1

MINISTRYOF TOURISM

GOVERNMENT OF INDIA

Request For Proposal (RFP)

Selection of Professional IT Agency

for

Portal Development and Maintenance,

Content Management, Web Contests and

Mobile Applications

File No.: 11.IT(2)/2015 Date : 28th November 2015

(Due on 22nd

December 2015)

2

1. Introduction

The Ministry of Tourism, Government of India is the nodal agency for the

formulation of national policies and programmes and for the co-ordination of

activities of various Central Government Agencies, State Governments/UTs and

the Private Sector for the development and promotion of tourism in the country.

The Ministry of Tourism through its twenty field offices in India and fourteen

offices overseas undertakes publicity and promotion of India through an integrated

marketing and promotional strategy and a synergized campaign in association with

the Travel Trade, State Governments and Indian Missions. The specific elements

of promotional efforts undertaken overseas include advertising in print, electronic,

outdoor and online media, etc.

Promotion of India is also undertaken by the Ministry through its flagship

channel www.incredibleindia.org. Traffic to the website is generated through

advertising campaigns and other promotional measures. At present the Incredible

India website is available in Arabic, Chinese, English, French, German, Hindi,

Japanese, Korean, Russian and Spanish languages. Over 1700 pages of Web

content in English is currently available on the website.

Information technology has emerged as the biggest influence in recent times

with specific areas of lifestyle penetration and benefit. In order to harness the

potential of IT in tourism, the Ministry of Tourism proposes to develop a “State of

the Art” website to take a holistic 360-degree approach as a means of escalating

tourism awareness, attraction and experience delivery.

2. Objectives

The objectives of the Ministry of Tourism under its IT initiatives are to:

o Provide an interactive and engaging experience for all visitors landing

on the Incredible India Tourism portal.

o Make the Incredible India Tourism portal a one-stop-shop for all

tourists planning to visit India/ India destinations by providing

complete information on destinations and enabling end to end

planning.

o Improve traffic to the portal and eventually improve tourist traffic into

India.

3

o Provide a personalized experience to website visitors based on user

insights obtained from users of the portal and feedback from multiple

sources.

o Enrich the website content by enabling users to share their

experiences and information.

o Differentiate and set a high benchmark of Incredible India Tourism

portal vis-a-vis other international tourism websites / portals.

Towards achieving the above objectives, the Ministry of Tourism intends to

commission a professional IT Agency having in house capabilities and capacity to

provide a host of services including inter-alia, web portal development, content

management services etc. for an initial period of three years (subject to yearly

review). Interested professional IT agencies may submit bids as per details given

below:

3. Eligibility Criteria

I. Essential

(i) Firms / Agencies bidding as a Consortium must have entered into a

Memorandum of Understanding (MoU) signed by all firms / agencies /

members of the Consortium and indicating the nomination of one agency /

member as the lead member who would assume overall responsibility for the

entire project. A copy of the MoU to be submitted.

(ii) The Firm / Agency (All members in case of consortium) should be a

registered entity. Copies of Certificate of incorporation / Registration, PAN

Card and Service Tax Registration should be submitted.

(iii) The Firm / Agency (lead member in case of consortium) should be in

operation for a minimum of 5 years as on 01st April 2015. A CA certificate

to this effect to be submitted.

(iv) The Firm / Agency (all Agencies / members in case of Consortium) should

have expertise in the field of handling a range of IT related services

4

including Website Development, Content Management, Search Engine

Optimisation, Development of Mobile Applications, etc. A CA certificate in

this regard to be submitted.

(v) The Firm / Agency (Lead member in case of Consortium) must have a

cumulative annual turnover from IT related services of Rs. 10 Crore during

the last three financial years (2012-13, 2013-14 & 2014-15). A CA

certificate to this effect should be submitted. However, for marking

purpose, turnover of all members of a Consortium would be considered in a

cumulative manner and all members are required to submit CA certificate

for turnover in the last three financial years.

(vi) The Firm / Agency (or any member in case of Consortium) should have

conceived and executed at least 3 major IT projects relating to Tourism

promotion and marketing during the last five years ending 31st March 2015.

(vii) The firm / Agency (or any member in case of Consortium) should have

expertise in handling IT related work for minimum three State / Central

Government Organisations / International Governmental Organisations /

Private Organisation in the Hospitality Sector during the last five years

ending 31st March 2015. Work Orders / Client Completion Certificates to be

submitted.

(viii) The Firm / Agency ( all members in case of consortium) should not be under

declaration of ineligibility for corrupt or fraudulent practices with any

Government department/ agencies / ministries or PSU‟s and should not have

been black listed at the time of submission of bid. (An undertaking to this

effect, as per format at Annexure – I to be submitted by the Firm / Agency

(all members of consortium) on the agency‟s letter head, duly stamped and

signed by the authorized representative of the agency.)

(ix) The Firm / Agency (lead member in case of Consortium) should have a full

fledged establishment within India and an office with a dedicated team in

Delhi / NCR. In case, the agency, presently has no office in Delhi / NCR, it

must provide a dedicated team based in Delhi to service the account of the

Ministry of Tourism within 30 days from the date of award of contract. An

undertaking to this effect and clearly indicating details of team members

who will work for the Ministry of Tourism‟s account, must be submitted on

the agency‟s letter head, duly stamped and signed by the authorized

representative of the agency.

5

II. Desirable

(i) The Firm / Agency (or any member in case of Consortium) should be an

ISO 9001 or equivalent.

(ii) The Firm / Agency (or any member in case of Consortium) to have

received at least one (1) International or National (conferred by Government

of India / State Govts.) Award in the above mentioned areas either for their

own products / services or for their clients (in the field of tourism).

(iii) The Firm / Agency (or any member in case of Consortium) to have

experience in developing web content in minimum 3 international and 3

national languages.

4. Scope of Work

The Scope of Work of the agency will include, but not limited to the

following:

i) Takeover of current website (software, licenses, etc.)

ii) To develop a “State of the Art” website, which is clutter free, engaging, user

friendly, compliant to GIGW and other international guidelines, rich in

content including easily downloadable high resolution images, e-brochures,

videos and other multi-media content and compatible on all digital

platforms.

ii) Web Content Management.

iii) In house production as well as sourcing of multimedia content from various

sources for populating the website.

iv) To maintain the website for three years (subject to yearly review) from the

date of launch of the new website.

DETAILED SCOPE OF WORK

Some of the items of work envisaged are detailed below. However, these are not

exhaustive and the Ministry of Tourism would be flexible to the ideas / views /

suggestions of the agency being selected.

i. Redesigning the website with HTML5 to make the site responsive.

6

ii. Rewriting and uploading content in tune with user requirements, responsive

design and international standards.

ii. Special emphasis on the design and functionality of the incredibleindia.org

homepage highlighting the most important sections which shall cater to

various stake holders ie. travelers, media and travel industry.

iii. Providing facilities for and creating downloadable content like high-

resolution images, wallpapers, screensavers etc. to be created and made

available for download.

iv. Updation of information available on site and constant monitoring and

uploading of information.

v. A Customer Relationship Management functionality on the website to keep

users informed about latest events, festivals, packages, delights etc., with the

help of newsletters, Electronic Mailers etc. as well as maintaining a easy to

use and comprehensive database of service providers in the tourism sector

(viz. approved tour operators, hotels, etc. ) with search functionality.

vi. Calendar of Events: The Web site should include a robust, intuitive Calendar

of Events that is searchable and sort-able by the user.

vii. Live and dynamic maps with active content display and synchronization

with the information pages. Ability to connect to Google and Yahoo maps.

viii. Create provision for User Generated Content including blogs, photo uploads,

videos, etc.

ix. Provision of weather charts and distance calculator tools.

x. Facility to have a favourites tab and easy navigability between pages.

xi. Feedback Management:

a) Facility for analysing feedback on monthly basis to provide insights to

achieve website goals and objectives.

b) Provision of an FAQ (Frequently Asked Questions) page to address common

user queries.

7

c) Email and feedback management by addressing queries and feedback within

a maximum time span of 24 hours for queries within the scope of FAQs and

maximum of 48 hours for other queries requiring referencing and/or

research.

xii. Content Management System

a) Creation and Maintenance of a comprehensive Content Management System

as a single repository for storage of all types of Website content such as

video and images along with controlling placement of content.

b) The CMS should be flexible and user friendly to allow extensive use by

users of varying levels of technical knowledge.

xiii. Search Functionalities and SEO

a) Search engine and Sitemap functionalities on site to facilitate easy

navigation and instant access to relevant information.

b) Developing own facility or installing third party tools to offer state of the art

search facility for site content.

c) Making design and architecture of the site friendly to search engines

d) Meta tagging and indexing all pages

xiv. Others

a) Updating the website by uploading announcements, orders, etc. that are

regularly sent by the Ministry.

b) Registering and maintaining domain names of incredibleindia with various

country extensions and redirecting them to the main incredibleindia.org

website (Incredible India is a registered trademark of the Ministry of

Tourism).

c) Enabling the site to meet all International and Government of India IT

guidelines issued from time to time.

8

d) The site should be developed in both English and Hindi languages

simultaneously.

e) Translation of websites into various national and international languages and

upload these mirror websites on Incredible India website.

f) Monthly Web Analysis Report with page views, sessions / visits, unique

visitors, country wise distribution of visitors etc.

g) The agency should develop various mobile applications in accordance with

the directions from the Ministry of Tourism.

xv. Hosting and Uploading/Downloading Services:

a) Hosting Support

b) Hosting of Online Contests & Data Management.

c) Provision for email addresses (minimum 40 ids). Creation of uniform e-mail

Ids for both domestic, overseas offices and divisions / officers in the

Ministry of Tourism.

xvi. Backend, Integration & Database Services:

a) Programming (Code Repair, New Codes, Repairing Broken Links)

b) Database Maintenance & Integration

c) Project Management (Project Management Process & Deployment

documentation required)

xvii. Security and backup Services

a) Annual Security Audit by NIC.

b) Redundant Current Local Backup Copy of Website at all times with backup

being taken weekly.

c) Hosting on servers with adequate backup capacity in order to ensure zero

down time.

d) Provision for backup servers to be active within maximum one hour of main

server being compromised.

9

e) Incorporating security features to prevent hacking.

xviii. Monthly e-newsletter (English Language Only)

a) Designing and mailing out to all registered subscribers, with mail bounce

reports, mail open & click tracking.

b) Content including a minimum of 800 words text, five photos and one video.

c) Exclusive newsletter for the trade of minimum 500 words text, regarding

activities of the Ministry and updates on tourism related matters.

xix. The agency should acquire audio, video, photo material for the website

with exclusive rights or one time usage right as per the requirement.

xx. Accessibility enabling as per W3C WCAG Priority 1 standards

xxi. Any other innovative ideas

xxii. Annual Maintenance Services (for a period of three years subject to

yearly review)

a) Assimilating, editing, summarizing & uploading of Announcements, Orders,

etc. in English and/or Hindi as provided by the Ministry of Tourism. The

documents will be provided in English / Hindi language in Word Document

or PDF format.

b) Maintenance & administration of the Incredible India and mirror websites in

national and International languages.

c) Maintenance & administration of the Incredible India email and tourist

information Database.

d) Hosting and uploading of content in the other specified languages as and

when the text for the same is made available by the Ministry on the

incredibleindia.org site.

e) Images / banners / graphics / animated banners creation as per requirement.

f) Creating web pages & integration with the site as and when needed.

10

g) Maintenance & administration of „Search‟ functionality.

h) Full support to other vendors for application integration as and when

required.

i) Dedicated contact team for daily coordination with the Ministry of Tourism.

xxiii. The Ministry of Tourism will provide the following:

a) List of approved service providers in the travel, tourism and hospitality

sectors.

b) Various orders, guidelines, press release, forms, etc for upload in MS Word/

PDF format.

c) Images, Videos, etc. with full copyright protection in formats as available

with the Ministry. The agency should convert the same to web enabled form

as required at their own cost.

d) Contact of one officer who will be the nodal officer from the Ministry for all

matters related to website.

e) All documents to be provided by the Ministry of Tourism will ordinarily be

in English language.

5. Guidelines for submission of RFP.

Request for proposal should be submitted in two separate packets put into

one large packet, which should consist of technical and financial proposals. The

two inner packets (packet 1 and packet 2)should be clearly superscribed as :

a. Packet 1 – Technical Proposal for “Selection of Agency for Portal

Development and Maintenance, Content Management, Web Contests and

Mobile Applications”.

b. Packet 2 – Financial Proposal for “Selection of Agency for Portal

Development and Maintenance, Content Management, Web Contests and

Mobile Applications”.”.

11

Each of the above two packets should also mention the name, address and contact

details (Telephone Nos., Fax & E-mail ID) of the company. Both packets should

be properly sealed and put in to a large packet, superscribed “Technical and

Financial Proposal for Selection of Agency for Portal Development and

Maintenance, Content Management, Web Contests and Mobile Applications”

and should be addressed to the Deputy Director General (IT), Ministry of Tourism,

Government of India, Transport Bhawan, 1, Parliament Street, New Delhi. The

large outer packet should be sealed and should bear the name, address and contact

details of the company. The last date for submission is 22nd

December 2015

(1700 hrs.)

a. The Technical Proposal must include the following documents:

i. Certificate of Registration or Incorporation, copy of Pan Card and

Service Tax Registration Certificate of the Firm / Agency (All members

in case of a consortium).

ii. MoU / Agreement between firms or agencies in case of consortiums

indicating the name of the lead agency duly signed by all members;

besides certificate of registration of member firms and agencies. The lead

agency would assume overall responsibility for the project.

iii. Certificate of Chartered Accountant for minimum 5 years experience (as

on 01st April 2015) of the Firm / Agency (lead member in case of

consortium) in handling a range of IT Services which must include

website development.

iv. Certificate of Chartered Accountant for having cumulative annual

turnover from IT related services of Rs. 10 Crore during the last three

financial years 2012-13, 2013-14 & 2014-15. (Lead Member, in case of

Consortium). However, for marking purpose, turnover of all agencies in

the case of a Consortium would be considered in a cumulative manner and

all members are required to submit CA certificate for turnover in the last

three financial years.

v. A brief profile and track record of the firm / agency (all members in case

of consortium), outlining total experience and recent experience in

undertaking assignments of similar nature, management/ personnel

structure, manpower strength at various level, organisation‟s network in

India and overseas, list of products / technologies worked with as regular

12

activity in the last three years (2012-13, 2013-14, 2014-2015) along with

their general specifications and customers, etc.

vi. Certificate of Chartered Accountant incorporating details for planning

and executing 3 major IT projects relating to tourism and marketing

during the last five years ending 31st March 2015.

vii. An undertaking as stated in para 3 (viii) of this document, on the

agency‟s letter head, duly stamped and signed by the authorized

representative of the agency.

viii. Documentary proof in the form of Work Orders or Client Completion

Certificates for having expertise in handling IT related work for at least

three (3) State / Central Government Organisations / International

Governmental Organisation / Private Organisation in the Hospitality

Sector (by any member, in case of Consortium).

ix. A detailed concept and strategy for development of the Incredible India

website, along with the methodology and work plan with timeline for

performing the assignment.

x. Details of team members identified to work on the project for Ministry of

Tourism.

o Name of the Team Member

o Designation

o Work being handled

o Qualifications

o Number of years of relevant experience

o Experience in the Agency

xi. Earnest Money Deposit (EMD) / Bid Security in the form of Demand

Draft for Rs. 5.00 Lakh from a reputed bank. The Demand Draft must be

valid for a period of three months.

xii. Desirable - Self attested copy of certifications ISO 9001 or equivalent.

(any member, in case of Consortium).

13

xiii. Desirable - Documentary proof for receiving at least 1 (one) International

/ National (conferred by Government of India / State Govts.) Award for

tourism related IT projects. (any member, in case of Consortium).

xiv. Desirable -Documentary proof for experience in developing web contents

in minimum 3 international and 3 national languages. (any member, in

case of Consortium).

b. The Financial Proposal must include the following :

Cost in INR

Sl.

No

Item Unit Cost

(where

applicable)

including

all other

taxes, but

excluding

Service

Tax

Total Cost

per year

(as per

estimated

requirement)

including

all other

taxes, but

excluding

Service Tax

Total Cost

for three

years

(as per

estimated

requirement)

including

all other

taxes, but

excluding

Service Tax

1. Web Hosting Charges per annum (Dedicated

Server / Dedicated Cloud Instance, Backup

facility, 100 GB data transfer facility per

month, 4 GB RAM, 50 GB Server Space)

2. Additional bandwidth usage - Charges for 1

GB data transfer per month

Estimated Requirement: 10 GB per

month.

3. Wildcard Secure Sockets Layer (SSL)

Certification Charges per annum

Estimated Requirement: 1 domain.

4. Domain registration charge per domain for

.com and .org domains per year

Estimated Requirement: 10 domains.

5. Domain renewal charge per domain for .com

and .org domains per year

Estimated Requirement: 10 domains.

6. Email ID creation charge per email ID per

year

Estimated Requirement : 100 e-mail IDs

14

7. Email ID renewal charge per email ID per

year

Estimated Requirement : 100 e-mail IDs

8. Home page design for website

Estimated Requirement : 20 pages per

year

9. Second level page design for website

Estimated Requirement : 100 pages per

year

10. Third level page design for website

Estimated Requirement : 1000 pages per

year

11. Website maintenance charges per month

Estimated Requirement : 12 months

12. Content development charges

a. Rate per word for English

b. Rate per word for Hindi

(Hindi translation requires

certificate of authentication from a

recognized institutions)

Estimated Requirement: 100,000 words

per language.

13. Translation charge per word for foreign

languages with certificate of authentication

from a recognized institution. a. German

b. French

c. Japanese

d. Korean

e. Spanish

f. Arabic

g. Portuguese

h. Russian

i. Chinese

Estimated Requirement: 100,000 words

per language.

14. Translation charge per word for regional

languages with certificate of authentication

from a recognized institution.

Estimated Requirement: 100,000 words

per language.

15

15. Content Development for the Newsletter

with a minimum of 800 words text, five

photos and one video

Estimated Requirement : 12 issues per

year

16. Content Development for Newsletter for

Trade with a minimum of 500 words text.

Estimated Requirement : 12 issues per

year

17. Mass Mailing

a. Mass mailing up to 25000 copies

b. Mass mailing between 25000 to 100000

copies

c. Mass mailing above 100000 copies

Estimated Requirement: 25,000 copies per

month for 12 months.

18. Maintenance of Address Book

a. Maintenance up to 25000 copies

b. Maintenance between 25000 to 100000

copies

c. Maintenance above 100000 copies

Estimated Requirement: 25,000 copies per

month for 12 months.

19. Adding new content supplied in digital

format or hard copy by the Ministry of

Tourism

a. Data entry charges per A4 page

b. Designing and up linking charges per

page

c. Photo – Editing and Uplinking

charges per photo

d. Audio – Uplinking Charges per audio

e. Video - Uplinking charges per video

20. Sourcing photographs for the website - high

resolution images (one time use basis)

Estimated Requirement: 100 photographs

per 12 months.

21. Sourcing audio for the website - (one time

use basis)

a. Rate for audio up to one minute

duration

b. Rate for additional minutes

Estimated Requirement: 25 one minute

audio clips per 12 months.

22. Sourcing videos for the website: High quality

videos (one time use basis)

16

a. Rate for videos up to one minute

duration

b. Rate for additional minutes

Estimated Requirement: 25 one minute

video clips per 12 months.

23. Creative for highlighting news / events /

schemes in the website.

Estimated Requirement : 20 Creative per

12 months

24. Developing event calendar with option to

add text, photos or videos (programming and

integration to website)

25. Developing web based application for

organizing and managing web contests with

one question per day with objective

type answers to select from

for thirty days

Maximum 100,000 registrants

Registration and login facility.

26. E- Greeting card

a. Picture (one time use basis )

b. Design

c. Programming

Estimated Requirement: 12 cards in 12

months.

27. Screen Saver

a. Picture (one time use basis )

b. Design

c. Programming

Estimated Requirement: 12 screen savers

in 12 months.

28. Desk top picture

a. Picture (one time use basis )

b. Design

c. Programming

Estimated Requirements: 12 desktop

pictures in 12 months.

Total Cost in INR (inclusive of all other

taxes, other than Service Tax)

Service Tax

Total Cost in INR, inclusive of all taxes

and Service Tax.

17

This is an estimate of the volume of work. Actual volume of work may vary

during implementation.

6. Pre-Bid Meeting

All prospective Bidders, requiring clarification on the RFP shall notify the

Ministry of Tourism at e-mail rangarajan@nic.in by 07th

December 2015 (1700

hrs.). A Pre-bid Meeting would be held on 08th

December 2015 at 1600 hrs. in the

Conference Room of the Ministry of Tourism, 1st Floor, Transport Bhawan, 1,

Parliament Street, New Delhi – 110001 to clarify queries, if any, regarding the

RFP. All queries would be addressed only during the Pre-bid meeting. Interested

agencies may attend the pre-bid meeting on the said date. A record of discussion

held during the pre-bid meeting along with the corrigendum, if any, would be

posted on the website of the Ministry of Tourism by 1700 hrs. on 11th

December

2015.

7. Selection Procedures

i) Technical Evaluation:

Technical proposals will be opened in the presence of representatives of agencies

submitting proposals at 1430 hrs. on 23rd

December 2015 for verification of

documents submitted and fulfillment of eligibility criteria. The agencies whose

technical proposals are complete in all respects and who fulfill all eligibility

criteria would be shortlisted to make a presentation before a Committee for

evaluation of their technical proposal. Date for the presentation would be intimated

by e-mail to all eligible agencies. On the basis of presentation made by the eligible

agencies, a constituted committee will evaluate the technical proposals of the

eligible agencies against a total of 70 Marks as per following details:

Sr. No. Criteria for Evaluation Maximum Marks

01. No. of years of Experience in IT related work (1mark for minimum 5 years and one mark each for additional

years of experience for a maximum of 5 marks)

5 Marks.

02. Cumulative annual turnover for the last three

financial year (2012-13, 2013-14 & 2014-15 ).

(Minimum Rs. 10 Cr. – 1 Mark;

above Rs. 10 Cr. to Rs. 20 Cr. – 2 Marks;

above Rs. 20 Cr. to Rs. 30 Cr. – 3 Marks;

5 Marks

18

above Rs. 30 Cr. to Rs. 40 Cr. – 4 Marks &

above Rs. 40 Cr. – 5 Marks.)

03. Experience in executing tourism related projects. (Every project over the minimum requirements of 3

projects to get 1 mark subject to maximum of 5 Marks)

5 Marks

04. No. of National (conferred by Govt. of India / State

Govts.) /reputed International Awards received in

planning and executing tourism related IT projects. (one mark per award for a maximum of 5 marks)

5 Marks

05. Experience in developing web contents in minimum

3 National and 3 international languages (3 Marks for experience in three national languages with one

mark each for additional national language for a maximum of

5 Marks & 3 Marks for experience in three international

languages with one mark each for additional international

languages.)

10 Marks

06. Expertise in handling IT related projects of State /

Central Government / International Governmental

Organisation / Private Organisation in the Hospitality

Sector. (State/Central Govt./ International Organisations - 1 mark

per project subject to a maximum of 8 marks.

Private Organisation in the Hospitality Sector – 1 mark

per project subject to a maximum of 2 marks)

10 Marks

07. Concept & Strategy for development of Incredible

India website along with methodology and work

plan.

10 Marks

08. Innovative Ideas for developing State of the Art

Incredible India website. 10 Marks.

09. Credential of team members 05 Marks

10. ISO 9001 or equivalent certification. 05 Marks

Total 70 Marks

Agencies scoring 70% marks or more in the Technical Evaluation (i.e. 49 out of

70), will be shortlisted for opening of financial bids.

ii. Financial Evaluation : Financial Bids of the shortlisted agencies will be

opened in the presence of authorized representatives of Agencies on a date /time to

be specified by the Ministry of Tourism. Financial evaluation, based on the total

cost quoted by the Agency for three years, will carry a weightage of 30 Marks.

Selection of Agency will be based on the aggregate of the Technical and Financial

Evaluation.

19

8. Time Line for the Project / Deliverables

Beta version of Incredible India portal in HTML5 with responsive design (English

and Hindi language) should be ready within 90 days from the date of issue of work

order. Final launch of Incredible India website would be within 30 days from the

date of approval of the Beta version. Thereafter, mobile version of the website

should be launched within 30 days. Maintenance and updating the website

commences from date of launch of the website. Translation to various languages

other than English and Hindi should commence immediately after the approval of

the beta version.

9. Contract / Work Order

On selection of the agency and acceptance of financial quote submitted by

the selected agency, a Letter of Intent (LOI) would be issued to the agency. On

receipt of LOI, the agency would submit a letter of acceptance. A performance

guarantee Para 10 below will be submitted within 7 working days of receiving

LOI. Thereafter, a detailed work orders incorporating all deliverables as per the

concept / strategy of the agency presented and accepted by Ministry will beissued

from time to time.

10. Submission of Performance Guarantee

The selected agency has to submit Performance Guarantee in the form of

Bank Guarantee from a scheduled bank for 10% of the total contract value. The

said guarantee should be valid 60 days after the date of completion of the entire

Project. In case of any deficiency and unsatisfactory performance by the

consultant, the Performance Guarantee would be invoked and the payment due to

the agency would be withheld.

11. Terms of Payment:

11.1 No advance payment will be considered by the Ministry of Tourism.

11.2 Payment to the selected agency would be made only on successful

completion of development of the component / job awarded and after its successful

launch. Annual maintenance charges of the website would be paid on quarterly

basis. Maintenance of the website commence from the date of launch of the main

20

website. Any other charges quoted by the agency in its financial proposal which

has been accepted by the Ministry would be paid accordingly.

11.3 On completion of each work awarded, the agency would submit an invoice

in triplicate with supporting documents, if any, to the Ministry for payment. After

completion of the due procedures, in the Ministry, payment will be made by

electronic transfer of funds to the bank account of the agency concerned in India

Rupees.

11.4 Taxes as applicable will be paid on actuals.

11.5 For facilitating Electronic Transfer of funds, the selected agency will be

required to indicate the name of the Bank & Branch, account No., IFSC Code and

also forward a cheque leaf duly cancelled, to verify the details furnished. These

details should also be furnished on the body of every bill submitted for payments

by the agency.

11.6 The Ministry of Tourism has tried its best to make the list of works to be

assigned to the agency as comprehensive as possible. However, the Ministry may

assign any new work / project during the pendency of contract which are not part

of the scope of work. For any new work, cost estimates to be submitted by the

agency, with rate reasonability of the same to be decided by a Committee

constituted in the Ministry for the purpose.

12. Force Majeure Neither party will be liable in respect of failure to fulfill its obligations, if the

said failure is entirely due to Acts of God, Governmental restrictions or

instructions, natural calamities or catastrophe, epidemics or disturbances in the

country. Force Majeure shall not include (i) any event which is caused by the

negligence or intentional action of a Party or by or of such Party‟s agents or

employees, nor (ii) any event which a diligent Party could reasonably have been

expected both to take into account at the time of being assigned the work, and

avoid or overcome with utmost persistent effort in the carrying out of its

obligations hereunder. Force Majeure shall not include insufficiency of funds or

manpower or inability to make any payment required for execution of services

under this Contract.

A Party affected by an event of Force Majeure shall immediately notify the

other Party of such event, providing sufficient and satisfactory evidence of the

21

nature and cause of such event, and shall similarly give written notice of the

restoration of normal conditions as soon as possible.

13. Penalty:

The Performance Guarantee submitted by the agency shall be liable to be

forfeited in full or part in case of underperformance by the agency, besides other

action, including blacklisting of the agency as may be deemed fit by the Ministry

of Tourism, Government of India as per the details given below:

a) In case, it is noticed that the agency has been unable to deliver any work

enumerated in the work order in part as enumerated under each item of

work, penalty @15% would be imposed equivalent to the cost of that unit

of work.

b) In case it is noticed that the agency has been unable to deliver one or two

items of work as a whole, penalty @10% would be imposed equivalent to

the cost of those items of work.

c) In case the agency has been unable to deliver three or more items as a

whole, as enumerated in the scope of work, the performance bank

guarantee submitted by the agency shall be forfeited in full.

d) If the delivery of any item(s) is delayed from the delivery schedule

approved by the Ministry of Tourism, a penalty @1% of the total cost of

that item, per week would be imposed.

e) The Ministry of Tourism reserves the right to deduct the penalty either

from Performance Bank Guarantee or from pending invoices submitted

for the work already performed by the agency.

14. Termination:

Ministry of Tourism may terminate the Contract of the agency in case of the

occurrence of any of the events specified below:

22

(i) If the Agency becomes insolvent or goes into compulsory liquidation.

(ii) If the Agency, in the judgment of Ministry of Tourism, has engaged in

corrupt or fraudulent practices in competing for or in executing this

Contract.

(iii) If the Agency submits to Ministry of Tourism a false statement which has a

material effect on the rights, obligations or interests of Ministry of Tourism.

(iv) If the Agency places itself in position of conflict of interest or fails to

disclose promptly any conflict of interest to Ministry of Tourism.

(v) If the Agency fails to provide the quality services as envisaged under this

Contract. Reasons for the same would be recorded in writing.

In case of such an occurrence Ministry of Tourism shall give a written

advance notice before terminating the Contract of the Agency.

15. Arbitration:

In event of any dispute or difference between the Ministry and the Agency,

such disputes or differences shall be resolved amicably by mutual consultation. If

such resolution is not possible, then the unresolved dispute or difference shall be

referred to arbitration of the sole arbitrator to be appointed by the Secretary,

Ministry of Tourism on the recommendation of the Secretary, Department of Legal

Affairs („Law Secretary‟), Government of India. The provision of Arbitration and

Conciliation Act, 1996 (No.26 of 1996) shall be applicable to the arbitration. The

Venue of such arbitration shall be at New Delhi or any other place, as may be

decided by the arbitrator. The language of arbitration proceedings shall be English.

The arbitrator shall make a reasoned award (the “Award”), which shall be final and

binding on the Ministry and the Agency. The cost of the arbitration shall be shared

equally by the Ministry and the Agency to the agreement. However, expenses

incurred by each party in connection with the preparation, presentation shall be

borne by the party itself.

Pending the submission of and /or decision on a dispute, difference or claim

or until the arbitral award is published; the Ministry and the Agency shall continue

to perform all of their obligations under this Agreement without prejudice to a final

adjustment in accordance with such award.

23

16. Jurisdiction:

The contract shall be governed by laws of India and all Government rules on

purchase matter issued from time to time and are in force for the time being are

applicable to this contract tender.

17. Additional Information to the Bidders:-

(i) Period of validity of the Tender is 120 days from the closing date of the

proposals.

ii) The Ministry of Tourism reserves the right to reject or accept any or all the

bids in part or full without assigning any reason whatsoever.

(iii) The bids should be clear in all respects. Conditional, erroneous and

incomplete bids will be rejected outright.

(iv) The Ministry of Tourism reserves its right to summarily reject offer received

from any agency on national security considerations, without any intimation

to the bidder.

(v) The Ministry of Tourism reserves the right to place an order for the full or

part quantities under any items of work under scope of work.

vi) Agencies submitting proposals will not be permitted to alter or modify their

bids after expiry of the deadline for receipt of bids.

vii) The Ministry of Tourism reserves its right not to accept bids from agencies

resorting to unethical practices or on whom investigation/enquiry

proceedings have been initiated by Government Investigating Agencies /

Vigilance Cell.

viii) Any amendments / corrigendum to the RFP document would be uploaded on

the official website of the Ministry of Tourism, www.tourism.gov.in and the

tender website of Government of India www.eprocure.com .

24

ix) Proprietorship / copyright of Images, videos and any other contents used for

development of the website by the agency, would rest solely with the

Ministry of Tourism, Government of India at all times / perpetuity.

x) The agency would indemnify the Ministry of Tourism against any claim of

copyright violation / plagiarism, etc.

xi) In case of Consortium maximum three Firms / Agencies / Members are

permitted.

Interested agencies may submit bids as per the requirements stipulated in

this document latest by 1700 hrs on 22nd

December 2015. The bid should be

addressed to the Deputy Director General (IT), Ministry of Tourism, 123

Transport Bhawan, 1, Parliament Street, New Delhi-110001 and to be

submitted at the CR section of the Ministry of Tourism located at the Ground floor

(near the exit gate), Transport Bhavan, New Delhi.

Deputy Director General (IT)

25

Annexure - I

Declaration of ineligibility for corrupt or fraudulent practices

_______________________________________________________________

(To be provided on „Company letter head‟)

The Dy. Director General (IT),

Ministry of Tourism

Transport Bhawan,

1, Parliament Street,

New Delhi

Subject :- Declaration of ineligibility for corrupt or fraudulent practices.

Madam / Sir,

This has reference to the Ministry of Tourism‟s RFP No………………dated

……….for Appointment of Professional IT Agency for Portal Development and

Maintenance, Content Management, Web Contests and Mobile Application.

In this context, I/We, as an authorized representative(s) of company, declare that

presently our Company/ firm is having unblemished record and is not declared

ineligible for corrupt & fraudulent practices, blacklisted either indefinitely or for a

particular period of time, or had work withdrawn, by any State/ Central

government/ PSU.

If this declaration is found to be incorrect then without prejudice to any other

action that may be taken, my/ our security may be forfeited in full and the tender if

any to the extent accepted may be cancelled.

Thanking you,

Name of the Bidder: ..................................

Authorised Signatory:.................................

Name:

Seal:

Date: