software technology parks of india bangalore 2012/iso third party... · tender for iso third party...

Tender for ISO Third Party Audit & Certification STPI Maharashtra

Aug, 2012 of 20

Tender

for

ISO Third Party Audit & Re- Certification

Tender Notice No.: STPI/MUM/PURCHASE/12-13/57

SOFTWARE TECHNOLOGY PARKS OF INDIA

(Society under Department of Electronics & Information Technology,

Ministry of Communications and Information Technology, Govt. of India)

Tower#7, Floor#6, International Infotech Park,

Vashi Railway Station-cum-Commercial Complex,

Vashi, Navi Mumbai-400 705,

EPABX : +91-22-2781 2102/03/04

Fax:+91-22-2781 2034

www.mah.stpi.in

28th August 2012

http://www.mah.stpi.in/


Aug, 2012 of 20

INVITATION FOR BIDS (IFB)

Software Technology Parks of India (STPI) invites sealed bids under two-bid system

(Technical and Commercial bids) from reputed vendors for ISO Third Party Audit &

Certification with standard warranty period. The important dates are mentioned below:

RFP Reference No. & Date STPI/MUM/PURCHASE/12-13/57 & 28.08.2012

Due date & time of submission of bids 12.09.2012 upto 1200 Hrs

Due date & time of opening of bids 12.09.2012 at 1300 Hrs

EMD to be submitted Rs. 5,000/- in favor of Software Technology

Parks of India, Payable at Mumbai

Sd/-

Director

Software Technology Parks of India




EPABX : +91-22-2781 2102/03/04

Fax:+91-22-2781 2034


Aug, 2012 of 20

Table of contents

1.0 Introduction ............................................................................................................. 4

2.0 Purpose of Tender ................................................................................................... 5

3.0 Scope of Work ........................................................................................................ 6

4.0 General terms and conditions.................................................................................. 8

5.0 Documents and Information to be submitted along with the Bid. .......................... 9

6.0 Bid Submission ..................................................................................................... 11

7.0 Commercial Terms and Conditions ...................................................................... 12

8.0 Rejection & Return of Bid .................................................................................... 13

9.0 Comparison and Evaluation of Bids ..................................................................... 13

10.0 Compliance ........................................................................................................... 16

11.0 Correction in Bid................................................................................................... 16

12.0 Award of Contract................................................................................................. 16

13.0 Liquidated Damage ............................................................................................... 16

14.0 Termination ........................................................................................................... 17

15.0 Confidentiality ...................................................................................................... 17

16.0 Applicable Laws ................................................................................................... 17

Annexure A – Compliance Statement............................................................................... 18

Annexure B - Organization Capability Format ................................................................. 19

Annexure C - Commercial Bid Format ............................................................................. 20


Aug, 2012 of 20

1.0 Introduction

1.1 Software Technology Parks of India

Software Technology Parks of India (STPI) is a Society under Department of

Information Technology, Ministry of Communications and Information

Technology, Government of India. Established by the Government of India in 1991

with the objective of boosting the Software Exports from India, STPI has been the

critical support agency for the Indian Information Technology Industry for the

statutory services, technology services, incubation services, industry promotional

and government interfacing services. STPI’s Industry Promotional and Service

Provider role has been one of the key ingredients in the success story of Indian IT

offshore industry. STPI is headquartered in the national capital of New Delhi and

has its branch offices across India.

STPI Maharashtra has 5 sub-centers at secondary cities of Maharashtra and situated

at Pune, Nagpur, Aurangabad, Nashik, Kolhapur. The total strength of the STPI-

Maharashtra and its sub-centers is approximately 110 Employees.

1.2 Services of STPI

• Datacom Services –

STPI is one of the first Data communication carriers of India. STPI also holds the

Category-A Internet Service Provider (ISP) license with operational jurisdiction

covering entire country of India. However, STPI’s clientele is primarily the Indian

IT Industry, which essentially means STPI is not a general public service provider.

STPI caters to the premium segment with Technology Services where Quality is of

utmost concern.

STPI’s Service portfolio has entire spectrum of Data communication, Value added

services & IT services, thus making STPI as a Total Technology Service Provider

for the IT Industry.


Aug, 2012 of 20

1. Datacom Services

• Internet Leased Line Services

2. Value added Services

• Disaster Recovery Services

• Co-location server hosting

• Statutory Services –

1. STP / EHTP Scheme

STPI offers 100% export oriented scheme for the development and export of

Software and electronic hardware. Acting on behalf of the government of

India, STPI takes care of statutory needs of software and electronics hardware

exporters like Project approval, Import Approval, Bonding, Export

Certification etc.

1.3 Process at STPI

Management system of STPI-Maharashtra

With a goal to continuously enhance the value to its customer, STPI recognized

the need for standardization and created a Quality Management system. This has

been the key to drive improvements in our services and processes.

The Quality Management System at STPI was implemented based on the ISO

9001:2008 International Quality Standard (for companies providing products and

services).

All processes of STPI-Maharashtra are inline with the Quality Process of ISO-

9001: 2008.

2.0 Purpose of Tender

The purpose of this Request for Proposal (RFP) is to obtain quotations from ISO

Third Party certification body for “ISO Third Party Audit & Re-Certification”

which will enable STPI Maharashtra and its 5 sub-centers to have a unified

certification body.


Aug, 2012 of 20

3.0 Scope of Work

3.1 Certification – Audits that conforms to latest versions of following standards

ISO 9001– Quality Management System

3.2 Scope of Certification – There are 6 centers in Maharashtra as mentioned in table

1. The total strength of the STPI- Maharashtra is approximately 110 employees.

Following are the scope for certification of STPI-Maharashtra & its sub-centers

Table 1

Center Services under the scope of Certification

Mumbai Datacom

Statutory

Pune Datacom

Statutory

Nagpur Datacom

Statutory

Nashik Datacom

Statutory

Kolhapur Datacom

Statutory

Aurangabad Datacom

Statutory

All the above centers operated with Internal groups that work for the delivery of

services and support groups such as General Administration, Finance, Personnel &

HR.

3.3 Auditors – Prescribed Auditors who are bona fide employees and qualified to

conduct the assessment with necessary certificates, and must have proven

experience in conducting audits in the relevant sector of STPI services (as

mentioned in section 3.2) .

3.4 Application Procedure-

The certification body shall inform STPI on:

Contractual conditions, including fees and possible contractual penalties

STPI’s rights and duties


Aug, 2012 of 20

The applicable standards

Program changes, including regular updates of procedures and standards

The evaluation & Inspection procedure applied by certification body in the

course of certification

Documentation to be maintained by STPI to enable verification of

compliance with applicable standards by the certification body.

The certification body shall sign an agreement on liability issues,

confidentiality and access rights.

3.5 Evaluation –

The certification body shall evaluate STPI against all certification

requirements specified. The evaluation shall consist of a review of

documents & pre-assessment Audit & Assessment Audit which will be

performed by on-site visits.

Prior to audit, the certification body shall review all the necessary

documents for requirement of standards. Subsequently, pre-assessment audit

shall be conducted to identifying areas of concern. This shall be performed

atleast 2 weeks in advance.

When the scope of certification is for expansion, verification of compliance

with the requirements of standards shall also be done by the certification

body.

Certification body shall perform Conformity assessment for the scope of

certification as mentioned in section 3.2.

The certification body shall assign bona fide employee and qualified

personnel to the evaluation in line with the requirements.

The certification body shall inspect the non-conformities and the associated

Corrective Action issued previously, to verify if they have been resolved.

Evaluation methods shall consist of document review, appraisal of

management systems and on-site inspections.

There shall be an initial audit for Re-certification and ongoing evaluation

for surveillance audit in order to assess whether the process continues to

meet the applicable standards.

The Frequency of the audit shall be performed annually as prescribed and

for a cycle of 3 years of certification. Every process should be audited at

least once a year.

The audit schedule will be mutually agreed between the Certification body

& STPI-Maharashtra. The certification body shall intimate STPI through


Aug, 2012 of 20

written communication atleast two months in advance on the schedule of

surveillance audit.

3.6 Reporting -

Certification body shall submit a detailed report of the entire audit including

the audit plan, meeting list, non-conformances report and the summary of

the audit.

The certification body shall report evaluation findings. It shall include

- A statement of any observations relating to conformity with the

certification requirement

- Date and duration of inspection, person interview and facilities

visited

- Type of documents reviewed

Certification body shall notify the operation of any non-conformity to be re-

solved in order to comply with the standard.

The certification body shall document and shall verify effectiveness of

Corrective Action taken by STPI to meet the requirement.

3.7 Certificate –

Certification body shall issue certificates for the services that are evaluated,

with accreditation body mentioned in technical proposal.

4.0 General terms and conditions

4.1 Language of the Bid

The Bidder shall quote the information in English language and international

numerals. The rate shall be in whole numbers. These rates shall be entered in

figures as well as in words.

In the event of the order being awarded, the language of all services, instructions,

documents etc. under this contract would be English.

4.2 Correspondence

All correspondence relating to the Bid shall be addressed to


Aug, 2012 of 20

The Director

Software Technology Parks of India,




EPABX : +91-22-2781 2102/03/04

Fax:+91-22-2781 2034

The bidder must submit any comments or questions regarding the RFP in writing

and via e-mail only, by addressing [email protected]. The responses to all

questions will be through e-mail to all prospective Bidders for their benefit.

4.3 Contents of the Bid

The Bid Documents shall be submitted in TWO SEPERATE SEALED

ENVELOPES as follows:

BID- Part A: QUALIFYING AND TECHNICAL PROPOSAL

BID- Part B: COMMERCIAL PROPOSAL

Note: Each of the Parts A & B as mentioned above shall be placed in SEPARATE

SEALED ENVELOPES with the Title (Part A “TECHNICAL PROPOSAL” /

Part B “COMMERCIAL PROPOSAL”) appropriately indicated on top. Both the

envelopes shall be placed in another common sealed envelope super scribed with

“Bidder name, Ref Number and subject as Tender for “ISO Third Party

Audit & Certification”.

4.4 Validity of the Bid

The Bid must be valid for a minimum period of 120 days from the last date of

Bid Submission. The Bidder shall not be entitled (during the said period of 120

days without the consent in writing of STPI) to revoke or cancel the offer or to

vary any term thereof. However, the Commercial offer shall be valid for a period

of 3 years from the date of issue of PO/Work order.

5.0 Documents and Information to be submitted along with the Bid.

The following documents and information should be submitted as a part of the

proposal:

mailto:[email protected]


Aug, 2012 of 20

5.1 Technical proposal

As a part of the technical Proposal, the following details or supporting documents

have to be submitted

a. Company Profile – A summary of the organization capability to be provided

as per Annexure – B.

b. Client Reference – To be furnished as per table below

Client Name,

Address &

Location

Contact

Person &

No.

Services

Offered

Auditor’s

Name

Period of

Audit

c. Types of Conformity assessments / Evaluation methods: details of

Conformity assessment, evaluation methods performed and frequency &

cycle of audit.

d. Auditor’s Profile: No. of Auditors, who will perform the Evaluation along

with the complete profile of each proposed auditor inclusive of their

experience (summary of auditing experiences and certificates).

e. Certificate: Please provide the accreditation body details and the details that

will be printed on the certificate, on successful completion.

f. Financial Details: Year wise turnover of the company for the last two

financial years.

g. Supporting documents:

Bidders should submit copies of documents for documentary proof as

evidence as mentioned in section 9.1

5.2 Commercial Proposal

As a part of the commercial document, please prepare and attach the following

details as per Annexure – C


Aug, 2012 of 20

a. Type of Service: Type of Service that will be offered or conducted during on-

site visits for a cycle of 3 years, must be as per column 2 of Annexure-C of

commercial bid format only. Additional expenses such as

travel/accommodation to be specified.

b. No. of Mandays: No. of mandays taken to perform the Service for a cycle of

3 years.

c. Cost per manday: Unit cost / per manday cost to perform the Service for a

cycle of 3 years.

d. Service Cost: Please provide the Service cost for the type of service

(mentioned in column 2 of Annexure-C) offered or conducted during on-site

visits for a cycle of 3 years, inclusive of Additional expenses.

e. Grand Total: Grand total to be mentioned as a Sub-total of Service cost +

taxes

6.0 Bid Submission

6.1 The completed Bid in the form of hardcopy shall be duly signed and submitted in

sealed covers along with all supporting documents to the following address:

The Director





EPABX : +91-22-2781 2102/03/04

Fax:+91-22-2781 2034

6.2 Date and Time of Submission

The bid should be reached to

The Director



Aug, 2012 of 20




EPABX : +91-22-2781 2102/03/04

Fax:+91-22-2781 2034

STPI-Maharashtra by 12th September 2012 by 1200 hours. Due to unforeseen

situations like Strike, Bandh or Government holiday declared on the last date for

submission of bids, the bids will be accepted on next working day, time and

venue remaining unaltered.

The technical bids will be opened by the Director/representative nominated by the

Director on the same date of bid submission at 1300 Hrs in the presence of

agency/or their representatives. Incomplete bid document will be rejected.

The bidder also shall present authorization letter to participate in the bid opening.

No bidder shall be allowed to participate in the bid opening without authorization

letter.

The valid technical bids will be scrutinized to short list the eligible agency.

Thereafter, the Commercial bids of the short listed agencies will be opened by the

Director/ representative nominated by the Director on a subsequent date, which

will be intimated later.

Bids submitted after the due date and time shall NOT BE CONSIDERED. Bids

submitted by Telegram/Fax/e-mail shall not be accepted. STPI reserves the rights

to reject any or part of bid without assigning any reasons.

Any further information about this Bid will be provided on our website

www.mah.stpi.in & http://eprocure.gov.in/cppp/. Hence, bidders have to check

website on regular basis for any information and updates.

7.0 Commercial Terms and Conditions

7.1 The Bidder shall confirm that the quoted prices shall be firm and fixed and subject

to no escalation whatsoever till the validity of this tender.

7.2 The bidder shall submit an earnest money of Rs.5,000/- (Rupees Five Thousand

only) in the form of Demand Draft/Bankers Cheque drawn in favour of “Software

Technology Parks of India payable at Mumbai”. Bids received without Earnest

Money will not be considered. The EMD of unsuccessful bidder will be returned

after finalization of contract and the EMD of the successful bidder shall be

returned interest free after completion of Scope of Work.

http://www.mah.stpi.in/

http://eprocure.gov.in/cppp/


Aug, 2012 of 20

7.3 The payment for the successful bidder’s services shall be provided upon

submission of annual audit conclusion report or issue of certificate.

8.0 Rejection & Return of Bid

8.1 STPI reserves the right to reject any or part of any bid without assigning any

reason. The documentation submitted by Bidders shall not be returned. STPI

also reserves the right at its sole discretion not to award any Works under the Bid

submission Process. STPI shall not pay any costs incurred for the purchase,

preparation and submission of any Bid.

8.2 If the Bidder gives wrong information in the Bid, STPI reserves the right to reject

such Bid at any stage or to cancel the Contract, if awarded.

8.3 Canvassing in any form, in connection with the Bids is strictly prohibited and the

Bids submitted by the Contractors who resort to canvassing are liable for

rejection.

8.4 Bids, in which any of the particulars and prescribed information are missing or are

incomplete, in any respect and / or prescribed conditions are not fulfilled, shall be

considered non responsive and are liable to be rejected.

9.0 Comparison and Evaluation of Bids

9.1 Proposal Selection Criteria - All of the “ISO Third Party Audit & Re -

Certification” proposals will be carefully reviewed, based on the following

selection criteria (not necessarily weighted in this order)

a. The proposal is valid only; if it is enclosed with all the requisite information

and supporting documents are furnished as per the RFP requirements with in

the stipulated date and time.

b. Certification body should either be an independent impartial body registered

under the company’s act 1956, possessing the necessary competence and

reliability to operate a certification system in India.


evidence-

1. Certification of Incorporation 2. Audited Balance sheet of company for the

last two years (2008-09 & 2009- 10). 3. Service Tax registration certificate &

PAN/TAN registration certificate (as per Annexure –B).


Aug, 2012 of 20

c. The certification body should have been in business for last 3 years in the

conformity assessment, evaluation and Certification.


evidence-

Work order confirming years and area of activity performed.

d. The certification body should be authorized to perform certification in the

relevant sector of STPI services (as mentioned in section 3.2) / Industry.


evidence-

Certification issued by the Accreditation body on the sector / Industry of

certification.

e. The certification body should have implemented, or migrated to ISO/IEC

17021:2006, Conformity assessment – Requirements for bodies providing

audit and certification of management systems.

Bidders should submit relevant documentary proof as evidence

f. The certification body should be accredited and, preferably with same

accreditation body or the accreditation body (ies) are members of IAF

(International Accreditation Forum).

Bidders should submit relevant documentary proof as evidence

g. The Assessment, evaluation & inspection should be well-defined with

adequate time to review / inspect the requirements and as per section 3.5

h. The reporting should be as per section 3.6.

i. The certification body’s evaluation methods performed and frequency &

cycle of audit & Auditors should be adequate.

j. The Auditor(s) should be bona fide employee (s) and should have minimum 3

years experience in conducting audit in the relevant sector of STPI services

(as mentioned in section 3.2) / Industry.


evidence-

1. Auditors profile giving the details of work experience in the relevant sector

http://www.iso.org/iso/pressrelease.htm?refid=Ref1028

http://www.iso.org/iso/pressrelease.htm?refid=Ref1028


Aug, 2012 of 20

of STPI’s services, activity of work performed and certification.

2. Auditor’s appointment letter as an employee of certification body.

k. The auditor (s) should have performed minimum 5 audits of atleast 15

mandays during the last 3 years.


evidence-

Work orders confirming the years and area of activity performed.

l. The Auditor(s) must be certified as a lead auditor (approved by IRCA / RAB)

in the respective standards (mentioned under section 3.1).


evidence-

Attested copies of certificate

9.2 An evaluation Committee will assess all the bids received. Proposals received will

be evaluated in two stages: Technical and Financial.

9.2.1 Stage1: Evaluation of Technical Proposal

The evaluation of the Technical proposal will be based on the weightage for each

component, as indicated below:

Evaluation Attributes Weightage in points

Certification body Profile 30

Assessment & Evaluation Methods 30

Experience & Certification of the Auditors 30

Accreditation Body 10

Total 100

At the end of Stage 1 of the evaluation process the bidders who have obtained 70

or more points will be considered for stage 2 of financial proposal Evaluation.

9.2.2 Stage 2: Evaluation of the Financial Proposal

At the end of stage 1 of evaluation process, only the successful bidders will be

considered for evaluation under Stage 2. The evaluation of the financial proposal

will be as follows:

i. The lowest Grand total of commercial bid among the successful bids of stage

1, will be assigned a mark of 100 points.


Aug, 2012 of 20

ii. The points for the other successful bids will be rated in comparison with

lowest cost bid.

9.2.3 Overall Rating

The overall rating will be calculated with:

70% of Technical Bid rating and

30% of Financial Bid Rating

The successful bidder will be the one with the highest overall rating.

10.0 Compliance

10.1 Compliance statement in the form of ‘Complied’ or ‘Not Complied’ shall be

given against clause-by-clause specification proposed under section all using the

format under Annexure A – “Compliance Statement”.

10.2 In the event of any deviation or non-compliance, the Bidder shall indicate them

very clearly. Any mismatch between the compliance statement and the proposed

solution shall be treated as bid disqualified.

11.0 Correction in Bid

11.1 All entries in the Bid shall either be typed or be in ink. Erasures shall render such

Bids liable to rejection. The Bidder shall duly attest all cancellations and

insertions.

11.2 The person(s) signing the Bid shall sign all changes, alterations and corrections in

the Bid in full and along with date and seal. No erasure and/or over writing is/are

permissible.

12.0 Award of Contract

STPI shall issue the Work order to the successful Bidder. The bidder shall accept

the Work Order through a written communication within 2 working days from the

date of issue of work order.

13.0 Liquidated Damage

If the successful bidder fails to deliver services within 15 days from the audit

schedule that is mutually agreed between the parties and if such failure is

attributable to successful bidder then, STPI shall without prejudice deduct from

the payment due to the successful bidder as liquidated damage, a sum equivalent


Aug, 2012 of 20

to 0.5% of the total work order cost for each week of delay thereof subject to a

maximum of 5% of total value. Beyond which STPI reserves the right to cancel

the contract wholly or in part without any liability to cancellation charges.

14.0 Termination

14.1 Failure by the Service provider to comply with any statutory requirement and /or

the terms of the agreement during the period of contract shall result in termination

of the contract and subsequent disqualification from participation in any future

tender of the STPI.

14.2 STPI reserves the right to cancel the contract wholly or in part without any

liability to cancellation charges if the Certification body’s validity of accreditation

expires.

14.3 The contract between the STPI and the Service provider can be cancelled by STPI

wholly or in part without any liability to cancellation charges with a notice period

of 30 days time, without assigning any reason.

15.0 Confidentiality

15.1 The Service provider shall treat all documents/data/services details or part of

them, which one may provide party to the other, as strictly confidential and

maintain secrecy for the same.

15.2 The service provider shall not publish, disclose any information about, make

available or otherwise dispose of the documents/data/services details or any part

or parts thereof to any third party, directly or indirectly without prior written

consent of the other party to this agreement.

15.3 STPI shall restrict access to the documents/data/services details only to those to

whom STPI felt necessary and relevant.

16.0 Applicable Laws

The Applicable Law for the interpretation and management of the obligations

under the present Bid exercise and subsequent contract entered together with all

the legal relations arising there from shall be Indian Law.


Aug, 2012 of 20

Annexure A – Compliance Statement

Clause No. &

Description

Sub-clause No. &

Description

Compliance

(Yes/No)

Reason for

deviations (if

any)

(Authorized Signatory for the Bidder with Seal & Date)


Aug, 2012 of 20

Annexure B - Organization Capability Format

Sl. No. Particulars Details to be furnished

Details of the Bidder (firm/company)

1 Name

2 Address

3 Contact Details (Tel., Fax, E-mail)

Details of Head of the organization

4 Name

5 Contact Details

Information about the Company

6 Status of company Indian company / foreign

company

7 Year and Place (s) of establishment

8 Country (s) of Prime Business

9 Details of Parent, Associate or

Subsidiary Companies, if any

10

Details of Service tax registration (Copy of

Service Tax registration certificate to be

furnished)

11 Details of PAN/TAN (Copy of PAN/TAN

registration certificate to be furnished)

12 Year wise turnover of the company for the last

two financial years.

Information about the services

13 Services Offered

14 Years of experience in performing assessment

Audit & Certification

15 List of Accreditation body against each standard

(if available)

16 Migrated to ISO/IEC 17021:2006 Yes/ No

17 Sector of industry under which assessment Audit

& Certification offered

Note: Please furnish necessary supporting documents for the above

(Authorized Signatory for the Bidder with Seal & Date

Tender for ISO Thrid Party Audit & Certification STPI Maharashtra

Aug, 2012 of 20

Annexure C - Commercial Bid Format

NOTE: 1. Taxes should be indicated as applicable (Service Tax in this case).

2. In case of price variation between the price quoted in words & figures, the lowest shall be considered.

(Authorized Signatory for the Bidder with Seal & Date)

Year Type of Service No. of Mandays Cost per manday Service Cost Service Cost + Taxes

I

Registration - -

Document Review

Pre-assessment Audit

Audit & Certification

Additional Expenses

1.

2.

Total (a)

II

Audit

Additional Expenses

1.

2.

Total (b)

III

Audit

Additional Expenses

1.

2.

Total (c )

Grand Total (a+b+c)

Grand Total Service Cost + Taxes in words