remedies under the Contract must be in writing,


sion or condition of the Contract is prohibited or rendered invalid or


Contract as well as all correspondence and documents relating to the Contract



ct may be in another language provided they are accompanied by an accurate


the contract, in which case, for purposes of interpretation of the Contract, this translation

The successful/ selected bidder shall bear all costs of translation to the governing

4) Eligible Services

a) For purposes of this Clause, the term “services” includes Chartered Accountancy services.

5) Notices

a) Any notice given by one party to the other pursuant to the Contract shall be in writing to the

address specified in the contract.

form with proof of dispatch and receipt.

b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is

later.

6) Governing Law

The Contract shall be governed by and interpret

Rajasthan State/ the Country (India), unless otherwise specified in the contract.

7) Scope of Supply

a) Subject to the provisions in the bidding document and contract, the services to be supplied

shall be as specified in the bidding document.

b) Unless otherwise stipulated in the Contract, the scope of supply shall include all such items

not specifically mentioned in the Contract but that can be reasonably inferred from the

Contract as being required for attaining delivery a

items were expressly mentioned in the Contract.

8) Delivery of services

a) Subject to the conditions of the contract, the delivery of services shall be in accordance

with the delivery and completion schedule specified

b) The contract for the supply can be repudiated at any time by the purchase officer, if the

supplies are not made to his satisfaction after giving an opportunity to the bidder of being

heard and recording the reasons for repudiation 9) Supplier’s/ Selected Bidder’s Responsibilities

The Supplier/ Selected Bidder shall supply all the services included in the scope of supply in

accordance with the provisions of bidding document and/ or contract. 10) Purchaser’s Responsibilities

a) Whenever the supply of services requires that the Supplier/ Selected Bidder obtain

permits, approvals, and import and other licenses from local public authorities, the


For purposes of this Clause, the term “services” includes Chartered Accountancy services.

Any notice given by one party to the other pursuant to the Contract shall be in writing to the

address specified in the contract. The term “in writing” means communicated in written

form with proof of dispatch and receipt.

A Notice shall be effective when delivered or on the Notice’s effective date, whichever is

The Contract shall be governed by and interpreted in accordance with the laws of the


Subject to the provisions in the bidding document and contract, the services to be supplied

the bidding document.

Unless otherwise stipulated in the Contract, the scope of supply shall include all such items


Contract as being required for attaining delivery and completion of the services as if such

items were expressly mentioned in the Contract.

Subject to the conditions of the contract, the delivery of services shall be in accordance

with the delivery and completion schedule specified in the bidding document.

The contract for the supply can be repudiated at any time by the purchase officer, if the


heard and recording the reasons for repudiation.

Supplier’s/ Selected Bidder’s Responsibilities


accordance with the provisions of bidding document and/ or contract.

Purchaser’s Responsibilities

the supply of services requires that the Supplier/ Selected Bidder obtain


Page 43 of 80


For purposes of this Clause, the term “services” includes Chartered Accountancy services.

Any notice given by one party to the other pursuant to the Contract shall be in writing to the

The term “in writing” means communicated in written

A Notice shall be effective when delivered or on the Notice’s effective date, whichever is

ed in accordance with the laws of the


Subject to the provisions in the bidding document and contract, the services to be supplied

Unless otherwise stipulated in the Contract, the scope of supply shall include all such items


nd completion of the services as if such

Subject to the conditions of the contract, the delivery of services shall be in accordance

in the bidding document.

The contract for the supply can be repudiated at any time by the purchase officer, if the



the supply of services requires that the Supplier/ Selected Bidder obtain


Purchaser shall, if so required by the Supplier/ Selected Bidder, make its best effort to

assist the Supplier/ Selected Bidder in complying with such requirements in a timely and

expeditious manner.

b) The Purchaser shall pay all costs involved in the performan

accordance with the general and special conditions of the contract.

11) Contract Price

a) The Contract Price shall be paid as specified in the contract subject to any additions and

adjustments thereto, or deductions there from, a

b) Prices charged by the Supplier/ Selected Bidder for the Services performed under the

Contract shall not vary from the prices quoted by the Supplier/ Selected Bidder in its bid,

with the exception of any price adjust

contract.

12) Recoveries from Supplier/ Selected Bidder

a) Recovery of liquidated damages, short supply, breakage, rejected articles shall be made

ordinarily from bills.

b) The Purchase Officer shall withhold

or for rejected articles unless these are replaced satisfactorily. In case of failure to withhold

the amount, it shall be recovered from his dues and performance security deposit available

with RISL.

c) The balance, if any, shall be demanded from the Supplier/ Selected Bidder and when

recovery is not possible, the Purchase Officer shall take recourse to law in force.

13) Taxes & Duties

a) The TDS, Raj-VAT, Service Tax etc., if applicable, shall be deducted at

RISL as per prevailing rates.

b) For goods supplied from outside India, the successful/ selected bidder shall be entirely

responsible for all taxes, stamp duties, license fees, and other such levies imposed outside

the country.

c) For goods supplied from within India, the successful/ selected bidder shall be entirely

responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted

Goods to the Purchaser.

d) If any tax exemptions, reductions, allowances or privile

successful/ selected bidder in India, the Purchaser shall use its best efforts to enable the


chaser shall, if so required by the Supplier/ Selected Bidder, make its best effort to


The Purchaser shall pay all costs involved in the performance of its responsibilities, in

accordance with the general and special conditions of the contract.

The Contract Price shall be paid as specified in the contract subject to any additions and

adjustments thereto, or deductions there from, as may be made pursuant to the Contract.

Prices charged by the Supplier/ Selected Bidder for the Services performed under the


with the exception of any price adjustments authorized in the special conditions of the

Recoveries from Supplier/ Selected Bidder

Recovery of liquidated damages, short supply, breakage, rejected articles shall be made

The Purchase Officer shall withhold amount to the extent of short supply, broken/ damaged



he balance, if any, shall be demanded from the Supplier/ Selected Bidder and when


VAT, Service Tax etc., if applicable, shall be deducted at source/ paid by

RISL as per prevailing rates.

For goods supplied from outside India, the successful/ selected bidder shall be entirely


supplied from within India, the successful/ selected bidder shall be entirely


If any tax exemptions, reductions, allowances or privileges may be available to the


Page 44 of 80


chaser shall, if so required by the Supplier/ Selected Bidder, make its best effort to


ce of its responsibilities, in

The Contract Price shall be paid as specified in the contract subject to any additions and

s may be made pursuant to the Contract.

Prices charged by the Supplier/ Selected Bidder for the Services performed under the


ments authorized in the special conditions of the

Recovery of liquidated damages, short supply, breakage, rejected articles shall be made

amount to the extent of short supply, broken/ damaged



he balance, if any, shall be demanded from the Supplier/ Selected Bidder and when


source/ paid by

For goods supplied from outside India, the successful/ selected bidder shall be entirely


supplied from within India, the successful/ selected bidder shall be entirely


ges may be available to the


successful/ selected bidder to benefit fr

extent.

14) Confidential Information

a) The Purchaser and the Supplier/ Selected Bidder shall keep confidential and shall not,

without the written consent of the other party hereto, divulge to any third party

drawings, documents, data, or other information furnished directly or indirectly by the other

party hereto in connection with the Contract, whether such information has been furnished

prior to, during or following completion or termination of the Contr

b) The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such

documents, data, and other information it receives from the Purchaser to the extent

required for the Subcontractor to perform its work under the Contract, in which eve

Supplier/ Selected Bidder shall obtain from such Subcontractor an undertaking of

confidentiality similar to that imposed on the Supplier/ Selected Bidder.

c) The Purchaser shall not use such documents, data, and other information received from

the Supplier/ Selected Bidder for any purposes unrelated to the Contract. Similarly, the

Supplier/ Selected Bidder shall not use such documents, data, and other information

received from the Purchaser for any purpose other than the design, procurement, or other

work and services required for the performance of the Contract.

d) The obligation of a party under sub

that: -

i. the Purchaser or Supplier/ Selected Bidder need to share with RISL or other institutions

participating in the Contract;

ii. now or hereafter enters the public domain through no fault of that party;

iii. can be proven to have been possessed by that party at the time of disclosure and

which was not previously obtained, directly or indirectly, from the

iv. otherwise lawfully becomes available to that party from a third party that has no

obligation of confidentiality.

e) The above provisions shall not in any way modify any undertaking of confidentiality given

by either of the parties hereto pri

any part thereof.

f) The provisions of this clause shall survive completion or termination, for whatever reason,

of the Contract.


successful/ selected bidder to benefit from any such tax savings to the maximum allowable

The Purchaser and the Supplier/ Selected Bidder shall keep confidential and shall not,

without the written consent of the other party hereto, divulge to any third party



prior to, during or following completion or termination of the Contract.

The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such


required for the Subcontractor to perform its work under the Contract, in which eve


confidentiality similar to that imposed on the Supplier/ Selected Bidder.

The Purchaser shall not use such documents, data, and other information received from

plier/ Selected Bidder for any purposes unrelated to the Contract. Similarly, the



ork and services required for the performance of the Contract.

The obligation of a party under sub-clauses above, however, shall not apply to information

the Purchaser or Supplier/ Selected Bidder need to share with RISL or other institutions

ticipating in the Contract;

now or hereafter enters the public domain through no fault of that party;

can be proven to have been possessed by that party at the time of disclosure and

which was not previously obtained, directly or indirectly, from the other party; or

otherwise lawfully becomes available to that party from a third party that has no

obligation of confidentiality.

The above provisions shall not in any way modify any undertaking of confidentiality given

by either of the parties hereto prior to the date of the Contract in respect of the supply or

The provisions of this clause shall survive completion or termination, for whatever reason,

Page 45 of 80


om any such tax savings to the maximum allowable

The Purchaser and the Supplier/ Selected Bidder shall keep confidential and shall not,

without the written consent of the other party hereto, divulge to any third party any



The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such


required for the Subcontractor to perform its work under the Contract, in which event the


The Purchaser shall not use such documents, data, and other information received from

plier/ Selected Bidder for any purposes unrelated to the Contract. Similarly, the



clauses above, however, shall not apply to information

the Purchaser or Supplier/ Selected Bidder need to share with RISL or other institutions

now or hereafter enters the public domain through no fault of that party;

can be proven to have been possessed by that party at the time of disclosure and

other party; or

otherwise lawfully becomes available to that party from a third party that has no

The above provisions shall not in any way modify any undertaking of confidentiality given

or to the date of the Contract in respect of the supply or

The provisions of this clause shall survive completion or termination, for whatever reason,

15) Sub-contracting

a) The bidder shall not assign or sub

other agency without the permission of Purchaser/ Tendering Authority.

b) If permitted, the selected bidder

awarded under the Contract, if not already specified in the Bid. Subcontracting shall in no

event relieve the Supplier/ Selected Bidder from any of its obligations, duties,

responsibilities, or liability under the Contract.

c) Subcontractors, if permitted, shall comply with the provisions of bidding document and/ or

contract.

16) Extension in Delivery Period and Liquidated Damages (LD)

a) Except as provided under clause “Force Majeure”, if the supplier/

deliver any or all of the Services within the period specified in the Contract, the Purchaser

may without prejudice to all its other remedies under the Contract, deduct from the

Contract Price, as liquidated damages, a sum equivale

below for each week or part thereof of delay until actual delivery or performance, up to a

maximum deduction of the percentage specified in the bidding document and/ or contract.

Once the maximum is reached, the Purcha

clause “Termination”.

b) The time specified for delivery in the bidding document shall be deemed to be the essence

of the contract and the supplier/ selected bidder shall arrange to supply services within the

specified period.

c) Delivery and completion period may be extended with or without liquidated damages, if the

delay in the supply of services is on account of hindrances beyond the control of the

supplier/ selected bidder.

i. The supplier/ selected bidder shall req

for extending the delivery period of service, if he finds himself unable to complete the

supply of service within the stipulated delivery period or is unable to maintain prorate

progress in the supply of serv

hindrance in delivery of service occurs or within 15 days from such occurrence but

before expiry of stipulated period of completion of delivery of services after which such

request shall not be ent

ii. The Purchaser shall examine the justification of causes of hindrance in the delivery of

services and the period of delay occurred due to that and recommend the competent

authority on the period of extension which should be granted with or withou

damages.


The bidder shall not assign or sub-let his contract or any substantial part thereof to any

other agency without the permission of Purchaser/ Tendering Authority.

If permitted, the selected bidder shall notify the Purchaser, in writing, of all subcontracts



ability under the Contract.

Subcontractors, if permitted, shall comply with the provisions of bidding document and/ or

Extension in Delivery Period and Liquidated Damages (LD)

Except as provided under clause “Force Majeure”, if the supplier/ selected bidder fails to



Contract Price, as liquidated damages, a sum equivalent to the percentage specified in (d)



Once the maximum is reached, the Purchaser may terminate the Contract pursuant to

The time specified for delivery in the bidding document shall be deemed to be the essence


Delivery and completion period may be extended with or without liquidated damages, if the


The supplier/ selected bidder shall request in writing to the Purchaser giving reasons



progress in the supply of service delivery. This request shall be submitted as soon as a



request shall not be entertained.

The Purchaser shall examine the justification of causes of hindrance in the delivery of


authority on the period of extension which should be granted with or withou

Page 46 of 80

of CA services under eMitra Project

let his contract or any substantial part thereof to any

shall notify the Purchaser, in writing, of all subcontracts



Subcontractors, if permitted, shall comply with the provisions of bidding document and/ or

selected bidder fails to



nt to the percentage specified in (d)



ser may terminate the Contract pursuant to

The time specified for delivery in the bidding document shall be deemed to be the essence


Delivery and completion period may be extended with or without liquidated damages, if the


uest in writing to the Purchaser giving reasons



ice delivery. This request shall be submitted as soon as a



The Purchaser shall examine the justification of causes of hindrance in the delivery of


authority on the period of extension which should be granted with or without liquidated

iii. Normally, extension in delivery period of services in following circumstances may be

considered without liquidated damages:

a. When delay has occurred due to delay in supply of data/ information if RISL was

required to supply them to the service provider as per terms of the contract.

iv. If the competent authority agrees to extend the delivery period/ schedule, an

amendment to the contract wit

damages, as the case may be, shall be issued. The amendment letter shall mention

that no extra price or additional cost for any reason, what so ever beyond the

contracted cost shall be paid for the d

v. It shall be at the discretion of the concerned authority to accept or not to accept the

supply of services rendered by the contractor after the expiry of the stipulated delivery

period, if no formal extension in delivery period

competent authority shall have right to cancel the contract with respect to undelivered

services.

vi. If RISL is in need of the services rendered after expiry of the stipulated delivery period,

it may accept the services and

liquidated damages and denial clauses to regularize the transaction.

d) In case of extension in the delivery / completion/ commissioning period is granted with full

liquidated damages, the recovery sh

value of services which the supplier/ selected bidder has failed to complete:

No.

a. Delay up to one fourth period of the prescribed period of delivery of

services

b. Delay exceeding one fourth but not exceeding half of the prescribed

period of delivery of services

c. Delay exceeding half but not exceeding three fourth of the prescribed


d. Delay exceeding three fourth

services

i. Fraction of a day in reckoning period of delay in supplies, successful completion of

work shall be eliminated, if it is less than

ii. The maximum amount of liquidated damages shall be 10% of the contract value.

iii. *The percentage refers to the payment due for the associated work/ service. 17) Limitation of Liability

Except in cases of gross negligence or wilful misconduct:

a) neither party shall be liable to the other party for any indirect or consequential loss or

damage, loss of use, loss of production, or loss of profits or interest costs, provided that


Normally, extension in delivery period of services in following circumstances may be

considered without liquidated damages:

has occurred due to delay in supply of data/ information if RISL was


If the competent authority agrees to extend the delivery period/ schedule, an

amendment to the contract with suitable denial clauses and with or without liquidated



contracted cost shall be paid for the delayed supply of services.

It shall be at the discretion of the concerned authority to accept or not to accept the


period, if no formal extension in delivery period has been applied and granted. The


If RISL is in need of the services rendered after expiry of the stipulated delivery period,

it may accept the services and issue a letter of extension in delivery period with usual

liquidated damages and denial clauses to regularize the transaction.

In case of extension in the delivery / completion/ commissioning period is granted with full

liquidated damages, the recovery shall be made on the basis of following percentages of

value of services which the supplier/ selected bidder has failed to complete:

Condition

Delay up to one fourth period of the prescribed period of delivery of

Delay exceeding one fourth but not exceeding half of the prescribed


Delay exceeding half but not exceeding three fourth of the prescribed


Delay exceeding three fourth of the prescribed period of delivery of

Fraction of a day in reckoning period of delay in supplies, successful completion of

work shall be eliminated, if it is less than half a day.

The maximum amount of liquidated damages shall be 10% of the contract value.

*The percentage refers to the payment due for the associated work/ service.

Except in cases of gross negligence or wilful misconduct: -

neither party shall be liable to the other party for any indirect or consequential loss or


Page 47 of 80


Normally, extension in delivery period of services in following circumstances may be

has occurred due to delay in supply of data/ information if RISL was


If the competent authority agrees to extend the delivery period/ schedule, an

h suitable denial clauses and with or without liquidated



It shall be at the discretion of the concerned authority to accept or not to accept the


has been applied and granted. The


If RISL is in need of the services rendered after expiry of the stipulated delivery period,

issue a letter of extension in delivery period with usual

In case of extension in the delivery / completion/ commissioning period is granted with full

all be made on the basis of following percentages of

value of services which the supplier/ selected bidder has failed to complete: -

LD %*

Delay up to one fourth period of the prescribed period of delivery of 2.5 %

Delay exceeding one fourth but not exceeding half of the prescribed 5.0 %

Delay exceeding half but not exceeding three fourth of the prescribed 7.5 %

delivery of 10.0 %

Fraction of a day in reckoning period of delay in supplies, successful completion of

The maximum amount of liquidated damages shall be 10% of the contract value.

*The percentage refers to the payment due for the associated work/ service.

neither party shall be liable to the other party for any indirect or consequential loss or


this exclusion shall not apply to any obligation of the supplier/ selected bidder to pay

liquidated damages to the Purchaser; and

b) the aggregate liability of the supplier/ selected bidder to the Purchaser, whether under the

Contract, in tort, or otherwise, shall not exceed the amount specified in the Contract,

provided that this limitation shall not apply to the cost of repairing or replacing defective

equipment, or to any obligation of the supplier/ selected bidder to indemnify the Purc

with respect to patent infringement.

18) Force Majeure

a) The supplier/ selected bidder shall not be liable for forfeiture of its PSD, LD, 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.

b) For purposes of this Clause, “Force Majeure” means an event or situation beyond the

control of the supplier/ selected bidder that is not foreseeable, is unavoidable, and its origin

is not due to negligence or lack of care on the part of the supplier/ selected bidder. Such

events may include, but not be limited to, acts of the Purchaser in its sovereign capacity,

wars or revolutions, fires, floods, epidemics, quarantine restrictions, and

c) If a Force Majeure situation arises, the supplier/ selected bidder shall promptly notify the

RISL in writing of such conditions and cause thereof within 15 days of occurrence of such

event. Unless otherwise directed by RISL, the s

perform its obligations under the contract as far as reasonably practical.

d) If the performance in whole or part or any obligation under the contract is prevented or

delayed by any reason of Force Majeure for a per

option may terminate the contract without any financial repercussion on either side.

e) In case a Force Majeure situation occurs with the RISL, RISL may take the case with the

supplier/ selected bidder on similar

19) Change Orders and Contract Amendments

a) The Purchaser may at any time order the supplier/ selected bidder through Notice in

accordance with clause “Notices” above, to make changes within the general scope of the

Contract in any one or more of the f

i. specifications, where services to be delivered under the Contract are to be specifically

provided by the supplier/ selected bidder;

b) If any such change causes an increase or decrease in the cost of, or the time required for,

the supplier’s/ selected bidder’s performance of any provisions under the Contract, an

RFP for hiring of CA services und


liquidated damages to the Purchaser; and

the aggregate liability of the supplier/ selected bidder to the Purchaser, whether under the

tort, or otherwise, shall not exceed the amount specified in the Contract,


equipment, or to any obligation of the supplier/ selected bidder to indemnify the Purc

with respect to patent infringement.

The supplier/ selected bidder shall not be liable for forfeiture of its PSD, LD, or termination


gations under the Contract is the result of an event of Force Majeure.

For purposes of this Clause, “Force Majeure” means an event or situation beyond the


not due to negligence or lack of care on the part of the supplier/ selected bidder. Such


wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

If a Force Majeure situation arises, the supplier/ selected bidder shall promptly notify the


event. Unless otherwise directed by RISL, the supplier/ selected bidder shall continue to

perform its obligations under the contract as far as reasonably practical.

If the performance in whole or part or any obligation under the contract is prevented or

delayed by any reason of Force Majeure for a period exceeding 60 days, either party at its


In case a Force Majeure situation occurs with the RISL, RISL may take the case with the

supplier/ selected bidder on similar lines.

Change Orders and Contract Amendments

The Purchaser may at any time order the supplier/ selected bidder through Notice in


Contract in any one or more of the following: -

specifications, where services to be delivered under the Contract are to be specifically

provided by the supplier/ selected bidder;

If any such change causes an increase or decrease in the cost of, or the time required for,

lected bidder’s performance of any provisions under the Contract, an

Page 48 of 80



the aggregate liability of the supplier/ selected bidder to the Purchaser, whether under the

tort, or otherwise, shall not exceed the amount specified in the Contract,


equipment, or to any obligation of the supplier/ selected bidder to indemnify the Purchaser

The supplier/ selected bidder shall not be liable for forfeiture of its PSD, LD, or termination


For purposes of this Clause, “Force Majeure” means an event or situation beyond the


not due to negligence or lack of care on the part of the supplier/ selected bidder. Such


freight embargoes.

If a Force Majeure situation arises, the supplier/ selected bidder shall promptly notify the


upplier/ selected bidder shall continue to

If the performance in whole or part or any obligation under the contract is prevented or

iod exceeding 60 days, either party at its


In case a Force Majeure situation occurs with the RISL, RISL may take the case with the

The Purchaser may at any time order the supplier/ selected bidder through Notice in


specifications, where services to be delivered under the Contract are to be specifically

If any such change causes an increase or decrease in the cost of, or the time required for,

lected bidder’s performance of any provisions under the Contract, an

equitable adjustment shall be made in the Contract Price or in the Delivery and Completion

Schedule, or both, and the Contract shall accordingly should be amended. Any claims by

the supplier/ selected bidder for adjustment under this clause must be asserted within thirty

(30) days from the date of the supplier’s/ selected bidder’s receipt of the Purcha

change order.

c) Prices to be charged by the supplier/ selected bidder for any related services that might be

needed but which were not included in the Contract shall be agreed upon in advance by

the parties and shall not exceed the prevailing rates ch

supplier/ selected bidder for similar services.

20) Termination

a) Termination for Default

i. The tender sanctioning authority of RISL may, without prejudice to any other remedy

for breach of contract, by a written notice of default

supplier/ selected bidder, terminate the contract in whole or in part:

a. If the supplier/ selected bidder fails to deliver any or all quantities of the service

within the time period specified in the contract, or any exten

RISL; or

b. If the supplier/ selected bidder fails to perform any other obligation under the

contract within the specified period of delivery of service or any extension granted

thereof; or

c. If the supplier/ selected bidder, in the ju

engaged in corrupt, fraudulent, collusive, or coercive practices in competing for or in

executing the contract.

d. If the supplier/ selected bidder commits breach of any condition of the contract.

ii. If RISL terminates the contract in whole or in part, amount of PSD may be forfeited.

iii. Before cancelling a contract and taking further action, advice of senior most finance

person available in the office and of legal adviser or legal assistant posted in the office,

if there is one, may be obtained.

b) Termination for Insolvency

RISL may at any time terminate the Contract by giving a written notice of at least 30 days

to the supplier/ selected bidder, if the supplier/ selected bidder becomes bankrupt or

otherwise insolvent. In such event, termination will be without compensation to the supplier/

selected bidder, provided that such termination will not prejudice or affect any right of

action or remedy that has accrued or will accrue thereafter to RISL.



edule, or both, and the Contract shall accordingly should be amended. Any claims by


days from the date of the supplier’s/ selected bidder’s receipt of the Purcha

Prices to be charged by the supplier/ selected bidder for any related services that might be


the parties and shall not exceed the prevailing rates charged to other parties by the

supplier/ selected bidder for similar services.

The tender sanctioning authority of RISL may, without prejudice to any other remedy

for breach of contract, by a written notice of default of at least 30 days sent to the

supplier/ selected bidder, terminate the contract in whole or in part: -

If the supplier/ selected bidder fails to deliver any or all quantities of the service

within the time period specified in the contract, or any extension thereof granted by

If the supplier/ selected bidder fails to perform any other obligation under the


If the supplier/ selected bidder, in the judgement of the Purchaser, is found to be


executing the contract.

If the supplier/ selected bidder commits breach of any condition of the contract.

the contract in whole or in part, amount of PSD may be forfeited.

Before cancelling a contract and taking further action, advice of senior most finance


s one, may be obtained.

Termination for Insolvency



uch event, termination will be without compensation to the supplier/


action or remedy that has accrued or will accrue thereafter to RISL.

Page 49 of 80



edule, or both, and the Contract shall accordingly should be amended. Any claims by


days from the date of the supplier’s/ selected bidder’s receipt of the Purchaser’s

Prices to be charged by the supplier/ selected bidder for any related services that might be


arged to other parties by the

The tender sanctioning authority of RISL may, without prejudice to any other remedy

of at least 30 days sent to the

If the supplier/ selected bidder fails to deliver any or all quantities of the service

sion thereof granted by

If the supplier/ selected bidder fails to perform any other obligation under the


dgement of the Purchaser, is found to be


If the supplier/ selected bidder commits breach of any condition of the contract.

the contract in whole or in part, amount of PSD may be forfeited.

Before cancelling a contract and taking further action, advice of senior most finance




uch event, termination will be without compensation to the supplier/


c) Termination for Convenience

i. RISL, by a written notice of at least 30 days sent to the supplier/ selected bidder, may

terminate the Contract, in whole or in part, at any time

of termination shall specify that termination is for the Purchaser’s convenience, the

extent to which performance of the supplier/ selected bidder under the Contract is

terminated, and the date upon which such termination be

ii. Depending on merits of the case the supplier/ selected bidder may be appropriately

compensated on mutually agreed terms for the loss incurred by the contract if any due

to such termination.

21) Exit Management

a) Preamble

i. The word ‘parties’ include the procuring entity and the selected bidder.

ii. This Schedule sets out the provisions, which will apply on expiry or termination of the

Project Implementation and Operations and Management of SLA.

iii. In the case of termination of the Project Implementa

Management SLA due to illegality, the Parties shall agree at that time whether, and if

so during what period, the provisions of this Schedule shall apply.

iv. The Parties shall ensure that their respective associated entities carry

respective obligations set out in this Exit Management Schedule.

b) Cooperation and Provision of Information during the exit management period

i. The selected bidder will allow RISL or its nominated agencies access to the

information reasonably

with the provision of the services to enable RISL or its nominated agencies to assess

the existing services being delivered.

ii. The selected bidder shall provide access to copies of all information

controlled by them which they have prepared or maintained in accordance with the

Project Implementation, the Operation and Management SLA and SOWs relating to

any material aspect of the services provided by the selected bidder. RISL or its

nominated agencies shall be entitled to copy all such information comprising of

details pertaining to the services rendered and other performance data. The selected

bidder shall permit RISL or its nominated agencies and/ or any replacement operator

to have reasonable access to its employees and facilities as reasonably required by

RISL or its nominated agencies to understand the methods of delivery of the services

employed by the selected bidder and to assist appropriate knowledge transfer.

c) Confidential Information, Security and Data


Termination for Convenience

RISL, by a written notice of at least 30 days sent to the supplier/ selected bidder, may

terminate the Contract, in whole or in part, at any time for its convenience. The Notice



terminated, and the date upon which such termination becomes effective.

Depending on merits of the case the supplier/ selected bidder may be appropriately


nclude the procuring entity and the selected bidder.

This Schedule sets out the provisions, which will apply on expiry or termination of the

Project Implementation and Operations and Management of SLA.

In the case of termination of the Project Implementation and/ or Operation and


so during what period, the provisions of this Schedule shall apply.

The Parties shall ensure that their respective associated entities carry

respective obligations set out in this Exit Management Schedule.

Cooperation and Provision of Information during the exit management period

The selected bidder will allow RISL or its nominated agencies access to the

information reasonably required to define the current mode of operation associated


the existing services being delivered.

The selected bidder shall provide access to copies of all information




d agencies shall be entitled to copy all such information comprising of



ble access to its employees and facilities as reasonably required by



n, Security and Data

Page 50 of 80


RISL, by a written notice of at least 30 days sent to the supplier/ selected bidder, may

for its convenience. The Notice



comes effective.

Depending on merits of the case the supplier/ selected bidder may be appropriately


nclude the procuring entity and the selected bidder.

This Schedule sets out the provisions, which will apply on expiry or termination of the

tion and/ or Operation and


The Parties shall ensure that their respective associated entities carry out their

Cooperation and Provision of Information during the exit management period

The selected bidder will allow RISL or its nominated agencies access to the

required to define the current mode of operation associated


The selected bidder shall provide access to copies of all information held or




d agencies shall be entitled to copy all such information comprising of



ble access to its employees and facilities as reasonably required by



The selected bidder will promptly on the commencement of the exit management period

supply to RISL or its nominated agencies the following:

i. Documentation relating to Intellectual Property Rights;

ii. Project related data and confidential information;

iii. All current and updated data as is reasonably required for purposes of RISL or its

nominated agencies transitioning the services to its replacement

readily available format nominated by RISL or its nominated agencies; and

iv. All other information (including but not limited to documents, records and

agreements) relating to the services reasonably necessary to enable RISL or its

nominated agencies, or its replacement operator to carry out due diligence in order to

transition the provision of the services to RISL or its nominated agencies, or its

replacement operator (as the case may be).

v. Before the expiry of the exit management perio

RISL or its nominated agencies all new or up

out above and shall not retain any copies thereof, except that the selected bidder

shall be permitted to retain one copy of such ma

d) General Obligations of the selected bidder

i. The selected bidder shall provide all such information as may reasonably be

necessary to effect as seamless during handover as practicable in the circumstances

to RISL or its nominated agencies or its replacement operator and which the operator

has in its possession or control at any time during the exit management period.

ii. The selected bidder shall commit adequate resources to comply with its obligations

under this Exit Manage

e) Exit Management Plan

i. The selected bidder shall provide RISL or its nominated agencies with a

recommended exit management plan ("Exit Management Plan") which shall deal with

at least the following aspects of exit management in relation to the

and in relation to the Project Implementation, the Operation and Management SLA

and SOWs.

ii. A detailed program of the transfer process that could be used in conjunction with a

replacement operator including details of the means to be used to

provision of the services throughout the transfer process or until the cessation of the

services and of the management structure to be used during the transfer; and

iii. Plans for the communication with such of the selected bidder's, staff,

customers and any related third party as are necessary to avoid any material

detrimental impact on RISL operations as a result of undertaking the transfer; and



supply to RISL or its nominated agencies the following:

Documentation relating to Intellectual Property Rights;

Project related data and confidential information;

All current and updated data as is reasonably required for purposes of RISL or its

nominated agencies transitioning the services to its replacement selected bidder in a


All other information (including but not limited to documents, records and


nated agencies, or its replacement operator to carry out due diligence in order to


replacement operator (as the case may be).

Before the expiry of the exit management period, the selected bidder shall deliver to

RISL or its nominated agencies all new or up-dated materials from the categories set


shall be permitted to retain one copy of such materials for archival purposes only.

General Obligations of the selected bidder

The selected bidder shall provide all such information as may reasonably be


nominated agencies or its replacement operator and which the operator


The selected bidder shall commit adequate resources to comply with its obligations

under this Exit Management Clause.

The selected bidder shall provide RISL or its nominated agencies with a


at least the following aspects of exit management in relation to the


A detailed program of the transfer process that could be used in conjunction with a

replacement operator including details of the means to be used to ensure continuing



Plans for the communication with such of the selected bidder's, staff,



Page 51 of 80



All current and updated data as is reasonably required for purposes of RISL or its

selected bidder in a


All other information (including but not limited to documents, records and


nated agencies, or its replacement operator to carry out due diligence in order to


d, the selected bidder shall deliver to

dated materials from the categories set


terials for archival purposes only.

The selected bidder shall provide all such information as may reasonably be


nominated agencies or its replacement operator and which the operator


The selected bidder shall commit adequate resources to comply with its obligations

The selected bidder shall provide RISL or its nominated agencies with a


at least the following aspects of exit management in relation to the SLA as a whole


A detailed program of the transfer process that could be used in conjunction with a

ensure continuing



Plans for the communication with such of the selected bidder's, staff, suppliers,



iv. If applicable, proposed arrangements and Plans for provision of contingent support in

terms of business continuance and hand holding during the transition period, to RISL

or its nominated agencies, and Replacement Operator for a reasonable period, s

that the services provided continue and do not come to a halt.

v. The Bidder shall re-draft the Exit Management Plan annually after signing of contract

to ensure that it is kept relevant and up to date.

vi. Each Exit Management Plan shall be presented by the

approved by RISL or its nominated agencies.

vii. In the event of termination or expiry of SLA, Project Implementation, Operation and

Management SLA or SOWs each party shall comply with the Exit Management Plan.

viii. During the exit management period, the selected bidder shall use its best efforts to

deliver the services.

ix. Payments during the Exit Management period shall be made in accordance with the

Terms of Payment Clause.

x. It would be the responsibility of the selected bidder to s

the transition period.

22) Settlement of Disputes

a) General: If any dispute arises between the supplier/ selected bidder and RISL during the

execution of a contract that should be amicably settled by mutual discussions. How

the dispute is not settled by mutual discussions, a written representation will be obtained

from the supplier/ selected bidder on the points of dispute. The representation so received

shall be examined by the concerned Procurement Committee which

The Procurement Committee may take legal advice of a counsel and then examine the

representation. The supplier/ selected bidder will also be given an opportunity of being

heard. The Committee will take a decision on the representatio

the supplier/ selected bidder.

b) Standing Committee for Settlement of Disputes: If a question, difference or objection arises

in connection with or out of the contract/ agreement or the meaning of operation of any

part, thereof or the rights, duties or liabilities of either party have not been settled by mutual

discussions or the decision of tender sanctioning Procurement Committee, it shall be

referred to the empowered standing committee for decision, if the amount of the claim

more than Rs. 50,000/-. The empowered standing committee shall consist of following

members: - (RISL)

� Chairman of BoD of RISL

� Secretary, DoIT&C or his nominee,

not below the rank of Deputy Secretary

RFP for hiring of CA services under eMitra Pro

If applicable, proposed arrangements and Plans for provision of contingent support in


or its nominated agencies, and Replacement Operator for a reasonable period, s

that the services provided continue and do not come to a halt.

draft the Exit Management Plan annually after signing of contract

to ensure that it is kept relevant and up to date.

Each Exit Management Plan shall be presented by the selected bidder to and

approved by RISL or its nominated agencies.

In the event of termination or expiry of SLA, Project Implementation, Operation and


management period, the selected bidder shall use its best efforts to

Payments during the Exit Management period shall be made in accordance with the

Terms of Payment Clause.

It would be the responsibility of the selected bidder to support new operator during

General: If any dispute arises between the supplier/ selected bidder and RISL during the

execution of a contract that should be amicably settled by mutual discussions. How



shall be examined by the concerned Procurement Committee which sanctioned the tender.



heard. The Committee will take a decision on the representation and convey it in writing to

the supplier/ selected bidder.

Standing Committee for Settlement of Disputes: If a question, difference or objection arises


or the rights, duties or liabilities of either party have not been settled by mutual


referred to the empowered standing committee for decision, if the amount of the claim

. The empowered standing committee shall consist of following

Chairman of BoD of RISL : Chairman

Secretary, DoIT&C or his nominee,

not below the rank of Deputy Secretary : Member

Page 52 of 80


If applicable, proposed arrangements and Plans for provision of contingent support in


or its nominated agencies, and Replacement Operator for a reasonable period, so

draft the Exit Management Plan annually after signing of contract

selected bidder to and

In the event of termination or expiry of SLA, Project Implementation, Operation and


management period, the selected bidder shall use its best efforts to

Payments during the Exit Management period shall be made in accordance with the

upport new operator during

General: If any dispute arises between the supplier/ selected bidder and RISL during the

execution of a contract that should be amicably settled by mutual discussions. However, if



sanctioned the tender.



n and convey it in writing to

Standing Committee for Settlement of Disputes: If a question, difference or objection arises


or the rights, duties or liabilities of either party have not been settled by mutual


referred to the empowered standing committee for decision, if the amount of the claim is

. The empowered standing committee shall consist of following

: Chairman

: Member

� Managing Director, RISL

� Director (Technical)/ Executive Director, RISL

� Director (Finance), RISL

� A Legal Expert to be nominated by the Chairman

c) Procedure for reference to the Standing Committee: The supplier/ selected bidder shall

present his representation to the Managing Director, RISL along with a fee equal to two

percent of the amount of dispute, not exceeding Rupees One Lakh, within one month from

the date of communication of decision of the tender sanctioning Procurement Committee.

The officer-in-charge of the project who was responsible for taking delivery of the services

from the supplier/ selected bidder shall prepare a reply of representation and shall

represent the RISL’s stand before the standing committee. From the side of the supplier/

selected bidder, the claim case may be presented by himself or through a lawyer. After

hearing both the parties, the standing committee shall announce its decision which shall be

final and binding both on the supplier/ selected bidder and RISL. The standing committee,

if it so decides, may refer the matter to the Board of Directors of RISL for fu

d) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties

regarding a contract shall be settled by a competent court having jurisdiction over the

place, where agreement has been executed and by no other

standing committee for settlement of disputes.


Managing Director, RISL : Member

Director (Technical)/ Executive Director, RISL : Member

Director (Finance), RISL : Member

A Legal Expert to be nominated by the Chairman : Member

Procedure for reference to the Standing Committee: The supplier/ selected bidder shall


of dispute, not exceeding Rupees One Lakh, within one month from


charge of the project who was responsible for taking delivery of the services

upplier/ selected bidder shall prepare a reply of representation and shall



ng both the parties, the standing committee shall announce its decision which shall be


if it so decides, may refer the matter to the Board of Directors of RISL for fu

Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties


place, where agreement has been executed and by no other court, after decision of the

standing committee for settlement of disputes.

Page 53 of 80


: Member

: Member

: Member

: Member

Procedure for reference to the Standing Committee: The supplier/ selected bidder shall


of dispute, not exceeding Rupees One Lakh, within one month from


charge of the project who was responsible for taking delivery of the services

upplier/ selected bidder shall prepare a reply of representation and shall



ng both the parties, the standing committee shall announce its decision which shall be


if it so decides, may refer the matter to the Board of Directors of RISL for further decision.

Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties


court, after decision of the

7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT

1) Payment Terms and Schedule

a) Payments to the bidder, after successful completion of the target milestones (including

specified project deliverables), would be made as under:

Table 7.1:

S.No

Project Activity

Accounting and Reconciliation under

eMitra Project, including:

1. Reconciliation With Banks

2. Online Fund Transfer/ Credit Limit1 Management

3. Reconciliation with Line

Departments/ Service providers

4. Other MIS Reports

b) The supplier’s/ selected bidder’s request for payment shall be made to the purchaser in

writing, accompanied by invoices describing, as appropriate, the services performed, and

by the required documents submitted pursuant to general conditions of the contract and

upon fulfilment of all the obligations stipulated in the Contract.

c) Due payments shall be made promptly by the purchaser, generally within sixty (60) days after

submission of an invoice or request for payment by the supplier/ selected bidder.

d) The currency or currencies in which payments shall be made to the supplier/ selected

bidder under this Contract shall be Indian Rupees (INR) only.

e) All remittance charges will be

f) In case of disputed items, the disputed amount shall be withheld and will be paid only after

settlement of the dispute.

g) Any penalties/ liquidated damages, as applicable, for delay and non

mentioned in this bidding document, will be deducted from the payments for the

respective milestones.

h) Taxes, if any and as applicable, will be deducted/ paid as per the prevalent rules and

regulations.


SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT

Payment Terms and Schedule

Payments to the bidder, after successful completion of the target milestones (including

specified project deliverables), would be made as under: -

Table 7.1: Deliverables and Time Schedule

Deliverable Payment

periodicty

Accounting and Reconciliation under Monthly Compliance

report for submission of

Account reconcilitaion

Online Fund Transfer/ Credit Limit

reports as mentioned in Quaterly

Scope of work & at

Annexure-12; verified by

Departments/ Service providers

project OIC/ nominee.



required documents submitted pursuant to general conditions of the contract and

upon fulfilment of all the obligations stipulated in the Contract.


f an invoice or request for payment by the supplier/ selected bidder.


bidder under this Contract shall be Indian Rupees (INR) only.

e) All remittance charges will be borne by the supplier/ selected bidder.


settlement of the dispute.

g) Any penalties/ liquidated damages, as applicable, for delay and non

ioned in this bidding document, will be deducted from the payments for the

Taxes, if any and as applicable, will be deducted/ paid as per the prevalent rules and

Page 54 of 80


Payments to the bidder, after successful completion of the target milestones (including

Applicable

periodicty payment

100% of the

applicable cost



required documents submitted pursuant to general conditions of the contract and


f an invoice or request for payment by the supplier/ selected bidder.



g) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as

ioned in this bidding document, will be deducted from the payments for the

Taxes, if any and as applicable, will be deducted/ paid as per the prevalent rules and

2) Penalty:

a. In addition to the LD mentioned in this bid document, any penalty/ interest levied on

RISL, which would have been avoided if the service provider had done his work on

time, shall be recovered from

required information from RISL/ DoIT&C/eMitra portal on time.

b. In case the resources deputed at RISL are absent for more than two days without prior

approval from DOIT&C/ RISL, penalty of Rs 50

imposed from the third day.

The maximum amount of penalty to be levied shall be 20% of the total applicable cost for that

quarter. Imposition of penalties amounting to 20% or more of the quarterly contract value for a

continuous period of 2 quarters shall be treated as non

accordingly.


In addition to the LD mentioned in this bid document, any penalty/ interest levied on


time, shall be recovered from the said service provider, subject to the availability of all

required information from RISL/ DoIT&C/eMitra portal on time.

In case the resources deputed at RISL are absent for more than two days without prior

approval from DOIT&C/ RISL, penalty of Rs 500 per resource per day shall be

imposed from the third day.



continuous period of 2 quarters shall be treated as non-performance and shall be dealt with

Page 55 of 80

for hiring of CA services under eMitra Project

In addition to the LD mentioned in this bid document, any penalty/ interest levied on


the said service provider, subject to the availability of all

In case the resources deputed at RISL are absent for more than two days without prior

0 per resource per day shall be



performance and shall be dealt with

(To be submitted on the Letter head of the bidder)

To, Managing Director,

RISL, Jaipur

Dear Sir,

Ref: NIB no...................dated ...............

1. I/We, the undersigned bidder, having read & examined in detail, the Bid

receipt of which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work

as mentioned in the Scope of the work, Technical specifications, Service Level Standards &

in conformity with the said bidding document for the same. 2. I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the

information contained in the bid is true and correct to the best of our knowledge and belief. 3. I/ We hereby submit my/our token of acceptance to all the bid terms

withoutany deviations. Hence, I/we am/are hereby submitting my/our Bid and offer to

provideservices to Purchaser for carrying out the project in accordance with your bid

document. 4. Until a formal contract is prepared and executed, this bid, to

acceptance thereof and your notification of award shall constitute a binding Contract

between us. 5. I/We agree to abide by this bid document for a period of 90 days from the closing date fixed

for submission of bid as stipulated in 6. I/We undertake that, in competing for (and, if the award is made to us, in executing) the

above contract, we will strictly observe the laws against fraud and corruption in force in India

namely “Prevention of Corruption Act, 1988”. 7. I / We understand that the Purchaser is not bound to accept any bid received in response to

this bid document. 8. In case I/we am/are engaged by the Purchaser, I/we shall provide any

assistance/cooperation required by

government officials and Other Stakeholders of the project

respect to this project. I/We understand that my/our non

grounds for termination of service.


Annexure - 1

COVERING LETTER

(To be submitted on the Letter head of the bidder)

Ref: NIB no...................dated ...............

I/We, the undersigned bidder, having read & examined in detail, the Bid



in conformity with the said bidding document for the same.

I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the

information contained in the bid is true and correct to the best of our knowledge and belief.

I/ We hereby submit my/our token of acceptance to all the bid terms

. Hence, I/we am/are hereby submitting my/our Bid and offer to


Until a formal contract is prepared and executed, this bid, together with your written


I/We agree to abide by this bid document for a period of 90 days from the closing date fixed

for submission of bid as stipulated in the bid document.

I/We undertake that, in competing for (and, if the award is made to us, in executing) the


namely “Prevention of Corruption Act, 1988”.

We understand that the Purchaser is not bound to accept any bid received in response to

In case I/we am/are engaged by the Purchaser, I/we shall provide any

assistance/cooperation required by Purchaser, appointed auditing agencies (if any), state

Other Stakeholders of the project for performing their duties with

respect to this project. I/We understand that my/our non-cooperation for the same shall be

service.

Page 56 of 80


I/We, the undersigned bidder, having read & examined in detail, the Bid Document, the



I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the

information contained in the bid is true and correct to the best of our knowledge and belief.

I/ We hereby submit my/our token of acceptance to all the bid terms & conditions

. Hence, I/we am/are hereby submitting my/our Bid and offer to


gether with your written


I/We agree to abide by this bid document for a period of 90 days from the closing date fixed

I/We undertake that, in competing for (and, if the award is made to us, in executing) the


We understand that the Purchaser is not bound to accept any bid received in response to

In case I/we am/are engaged by the Purchaser, I/we shall provide any

appointed auditing agencies (if any), state

for performing their duties with

cooperation for the same shall be

My/ Our correspondence details with regard to this bid document are:

No. Particulars

1. Name of the Service Provider

2. Address of the Service Provider

3. Telephone number

4. Mobile number

5. Fax number

6. Email ID

7. Website URL

I remain,

Yours sincerely,

Authorized Signature [In full and initials

Name and Title of Signatory:

Name of Firm:

Address:


My/ Our correspondence details with regard to this bid document are:

Details

Name of the Service Provider

Service Provider

In full and initials]:

Page 57 of 80


Addressed to:

Name of the Procurement Entity

Address

Telephone

Tele Fax

Email

Service Provider Details:

Name of Service Provider

Registered Office Address

Telephone Number(s)

Email Address/ Web Site

Fax No.

Mobile Number

Certification/Accreditation/Affiliation,

if Any

I agree to abide by all the terms and conditions mentioned in this form issued by the Procurement

entity and also the further conditions of the said notice given in the attached sheets (all the pages

of which have been signed by us in

stamp of the firm).

Date:

Name & Seal of the Service Provider: ________________________

Authorized Signatory : ___________________________


Annexure - 2

BID FORM

Procurement Entity Chairman and Managing Director

RajCOMP Info Services Ltd., Yojana Bhawan, Tilak

Marg, C-Scheme, Jaipur (Rajasthan)

0141-2226055

0141-2228701

[email protected] (clearly mention the ITB no.

in the subject of the mail)

Email: Web-Site:

Mobile:

Certification/Accreditation/Affiliation,



of which have been signed by us in token of acceptance of the terms mentioned therein along with

Name & Seal of the Service Provider: ________________________

: ___________________________

Page 58 of 80


RajCOMP Info Services Ltd., Yojana Bhawan, Tilak

[email protected] (clearly mention the ITB no.

Site:



token of acceptance of the terms mentioned therein along with

ANNEXURE-3: BIDDER’S AUTHORIZATION CERTIFICATE

To, {Procuring entity}, ______________________________, ______________________________,

I/ We {Name/ Designation} herebto sign relevant documents on behalf of the company/ firm in dealing with NIB reference No. ______________________ dated _________. He/ She is also authorized to attend meetings &

submit technical & commercial information/ clarifications as may be required by you in the course

of processing the Bid. For the purpose of validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: - Authorised Signatory: - Seal of the Organization: - Date: Place:


3: BIDDER’S AUTHORIZATION CERTIFICATE{to be filled by the bidder}

______________________________,

______________________________,

hereby declare/ certify that {Name/ Designation} is hereby authorized to sign relevant documents on behalf of the company/ firm in dealing with NIB reference No.

______________________ dated _________. He/ She is also authorized to attend meetings &

hnical & commercial information/ clarifications as may be required by you in the course


Verified Signature:

Page 59 of 80


{to be filled by the bidder}

is hereby authorized to sign relevant documents on behalf of the company/ firm in dealing with NIB reference No.

______________________ dated _________. He/ She is also authorized to attend meetings &

hnical & commercial information/ clarifications as may be required by you in the course


ANNEXURE-4: SELF-DECLARATION

To, {Procuring entity}, ______________________________,

In response to the NIB Ref. No. _____________________________ dated ___________ for {Project Title}, as an Owner/ Partner/ Director/ Auth. Sign. of ____________________________________, I/ We herfirm _________________, at the time of bidding,:

a) possess the necessary professional, technical, financial and managerial resources and competence required by the Bidding Document issued by the Procuring Entity;

b) have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the

State Government or any local authority as specified in the Bidding Document;

c) is having unblemished record and is not declared ineligible for corrupt & fraudulent

practices either indefinitely or for a particular period of time by any State/ Central

government/ PSU/ UT.

d) does not have any previous transgressions with any entity in India or any other country during the last three years

e) does not have any debarment by any

f) is not insolvent in receivership, bankrupt or being wound up, not have its affairs

administered by a court or a judicial officer, not have its business activities suspended

and is not the subject of legal proceedings for any of the

g) does not have, and our directors and officers not have been convicted of any criminal

offence related to their professional conduct or the making of false statements or

misrepresentations as to their qualifications to enter into a proc

period of three years preceding the commencement of the procurement process, or not

have been otherwise disqualified pursuant to debarment proceedings;

h) does not have a conflict of interest as mentioned in the bidding document whimaterially affects the fair competition.

i) will comply with the code of integrity as specified in the bidding document.

If this declaration is found to be incorrect then without prejudice to any other action that may be

taken as per the provisions of the applicable Act and Rules thereto prescribed by GoR, my/ our

security may be forfeited in full and our bid, to the extent accepted, may be cancelled.

Thanking you,



DECLARATION{to be filled by the bidder}

______________________________,

In response to the NIB Ref. No. _____________________________ dated ___________ for , as an Owner/ Partner/ Director/ Auth. Sign. of

____________________________________, I/ We hereby declare that presently our Company/ firm _________________, at the time of bidding,: -

possess the necessary professional, technical, financial and managerial resources and competence required by the Bidding Document issued by the Procuring Entity;

have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the State Government or any local authority as specified in the Bidding Document;

is having unblemished record and is not declared ineligible for corrupt & fraudulent

tices either indefinitely or for a particular period of time by any State/ Central

does not have any previous transgressions with any entity in India or any other country during the last three years

does not have any debarment by any other procuring entity

is not insolvent in receivership, bankrupt or being wound up, not have its affairs


and is not the subject of legal proceedings for any of the foregoing reasons;

does not have, and our directors and officers not have been convicted of any criminal


misrepresentations as to their qualifications to enter into a procurement contract within a


have been otherwise disqualified pursuant to debarment proceedings;

does not have a conflict of interest as mentioned in the bidding document whimaterially affects the fair competition.

will comply with the code of integrity as specified in the bidding document.


he applicable Act and Rules thereto prescribed by GoR, my/ our


Page 60 of 80


In response to the NIB Ref. No. _____________________________ dated ___________ for

eby declare that presently our Company/

possess the necessary professional, technical, financial and managerial resources and competence required by the Bidding Document issued by the Procuring Entity;

have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the State Government or any local authority as specified in the Bidding Document;

is having unblemished record and is not declared ineligible for corrupt & fraudulent

tices either indefinitely or for a particular period of time by any State/ Central

does not have any previous transgressions with any entity in India or any other country

is not insolvent in receivership, bankrupt or being wound up, not have its affairs


foregoing reasons;

does not have, and our directors and officers not have been convicted of any criminal


urement contract within a


does not have a conflict of interest as mentioned in the bidding document which

will comply with the code of integrity as specified in the bidding document.


he applicable Act and Rules thereto prescribed by GoR, my/ our


ANNEXURE-5: CERTIFICATE OF CONFORMITY/ NO DEVIATION

To, {Procuring Entity}, ______________________________,

CERTIFICATE

This is to certify that, the specifications which I/ We have mentioned in the Technical bid, and

which I/ We shall supply if I/ We am/ are awarded with the work, are in conformity with the

minimum specifications of the bidding document and that there are

the requirement specifications.

Also, I/ we have thoroughly read the bidding document and by signing this certificate, we hereby

submit our token of unconditional acceptance to all the terms & conditions of the bidding

document without any deviations.

I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the execution of the project, to meet the desired Standards set out in the bidding Document.

Thanking you,



5: CERTIFICATE OF CONFORMITY/ NO DEVIATION{to be filled by the bidder}

______________________________,



minimum specifications of the bidding document and that there are no deviations of any kind from



ment without any deviations.


Page 61 of 80


{to be filled by the bidder}



no deviations of any kind from




ANNEXURE-6: FINANCIAL BID COVER LETTER &FORMAT

COVER LETTER{to be submitted by the bidder on his Letter head}

To, {Procuring Entity}, ______________________________,

Reference: NIB No. :___________________________________ Dated:__________

Dear Sir,

We, the undersigned bidder, having read &

of which is hereby duly acknowledged, I/ we, the undersigned, offer to work as mentioned in the

Scope of the work & in conformity with the said bidding document for the same.

I / We undertake that the prices are in conformity with the specifications prescribed. The quote/

price are inclusive of all cost likely to be incurred for executing this work. The prices are inclusive

of all type of govt. taxes/duties as mentioned in the financial bid.

I / We undertake, if our bid is accepted, to deliver the services in accordance with the delivery schedule specified in the schedule of Requirements.

I/ We hereby declare that in case the contract is awarded to us, we shall submit the contract performance guarantee as prescribed in the bidding document.

I / We agree to abide by this bid for a period of _____ days after the last date fixed for bid

submission and it shall remain binding upon us and may be accepted at any time before the

expiry of that period.

Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award shall constitute a binding Contract between us.

I/ We hereby declare that our bid is made in good faith, without information contained in the bid is true and correct to the best of our knowledge and belief.

We understand that you are not bound to accept the lowest or any bid you may receive.

We agree to all the terms & conditions as mhave not submitted any deviations in this regard.


6: FINANCIAL BID COVER LETTER &FORMAT

{to be submitted by the bidder on his Letter head}

______________________________,


We, the undersigned bidder, having read & examined in detail, the Bidding Document, the receipt


Scope of the work & in conformity with the said bidding document for the same.

e prices are in conformity with the specifications prescribed. The quote/


of all type of govt. taxes/duties as mentioned in the financial bid.

undertake, if our bid is accepted, to deliver the services in accordance with the delivery schedule specified in the schedule of Requirements.

I/ We hereby declare that in case the contract is awarded to us, we shall submit the contract ntee as prescribed in the bidding document.




I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the information contained in the bid is true and correct to the best of our knowledge and belief.


We agree to all the terms & conditions as mentioned in the bidding document and submit that we have not submitted any deviations in this regard.

Page 62 of 80



examined in detail, the Bidding Document, the receipt


e prices are in conformity with the specifications prescribed. The quote/


undertake, if our bid is accepted, to deliver the services in accordance with the delivery

I/ We hereby declare that in case the contract is awarded to us, we shall submit the contract




collusion or fraud and the information contained in the bid is true and correct to the best of our knowledge and belief.


entioned in the bidding document and submit that we

Date: Authorized Signatory Name: Designation:


Page 63 of 80


Financial Bid Format

S.

Services

No

(1) (2)

Chartered

1.

Accountancy

Services under

eMitra Project

*Service tax shall be paid extra as per


Rate per Month (in INR) Number of

(inclusive of all applicable

Months

(inclusive of all taxes, except Service Tax )

(3) (4)

36

Total (in Words)

*Service tax shall be paid extra as per applicable rates.

Page 64 of 80


Total

Amount(in

INR)

inclusive of all

applicable

taxes except

Service Tax)

(5) = (3) x (4)

ANNEXURE-7: BANK GUARANTEE FORMAT

BANK GUARANTEE FORMAT – (To be stamped in accordance with Stamp Act and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To, The Managing Director, RajCOMP Info Services Limited (RISL), First Floor, Yojana Bhawan, C-Block, Tilak Marg, C

Sir,

1. In accordance with your Notice Inviting Bid for <please specify the project title> vide NIB

reference no. <please specify>

firm) (Hereinafter called the “Bidder”) hereby submits the Bank Guarantee to participate in the

said procurement/ bidding process as mentioned in the bidding document.

It is a condition in the bidding documents that the Bidder has to deposit Bid Security amounting to <Rs. ______________ (Rupees <in words>)>

_______________ dated _________ issued by RISL, First Floor, Yojana Bhawan, C

Tilak Marg, C-Scheme, Jaipur, Rajasthan (hereinafter referred to as “RISL”) by a Bank

Guarantee from a Nationalised Bank/ Scheduled Commercial Bank having its branch at Jaipur

irrevocable and operative till the bid validity date (i.e.

submission of bid). It may be extended if required in concurrence with the bid validity.

And whereas the Bidder desires to furnish a Bank Guarantee for a sum of ______________ (Rupees <in words>)>

2. Now, therefore, we the ……………………………….…… (Bank), a body corporate constituted

under the Banking Companies (Acquisition and Transfer of Undertaking) Act. 1969 (delete, if

not applicable) and branch Office at…………………... (hereinafter referred to as the

Guarantor) do hereby undertake and agree to pay forthwith on demand in writing by the RISL

of the said guaranteed amount without any demur, reservation or recourse.

3. We, the aforesaid bank, further agree that the RISL shall be the sole judge of and as to

whether the Bidder has committed any breach or breaches of any of the terms costs, charges

and expenses caused to or suffered by or that may be caused to or suffered by the RISL on

account thereof to the extent of the Earnest Money required to be deposited by

respect of the said bidding document and the decision of the RISL that the Bidder has

committed such breach or breaches and as to the amount or amounts of loss, damage, costs,

charges and expenses caused to or suffered by or that may be caus

RISL shall be final and binding on us. 4. We, the said Bank further agree that the Guarantee herein contained shall remain in full force

and effect until it is released by the RISL and it is further declared that it shall not be

necessary for the RISL to proceed against the Bidder before proceeding against the Bank and

the Guarantee herein contained shall be invoked against the Bank, notwithstanding any

security which the RISL may have obtained or shall be obtained from the Bidder at


7: BANK GUARANTEE FORMAT{to be submitted by the bidder’s bank}

– BID SECURITY

(To be stamped in accordance with Stamp Act and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

RajCOMP Info Services Limited (RISL),

Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj).

In accordance with your Notice Inviting Bid for <please specify the project title> vide NIB

<please specify> M/s. …………………………….. (Name & full address of the

(Hereinafter called the “Bidder”) hereby submits the Bank Guarantee to participate in the

said procurement/ bidding process as mentioned in the bidding document.

It is a condition in the bidding documents that the Bidder has to deposit Bid Security <Rs. ______________ (Rupees <in words>)> in respect to the NIB Ref. No.

_______________ dated _________ issued by RISL, First Floor, Yojana Bhawan, C

Scheme, Jaipur, Rajasthan (hereinafter referred to as “RISL”) by a Bank


irrevocable and operative till the bid validity date (i.e. <please specify> days from the date of


And whereas the Bidder desires to furnish a Bank Guarantee for a sum of <Rs.

______________ (Rupees <in words>)>to the RISL as earnest money deposit.

Now, therefore, we the ……………………………….…… (Bank), a body corporate constituted



arantor) do hereby undertake and agree to pay forthwith on demand in writing by the RISL

of the said guaranteed amount without any demur, reservation or recourse.

We, the aforesaid bank, further agree that the RISL shall be the sole judge of and as to

ther the Bidder has committed any breach or breaches of any of the terms costs, charges


account thereof to the extent of the Earnest Money required to be deposited by



charges and expenses caused to or suffered by or that may be caused to or suffered by the

RISL shall be final and binding on us.

We, the said Bank further agree that the Guarantee herein contained shall remain in full force


ssary for the RISL to proceed against the Bidder before proceeding against the Bank and


security which the RISL may have obtained or shall be obtained from the Bidder at

Page 65 of 80


{to be submitted by the bidder’s bank}

(To be stamped in accordance with Stamp Act and to be issued by a Nationalised/ Scheduled

302005 (Raj).

In accordance with your Notice Inviting Bid for <please specify the project title> vide NIB

M/s. …………………………….. (Name & full address of the

(Hereinafter called the “Bidder”) hereby submits the Bank Guarantee to participate in the

It is a condition in the bidding documents that the Bidder has to deposit Bid Security in respect to the NIB Ref. No.

_______________ dated _________ issued by RISL, First Floor, Yojana Bhawan, C-Block,

Scheme, Jaipur, Rajasthan (hereinafter referred to as “RISL”) by a Bank


ays from the date of


<Rs.

osit.

Now, therefore, we the ……………………………….…… (Bank), a body corporate constituted



arantor) do hereby undertake and agree to pay forthwith on demand in writing by the RISL

We, the aforesaid bank, further agree that the RISL shall be the sole judge of and as to

ther the Bidder has committed any breach or breaches of any of the terms costs, charges


account thereof to the extent of the Earnest Money required to be deposited by the Bidder in



ed to or suffered by the

We, the said Bank further agree that the Guarantee herein contained shall remain in full force


ssary for the RISL to proceed against the Bidder before proceeding against the Bank and


security which the RISL may have obtained or shall be obtained from the Bidder at any time

when proceedings are taken against the Bank for whatever amount that may be outstanding or unrealized under the Guarantee.

5. Any notice by way of demand

fax, registered post or other electronic media to our address, as aforesaid and if sent by post,

it shall be deemed to have been given to us after the expiry of 48 hours when the same has

been posted. 6. If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake

to extend the period of this guarantee on the request of our constituent under intimation to

you. 7. The right of the RISL to recover the said amount of

<inwords>)>from us in manner aforesaid will not be precluded/ affected, even if, disputes

havebeen raised by the said M/s. ……….………………(Bidder) and/ or dispute or disputes are

pending before any court, authority, officer, tribunal, 8. Notwithstanding anything stated above, our liability under this guarantee shall be restricted to

<Rs. ______________ (Rupees <in words>)>

bidvalidity period i.e. <please specify>

demand or claim under the guarantee is made on us in writing within three months after the

Bid validity date, all your rights under the guarantee shall be forfeited and we shall be relieved

and discharged from all liability thereunder. 9. This guarantee shall be governed by and construed in accordance with the Indian Laws and

we hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose of

any suit or action or other proce

hereof brought by you may not be enforced in or by such count. 10. We hereby confirm that we have the power/s to issue this Guarantee in your favor under the

Memorandum and Articles of Association/ C

the recipient of authority by express delegation of power/s and has/have full power/s to

execute this guarantee under the Power of Attorney issued by the bank in your favour.

Date ………………… (Signature) … Place ………………… (Printed Name) …………………………………. (Designation) …………………………………… (Bank’s common seal) ………………………….

In presence of: WTTNESS (with full name, designation, address & official seal, if any) (1) ………………………………………

……………………………………… (2) ………………………………………


when proceedings are taken against the Bank for whatever amount that may be outstanding or unrealized under the Guarantee.

Any notice by way of demand or otherwise hereunder may be sent by special courier, telex,



If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake


The right of the RISL to recover the said amount of <Rs. ______________ (Rupees

from us in manner aforesaid will not be precluded/ affected, even if, disputes


pending before any court, authority, officer, tribunal, arbitrator(s) etc..

Notwithstanding anything stated above, our liability under this guarantee shall be restricted to

<Rs. ______________ (Rupees <in words>)>and our guarantee shall remain in force till

<please specify> days from the last date of bid submission and unless a



rged from all liability thereunder.

This guarantee shall be governed by and construed in accordance with the Indian Laws and


any suit or action or other proceedings arising out of this guarantee or the subject matter

hereof brought by you may not be enforced in or by such count.

We hereby confirm that we have the power/s to issue this Guarantee in your favor under the

Memorandum and Articles of Association/ Constitution of our bank and the undersigned is/are



Date ………………… (Signature) ……………………………………….

Place ………………… (Printed Name) ………………………………….

(Designation) ……………………………………

(Bank’s common seal) ………………………….

WTTNESS (with full name, designation, address & official seal, if any)

………………………………………

………………………………………

………………………………………

Page 66 of 80


when proceedings are taken against the Bank for whatever amount that may be outstanding

or otherwise hereunder may be sent by special courier, telex,



If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake


Rs. ______________ (Rupees

from us in manner aforesaid will not be precluded/ affected, even if, disputes


Notwithstanding anything stated above, our liability under this guarantee shall be restricted to

and our guarantee shall remain in force till

days from the last date of bid submission and unless a



This guarantee shall be governed by and construed in accordance with the Indian Laws and


edings arising out of this guarantee or the subject matter

We hereby confirm that we have the power/s to issue this Guarantee in your favor under the

onstitution of our bank and the undersigned is/are



………………………………………

Bank Details Name & address of Bank : Name of contact person of Bank: Contact telephone number:

GUIDELINES FOR SUBMISSION OF The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot be considered valid: - 1. Bank Guarantee shall be executed on non

purchased in the name of the bank. 2. Two persons should sign as witnesses mentioning their full name, designation, address and

office seal (if any). 3. The Executor (Bank Authorities) may mention the power of attorney No. and date of execution

in his/ her favour authorizing him/ her to sign the

witnessed by two persons mentioning their full name and address. 4. The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled Commercial

Bank only. 5. Non – Judicial stamp paper shall be used within 6 months

same. Bank Guarantee executed on the non

purchase of such stamp paper shall be treated as non 6. The contents of Bank Guarantee shall be strictly as per format prescribe 7. Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number. 8. All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature of

Bank Officials signing the Bank Guarantee. 9. Bank should separately send through registered post/courier a certified copy of Bank

Guarantee, mentioning Bid reference, Bid title and bidder name, directly to the Purchaser at

the following address:


………………………………………

GUIDELINES FOR SUBMISSION OF BANK GUARANTEE

The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot be

Bank Guarantee shall be executed on non- judicial stamp paper of applicable value purchased in the name of the bank.

persons should sign as witnesses mentioning their full name, designation, address and

The Executor (Bank Authorities) may mention the power of attorney No. and date of execution

in his/ her favour authorizing him/ her to sign the document. The Power of Attorney to be

witnessed by two persons mentioning their full name and address.

The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled Commercial

Judicial stamp paper shall be used within 6 months from the date of Purchase of the

same. Bank Guarantee executed on the non-judicial stamp paper after 6 (six) months of the

purchase of such stamp paper shall be treated as non-valid.

The contents of Bank Guarantee shall be strictly as per format prescribed by RISL

Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number.

All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature of Bank Officials signing the Bank Guarantee.

ely send through registered post/courier a certified copy of Bank


Page 67 of 80


The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot be

judicial stamp paper of applicable value

persons should sign as witnesses mentioning their full name, designation, address and

The Executor (Bank Authorities) may mention the power of attorney No. and date of execution

document. The Power of Attorney to be

The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled Commercial

from the date of Purchase of the

judicial stamp paper after 6 (six) months of the

d by RISL

Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number.

All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature of

ely send through registered post/courier a certified copy of Bank


BANK GUARANTEE FORMAT – (To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan State only and to be issued by a Nationalised/ Scheduled bank havingpayable at par at Jaipur, Rajasthan)

To, The Managing Director, RajCOMP Info Services Limited (RISL), First Floor, Yojana Bhawan, C-Block, Tilak Marg, C

1. In consideration of the RajCOMP Info Ser agreed to exempt M/s ..........................

demand, under the terms and conditions of an Agreement

..................... made between

....................... (Contractor) for the work .................

Security Deposit for the due fulfilment by the said Contractor (s) of the

contained in the said Agreement,

Rs................... (rupees ........................................

Bank), (hereinafter referred to as "the Bank") at the request of ..................

hereby undertake to

Rs................... (Rupees..................................

2. We................. (Indicate the name

(Rupees............................ only), the amounts due and payable under this guarantee without

any demur or delay, merely on a demand from the RISL. Any such demand

by the RISL shall be conclusive as regards the amount due and payable by the Bank under

this guarantee. The Bank Guarantee shall be completely at the disposal of the RISL and

We....................... (Indicate the name of Bank),

RISL regarding this Bank Guarantee. However, our liability under this guarantee shall be

restricted to an amount not exceeding Rs......................

3. We....................... (indicate the name of Bank), undertake to pay to the RISL any money so

demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or

proceeding pending before any Court or Tribunal or Arbitrator

under these presents being absolute, unequivocal and unconditional.

4. We..................... (indicate the name of Bank) further agree that the performance guarantee

herein contained shall remain in full force

to be enforceable for above specified period till all the dues of RISL under or by virtue of the

said Agreement have been fully paid and its claims satisfied or discharged or till the RISL

certifies that the terms and conditions of the said Agreement have been fully and properly

carried out by the said Contractor(s) and accordingly discharges this guarantee.

5. We ........................... (indicate the name of Bank) further agree

shall have the fullest liberty without our

obligations hereunder to vary any of the terms and conditions of the said Agreement or to

extend time of performance by the said

time or from time to time any of the powers exercisable by the RISL against the said

Contractor(s) and to forbear or enforce any of the terms and conditions relating to the said

Agreement and we shall not be relieved from our liability by reason of any such variation, or

extension being granted to the said Contractor(s) or for any forbearance, act or omission on


– PERFORMANCE SECURITY (PBG)

(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

RajCOMP Info Services Limited (RISL),

Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj).

1. In consideration of the RajCOMP Info Services Limited (hereinafter called "RISL") having

.......................... (hereinafter called "the said Contractor(s)"

under the terms and conditions of an Agreement No..................................

between the RISL through ……………………

(Contractor) for the work ................. (hereinafter called "the said Agreement") of

Security Deposit for the due fulfilment by the said Contractor (s) of the terms and conditions

Agreement, on production of a Bank

only), we ................... (indicate the name of the

referred to as "the Bank") at the request of ..................

pay to the RISL an amount

(Rupees.................................. only) on demand.

name of Bank), do hereby undertake to pay Rs....................

only), the amounts due and payable under this guarantee without

any demur or delay, merely on a demand from the RISL. Any such demand made on the bank



(Indicate the name of Bank), bound ourselves with all directions given by


restricted to an amount not exceeding Rs...................... (Rupees.................... only).

(indicate the name of Bank), undertake to pay to the RISL any money so


proceeding pending before any Court or Tribunal or Arbitrator etc. relating thereto, our liability

under these presents being absolute, unequivocal and unconditional.

(indicate the name of Bank) further agree that the performance guarantee

herein contained shall remain in full force and effective up to <DATE> and that it shall continue





(indicate the name of Bank) further agree with the RISL that the RISL

liberty without our consent and without affecting in any manner


extend time of performance by the said Contractor(s) from time to time or to postpone for any



not be relieved from our liability by reason of any such variation, or


Page 68 of 80


(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan its branch at Jaipur and

302005 (Raj).

vices Limited (hereinafter called "RISL") having

(hereinafter called "the said Contractor(s)" from the

No.................................. dated

…………………… and

(hereinafter called "the said Agreement") of

terms and conditions

Guarantee for

(indicate the name of the

Contractor(s) do

not exceeding

of Bank), do hereby undertake to pay Rs....................

only), the amounts due and payable under this guarantee without

made on the bank



bound ourselves with all directions given by


only).

(indicate the name of Bank), undertake to pay to the RISL any money so


etc. relating thereto, our liability

(indicate the name of Bank) further agree that the performance guarantee

and effective up to <DATE> and that it shall continue





with the RISL that the RISL

affecting in any manner our


Contractor(s) from time to time or to postpone for any



not be relieved from our liability by reason of any such variation, or


the part of the RISL or any indulgence by the RISL to the said Contractor(s) or by any such matter or thing whatsoever which would but for this provision, have effect of so relieving us.

6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not

be discharged due to the change in the constitution of the Bank or the contractor(s).

7. We ..............................

guarantee except with the previous consent of the RISL in writing.

8. This performance Guarantee shall remain valid and in full effect, until it is decideddischarged by the RISL. Notwithstanding anything mentioned above, our liability against this guarantee is restricted to Rs........................... (Rupees..............................only).

9. It shall not be necessary for the RISL to proceed aga

against the Bank and the guarantee herein contained shall be enforceable against the Bank notwithstanding any security which the RISL may have obtained or obtain from the contractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We

undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last

day of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank

shall expire on the close of the next working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under the

memorandum and articles of Association/constitution of our bank and the undersigned is/are

the recipient of authority by express delegation of power(s) and has/have full power(s) to

execute this guarantee for the power of attorney issued by the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Ban


the part of the RISL or any indulgence by the RISL to the said Contractor(s) or by any such

matter or thing whatsoever which would but for this provision, have effect of so relieving us.

............................. (indicate the name of Bank), under this guarantee will not


(indicate the name of Bank), lastly undertake not to revoke this

guarantee except with the previous consent of the RISL in writing.

This performance Guarantee shall remain valid and in full effect, until it is decideddischarged by the RISL. Notwithstanding anything mentioned above, our liability against this

guarantee is restricted to Rs........................... (Rupees..............................only).

It shall not be necessary for the RISL to proceed against the contractor before proceeding against the Bank and the guarantee herein contained shall be enforceable against the Bank

notwithstanding any security which the RISL may have obtained or obtain from the contractor.

.... (indicate the name of Bank) verify that we have a branch at Jaipur. We


day of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank

shall expire on the close of the next working day.

We hereby confirm that we have the power(s) to issue this guarantee in your favor under the


nt of authority by express delegation of power(s) and has/have full power(s) to

execute this guarantee for the power of attorney issued by the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Ban

(Name & Designation)

The above performance Guarantee is accepted by the RISL For and on behalf of the RISL


Page 69 of 80


the part of the RISL or any indulgence by the RISL to the said Contractor(s) or by any such

matter or thing whatsoever which would but for this provision, have effect of so relieving us.

............................. (indicate the name of Bank), under this guarantee will not


undertake not to revoke this

This performance Guarantee shall remain valid and in full effect, until it is decided to be discharged by the RISL. Notwithstanding anything mentioned above, our liability against this

guarantee is restricted to Rs........................... (Rupees..............................only).

inst the contractor before proceeding against the Bank and the guarantee herein contained shall be enforceable against the Bank

notwithstanding any security which the RISL may have obtained or obtain from the contractor.

.... (indicate the name of Bank) verify that we have a branch at Jaipur. We


day of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee

We hereby confirm that we have the power(s) to issue this guarantee in your favor under the


nt of authority by express delegation of power(s) and has/have full power(s) to

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)

Signature


Bank's Seal

The above performance Guarantee is accepted by the RISL For and on behalf of the RISL

Signature


ANNEXURE-8: DRAFT AGREEMENT FORMAT

bidderand procuring entity}

This Contract is made and entered into on this ______day of ________, 2017 by and between


TilakMarg, C-Scheme, Jaipur-302005, Rajasthan

which term or expression, unless excluded by or repugnant to the subject or context, shall include

his successors in office and assignees on ONE PART

And

M/s__________________, a company registered under the Indian Companies Act, 1956 with its

registered office at _____________________ (herein after referred as the “Successful Bidder/

Supplier”) which term or expression, unless excluded by or repugnant to the subject or context,

shall include his successors in office and assignees on the OTHER PART.

Whereas,

Purchaser is desirous of appointing an agency for

Terms and Conditions as set forth in the RFP document dated _________ of <NIB No

_________________>.

And whereas

M/s______________represents that it has the necessary experience for carrying out the overall

work as referred to herein and has submitted a bid and subsequent clarifications for providing the

required services against said NIB and RFP document issued in this regard, in accordance with

the terms and conditions set forth herein and any other reasonable requirements

from time to time.

And whereas Purchaser has accepted the bid of supplier and has placed the Work Order vide Letter No.

__________________ dated _______Letter No._____________dated ____________

And whereas

The supplier has deposited a sum of Rs. ________________/the form of __________________ ref no. _________________ dated ______________ of

____________ Bank and valid up to _____________ of the contract.

Now it is hereby agreed to by and between both the parties as under:

1. The NIB Ref. No. ____________________________ dated ___________ and RFP document

dated _________ issued by RISL along wit

are deemed to be taken as part of this contract and are binding on both the parties executing

this contract. 2. In consideration of the payment to be made by RISL to supplier at the rates set forth in the

work order no. ____________________


8: DRAFT AGREEMENT FORMAT{to be mutually signed by selected


RajCOMP Info Services Limited (RISL), having its head office at First Floor, Yojana Bhawan,

302005, Rajasthan (herein after referred to as Purchaser/ RISL)


ssors in office and assignees on ONE PART



expression, unless excluded by or repugnant to the subject or context,

shall include his successors in office and assignees on the OTHER PART.

Purchaser is desirous of appointing an agency for <project title> as per the Scope of Work and



to herein and has submitted a bid and subsequent clarifications for providing the


the terms and conditions set forth herein and any other reasonable requirements

Purchaser has accepted the bid of supplier and has placed the Work Order vide Letter No.

_______, on which supplier has given their acceptance vide their ____________.

The supplier has deposited a sum of Rs. ________________/- (Rupees _________________) in the form of __________________ ref no. _________________ dated ______________ of

____________ Bank and valid up to _____________ as security deposit for the due performance

Now it is hereby agreed to by and between both the parties as under: -

The NIB Ref. No. ____________________________ dated ___________ and RFP document

dated _________ issued by RISL along with its enclosures/ annexures, wherever applicable,


In consideration of the payment to be made by RISL to supplier at the rates set forth in the ____________________ dated _________ will duly supply the said articles set

Page 70 of 80

services under eMitra Project

{to be mutually signed by selected


First Floor, Yojana Bhawan,

(herein after referred to as Purchaser/ RISL)




expression, unless excluded by or repugnant to the subject or context,

as per the Scope of Work and



to herein and has submitted a bid and subsequent clarifications for providing the


the terms and conditions set forth herein and any other reasonable requirements of the Purchaser

Purchaser has accepted the bid of supplier and has placed the Work Order vide Letter No.

, on which supplier has given their acceptance vide their

(Rupees _________________) in the form of __________________ ref no. _________________ dated ______________ of

as security deposit for the due performance

The NIB Ref. No. ____________________________ dated ___________ and RFP document

h its enclosures/ annexures, wherever applicable,


In consideration of the payment to be made by RISL to supplier at the rates set forth in the dated _________ will duly supply the said articles set

forth in scope of work and provide related services

with its enclosures/ annexures and Technical Bid along with subsequent clarifications

submitted by supplier.

3. The RISL do hereby agree that if supplier shall duly supply the said articles and provide related

services in the manner aforesaid observe and keep the said terms and conditions of the RFP

and Contract, the RISL will pay or cause to be paid to supplier, at the time and the manner set

forth in the said conditions of the RFP, the amount payable for each and ev

milestone & deliverable. The mode of Payment will be as specified in the RFP document.

4. The timelines for the prescribed Scope of Work, requirement of services and deployment of

technical resources shall be effected from the date of work order

completed by supplier within the period as specified in the RFP document. 5. In case of extension in the delivery and/ or completion period with liquidated damages, the

recovery shall be made on the basis of following percentages of val

works which supplier has failed to supply/ complete: a) Delay up to one fourth period of the prescribed delivery period, successful

completion of work

b) Delay exceeding one fourth but not exceeding half of the prescribed delivery period, successful completion of work.

c) Delay exceeding half but not exceeding three fourth of the prescribed delivery period, successful completion of work.

d) Delay exceeding three fourth of the prescribed delivery period, successful completion of work.

Note:

i. Fraction of a day in reckoning period of delay in supplies/ maintenance services shall be eliminated if it is less than half a day.

ii. The maximum amount of agreed liquidated damages shall be 10%.

iii. If supplier requires an extension of time

occurrence of any hindrances, he shall apply in writing to the authority which had placed

the work order, for the same immediately on occurrence of the hindrance but not after the

stipulated date of comple

iv. Delivery period may be extended with or without liquidated damages if the delay in the supply of services is on account of hindrances beyond the control of supplier.

6. All disputes arising out of this agreement and all questions relatingagreement shall be decided as per the procedure mentioned in the RFP document.

In witness whereof the parties have caused this contract to be executed by their Authorized

Signatories on this _____day of _______________, 201

Signed By:

( )


forth in scope of work and provide related services in the manner set forth in the RFP, along


The RISL do hereby agree that if supplier shall duly supply the said articles and provide related

es in the manner aforesaid observe and keep the said terms and conditions of the RFP


forth in the said conditions of the RFP, the amount payable for each and ev


The timelines for the prescribed Scope of Work, requirement of services and deployment of

technical resources shall be effected from the date of work order i.e. ____________ and

completed by supplier within the period as specified in the RFP document.

In case of extension in the delivery and/ or completion period with liquidated damages, the

recovery shall be made on the basis of following percentages of value of stores/

works which supplier has failed to supply/ complete: -

Delay up to one fourth period of the prescribed delivery period, successful

Delay exceeding one fourth but not exceeding half of the prescribed period, successful completion of work.

Delay exceeding half but not exceeding three fourth of the prescribed delivery period, successful completion of work.

Delay exceeding three fourth of the prescribed delivery period, successful

Fraction of a day in reckoning period of delay in supplies/ maintenance services shall be eliminated if it is less than half a day.

The maximum amount of agreed liquidated damages shall be 10%.

If supplier requires an extension of time in completion of contractual supply on account of



stipulated date of completion of supply.

Delivery period may be extended with or without liquidated damages if the delay in the supply of services is on account of hindrances beyond the control of supplier.

All disputes arising out of this agreement and all questions relating to the interpretation of this agreement shall be decided as per the procedure mentioned in the RFP document.


Signatories on this _____day of _______________, 2017.

Signed By:

()

Page 71 of 80


in the manner set forth in the RFP, along


The RISL do hereby agree that if supplier shall duly supply the said articles and provide related

es in the manner aforesaid observe and keep the said terms and conditions of the RFP


forth in the said conditions of the RFP, the amount payable for each and every project


The timelines for the prescribed Scope of Work, requirement of services and deployment of

i.e. ____________ and

In case of extension in the delivery and/ or completion period with liquidated damages, the

ue of stores/

Delay up to one fourth period of the prescribed delivery period, successful

Delay exceeding three fourth of the prescribed delivery period, successful

Fraction of a day in reckoning period of delay in supplies/ maintenance services shall be

in completion of contractual supply on account of



Delivery period may be extended with or without liquidated damages if the delay in the supply of services is on account of hindrances beyond the control of supplier.

to the interpretation of this agreement shall be decided as per the procedure mentioned in the RFP document.


2.5%

5.0%

7.5%

10.0%

Designation:,

Company:

In the presence of:

( )

Designation:

Company:

( )

Designation:

Company:


Chairman & Managing Director, RISL

In the presence of:

( )

Designation:

Department of IT&C, Govt. of Rajasthan

( )

Designation:


Page 72 of 80


Chairman & Managing Director, RISL



ANNEXURE-9: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE

QUALIFICATION EXPERIENCE

Project Name:

Country:

Location within country:

Name of Customer:

Contact person with address, phone, fax

and e-mail:

Start date (month/year):

Completion date (month/year):

Name of associated Bidders, if any:

Narrative description of Project:

List of Services provided by your firm/company

Please attach a copy of the work order/ completion certificate/ purchase order/ letter from the customer for each project

reference


9: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE

Value of Contract/Work Order (In INR):

Project Duration:

Total No. of staff-months of the assignment:

Contact person with address, phone, fax Approx. value of the services provided by your

company under the contract (in INR):

Name of associated Bidders, if any:

List of Services provided by your firm/company

a copy of the work order/ completion certificate/ purchase order/ letter from the customer for each project

Page 73 of 80


9: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE-

months of the assignment:

Approx. value of the services provided by your

a copy of the work order/ completion certificate/ purchase order/ letter from the customer for each project

Request for Payment to the Service Provider

Name of Service Provider:

Service Provider Complete Address :

Name of Project

Remuneration of Services Rendered

Period Remuneration Rate

From To Date Per MonthDate

Service Provider’s ACCOUNT INFORMATION

BENEFICIARY BANK :

BRANCH DETAIL :

ACCOUNT NUMBER :

IFSC CODE :

Service Provider CERTIFICATION

1. I certify that the information provided hereinand the amount being claimed is correct.

2. This claim is last under the contract:Yes / No

Signature of Service Provider Date :


Annexure-10

INVOICE FORMAT

Request for Payment to the Service Provider RajCOMP Info

Services Ltd.

Service Provider Complete Address : Telephone

No. :

: Email

address :

Remuneration of Services Rendered

Remuneration Rate Location Amount

Per Month where Claimed

Service (in Rs.) Rendered

Total Remuneration :

Service Provider’s ACCOUNT INFORMATION

Signature of Service Provider

Service Provider CERTIFICATION FOR USE BY PROJECT OIC AVAILING SERVICE

1. I certify that the information provided herein 1. The services have been performedclaimed is correct. satisfactorily.

No

2. This claim is last under the contract: 2. The work under the contract has been completed.

No

Signature of OIC Date :

Page 74 of 80


(For office use)

Approved/Not

Approved

Signature of Service Provider

FOR USE BY PROJECT OIC AVAILING

1. The services have been performed

Yes /

2. The work under the contract has been

Yes /

ANNEXURE-11: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012

Appeal No ………of …………… Before the ………………………… (First/ Second Appellate Authority)

1. Particulars of appellant: a. Name of the appellant: <please specify> b. Official address, if any: <please specify> c. Residential address: <please specify>

2. Name and address of the respondent(s): a. <please specify> b. <please specify> c. <please specify>

3. Number and date of the order appealed against and name and designation of the officer/

authority who passed the order (enclose copy), or a statement of a decision, action or omission

of the procuring entity in contravention to the provisions of the Act by which the

aggrieved: <please specify>

4. If the Appellant proposes to be represented by a representative, the name and postal address of the representative: <please specify>

5. Number of affidavits and documents enclosed with the appeal: <please specify> 6. Grounds of appeal (supported by an affidavit): <please specify> 7. Prayer: <please specify>

Place …………………………………….

Date ……………………………………


11: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012

Before the ………………………… (First/ Second Appellate Authority)

Name of the appellant: <please specify>

Official address, if any: <please specify>

Residential address: <please specify>

Name and address of the respondent(s):

date of the order appealed against and name and designation of the officer/


of the procuring entity in contravention to the provisions of the Act by which the

If the Appellant proposes to be represented by a representative, the name and postal address of the representative: <please specify>

Number of affidavits and documents enclosed with the appeal: <please specify>

Grounds of appeal (supported by an affidavit): <please specify>

Place …………………………………….

Date ……………………………………

Appellant's Signature

Page 75 of 80


date of the order appealed against and name and designation of the officer/


of the procuring entity in contravention to the provisions of the Act by which the appellant is

If the Appellant proposes to be represented by a representative, the name and postal address

Number of affidavits and documents enclosed with the appeal: <please specify>

Appellant's Signature

1) ICICI Bank

Table 1 (a) ICICI: Excess Payment Report (Date: ……………………)

District Amount transferred to

Rajonline account

(Rs)

Table 1 (b) ICICI: Bank Reconciliation (Date: …………………………..)

PARTICULARS

Opening Bank Balance

Add: Credit in bank as per portal

Add: Test transactions

Add : Excess credit **

Less : Payment made to districts

Less : Autorecon ( i. E. Automatic refund)

Less : Refund

Less : Any other debit

Closing Balance

Table 1 (c) ICICI: Failed Transaction Report (Date: …………………..)

Amount to be Amount actually

Date refunded

Table 1 (d) ICICI: Refund chart- Monthly basis

Date Opening balance Amount to be refund

RFP for hiring of CA services under

Annexure-12

REPORT FORMATS

Table 1 (a) ICICI: Excess Payment Report (Date: ……………………) - Daily report

Amount transferred to Amount as per Excess/ Short

eMitra paid

(Rs) (Rs)

) ICICI: Bank Reconciliation (Date: …………………………..)- Daily report

Amount (Rs)



) ICICI: Failed Transaction Report (Date: …………………..)- Daily report

Amount actually Cumulative amount to refunded be refunded

Monthly basis

Amount to be refund Amount refunded Closing balance

Page 76 of 80


Daily report

Remarks

Daily report

Daily report

Remarks

Closing balance

2) Axis Bank

Table 2 (a) Axis Bank: Excess Payment Report (Date: ……………)

District Amount transferred to

RajOnline account

(Rs)

Table 2 (b) Axis Bank: Bank Reconciliation (Date: PARTICULARS


Add: Credit in bank as per portal

Add: Test transactions

Add : Excess credit **

Less : Payment made to districts


Less : Refund

Less : Any other debit

Closing Balance

Table 2 (c) Axis Bank: Failed Transaction Report (Date: ………..)

Amount to be Amount actually

Date refunded

3) Bill Desk:

Table 3 (a) Billdesk: Payment Report (Date: …………………..)

Amount received by

BillDesk (as per

District eMitra portal)

1 2

Total

Amount retained by BillDesk


Excess Payment Report (Date: ……………) -Daily report

Amount transferred to Amount as per Excess/ Short

eMitra paid

(Rs) (Rs)

) Axis Bank: Bank Reconciliation (Date: ……………..)-Daily report

Amount (Rs)



) Axis Bank: Failed Transaction Report (Date: ………..)-Daily report

Amount actually Cumulative amount to refunded be refunded

) Billdesk: Payment Report (Date: …………………..)-Daily report

Amount dispatched to Excess payment Short payment

RajOnline made made

3 4 5

Page 77 of 80


Remarks

Remarks

Remarks

Short payment

Table 3 (b) Billdesk: Excess Credit Report (Date: ………………..)

Amount received

District by BillDesk

Table 3 (c) BillDesk: Delay Report (Date: …………………………..)

Date on which

payment is to be

District made

Table 3 (d) BillDesk: Refund chart-

Date Opening balance Amount to be refund

4) Commission charges

Table 4 (a): Department wise commission share details

S.n Dept. Service Nature

o. Name name of ST

Table 4 (b): District Wise Calculation

Month District Name

Service Name Rate No Of Transactions (Rs)

Total


) Billdesk: Excess Credit Report (Date: ………………..)-Daily report

Amount Amount Amount

as per Excess to be actually

portal credit refunded refunded

) BillDesk: Delay Report (Date: …………………………..)-Daily report

Date on which Interestpayment actually Amount

made Delay involved (if any)

-Monthly basis

Amount to be refund Amount refunded Closing balance

Department wise commission share details –Monthly report

No. Of Commission Servic

Rate trans Amt amount e Tax

District Wise Calculation of Commission Charge-Monthly Report

District Name

Amount

No Of Transactions (Rs) Service Tax Amount

Page 78 of 80


refunded Remarks

Interest

(if any) Remarks

Closing balance

Total

(Amt+ST)

Total

Service Tax Amount

Table 4 (c): Recovery of commission Charge

ReportMonth:

Amount Amount

District due received

Total

Table 4 (d): Service Wise Transaction/ RISL share Report

Month

District No of transactions

Total

5. Online Fund Transfer/ Credit Limit Management

Table 5 (a): Bank Reconciliation of Amount Received by Departments

ReportMonth:

Amount

Amount appearing in

District received bank

Total

Table 5 (b): LSP wise Interest calculation

Transactio

Days n date transactions

Holiday

Op. Balance


Charge -Monthly

TDS Total recovered Short

deducted amount recovery

): Service Wise Transaction/ RISL share Report -Monthly Report

Department Service Code

Rate Amount RISL Share

5. Online Fund Transfer/ Credit Limit Management

Bank Reconciliation of Amount Received by Departments -Monthly

appearing in Un-reconciled Instrument

amount Instrument no date

LSP wise Interest calculation-Monthly report

No of Fund Excess/Les Less

Am Transfer s Transferretransactions

t Amount Transferre

d

Page 79 of 80

for hiring of CA services under eMitra Project

Remarks

recovery

Remarks

Remarks

Instrument

Less

Transferre Interes

d t

Table 5 (c): Department wise reconciliation Month-

Cash

Total transferred

District Collection to dept.

(a) (b) (c )

Table 5 (d): LSP's Billing compile sheet

LSP Service Bill Service

Name Name No Type

Note: The selected bidder shall submit the above report along with alarming situation that needs immediate attention/OIC.


Department wise reconciliation –Monthly report

Department name-

Cash transferred

to dept. Commission Difference

(c ) (d) (e=b-c-d)

LSP's Billing compile sheet-Monthly report

Service

Rate Transactions Amount Tax

Note: The selected bidder shall submit the above report along with Exception Reportsalarming situation that needs immediate attention/ correction and other MIS report sought by the Project

Page 80 of 80


Remark

Service Net TDS Amt

Exception Reports regarding any correction and other MIS report sought by the Project