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Tender Ref.No.INCOIS: PUR:89/2010 Date: 06/01/2011

Design, Development/Customization, Integration, Operationalization and Maintenance of INCOIS Intranet Application

S.No Tender Ref. No

Description of the item Qty Cost of Tender

Document

Earnest Money Deposit (EMD) *

Security Deposit (SD)#

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INCOIS: PUR:89/10

Design, development/ customization, Integration, operationalization and maintenance of INCOIS Intranet Application

L/s Rs.500/-

Rs.1,00,000/-

Rs.2,50,000/-

* To be submitted by the tenderer along with Technical Bid. # To be submitted by the successful Bidder before placing the order.

• Date & Time for submission of “Expression of Interest” is 1530 Hrs of January 25, 2011.

• Dates of visit to NIO, Goa, Pre-Bid Meeting and due date for submission of Technical & Financial Offers will be intimated to the short listed vendors separately.

The Tender document can be obtained by hand from our office by submitting Demand Draft for Rs.500/- drawn in favour of Director, INCOIS payable at Hyderabad. Alternatively, the Tender Document can be downloaded from the Website http://www.incois.gov.in/incois/tenders.jsp. Firms who are downloaded should submit Demand Draft for Rs.500/- drawn in favour of Director, INCOIS payable at Hyderabad towards the cost of Tender Document along with the “Expression of Interest”.

INCOIS Postal Address INCOIS Location Address

Indian National Centre for Ocean Information Services (INCOIS) Ministry of Earth Sciences, Govt. of India “Ocean Valley”, Post Bag No.21, IDA Jeedimetla Post Office Hyderabad - 500 055

Indian National Centre for Ocean Information Services (INCOIS) Ministry of Earth Sciences, Govt. of India “Ocean Valley”, Survey No.342/3 Beside ALEAP, Near Pragathi Nagar Opp. JNTU-Kukatpally, Hyderabad - 500 072 Phone No.040-23886022 / 23885016 Fax No.040-23892910/23895001

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Design, Development / Customization, Integration, Operationalization and Maintenance of INCOIS Intranet Application

Contents

S.No. Description Page No.

1 About INCOIS 3

2 Subject Background 3

3 Scope of the project 4

4 Eligibility Criteria 4

5 Evaluation Process 5

6 Functional requirements 6

7 Contents of Technical Proposals 10

8 Un-Priced Financial Bid 11

9 Technical Terms & Conditions 12

10 General Terms & Conditions 14

11 About NIO-Intranet Application (Annexure-1) 18

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1. About INCOIS: The Indian National Centre for Ocean Information Services (INCOIS), Hyderabad, an autonomous body under Ministry of Earth Sciences (MoES), Govt. of India is engaged in providing ocean information and advisory services. INCOIS deals with the projects related to tsunami early warning system, ocean state forecast, ocean observing systems, ocean modeling, satellite oceanography, coastal geospatial applications, ocean data and information management and web-based services relevant to societal needs. INCOIS has a data warehouse of ocean related information gathered from various institutions in India related to Marine Data Collection, Ocean Observation and Ocean/Atmospheric sciences. Some of the potential users of INCOIS services includes Fishing community, State Fishery Department Officers, Planning Commission, Ports and Harbours, Shipping Industry, Navy, Coast Guards, NHO Central Pollution Control Board, etc. 2. Subject Background: INCOIS desires to automate the working processes of Administration areas and implement a user friendly and browser based intranet application. The proposed INCOIS – Intranet Application must cater for the needs of 15 Administrative Officials in the Administration Area and 150 general users (scientific staff) of the organization. INCOIS invites proposals from software solution providers for customization / development, implementation and maintenance of Intranet Application for INCOIS. INCOIS wishes to implement the solution within 6 months time frame from the date of awarding work contract to the successful vendor. INCOIS as an autonomous organization under Ministry of Earth Sciences, Govt. of India generally follows the government approved guidelines like GFR, interim orders released by GOI from time to time, INCOIS service rules, etc. The proposed INCOIS-Intranet Application should address the computerization / automation needs of the following major areas.

Personnel & General Administration Accounts & Finance Purchase & Stores Estate Maintenance Transport and Logistics Computer Maintenance , Security Management , Projects Monitoring

INCOIS had a demonstration of well developed and already implemented Lotus Notes based Intranet Application available at National Institute of Oceanography (NIO), Goa and felt that most of the functionalities are in lines with INCOIS requirements. Details about NIO Intranet Applications are given at Annexure – 1.

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INCOIS prefers to implement the same application with minor modifications / customizations to suit to INCOIS processes (Solution 1). Also, INCOIS encourages vendors to submit proposals for Solution 2 i.e., Fresh Design and Development of Intranet Application to meet the required functionalities or Solution 3 i.e., Customization of already available ERP/SAP packages with Vendors to meet the required functionalities. 3. Scope of the work: INCOIS wishes to avail the services of software solution providers to address the following broad scope of the work.

• Study the procedures / work flow processes followed at INCOIS for the development of Solution 1.

• Visit NIO, Goa to understand the already operational Intranet application software,

their process flows and the related documentation.

• Prepare and submit SRS document based on which, vendor will develop for the chosen Solution by INCOIS (Solution 1 or Solution 2 or Solution 3).

• Customize / Develop, integrate, implement and to maintain the INCOIS-Intranet

Application Software at INCOIS.

• Suggest suitable architecture along with generic specifications of hardware, software, third party tools, etc (Tender Documents) to implement the INCOIS – Intranet Application. All the required hardware and software will be procured and provided by INCOIS.

• To provide training to the identified personnel of INCOIS on the INCOIS-intranet

application software.

• To deploy minimum two onsite software developer during warranty period for fixing the bugs, if any and supporting the application.

4. Eligibility Criteria: Important Note: VENDORS ARE REQUESTED TO MAKE SURE THAT ALL THE

FOLLOWING POINTS ARE ADDRESSED IN THEIR EXPRESSION OF INTEREST, FAILING WHICH THEIR OFFERS WILL NOT BE CONSIDERED FOR EVALUATION.

1. The vendor must be a Company registered under Indian Company Act, 1956.

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2. The vendor must have a minimum average turnover of Rs.1 (one) crore annually during the last three years consecutively. Attested & Audited copies of the Company’s Annual Reports are to be attached along with the bid.

3. The vendor should have executed at least 03 (Three) orders of similar nature (ERP

applications) in the last five (5 years) years for Public Sector Undertaking / Government Departments / Reputed Private Sectors. Proof of satisfactory services for the above works from the user shall be attached.

4. Vendors should provide a list of on-going Application Development Projects with

contact person details.

5. The vendor must have an ISO 9001:2000 Certifications / CMM Level 5 compliant or equivalent / higher. The copy of the valid Certification should be attached along with Technical Bid.

6. Vendors should have well established support centre in Hyderabad with trained /

certified manpower in maintaining the application.

7. Sales Tax Registration & PAN Copies to be submitted along with Expression of Interest.

8. Vendors to express their keenness for undertaking Solution 1 which is mandatory.

Also, vendors to convey their willingness for undertaking other Solutions i.e,. Solution 2 and Solution 3.

5. Evaluation Process: Step1: Interested vendors may express their willingness in writing by responding to

all the points mentioned in “Eligibility Criteria” at Section 4 above with documentary evidence before the due date i.e., 1530 Hrs of January 25, 2011.

Step2: Short listing of the vendors. Step3: All the short listed vendors will be invited to visit NIO, Goa at their own cost

on specified date as fixed by INCOIS. This will facilitate NIO, Goa to arrange software demonstration to all the vendors at once.

Step4: Pre-Bid Meeting at INCOIS for the short listed vendors to explain INCOIS

process flow, requirements, etc (Date of Pre-Bid Meeting will be intimated separately).

Step5: Vendors to submit their technical proposals as per Section 7 below and

financial proposal as per Section 8 below separately before the due date.

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Step6: Technical evaluation for the solutions offered by the vendors. Step7: Presentations by technically qualified vendors. Step8: Financial evaluation of technically qualified vendors for the solutions chosen

by INCOIS. Step9: Awarding of contract to the successful vendor for development &

implementation of INCOIS – Intranet Application. 6. Functional Requirements:

This section will describe in brief the major functional requirements of the INCOIS - intranet Application which will be useful for vendors to submit their proposals.

Personnel and General Administration

Personnel and General Administration (P&GA) section deals with all activities starting from recruitment of personnel till their retirement. Some of the major processes that P&GA sections handles are:

• Constitution of Committees • Observance of days of National Importance • Calendar of Returns • Recruitment & Reviews • Service Books, Resignation & Retirement Benefits • Loans and Advances • PF Matters, Leave Management • Office Orders • Pension / Gratuity • House Keeping, Security, Canteen, etc Management • Tour Approvals, Settlements, etc • Residential Quarters & Guest House Management • Pay Fixations

Accounts & Finance The Accounts & Finance (A&F) section is engaged in exercising budgetary control, payment of claims to employees, payment of vendors’ invoices, receiving grant-in aids of the Institute, compilation of accounts and Project accounting & monitoring. In addition, the A&F also takes care of investment and fund management of the funds at the disposal of the Institute. Tally ERP-9 version is being used at INCOIS for finance and accounts activities. The proposed development is to be integrated with the past data of Tally. Integration to the

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existing Tally package and data compatibility issues to be considered by vendors while proposing the solutions. Some of the processes followed by A&F are:

• Payroll Process , Income Tax , Budget Monitoring • Reimbursement of various claims • Voucher Generation System • Accounting Process (balance sheets, cash books, cash flow, ledger generation, etc) • Medical (In Patient, Out Patient and Individual Medi claim Policy Premium

adjustments) • Misc. Payments, Refreshment Payment • Security Payment, Library Purchase Payment • Library Membership in other Institute • Transport Cell Bill, Contractors Bill from Estate • Service Tax Payment, TDS remittance to the Income Tax Department • Professional Tax Payments • Telephone Payments to telephone companies • Master Health Check-up Payments • Clearing & Forwarding Bills • Custom Duty Bills, Purchase & Stores Payments • Purchase & Stores Foreign Payments • Leave Salary Contribution and Pension Contribution • LTC Advance & final settlement • Temporary Advance payment & adjustment • Imprest payment and periodical adjustment • Traveling Allowance Advance and Settlement (local, national & international) • Training, Seminar and Conference Request • Bank Guaranty Related Process • EL Encashment, Earnest Money Deposit (EMD), Letter of Credit (LC)

Purchase & Stores The Purchase and Stores (P&S) section handles the procurement of equipment both consumable and non consumable nature and maintenance of stores. Some of the processes that P&S follows are:

• Indent(MPR) initiation • Tendering process • Enquiry generation and receipt of quotations / proposals • Generation of Work Order / Purchase Orders • Payment Advice (Bank Guarantee, Letter of Credit, Custom clearance, C and F

Billing, Wire Transfer in Advance, Wire Transfer after Supply, Payment Against Delivery, Adjustment)

• Daily Receipt Register • Stock Register Maintenance

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• Receipt Advice, Disposal Request • Vendor Registration / Vendor Selection / Vendor Management • Consumable Allocation, Insurance of equipment, Inventory Maintenance

Estate Maintenance Estate & Maintenance (E&M) section is responsible for new constructions, proper upkeep of all existing buildings & other estate equipments / appliances, checking and passing of electricity bills, telephone bills, horticultural activities, maintenance of roads and buildings inside the campus, maintenance of compound wall, over-head water tanks, sewage tanks, sewage pipelines, fire alarm systems etc. to ensure the smooth functioning of the organization. Some of the the processes followed by this section are:

• Handling User Requests, Estimation Process, Indent Process • Tender Process, Quotation Entry, Negotiation with Contractors • Order – Work Order, Amendment Order • Monitoring the Mobilization of Contractors • Bank Guarantee From Supplier • Extension of Time, Weekly Review of Work Progress • Payment Advice [Against Measurement Book, Housekeeping, DG, AC, Gardening,

Electrical Maintenance, Property Tax, Lift, EB, Water Bill] • Telephone Bills Details to debit in User Accounts [Telephone] • Rent Advice [Canara Bank, State Bank] • Conference Hall Booking, Stock/Asset Register • Entry of Daily Checklist for AC, Genset, Transformer and Monthly Checklist for Lift.

Transport and Logistics The Transport and Logistics (T&L) section takes care of arranging the vehicles for officials when needed, maintenance of own vehicles and other transport related activities. Some of the processes that T&L section follows are:

• Vehicle requisition, Air travel Request, Petrol / Diesel Requisition • Vehicle maintenance, Payment advice, Payment invoice

Computer Maintenance Computing Facilities Group is looking after the maintenance of computers, network and other related peripherals. This group is also responsible for IT Planning & Implementation, approving the technical specifications of IT products and responsible for all centralized purchase of computers and related products. Some of the processes of computing facilities group are:

• IT Inventory Maintenance

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• Attending to users call requests • Renewals of Hardware / Software licenses warranties • New item request process • Procurement Request by Staff. • Item Returns from staff. • Item transferred within groups. • Temporary Loan of items. • Service Complaint Request, which may lead to replacement of parts. • E-mail ID Creation. • Internet Access Request. • User ID creation , System Admin activities • Data backup / restore activities or any other software in use in the Institute.

Security Management The security requirements of the organization like watch-keeping of the premises and the material are handled by this cell. Some of the processes followed by this cell are

• Inward Register Entry. • Outward Register Entry. • Issuance of Visitor Pass. • Temporary Pass Request. • Authorization of Room Key. • Log Book Entry. • Information to stay in a Room after Office Hour • Daily Room Condition. • Vehicle Movement Tracker. • Special Program Request. • Fire Fighting Training. • Security Quarterly Performance. • Payment Process [Monthly Bill] • Monitoring of access control systems

Projects Monitoring INCOIS supports various projects in the field of Ocean Sciences & Satellite Oceanography under SATCORE and INDOMOD programmes of the Ministry. Towards this, INCOIS funds academic and other research institutes of the country to carry out these projects. Also, INCOIS submits various project proposals from time to time to the Ministry for approvals for carrying out R&D that leads to provide Ocean Information and Advisory Services.

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Some of the project monitoring activities that the proposed INCOIS – Intranet Application needs to be addressed are :

• Maintaining master information of various projects • Monitoring milestone payments of projects • Monitoring of project utilization (details of grants against expenditure) reports • Monitoring of project status during project period • Generation of reports for decision making, etc

7. Contents of Technical Proposals:

1. Vendor’s understanding of the scope of the work 2. Vendors to mention the solutions offered as per below table

Solutions Technical Proposal Submitted (Yes / No)

Unpriced Bid offered (Yes / No)

Solution 1 Solution 2 Solution 3

3. Software Solution architecture proposed 4. Hardware, software tools, no. of licenses, etc proposed 5. Development methodology 6. Development Team structure 7. Timelines proposed

IMPORTANT NOTE TO THE VENDORS Vendors may submit Technical as well Financial Offers for the following. Solution 1: Customization / Development of INCOIS-Intranet application based on already operational Intranet application at NIO, Goa. Source code will be provided under a non-disclosure agreement. Solution 2: Fresh Design and Development of Intranet Application to meet the required functionalities. Solution 3: Customization of already available ERP/SAP packages with Vendors to meet the required functionalities. Vendors may please note that

• Bidding for Solution 1 is Mandatory without which their offers will not be evaluated.

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8a. Un-priced Financial Bid Format for the Solution 1 (Mandatory):

S.No. Item Description Lump Sum Amount Offered

(INR) 1 Solution 1 (Mandatory item) inclusive of all

applicable taxes

2 Maintenance of INCOIS – Intranet Application for one year (after expiry of one year warranty from the date of acceptance of the developed application) inclusive of all applicable taxes

3 Maintenance of INCOIS – Intranet Application for two years (after expiry of one year warranty from the date of acceptance of the developed application) inclusive of all applicable taxes

4 Maintenance of INCOIS – Intranet Application for three years (after expiry of one year warranty from the date of acceptance of the developed application) inclusive of all applicable taxes

8b. Un-priced Financial Bid Format for the Solution 2 (optional):

S.No. Item Description Lump Sum Amount

Offered (INR) 1 Solution 2 (optional item) inclusive of all applicable

taxes

2 Maintenance of INCOIS – Intranet Application for one year (after expiry of one year warranty from the date of acceptance of the developed application) inclusive of all applicable taxes

3 Maintenance of INCOIS – Intranet Application for two years (after expiry of one year warranty from the date of acceptance of the developed application) inclusive of all applicable taxes

4 Maintenance of INCOIS – Intranet Application for three years (after expiry of one year warranty from the date of acceptance of the developed application) inclusive of all applicable taxes

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8c. Un-priced Financial Bid Format for the Solution 3 (optional):

S.No. Item Description Lump Sum Amount

Offered (INR) 1 Solution 3 (optional item) inclusive of all applicable

taxes

2 Maintenance of INCOIS – Intranet Application for one year (after expiry of one year warranty from the date of acceptance of the developed application) inclusive of all applicable taxes

3 Maintenance of INCOIS – Intranet Application for two years (after expiry of one year warranty from the date of acceptance of the developed application) inclusive of all applicable taxes

4 Maintenance of INCOIS – Intranet Application for three years (after expiry of one year warranty from the date of acceptance of the developed application) inclusive of all applicable taxes

9. Technical Terms & Conditions:

1. Vendors are requested to make note that the proposed INCOIS – Intranet

Application must cater for requirement of 15 Administrative Officials working in Administration Area and 150 general users (scientific staff) of the organization and suggest suitable architecture, hardware, software, third party tools, software licenses, etc.

2. Vendors who wish to submit their proposals for more than one solution are free to

do so. They are expected to submit the proposals separately for each solution. However, vendors may please note that offers submitted only for Solutions 2 & 3 leaving Solution 1 (which is mandatory) will not be considered for further evaluation.

3. INCOIS reserves the right to choose the solution of their choice for implementation. 4. Vendors to provide the solution in two part system i.e., Technical Bid (Cover 1) and

Financial Bid (Cover 2). 5. Cover 1 i.e., Technical Bid should address all the points viz., (i) Details of the

Solution Offered along with architecture providing generic specs for hardware,

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software, no. of licenses, etc required to implement the solution, (ii) Un priced Bid in the given format, (iii) Submission of EMD, etc as mentioned in the Section 7 above.

6. Cover 2 i.e., Financial Bid should consists of Price information only for complete

solution along with commercial terms & conditions.

7. Vendor is requested to visit NIO, Goa and INCOIS, Hyderabad to understand work flow processes before they submit their proposals.

8. Vendor is responsible to provide one year application warranty support from the

date of acceptance of the INCOIS – Intranet Application.

9. Vendor is responsible to place onsite software developer during warranty period for fixing the bugs, if any and supporting the application. Vendor to depute minimum two onsite developers, preferably those who are involved in INCOIS – Intranet Application development, during the one year warranty period.

10. Vendors should have well established support centre in Hyderabad with trained

manpower in maintaining the solution. Vendor to mention clearly full address of technical support centre at Hyderabad with contact details of responsible engineers.

11. Vendors to provide with a list of clients served with contact address, phone nos.

details.

12. Vendors to submit complete technical documentation for the application developed at INCOIS.

13. Vendors should submit Technical and Commercial Bids in Separate Sealed Covers

in the office of Administration, INCOIS, Hyderabad. 14. No price information should be reflected anywhere in the Technical Bid, failure of

which will cause rejection of the tender.

15. Delay in service during warranty period will attract mutually agreeable penalty.

16. Vendors should submit un-priced financial bid in the format given above without which technical offers will not be evaluated further.

17. Additional requirements / additional modules, if any to be automated / developed will

be considered at mutually agreeable extra cost.

18. Successful vendor is responsible to prepare complete user manuals for the application implemented and submit the same along with source code to INCOIS.

19. Vendor is responsible to suggest suitable architecture along with generic

specifications of hardware, software, third party tools, etc to implement the INCOIS –

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Intranet Application. All the required hardware and software will be procured and provided by INCOIS

20. Successful vendor should sign a document stating that the Intellectual Property

Rights pertaining to the application lies totally with INCOIS and will not be claimed by the vendor.

21. Vendors to submit EMD for Rs.1,00,000/- (Rupees One Lakh only). EMD should be

by way of Demand Draft drawn in favour of Director, INCOIS payable at Hyderabad. Technical Bid without EMD is liable to be rejected. EMD should be put in Cover -1 (with Technical Bid) only.

22. Vendors should submit a security deposit of Rs. 2,50,000/- (Rupees two Lakhs and

fifty thousand only), which will be returned only after successful completion of all the objectives of the project.

10. General Terms & Conditions:

S.No. Details

1. Quotation: You are requested to submit your quotation in two separate sealed covers (Cover – 1: Technical Bid, Cover -2: Financial Bid) separately for each solution offered.

2. Validity: The offer submitted is to be valid for a period of 90 days.

3. Payment: Payments will be made according to the following milestones.

Milestone No.

Milestone Description % of Payment

01 On the Award of Contract 10 (against BG valid for 18 Months

from the date of acceptance of

order) 02 Upon submission and acceptance of

SRS Document 10

03 Upon submission and acceptance of Design Documents

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04 Successful demonstration of Prototype Application

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05 Implementation, operationalisation and Acceptance of Intranet Application.

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06 Upon submission of Source Code alongwith user manuals, administrator manuals, training, etc

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07 After completion of warranty period Note: Warranty period of one year starts

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from the date of successful implementation and acceptance of Intranet Application.

3. Delivery and execution of the total scope specified: 6 months from the date of award of contract.

4. Warranty: Vendor has to extend warranty for a period of 1(ONE) year from the date of implementation and acceptance of the INCOIS - Intranet Application. The bug fixes found during the warranty period will be executed by the vendor at no extra cost.

5. Earnest Money Deposit (EMD): The vendors should enclose a Demand Draft for Rs. 1,00,000 (Rupees One Lakh Only) towards EMD. Tenders without EMD will not be considered. EMD and other documentary proof are to be submitted along with the technical offer i.e., Cover – 1.

6. Security Deposit: Rs.2,50,000/- (Rupees two lakhs fifty thousand only) The EMD submitted by the successful tenderer Rs.1,00,000/- shall be converted as Security Deposit and the balance amount of Rs. 1,50,000/- (Rupees one lakh and fifty thousand only) is to be submitted in the form of Demand Draft for the purpose of fulfillment of the contractual terms and conditions. The security deposit will be free of interest and is refundable after the warranty period.

7. Damages Clause: In the event of failure to develop/customize, integrate, operationalize the Intranet Application within stipulated date/period as specified in point No.3 above or as per our specifications AND in the event of breach of any of the terms and conditions mentioned in our work Order, INCOIS shall have the right.

a) To recover the liquidated damages, a sum not exceeding 0.5% of the price of

contract for which the successful tenderer has not been able to develop/customize, integrate, operationalize the Intranet Application as aforesaid for each week or part thereof subject to a maximum of 5% of the total price.

b) To cancel the work order or a portion thereof and if so desired to execute the work at the risk and cost of the defaulting vendor.

c) To extend the period of delivery with or without penalty shall not be more than agreed liquidated damages referred to in clause (a) above,

d) To forfeit the security deposit full or in part at the discretion of Director, INCOIS.

e) In case the FIRM fails to execute the contract, INCOIS shall have the right to get the work executed by another Agency in which case the FIRM shall be liable to pay the additional amount spent by INCOIS over and above the

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contract value agreed upon by the FIRM and in addition 10% extra thereon towards indirect expenses.

8. Force Majeure Clause: If the execution of the contract is delayed beyond the

period stipulated as a result on out-break of hostilities, declaration of an embargo’s or blockage or fire, flood, acts of nature or any other contingency beyond the supplier’s control, Director, INCOIS may allow such additional time by extending the delivery period as he considers to be justified by the circumstances of the case and his decision shall be final, conclusive and binding. If and when additional time is granted by the INCOIS, the contract/supply shall be read and understood as if it had contained from its inception the delivery date as extended.

9. Patent Indemnification Clause: The Contractor shall indemnify and keep indemnified the purchaser from and against any and all claims, action, cost charges and expenses arising from or for infringement of patent rights, copy right and other protected rights of any design, plans, diagrams drawings in respect of the stores supplied by the contractor or any of the manufacturing methods or process adopted by the contractor for the stores supplied under the contract. In the event of any claim being made or action being brought against the purchaser in respect of the matter referred above, the contractor shall promptly be notified thereof and he shall at his own expense, conduct all negotiations for settlement of the same and any drawings, plans or diagrams or any manufacturing methods or of patent or any other protected rights and use thereof is at no costs to the latter, the rights to continue using the same or to the extent it is possible to replace the same so as to avoid such infringement and subject to approval by the purchases or modify them so that they become non-infringing but such modifications shall otherwise be to the entire satisfaction of the purchaser. The provision of this clause shall remain effective and binding upon the contractor even after the completion, expiration or termination of the contract.

10. Conflict of Interest Customs requires that FIRM provide professional, objective and impartial advice and at all times hold the Customer’s interests paramount, strictly avoid conflicts with other assignments/jobs or their own corporate interests and act without any consideration for future work. Without limitation on the generality of the foregoing, Consultants and any of their affiliates shall be considered to have a conflict of interest and shall not be recruited under any of the circumstances set forth below:

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Conflict activities (i)-A firm that has been engaged by the Customer to provide goods, works or Assignment/job other than consulting assignment/job for a project, and any of its affiliates, shall be disqualified from providing consulting Assignment/Job related to those goods, works or Assignment/job. Conversely, a firm hired to provide consulting assignment/job for the preparation or implementation of a project and any of its affiliates, shall be disqualified from subsequently providing goods or works or Assignment/job other than consulting Assignment/job resulting from or directly related to the firm’s consulting Assignment/job for such preparation or implementation. For the purpose of this paragraph, Assignment/job other than consulting Assignment/job are defined as those leading to a measurable physical output. Conflicting Assignment/job: The firm (including its personnel and Sub Consultants) or any of its affiliates shall not be hired for any Assignment/job that, by its nature may be in conflict with another Assignment/job of the Consultant to be executed for the same or for another Employer. Conflicting Relationships-THE FIRM (including its personnel and Sub-Consultants) that has a business or family relationships with a member of the Employer’s staff who is directly or indirectly involved in any part of (i) the preparation of the Terms of Reference of the Assignment/job (ii) the selection process for such Assignment/job, or (iii) supervision of the Contract, may not be awarded a Contract, unless the conflict stemming from this relationship has been evolved in a manner acceptable to the Customer throughout the selection process and the execution of the contract. Consultants have an obligation any situation of actual potential conflict that impacts their capacity to serve the best interests of the Customer, or that may reasonably be perceived as having this effect. Any such disclosure shall be made as per the Standard forms of technical proposal provided herewith. If the FIRM fails to disclose said situations and if the FIRM comes to know about any such situation at any time, it may lead to the disqualification of the Consultant during bidding process or the termination of its contract during execution of assignment.

11. Other terms and conditions

a) Intending tenderers or their authorized representatives will be at liberty to be present at the time of opening of tender on the specified date as given in this Tender Document. If the date fixed for opening of the tender is declared to be a holiday, at a later date the tender will be opened at the same time on the next working day following the holiday or holidays.

b) The Director, INCOIS reserves the right to choose, accept or reject any of all

requests/offers, in full or part, at any stage, reduce or increase the quantity without assigning any reasons therefor.

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c) Director, INCOIS further reserves the right to split the order among more than one tenderer if considered necessary. INCOIS will not be responsible for any postal losses or delays in submission of documents. The tender documents are non-transferable.

Annexure – 1 About NIO-Intranet application: The National Institute of Oceanography (NIO) with its headquarters at Dona Paula, Goa, and regional centers at Kochi, Mumbai and Vishakapatnam, is one of the 38 constituent laboratories of the Council of Scientific & Industrial Research (CSIR), New Delhi. Office Automation at NIO is based on Lotus Notes 8.01. The Intranet portal developed enables staff to make use of various modules to get their administrative work done. All these modules are well developed and integrated with each other. Some of the modules and the module description are provided herewith for information of the vendors.

S.No. Module Name Description

Administrative Management Application

1. Annual Performance

Appraisal module

This database keeps track of the publications, copyrights, patents and annual performance appraisals of NIO staff. When any paper is published, patent or copyright registered, the author or owner registers it in this database…

2. The Diary module

This module tracks the file movement. User can mark/forward any document amongst the following agenda, Bill, Deputation, Draft for approval, Email, Fax, File, Letter, List, Note, Office Memo, Others, Project Proposal, Tour, Minutes, Purchase Order, Enquiry, Cheque/DD…

3. Leave module

This module keeps track of leave details of employees, Using this module, an employee can apply for leave online; he can revise his leave, submit joining report, check for balance leave and can view status of his

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leave applications.

4. Travel module

This module helps NIO Permanent / Temporary Staff to put their tour iternaey, help higher authorities with an autogenerated mail intimation to approve request and helps Bills section with an autogenerated DA calculation.

5. Notices module

This module helps NIO Permanent Staff to put notice, link it with venue, facility to archive old notices, facility to approve notice.

6. Online Job module

This module helps outside candidates to apply for regular post at NIO hence helps NIO to maintain everything electronically.

7. Photocopy module This module helps NIO Users to keep log of Photocopies.

8. Reimbursement

module • Telephone

This module helps NIO Staff (as per their eligibility) to claim for telephone bill.

9. Gate pass module

This module is used by NIO (ITG - Facility Management) for taking out and bringing in PC related modules.

10. Business development

group module This module helps Project leaders to submit their proposals online, extend proposals, and submit honorarium proposals with automatic calculations.

11. Booking module

• Vehicle • Venue • Guest House

1. Vehicle Booking Module helps NIO Users to book their vehicle, take print and helps them to electronically approve them.

2. Venue booking module helps NIO users to book their venue, link it with notice, electronic approvals, keeping track of venue.

3. Guest house booking helps NIO users to book their Guest House accommodation and helps approving authority to approve it electronically with automatic mail

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intimation.

Purchase Management Application

1. Indigenous requisition

This module allows employee who needs to purchase an indigenous item can key in the indent using this form, which is electronically forwarded for approvals.

2. Imports requisition

This module allows employee who needs to purchase an imported item can key in the indent using this form, which is electronically forwarded for approvals.

3. Purchase Cash

advances requisition

This module allows employee who needs to avail an purchase advance can key in the indent using this form , which is electronically forwarded for approvals.

4. Rate Contract

requisition The purchases under rate contract can be done using this requisition form.

5. Annual Maintenance Contract requisition

This module is used to renew AMC’s .

6. Online quotations (Proprietary/Limited/Open-Web)

Using this module purchase dept generates enquiries, which are mailed to different suppliers and call for quotations.

7. Online Purchase Proposals

Using this module purchase proposal is prepared and put up for committee approval.

8. Online Purchase Order Online purchase orders are generated and mailed to

vendors using this module.

10. Tender Module

This module helps Administration, Purchase and Estate Management group to submit their tenders and newspaper format and website format is generated automatically in bilingual.

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Stores Inventory Management Application 1. Bill Movement Register This module keeps track of all the bills received.

2. Receipt Register Material arrived at stores without invoices are first

entered in receipt register.

3. Daily Receipt Register Material arrived at stores with invoices are entered in

daily receipt register.

4. Stores Receipt

Voucher 5. Stores Issuse Voucher

These are the vouchers a user has to generate and submit to stores for issue of material.

6. Issue Control Register This module keeps track of all issue vouchers received

at stores.

7. Asset register(Non

consumable) This module has inventory of all non consumable items.

8. Gift and sample register

Stores details of all gifts received at stores

9. Livery Register Stores details of liveries issued to employees.

10. Consumable Stock

register

This module has inventory of all consumable items.

11. Discrepancy Register All Discrepancy in material received at stores is logged in using this module.

Human Resources Application

1. Employee/Students

module • Manpower Information System (Permanent/ Temporary)

This module maintains the records of temporary and permanent staff

2. Vacancy Requisition / The recruitment indent is put by permanent staff and it

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Extension for temporary staff

undergoes approvals and then soft copy goes for newspaper printing.

The extension indent is put only by project leader. It undergoes the necessary approval and date is automatically set on employee database

3. International Science &

Technology Affairs Group module

Scientific Application

1. Analytical Facility

module Using this module, employee can put up an application for using an analytical facility which is later forwarded for approvals.

2. Data Centre Modules User can view cruise summary, download inventory &

meta data of geophysical & geological data. Can also view details of sponsor project, pending cruise data. Can also download formats for data submission.

3. Live Access Server The main purpose of the LAS is to view various

Oceanographic Datasets graphically. It provides an interface, where in a user can select a particular variable in a dataset, select a region of interest, can put some constraints and LAS will enable the user to:--> Visualize data with on-the-fly graphics.--> Request custom subset of variables in a choice of file formats (netcdf, ascii, text, animation, Plot to Google Earth).

4. Research Vessel

Management Modules • Ship Position/Messages • Uploading Cruise Reports

Details of ship cruise report

Accounts Application

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1. Bill register module Bill register is an electronic document that corresponds

to a single bill in accounts department with foll. sections 1. Inward Entry 2. Dealing Assistant 3. Cheque Printing

2. Financial Approval module

3. Income Tax module This database stores Form-16 of all staff 4. Funding Module This module keeps track of the project fund details.

Maintains the sanctions, commitments and balance amount of the projects

5. Cheque printing module

This module involves generation of voucher numbers for each bill and printing the cheques along with generation of different forwarding letters

Other modules

1. Hardware/Software

Complaints Module

This module helps Nio User to submit their complaints which is then traced by FM group and then forwarded to vendors.

2. Job allocation modules

This module helps different divisions to allocate jobs to different staff and then it can be traved.

3. Office Automation

Development module In this module all the links to respective applications is possible with single login.

4. Customisation of an

Intranet Page (Specialisation, Photocopy Usage and Birthday greetings)

This module helps NIO Staff to submit / update their specialization which is then automatically updated in manpower record.

The above list of modules is only indicative and does not cover all the modules.