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Tamil Nadu Industrial Guidance & Export Promotion Bureau (Presently renamed as
Guidance)
Department of Industries, Government of Tamil
Nadu
REQUEST FOR PROPOSAL
FOR
SELECTION OF SYSTEM INTEGRATOR FOR DESIGN, DEVELOPMENT, IMPLEMENTATION AND MAINTENANCE OF
ONLINE SYSTEMS
FOR
IMPROVING THE EASE OF DOING BUSINESS IN THE STATE OF TAMIL NADU
VOLUME I
Ref No: IT/SYSTEM INTEGRATOR/2862/2020
Tender documents can be downloaded from:-
a) www.tenders.tn.gov.in
b) www.investingintamilnadu.com
c) www.easybusiness.tn.gov.in
Tamil Nadu Industrial Guidance & Export Promotion Bureau (Presently renamed
as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India.
Email: [email protected]; Phone: +91 44 28553866; Fax: +91 44 28553856
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Table of Contents
1 Introduction ....................................................................................................... 8
2 Schedule of Bid Process ..................................................................................... 9
3 Structure of the RFP ......................................................................................... 11
4 Background Information .................................................................................. 12
4.1 Basic Information .......................................................................................... 12
4.2 Project Background ....................................................................................... 12
4.3 State Information ......................................................................................... 14
4.4 Key Information ............................................................................................ 15
4.5 Key Stakeholders .......................................................................................... 15
4.6 About Guidance ............................................................................................ 17
5 Instructions to the Bidders .............................................................................. 18
5.1 General ....................................................................................................... 18
5.2 Compliant Proposals / Completeness of Response ............................................. 18
5.3 Pre-Bid Meeting & Clarifications ...................................................................... 18
5.4 Key Requirements of the Bid .......................................................................... 20
5.5 Preparation and Submission of Proposal ........................................................... 22
5.6 Evaluation Process ........................................................................................ 23
6 Criteria for Evaluation ...................................................................................... 26
6.1 Pre-Qualification Criteria ................................................................................ 27
6.2 Technical Qualification Criteria ........................................................................ 31
6.3 Financial Bid Evaluation ................................................................................. 41
6.4 Total Bid Evaluation ...................................................................................... 41
7 Appointment of System Integrator .................................................................. 42
7.1 Award Criteria .............................................................................................. 42
7.2 Right to Accept Any Proposal and To Reject Any or All Proposal(s) ...................... 42
7.3 Notification of Award ..................................................................................... 42
7.4 Contract Finalization and Award ...................................................................... 42
7.5 Performance Guarantee ................................................................................. 43
7.6 Signing of Contract ....................................................................................... 43
7.7 Failure to Agree with the Terms and Conditions of the RFP ................................. 43
8 Annexures ........................................................................................................ 44
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8.1 Annexure I: PRE-QUALIFICATION PROPOSAL TEMPLATES .................................. 44
8.2 Annexure II: TECHNICAL PROPOSAL TEMPLATES .............................................. 58
8.3 ANNEXURE III: FINANCIAL PROPOSAL TEMPLATE ............................................. 94
8.4 ANNEXURE IV: TEMPLATE FOR PBG & CCN ..................................................... 103
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DISCLAIMER
1. The information contained in this Request for Proposal document (“RFP”) or subsequently
provided to Applicants, whether verbally or in documentary or any other form by or on
behalf of the Tamil Nadu Industrial Guidance and Export Promotion Bureau, henceforth
‘Guidance ’. In or any of its employees or advisers, is provided to Applicants on the terms
and conditions set out in this RFP and such other terms and conditions subject to which
such information is provided.
2. This RFP is not an agreement and is neither an offer nor an invitation by Guidance to the
prospective Applicants or any other person. The purpose of this RFP document is to provide
interested parties with information that may be useful to them in the formulation of their
proposals pursuant to this RFP.
3. The assumptions, assessments, statements and information contained in this RFP, may not
be complete, accurate or adequate. Each Applicant should, therefore, conduct its own
analysis and should check the accuracy, adequacy and completeness of the assumptions,
assessments and information contained in this RFP and obtain independent advice from
appropriate sources.
4. Guidance accepts no responsibility for the accuracy or otherwise for any interpretation or
opinion on the law expressed herein.
5. Guidance, its employees and advisers make no representation or warranty and shall have
no liability to any person including any Applicant under any law, statute, rules or regulations
or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages,
cost or expense which may arise from or be incurred or suffered on account of anything
contained in this RFP or otherwise, including the accuracy, adequacy, correctness, reliability
or completeness of the RFP and any assessment, assumption, statement or information
contained therein or deemed to form part of this RFP or arising in any way in this Selection
Process.
6. Guidance also accepts no liability of any nature whether resulting from negligence or
otherwise however caused arising from reliance of any Applicant upon the statements
contained in this RFP.
7. Guidance may in its absolute discretion, but without being under any obligation to do so,
update, amend or supplement the information, assessment or assumption contained in this
RFP.
8. The issue of this RFP does not imply that Guidance is bound to select an Applicant or to
appoint the Selected Applicant, as the case may be, for the System Integrator.
9. Guidance reserves the right to reject all or any of the Proposals without assigning any
reasons whatsoever.
10. The Applicant shall bear all costs associated with or relating to the preparation and
submission of its Proposal. Guidance shall not be liable in any manner whatsoever for the
same or for any other costs or other expenses incurred by an Applicant in preparation or
in submission of the Proposal, regardless of the conduct or outcome of the selection
process.
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List of Abbreviation
Abbreviation Description
AI Artificial Intelligence
AMC Annual Maintenance Charges
AMS Application Management Services
API Application Program Interface
ARC Annual Recurring charges
BOM Bill of Material
BCP Business Continuity Plan
CAPEX Capital Expenditure
CCN Change Control Notice
CIS Central Inspection System
CMMI Capability Maturity Model Integration
CMS Content Management System
CPU Central Processing Unit
CSP Content Service Provider
CV Curriculum Vitae
DD Demand Draft
DC Data Centre
DISH Directorate of Industrial Safety and Health
DPIIT Department for Promotion of Industry and Internal Trade
DSC Digital Signature Certificate
DR Disaster Recovery
EMD Earnest Money Deposit
EMS Enterprise Management System
EoDB Ease of doing Business
FY Financial Year
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Abbreviation Description
GIM Global Investors Meet
GoI Government of India
GST Goods and Services Tax
HDD Hard Disk Drive
HR Human Resource
HIPS Host intrusion prevention system
ICT Information Communication Technology
INR Indian Rupee
IPR Intellectual Property Rights
IT Information Technology
LoA Letter of Acceptance
LS Lump Sum
MCIT Ministry of Communication and Information Technology
MeitY Ministry of Electronics and Information Technology
MIS Management Information System
MSA Master Service Agreement
MSME Micro, Small and Medium Enterprises
NDA Non-Disclosure Agreement
NIC National Informatics Centre
O&M Operation and Maintenance
OEM Original Equipment Manufacturer
OPEX Operational Expenditure
OS Operating System
PBG Performance Bank Guarantee
PPP Public Private Partnership
PSU Public Sector Undertaking
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Abbreviation Description
PQ Pre-Qualification
QCBS Quality and Cost based Selection
ROC Registrars of Companies
RFP Request for Proposal
SI System Integrator
SIPCOT State Industries Promotion Corporation of Tamil Nadu Ltd
SLA Service Level Agreement
SSDG State Services Delivery Gateway
STQC Standardization Testing and Quality Certification
SWP Single Window Portal
TN Tamil Nadu
TNeGA Tamil Nadu e-Governance Agency
TNPCB Tamil Nadu Pollution Control Board
VM Virtual Machine
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1 Introduction
I. Under the development of Online systems for Guidance in improving the EoDB in
Tamil Nadu, System Integrator will be responsible for providing a comprehensive
solution towards Supply, Installation, Development, Integration, Commissioning,
Management & Maintenance of Applications and Computing Infrastructure along
with training pertaining to the envisaged IT ecosystem.
II. Guidance invites the eligible parties (hereafter referred as “Bidder”) for
appointment as System Integrator for the Tamil Nadu and provides the
comprehensive solution as specified in the Scope of Work Section (Kindly refer
Volume-II) of this RFP.
III. Bidders are advised to study this RFP document carefully before submitting their
proposals in response to this Notice. Submission of a proposal in response to this
notice shall be deemed to have been done after careful study and examination of
this document with full understanding of its terms, conditions and implications.
Failure to furnish all information required as mentioned in the RFP documents or
submission of a proposal not substantially responsive to the RFP documents in
every respect will be at the Bidder's risk and may result in rejection of the
proposal.
IV. An Earnest Money Deposit (EMD) in the form of a Demand Draft, from a scheduled
Indian Bank in favour of “Tamil Nadu Industrial Guidance and Export Promotion
Bureau”, payable at Chennai, for the sum of Rupees Fifteen lakhs only (Rs
15,00,000) will be required to be submitted by each Applicant along with the pre-
qualification proposal.
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2 Schedule of Bid Process
Sl.
No. Information Details
1. Tender Inviting Authority:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion
Bureau (Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India Telephone: +91 44 28553866; Fax: +91 44
28553856
2. Name of Agency
Tamil Nadu Industrial Guidance & Export Promotion
Bureau (Presently renamed as Guidance), Industries
Department, Government of Tamil Nadu
3. RFP reference No IT/SYSTEM INTEGRATOR/2862/2020 dated 10-03-
2020
4. Tender Document Cost
The tender document can be downloaded free of cost
from
a) www.tenders.tn.gov.in
b) www.investingintamilnadu.com
c) www.easybusiness.tn.gov.in
5. Date of issue of RFP 10-03-2020
6. Earnest Money Deposit
(EMD)
An EMD amount of INR 15,00,000 (Rupees Fifteen
lakhs only) may be paid by way of DD drawn in favour
of “Tamil Nadu Industrial Guidance and Export
Promotion Bureau”, payable at Chennai, and the
instrument should be submitted in the pre-
qualification proposal.
7. Date, time and Place of pre-
bid meeting
On 23-03-2020 @ 3 PM in Guidance office
All the queries shall be emailed to
[email protected] and [email protected] well
in advance so that Guidance will be able to prepare a
consolidated list for use on 23-03-2020.
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8. Due date, time and place for
submission of tender
Sealed tender may be submitted not later than 20-
04-2020 @ 3 PM at the address mentioned in Sl. No.1
9. Submission Details Submission details are mentioned in section 5.4.4.
10.
Date, time and place of
opening of Pre-Qualification
Proposal
Pre-Qualification proposal will be opened on 21-04-
2020 @ 3.00 PM at the address mentioned in Sl. No.
1.
11. Date, Time and Place of
opening of Technical Proposal
This will be intimated only to the bidders who have
cleared the Pre-Qualification Criteria.
12. Date, Time and Place of
opening of Financial Proposal
This will be intimated only to the technically qualified
bidders.
13. Method of Selection
The method of selection will be based on the
following.
Pre-Qualification
Technical Evaluation
Financial Evaluation
Final Evaluation based on Quality-cum-Cost-
based-Selection (QCBS)
Conditions :
i. The Applicants should meet the Pre-
qualification criteria as dealt in Clause 6.1
Volume I for inclusion in technical evaluation.
ii. Technical proposals of Applicants who meet
the pre-qualification criteria shall be
evaluated. Applicants shall also have to make
a presentation during the technical evaluation.
The financial bids of only those firms whose technical
proposals are accepted will be opened and the bid
with the highest combined-technical plus Financial-
score shall be awarded the Contract.
14. Validity of the Proposal 180 days from the date of submission of Tender
15. Signed by the Authorized
representative
All the pages of the Technical Proposal should have
been page numbered and signed by the Authorized
Representative.
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3 Structure of the RFP
I. This Request for Proposal (RFP) document for Appointment of the System
Integrator for development of online systems for Guidance in improving the EoDB
in Tamil Nadu comprise of the following.
II. Guidance invites bids from eligible parties (hereafter referred as “Bidder”) for
appointment as System Integrator for Guidance to provide the comprehensive
solution as specified in the Volume II of this RFP.
A. Volume I: Instructions on the Bid process for the purpose of responding to
this RFP. This broadly covers:
1. General instructions for bidding process
2. Bid evaluation process including the parameters for Technical
evaluation and Financial evaluation to facilitate Guidance in
determining bidder’s suitability as the implementation partner
3. Financial bid and other formats
B. Volume II: Functional and Technical Requirements of the project. The
contents of the document broadly cover the following areas:
1. About the project and its objectives
2. Detailed Scope of work
3. Functional and Technical requirements
The bidder is expected to respond to the requirements as completely and in as
much relevant detail as possible, and focus on demonstrating bidder’s suitability
to become the implementation partner.
C. Volume III: Master Service Agreement (MSA), Service Level Agreement
(SLA) and Non-Disclosure Agreement (NDA).
The bidders are expected to examine all instructions, forms, terms, Project requirements
and other information in the RFP documents. Failure to furnish all information required as
mentioned in the RFP documents or submission of a proposal not substantially responsive
to the RFP documents in every respect will be at the Bidder's risk and may result in
rejection of the proposal.
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4 Background Information
4.1 Basic Information
I. Guidance invites proposals (“Tenders”) to this Request for Proposals (“RFP”) from
System Integrator Agencies (“Bidders”) for the provision of e-Governance System
Implementation Services as described in Section 3 and 4 of Volume II of this RFP,
“Scope of Work”.
II. Any Contract that may result from this Government procurement competition will
be issued for a term of 6 years – 1 Year to Go-Live + 5 years (“the Term”).
III. Guidance reserves the right to extend the Term for a period or periods of up to 6
months with a maximum of 2 years, such extension or extensions on the same
terms and conditions including financial, subject to the Guidance’s obligations at
law.
IV. Proposals must be received not later than time, date and venue mentioned in
Section 2. Proposals that are received late WILL NOT be considered in this
procurement process.
4.2 Project Background
I. Government of Tamil Nadu is committed to make the State as one of the most
investment friendly State. Improving the ease of doing business in the State is one
of the focus areas for the State of Tamil Nadu to demonstrate to the domestic and
global business community the State’s intent to create an investor friendly climate
conducive for attracting investment.
II. Improving the State’s business climate entails ensuring favorable investors’
experience across the life-cycle of setting up a new unit or expanding an existing
unit or carrying on operations comprising:
a. Attracting investors to the State through ease of information availability as
well as ease of securing necessary clearances prior to establishment,
b. Support investors in investment grounding through time-bound approvals
prior to commencement, and
c. Streamlining clearances and compliances required during normal course of
business, post commencement.
III. Businesses requires various registration and approvals from competent authorities
both at the Central Government and at the State Government level across the
business life-cycle. Tamil Nadu Industrial Guidance and Export Promotion Bureau
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(Guidance) is the anchor agency for undertaking various measures for improving
the ease of doing business in the State of Tamil Nadu.
IV. Tamil Nadu Industrial Guidance and Export Promotion Bureau (Guidance) was
established as a non-profit registered Society on 15th July 1992 with the objective
of attracting investment proposals into Tamil Nadu.
V. Since inception till January 2020, Guidance has facilitated 525 investment
proposals with an aggregate investment exceeding Rs.4.25 lakhs crore into the
State.
VI. As per Tamil Nadu Business Facilitation Act 2018, Guidance has been given the
statutory responsibility of functioning as the Nodal Agency for providing single
window clearances for large industries. Guidance serves as a single point of contact
for investors to secure various registration and approvals from competent
authorities across the business life-cycle.
VII. For ensuring that investors in Tamil Nadu State experience the highest ease in
setting up and running a business, Guidance intends to take up the following
measures:
a. Development of an enhanced Single Window Clearance Mechanism:
Government of Tamil Nadu has instituted Single Window mechanism with a
single point of contact for investors establishing a new industrial unit or
expanding/running an existing enterprise. For the purpose of facilitating
timely clearances/approvals/renewals, the state has rolled out an IT based
online single window portal (https://www.easybusiness.tn.gov.in/) which
facilitates processing of applications for 39 services. The portal facilitates
acceptance and electronic transfer of applications for seeking
approvals/clearances/renewals from large investors as well as MSME
investors to respective Competent Authorities as well as tracking &
monitoring status of the application pertaining to the 39 services.
The state intends to develop a new single window portal with inclusion of
additional services and enhanced features for the investors enabling an end-
to-end digital processing for all the stakeholders. The new single window
portal will be the an enhanced version of the existing single window portal
both in technology and scope of services and departments, and serve as the
single point for investors for accepting and electronically distributing
applications to the respective competent authorities pertaining to 190
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services. It will provide a host of services to the investors to cater to their
investment needs at various stages of the business- pre-establishment, pre-
operation, post operation/renewal.
b. Establishment of Central Inspection Mechanism: A central inspection
mechanism is proposed to be established by integrating the online system
of four crucial departments’ viz. i) the Directorate of Industrial Safety and
Health (DISH), ii) Labour Department, iii) Tamil Nadu Pollution Control
Board (TNPCB) and iv) Directorate of Boilers. The CIS system will enable
unified review of information about past inspections, schedule of
inspections, and access to inspection report of all concerned Competent
Authorities.
c. Automation of Guidance’s Office Processes: Guidance intends to
automate its office processes and go paperless by implementing a digital
solution. It should be a cloud enabled software and Guidance intends to
implement the bespoke digital application for its department operations by
appointing the system integrator.
d. Integration of legacy/existing applications under Guidance such as
Guidance Portal, GIM portal, BIZ Buddy etc. with the envisaged
solution to be developed under this project.
VIII. Detailed scope of work is provided in volume II, Section 3 and 4.
4.3 State Information
Tamil Nadu (TN) is among the largest and developed States in the country, both in terms of
geographical area (1, 30,058 sq. kms.) and population (7.21 Crores – 2011 census). With the
highest tele-density, good network of roadways and minimal gap between the demand and
supply of power, TN’s infrastructure is amongst the best in the country.
Tamil Nadu has been a pioneer State in implementing E-Governance initiatives. A large part
of the Government records like land ownership records of registration department, revenue
collection by Urban Local Bodies, etc., have been digitised/computerized, thereby improving
the quality of service and transparency in operations.
Tamil Nadu is an industrial powerhouse of the nation with a very strong and diverse industrial
base, the highest number of factories and industrial workers in the country. Tamil Nadu has a
highly developed industrial eco-system and is strong in sectors such as automobiles and auto-
components, textiles, leather products, light and heavy engineering, pumps and motors,
electronic software and hardware.
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4.4 Key Information
The objectives of the development of an online systems in improving the EoDB in Tamil Nadu
are to ensure the following:
I. Providing easy, anywhere and anytime application of to ensure reliability,
efficiency, transparency and accountability.
II. Eliminating the visits of investors to a Government office / Department for availing
the services.
III. Reducing administrative burden and service fulfilment time and costs for the
Government & businesses.
IV. Reducing direct interaction of Investors with the Government and encouraging ‘e’-
interaction and efficient communication through portal.
V. Enhancing perception & image of the Government and its constituent Departments.
VI. Providing efficient delivery of services with improved service levels.
VII. Avoiding procedural delays in getting statutory clearances from various authorities.
VIII. Providing information to entrepreneurs regarding the scope of setting up industries
in the State and give them guidance on the procedural aspects of starting
industries, incentives and facilities available.
IX. Providing online final approval/certificate for the applications by concerned
Departmental Authorities. Providing Deemed approval, in case of failure to pass
the final orders by the Competent Authority on the application within the stipulated
time.
X. Providing time-bound online query system.
XI. Automation of Office procedures
4.5 Key Stakeholders
The key stakeholders of the project are mentioned below (including but not limited to):
Guidance
TNeGA
Commissionerate of Industries and Commerce
National Informatics Centre (NIC)
Respective Government departments as given in the table below
SI’s for respective Government departments Portals
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S.
No Department
Sub
S.No Head of Departments
1 Agriculture department 1 Agriculture department
2 Commercial Taxes and
Registration 2 Inspector General of Registration
3 Education 3 Department of School Education
4
Energy 4 Tamil Nadu Generation and Distribution
Corporation Limited
Energy 5 Tamil Nadu Electrical Inspectorate
5
Environment and Forest 6 Tamil Nadu Pollution Control Board
Environment and Forest 7 Forest Department
6
Health and Family Welfare 8 Food Safety and Drug Administration
Health and Family Welfare 9 Department of Public Health and
Preventive Medicine
7
Home, Prohibition, and Excise 10 Prohibition and Excise
Home, Prohibition, and Excise 11 Fire and Rescue Services Department
8
Housing and Urban Development 12 Directorate of Town and Country Planning
Housing and Urban Development 13 Chennai Metropolitan Development
Authority
9 State Industries Promotion
Corporation of Tamil Nadu 14
State Industries Promotion Corporation of
Tamil Nadu
10 Tamil Nadu Industrial Investment
Corporation 15
Tamil Nadu Industrial Investment
Corporation
11
Labour and Employment 16 Directorate of Industrial Safety and
Health
Labour and Employment 17 Labour
12
Micro, Small and Medium
Enterprises 18
Commissionerate of Industries and
Commerce
Micro, Small and Medium
Enterprises 19
Tamil Nadu Small Industries Development
Corporation
13
Municipal Administration and
Water Supply 20
Chennai Metro Water Supply and Sewage
Board
Municipal Administration and
Water Supply 21
Commissionerate of Municipal
Administration
Municipal Administration and
Water Supply 22
Tamil Nadu Water Supply and Drainage
Board
Municipal Administration and
Water Supply 23 Directorate of Town Panchayats
Municipal Administration and
Water Supply 24 Greater Chennai Corporation
14
Public Works Department 25 Directorate of Boilers
Public Works Department 26 Public Works Department
15 Rural Development and
Panchayat Raj 27 Rural Development and Panchayat Raj
16 Transport Department 28 Commissionerate of Transport
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4.6 About Guidance
Tamil Nadu Industrial Guidance and Export Promotion Bureau (Guidance) was established as
a non-profit registered Society on 15th July 1992 with the objective of attracting investment
proposals into Tamil Nadu.
Guidance now invites eligible bidders for design, development, implementation and
maintenance of online systems for improving the ease of doing business in the State of Tamil
Nadu.
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5 Instructions to the Bidders
5.1 General
I. While every effort has been made to provide comprehensive and accurate background
information and requirements and specifications, Bidders must form their own
conclusions about the solution needed to meet the requirements. Bidders and recipients
of this RFP may wish to consult their own legal advisers in relation to this RFP. All
information supplied by Bidders may be treated as contractually binding on the Bidders,
on successful award of the assignment by the Guidance on the basis of this RFP.
II. No commitment of any kind, contractual or otherwise shall exist unless and until a
formal written Contract has been executed by or on behalf of the Guidance. Any
notification of preferred bidder status by the Guidance shall not give rise to any
enforceable rights by the Bidder. The Guidance may cancel this public procurement at
any time prior to a formal written Contract being executed by or on behalf of the
Guidance.
III. This RFP supersedes and replaces any previous public documentation &
communications, and Bidders should place no reliance on such communications.
5.2 Compliant Proposals / Completeness of Response
I. Bidders are advised to study all instructions, forms, terms, requirements and other
information in the RFP documents carefully. Submission of the bid shall be deemed to
have been done after careful study and examination of the RFP document with full
understanding of its implications.
II. Failure to comply with the requirements of this paragraph may render the Proposal non-
compliant and the Proposal may be rejected. Bidders must:
A. Include all documentation specified in this RFP;
B. Follow the format of this RFP and respond to each element in the order as set
out in this RFP
C. Comply with all requirements as set out within this RFP.
5.3 Pre-Bid Meeting & Clarifications
5.3.1 Pre-bid Conference
I. Guidance shall hold a pre-bid meeting with the prospective bidders as per Section 2 of
Volume I of this RFP, at office mentioned in Section 2 of Volume I.
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II. The Bidders will have to ensure that their queries for Pre-Bid meeting should reach to
Guidance as per the conditions mentioned in Section 2 in Volume I of this RFP.
I. Maximum of only 3 representatives from the bidders (SI) organisation are allowed.
Representatives from SI’s organisation alone allowed for pre-bid conference. The
representatives of the bidders should be advised to carry the identity card & a letter of
authority from the bidder firms to identify their bonafides for attending the Pre-Bid.
III. The queries should necessarily be submitted in the following format in .xls format via
email mentioned in Section 2, in Volume I of this RFP.
IV. In case of any clarifications, bidder may share queries in the following format in .xls
format via email mentioned in Section 2, in Volume I of this RFP.
Pre-Bid Queries for RFP for Selection of System Integrator for development of
online systems in improving the EoDB in Tamil Nadu
Name of Company Mobile No
Contact Person
Name
Email ID
# RFP Reference Actual Clause in
RFP
Clarification Sought
Volume
No
Sectio
n No
Clause
No
Page
No
1
2
3
4
V. Guidance shall not be responsible for ensuring that the bidders’ queries have been
received. Any requests for clarifications after the indicated date and time may not be
entertained by Guidance.
5.3.2 Responses to Pre-Bid Queries and Issue of Corrigendum
I. The Nodal Officer notified by the Guidance will endeavour to provide timely response
to all queries. However, Guidance makes no representation or warranty as to the
completeness or accuracy of any response; neither response nor does Guidance
undertake to answer all the queries that have been posed by the bidders. The responses
to the queries from all bidders will be distributed to all.
II. At any time prior to the last date for receipt of bids, Guidance may, for any reason,
whether at its own initiative or in response to a clarification requested by a prospective
Bidder, modify the RFP Document by a corrigendum.
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III. The Corrigendum (if any) & clarifications to the queries from all bidders will be posted
on the website mentioned in Section 2 of Volume I of this RFP.
IV. Any such corrigendum shall be deemed to be incorporated into this RFP.
5.4 Key Requirements of the Bid
5.4.1 Right to Terminate the Process
I. Guidance may terminate the RFP process at any time and without assigning any reason.
Guidance makes no commitments, express or implied, that this process will result in a
business transaction with anyone.
II. This RFP does not constitute an offer by Guidance. The bidder's participation in this
process may result Guidance selecting the bidder to engage towards execution of the
Contract.
5.4.2 RFP Document Fees
a) RFP document can be downloaded free of cost from the website mentioned in Section
2 of Volume I.
5.4.3 Earnest Money Deposit (EMD)
a) An Earnest Money Deposit (EMD) in the form of a Demand Draft, from a scheduled
Indian Bank in favour of “Tamil Nadu Industrial Guidance and Export Promotion
Bureau”, payable at Chennai, for the sum of Rupees Fifteen Lakhs only (Rs. 15,00,000
only) will be required to be submitted by each Applicant along with the pre-qualification
proposal.
b) Bidders shall submit, along with their Bids, EMD as mentioned in Section 2 of Volume I
in the form of a Demand Draft as specified in the schedule of bid process.
c) EMD of all unsuccessful bidders would be refunded by Guidance after finalization of
contract with the successful bidder within reasonable time. The EMD, for the amount
mentioned above, of successful bidder would be returned upon submission of
Performance Bank Guarantee as per the format provided in Annexure IV: Form 1.
d) The EMD amount is interest free and will be refundable to the unsuccessful bidders
without any interest.
e) The bid / proposal submitted without EMD, mentioned above, will be summarily
rejected.
f) The EMD may be forfeited:
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A. If a bidder withdraws its bid during the period of bid validity.
B. In case of a successful bidder, if the bidder fails to sign the Contract in accordance
with this RFP.
5.4.4 Submission of Proposals
a) The bidders should submit their responses as per the format given in this RFP in the
following manner
i. Envelope-A consisting of Pre-Qualification Proposal - (1 Original + 1 Hard
Copy + 1 Soft copy in USB drive without any password protection) - along
with EMD
ii. Envelope-B consisting of Technical Proposal - (1 Original + 1 Hard Copy + 1
Soft copy in USB drive without any password protection)
iii. Envelope-C consisting of Financial Proposal - (1 Original + 1 Soft copy in
USB drive without any password protection)
b) The response to Pre-Qualification Proposal, Technical Proposal and Financial Proposal
(as mentioned above) should be covered in separate sealed envelopes super-scribing,
“Envelope-A: Pre-Qualification Proposal”, “Envelope-B: Technical Proposal” and
“Envelope-C: Financial Proposal” respectively. Each copy of each bid should also be
marked as "Original" OR "Copy" as the case may be.
c) Kindly ensure that prices should NOT be indicated anywhere except in the Financial
Proposal.
d) The envelope containing copies of Pre-Qualification Proposal, Technical Proposal and
other envelope containing Financial Proposal should be put in another single larger
sealed envelope clearly marked “Response to RFP for Selection of System Integrator
for online systems in improving the EoDB in the State of Tamil Nadu - < RFP Reference
Number> and the wordings “DO NOT OPEN BEFORE <Date and Time as mentioned in
Section 2 of Volume I>”.
e) The outer envelope thus prepared should also indicate clearly the name, address,
telephone number, E-mail ID and fax number of the bidder to enable the Bid to be
returned unopened in case it is declared "Late".
f) All the pages of the proposal must be sequentially numbered and must contain the list
of contents with page numbers. Any deficiency in the documentation may result in the
rejection of the Bid.
g) The original proposal/bid shall be prepared in indelible ink. It shall contain no
interlineations or overwriting, except as necessary to correct errors made by the bidder
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itself. Any such corrections must be initialled by the person (or persons) who sign(s)
the proposals.
h) All pages of the bid including the duplicate copies, shall be initialled and stamped by
the person or persons who is authorised to sign the bid.
i) In case of any discrepancy observed by Guidance in the contents of the submitted
original paper bid documents with respective copies, the information furnished on
original paper bid document will prevail over others.
j) Bidder must ensure that the information furnished by bidders in respective USB drive
is identical to that submitted in the original paper bid document. In case of any
discrepancy observed by Guidance in the contents of the USB drive and original paper
bid documents, the information furnished on original paper bid document will prevail
over the soft copy.
k) Any financial related details until otherwise sought by the RFP, shall be given only in
the financial proposal. If financial bid details are found in the pre-qualification proposal
or technical proposal, then such proposals shall be summarily rejected.
5.4.5 Authentication of Bids
The Proposal should be accompanied by a power-of-attorney in the name of the signatory
of the Proposal. All the Tender Documents shall be attested by this Authorised person.
5.5 Preparation and Submission of Proposal
5.5.1 Proposal Preparation Costs
a) The bidder shall be responsible for all costs incurred in connection with participation in
the RFP process, including, but not limited to, costs incurred in conduct of informative
and other diligence activities, participation in meetings/discussions/presentations,
preparation of proposal, in providing any additional information required by Guidance
to facilitate the evaluation process, and in negotiating a definitive Contract or all such
activities related to the bid process.
b) Guidance will in no case be responsible or liable for those costs, regardless of the
conduct or outcome of the bidding process.
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5.5.2 Language
a) The Proposal should be filled by the Bidder in English language only. If supporting
documents are in different language other than English, then notarised English
translation should be enclosed.
5.5.3 Venue & Deadline for Submission of Proposals
a) Proposals, in its complete form in all respects as specified in the RFP, must be submitted
as mentioned in Section 2 of Volume I of this RFP.
5.5.4 Late Bids
a) Bids received after the due date and the specified time (including the extended period
if any) for any reason whatsoever, shall not be entertained and shall be returned
unopened.
b) The bids submitted by telex/telegram/fax/e-mail etc. shall not be considered. No
correspondence will be entertained on this matter.
c) Guidance shall not be responsible for any postal delay or non-receipt/ non-delivery of
the documents. No further correspondence on the subject will be entertained.
d) Guidance reserves the right to modify and amend any of the above-stipulated
condition/criterion depending upon project priorities vis-à-vis urgent commitments.
5.6 Evaluation Process
a) Guidance will constitute a Proposal Evaluation Committee to evaluate the responses of
the bidders.
b) The Proposal Evaluation Committee constituted by the Guidance shall evaluate the
responses to the RFP and all supporting documents / documentary evidence. Inability
to submit requisite supporting documents / documentary evidence, may lead to
rejection.
c) The decision of the Proposal Evaluation Committee in the evaluation of responses to
the RFP shall be final. No correspondence will be entertained outside the process of
negotiation/ discussion with the Committee.
d) The Proposal Evaluation Committee may ask for meetings with the Bidders to seek
clarifications on their proposals
e) The Proposal Evaluation Committee reserves the right to reject any or all proposals on
the basis of any deviations.
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f) Each of the responses shall be evaluated as per the criterions and requirements
specified in this RFP.
5.6.1 Tender Opening
II. The Proposals shall be submitted as per Section 2 of Volume I. Such bids would be
opened in the presence of such of those Bidders or their authorised representatives
who may be present at the time of opening.
III. The representatives of the bidders should be advised to carry the identity card or a
letter of authority from the tendering firms to identify their bonafides for attending the
opening of the bid.
5.6.2 Tender Validity
The offer submitted by the Bidders should be valid for minimum period of 180 days from the
date of submission of Tender.
5.6.3 Tender Evaluation
I. Initial Bid scrutiny will be held and incomplete details as given below will be treated as
non-responsive, if Proposals :
i. Submitted without the required EMD as mentioned in the RFP
ii. Are not submitted in as specified in the RFP document
iii. Received without the Letter of Authorization (Power of Attorney)
iv. Are found with suppression of details
v. With incomplete information, subjective, conditional offers and partial offers
submitted
vi. Submitted without the documents requested in the checklist
vii. Have non-compliance of any of the clauses stipulated in the RFP
viii. With lesser validity period
II. If bidder proposes to replicate a similar applications done at any other State and if such
application is still NOT certified LIVE before the date of bid submission by respective
line department/STQC then such application may not be used for this project.
III. All responsive Bids will be considered for further processing as below.
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Guidance will prepare a list of responsive bidders, who comply with all the Terms and
Conditions of the Tender. All eligible bids will be considered for further evaluation by a
Committee according to the Evaluation process define in this RFP document. The
decision of the Committee will be final in this regard.
IV. As per Tamil Nadu transparency in Tender Act, 1998 with latest amendments under
clause 10(4) if at any time before the acceptance of the tender, the Tender Accepting
Authority receives information that a Tenderer who has submitted Tender has been
banned by any procuring entity, he shall not accept the Tender of that Tenderer even
if it may be the lowest Tender.
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6 Criteria for Evaluation
I. The overall objective of this evaluation process is to select the capable and qualified
firm in the business domain of developing and rolling out Portals, related hardware,
other infrastructure and integrations with the external applications, providing
associated capacity building, training and handholding support as well as associated
managed services and who will provide a comprehensive solution towards Supply,
Installation, Integration, Commissioning, Development, Deployment, Operation &
Management of Applications and hardware provisioning for the Department.
II. The scrutiny will be held whether the bid has been submitted in three cover bids (Pre-
Qualification Proposal, Technical Proposal and Financial Proposal) and the required EMD
amount. The bidders who full fill these conditions will be eligible for evaluation of the
bids against pre-qualification criteria. Otherwise, the bids will be treated as non-
responsive and are liable for rejection.
III. The Pre-Qualification Proposal will be evaluated and only those bidders who qualify the
requirements will be eligible for next set of evaluations. Technical Proposal and Financial
Proposal of Bidders who do not meet the Pre-Qualification criteria (Section 6.1) will be
returned without opening.
IV. The technical score of all the bidders would be calculated as per the criteria mentioned
below. All the bidders who achieve at least 70 marks in the technical evaluation would
be eligible for the next stage, i.e. Financial Bid opening.
V. Proposals of Companies would be evaluated as per Technical Evaluation Criteria
(Section 6.2). Agencies / firms should clearly indicate, giving explicit supporting
documentary evidence, with respect to the above, in absence of which their proposals
will be rejected summarily at the qualification stage itself.
VI. Each of the financial bids shall be evaluated on a score of 100 points. The Financial
Score of the bidder shall be calculated with respect to the lowest Total Price by any
bidder. The Financial evaluation criteria in detail is mentioned in section 6.3.
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6.1 Pre-Qualification Criteria
Those bidders who comply with three part bid submission & EMD Submission alone will be
considered for further evaluation. Those bidders who fail to comply with the same will be
summarily rejected at this time of bid opening stage itself.
The Bidders should have the following Eligibility for participating in the Tender. The Bidders
should enclose documentary evidence for fulfilling the Eligibility in the Pre-Qualification
Proposal.
Sl.
No Qualification Criteria
Documents/Information to be
provided in the submitted
proposal
1.
Bidder should be an entity registered under
respective law under the constitution of
India
The Bidder’s name should exactly
match with the following:
Certificate of Incorporation and
Name change certificate (if any)
2.
Bidder should be in the business as IT
System Integrator for more than 5 years as
of 31st January 2020. SI Services should
include “Application Development” along
with any 3 of the following services through
a single project with the same client:
1. Application Support and
Maintenance
2. Installation and Commissioning of
IT Compute Infrastructure (Data
Centre Infrastructure)
3. Maintenance of IT Compute
Infrastructure (Data Centre
Infrastructure)
4. Help Desk Services
5. Training & Capacity Building
Duly updated PQ Form 2(a) and
2(b) of Annexure I: Pre-
Qualification Proposal Templates
Memorandum & Articles of
Association highlighting the IT
system Integration services
One project with IT SI experience
with work order dated before 31st
January 2015 corresponding work
orders confirming year and Area of
activity.
3. Bidder should have had a minimum of
Annual Turnover generated from IT
Certificate from Statutory Auditor /
CA ascertaining Turnover from IT
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Sl.
No Qualification Criteria
Documents/Information to be
provided in the submitted
proposal
System Integration (SI) services during
the last three (3) audited Financial Years
(FY 18-19, FY 17-18, FY 16-17) of INR 50
Crores or more each year.
System Integration (SI) services
for the last 3 years for the Bidder
Duly updated PQ Form 3 of
Annexure I: Pre-Qualification
Proposal Templates
4.
Bidder should have a Net Worth of INR 5
Crores or more as per the last audited
Balance Sheet
Certificate from the Statutory
Auditor / CA ascertaining Net worth
for the last audited Financial Year.
5.
Bidder should have IT System Integrator
turnkey project experience in India to any
City/State/Central Government/PSU with a
minimum project value of INR 30 Crores and
the scope including at least any 3 of the
following:
1. Application Development
2. Application Support and
Maintenance
3. Installation and Commissioning of
IT Compute Infrastructure (Data
Centre Infrastructure)
4. Maintenance of IT Compute
Infrastructure (Data Centre
Infrastructure)
5. Help Desk Services
6. Training & Capacity Building
All the projects should have been
successfully implemented (the solution
implemented should be operational) in last
5 years as on 31st January 2020.
Duly updated PQ Form 4 of
Annexure I: Pre-Qualification
Proposal Templates
One project with IT SI Turnkey
project with Work order dated on or
before 31st January 2015
Client certificate stating the
successful
o Implementation of the
solution
(Or)
o Completion of entire scope
of the project
Note: Work orders/client certificate
should clearly articulate at least 3 of
the SI services mentioned in this
criterion, otherwise such projects will
not be considered.
In case of PPP projects, the bidder
should furnish the necessary
supporting documents (Work Order /
Client Certificates) to enable the
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Sl.
No Qualification Criteria
Documents/Information to be
provided in the submitted
proposal
evaluation committee to ascertain the
project value lest such projects shall
not be considered for evaluation
6.
Bidder should have a minimum number of
100 IT technically qualified professional
Staff as on 31st January, 2020 on its rolls
in India.
Signed Letter from the HR
Department (with company seal)
stating the number of technically
qualified professionals in the rolls of
the bidder’s organization in India as
on 31st January 2020
7.
Bidder shall not be under a declaration of
ineligibility for corrupt or fraudulent
practices in India
A self-certified letter in the
prescribed template as per the PQ
Form 5 of Annexure I: Pre-
Qualification Proposal Templates by
the Authorized signatory of the
bidder’s organization
8.
Bidder should possess any two of the
below Certifications (valid on the date of
bid submission).
ISO 9001:2008 or above – for Quality
Process
ISO 20000:2011 or above for IT
Service Management
ISO 27001:2005 or above for
Information Security Management
System
Copy of certification which is valid
on Tender due date.
9. Bidder should be CMMi Level III or above
Relevant certificate needs to be
attached which is valid on Tender
due date.
10. Bidder Should have a local office in Tamil
Nadu. The bidder shall mention the full
Local address proof such as copy
of the rent Agreement /latest
Telephone bills.
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Sl.
No Qualification Criteria
Documents/Information to be
provided in the submitted
proposal
address and telephone numbers of the
Tamil Nadu office.
Else the bidder shall give an undertaking
for setting up the local office in Tamil Nadu
if the bidder becomes successful.
(OR)
If the bidder doesn’t have local office
then bidder shall submit an
undertaking letter as per the
prescribed format in PQ Form 6 of
Annexure I: Pre-Qualification Proposal
Templates accepting to setup a local
office in Tamil Nadu within 2 months
from date of Contract signing
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6.2 Technical Qualification Criteria
1. Technical proposal of the bidders will be opened and evaluated who meets all the prequalification criteria.
2. The evaluation committee will evaluate the Technical Proposals on the basis of the technical evaluation criterion as provided
below
Sl.
No Criteria
Max Criteria/ Sub Criteria
Marks
1 Organizational Capability 25
2 Past Experience of the responding firm 35
3 Approach and proposed methodology 20
4 Adequacy and Quality of Resources proposed for Deployment 20
Total Points 100
RFP for Selection of System Integrator for online systems in improving the EoDB in Tamil Nadu–Volume I
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Sl.
No
.
Criteria/Sub Criteria Description Point System Marks
Form to be used /
Documents to be
attached
1 Organizational Capability 25
A
Turnover of the firm
Bidder Average Annual
Turnover generated from IT
System Integration (SI)
services during the last three
(3) audited Financial Years
(FY 18-19, FY 17-18, FY 16-
17)
The marks would be provided
based on the following :
a. 51+ cr – 60 cr – 1
mark
b. 60+ cr – 70 cr – 2
marks
c. 70+ cr – 80 cr - 3
marks
d. 80+ cr – 90 cr - 4
marks
e. 90+ cr – 100 cr - 5
marks
f. 100+ cr – 110 cr - 6
marks
g. 110+ cr – 120 cr - 7
marks
h. 120+ cr – 130 cr 8
marks
i. 130+ cr – 140 cr 9
marks
j. > 140+ cr - 10 marks
k. Else 0
10
Certificate from
Statutory Auditor /
CA ascertaining
Turnover from IT
System Integration
(SI) services in the
last 3 financial years
B Net-worth Firm’s Net-worth in the last
Audited FY
The marks would be provided
based on the following :
a. 5.1 cr – 10 cr – 2
marks
10
Certificate from the
Statutory Auditor /
CA ascertaining Net
worth for the last
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Sl.
No
.
Criteria/Sub Criteria Description Point System Marks
Form to be used /
Documents to be
attached
b. 10+ cr – 20 cr – 4
marks
c. 20+ cr – 30 cr – 6
marks
d. 30+ cr – 40 cr – 8
marks
e. 40+ cr – 10 marks
a. Else 0
audited Financial
Year
C
Professionally
Qualified Full Time
Employees
Professionally Qualified Full
Time Employees in ICT
related fields
The marks would be provided
based on the following :
a. 101 – 300 employees –
1 mark
b. 301 – 550 employees –
2 marks
c. > 550 employees – 3
marks
d. Else 0
03
Signed Letter from
the HR Dept (with
company seal)
stating the number
of professionally
qualified resources
on their roles
D CMMI certification Valid CMMI certification
The marks would be provided
based on the following :
a. CMMi V – 2 marks
b. Else 0
02
Relevant certificate
valid on Tender due
date
Note :
For all projects cited for the above mentioned criteria the bidder must ensure to comprehensively establish
the scope, project value & project break-up
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Sl.
No
.
Criteria/Sub Criteria Description Point System Marks
Form to be used /
Documents to be
attached
In case of PPP projects, the bidder should furnish the necessary supporting documents (Work Orders /
Certificates from the clients) to enable the evaluation committee to ascertain the project value lest such
projects shall not be considered for evaluation.
2 Past Experience of the responding firm 35
A
System Integration
projects
Prior Project Experience in
implementing eGovernance
solution as a System
Integrator for any
Government / Public Sector
client/PSUs/Boards/ Local
Bodies/Undertakings with at
least THREE of the following
components with value More
than INR 30 Crores:
Application software
development and
Maintenance
Supply &
Commissioning of IT
Compute
Infrastructure (Data
Centre Infrastructure)
Hardware supply &
commissioning
O&M phase for
maintaining all of the
above
The marks would be provided
based on the Evaluation based
on Number of Projects :
a. 1 Project – 2 marks
b. 2 Projects – 4 marks
c. 3 Projects – 6 marks
d. 4 Projects – 8 marks
e. >4 projects – 10 marks
f. Else 0
10
Tech Forms 5 and
9, supported by
documentary
evidence
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Sl.
No
.
Criteria/Sub Criteria Description Point System Marks
Form to be used /
Documents to be
attached
B
Software Solutions
Prior Project Experience in
implementing Software
Development Projects with
value more than INR 2 Crore
for software development and
management component only
for any Government / Public
Sector Client. Such projects
should have at least TWO of
the following components:
Portal
Web based Application
Services
Electronic Forms
The marks would be provided
based on the following :
a. 1 Project – 2 marks
b. 2 Projects – 4 marks
c. 3Projects – 6 marks
d. 4 Projects – 8 marks
e. >4 projects – 10 marks
f. Else 0
10
Tech Forms 6 and
9, supported by
documentary
evidence
C
Operations &
Maintenance Services
Prior Project Experience in
providing Operations &
Maintenance Services for
application/ IT Compute
Infrastructure services of
value more than INR 3 Crores
for any Government / Public
Sector Client
The marks would be provided
based on the following :
a. 1 Project – 2 marks
b. 2 Projects – 4 marks
c. 3 Projects – 6 marks
d. 4 Projects – 8 marks
e. >4 projects – 10 marks
f. Else 0
10
Tech Forms 7 and
9, supported by
documentary
evidence
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Sl.
No
.
Criteria/Sub Criteria Description Point System Marks
Form to be used /
Documents to be
attached
D EoDB Domain
Experience
Prior domain experience in
designing and implementing
single window system with
respect to EoDB for any State
Government in India
The Evaluation will be based
on Number of Projects.
a. 1 Project – 1 marks
b. 2 Projects – 2 marks
c. 3 Projects – 3 marks
d. 4 Projects – 4 marks
e. >4 projects – 5 marks
f. Else 0
5
Tech Forms 8 and
9, supported by
documentary
evidence
Note :
For all projects cited for the above mentioned criteria the bidder must ensure to comprehensively establish
the scope, project value & project break-up
In case of PPP projects, the bidder should furnish the necessary supporting documents (Work Orders /
Certificates from the clients) to enable the evaluation committee to ascertain the project value lest such
projects shall not be considered for evaluation.
3 Proposed Approach & Methodology 20
A Requirement
understanding
The overall requirement
understanding to be looked
into
Project Understanding,
Demonstration of
understanding of the
Department’s requirements.
02
Detailed in
Approach &
Methodology
B
Solution Envisaged &
Technical
Architectural
Soundness
The Solution Envisaged &
Technical Architectural
Soundness to be looked into
Solution Envisaged: Will be
evaluated based on the below
criteria:
Solution fitment
Mapping
Unique Selling
Proposition
06
Tech Form 10
Detailed in
Approach &
Methodology
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Sl.
No
.
Criteria/Sub Criteria Description Point System Marks
Form to be used /
Documents to be
attached
Architecture Soundness Will
be evaluated based on the
below criteria:
Redundancy
High Availability
Interoperability/Integra
tion capability
AI / Machine Learning
based Solution
Standard Operating
Procedures
Dashboard Data
Analytics
Scalability
Network Connectivity
Ease of Operations
C
Project Risks &
Mitigation
Identification of Project Risks
& Mitigation
Implementation plan (with
Gantt week-wise Resource
Loading)
02
Detailed in
Approach &
Methodology
D
Detailed Project Plan
with Project work
break down structure
The description and quality of
the work plan to be looked
into.
a. Evaluation will be based
on the detailed Project
Plan including day wise,
week wise activities with
Work Breakdown
Structures, Project
estimates, milestones
etc. = 1 marks
02
Tech Form 11
Concurrence-cum-
declaration to
achieve
implementation
(without any
compromise in
quality) as specified
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Sl.
No
.
Criteria/Sub Criteria Description Point System Marks
Form to be used /
Documents to be
attached
Agree to achieve the
implementation in less
75% of the
implementation time-
frame as per the
specified timelines = 0.5
marks
Agree to achieve the
implementation in 90%
to 75% of the
implementation time-
frame as per the
specified timelines = 0.5
marks
in the marking
schema
E
Live Prototype
Demonstration and
Value added features
The live prototype
demonstration and value
added feature proposition to
be looked into.
Each of the following
components of the solution
demonstrated by the bidder will
be evaluated:
Use of emerging
technologies such as AI
for MIS and predictive
analysis – 3 Marks
Interoperability with
different OS and
Database in the earlier
and current versions – 2
Marks
Ease of use for the
workflow engine – 3
Marks
08
Detailed in
Approach &
Methodology and
Live Demonstration
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Sl.
No
.
Criteria/Sub Criteria Description Point System Marks
Form to be used /
Documents to be
attached
4 Project Team (Compliance with respect to the section 3.4.4.12 of RFP Vol II)
20
A Project Manager
1. Qualification
2. Relevant years of
Experience
3. Certification
4. Tamil Proficiency
(Speaking)
5. Similar Domain (EoDB
/SWP)
6. Should be a full time
employee of the bidder
Compliance to
1. Qualification -1 mark
2. Relevant years of
Experience – 2 marks
3. Certification – 1 mark
4. Tamil Proficiency (Speaking)
– 1 mark
5. Similar Domain (EoDB
/SWP)- 1 Mark
6 Tech Forms 12, 13
& 14
B Technical Expert
(Solution Architect)
Compliance to
1. Qualification
2. Relevant years of
Experience
3. Certification
4. Tamil Proficiency
(Speaking)
5. Similar Domain (EoDB
/SWP)
Compliance to
1. Qualification -1 mark
2. Relevant years of
Experience – 1 marks
3. Certification – 1 mark
4. Tamil Proficiency (Speaking)
– 1 mark
5. Similar Domain (EoDB
/SWP) – 1 Mark
5 Tech Forms 12, 13
& 14
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Sl.
No
.
Criteria/Sub Criteria Description Point System Marks
Form to be used /
Documents to be
attached
C Capacity Building
Expert
Compliance to
1. Qualification
2. Relevant years of
Experience
3. Tamil Proficiency
(Speaking)
Compliance to
1. Qualification -1 mark
2. Relevant years of
Experience – 1 marks
3. Tamil Proficiency (Speaking)
– 1 mark
3 Tech Forms 12, 13
& 14
D Database
Administrator
Compliance to
1. Qualification
2. Relevant years of
Experience
3. Certification
Compliance to
1. Qualification -1 mark
2. Relevant years of
Experience – 1 marks
3. Certification – 1 mark
3 Tech Forms 12, 13
& 14
E System Administrator
Compliance to
1. Qualification
2. Relevant years of
Experience
3. Certification
Compliance to
1. Qualification -1 mark
2. Relevant years of
Experience – 1 marks
3. Certification – 1 mark
3 Tech Forms 12, 13
& 14
Total Points 100
*Note:
The bidder shall be requested to present before the Technical Committee /Tender Accepting Authority on the “Proposed Solution”,
“Approach & Methodology” and Live Prototype Demonstration.
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6.3 Financial Bid Evaluation
I. The Financial Bids of technically qualified bidders (i.e. above 70 marks) will be opened
on the prescribed date in the presence of bidder representatives.
II. Only fixed price financial bids indicating total price for all the deliverables and services
specified in this bid document will be considered.
III. The bid price will include all taxes and levies and shall be in Indian Rupees and
mentioned separately.
IV. Any conditional bid would be rejected.
V. Errors & Rectification: Arithmetical errors will be rectified on the following basis: “If
there is a discrepancy between the unit price and the total price that is obtained by
multiplying the unit price and quantity, the unit price shall prevail and the total price
shall be corrected. If there is a discrepancy between words and figures, the amount in
words will prevail”.
VI. If there is no price quoted for certain material or service, the same shall be considered
as zero.
VII. Each of the financial bids shall be evaluated on a score of 100 points. The Financial
Score of the bidder shall be calculated with respect the lowest Total Price by any
bidder. The methodology of Financial Score shall be as follows.
VIII. Financial Score of the bidder under consideration
= (Lowest Total Price from all Financial Bids / Total Price quoted in Financial bid by the
bidder under consideration) X 100
6.4 Total Bid Evaluation
a. The Total Score shall be based on Quality and Cost based Evaluation (QCBS).
Technical Score shall have 80 % weightage and Financial Score shall have 20%
weightage.
b. The Total Score of the bidder = 0.8*(Technical Score) + 0.2*( Financial Score)
c. The bidder achieving the highest Total Score shall be invited for negotiations for
awarding the Contract. In case of a tie where two or more bidders achieve the
same highest Total Score, the bidder with the higher Technical Score will be invited
first for negotiations for awarding the Contract.
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7 Appointment of System Integrator
7.1 Award Criteria
Guidance will award the Contract to the successful bidder achieving the highest Total Score
in QCBS evaluation as per section 6.4 shall be invited for negotiations for awarding the
contract. In case of a tie where two or more bidders achieve the same highest Total Score,
the bidder with the higher Technical Score will be invited first for negotiations for awarding
the Contract.
7.2 Right to Accept Any Proposal and To Reject Any or All Proposal(s)
Guidance reserves the right to accept or reject any proposal, and to annul the tendering
process / Public procurement process and reject all proposals at any time prior to award of
Contract, without thereby incurring any liability to the affected bidder or bidders or any
obligation to inform the affected bidder or bidders of the grounds for Guidance action.
7.3 Notification of Award
I. Prior to the expiration of the validity period, Guidance will notify the successful bidder
in writing or by fax or email, that its proposal has been accepted. In case the tendering
process / public procurement process has not been completed within the stipulated
period, Guidance may like to request the bidders to extend the validity period of the
bid.
II. The notification of award will constitute the formation of the Contract. Upon the
successful bidder's furnishing of Performance Bank Guarantee, Guidance will notify
each unsuccessful bidder and return their EMD.
7.4 Contract Finalization and Award
I. The Guidance shall reserve the right to negotiate with the bidder(s) whose proposal
has been most responsive. On this basis the draft contract agreement would be
finalized for award & signing.
II. Guidance may also like to reduce or increase the quantity of any item in the Scope of
Work defined in the RFP. Accordingly total Contract value may change on the basis of
the rates defined in the financial proposal.
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7.5 Performance Guarantee
I. Guidance will require the selected bidder to provide a Performance Bank Guarantee
from a Nationalized Bank in India, within <15> days from the Notification of award,
for a value equivalent to 10% of the total contract value. The Performance Guarantee
should be valid till end of Contract period. The Performance Guarantee shall be kept
valid till completion of the project and Warranty period. The Performance Guarantee
shall contain a claim period of three months from the last date of validity. The selected
bidder shall be responsible for extending the validity date and claim period of the
Performance Guarantee as and when it is due on account of non-completion of the
project and Warranty period. In case the selected bidder fails to submit performance
guarantee within the time stipulated, the Guidance at its discretion may cancel the
order placed on the selected bidder without giving any notice. Guidance shall invoke
the performance guarantee in case the selected Vendor fails to discharge their
contractual obligations during the period or Guidance incurs any loss due to Vendor’s
negligence in carrying out the project implementation as per the agreed terms &
conditions.
7.6 Signing of Contract
I. After the Guidance notifies the successful bidder that its proposal has been accepted,
Guidance shall enter into a contract, incorporating all clauses, pre-bid clarifications
and the proposal of the bidder between Guidance and the successful bidder. After the
notification of award, Guidance will issue the Letter of Acceptance (LoA). On receipt of
the Performance Bank Guarantee, a Contract agreement shall be signed between the
successful bidder and Guidance.
II. The Draft Master Service Agreement (MSA) is provided in RfP Volume III.
7.7 Failure to Agree with the Terms and Conditions of the RFP
I. Failure of the successful bidder to agree with the Draft Legal Agreement and Terms &
Conditions of the RFP shall constitute sufficient grounds for the annulment of the
award, in which event Guidance may award the Contract to the next best value bidder
or call for new proposals from the interested bidders.
II. In such a case, the Guidance shall invoke the PBG of the successful bidder.
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8 Annexures
8.1 Annexure I: PRE-QUALIFICATION PROPOSAL TEMPLATES
The bidders are expected to respond to the RFP using the forms given in this section and all
documents supporting Pre-Qualification Criteria.
Pre-qualification Proposal shall comprise of following forms
PQ Form 1: Pre-Qualification Compliance
PQ Form 2: Information about the bidder (PQ-2)
o Particulars of the Bidder
o Format for project with IT SI experience
PQ Form 3: Financial Capability (PQ-3)
PQ Form 4: Experience in System Integration Business (PQ-5)
PQ Form 5: Declaration format for ineligibility for corrupt or fraudulent practices
PQ Form 6: Undertaking for setting up the local office in Tamil Nadu
Power of Attorney / Board Resolution for the authorized signatory signing the bid
All relevant documents in support of evaluation criteria.
Any other documents found necessary by the bidder.
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8.1.1 PQ Form 1: Pre-Qualification Compliance
Sl.
No Qualification Criteria
Documents/Information to
be provided in the
submitted proposal
Compliance
(Yes/No)
Reference
in the
proposal
1.
The bidder should have
submit an EMD of Rs.
15,00,000/- (Rupees
Fifteen Lakhs only) in the
form of DD
The EMD to be given in the form
of DD and to be placed in Pre-
Qualification proposal
2.
Bidder should be a
Company registered
under Companies Act,
1956 in India and should
be Registered with the
Tax Authorities
The Bidder’s name should
exactly match with the
following:
Certificate of Incorporation
and Name change
certificate (if any).
Service/Sales Tax
Registration Certificate
3.
Bidder should be in the
business as IT System
Integrator for more than
5 years as of 31st
January 2020. SI
Services should include
“Application
Development” along
with any 3 of the
following services
through a single project
with the same client:
1. Application
Support and
Maintenance
Duly updated PQ Form 2(a)
and 2(b) of Annexure I:
Pre-Qualification Proposal
Templates
Memorandum & Articles of
Association highlighting the
IT system Integration
services
One project with IT SI
experience with work order
dated before 31st January
2015 corresponding work
orders confirming year and
Area of activity.
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Sl.
No Qualification Criteria
Documents/Information to
be provided in the
submitted proposal
Compliance
(Yes/No)
Reference
in the
proposal
2. Installation and
Commissioning of
IT Compute
Infrastructure
(Data Centre
Infrastructure)
3. Maintenance of IT
Compute
Infrastructure
(Data Centre
Infrastructure)
4. Help Desk
Services
5. Training &
Capacity Building
4.
Bidder should have had a
minimum of Annual
Turnover generated
from IT System
Integration (SI) services
during the last three (3)
audited Financial Years
(FY 18-19, FY 17-18, FY
16-17) of INR 50 Crores
or more each year.
Certificate from Statutory
Auditor /CA ascertaining
Turnover from IT System
Integration (SI) services
for the last 3 years for the
Bidder
Duly updated PQ Form 3 of
Annexure I: Pre-
Qualification Proposal
Templates
5.
Bidder should have a Net
Worth of INR 5 Crores or
more as per the last
audited Balance Sheet.
Certificate from the
Statutory Auditor / CA
ascertaining Net worth for
the last audited Financial
Year.
6. Bidder should have IT
System Integrator
Duly updated PQ Form 4 of
Annexure I: Pre-
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Sl.
No Qualification Criteria
Documents/Information to
be provided in the
submitted proposal
Compliance
(Yes/No)
Reference
in the
proposal
turnkey project
experience in India with
a minimum project value
of INR 30 Crores and the
scope including at least
any 3 of the following:
1. Application
Development
2. Application
Support and
Maintenance
3. Installation and
Commissioning of
IT Compute
Infrastructure
(Data Centre
Infrastructure)
4. Maintenance of IT
Compute
Infrastructure
(Data Centre
Infrastructure)
5. Help Desk
Services
6. Training &
Capacity Building
All the projects should
have been successfully
implemented (the
solution implemented
Qualification Proposal
Templates
One project with IT SI
Turnkey project with Work
order dated on or before
31st January 2015
Client certificate stating the
successful
o Implementation of
the solution
(Or)
o Completion of entire
scope of the project
Note: Work orders/client
certificate should clearly
articulate at least 3 of the SI
services mentioned in this
criterion, otherwise such
projects will not be considered.
In case of PPP projects, the
bidder should furnish the
necessary supporting
documents (Work Order /
Client Certificates) to
enable the evaluation
committee to ascertain the
project value lest such
projects shall not be
considered for evaluation
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Sl.
No Qualification Criteria
Documents/Information to
be provided in the
submitted proposal
Compliance
(Yes/No)
Reference
in the
proposal
should be operational) in
last 5 years as on 31st
January 2020
7.
Bidder should have a
minimum number of 100
IT technically qualified
professional Staff as on
31st January, 2020 on its
rolls in India.
Signed Letter from the HR
Department (with company
seal) stating the number of
technically qualified
professionals in the rolls of
the bidder’s organization in
India as on 31st January
2020
8.
Bidder shall not be under
a declaration of
ineligibility for corrupt or
fraudulent practices in
India
A self-certified letter in the
prescribed template as per
the PQ Form 5 of Annexure
I: Pre-Qualification
Proposal Templates by the
Authorized signatory of the
bidder’s organization
9.
Bidder should possess
any two of the below
Certifications (valid on
the date of bid
submission).
ISO 9001:2008 or
above – for Quality
Process
ISO 20000:2011 or
above for IT Service
Management
ISO 27001:2005 or
above for
Copy of certification which
is valid on Tender due date
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Sl.
No Qualification Criteria
Documents/Information to
be provided in the
submitted proposal
Compliance
(Yes/No)
Reference
in the
proposal
Information Security
Management System
10.
Bidder should be CMMi
Level III or above
Relevant certificate needs
to be attached which is
valid on Tender due date
11.
Bidder Should have a
local office in Tamil
Nadu. The bidder shall
mention the full address
and telephone numbers
of the Tamil Nadu office.
Else the bidder shall give
an undertaking for
setting up the local office
in Tamil Nadu if the
bidder becomes
successful.
Local address proof such as
copy of the rent Agreement
/latest Telephone bills.
(OR)
If the bidder doesn’t have local
office then bidder shall submit
an undertaking letter as per the
prescribed format in PQ Form 6
of Annexure I: Pre-Qualification
Proposal Templates accepting
to setup a local office in Tamil
Nadu within 2 months from
date of Contract signing
12.
Power of Attorney /
Board Resolution for the
authorized signatory
signing the bid
Power of Attorney / Board
Resolution for the authorized
signatory signing the bid
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8.1.2 PQ Form 2: Information about the bidder (PQ-2)
a) Particulars of the Bidder
Sl.
No.
Information Sought Details to be Furnished
A Name and address of the bidding
Company
B
Incorporation status of the firm
(public limited / private limited,
etc.)
C Year of Establishment
D Date of registration
E ROC Reference No.
F Details of company registration
G
Details of registration with
appropriate authorities for
service tax
H
Name, Address, email, Phone
nos. and Mobile Number of
Contact Person
I PAN No.
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b) Format for project with IT SI experience
S.
No. Description Criteria Details
Compliance
to criteria
(Yes / No)
Page No.
reference in
the
proposal
Page No.
reference in the
respective
work order /
Client
Certificate
1 Name of the project
2 Name of the client
3 Work Order Date Dated on or before 31st
January 2015
4 Date of Completion (if
applicable)
Completed projects
within last 5 years as on
31st January 2020
preferred, but not
mandatory
5 Compliance to the scope Scope of services*
a Application
Development Mandatory scope
b Application Support and
Maintenance Conditional scope
c
Installation and
Commissioning of IT
Compute Infrastructure
(Data Centre
Infrastructure)
Conditional scope
d
Maintenance of IT
Compute Infrastructure
(Data Centre
Infrastructure)
Conditional scope
e Help Desk Services Conditional scope
f Training & Capacity
Building Conditional scope
*Note:
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The scope of services should be clearly highlighted in the work order / client certificate along with the corresponding
reference page numbers. Application Development is a mandatory scope and the project should meet any 3 of the 5
conditional scope provided
Conditional scope means the scope required for meeting the eligibility criteria through compliance to the required
number of scope options
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8.1.3 PQ Form 3: Financial Capability (PQ-3)
S. No. Year Turnover from IT System
Integration Business
Page No. reference to the
supporting document
1 2018-19
2 2017-18
3 2016-17
Note:
The turnover from IT System Integration Business should be clearly established by the
supporting documents viz. Statutory Auditor certificate OR Audited Financial Statements
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8.1.4 PQ Form 4: Experience in System Integration Business (PQ-5)
S.
No. Description Criteria Details
Compliance
(Yes / No)
Page No.
reference in
the proposal
Page No. reference in
the respective work
order / Client
Certificate
1 Name of the project
2 Name of the client
3 Type of Client
System Integrator
turnkey project
experience in India to
any City/State/Central
Government/PSU
4 Work Order Date Dated on or before
31st January 2015
5 Date of Completion
/ Implementation
Within the last 5 years
as on 31st January
2020
6 Value of the project More than INR 30
Crores
7 Project Location India
8 Compliance to the
scope Scope of services*
a Application
Development Conditional scope
b Application Support
and Maintenance Conditional scope
c
Installation and
Commissioning of IT
Compute
Infrastructure (Data
Centre Infrastructure)
Conditional scope
d
Maintenance of IT
Compute
Infrastructure (Data
Centre Infrastructure)
Conditional scope
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e Help Desk Services Conditional scope
f Training & Capacity
Building Conditional scope
*Note:
The scope of services should be clearly highlighted in the work order / client certificate along with the corresponding
reference page numbers. The project should meet any 3 of the 6 scope requirements provided.
Conditional scope means the scope required for meeting the eligibility criteria through compliance to the required
number of scope options
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8.1.5 PQ Form 5: Declaration format for ineligibility for corrupt or fraudulent
practices
(To be submitted on the Letterhead of the responding agency)
{Place}
{Date}
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Ref: RFP Notification no <xxxx> dated <dd/mm/yy>
Subject: Self Declaration of not been blacklisted in response to the RFP for Selection of
System Integrator for online systems in improving the EoDB in Tamil Nadu File No
<xxx>>.
Dear Sir,
We confirm that our company, ____________, is not blacklisted in any manner whatsoever
by any of the State and/or Central Government in India on any ground including but not
limited to indulgence in corrupt practice, fraudulent practice, coercive practice, undesirable
practice or restrictive practice.
Place:
Date:
Bidder’s Company Seal:
Authorized Signatory’s Signature:
Authorized Signatory’s Name and Designation:
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8.1.6 PQ Form 6: Undertaking for setting up the local office in Tamil Nadu
<To be printed on the company letter head>
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Sub: Declaration for setting up a local office in Tamil Nadu
Sir,
I, <Name>, <Designation> authorized representative of <Name of the Bidder>, hereby
solemnly confirm that the Company is a registered office in <Address>. I hereby declare
that we do not have local office in Tamil Nadu. However, we agree to set up a local office in
the State of Tamil Nadu in the event of being declared the successful bidder within 2 months
from the Date of signing of the Contract.
In the event of not setting up a local office within 2 months, Guidance reserves the right to
terminate the Contract without any compensation to the Company.
Thanking you,
Yours faithfully,
Authorized Signatory
Name:
Designation:
Date:
Seal:
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8.2 Annexure II: TECHNICAL PROPOSAL TEMPLATES
The bidders are expected to respond to the RFP using the forms given in this section and all
documents supporting Technical Evaluation Criteria.
Technical Proposal shall comprise of following forms:
Forms to be used in Technical Proposal
Tech Form 1: Undertaking on Total Responsibility
Tech Form 2: Particulars of the Bidder
Tech Form 3: Compliance Sheet for Technical Proposal
Tech Form 4: Letter of Proposal
Tech Form 5: Citation Format for SI Project Experience
Tech Form 6: Citation Format for Software Solutions Project Experience
Tech Form 7: Citation Format for Operations & Maintenance Services Project Experience
Tech Form 8: Citation Format for EoDB Domain Experience
Tech Form 9: Detailed Project Citation Format
Tech Form 10: Proposed Solution
Tech Form 11: Proposed Work Plan
Tech Form 12: Team Composition
Tech Form 13: Curriculum Vitae (CV) of Key Personnel
Tech Form 14: Deployment of Personnel
Tech Form 15: Deviations
Tech Form 16: Manufacturers'/Producers’ Authorization Form
Tech Form 17: Declaration on Source Code and Intellectual Property Rights
Tech Form 18: Undertaking on Patent Rights
Tech Form 19: Undertaking on Compliance and Sizing of Infrastructure
Tech Form 20: Undertaking on Service Level Compliance
Tech Form 21: Undertaking on Deliverables
Tech Form 22: Undertaking on Support to Third Party Solution acceptance and certification
Tech Form 23: Declaration of activities sub-contracted
Tech Form 24: Undertaking on Exit Management and Transition
Tech Form 25: Unpriced Detailed Bill of Material (BOM)
All relevant documents in support of evaluation criteria
Any other documents found necessary by the bidder
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8.2.1 Tech Form 1: Undertaking on Total Responsibility
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Dear Sir,
Sub: Self certificate regarding Total Responsibility
This is to certify that we undertake total responsibility for the successful and defect free
operation of the proposed Project as per the requirements of the RFP for online systems in
improving the EoDB in Tamil Nadu Project.
Thanking you,
Yours faithfully
(Signature of the Authorized signatory of the Bidding Organisation)
Name :
Designation :
Date :
Time :
Seal :
Business Address:
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8.2.2 Tech Form 2: Particulars of the Bidder
Sl.
No. Information Sought Details to be Furnished
A Name and address of the
bidding Company
B
Incorporation status of the firm
(public limited / private limited,
etc.)
C Year of Establishment
D Date of registration
E ROC Reference No.
F Details of company registration
G
Details of registration with
appropriate authorities for
service tax
H
Name, Address, email, Phone
nos. and Mobile Number of
Contact Person
I PAN No.
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8.2.3 Tech Form 3: Compliance Sheet for Technical Proposal
The Technical proposal should comprise of the following basic requirements. The documents
mentioned in this compliance sheet along with this form, needs to be a part of the Technical
proposal
Sl.
No. Specific Requirements
Documents
Required
Compliance
(Yes/No)
Reference
& Page
Number
Self-
assessment
marking
1. Covering Letter for
Technical Proposal
Tech Form 4
duly signed
by authorized
signatory
2. Organizational
Capability
a) Turnover of the firm
Certificate from
Statutory
Auditor / CA
ascertaining
Turnover from
IT System
Integration
(SI) services in
the last 3
financial years
supported by
documentary
evidence
b) Net-worth
Certificate from
the Statutory
Auditor / CA
ascertaining
Net worth for
the last
audited
Financial Year
supported by
documentary
evidence
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Sl.
No. Specific Requirements
Documents
Required
Compliance
(Yes/No)
Reference
& Page
Number
Self-
assessment
marking
c) Professionally Qualified
Full Time Employees
Signed Letter
from the HR
Dept (with
company seal)
stating the
number of
professionally
qualified
resources on
their roles
d) CMMI certification
Relevant
certificate valid
on Tender due
date
3. Past Experience of the
responding firm
a) System Integration
projects
Tech Forms 5
and 9,
supported by
documentary
evidence
b) Software Solutions
Tech Forms 6
and 9,
supported by
documentary
evidence
c) Operations &
Maintenance Services
Tech Forms 7
and 9,
supported by
documentary
evidence
d) EoDB Domain Experience
Tech Forms 8
and 9,
supported by
documentary
evidence
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Sl.
No. Specific Requirements
Documents
Required
Compliance
(Yes/No)
Reference
& Page
Number
Self-
assessment
marking
4. Proposed Approach &
Methodology
a) Requirement
understanding
Detailed in
Approach &
Methodology
b)
Solution Envisaged &
Technical Architectural
Soundness
Tech Form 10
Detailed in
Approach &
Methodology
c) Project Risks & Mitigation
Detailed in
Approach &
Methodology
d)
Detailed Project Plan with
Project work break down
structure
Tech Form 11
Concurrence-
cum-
declaration to
achieve
implementation
(without any
compromise in
quality) as
specified in the
marking
schema
e) Live Prototype
Demonstration
Detailed in
Approach &
Methodology
and Live
Demonstration
5. Resource Deployment
a) Project Manager Tech Forms 12,
13 & 14
b) Technical Expert
(Solution Architect)
Tech Forms 12,
13 & 14
c) Capacity Building Expert Tech Forms 12,
13 & 14
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Sl.
No. Specific Requirements
Documents
Required
Compliance
(Yes/No)
Reference
& Page
Number
Self-
assessment
marking
d) Database Administrator Tech Forms 12,
13 & 14
e) System Administrator Tech Forms 12,
13 & 14
6. Forms and
Undertakings
a)
Undertaking on Total
Responsibility
Tech Form 1
duly signed by
authorized
signatory
b) Particulars of the Bidder Tech Form 2
c) Deviations Tech Form 15
d) Manufacturers'/Producers’
Authorization Form Tech Form 16
e)
Declaration on Source
Code and Intellectual
Property Rights
Tech Form 17
duly signed by
authorized
signatory
f)
Undertaking on Patent
Rights
Tech Form 18
duly signed by
authorized
signatory
g)
Undertaking on
Compliance and Sizing of
Infrastructure
Tech Form 19
duly signed by
authorized
signatory
h)
Undertaking on Service
Level Compliance
Tech Form 20
duly signed by
authorized
signatory
i)
Undertaking on
Deliverables
Tech Form 21
duly signed by
authorized
signatory
j) Undertaking on Support
to Third Party Solution
Tech Form 22
duly signed by
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Sl.
No. Specific Requirements
Documents
Required
Compliance
(Yes/No)
Reference
& Page
Number
Self-
assessment
marking
acceptance and
certification
authorized
signatory
k)
Declaration of activities
sub-contracted
Tech Form 23
duly signed by
authorized
signatory
l)
Undertaking on Exit
Management and
Transition
Tech Form 24
duly signed by
authorized
signatory
7. Compliance Technical
Specification & BOM
a)
Compliance to Technical
Specification
Specification
compliance to
be given by the
respective OEM
in their letter
head duly
signed by OEM
partner &
counter signed
by bidder
b) Unpriced detailed Bill of
Material Tech Form 25
Note:
The above table consists of compliance for technical evaluation criteria which is fulfilled by
the bidder. The last column pertains to self-assessment marking where the bidder shall do
the quantitative marking (Sl No. 1, 2 and 4 of technical qualification criteria) to be filled by
the bidder. This self-assessment for bidders own assessment and the same shall not be
binding on the final evaluation carried out by the Tender Inviting Authority. The decision of
the Tender Inviting Authority shall be final.
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8.2.4 Tech Form 4: Letter of Proposal
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Subject: Submission of the Technical bid for <Name of the Systems Implementation
assignment>
Dear Sir/Madam,
We, the undersigned, offer to provide Systems Implementation solutions to Guidance on
<Name of the Systems Implementation engagement> with your Request for Proposal dated
<insert date> and our Proposal. We are hereby submitting our Proposal, which includes this
Technical bid and the Financial Bid sealed in a separate envelope.
We hereby declare that all the information and statements made in this Technical bid are true
and accept that any misinterpretation contained in it may lead to our disqualification.
We undertake, if our Proposal is accepted, to initiate the Implementation services related to
the assignment not later than the date indicated in Fact Sheet.
We agree to abide by all the terms and conditions of the RFP document. We would hold the
terms of our bid valid for 180 days from date of submission of bid as stipulated in the RFP
document.
We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up,
our affairs are not being administered by a court or a judicial officer, our business activities
have not been suspended and we are not the subject of legal proceedings for any of the
foregoing.
We hereby declare that the total cost of CAPEX in Form 2A of the financial Bid has not
exceeded 50% of the total of CAPEX & OPEX cost in Form 2A.
We understand you are not bound to accept any Proposal you receive.
Yours sincerely,
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Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
Address:
Location: _____________________________________Date: __________________
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8.2.5 Tech Form 5: Citation Format for SI Project Experience
Project No. <Sequence>
S.
No. Description Criteria Details
Compliance
(Yes / No)
Page No.
reference
in the
proposal
Page No.
reference in the
respective work
order / Client
Certificate
1 Name of the
project
2 Name of the client
3 Type of client
Government
Department/PSUs/Boards/
Local Bodies/Undertakings
4 Status of project
Completed projects
preferred but not
mandatory
5 Value of the
project More than INR 30 Crores
6 Project Location India
7 Compliance to the
scope Scope of services*
a
Application software
development and
Maintenance
Conditional Scope
b
Supply &
Commissioning of IT
Compute
Infrastructure (Data
Centre
Infrastructure)
Conditional Scope
c Hardware supply &
commissioning Conditional Scope
d
O&M phase for
maintaining all of the
above
Conditional Scope
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8.2.6 Tech Form 6: Citation Format for Software Solutions Project Experience
Project No. <Sequence>
S.
No. Description Criteria Details
Compliance
(Yes / No)
Page No.
reference
in the
proposal
Page No.
reference in the
respective work
order / Client
Certificate
1 Name of the
project
2 Name of the client
3 Type of client
Government
Department/PSUs/Boards/
Local Bodies/Undertakings
4 Value of the
project
5
Value of the
software
development and
management
component
More than INR 2 Crores
6 Project Location India
7 Compliance to the
scope Scope of services*
a Portal Conditional scope
b Web based
application services Conditional scope
c Electronic forms Conditional scope
*Note
The scope of software services should be clearly highlighted in the work order / client certificate along with the
corresponding reference page numbers. The project should meet any 2 of the 3 scope requirements provided.
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Conditional scope means the scope required for meeting the eligibility criteria through compliance to the required
number of scope options.
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8.2.7 Tech Form 7: Citation Format for Operations & Maintenance Services Project Experience
Project No. <Sequence>
S.
No
.
Description Criteria Details Compliance
(Yes / No)
Page No.
reference in
the proposal
Page No.
reference in the
respective work
order / Client
Certificate
1. Name of the project
2. Name of the client
3. Value of the project
4. Type of client Government / Public
Sector Client
5.
Value of the
component -
Operations &
Maintenance Services
for application/ IT
Compute
Infrastructure
services
More than INR 3
Crores
6. Project Location India
7. Compliance to the
scope
Scope of
services*
a
O&M services for
application / IT
compute infrastructure
Mandatory scope
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8.2.8 Tech Form 8: Citation Format for EoDB Domain Experience
Project No. <Sequence>
S.
No. Description Criteria Details
Compliance
(Yes / No)
Page No.
reference in
the proposal
Page No.
reference in the
respective work
order / Client
Certificate
1 Name of the project
2 Name of the client
3 Value of the project
4 Status of project Completed /
Ongoing
5 Project Location Name of the State
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8.2.9 Tech Form 9: Detailed Project Citation Format
Relevant project experience
General Information
Name of the project
Client for which the project was executed
Name and contact details of the client
Project Details
Description of the project
Scope of services (In bullet format)
Service levels being offered/ Quality of
service (QOS)
Technologies used
Outcomes of the project
Other Details
Total cost of the project
Total cost of the services provided by the
respondent
Duration of the project (no. of months,
start date, completion date, current status)
Other Relevant Information
Letter from the client to indicate the
successful completion of the projects
Copy of Work Order
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8.2.10 Tech Form 10: Proposed Solution
Technical approach, methodology and work plan are the key components of the Technical
Proposal. You are suggested to present Approach and Methodology divided into the following
sections:
a) Solution Envisaged & Technical Architectural Soundness
b) Understanding of the project (how the solution proposed is relevant to the
understanding)
c) Technical Approach and Methodology
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8.2.11 Tech Form 11: Proposed Work Plan
No Activity1 Month 1 Month 2 Month 3 Month n
W1 W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 Wn
1
2
3
4
5
n
1. Indicate all main activities of the assignment, including delivery of reports (e.g.:
inception, interim, and final reports), and other benchmarks such as Purchaser
approvals. For phased assignments indicate activities, delivery of reports, and
benchmarks separately for each phase.
2. Duration of activities shall be indicated in the form of a bar chart.
3. All activities should meet the 8/80 criteria i.e. should at least take 8 hours and a
maximum of 80 hours.
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8.2.12 Tech Form 12: Team Composition
Name of Staff with
qualification and
experience
Area of
Expertise
Position
Assigned
Task
Assigned
Time
committed
for the
engagement
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8.2.13 Tech Form 13: Curriculum Vitae (CV) of Key Personnel
General Information
Name of the person
Current Designation / Job Title
Current job responsibilities
Proposed Role in the Project
Proposed Responsibilities in the Project
Academic Qualifications:
Degree
Academic institution graduated from
Year of graduation
Specialization (if any)
Key achievements and other
relevant information (if any)
Professional Certifications (if any)
Total number of years of experience
Number of years with the current company
Summary of the Professional / Domain
Experience
Number of complete life cycle
implementations carried out
The names of customers (Please provide the
relevant names)
Past assignment details (For each
assignment provide details regarding name
of organizations worked for, designation,
responsibilities, tenure)
Prior Professional Experience covering:
Organizations worked for in the past
o Organization name
o Duration and dates of entry and
exit
o Designation Location(s)
o Key responsibilities
Prior project experience
o Project name
o Client
o Key project features in brief
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o Location of the project
o Designation
o Role
o Responsibilities and activities
o Duration of the project
Please provide only relevant projects.
Proficient in languages (Against each
language listed indicate if speak/read/write)
Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly
describes myself, my qualifications, and my experience. I understand that any willful
misstatement described herein may lead to my disqualification or dismissal, if engaged.
Signature of staff member
Signature of the authorized representative of the Company/employer
Full name of the authorized representative:
Date:
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8.2.14 Tech Form 14: Deployment of Personnel
No Name of
Staff
Staff input in Months (in the form of a bar chart)2
Total
staff
man-
months
proposed
1 2 3 4 5 6 7 8 9 10 11 12 n Total
1
2
3
n
Total
1. Professional Staff the input should be indicated individually; for Support Staff it should
be indicated by category
2. Months are counted from the start of the assignment.
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8.2.15 Tech Form 15: Deviations
[This section should contain any assumption on areas which have not been provided
in the RFP OR any changes to the existing provisions of the RFP]
A - On the scope of work
[Suggest and justify here any modifications or improvement to the Scope of Work you are
proposing to improve performance in carrying out the assignment (such as deleting some
activity you consider unnecessary, or adding another, or proposing a different phasing of the
activities). Such suggestions should be concise and to the point, and incorporated in your
Proposal.]
B - Any other areas
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8.2.16 Tech Form 16: Manufacturers'/Producers’ Authorization Form
(This form has to be provided by the OEMs of the products proposed)
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
OEM Authorization Letter
Dear Sir:
Ref: Your RFP Ref: [*] dated [*]
We who are established and reputable manufacturers / producers of
________________________ having factories / development facilities at (address of factory
/ facility) do hereby authorize M/s ___________________ (Name and address of Agent) to
submit a Bid, and sign the contract with you against the above Bid Invitation.
We hereby extend our full guarantee and warranty for the Solution, Products and services
offered by the above firm against this Bid Invitation. We also hereby certify that the proposed
products for this project are not end of life & we shall continue to support the supplied product
till end of contract period of the SI.
We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up,
our affairs are not being administered by a court or a judicial officer, our business activities
have not been suspended and we are not the subject of legal proceedings for any of the
foregoing.
We also undertake to provide any or all of the following materials, notifications, and
information pertaining to the Products manufactured or distributed by the Supplier:
a. Such Products as the Bank may opt to purchase from the Supplier, provided, that this
option shall not relieve the Supplier of any warranty obligations under the Contract;
and
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b. in the event of termination of production of such Products:
i. advance notification to the Bank of the pending termination, in sufficient time
to permit the Bank to procure needed requirements; and
ii. Following such termination, furnishing at no cost to the Bank, the blueprints,
design documents, operations manuals, standards, source codes and
specifications of the Products, if requested.
We duly authorize the said firm to act on our behalf in fulfilling all installations, Technical
support and maintenance obligations required by the Contract.
Yours faithfully,
(Name)
(Name of Producers)
Note: This letter of authority should be on the letterhead of the manufacturer and should be
signed by a person competent and having the power of attorney to bind the manufacturer.
The Bidder in its Bid should include it.
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8.2.17 Tech Form 17: Declaration on Source Code and Intellectual Property
Rights
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Dear Sir,
Sub: Self-certificate regarding the source code and Intellectual property rights
under this Project
I, authorized representative of _________________________, hereby solemnly affirm to the
IPR and Source Code rights as defined in Clause 20 of Volume III of this RFP document.
In the event of any deviation from the factual information/ declaration, Guidance reserves the
right to terminate the Contract without any compensation to the System Integrator.
Thanking you,
Yours faithfully
(Signature of the Authorized signatory of the Bidding Organisation)
Name :
Designation :
Date :
Time :
Seal :
Business Address:
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8.2.18 Tech Form 18: Undertaking on Patent Rights
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Dear Sir,
Sub: Undertaking on Patent Rights
1. I/We as System Integrator (SI) do hereby undertake that none of the deliverables
being provided by us is infringing on any patent or intellectual and industrial property rights
as per the applicable laws of relevant jurisdictions having requisite competence.
2. I/We also confirm that there shall be no infringement of any patent or intellectual
and industrial property rights as per the applicable laws of relevant jurisdictions having
requisite competence, in respect of the equipments, systems or any part thereof to be
supplied by us. We shall indemnify Guidance against all cost/claims/legal claims/liabilities
arising from third party claim in this regard at any time on account of the infringement or
unauthorized use of patent or intellectual and industrial property rights of any such
parties, whether such claims arise in respect of manufacture or use. Without prejudice
to the aforesaid indemnity, the SI shall be responsible for the completion of the supplies
including spares and uninterrupted use of the equipment and/or system or any part
thereof to Guidance and persons authorized by Guidance, irrespective of the fact of claims
of infringement of any or all the rights mentioned above.
3. If it is found that it does infringe on patent rights, I/We absolve Guidance of
any legal action.
Yours faithfully,
(Signature of the Authorized signatory of the Bidding Organisation)
Name :
Designation :
Date :
Time :
Seal :
Business Address:
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8.2.19 Tech Form 19: Undertaking on Compliance and Sizing of Infrastructure
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Dear Sir,
Sub: Undertaking on Compliance and Sizing of Infrastructure
1. I/We as System Integrator do hereby undertake that we have proposed and sized
the hardware and all software (including perennial and enterprise wide licenses,
unless stated otherwise) based on the information provided by Guidance in its
RFP document and in accordance with the service level requirements and
minimum specifications provided and assure Guidance that the sizing is for all the
functionality envisaged in the RFP document.
2. Any augmentation of the proposed solution or sizing of any of the proposed
solutions (including software and hardware) in order to meet the minimum RFP
requirements and/or the requisite service level requirements given by Guidance
will be carried out at no additional cost to Guidance during the entire period of
Contract.
Yours faithfully,
(Signature of the Authorized signatory of the Bidding Organisation)
Name :
Designation :
Date :
Time :
Seal :
Business Address:
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8.2.20 Tech Form 20: Undertaking on Service Level Compliance
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Dear Sir,
Sub: Undertaking on Service Level Compliance
1. I/We as System Integrator do hereby undertake that we shall monitor, maintain,
and comply with the service levels stated in the RFP to provide quality service
to Guidance.
2. However, if the proposed resources and infrastructure are found to be insufficient
in meeting the RFP and/or the service level requirements given by Guidance,
then we will augment the same without any additional cost to Guidance.
Yours faithfully,
(Signature of the Authorized signatory of the Bidding Organisation)
Name :
Designation :
Date :
Time :
Seal :
Business Address:
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8.2.21 Tech Form 21: Undertaking on Deliverables
<Location, Date>
To:
The Chief Executive Officer,
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Dear Sir,
Sub: Undertaking on Deliverables
1. I/We as System Integrator do hereby undertake that processes,
deliverables/artefacts submitted to Guidance will adhere to the quality and standards
specified in this RFP.
2. We also recognize and undertake that the deliverables/artefacts shall be presented
and explained to Guidance and other key stakeholders (identified by Guidance), and also
take the responsibility to provide clarifications as requested by Guidance.
3. We agree to abide by the procedures laid down for acceptance and review of
deliverables / artefacts as stated in this RFP or as communicated to us from time-to-time.
4. We also understand that the acceptance, approval and sign-off of the deliverables
by Guidance will be done on the advice of respective identified officials and any other
agency appointed by the Guidance for the same. We understand that while all efforts shall
be made to accept and convey the acceptance of each deliverable in accordance with
the Project schedule, no deliverable will be considered accepted until a specific written
communication to that effect is made by Guidance.
Yours faithfully,
(Signature of the Authorized signatory of the Bidding Organisation)
Name :
Designation :
Date :
Time :
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Seal :
Business Address:
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8.2.22 Tech Form 22: Undertaking on Support to Third Party Solution
acceptance and certification
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Dear Sir,
Sub: Undertaking on Support to Third Party Solution Acceptance and Certification
1. I/We understand that the System (including the Applications and the
associated IT systems) may be assessed and certified by a 3rd party agency before
the system is commissioned.
2. I/We understand that while the certification expenses will be borne by SI
and the responsibility to ensure successful acceptance and certification lies with
the System Integrator.
3. I/We hereby undertake that we shall do all that is required of the
System Integrator to ensure that system will meet all the conditions required for
successful acceptance and certification.
Yours faithfully,
(Signature of the Authorized signatory of the Bidding Organisation)
Name :
Designation :
Date :
Time :
Seal :
Business Address:
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8.2.23 Tech Form 23: Declaration of activities sub-contracted
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Dear Sir,
Sub: Declaration on Sub-contracting
I/ We hereby declare the following list of activities which we would be sub-contracted.
Sl. No. Activity
1
2
3
4
I/ We would be responsible for ensuring that the sub-contracted work meets the requirements
of the Contract.
Thanking you,
Yours faithfully
(Signature of the Authorized signatory of the Bidding Organisation)
Name :
Designation :
Date :
Time :
Seal :
Business Address:
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8.2.24 Tech Form 24: Undertaking on Exit Management and Transition
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Dear Sir,
Sub: Undertaking on Exit Management and Transition
1. I/We hereby undertake that at the time of completion of our engagement with
the Guidance, either at the End of Contract or termination of Contract before planned
Contract Period for any reason, we shall successfully carry out the exit management
and transition of this Project to the Guidance or to an agency identified by Guidance
to the satisfaction of the Guidance.
2. I/We further undertake to complete the following as part of the Exit management
and transition:
a. We undertake to complete the updation of all Project documents and
other artefacts and handover the same to Guidance before transition.
b. We undertake to design standard operating procedures to manage
system (including Application and IT systems), document the same and
train Guidance/ any other agency as nominated by personnel on the
same.
c. If Guidance decides to take over the operations and maintenance of the
Project on its own or identifies or selects any other agency for providing
operations & maintenance services on this Project, then we shall provide
necessary handholding and transition support, which shall include but
not be limited to, conducting detailed walkthrough and demonstrations
for the IT Infrastructure, handing over all relevant documentation,
addressing the queries/clarifications of the new agency with respect to
the working / performance levels of the infrastructure, conducting
Training sessions etc.
3. I/We also understand that the Exit management and transition will be considered
complete on the basis of approval from Guidance.
Yours faithfully,
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(Signature of the Authorized signatory of the Bidding Organisation)
Name :
Designation :
Date :
Time :
Seal :
Business Address:
Note: The Bidder shall necessarily provide a copy of ‘Power of Attorney’ authorizing
the signatory for signing the Bid and associated
documents/declarations/undertakings on behalf of the Bidder in proposal. Such
Power of Attorney shall be placed in the Pre-qualification proposal
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8.2.25 Tech Form 25: Unpriced Detailed Bill of Material
Sl.No. Item Item
Description Make Model
Part
No Quantity Remarks
1 OS
2 DB
3 HIPS
4 Backup
5 Archival
6 Antivirus
7 EMS
8.1 Application
Server RAM
8.2
Application
Server HDD
8.3
Application
Server CPU
…
….
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8.3 ANNEXURE III: FINANCIAL PROPOSAL TEMPLATE
8.3.1 Form 1: Covering Letter
<Location, Date>
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Subject: Submission of the Financial bid for <Provide Name of the Implementation
Assignment>
Dear Sir/Madam,
We, the undersigned, offer to provide the Implementation services for <Title of
Implementation Services> in accordance with your Request for Proposal dated <Date> and
our Proposal (Technical and Financial Proposals). Our attached Financial Proposal is for the
sum of <Amount in words and figures as per section 8.3.5>. This amount is inclusive of the
applicable taxes.
1. PRICE AND VALIDITY
All the prices mentioned in our Tender are in accordance with the terms as specified
in the RFP documents. All the prices and other terms and conditions of this Bid are
valid for a period of <days> calendar days from the date of opening of the Bid.
We hereby confirm that our prices include all taxes. However, all the taxes are quoted
separately under relevant sections.
We understand that the actual payment would be made as per the existing indirect tax
rates during the time of payment.
2. UNIT RATES
We have indicated in the relevant forms enclosed, the unit rates for the purpose of on
account of payment as well as for price adjustment in case of any increase to / decrease
from the scope of work under the Contract.
3. DEVIATIONS
We declare that all the services shall be performed strictly in accordance with the Tender
documents except for the variations and deviations, all of which have been detailed out
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exhaustively in the following statement, irrespective of whatever has been stated to the
contrary anywhere else in our bid.
Further we agree that additional conditions, if any, found in the Tender documents, other
than those stated in deviation schedule, shall not be given effect to.
4. TENDER PRICING
We further confirm that the prices stated in our bid are in accordance with your Instruction
to Bidders included in Tender documents.
5. QUALIFYING DATA
We confirm having submitted the information as required by you in your Instruction to
Bidders. In case you require any other further information/documentary proof in this regard
before evaluation of our Tender, we agree to furnish the same in time to your satisfaction.
6. BID PRICE
We declare that our Bid Price is for the entire scope of the work as specified in this RFP.
7. PERFORMANCE BANK GUARANTEE
We hereby declare that in case the Contract is awarded to us, we shall submit the
Performance Bank Guarantee as specified in the <Annexure III> of this RFP document.
Our Financial Proposal shall be binding upon us subject to the modifications resulting from
Contract negotiations, up to expiration of the validity period of the Proposal, i.e., [Date].
We understand you are not bound to accept any Proposal you receive.
We hereby declare that our Tender is made in good faith, without collusion or fraud and the
information contained in the Tender is true and correct to the best of our knowledge and
belief.
We understand that our Tender is binding on us and that you are not bound to accept a
Tender you receive.
Thanking you,
We remain,
Yours sincerely,
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:
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8.3.2 Form 2: Financial Proposal
Pease Note that the quantities mentioned in all the tables are indicative only. Guidance reserves right to delete any
item or modify the numbers/quantity for any item, before issuing the work order.
8.3.3 Form 2A: Details of Financial Bid
8.3.3.1 Form 2A: CAPEX (A1)
S. No. Particulars Qty Unit Unit
Rate
Amount
without
Tax
Tax
Amount
with
Tax
A1 CAPEX
1 Application Development
1.1 Design & Development of Single Window Portal (190
services) 1 LS
1.2 Design & Development of CIS 1 LS
1.3 Design & Development of application for automation
of Guidance’s office processes 1 LS
1.4 Design & API Development of legacy applications 1 LS
1.5 Data digitization & Data migration (approximate 150
pages in one record) 1000 Records
1.6 SMS & Payment Gateway Services 1 LS
2 IT Compute, Storage & Network
2.1 At Primary DC
2.11 Compute VMs with 1 TB Storage & 256 MB RAM As
required LS
2.12 50 TB Storage for workflow & developed services As
required LS
2.13 Network connectivity & Security Services As
required LS
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S. No. Particulars Qty Unit Unit
Rate
Amount
without
Tax
Tax
Amount
with
Tax
2.14 EMS and SLA Reporting As
required LS
2.2 At DR Site
2.21 Compute VMs with 1 TB Storage & 256 MB RAM with
BCP on Active-Active operation
As
required LS
2.22 Storage for workflow & developed services As
required LS
2.23 Network connectivity & Security Services As
required LS
2.24 EMS and SLA Reporting As
required LS
2.3 At Nearline DR
2.31 Compute VMs with 1 TB Storage & 256 MB RAM with
BCP on Active-Active operation
As
required LS
2.32 Storage for workflow & developed services As
required LS
2.33 Network & Security Services As
required LS
2.34 EMS and SLA Reporting As
required LS
3 Capacity Building
3.1 Classroom Based Training for 200 identified
resources 200 Nos
3.2
Training Materials, Handouts, Training Delivery
Expenses
200 Nos
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S. No. Particulars Qty Unit Unit
Rate
Amount
without
Tax
Tax
Amount
with
Tax
4 Service desk Setup and Handholding
4.1
Supply, install, Test & Commission 2 seater Service
Desk for 2 shifts per day (Phone, 2-seater,
Connectivity, Computers, UPS, Printers, Scanners,
etc.)
2 Units
Total A1 – CAPEX
8.3.3.2 Form 2A: OPEX (A2)
A2 OPEX Qty Unit Unit
Rate Y_1 Y_2 Y_3 Y_4 Y_5
Amount
without
Tax
Tax
Amount
with
Tax
1. AMS for Application Software 1 LS
2. AMC for IT Compute, Storage &
Network 1 LS
3. Annual Charges for Capacity
Building 1 LS
4. ARC for Help desk operations 1 LS
5. ARC for Connectivity 1 LS
6. Periodic Vulnerability, Performance
& Security Audit 1 LS
7
Handholding support at end
locations for 18 months (28
Department offices)
28 Person
Total A2 – OPEX
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8.3.3.3 Form 2A: Sub-Total (A)
A Particulars Total Amount with Taxes Total Amount with
Taxes (In words)
1. Total A1 - CAPEX
2. Total A2 - OPEX
Sub-Total Section - Form 2A (A= A1+ A2)
Note:
1. The final award shall be based on the QCBS evaluation
2. Payment as per “Schedule of Payment Terms” shall be made based on the value of Form 2A.
3. The prices quoted shall be valid for at least one year from the date of signing of the Contract
4. Bidder should provide all prices as per the prescribed format as per the RfP. Bidder should not leave any field blank. In
case the field is not applicable, Bidder must indicate “0” (Zero) in all such fields.
5. Guidance, reserves the right to ask the Bidder to submit proof of payment against any of the GST/taxes, duties, levies
indicated.
6. The Bidder needs to account for all Out of Pocket expenses due to Boarding, Lodging and other related items.
7. In the event of any additional requirements for the BOM items, the bidder has to supply the required items at the unit
price quoted in Form 2A
8. Please note that the quantities mentioned in all the tables are indicative only. Guidance reserves the right to delete any
item or modify the numbers/quantity for any item, before issuing the work order.
9. In order to have control on reasonability of the CAPEX and OPEX costing, it has been envisaged to have
CAPEX:OPEX ratio i.e. the total cost of CAPEX of the Price BID shall not exceed 50% of the total of CAPEX &
OPEX cost. BIDDERS SHALL ENSURE THE QUOTED PRICE BID ABIDES BY THIS RATIO. Only Financial bids
which comply to this ratio would be considered for further course of evaluation.
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8.3.4 Form 2B: Price Discovery
8.3.4.1 Form 2B: Price Discovery for additional goods / services (B1)
S. No Particulars Quantity Unit Unit
Rate
Amount
without
Tax
Tax
Amount
with
Tax
B1 Price Discovery for additional goods / services
1
Integration cost (including functional study) for one
additional service available in other Department’s
standalone system/e-sevai with Single Window Portal
1
Stand-
alone
Service
2
Development cost (including functional study) for one
additional manual service into the Single Window
Portal
1 Manual
Service
3 Hardware or Software required for API Security As required LS
4 Data digitization & Data migration (approximate 150
pages in one record)
1 Record
5 Handholding support 1 Person
6 Helpdesk manpower 1 Person
7
Crypto-token for Digital Signature Certificate (DSC)
with renewal charges after go-live till end of Contract
period
As required Nos
8 DR Management Software As required Nos
9 Network connectivity (bandwidth) between the DC &
DR As required LS
Total B1- Price Discovery for additional goods /
services
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8.3.4.2 Form 2B: Price Discovery for OPEX (B2)
B2 OPEX Qty Unit Unit
Rate Y_1 Y_2 Y_3 Y_4 Y_5
Amount
without
Tax
Tax
Amount
with
Tax
1. AMS for Application Software 1 LS
2. AMC for IT Compute, Storage &
Network 1 LS
3. Annual Charges for Capacity
Building 1 LS
4. ARC for Help desk operations 1 LS
5. ARC for Connectivity 1 LS
6. Periodic Vulnerability, Performance
& Security Audit 1 LS
Total B2 – Price Discovery for
OPEX
8.3.4.3 Form 2B: Sub-Total (B)
B Particulars Total Amount with Taxes Total Amount with
Taxes (In words)
1. Total B1 - Price Discovery for additional goods / services
2. Total B2 - Price Discovery for OPEX
Sub-Total Section - Form 2B (B= B1+ B2)
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8.3.5 Value of the financial bid
# Particulars Total Amount with Taxes Total Amount with
Taxes (In words)
1. Sub-Total A - Section - Form 2A
2. Sub-Total B - Section - Form 2B
Grand Total - Value of the financial bid (G = A+B)
Note:
1. The final award shall be based on the total cost i.e., Form 2A and Form 2B.
2. Form 2B is for price discovery only and payment on purchase of such items shall be made on actual basis.
3. Purchase order for the items in the price discovery will be given depending on the requirements separately.
4. The prices quoted shall be valid till the end of Contract period of the SI.
5. Please note that the quantities mentioned in all the tables are indicative only. Guidance reserves right to delete any item
or modify the numbers/quantity for any item, before issuing the work order.
6. The Price quoted should be inclusive of all expenses (including all incidental, travel, etc.) and inclusive of all taxes.
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8.4 ANNEXURE IV: TEMPLATE FOR PBG & CCN
8.4.1 Form 1: Performance Bank Guarantee
PERFORMANCE SECURITY:
To:
Managing Director and Chief Executive Officer
Tamil Nadu Industrial Guidance & Export Promotion Bureau
(Presently renamed as Guidance)
19-A, SIPCOT Building, Rukmani Lakshmipathy Road,
Egmore, Chennai - 600 008,
India, Telephone: +91 44 28553866
Whereas, <name of the supplier and address> (hereinafter called “the bidder”) has
undertaken, in pursuance of Contract no. <Insert Contract No.> dated. <Date> to provide
Implementation services for <name of the assignment> to Guidance (hereinafter called “the
beneficiary”)
And whereas it has been stipulated by in the said Contract that the bidder shall furnish you
with a bank guarantee by a nationalized bank for the sum specified therein as security for
compliance with its obligations in accordance with the Contract;
And whereas we, <Name of Bank> a banking company incorporated and having its head
/registered office at <Address of Registered Office> and having one of its office at <Address
of Local Office> have agreed to give the supplier such a bank guarantee.
Now, therefore, we hereby affirm that we are guarantors and responsible to you, on behalf of
the supplier, up to a total of Rs.<Insert Value> (Rupees <Insert Value in Words> only)
and we undertake to pay you, upon your first written demand declaring the supplier to be in
default under the Contract and without cavil or argument, any sum or sums within the limits
of Rs. <Insert Value> (Rupees <Insert Value in Words> only) as aforesaid, without
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your needing to prove or to show grounds or reasons for your demand or the sum specified
therein.
We hereby waive the necessity of your demanding the said debt from the bidder before
presenting us with the demand.
We further agree that no change or addition to or other modification of the terms of the
Contract to be performed there under or of any of the Contract documents which may be
made between you and the Bidder shall in any way release us from any liability under this
guarantee and we hereby waive notice of any such change, addition or modification.
This Guarantee shall be valid until <Insert Date>
Notwithstanding anything contained herein:
I. Our liability under this bank guarantee shall not exceed Rs. <Insert Value> (Rupees
<Insert Value in Words> only).
II. This bank guarantee shall be valid up to <Insert Expiry Date>)
III. It is condition of our liability for payment of the guaranteed amount or any part thereof
arising under this bank guarantee that we receive a valid written claim or demand for
payment under this bank guarantee on or before <Insert Expiry Date>) failing which
our liability under the guarantee will automatically cease.
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8.4.2 Form 2: Change Control Notice (CCN) Format
Change Control Note CCN Number:
Part A: Initiation
Title:
Originator:
Sponsor:
Date of Initiation:
Details of Proposed Change
(To include reason for change and appropriate details/specifications. Identify any
attachments as A1, A2, and A3 etc.)
Authorized by : Date:
Name:
Signature:
Received by the IP
Date:
Name:
Signature:
Change Control Note
CCN Number:
Part B : Evaluation
(Identify any attachments as B1, B2, and B3 etc.)
Changes to Services, charging structure, payment profile, documentation, training, service
levels and component working arrangements and any other contractual issue.
Brief Description of Solution:
Impact:
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Deliverables:
Timetable:
Charges for Implementation:
(including a schedule of payments)
Other Relevant Information:
(including value-added and acceptance criteria)
Authorized by the
Implementation Partner Date:
Name:
Signature: