short term open tender notice - hpforest.nic.in

No. Ft. IT/Nursery Management Software/Vol-I Forest Department Himachal Pradesh

SHORT TERM OPEN TENDER NOTICE

HP Forest Department invites sealed quotations from the Companies/Firms for Design and Development of Web/Mobile App for .Forest Online Nursery Management system for HP Forest Department. The Sealed bids must be submitted latest by 29

th

December 2021 in the office of DFO (IT), O/o Pr.CCF, HP Talland Shimla up to 5.00 PM. The Technical Bids will be opened on 30th December 2021 at 11.00AM in the Conference Hall O/o Pr.CCF, HP Talland Shimla. Each bidders need to present for 10 minutes technical power point presentation to the technical Committee of HP Forest Department. The Technical Committee will open the technical Bids and give decision thereof.The Financial Bids will simultaneously be open on 30th December, 2021.

Detailed tender document is available on Departmental website of HP Forest Department. DFO (IT) reserves the right to reject any/all bids without assigning any reason.

Divisi:~o:e~t Officer, (IT/MIS/GIS),

HP Forest Department, Talland, SHIMLA-171001 (HP)

Tender Document

for

Design & Development of Web/Mobile based application for Online

FOREST NURSERY MANAGEMENT SYSTEM

Divisional Forest Officer (IT/MIS/GIS),

O/o PCCF (HoFF), Talland,

Shimla -171001

Tel: 0177-2623541

Email: [email protected] Website: www.hpforest.nic.in

http://www.hpforest.nic.in/

IT Lab, HP Forest Department

Forest Nursery Management System

Page 1 of 31

SHORT TERM OPEN TENDER NOTICE

HP Forest Department invites sealed quotations from the Companies/Firms for design and

development of Web/Mobile App for Forest Online Nursery Management system for HP Forest

Department. Sealed bids must be submitted latest by 29th

December 2021 up to 5:00 PM at below

mentioned address. DFO (IT) reserves the right to reject any/all bids without assigning any reason.

Sd./-

Divisional Forest Officer, (IT/MIS/GIS),

HP Forest Department,

Talland, SHIMLA-171001 (HP)



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Important Dates and Information

Cost of Tender (Nil)

Earnest Money Deposit Rs 20,000/-

Tender submission date and time 29th

December 2021up to 5:00 PM

Tender Opening Date and Time 30th

December 2021up to 11:00 AM

Date and Time of Opening of Technical Bid 30th

December 2021up to 11:30 AM

Date and Time of Opening of Financial Bid 30th

December 2021up to 12:15 PM



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Introduction to HPFD

Himachal Pradesh is one of the largest states of the Indian Himalayan region. It is located between 28°

to 33° N and 75° to 79° E. Of the State‟s total geographical area of 55673 km2, approximately 37033

km2 is recorded as „forest‟ with 14679 km2 under effective tree cover. The responsibility of

administering the State‟s forest land vests with the Himachal Pradesh Forest Department (HPFD).

These forests play a vital role in preserving the fragile Himalayan ecosystem besides being a primary

livelihood source for the rural population and prime source of fresh water for both urban and rural

populations. In addition to maintaining the State‟s environmental, ecological and economic-well-

being, the influence of these forests also transcends well beyond the State boundaries, significantly

impacting on the ecology and economy of the Indo-Gangetic plains. These forests also provide

essential services such as food, fuel wood, fodder, timber and raw material for forest based industries.

In addition, the forests of the State contribute about 8% to the State GDP, even though the focus over

the years has shifted from revenue generation to conservation.

NEED FOR INFORMATION AND COMMUNICATION TECHNOLOGIES

It has increasingly been felt that the forestry sector in the State cannot continue to do forest

management in traditional manner due to the pressure of development and impact by the course of

events in other sectors. HPFD is today at crossroads in terms of meeting the twin goals of conservation

and development. This demands that a multiplicity of factors and dimensions be considered in

strategic, tactical and operational decision-making. There is thus a premium on the adoption and usage

of Information and Communication Technologies (ICT) towards better management and conservation

of the forest and wildlife resources of the state, besides bringing about better levels of internal

efficiencies and effectiveness in the working of the Himachal Pradesh Forest Department.

ICT must be constructively used in the preparation of long-term plans for the department (for both

forestry and wildlife areas), keeping a record of plantations and their development, Joint and

Community Forest Management initiatives, forest inventory management and estimating the growing

stock in the state, tracking forest offences in the state, facilitating production and sale/disposal of

forest produce (including Non-Timber Forest Produce) and generally help in the planning, execution,

monitoring and evaluation of projects and programmes being taken up in the state.

In addition to the above, ICT must also be decisively used to bring about better levels of internal

efficiencies and effectiveness through process re-engineering and ICT-enablement of all internal

processes of the department.



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PART „A‟

SCOPE OF WORK FOR DESIGN AND DEVELOPMENT OF WEB/MOBILE APP

PURPOSE OF THE DOCUMENT

The “Forest Nursery Management System” aims to incorporate all the Nursery practices of Himachal

Pradesh Forest Department into single citizen centric Nursery software which will provide the entire

consolidated information of all the nurseries of the state to the citizens on the click of a mouse. The

software will not only bring the information of all the nurseries of the state on a digitized platform but

will also be a citizen centric platform from where the citizens can easily access this entire nursery

information. The digitization of the nursery data of the state will hence strengthen the real time

monitoring of the Nurseries as well as the Nursery management of the department. However, it is

pertinent to mention here that no real time information for nurseries is presently available in the

department and it is only the half yearly nursery returns which are uploaded on integrated Forest

Management System (iFMS) software.

SCOPE OF DOCUMENT

Since, the iFMS does not allow citizen access to the nurseries of the department hence the main scope

of this work will be to bring the digitized nursery details on a citizen centric window from when the

common man can access the nursery information like :

Location wise detail of total nurseries in the state.

Nearest nursery.

Motorable distance to this nursery.

Species wise plantable stock available.

Schemes under which this plantable stock can be accessed.

Details of species wise plantable stock like the age, height, collar diameter of the saplings.

Contact details of the Nursery In charge, etc.


Web

Interface

Citizen Centric Dashboard

Mobile App

Departmental Interface



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FEATURES OF THE PROPOSED SYSTEM:

The proposed system will be developed into a web/ mobile based application. The web interface will

capture the data for the nursery at Range level and reports will be generated at Division/

Circle/Headquarter level. The citizen dashboard will be available in mobile based application for

citizens to check out the nearest nursery through google map with the detail of availability of plantable

species wise stock. This system automatically checks the germination percentage of the plants/seeds.

Nursery Management System will have the following modules:

1. Nursery Master Entry:

Nursery Master Entry will capture all the necessary information regarding Nursery with GPS

Coordinates (Lat. & Long.)

2. Species Master:

Species Master Entry form will capture the Name of Species with Botanical Name to be used

in Nursery Register Form.

3. Nursery Register Entry:

Nursery Register Entry form will capture the data from Field staff about the total number of

Plants available in the Nursery species wise.

4. Nursery Disposal :

Nursery Disposal form will collect all the information about the plants being disposed from

the Nursery

5. Percentage of Seeds Germinated :

Nursery Seed Germination form will collect the information about the percentage of total

survival of seeds sown in the Nursery.

6. Nursery Expenditure Form :

Nursery Expenditure Form will capture the total expenditure incurred in the activities carried

out in the nursery till date.



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FLOW CHART

Nursery Register Entry at

Forest Range Office Level

Start

Disposal of Stocks

(Nursery wise)

Web Interface Mobile App

Nursery Master Entry Form Species Master Entry Form

Departmental Login

Monthly Activity Entry Form

(Nursery wise)

Availability

of Stocks

(Species

wise, Age

wise)

Nursery In-charge

Details with

Mobile Number

Location of

Nursery

Various Reports at Division/Circle/Headquarter/ Public Dashboard

End

Departmental Interface Citizen Interface



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TECHNOLOGY AND REQUIREMENTS

The Forest Nursery Management System has a Web Portal and Mobile app where the

Departmental users will interact with the system. The Forest Nursery Management System will

supports the two most recent versions of Internet Explorer, the current version of Firefox and

Chrome browsers, Safari for iPad and Chrome for Android tablets, and follows standard web

application conventions.

The mobile app will be designed for both Android and I phone smart phones.

Web Portal

The programming language used to develop the the Forest Nursery Management website will be:

ASP.NET (with latest Framework) and Database used for this application will be Microsoft SQL

Server 2019 (Latest Version Available). Web Portal will be developed and customized on user

friendly content management system (CMS) with workflow based on needs that will allow full

control of the portal and updates. The Forest nursery Management will be designed and developed

in two language versions (English and Hindi). Also the MS- SQL database structure will be

organized in such a way to support the content of the language versions for all information

on the portal. The module will be designed and developed for easy access to all users.

Website will be developed in easily maintainable and effective code and using proven, best

practice, coding languages.

App Communication with Web portal

A mobile app installed on a mobile device is continuously/ asynchronously in touch with its

web portal of Forest Nursery Management System for exchange of data. This communication

is achieved by a set of protocols and pre-hosted web services on the web portal.

Mobile

Device

Internet

Forest

Nursery

Management

System

Web

Services

(API)

Web Portal

Databases

User Internet

Front End

Web

Interface

Backend

Database

MS Sql

Server



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TECHNOLOGY AND SERVER REQUIREMENTS

App will be developed on native platform and no hybrid platform should be used

Mobile App development will be in English to have ease in understanding forestry being a

highly technical subject.

API‟s integration will be done with all modules of web portal

The Mobile app will be lived on Google Play store and App store.

USER INTERFACE

• All icons will be crisp, clean, and distinguishable and should be as per guidelines of

mobile application platform.

• All buttons and objects will be reactive to touch and work as intended.

• All functions will stay within the mobile platform boundaries.

• All data will be easily viewable on different Mobile platform matrix.

MOBILE PLATFORM

S.

No

Platform

Support(OS)

OS Version Display

Orientation

Display Support

1 Android/iOS 2.3 and Above , iOS

5.0 and above

(latest Version

available)

Portrait or

landscape

both

Small (426dp x 320dp)

Normal (470dp x 320dp)

Large (640dp x 480dp)

X-Large(960dp x 720dp)



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WIREFRAME FOR THE PROPOSED SYSTEM:

1. Nursery Master Entry : System will capture the below details of Nursery at Range Level:

Range*

Select

Beat*

Name of Nursery*

Area in ha*

Status*

Altitude*

Latitude*

Longitude*

Name of In charge:*

Contact

Number:*

Name of Road*

Distance from

Road (in KM)*

Water Storage Tank

Capacity In Ltr.

Vermi-Compost Pit

Dimensions in

Meter

Soil for Plants

in Meter3

Polyhouse

Size

Root Trainers

Number of Root

Trainers

Mali Hut

Irrigation

Manually

Irrigation Through Pipe

Sprinkler

Fencing

Approach Road

Power Supply

Range will be auto bind from the login

2. Species Master: Species master will store the type of Species Category (Broad Leave,

Conifers, Medicinal Plants and Bio- Engineering from drop-down) with Name of Species and

Botanical Name.

Species Category:*

Common Name:*

Botanical Name:*

Save

Reset



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3. Nursery Register Entry : Nursery register entry will be done at Range level will below details :

Name of Nursery:* Select

Area in ha* Auto fetch

Date of Entry:* Calender

Beat: Auto fetch

Block: Auto fetch

Range: Auto fetch

Division: Auto fetch

Circle: Auto fetch

Sr.n

o

Species Name Are

a

in

Ha

Siz

e

of

Pol

y

Ba

g

Mont

h/

Year

of

Sowin

g/

Shifti

ng

Upto

0 to 3

Mont

hs

(in

Nos)

Upto

3 to 6

Mont

hs

(in

Nos)

Upto

6 to 9

Mont

hs

(in

Nos)

Abo

ve 2

Year

s

(in

Nos)

Tot

al

Plantable

stock

Common

Name

Botanical

Name

Norm

al

Ta

ll

Drop Dow n

Species Mstr

Mortality

Percentage

Reason for Mortality

Drop Dow n

Reason for mortality will have the dropdown with Drought, Insect & Disease

Proceed For Entry

Save

Auto Shifting of stocks numbers on 4th

Months to next 3

to 6 months and so on to next level.

Editing features will be given at Range level to calculate

the Mortality Percentage of plants. If Mortality is less

than 80% next dialogue box with Mortality percentage

and Reason for Mortality will open.

3 Months difference of

plants will be calculated

in Nursery Register from

0-3 Months upto 2 Years.



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4. Nursery Disposal form: Nursery Disposal form will collect all the information about the plants being

disposed from the Nursery. The entries will be done at at Range level will below details :


Area in ha Auto fetch


Beat: Auto fetch

Block: Auto fetch

Range: Auto fetch


Circle: Auto fetch

Sr.N

o.

Species Name

Plants Available in Nursery

(in Nos)

Plants Disposed

from Nursery (in

Nos)

Upto

0 to

3

Mont

hs

(in

Nos)

Upto

3 to 6

Mont

hs

(in

Nos)

Upto

6 to 9

Mont

hs

(in

Nos)

and so

on upto

2years

with 3

Months

gap

Upt

o

0

to 3

Mo

nth

s

(in

Nos

)

Upto

3 to 6

Mont

hs

(in

Nos)

Upto

6 to 9

Mont

hs

(in

Nos)

and so

on

upto

2years

with 3

Month

s gap

Tot

al

Common

Name

Botanical

Name

Drop Dow n

Species Mstr

Name of Agency

Date of Disposal

Revenue Generated If Yes

Yes No

Nos of

Plants

Cost per

plant

Total

Revenue

Drop Dow n

Calender

Auto

Proceed For Entry

Save



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Name of Agencies will be put in Drop Down list. If name of Agency will be for plantation mode

from dropdown list then the other label with Area in hac and species wise plantation numbers

entries will be allowed for entering plantation data.

5. Percentage of Seeds Germinated: Nursery Seed Germination form will collect the

information about the percentage of total survival of seeds sown in the Nursery with below

details:




Beat: Auto fetch

Block: Auto fetch

Range: Auto fetch


Circle: Auto fetch

6. Nursery Expenditure Form: Nursery Expenditure Form will capture the total expenditure

incurred in the activities carried out in the nursery till date. The entries will be done at Range

office




Beat: Auto fetch

Block: Auto fetch

Range: Auto fetch


Circle: Auto fetch

Sr.no Species Name Total Number of Seeds Germinated Germination

%

(A/B*100) Common

Name

Botanical

Name

Source from

where Seeds

taken

Total

Nos. of

seeds

sown

(A)

No.s of

Seeds

Germinated

(B)

Drop Dow n

Species Mstr

Drop Dow n

Auto

calculated

Proceed For Entry

Proceed For Entry

Save



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Sr.No. Date of Entry Nature of

work

Rate Qty

(in Kg,

M3,M

2

,M)

Amount Reference

(M/Roll/Bill

Voucher)

Total

Calender

Reports: Various kinds of report will be generated from the system. Some of the reports are as

given below:

Nursery Stock Return

Nursery Stock Position

Total Expenditure Report Nursery wise

Consolidated Nursery report

Nursery Disposal report

MOBILE APP FOR FOREST NURSERY MANAGEMENT SYSTEM :

The mobile app for Forest Nursery Management system will be divided in two parts:

Departmental Interface

Citizen Centric Interface

Departmental Mobile App Interface :

The Departmental mobile app will use the same interface as used in web. By integration of API‟s

same logins will be used for mobile app for entering of Nursery Register data at Range Office level

and for reporting purposes at Division/Circle and Headquarter. By using mobile app, Field officers can

report the data pertaining to their nursery from his/her Smartphone only. They don‟t need to visit at

range offices for reporting purposes.

Citizen Centric Mobile App Interface :

All the reports will be generated in public dashboard of mobile app showing the total number of

nurseries in Google map with total number of plantable stock (age wise, species wise) available in the

nursery that allows the common citizen to reach to the nearest nursery/ field staff for getting the

plantable stock from the nursery.

Save



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Nurseries in HPFD

Nursery Range

Name of Nursery

Range

Division

Circle

Plantable Stock

Upto 6 months

6 Months to 1.5 Yrs

1.5 to 2 Yrs

Above 2 Yrs

Incharge Name

Contact no

Map will show the total number

of Nurseries in the State

Total Numbers of Plantable

stock available in the Nursery

species wise, age wise

Nursery Report

Sr.no

Name of Nursery

Circle

Upto 6 Months

6 to 1.5 Yeas

1.5 to 2 Years

Above2 years

Nursery Report Circle wise,

Division wise, Range Wise



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SELECTION CRITERIA

The company must follow the eligibility criteria as under:

i. The company should be IT Company registered in India under the Companies Act 1956 or a

firm registered in India or a partnership registered under the India Partnership Act 1932 or a

LLP registered firm under LLP Act 2008, with their registered office in India for the last Three

Years.

ii. The company should have a valid Certificate ISO 9001 or more, which can be relaxed at the

discretion of the CCF (IT) in exigencies of work.

iii. The company must be a profit making company having earned profits for the last 3 years, with

an annual average turnover from IT services of Rs. 5 Lakhs or more in last 3 years.

iv. The bidder should have sufficient experience on web development of software and should

have successfully developed software‟s in various technology in the past two years

v. The Bidders should have a valid Service Tax Number and PAN Number

vi. The company should not have been barred/ blacklisted/ disqualified by any Regulator/

Statutory Body/ Government Body in India & abroad. An express disclosure must be made to

this effect in a separate letter head of the Company.

vii. The company must not have been declared bankrupt / insolvent or should not have filed for

bankruptcy / insolvency in the past five years and/or should not be in the process of being

declared bankrupt /insolvent before any designated authority in any country.

viii. Proven experience of web design and support in the National/ International development

sector.

ix. Strong experience in developing in well-known and widely used open source platforms

Understanding of End Users needs to match with adequate technical solutions.

x. Strong track record in web site design; security and administration; Google analytics; Search

Engine Optimization.

xi. Proactive verification by the contractor that HPFD, as a client, is satisfied with the service

provided.

SELECTION PROCESS

The proposal should;

i. clearly establish an understanding of the services required and separate out activities according

to the two areas of work listed above;



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ii. describe how the company engages with its clients: what processes they follow and

requirements they have regarding timelines, rates, requests, sign-off and payments;

iii. provide a standard SLA; and

iv. Include CV of the team of (programmers, DBA and designers) assigned to the work, the

timetable, and the financial proposal. The budget should be broken down by activities.

v. The selection of the bidder will be evaluated on the following two criteria by the committee

constituted by HPFD as per PART-B Technical Bid Evaluation Proforma:-

a) Technical evaluation of the Bid - 60%

b) Financial evaluation of the Bid - 40%

TERMS AND CONDITIONS

i. No extra cost shall be paid by HP Forest Department for supply, installation and

implementation, updation /up gradation of any software/ device wherever it is necessary for its

optimum functioning.

ii. In case any part of the provided solution is found to be insufficient to support Department

requirements post submission of bid, the vendor shall provide the same at no extra cost to HP

Forest Department.

iii. The sealed tenders are to be submitted in prescribed format on business letter head duly

stamped and signed with date on each page of Part „B‟ and “C” for unconditional acceptance

to the terms prescribed by the HP Forest Department. The details/supporting documents

wherever applicable, should be duly authenticated by the vendor/s. No overwriting is

admissible.

iv. Each Tenderer shall submit the offer in two separate sealed envelopes. Part „B‟ of the

Tender Document alongwith EMD should be put in an Envelope No. 1 (Please mark the

envelope as “No.1 - Technical Bid”), the Envelop No. 2 will contain only “C” of the

Tender Document (Please mark the Envelope as “No.2 - Financial Bid”). Both the sealed

envelopes Bearing No. 1 and 2 are to be put in the main envelope i.e. Envelope No.3. The

sealed tender document contained in Envelope 3 duly superscribed as “Design,

Development of Web/Mobile Application for Forest Nursery Management System for HP

Forest Department” should be addressed (by name) to:- Divisional Forest officer

(IT/GIS/MIS), HP Forest Department, Talland, Shimla-171001, and sent on the address

given below by hand/ registered post/ speed post. The envelop can also be dropped in the

tender box available in address given below of the IT Lab, Talland Office of CCF



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(IT/MIS/GIS), HP Forest Department in person, so as to reach the office by the stipulated

date and time.

Address for Correspondence:

Divisional Forest Officer (IT/MIS/GIS),

O/o Chief Conservator of Forests (IT/MIS/GIS), HP Forest Department,

Talland, Shimla -171001

v. The HP Forest Department (henceforth referred to as Department) shall not be liable

for any postal delays what so ever and Tender received after the stipulated time/date are liable

to be rejected straightway.

vi. Non adherence to any of the terms & conditions, as stated in the tender document shall render

the bid invalid.

vii. Incomplete Tender shall be rejected out rightly. No alterations, amendments or modifications

shall be made by the Bidder in the Tender Document. If any such alterations are made or any

special conditions attached, the bid is liable to be rejected without making any reference to the

Bidder.

viii. The Technical Bid shall be opened in the presence of CCF (IT), Office of Pr. CCF

(HoFF), HP Forest Department, Talland, Shimla in the presence of those Tenderer(s) or

authorized representatives who wish to be present and No separate communication will be sent

in this regard. In the event of due date being a closed day or declared Holiday of State

Government the due date for opening of the bids will be the following working day at the

appointed date, time & venue.

ix. The HP Forest Department shall assess the Competence and Capabilities of the Tenderer on

the basis of credentials given in the Technical Bid and shall have right to reject the candidature

of any of the Tenderer without assigning any reasons.

x. The Financial Bid of only those parties who qualify in the technical scrutiny shall be opened

on the same day or at the most the next day after opening of the technical bid.

xi. Prices quoted should be FOR, Shimla, in HP Forest Department. Prices quoted in the bid shall

expressly be inclusive of all statutory taxes, fees, cesses, duties, levies,

charges, surcharges and any other statutory and non-statutory components etc. (Net Price to the



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HP Forest Department). No component of cost / tax shall be paid by the HP Forest Department

unless the same is included specifically in the Tender.

xii. Penalty for the delay in changes as per requirement would be levied at the rate of half

percent per week to be calculated on work order subject to a maximum of 10 percent of the

value of work order. In case of delay beyond fifteen days from the stipulated period,

Department may, at its discretion, cancel the order and arrange to procure the same from

the next bidder on the panel/open market at the sole risk, cost and responsibility of the

vendor.

xiii. While the Part “B” describes Specifications (scope of work) desired by the HP Forest

Department, vendors are otherwise welcome to quote superior specifications, if they so desire,

which may be considered at the sole discretion of the Department.

xiv. The Tenders will be valid for 3 weeks only from the date of their opening.

ELIGIBILITY CRITERIA: The bidder must follow the eligibility criteria as under

1. The bidder should be IT Company registered in India under the Companies Act 1956 or a

firm registered in India or a partnership registered under the India Partnership Act 1932 or a

LLP registered firm under LLP Act 2008, with their registered office in India for the last

Three Years.

2. The bidder should have a valid Certificate ISO 9001 or more, which can be relaxed at the

discretion of the CCF (IT) in exigencies of work.

3. The bidder must be a profit making company having earned profits for the last 3 years, with

an annual average turnover from IT services of Rs. 5 Lakhs or more in last 3 years.

4. The bidder should have sufficient experience on AMCs of software and should have

successfully developed softwares in dotnet technology in the past two years

5. The Bidders should have a valid Service Tax Number and PAN Number

6. The company should not have been barred / blacklisted / disqualified by any Regulator /

Statutory Body / Government Body in India & abroad. An express disclosure must be made

to this effect in a separate letter head of the Company.

7. The company must not have been declared bankrupt / insolvent or should not have filed for

bankruptcy / insolvency in the past five years and/or should not be in the process of being

declared bankrupt /insolvent before any designated authority in any country.



Page 19 of 31

DOCUMENTS ESTABLISHING APPLICANT‟S ELIGIBILITY

The following documents are required to be submitted along with the Tender. Non-submission

of the documents or submission of incomplete, misleading or false information may render the

Tenderer liable for outright rejection or cancellation of its tender.

1. A Certificate of Incorporation, Registration, Memorandum of Association, Partnership deed (in

case of partnership firm), LLP registration certificate (for LLP firms) (Documentary Proof to be

attached)

2. The bidder should provide a valid ISO 9001 or more certificates if any and can be exempted by the

CF (IT) as per the situation.

3. The bidder should be registered with Service Tax Department of Govt. and detail of PAN Number

(Documentary proof to be attached).

4. The company should not have been barred / blacklisted / disqualified by any Regulators /

Statutory Body / Government Body in India. An express shall be made to this effect in a separate

letter head of the applicant firm.

5. The company must not have been declared bankrupt / insolvent or should not have filed for

bankruptcy / insolvency in the past five years or in the process of being declared bankrupt /

insolvent before any designated authority in any country. A suitable disclosure shall be made to

this effect in a separate letter head of the applicant firm.

6. The HP Forest Department, at its sole discretion, reserves the right of accepting the bid in whole

or in part without assigning any reason and such decision shall be final. The part acceptance of the

bid shall not violate the terms and conditions of the Tender and the bidder shall be bound to

execute the work at the specified rates without any extra charges or compensation within the

stipulated period.

The decision of acceptance/rejection of a bid shall solely rest with HP Forest Department.

Department does not bind itself to accept the lowest bid and reserves to itself the right to reject

any or all the bids received without assigning any reason(s) whatsoever and any notice to the

bidder. Non acceptance of any bid shall not make the Department liable for compensation or

damages of any kind. HP Forest further reserves the right to accept a bid other than the lowest

or to annul the entire bidding process with or without notice or reasons. Such decisions by HP

Forest shall be final and bear no liability whatsoever consequent upon such decisions.



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SECURITY DEPOSIT

The Tenderer whose tender is accepted by HP Forest shall be required to give a security deposit for

satisfactory execution of the Work Order. The total amount of security deposit shall be provided by

the Tenderer through an irrevocable Bank Guarantee from any Nationalized Bank in favor of Chief

Conservators of Forest (IT), HP payable at Shimla. The Bank Guarantee shall be valid for a period of

One Year and shall be submitted within 10 (Ten) days of the award of work Order. In case the

Bidder/Tenderer fails to execute the work as per the Tender Documents /Work Order or fails to

deliver the satisfactory after sales service within the warranty period, the HP Forest shall have the

right to wrest the said Bank Guarantee/ and to forfeit the security deposit and earnest money deposit.

No interest shall be payable by HP Forest on the Bank Guarantee / security deposit/ earnest money

deposit, so held.

In case of contravention of any of the terms and conditions as stated in the Tender Document /Work

Order or if the Bidder withdraws or amends, impairs or derogates from the tender /Work Order in any

respect within the period of validity of the tender the security deposit shall be liable to be forfeited.

In case tenderer fails to execute Work Order, HP Forest Department shall have the right to wrest the

said Bank Guarantee and to forfeit the security deposit / earnest money deposit and such decision of

the HP Forest Department shall be final.

In case of any damage or loss caused to the Department due to breach of terms or conditions of the

tender document /Work Order, negligence, carelessness, inefficiency, fraud, mischief and

misappropriation or any other type of misconduct of the Tenderer or its staff, employees,

representatives, agents, the Tenderer shall make the loss good. The HP Forest shall have right to

adjust the damage / loss suffered by it from the security deposit / earnest money deposit/ bank

guarantee and / or to charge penalty as decided by the HP Forest. The Decision of the HP Forest in

this respect shall be final & binding.

Whenever under this tender document /Work Order any sum of money is recoverable from and or

payable by the tenderer, the HP Forest shall be entitled to recover such sum by appropriating either in

part or in whole from the security deposit / bank guarantee / earnest money deposit of the Tenderer. In

the event of the security deposit / bank guarantee / earnest money deposit being insufficient, the

balance or the total sum recoverable, the case as may be, shall be deducted from any other sum due to

the Bidder which at any time thereafter may become due to the Bidder under this or any other tender /

contract with the HP Forest Department. If this sum is not sufficient to cover the full amount



Page 21 of 31

recoverable, the Bidder shall pay the Department on demand the remaining balance.

FORCE MAJEURE

Notwithstanding anything contained in the Tender Documents, neither party shall be liable for any

failure to fulfill any of its obligations under this agreement where that performance is delayed,

prevented, restricted or interfered with for any reasons/ circumstances beyond its reasonable control

(including without limitation any delay caused by the Acts of Governments, Acts of God, Natural or

social calamities, Strikes, Riots in any region, network failure, terrorist attack, war declared and

undeclared) provided however that any delay by the supplier of the Party so delaying shall not relieve

that Party from liability for delay except where such delay is beyond the reasonable control of the

supplier concerned.

INDEMNITY

The Vendor shall indemnify, defend hold and keep indemnified, the HP Forest Department from and

against all actions, suits, decree proceedings, claims, damages, compensations, costs, expenses,

liabilities and demands brought or made against the HP Forest in respect of any matter or thing done

or omitted to be done by the Vendor or its employees, workmen, representatives, agents, servants or

suppliers in the execution of or in connection with the Work or the Vendor performance under this

Tender and against any loss, compensations or damage to the HP Forest in consequence of any action

or suit or proceedings being brought against the Vendor or its employees, workmen, representatives,

agents, servants or suppliers for anything done or omitted to be done in execution of the Work under

this Tender, including but not limited to non-compliance with the applicable laws, rules, regulations

and directions, orders etc. of the government and local authorities, not obtaining the relevant licenses

and permits, infringing any patents rights.

TERMINATION OF CONTRACT

HP Forest without prejudice to any other remedy and rights, reserves the right to cancel/ terminate the

tender/ Work Order in whole or in part by giving at least 15 (fifteen) days‟ prior written notice thereof

in case Vendor fails to honor his bid / Work Contract or found guilty for breach of conditions of the

tender documents / Work Order or negligence, carelessness, inefficiency, fraud, mischief,

misappropriation or any other type of misconduct by himself or by its employees, staff, agents,

representatives etc. or by any other person directly or indirectly employed by him. In case of such

termination, the HP Forest shall have the right to put in place any other agency for carrying out the

remaining work. Any extra expenditure being borne by HP Forest on this account is recovered from

the Vendor from Security Deposit.



Page 22 of 31

In addition to above, the HP Forest may also cancel/ terminate the tender/ Work Order in whole or in

part for its convenience at any time for any reasons, by giving the Bidder at least 10 days‟ prior

written notice thereof.

The notice period may be extended by mutual agreement till alternate arrangements are made. Further,

any pending or unresolved service, function, task, performance, unpaid fees and any other remedies

shall continue by the parties during the period of termination notice and the same must be satisfied

before the tender/Work Order is cancelled/ terminated.

In case of such cancellation / termination / Work Order or curtailment of the work by the HP Forest

Department the Vendor shall have no claim for any payment or compensation whatsoever on account

of any profit or advantage, which would have derived by it from the execution of the work in full, but

which he did not derive in consequences of the full amount of the work not having been carried out.

Neither shall he have any claim of compensation / damage for the loss suffered by him by reason of

cancellation / termination of the tender / Work Order and of any alterations having been made by the

HP Forest Department in the original specification or the designs and instruction which shall involve

any curtailment of the work contemplated.

However, the HP Forest shall pay the Vendor for such portions of the Work as are due and properly

invoiced under the provisions prior to termination. In no event, shall the total payments made to the

Vendor exceed the Contract Price.

BLACKLISTING

The Department without prejudice to any other remedy and rights, reserves the right to blacklist the

Vendor for a suitable period in case he fails to honour his bid / Work Order or found guilty for breach

/ violation / contravention of terms(s) and condition(s) of the tender / Work Order or negligence,

carelessness, inefficiency, fraud, mischief, misappropriation or any other type of misconduct by

Vendor or by its staff, agent, employee or officer etc. or by any either by himself other person directly

or indirectly employed by him.

CLAIM OF INTEREST

No claim for interest shall be entertained by the department with respect to any moneys or balances,

which may be in its hands owing to a dispute between itself and the Tenderer/Bidder/Vendor. The

personnel employed/ hired/ engaged/whether permanent/ regular/ casual/ contractual/ temporary/ daily

wager or whatever be the status by the vendor for the execution of work as provided under this

Tender, shall not be considered employees/ officers of the HP Forest Department for any purpose.



Page 23 of 31

None of such personnel of the Vendor shall have any right to claim anything against the HP Forest

Department.

Nothing contained in this Tender Document shall be construed as constituting a partnership, joint

venture, or agency with the HP Forest Department. The acts/performance and actions taken by

either party in furtherance of their respective activities of operation shall not bind the other except

to the extent provided under this Tender Documents. The agreement is a non-exclusive agreement

and the HP Forest Department shall be free to enter into any such agreement with any other person

during currency or the extended currency of this Agreement.

Program of Work: The consultant shall split time to cover the work schedules as follows:

Activity Timeframe (Days)

Requirement gathering, website specification on functionality

and wire framing.

1 weeks from signing of

Contract

Website Design, Database design, Programming and UAT 3 weeks from Requirement

gathering

Development of Mobile App , Programming and UAT 3 weeks after Designing of

Web Application

Security Audit, functionality testing, Deployment on HP State

Data Centre and Training/ Implementation

2 weeks from Website

Design, Database design,

Programming and UAT

Total Days 63 Days



Page 24 of 31

PART „B‟

Format for TECHNICAL BID

I. PROFILE OF THE FIRM

Sr. No. Particular Details

1. Company Name

Legal Name (if different)

Full Mailing Address

Telephone Number

FAX Number

Email ID

Web site

Years in Business

Year of establishment

2. Details of Indian Establishment

Registered Office address

Year of establishment

Head of the Indian establishment

3. Contact Person

Mobile

E-mail

4. Whether registered with Registrar of Companies/ Firm. If

so, please furnish details thereof (attach certificate of

incorporation)

5. Registration with Tax authorities (PAN)

6. Service Tax Number

7. Turnover in last three financial years, i.e. Year 2018-19

2019-20 and 2020-21.

9. Number of technical/ support personnel in the Company



Page 25 of 31

II. DETAILS OF THE PROJECTS EXECUTED IN INDIA OR ABROAD

Sl.

No.

Project Project executed for (Name of the

organization

with

address,

phone

numbers

etc.)

Nature

of

work

in

brief

Location of the work

Actual value of the Project

Stipulated time for completion

Actual time taken for

completion

III. KEY PERSONNEL PERMANENTLY EMPLOYED IN YOUR ORGANIZATION

Sl.

No.

Name Qualifications Experience Particulars

of Project

done

Employed

in your

firm since

Any other

details

26 | P a g e


Declaration:

a) The undersigned do hereby certifies that Shri __________________________________________is

Authorized to obligate the represented firm and further agrees with all terms, conditions, and

requirements of the HP Forest Department.

b) We have no objection if enquiries are made about the work listed by us in the accompanying sheets /

annexure.

c) We agree that the decision of the HP Forest Department in selection process will be final and

binding on us.

d) We confirm that we have not been barred / blacklisted / disqualified by any Regulators / Statutory

Body in India and we understand that if any false information is detected at a later date, the

assignment shall be cancelled at the discretion of the HP Forest Department.

e) We confirm that we have not been declared bankrupt / insolvent or that not has filed for bankruptcy

/ insolvency in the past five years or not in the process of being declared bankrupt / insolvent before

any designated authority in any country.

f) All the information furnished by us is correct to the best of our knowledge and belief.

Place: SIGNATURE OF THE APPLICANT

Date: FULL NAME AND DESIGNATION

SEAL OF COMPANY/FIRM

27 | P a g e


TECHNICAL EVALUATION CRITERIA

Technical evaluation criteria shall be carried out by assigning Technical Scores as specified below:

(Note: Maximum Scoring Marks for technical evaluation is 60 marks)

Sr.

No.

Technical Credential Max

Score

1 The bidder shall have experience of successfully completing Web/Mobile

App in the last three years.

05

2 The bidder shall have executed minimum 05 projects related to mobile/ Web

solutions with government/ semi-government/ private organization in a last

three (3) Financial Years.

05

3 QMS, ISO 9001:2015 and other relevant certificates from concerned

authority for Mobile Solutions.

05

4 Bidder shall provide the last 5 years Income Tax returns along with turnover

certificate not less than 5 Lakhs per annum.

05

5 Proposed solution for mobile app with wireframe & Presentation (aprox. 10

mins.) at the time of opening technical bids.

NOTE: It is requested to all tenderer to be present at the time of technical bid

evaluation. Technical bid will be opened only after the presentation by the

technical committee.

40

Total 60

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Part "C” FINANCIAL BID FORM

(To be submitted in a sealed envelope with soft copy in CD/Pen Drive as

per terms and conditions)

• Bidder is required to use the format in the following table to

submit their Financial Bid.

• Please add/delete lines as necessary to incorporate your fully-

inclusive Tender.

• Rates Quoted should be Net Unit Rate (Unit Price + taxes +

Cartage, if any) in INR

• Kindly provide soft copy of the commercial bid in the required

format in CD/USB drive along with hard copy sealed in envelop.

S. No Activity Total Unit

Rate

(without

Taxes)

Taxes Total Net

Unit Rate

(with

Taxes)

1. For Design, Development ,

Testing, Implementation on

State Data Centre, Trial

Run, 36 months support

with updation /modification

if any required and

Documentation for Web

Portal/Mobile App with as per

the scope of work mentioned

in Part "A”

2. AMC for Web Application

after 3 years including new

changes, deletion,

Modification, updation, on-

site support and

incorporating new Module

per year and consecutive

Years

Total

PART I

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FINANCIAL BID EVALUATION CRITERIA:

On Successful qualifying the Technical Bids, Financial Bids of successful bidders will be open.

The evaluation criteria for financial bids will be Normalized scores for prices quoted by the

tenderer are based on the following method:

Normalized Price Score evaluation criteria

Normalized price score = Lowest tender price x 40

Tender price

(Note: The lower the price, the higher the Normalized score and Maximum Scoring Marks is 40

marks)

For Example:

Tenderer Price Quoted in Tender Normalized Price Score

A Rs. 1,00,000 40

B Rs. 1,50,000 26.66

C Rs. 1,75,000 22.85

D Rs. 2,00,000 20

E Rs. 2,25,000 17.77

NOTE: After calculation from both Technical and Financial bids, the total score will be

evaluated from 100 (Technical 60 + Financial 40). The successful bidder with highest score will

be awarded the tender.

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The deadline for submissions is December 29th

2021.

Conservator of Forests (IT/MIS/GIS), HPFD is managing the contract.

Any questions should be sent to: [email protected]

All proposals should be submitted to Divisional Forest Officer (IT/MIS/GIS), HP Forest

Department, Talland, Shimla-1.

Please mention “Design and Development of Web/Mobile app for Forest Nursery

Management System” in the subject line.

mailto:[email protected]