TENDER NO. NICSI/Webcasting and VC Services/2017/09 · PDF fileMinistry of Electronics &...

No. 10(10)/2017-NICSI

NATIONAL INFORMATICS CENTRE SERVICES INC. (NICSI)

(A Government of India Enterprise under NIC)

Ministry of Electronics & Information Technology

Hall No. 2&3, 6th Floor, NBCC Tower,

15, Bhikaji Cama Place, New Delhi – 110066.

Tel – 26105054, Fax - 26105212

TENDER NO. NICSI/Webcasting and VC Services/2017/09

Request for Proposal for empanelment of agencies to provide Webcasting and Video

Conferencing services

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Disclaimer

The sole objective of this document (the Request for Proposal or the RFP) is to solicit Techno

commercial offers from interested parties for taking part in the empanelment process leading to

empanelment of vendor(s) for the scope of work as mentioned in this document. While this

document has been prepared in good faith, no representation or warranty, express or implied, is

or will be made, and no responsibility or liability will be accepted by NICSI or any of their

employees, advisors or agents as to or in relation to the accuracy or completeness of this

document and any liability thereof is hereby expressly disclaimed.

Interested Parties may carry out their own study/ analysis/ investigation as required before

submitting their Techno commercial proposals.

This document does not constitute an offer or invitation, or solicitation of an offer, nor does this

document or anything contained herein, shall form a basis of any agreement or commitment

whatsoever.

NICSI Representatives, its employees and advisors make no representation or warranty and shall

incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or

completeness of the RFP Document

Some of the activities listed to be carried out by NICSI subsequent to the receipt of the responses

are indicative only. NICSI has the right to continue with these activities, modify the sequence of

activities, add new activities or remove some of the activities, as dictated by the best interests of

NICSI.

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FACT SHEET

Date of publication of tender document

18/01/2018

at e-procurement site https://eprocure.gov.in/cppp/ &

http://nicsi.com/tenders

Tender Category

(Services/Goods/works) Services

Empanelment Size Up to 2 vendors for each financial sub-annexure

Bid Validity 180 days from the last date of bid submission

Earnest Money Deposit (EMD)

Amount:

Rs 1,00,000 (One Lakh Only)

Instrument:

Demand draft OR Bank Guarantee in favor of National

Informatics Centre Services Incorporated, payable at New

Delhi valid for a period of 12 months from the date of

publication of the tender document

Last date of submission of queries 2 days before the pre-bid meeting

Number of Covers/Packets (2/3/4) in e-

Proc portal

2 Cover – (EMD + Pre-qualification +

Technical) and Financial.

3 Cover - (EMD + Pre-qualification),

Technical and Financial.

4 Cover– EMD, Pre-qualification,

Technical and Financial.

4 Cover

Validity of Empanelment

2 years from date of empanelment

Plus 1 year extension upon mutual consent. NICSI

reserves the right to call for revised financial bids from

technically qualified bidders.

Minimum Period for revision of

rates/updation of technology. This will

be done for amongst all technically

qualified bidders.

Six Months or Union Budget.

Pre-bid Meeting

02/02/2018 at 1130 Hrs. to be held at

National Informatics Centre Services Inc., Hall No. 2 & 3,

1st Floor, 15 NBCC Tower, Bhikaji Cama Place, New

Delhi-110066

https://eprocure.gov.in/cppp/

http://nicsi.com/tenders

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Last date and time for Bid submission

22/02/2018 at 1500 Hrs

Proposals that are received late WILL NOT be considered

in this procurement process

Opening of Bids 23/02/2018 at 1530 Hrs

Opening of

Commercial Bids To be Informed Later

Address for Communication

Tender Division NICSI

National Informatics Centre Services Inc.

1st Floor, 15 NBCC Tower,

Bhikaji Cama Place,

New Delhi 110066

Email: [email protected]

Phone: 011-26767300

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TABLE OF CONTENTS

FACT SHEET ................................................................................................................................ 3

1 INTRODUCTION.................................................................................................................... 6

2 OBJECTIVE ............................................................................................................................ 6

3 SCOPE OF WORK.................................................................................................................. 7

4 TERMS AND CONDITIONS ............................................................................................... 11

5 INSTRUCTIONS TO BIDDERS ......................................................................................... 14

6 CRITERIA FOR EVALUATION ........................................................................................ 18

7 BID OPENING AND EVALUATION ................................................................................. 19

8 SECURITY DEPOSIT AND PERFORMANCE BANK GUARANTEE ......................... 23

9 TERMINATION OF CONTRACT...................................................................................... 24

10 PRICE VARIATION/REVISION ..................................................................................... 25

11 AWARD OF WORK ........................................................................................................... 26

12 DELIVERY OF SERVICES .............................................................................................. 27

13 PAYMENT TERMS AND PENALTY .............................................................................. 27

14 CONFIDENTIALITY AND SECURITY ......................................................................... 28

15 INDEMNITY ....................................................................................................................... 28

16 LIMITATION OF LIABILITY ......................................................................................... 29

17 FORCE MAJEURE ............................................................................................................ 29

18 DISPUTE RESOLUTION .................................................................................................. 30

19 APPLICABLE LAW .......................................................................................................... 30

ANNEXURE 1 - COVERING LETTER FOR BID ............................................................... 31

ANNEXURE 2 - ELIGIBILITY CRITERIA ......................................................................... 33

ANNEXURE 3 - TECHNICAL REQUIREMENTS .............................................................. 36

ANNEXURE 4 - FINANCIAL BID PROFORMA ................................................................ 39

ANNEXURE 5 - SELECTION OF L1 BIDDER AND PANEL FORMATION ................. 56

ANNEXURE 6 - BID SUBMISSION PROCEDURE ............................................................ 58

ANNEXURE 7 - PAYMENT TERMS AND PENALTY ....................................................... 63

ANNEXURE 8 - PROJECT EXPERIENCE .......................................................................... 65

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1 INTRODUCTION

a) National Informatics Centre Services Incorporated (NICSI) was set up in 1995 as a Section

25 company (Now Section 8 Company) and is the corporate extension of National

Informatics Centre (NIC), Ministry of Electronics & Information Technology (MeitY),

Government of India.

b) To discharge the social obligations of the Government in Information Technology domain,

NICSI in association with NIC has designed and developed major software and technology

infrastructures for various Government departments both at the Centre and in the States.

c) NICSI plays the role of a facilitator and actual requirement usually come from the end user.

NICSI floats the tenders through various advertisements based on anticipated requirements

(as per past practice) and finalizes the rates.

2 OBJECTIVE

1. NICSI has been providing live webcasting and video conferencing services for various

National and International events and 24x7 live webcast of Doordarshan News, CEC, UGC

etc.

2. NICSI's webcast service offers a turnkey solution for an event, bringing onsite production,

hosting, and streaming to millions of online viewers. The streaming delivery infrastructure

setup is already in place at NIC Headquarters (New Delhi) including Encoders/ Decoders and

Servers.

a. Live Webcast: The transmission of live or pre-recorded audio or video to personal

computers and mobile devices over the Internet.

b. On-Demand Webcast: Pre-recorded clips are delivered, or streamed, to users upon

request. A user who clicks a link to an on-demand clip watches the clip from the

beginning

3. The scope of the project envisages all services related to webcasting including

a. Video and audio capturing

b. Mixing and webcasting

c. Video conferencing

4. NICSI intends to empanel vendors across multiple regions in India which are defined as

follows:

S.

No Region States

1. North Haryana, Himachal Pradesh, Jammu & Kashmir, Punjab, Rajasthan and

Union Territory of Chandigarh;

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S.

No Region States

2. North – East Assam, Arunachal Pradesh, Manipur, Tripura, Mizoram, Meghalaya and

Nagaland;

3. Central Chhattisgarh, Uttrakhand, Uttar Pradesh and Madhya Pradesh

4. East Bihar, Jharkhand, Odisha, Sikkim and West Bengal;

5. West Goa, Gujarat, Maharashtra and the Union Territories of Daman and Diu

and Dadra and Nagar Haveli

6. South Andhra Pradesh, Karnataka, Kerala, Tamil Nadu and the Union

Territory of Puducherry

7. NCR National Capital Territory of Delhi

5. Bidder can apply to any number of regions for the purpose of getting empaneled in these

regions

6. Empaneled bidders in a particular region can be assigned work in any of the State in the

respective region.

7. NICSI also intends to empanel agency for webcasting of election booths to broadcast and

monitor LIVE election process from a distant polling station. This helps to keep a check on

illegal activities such as booth capturing, money distribution and bogus voting to bringing

about complete transparency.

3 SCOPE OF WORK

3.1 Webcasting Services

Webcasting Services can be defined as per the flow diagram shown below:

PC with Audio

Visual card &

FMLE 3.2

Software

Audio Video

Scope of Work for Bidders

Broadband

Leased Line

Streaming

Server

Web Server

Internet

Scope of Work for NICSI Users

Figure 1: Webcasting Service

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The various components of the webcasting services are defined below:

A. Event Capture

Event capture will include capturing of video and audio of live action of the event.

Multiple video cameras will record the event from various positions to give different

perspective to the audience. Each audio source will have its own microphone to capture

sound. Both video and audio sources will send the signals to respective mixing boards.

B. Mixing and Recording

The audio mixing board has separate channels for each audio input for which the volume

of each channel is adjusted, and then combined with the other channels to create a mixed

audio signal. The console has multiple inputs (from video cameras, a video play deck for

titles and roll-ins, and the audio mixing board) and multiple outputs (to the encoding

system, preview monitors, and video recorder). Throughout the webcast, an operator

switches from one video input to another so viewers can see live action from the best

perspective. The video switching console displays each video input (camera 1, camera 2,

video playback) on a separate video monitor for the operator to preview. Throughout the

webcast, the video switching console adds the mixed audio signal to the selected video,

and then transmits a composite (picture + sound) video signal to the video recorder and

the encoding system. For archiving and subsequent editing, a video recorder records the

composite video signal.

C. Encoding and streaming

The bidder has to setup encoder at the on-site premises to capture and stream live from

venue in multi bit rate in SD or HD quality.

3.2 Detailed Scope of Work

3.2.1 Events and conferences: Streaming server and Network shall be provided by

NICSI/user

A. The entire scope of work for the empaneled bidders has been divided into three stages:

Pre Event

During the Event

Post Event

B. Pre Event Activities

Selected vendor will start the planning of the event in advance of the event

Selected vendor may have to undergo through security clearance for some events.

Selected vendor should provide required information for the same.

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During the event planning infrastructure required for event capture should be

discussed. Adequate cameras, microphones, display screens etc. should be

provided as per the client’s need.

Selected vendor will provide proper consultancy/ guidance about the

infrastructure (like air-conditioning, acoustics, lighting arrangement, power

supply, network points, etc.,) required to prepare the installation site. Also,

selected vendor will provide design for layout at each location and install &

commission accordingly.

Selected vendor will share details of the manpower involved for the event in

advance of the event

Selected vendor shall equip the location with all the s required for webcasting in

advance of the event. Selected vendor should install, check and commission the s

in advance so as to make webcasting operational on the day of event.

Selected vendor should provide all latest s as per the specifications provided in

the tender document

All charges for handling and delivering the s to the site shall be included in the

total order value. Selected vendor shall include cost of transportation of s,

manpower and any other logistics cost in the financial bid. Purchaser would not

be liable to pay any extra cost to the selected vendor.

C. During the Event Activities

Selected vendor would be responsible for providing the webcasting services to

the client. Webcasting services can be divided into two types:

o Capturing the event through camera, PA system etc.

o Mixing and encoding the event when live A/V feed is provided

It should be noted that the selected vendor may be appointed by the client for

either of these services or both the services.

As detailed in Clause 6.1, selected vendor would be responsible for Event

Capture, Mixing, Recording and Encoding the event. Encoded signal needs to be

provided to NIC/NICSI which in turn would distribute the signal through its own

Data Centre and servers.

The selected vendor shall provide professionally skilled manpower, experienced

in the field of installation, commissioning, webcasting an event and recording

locally.

The selected vendor shall keep a standby of technical staff to mitigate risk of any

untoward incident.

The selected vendor shall provide safeguard by ensuring stable source of power in

the webcast venue, uninterrupted power supply in the event of power failure, the

power conditioner to mitigate spikes and a back-up encoder in consultation with

client.

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All sessions shall be recorded into Digital Video Format only and would be

handed over to client at the end of the event.

The selected vendor shall work for entire day on site as required by the event.

Single web feed will comprise of one event. Number of cameras and coverage in

number of rooms/ area shall not define the event.

Selected vendor should cover the entire event as per client’s requirement.

D. Post Event Activities

The vendor has to submit complete raw video recorded, digital copy and streamed

video to the client

The selected vendor shall be responsible for packing & removing from location of

event, post completion of webcasting.

The selected vendor after successfully completing the webcasting of an event

would be required to take a Satisfaction Certificate from the client. The payment

shall be made upon producing the satisfaction certificate at NICSI.

3.2.2 Election booths

A. The vendor is required to deploy encoder with min. 2 MP camera & MIC, operator if

required, broadband/USB network connectivity at the site

B. The vendor shall upload the live streaming on their own cloud or third party cloud or

NIC streaming media servers/cloud

C. The vendor shall provide stream security to protect un-authorized view or stream theft

D. The live streams should be password/PIN protected

3.3 Required features of webcasting

1. Audio/Video coverage of the sessions through professional quality DV cameras if assigned

2. Mixing of Cameras Out/PC out/ HDMI/ Svideo/ DVI and can produce master out for further

processing/streaming

3. The mixing device should be capable of provide special effect/wipes with PIP features

4. Recording of sessions in DV format

5. Live streaming of sessions in Flash/Windows/MP4 or any other popular formats

6. The webcast should be able to stream live multimedia content to mobile phones of different

platforms

7. Webcast should have feature to synchronize the presentation slides of the presenter with live

webcast. The slides should be shown on the webcast page separately from the video for good

visibility for low speed webcast

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8. Webcast should stream HD videos for better quality video. Therefore bidder is required to

provide HD for capturing of the live event.

9. Webcast should be streamed in multiple bit rates and multiple resolution format

10. The bidder should be able to stream media files with HTTP live streaming technology with

multiple bit data rates.

11. Webcast should support adaptive streaming i.e. supported to various mobile devices as well.

12. Webcast should have high error correction rate

13. Webcast should work with least buffering

14. Adequate Audio codecs should be used to support desktops and mobile devices with various

popular operating environment.

3.4 Services to be provided by NICSI

1. NICSI will provide details of the client to the selected vendor for providing webcasting

services. NICSI will issue work order for the same to the selected vendor.

2. NICSI/NIC//User will provide Streaming Server and Internet connectivity required for

webcast.

4 TERMS AND CONDITIONS

3. NICSI will form a panel of vendors for the period of empanelment as per “FACT SHEET”.

4. As per CVC Circular No.03/01/12 dated 13.1.2012:

a. In a tender, either the Indian Agent on behalf of the OEM or the OEM itself can

bid but both cannot bid simultaneously for the same item/product in the same

tender.

b. If an agent submits bid on behalf of any OEM, the same agent shall not submit bid

on behalf of another OEM.

c. Multiple agents of the same OEM cannot participate in bid for the same

item/product.

5. As a matter of policy and practice and on the basis of Notification published in Gazette of

India dated 14th March, 1998, it is clarified that services of the agency selected through this

tender can be availed by both National Informatics Center [NIC] and National Informatics

Center Services Incorporated [NICSI], as the case may be depending on the project, and the

selected agency shall be obliged to render services to both or any of these organizations as

per the indent placed by the respective organization. In other words, the empanelment

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through this tender remains applicable for NIC as well, and in the event of rendering services

to NIC, the selected vendor shall discharge all its obligations under this tender vis-à-vis NIC.

Any default or breach in discharging obligations under this tender by the selected vendor

while rendering services to NIC, shall invite all or any actions / sanctions, as the case may be,

including forfeiture of security deposit.

6. All terms and conditions governing prices and supply given above, as applicable to NICSI,

will be made equally applicable to NIC.

7. In the event of an empaneled company or the concerned division of the company being taken

over /bought over by another company, all the obligations and execution responsibilities

under the agreement with the NIC/NICSI, should be passed on for compliance by the new

company in the negotiation for their transfer.

8. All bidders/empaneled agencies agree with NICSI for honoring all aspects of fair trade

practices in executing the work orders placed by NICSI.

9. If the name of the product is changed for describing substantially the same in a renamed

form; then all techno-fiscal benefits agreed with respect to the original product, shall be

passed on to NICSI and the obligations with NICSI taken by the Vendor with respect to the

product with the old name shall be passed on along with the product so renamed.

10. The empanelment under this tender is not assignable by the selected agency. The selected

agency shall not assign its contractual authority to any other third party. The vendor should

not assign or sublet the empanelment or any part of it to any other agency in any other form

than defined in this tender. If found doing so, shall result in termination of empanelment and

forfeiture of Security Deposit.

11. In case the empaneled vendor is found in breach of any condition(s) of tender or supply

order, at any stage during the course of supply / installation or warranty period, the legal

action as per rules/laws, shall be initiated against the vendor and EMD/Security Deposits

shall be forfeited, besides being liable to be debarred for a period of three years, for further

dealings with NICSI.

12. No commitment of any kind, contractual or otherwise shall exist unless and until a formal

written contract has been executed by NICSI. NICSI may cancel this tender/empanelment at

any time prior or after the empanelment being executed by NICSI.

13. NICSI may use this tender for executing any projects anywhere in India during the validity of

this tender.

14. NICSI, without assigning any reason can reject any tender(s), in which any prescribed

condition(s) is/are found incomplete in any respect and at any processing stage.

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15. The empaneled vendor should not use NICSI empanelment to take orders directly from any

other departments. Doing so will result in cancellation of empanelment and forfeiture of

Security Deposit and the vendor will be debarred from participating in any NICSI Tender for

at least three years.

16. The decision of NICSI arrived during the various stages of the evaluation of the bids is final

& binding on all bidders.

17. Printed/written conditions mentioned in the tender bids submitted by vendors will not be

binding on NICSI.

18. Upon verification, evaluation / assessment, if in case any information furnished by the bidder

is found to be false/incorrect, their total bid shall be summarily rejected.

19. NICSI will not be responsible for any misinterpretation or wrong assumption by the bidder,

while responding to this tender.

20. NICSI may by written notice sent to the empaneled bidder; terminate the work order and/or

the empanelment, in whole or in part at any time of its convenience. The notice of

termination will specify that termination is for NICSI’s convenience, the extent to which

performance of work under the work order and /or the empanelment is terminated, and the

date upon which such termination becomes effective. NICSI reserves the right to cancel the

remaining part and pay to the selected vendor the amount for partially completed Services.

21. During the empanelment period, if the empaneled product becomes end of life, the

empaneled vendor must ensure that an equivalent or better product is offered to NICSI at the

same rates. Due to any unavoidable circumstances, if the vendor is not in a position to

execute future orders, NICSI should be intimated the same with convincing justifications, at

least three months in advance. NICSI will conduct independent enquiry about such claims

and the availability of equivalent/better product. The decision arrived at by NICSI in such

matters will be final. If the inability shown by the vendor is only due to some

financial/technical reasons, such requests will not be considered. However for all cases in

which the User Department has transferred fund to NICSI for procurement, the vendor must

supply equivalent or better product to fulfill NICSI’s obligation to the User Department. Any

failure to adhere to this will result in forfeiting the Security Deposit and debarring the vendor

from participating in NICSI tenders for minimum three years.

22. In case an empaneled vendor is found in breach of any condition(s) of tender or work order,

at any stage during the course of service, appropriate action as per rules/laws, may be

initiated against the vendor and Security Deposit shall be forfeited, besides debarring the

bidder concerned for at least three years, for further dealings with NICSI.

23. The bidder shall be solely responsible for discharge of all the legal obligations/ statutory

requirements under various labour legislations as may be in force from time to time so far as

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the workmen engaged by him for this work are concerned. Such engaged manpower or the

bidder will have no right or claim of any kind from NICSI or its clients.

24. Staff of the agency must carry Identity card issued by the agency while on duty at NICSI or

client site. Be it private or public areas, the employees are to be frisked/ checked by the

security personnel, both while entering and leaving the premises

25. NICSI will not reimburse any amount towards Provident Fund, Employees Insurance or

Bonus or any other funds/contribution in the scheme which Government may make it

mandatory or introduce in future. These issues must be settled between the empaneled

agencies and the manpower engaged by them from time to time as per the government rules

and regulations.

26. The responsibility of fulfilling the requirements of EPF, ESIC and other allowances of the

engaged manpower shall be of the empaneled agency. In case the engaged manpower wishes

to avail benefits (like Maternity leave etc.) in accordance with labour regulations, it is the

responsibility of the empaneled agency to adhere to such regulations. NICSI or its clients

shall remain indemnified of any conflict of such nature arising between the agency and its

employees. NICSI may ask the empaneled agency to submit documentary proofs of such

nature as and when need arises.

27. Outsourcing/Consortiums/Sub-contracting is not allowed for the purpose of participating in

this RFP.

5 INSTRUCTIONS TO BIDDERS

5.1 Availability of Tender Documents

The tender document is available at e-procurement site https://eprocure.gov.in/cppp/ &

http://nicsi.com/tenders.

Prospective bidders desirous of participating in this tender may view and download the tender

documents free of cost from the above mentioned website.

At any time prior to the last date for receipt of bids, NICSI may, for any reason, whether at its

own initiative or in response to a clarification requested by a prospective bidder, modify the

tender documents by an amendment/corrigendum. Any such corrigendum shall be deemed to be

incorporated into this RFP.

The amendment/corrigendum will be notified at the above mentioned websites, which will be

binding on the prospective bidders to consider for quoting.

NICSI reserves the right to cancel this tender or modify the requirement at any stage of Tender

process cycle without assigning any reasons. NICSI will not be under obligation to give

clarifications for doing the aforementioned.

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5.2 Compliant Proposals / Completeness of Response

1. 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 and forfeiture of the bid security.

2. Failure to comply with the requirements of this paragraph may render the Proposal

noncompliant 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.

3. Undertaking for subsequent submission of any of the required documents will not be

entertained under any circumstances

5.3 Pre-Bid Meeting

1. NICSI shall hold a pre bid meeting with the prospective bidders as per the schedule

mentioned in “FACT SHEET”.

2. The queries should be sent to NICSI in the following format (preferably in an excel file)

through email at [email protected].

Company name M/s.

S.

No.

RFP Page No. Relevant Section /

Annexure of RFP

Relevant

Content from

RFP

Vendor’s Query

/ Comment

3. NICSI shall not be responsible for ensuring that the bidders’ queries have been received by

them. Any requests for clarifications post the indicated date and time may not be entertained

by NICSI.

4. NICSI will endeavor to provide a complete, accurate, and timely response to all queries

raised by the bidders. However, NICSI makes no representation or warranty as to the

completeness or accuracy of any response, nor does NICSI undertake to answer all the

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queries that have been posed by the bidders and bidders shall not assume that their

unanswered queries have been accepted by NICSI.

5.4 Time Schedule

As per “FACT SHEET”.

No Bid will be accepted after the expiry of the above mentioned time schedule

In order to allow bidders a reasonable time to take the amendment/corrigendum(s) into account in

preparing their bids, NICSI, at its discretion, may extend the deadline for the submission of bids.

5.5 Bidding Cost

The bidder shall bear all costs associated with the preparation and submission of their bids.

NICSI will, in no case, be responsible or liable for those costs, regardless of the outcome of the

tendering process

5.6 Right to Terminate the Process

NICSI reserves the right to accept or reject any proposal, and to annul the bidding process and

reject all proposals at any time prior to award of empanelment, 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 actions taken by NICSI.

NICSI makes no commitments, express or implied, that this process will result in a business

transaction with anyone.

5.7 Language of the Bid

The Bid prepared by the Bidder, as well as all correspondence and documents relating to the Bid

exchanged by the Bidder and NICSI shall be written in English. Supporting documents and

printed literature furnished by the bidder may be in another language provided they are

accompanied by an accurate translation of the relevant pages in English. For the purposes of

interpretation of the bid, the translation shall govern. Information supplied in another language

without proper translation shall be rejected.

5.8 Rights to the content of the Bid

All bids and accompanying documentation of the proposal will become the property of NICSI

and will not be returned after bid opening. The Commercial proposals that are not opened will be

returned to the bidders. NICSI is not restricted in its rights to use or disclose any or all of the

information contained in the proposal to experts/ consultants engaged in the evaluation of bid

responses and can do so without compensation to the bidders. NICSI shall not be bound by any

language used by the bidder in the proposal indicating the confidentiality of the proposal or any

other restriction on its use or disclosure.

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5.9 Validity of Bids

1. The bids shall be valid for a period as per “FACT SHEET”. A proposal valid for a shorter

period shall be rejected as nonresponsive.

2. On completion of the validity period, NICSI may (if required) request the Bidder(s) for an

extension of the period of validity. The validity of the EMD as requested should also be

suitably extended if called upon to do so by NICSI. The request and the responses thereto

shall be made in writing.

5.10 Earnest Money Deposit (EMD) / Bid Security

1. Bidders shall submit, along with their Proposals, an EMD as per the details given in “FACT

SHEET”.

2. The bid security of all unsuccessful bidders will be refunded by NICSI at the earliest. The

EMD of successful Bidder would be returned upon submission of Security Deposit.

3. The EMD amount is interest free and will be refundable to the unsuccessful Bidders without

any accrued interest on it.

4. Firms/suppliers, who fall under the category of Micro and Small Enterprises (MSEs) as

defined in MSE Procurement Policy issued by Department of Micro, Small and Medium

Enterprises (MSME) shall be considered for exemption from furnishing the EMD. In such

cases, an attested copy of the VALID Registration Certificate/NSIC Certificate must be

furnished. Mere registration as a SSI Unit does not qualify the Firm for exemption from

furnishing the EMD.

5. Proposals not accompanied with the EMD or containing EMD with infirmity(ies) (relating to

the amount or validity period etc.), mentioned above, shall be summarily rejected.

6. The EMD may be forfeited in the event of:

a. A Bidder withdrawing its bid during the period of bid validity

b. A successful Bidder failing to sign/accept the subsequent contract/empanelment in

accordance with this RFP

c. The Bidder being found to have indulged in any suppression of facts, furnishing of

fraudulent statement, misconduct, or other dishonest or other ethically improper

activity, in relation to this RFP

d. A Proposal containing deviations (except when provided in conformity with the RFP)

conditional offers and partial offers.

7. Mailing address for EMD is as provided in FACT SHEET.

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5.11 Bid Submission Process

Submission of bids has to be in accordance with the instructions given in “ANNEXURE 2 - BID

SUBMISSION PROCEDURE”

6 CRITERIA FOR EVALUATION

6.1 Eligibility Evaluation Criteria

1. Eligibility Criteria is given in the ANNEXURE 2 - ELIGIBILITY CRITERIA and it must be

filled up.

2. Bidder is to fill the above annexure and indicate the page numbers of the supporting

document in the proof while submitting response to the eligibility criteria.

3. Documentary evidence for compliance to each of the eligibility criteria must be enclosed

along with the bid together with the references as required in the ANNEXURE 2 -

ELIGIBILITY CRITERIA.

4. Relevant portions, in the documents submitted in pursuance of eligibility criterion mentioned

above, shall be highlighted and all pages of the bid document should be serially numbered.

5. Bidders must ensure that all required documents have been uploaded/submitted along with

the bid to justify his/her eligibility. If the bid is not accompanied by all the above-mentioned

documents, the same would be rejected.

6. Undertaking for subsequent submission of any of the above document will not be entertained

under any circumstances.

7. No Additional documents will be asked from bidders at any stage and tenders will be

evaluated on the basis of documents already submitted by the bidder online. However, NICSI

reserves the right to seek clarifications on the already submitted documents.

8. Technical Bid of Eligible Bidders shall be considered for TEC

6.2 Technical Evaluation Criteria

1. Details of equipment/service and Technical Specifications/requirement to be

empaneled/procured are given in ANNEXURE 3 - TECHNICAL REQUIREMENTS.

2. Following is a List of Enclosures which are to be submitted and shall be properly numbered,

indexed along with signatures of the authorized representative of quoting bidder:

a. Necessary detailed technical write up highlighting the features of the quoted items

along with details of sub-assemblies (if any).

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b. Bidder shall furnish a compliance statement (Point-wise) of specifications & features

of offered equipment/sub-systems with the Technical Bid. No deviations in terms &

conditions of the tender document as well as technical specifications (on the lower

side) will be accepted in any case

c. Any other document which the bidder may consider necessary to support the product

/bid.

3. All documents should be submitted electronically in PDF format.

4. Conditional tenders shall NOT be accepted on any ground and shall be rejected straightway

5. Further, Technical Evaluation Committee (TEC) may ask the bidder to provide demo/Proof

of Concept of the selected items/service offered by bidder, as per specifications set out in the

ANNEXURE 3 - TECHNICAL REQUIREMENTS for technical performance evaluation at

NICSI or any other location decided by TEC in specified time limit to be intimated to them.

In case, bidder fails to bring their quoted products within the stipulated time, for whatever

reasons, their bid will not be considered for further evaluation.

6. Financial Bid of Technically Qualified Bidders shall be considered

6.3 Financial Annexure

1. Details for submitting Financial Bids are given in ANNEXURE 4 - FINANCIAL BID

PROFORMA.

2. Bidders can submit their bids for single or multiple sub-annexures (Sub-Annexure 1-8)

presented in different sheets in the excel file to be uploaded on e-proc portal.

7 BID OPENING AND EVALUATION

7.1 Bid Opening Process

1. NICSI reserves the rights at all times to postpone or cancel a scheduled bid opening.

2. Online bids (complete in all respect) received along with BG/Demand Draft of EMD

(Physically) will be opened as mentioned at “FACT SHEET” in presence of bidders

representative, if available. Bid received without EMD will be rejected straight way.

3. One authorized representative of each of the bidders would be permitted to be present at the

time of aforementioned opening of bids.

4. The bidders’ representatives who are present shall sign a register evidencing their attendance.

In the event of the specified date of bid opening being declared a holiday for NICSI, the Bids

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shall be opened at the same time and location on the next working day. However if there is no

representative of the bidder, NICSI shall go ahead and open the bid of the bidders.

7.2 Evaluation Process

1. NICSI will constitute Technical and Financial Proposal Evaluation Committees to evaluate

the responses of the Bidders. The Proposal Evaluation Committees constituted by NICSI

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.

2. Eligibility/Technical evaluation will be done by a Technical Evaluation Committee of

Officers (TEC) and Commercial Proposal will be evaluated by a Financial Evaluation

Committee (FEC).

3. Bidders who meet the eligibility requirements as on the last date of bid submission would be

considered as qualified to move to the next stage of Technical and Financial evaluations.

Financial bids of only those bidders, whose bids found technically qualified, by the Technical

Evaluation Committee, will be opened in the presence of the bidder’s representatives

subsequently for further evaluation.

4. The decision of the Proposal Evaluation Committees 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.

5. NICSI may seek clarifications from the Bidder on the Eligibility, Technical, & Commercial

Proposals.

i. NICSI may seek any specific clarifications or missing document(s) to meet the tender

requirement during the eligibility/technical and commercial evaluation stage.

Irrespective of date of issuance of such document, the document submitted under

clarification should be complying with the tender conditions before last date of

submission of bid. If there is any lack of clarity in the submitted documents, TEC may

ask concerned bidder representative to be present physically to prove their eligibility.

ii. If there are conditions attached to any financial proposal/bid, which shall have bearing

on the total cost, the Financial Evaluation Committee shall reject any such proposal(s)

as non-responsive. However, if the Committee feels it as necessary to seek

clarification on any financial proposal(s) regarding taxes, duties or any such matter,

NICSI may invite response(s) in writing.

iii. NICSI may call for clarifications/missing document(s) from the bidders and give them

reasonable time period i.e. not exceeding more than 15 days. The bidder has the

option to respond or not to respond to these queries.

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iv. If the bidder fails to respond, within the stipulated time period or the

clarification(s)/documents submitted is non-conforming to requirement of tender

conditions, no further time will be given for submitting the

clarification(s)/document(s) and the bid will be summarily rejected.

v. The request for clarification/missing document(s) shall be in writing and no change in

quoted prices or substance of the bid shall be sought, offered or permitted. No post

bid clarification at the initiative of the bidder shall be entertained.

vi. All such clarifications will be sent to the contact person of the bidder indicated in

their proposal by email. All the bidders shall share the additionally asked

documents/clarifications via email on or before the particular date and time (as per

NIC server email time) as mentioned in the email seeking additional

documents/clarification. All documents/ clarifications received up to particular date &

time shall be considered as a part of the offer and evaluated along with the tender. No

document / clarification shall be accepted after the particular date and time as

mentioned in the email.

6. Eligibility proposals will be evaluated as per the Eligibility Evaluation Criteria. Technical

proposals will be evaluated as per the Technical Evaluation Criteria.

7. TEC will shortlist Technical Bids on the basis of technical parameters and features offered.

The short listed Bidders may be asked for a detailed technical presentation/discussion on the

solution and products offered in the bid. Further, Technical Evaluation Committee (TEC)

may ask the bidder to provide demo/Proof of Concept of the selected items/service offered by

bidder, as per specifications set out in the ANNEXURE 3 - TECHNICAL REQUIREMENTS

for technical performance evaluation at NICSI or any other location decided by TEC in

specified time limit to be intimated to them. In case, bidder fails to bring their quoted

products within the stipulated time, for whatever reasons, their bid will not be considered for

further evaluation.

8. TEC may visit the bidder’s premises for technical demonstration/evaluation if required.

NICSI will bear the expenditure towards traveling, boarding & lodging of its technical

officials visiting for technical demonstration/evaluation.

9. For Technical evaluation, bidders have to ensure the availability of appropriate specialist,

along with every type of documentation required, from their organization for interacting with

TEC & evaluation team. In case a bidder does not make the required specialist along with

proper documentation available, then such defaulting bidder shall be taken off the tender

evaluation process and the bid will stand rejected.

10. During Technical Evaluation, no change in the specification of the goods/service will be

allowed. Only quoted products will be evaluated.

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11. Specifications given in the ANNEXURE 3 - TECHNICAL REQUIREMENTS are minimum

specifications that are to be met. However if bidder desires to quote higher specifications, is

free to do so.

12. Bidders will be technically short listed based on the presentation/Technical discussions and

Demonstration/performance evaluation of the selected products/service. The names of

technically short listed bidders will be announced to only those bidders whose bids will

qualify for opening the Financial Bids.

13. No enquiry shall be made by the bidder(s) during the course of evaluation of the tender, after

opening of bid, till final decision is conveyed to the successful bidder(s). However, the

Committee/its authorized representative and office of NICSI can make any enquiry/seek

clarification from the bidders. In such a situation, the bidder shall extend full co-operation.

14. In their own interest the bidders are advised to ensure that the equipment/service

offered by them should conform to all tendered technical parameters/specifications and

are available with them in advance for Technical evaluation. Equipment/service quoted

and not meeting complete tender specifications or lower in specification will not be

considered for evaluation.

7.3 Evaluation of Financial Bids

1. The Financial Bids of the technically qualified Bidders will be opened on a prescribed date in

the presence of Bidder representatives, should they chose to attend the financial bid opening

at the date and time as notified by NICSI

2. If NICSI considers necessary, Revised Financial Bids could be called for from the technically

short-listed Bidders manually, before opening the original financial bids for recommending

the final empanelment.

3. In the event of revised financial bids being called the revised bids should NOT be higher than

the original bids except in case of change in Government levies and Exchange Rate Variation

(ERV); otherwise the bid shall be rejected.

4. There will be NO NEGOTIATION regarding the financial bid.

5. Selection of L1 bidder and panel formation shall be done as per ANNEXURE 5 -

SELECTION OF L1 BIDDER AND PANEL FORMATION

6. Inclusion of MSMEs

In tender, participating Micro and Small Enterprises registered with any of the Bodies listed

in M/o MSME notification dated 23.03.2012 and quoting price within price band of L1+20%

shall be allowed to render services for a portion of requirement by bringing down their price

to L1 price in a situation where L1 price is from someone other than a Micro and Small

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Enterprise and such Micro and Small Enterprise shall be allowed to cater up to 20% of

estimated business though this empanelment.

20% from the 20% of the estimated business (i.e. 4% of the estimated business) offered to the

MSE‟s shall be reserved for MSE’s owned by SC/STs. In the event of failure of such MSE to

participate in tender process or meet tender requirements and L1 price, 4% quantity for MSEs

owned by SC/ST entrepreneurs shall be met from other MSEs.

In case of more than one such Micro and Small enterprise, the supply shall be shared

proportionately (to estimate business) as mentioned in M/o MSME notification dated

23.03.2012.

NICSI will form a panel as per the normal evaluation process and specify the presence of

MSME in its empanelment. The responsibility shall lie with the government user departments

and agencies under their control to make procurements in compliance with the criteria

prescribed in the notified policies & guidelines regarding procurement from MSME.

8 SECURITY DEPOSIT AND PERFORMANCE BANK GUARANTEE

All incidental charges whatsoever such as premium; commission etc. with respect to the

Security Deposit/Performance Bank Guarantee shall be borne by the bidder. The security

deposit/Performance Bank Guarantee may be discharged/ returned by NICSI upon being

satisfied that there has been due performance of the obligations of the bidder under the

empanelment/work orders. However, no interest shall be payable on the security deposit or the

performance bank guarantee.

8.1 Security Deposit

1. All the successful vendors empaneled against this tender, irrespective of their registration

status etc., have to furnish a Security Deposit in the form of a Bank Guarantee from a

Nationalized/Scheduled Commercial Bank for the amount equivalent to the EMD amount.

2. The Security Deposit should be furnished within 15 days from the issuance of Letter of

Empanelment and should be valid till the entire term of the empanelment and for an

additional period of 90 days after the completion of term of empanelment. In case the

duration of the empanelment is extended by NICSI then the successful bidder will have to

extend the Bank Guarantee by that period.

3. Bid security would be refunded to the successful bidder on receipt of Security Deposit.

8.2 Performance Bank Guarantee

1. Vendors shall be required to submit Performance Bank Guarantee of amount equal to 10% of

Purchase/Work order within 15 days from the issue of the purchase/work order.

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2. Performance Bank Guarantee should remain valid for a period of 60 days beyond the date

of completion of all contractual obligations of the supplier including warranty obligations.

3. 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 vendor 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 vendor fails to submit

performance guarantee within the time stipulated, NICSI at its discretion may cancel the

order placed on the selected vendor without giving any notice. NICSI shall invoke the

performance guarantee in case the selected Vendor fails to discharge their contractual

obligations during the period or NICSI incurs any loss due to Vendor’s negligence in carrying

out the project implementation as per the agreed terms & conditions.

9 TERMINATION OF CONTRACT

1. NICSI may, terminate this Empanelment/Work Order by giving the Selected Agency a 30

(Thirty) days prior and written notice indicating its intention to terminate the Contract under

the following circumstances:

a. NICSI is of the opinion that there has been such event of default on the part of the

Selected Agency which would make it proper and necessary to terminate this Contract

and may include failure on the part of the Selected Agency to respect any of its

commitments with regard to any part of its obligations under this Contract.

b. The Selected Agency has failed to commence the provision of Services, or has

without any lawful excuse under these conditions suspended the work for 30

consecutive days.

c. Where it comes to NICSI’s attention that the Selected Agency is in a position of

actual conflict of interest with the interests of the Purchaser in relation to any of

Terms and Conditions of the Contract or has without authority committed breach of

Terms of the Contract in best judgment of NICSI.

d. In the event of the quality of Temporary Staffing Personnel and/or services as per the

Scope of Work under the Contract with NICSI not found acceptable by NICSI/User

Department.

e. The Selected Agency has neglected or failed to observe and perform all or any of the

terms acts, matters or things under this Contract to be observed and performed by it.

f. The Selected Agency has acted in any manner to the detrimental interest, reputation,

dignity, name or prestige of NICSI.

g. The Selected Agency has been declared insolvent/bankrupt.

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2. Consequences of Termination

a. NICSI shall have the right to carry out the unexecuted portion of work either by itself

or through selecting other Empaneled Agency.

b. In the event of termination of this Contract, NICSI shall be entitled to impose any

such obligations and conditions and issue any clarifications as may be necessary to

ensure an efficient transition and effective business continuity which the Selected

Agency shall be obliged to comply with.

c. In the event that the termination of this Contract is due to the expiry of the Term of

this Contract, a decision not to grant any (further) extension by NICSI, or where the

termination is prior to the expiry of the stipulated term due to the occurrence of any

event of default on the part of the Selected Agency, the Selected Agency herein shall

be obliged to provide all such assistance to the successor or any other person as may

be required by NICSI.

d. Where the termination of the Contract is prior to its stipulated term on account of a

default on the part of the Selected Agency or due to the fact that the survival of the

Selected Agency as an independent corporate entity is threatened/has ceased, NICSI

shall pay the Selected Agency for that part of the Services which have been

authorized by NICSI and satisfactorily performed by the Selected Agency up to the

date of termination. Without prejudice any other rights, NICSI may retain such

amounts from the payment due and payable by NICSI to the Selected Agency as may

be required to offset any losses caused to NICSI as a result of any act/omissions of the

Selected Agency.

e. NICSI may take possession of the works and all deliverables of the Selected Agency

and use or employ the same for completion of the work or employ any other Selected

Agency or other person or persons to complete the works. The Selected Agency shall

not in any way object or interrupt or do any act, matter or thing to prevent or hinder

such actions, other Empaneled Agencies or other persons employed for completing

and finishing or using such deliverables.

f. When the Contract is terminated by NICSI for all or any of the reasons mentioned

above, the Selected Agency shall not have any right to claim compensation on

account of such termination.

10 PRICE VARIATION/REVISION

1. During the validity of the empanelment including the extended period, if any, if the vendor

quotes, sells or exhibits written intention to sell any empaneled item of the same or equivalent

configuration/specification to any other Department/ Organization at a price lower than the

price fixed for NICSI under same terms and conditions as defined in this tender, the vendor

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shall voluntarily pass on the price difference to NICSI. The effective date will be date of

selling / intent to sell at lower rate.

2. In the event of lowering of government levies subsequent to the finalization of the panel, the

bidder shall automatically pass on the benefits to NICSI, and in the event of increasing of

government levies subsequent to the finalization of the panel; NICSI shall consider the case

on merit and the pro-rata benefits to the vendor may be considered if full reference with

documentary evidence is submitted.

3. During the validity of the empanelment including the extended period, if any, in case NICSI

notices that the market rates have come down from the time the rates were finalized or

selection of new system configuration based on market trends or for the reasons of

technological changes, NICSI may ask the technically qualified bidders to re-quote the

prices and the vendor(s) will be selected on the basis of financial evaluation procedure given

earlier. All those technically qualified bidders, whose EMD have been returned by NICSI

during/after the evaluation of the tender, will have to submit the EMD of the same amount

along with the revised price quotations. The time gap between such re-quotes/revision of

rates will be as per “FACT SHEET”.

11 AWARD OF WORK

1. NICSI has the right to choose any subset of the tendered items for placement of

purchase/work orders.

2. NICSI will be free to allocate the work to any of the empaneled vendors or to an agency of

User Department’s choice.

3. In case Work Orders are placed on more than one agency, the distribution of work orders will

be at the sole discretion of NICSI or the User Department.

4. Work/Purchase order will be placed on the empaneled vendor (or partner) in hardcopy format

or in softcopy mode either through e-mail containing the scanned copy of the Purchase Order

or an alert through e-mail for downloading the Purchase Order.

5. Objection, if any, to the Purchase Order must be reported to NICSI by the supplier within

Seven (7) working days counted from the Date of Purchase Order for modifications,

otherwise it is assumed that the supplier has accepted the Purchase Order in totality. This is

applicable in case of electronic publishing/delivery of Purchase Order also.

6. After receiving the Purchase Order, amendment if any, is requested by the supplier or done

by NICSI, the timelines of the work/purchase order shall be from the amendment date and not

from the original Purchase Order date.

7. Subsequent to the issue of Purchase Orders, the supplier shall collect necessary related

documents (copy of final Pro-forma Invoice from NICSI issued in the name of user-

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department) from NIC/ NICSI/End User for getting State Entry/Road Permit (wherever

required) for complete, safe and timely delivery of the ordered products.

12 DELIVERY OF SERVICES

1. Service Delivery Timelines are mentioned in the tender document.

2. The selected agencies have to provide services the event on short notice of 48 Hrs.

3. Failure in maintaining the time schedule, for reasons accountable to the vendor, shall render

the vendor liable for penalty at the rates as mentioned in ANNEXURE 7 - PAYMENT

TERMS AND PENALTY

4. All aspects of safe delivery of services shall be the exclusive responsibility of the vendor. The

schedule to be given for delivery/installation at site is to be strictly adhered to in view of the

strict time schedule for implementation of various Projects.

5. Proof of Satisfactory Delivery of services duly signed by the NIC/ NICSI Project

Coordinator/User Department, should be submitted along with bills.

13 PAYMENT TERMS AND PENALTY

1. The agency will submit Pre-receipted bills in triplicate (having details of concerned work-

order number, Date and Project-Number of NICSI) in the name of National Informatics

Centre Services Incorporated, New Delhi along with relevant supporting documents. Payment

will be made only upon submission of the Bill along with all the completed documents. An

invoice will contain the items ordered under one Purchase Order only. Bill / Invoice

shall not be combined for more than one purchase order.

2. Payment shall be done as per ANNEXURE 7 - PAYMENT TERMS AND PENALTY

3. Payments shall be subject to deductions of any amount for which the supplier is liable under

the empanelment or tender conditions. Further all payments to agency will be made subject to

deduction of applicable penalty and TDS (Tax deduction at Source) as per the income Tax

Act, 1961, and other taxes, if any, as per Government of India rules

4. Any delay beyond the delivery and installation schedule as per purchase order will render the

vendor liable for penalty at the rate as mentioned in the ANNEXURE 7 - PAYMENT

TERMS AND PENALTY.

5. In case the submission of bills to NICSI, along with the necessary documents, is

delayed by the agency beyond 30 days from the date of issue of bill, the entire liability

towards payment of interest/penalty to the tax authorities would be on the cost of respective

agencies. The entire amount will be deducted from the payment due to respective vendor.

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6. All the Vendors/Channel Partners should raise their bills in the name of National Informatics

Centre Services Incorporated, New Delhi. However, the ordered items should be delivered to

the user locations as per the Purchase Order by the Supplier, after Stock Entry and billing at

NICSI Headquarters.

7. All payments will be made through RTGS only.

14 CONFIDENTIALITY AND SECURITY

1. The selected agency and their personnel will not, either during the term or after expiration of

this contract, disclose any proprietary or confidential information relating to the services,

contract or business or operations of NICSI or its clients without the prior written consent of

NICSI or the concerned User Department.

2. The agency will ensure that no information about the software, hardware, and database, the

policies of NICSI/User Department is taken out in any form including electronic form or

otherwise, from the client site by the manpower posted by them.

15 INDEMNITY

1. The Selected Agency shall indemnify NICSI from and against any costs, loss, damages,

expense, claims including those from third parties or liabilities of any kind howsoever

suffered, arising or incurred inter alia during and after the Contract period out of:

a. Any negligence or wrongful act or omission by the Selected Agency or any third party

associated with Selected Agency in connection with or incidental to this Contract or;

b. Any breach of any of the terms of this Contract by the Selected Agency, the Selected

Agency’s Team or any third party

c. Any infringement of patent, trademark/copyright arising from the use of the supplied

goods and related services or any party thereof

2. The Selected Agency shall also indemnify the Purchaser against any privilege, claim or

assertion made by a third party with respect to right or interest in, service provided as

mentioned in any Intellectual Property Rights and licenses.

3. NICSI/User department stand indemnified from any employment claims that the hired

manpower / agency’s manpower may opt to have towards the discharge of their duties in the

fulfillment of the work orders.

4. Each party also stands indemnified from any compensation arising out of accidental loss of

life or injury sustained by such party’s manpower while discharging their duty towards

fulfillment of the purchase orders caused by the negligence or willful misconduct of the other

Party or its agents and representatives.

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16 LIMITATION OF LIABILITY

1. Neither Party shall be liable to the other Party for any indirect or consequential loss or

damage (including loss of revenue and profits) arising out of or relating to the Contract.

2. Except in the case of Gross Negligence or Willful Misconduct on the part of the Selected

Agency or on the part of any person acting on behalf of the Selected Agency executing the

work or in carrying out the Services, the Selected Agency, with respect to damage caused by

the Selected Agency including to property and/or assets of NICSI or its clients shall

regardless of anything contained herein, not be liable for any direct loss or damage that

exceeds (A) the Contract Value or (B) the proceeds the Selected Agency may be entitled to

receive from any insurance maintained by the Selected Agency to cover such a liability,

whichever of (A) or (B) is higher. For the purposes of this Clause, "Gross Negligence" means

any act or failure to act by a Party which was in reckless disregard of or gross indifference to

the obligations of the Party under the Contract and which causes harmful consequences to

life, personal safety or real property of the other Party which such Party knew, or would have

known if it was acting as a reasonable person, would result from such act or failure to act.

Notwithstanding the foregoing, Gross Negligence shall not include any action taken in good

faith for the safeguard of life or property. "Willful Misconduct" means an intentional

disregard of any provision of this Contract which a Party knew or should have known if it

was acting as a reasonable person, would result in harmful consequences to life, personal

safety or real property of the other Party but shall not include any error of judgment or

mistake made in good faith.

3. This limitation of liability slated in this Clause, shall not affect the Selected Agency’s

liability, if any, for direct damage by Selected Agency to a Third Party's real property,

tangible personal property or bodily injury or death caused by the Selected Agency or any

person acting on behalf of the Selected Agency in executing the work or in carrying out the

Services.

17 FORCE MAJEURE

If at any time, during the continuance of the empanelment, the performance in whole or in part

by either party of any obligation under the empanelment is prevented or delayed by reasons

beyond the control of a party such as war, hostility, acts of public enemy, civil commotion,

sabotage, fires, floods, explosions, epidemics quarantine restrictions, strikes, natural calamities,

lockouts, acts of state or acts of God (hereinafter referred to as "events"), provided notice of

happenings of any such event is duly endorsed by the appropriate authorities/chamber of

commerce in the country of the party giving notice, is given by party seeking concession to the

other as soon as practicable, but within 21 days from the date of occurrence and termination

thereof, neither party shall, by reason of such event, be entitled to terminate the

empanelment/contract, nor shall either party have any claim for damages against the other in

respect of such nonperformance or delay in performance, and deliveries under the

empanelment/contract shall be resumed as soon as practicable after such event has come to an

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end or ceased to exist, provided further, that if the performance in whole or in part or any

obligation under the empanelment is prevented or delayed by reason of any such event for a

period exceeding 60 days, NICSI may at its option, terminate the empanelment. Neither Party

shall be liable for any failure or delay in the performance of its obligations under the contract or

Work Orders hereunder to the extent such failure or delay or both is caused, directly, without

fault by such Party, by reason of such event. NICSI shall however, be responsible to pay the

empaneled vendor for the services successfully rendered to the satisfaction of NICSI/user

department under the work orders/ purchase orders issued pursuant to the contract.

18 DISPUTE RESOLUTION

The Bidder and NICSI shall endeavor their best to amicably settle, by direct negotiation, all

disputes arising out of or in connection with the empanelment.

In case any dispute between the Parties, does not settle by negotiation, the same may be resolved

exclusively by arbitration and such dispute may be submitted by either party for arbitration.

Arbitration shall be held in New Delhi and conducted in accordance with the provisions of

Arbitration and Conciliation Act, 1996 or any statutory modification or re-enactment thereof.

Each Party to the dispute shall appoint one arbitrator each and the third to be appointed by the

Department of Information Technology, Government of India.

The “Arbitration Notice” should accurately set out the disputes between the parties, the intention

of the aggrieved party to refer such disputes to arbitration as provided herein, the name of the

person it seeks to appoint as an arbitrator with a request to the other party to appoint its

arbitrator within 45 days from receipt of the notice. All notices by one party to the other in

connection with the arbitration shall be in writing and be made as provided in this tender

document.

Each Party shall bear the cost of preparing and presenting its case, and the cost of arbitration,

including fees and expenses of the arbitrators, shall be shared equally by the Parties unless the

award otherwise provides. The Bidder shall not be entitled to suspend the Service/s or the

completion of the job, pending resolution of any dispute between the Parties and shall continue

to render the Service/s in accordance with the provisions of the

Contract/Agreement/Empanelment notwithstanding the existence of any dispute between the

Parties or the subsistence of any arbitration or other proceedings.

19 APPLICABLE LAW

The empanelment/work-order(s) will be governed by the laws and procedures established by the

Govt. of India within the framework of applicable legislation and enactment made from time to

time concerning such commercial dealings/processing. All disputes in this connection shall be

settled in Delhi jurisdiction only.

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ANNEXURE 1 - COVERING LETTER FOR BID

(To be submitted on the letterhead of the bidder)

To

The Managing Director,

National Informatics Centre Services Incorporated (NICSI)

Hall No. 2-3, 6th Floor, NBCC Tower,

Bhikaji Cama Place, New Delhi-110066

Subject: Submission of Bid for Tender No. <<>>

Dear Sir,

This is to notify that our company is submitting bid in response to Tender No NICSI/… for

Empanelment of Vendors for <<<>>>. Primary & Secondary contact for our company are as

follows:

Primary Contact Secondary Contact

Company Name

Name

Title

Address

Phone

Mobile

Fax

E-mail

Whether availing benefits under MSME notification dated 23.03.2012? Yes/No

If response to item above is “Yes”, then is the MSME owned by

SC/ST? Yes/No

Whether availing benefits under “Startup Standup India” Policy? Yes/No

List of Sub-Annexures for which bid is being submitted

We are responsible for communicating to the NICSI in case of any change in the Primary or/and

Secondary contact information mentioned above. We shall not hold NICSI responsible for any

non-receipt of bid process communication in case such change of information is not

communicated and confirmed with NICSI on time.

By submitting the proposal, we acknowledge that we have carefully read all the sections of this

tender document including all forms, schedules and appendices hereto, and are fully informed to

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all existing conditions and limitations. We also acknowledge that the company is in agreement

with terms and conditions of the tender and the procedure for bidding, evaluation and selection.

We have enclosed the earnest money deposit as per the tender Conditions and we understand that

it is liable to be forfeited in accordance with the provisions of tender documents.

We confirm that information contained in this response or any part thereof, including documents

and instruments delivered or to be delivered to NICSI are true, accurate, verifiable and complete.

This response includes all information necessary to ensure that the statements therein do not in

whole or in part misled NICSI in its evaluation process.

We fully understand and agree that on verification, if any of the information provided here is

found to be misleading the evaluation process or result in unduly favours to our company in

evaluation process, we are liable to be dismissed from the selection process or termination of the

contract during the empanelment with NICSI.

We understand that you are not bound to accept the lowest or any bid you may receive.

It is hereby confirmed that I/We are entitled to act on behalf of our

corporation/company/firm/organization and empowered to sign this document as well as such

other documents, which may be required in this connection.

Yours sincerely,

On behalf of [bidder’s name]

Authorized Signature [In full and initials]:

Name & Title of signatory:

Name of Firm:

Address:

Seal/Stamp of bidder:

Place:

Date:

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ANNEXURE 2 - ELIGIBILITY CRITERIA

# Specific Requirements Documents required Reference of

Enclosed Proof,

along with

corresponding

page numbers

A. 1. Should be a company registered

under the provisions of the

Indian Companies Act, 2013 or a

partnership firm registered under

the Indian Partnership Act, 1936

or the Limited Liability

Partnerships Act, 2008.

2. Registered with Tax Authorities

3. Should have been operating for

the last five years as on 31st

March 2017.

1. Certificate of

incorporation/Partnership

Deed

2. Copy of PAN Card

3. Copy of Service GST

registration

B. 1. Average Annual turnover during

the last three financial years FY

2014-15, 2015-16 and 2016-17

(as per the last published

Balance sheets), should be at

least INR 3 Crores.

1. Certificate from the statutory

auditor with Registration

Number and Seal

C. 1. Bidder must have successfully

provided webcasting services to

at least 5 (Five) corporate or

government organizations (with

a similar scope) during the last

three years before 31st March

2017

1. Completion certificates from

the client; OR

Work order + Self certificate

of completion (Certified by the

statutory auditor); OR

Work Order + Phase

Completion Certificate from

the client

The project citations have to

be submitted as per format

given in ANNEXURE 8 -

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PROJECT EXPERIENCE

The submitted documents

should provide evidence of the

nature and the value of work

undertaken

D. 1. Bidder should have experience

of at least 3 projects/ events in

the region, in past three years (as

on 31st Mar 2017) for which bid

is being submitted by the bidder.

Bidder has to submit details of 3

projects for each region for

which bid is being submitted


the client; OR




Work Order + Phase


the client

The project citations have to

be submitted as per format

given in ANNEXURE 8 -

PROJECT EXPERIENCE




undertaken

E. 1. Bidder should have experience

of executing atleast one large

scale project of web casting

involving concurrency of 20000

viewership in past three years (as

on 31st Mar 2017) in India


the client; OR




Work Order + Phase


the client




undertaken

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F. Bidder should have at least 10

professionals on its rolls as on 31st

July 2017

1. Self-Certificate from HR

head/authorized signatory

G. For bidders submitting their bid for

Region Delhi-NCR, Bidder should

have a registered office in

Delhi/NCR and enough technical

staff based out of that office to offer

required technical assistance in very

short notice of even 48 Hrs.

1. Self-Certificate from HR

head/authorized signatory

*Note: Bidders which fall under the category of Start Ups as defined under “Startup Standup

India” initiative of Government of India (www.startupindia.gov.in) would be eligible and

evaluated as per the stipulated guidelines.

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ANNEXURE 3 - TECHNICAL REQUIREMENTS

Note: All the specifications below are minimum specifications and higher specifications shall be

used wherever necessary/ required. Deviation on higher side shall only be considered and no

extra weightage shall be awarded for such deviations. Compliance submitted by the bidder on his

letter-head shall not be entertained but only by respective OEM.

1. The proposed products should meet the technical specifications given in this annexure and

supporting product brochures along with compliance sheet on OEM’s letter head needs to be

submitted.

2. Bid shall be evaluated based on the compliance of the documents submitted in the technical

bid and if required, followed by results of Proof of Concept.

3. The bidder is required to submit the following technical compliance statement on the OEM’s

letter-head:

“We hereby, confirm that below quoted model fully complies with the minimum technical

specifications mentioned in the Final RFP document including subsequent corrigendum.

Note: Any alteration/ deviation/ removal from the given minimum specifications may lead to

rejection of our bid.”

S.

No.

Product Technical Specifications Compliance

Submitted on Page

no.

Make and

model of

quoted

i. Professional

DV camera

Shall have outputs for HD Video

outs for connecting to an external

video Switcher.

Shall have built-in Recording

feature for HD videos.

Must have talk back facility.

Recording of sessions in

MP4/DVD format.

ii. Video

Switcher/

Matrix

Switcher

It should support A/V switching

for minimum of 4 inputs and 4

outputs.

Shall support HD Video formats

(HD720p30, HD720p60, HD1080i

& HD1080p)

Connecting cables as per

requirement

iii. Audio Capable to show PIP between any

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/Video

Mixer with

PIP feature

two inputs. The setup must be

capable to take input as PC (upto

SXGA 1280x1024 pixel

resolution), S-Video, DVI-D

(upto 1080p30), Composite video

(NTSC/PAL) etc.

It should have Composite video on

RCA interface , S-Video and DVI

out. The output support XLR,

Mono and RCA interface.

iv. DSP based

PA system

with Audio

Recording

facility

Shall support 8 Mic inputs

(wired/wireless)

Shall have 200 W PMPO amplifier

with Suitable speakers with mixing

and echo cancellation, for inputs.

Shall have Audio recording in

MP3 format.

1 or more Line input and 2 or

more line outputs

v. Encoding/St

reaming

Workstation

For HD

video

format

Suitable Workstation/PC necessary

hardware to HD Video

(720p/1080p) along with stereo

audio (line level) capture for

generating high quality multi bit

streams in Flash/MP4 format. Shall

generate bit rates from 400 kbps to

2 Mbps.

Multiple capture and streaming is

optional

vi. DV

Recording

unit

HD Video recording to be

connected to Video Mixer output

in DVD/DV/MP4 format.

vii. Video

Distributor

(VDA/HD

Video

splitter)

1:8

viii. Video

conferencin

g system

(HD)

Supporting up to 4 Mbps

IP Support

Video Mode: High Definition

(HD) Inputs: HDMI

(1080p30/1080p60)

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It should support H.323/SIP

protocols for interoperability with

other OEMs. It should support one

HDMI input, one HDMI output

and composite audio.

Other than the above states items, Bidder should provide all the accessories, tools etc. to

make the devices functional.

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ANNEXURE 4 - FINANCIAL BID PROFORMA

Guidelines for filling the Financial Bid:

1. All line items quoted should meet the technical specifications as per Annexure-3

2. Prices should be quoted in Indian Rupees

3. Bidders can submit their bids for single or multiple financial sub-annexures (Sub-Annexures

1 to 8)

4. Bidders quoting incredibly low value of items with a view to subverting the tender process

shall be rejected straight away and EMD of such bidder will be forfeited.

5. For consideration of the financial bid, the rates of taxes and other components must be quoted

as per the given proforma. It is mandatory to provide all the required information, otherwise

bid will be rejected.

6. The Grand Total Value (GTV) will only be used for deciding L1 bidder. L1 bidders for each

Financial sub-annexure shall be selected on the basis of GTV quoted by various bidders for

the respective sub-annexure. The actual purchase orders will be placed on the basis of

individual item rate finalized after breakup of this total value.

7. Only GTV value shall form the basis for the determination of the L1 bidder and the detailed

breakup in the financial bids for the calculation of GTV shall not be compared. No

representation of any kind in this regard shall be entertained

8. Ambiguous bids will be out rightly rejected

9. Prices should be quoted in Indian Rupees and indicated both in figures and words. Figures in

words will prevail

10. It should be noted that –

i. All required accessories for the like cables, connectors etc. should be provided by the

bidder

ii. The bidder has to ensure failsafe smooth operations using redundant equipment

during the live event

iii. The bidder has to ensure technical competent operator / man power to be deployed

Financial Sub-Annexure 1: Region – Delhi-NCR

Name of the

Bidder/

Bidding Firm

/ Company :

PRICE SCHEDULE

(This BOQ template must not be modified/replaced by the bidder and the same should be uploaded after filling the relevant columns, else the

bidder is liable to be rejected for this tender. Bidders are allowed to enter the Bidder Name and Values only )

NUMBER # TEXT # NUMBER # NUMBE

R #

NUMBE

R #

NUMBE

R # NUMBER #

NUMBE

R #

Sl.

No. Item Description

BASIC RATE In

Figures To be

entered by the

Bidder

Rs. P

Tax/GST

Amount

in

Rs. P

HSC/SA

C Code

(6 digits)

Total

Price

inclusive

of all

taxes in

Rs. P

Multiplicatio

n Factor

TOTAL

AMOUN

T

1 2 3 4 5 6 7 8

1

Cost for one day of Streaming the event for

one hall (with 1 HD camera, Encoder with

good capture card) 0.00 10 0.00

2


one hall (with 2 HD cameras) including

mixer (PIP), switcher, encoder etc 0.00 5 0.00

3

Cost of one day of live HD Streaming/

Encoding the event for one hall if A/V feed

is provided 0.00 5 0.00

4 Cost of PA system with 8 microphones

(Wired/Wireless) for one day 0.00 5 0.00

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5 Cost of HD video conferencing system with

operator for one day 0.00 20 0.00

6

Cost of 2 HD cameras with video mixer,

switcher and distributor and operators for

one day 0.00 10 0.00

7 Cost of HD camera with operator 0.00 10 0.00

Total in

Figures

(GTV1)

0.00

Quoted Rate

in Words INR Zero Only

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Financial Sub-Annexure 2: Region – North

Name of the

Bidder/

Bidding Firm

/ Company :

PRICE SCHEDULE




R #

NUMBE

R #

NUMBE

R # NUMBER #

NUMBE

R #

Sl.


BASIC RATE In

Figures To be

entered by the

Bidder

Rs. P

Tax/GST

Amount

in

Rs. P

HSC/SA

C Code

(6 digits)

Total

Price

inclusive

of all

taxes in

Rs. P

Multiplicatio

n Factor

TOTAL

AMOUN

T

1 2 3 4 5 6 7 8

1




2




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3








6



one day 0.00 10 0.00


Total in

Figures

(GTV2)

0.00

Quoted Rate


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Financial Sub-Annexure 3: Region – North-East

Name of the

Bidder/

Bidding Firm

/ Company :

PRICE SCHEDULE




R #

NUMBE

R #

NUMBE

R # NUMBER #

NUMBE

R #

Sl.


BASIC RATE In

Figures To be

entered by the

Bidder

Rs. P

Tax/GST

Amount

in

Rs. P

HSC/SA

C Code

(6 digits)

Total

Price

inclusive

of all

taxes in

Rs. P

Multiplicatio

n Factor

TOTAL

AMOUN

T

1 2 3 4 5 6 7 8

1




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2




3








6



one day 0.00 10 0.00


Total in

Figures

(GTV3)

0.00

Quoted Rate


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Financial Sub-Annexure 4: Region – East

Name of the

Bidder/

Bidding Firm

/ Company :

PRICE SCHEDULE




R #

NUMBE

R #

NUMBE

R # NUMBER #

NUMBE

R #

Sl.


BASIC RATE In

Figures To be

entered by the

Bidder

Rs. P

Tax/GST

Amount

in

Rs. P

HSC/SA

C Code

(6 digits)

Total

Price

inclusive

of all

taxes in

Rs. P

Multiplicatio

n Factor

TOTAL

AMOUN

T

1 2 3 4 5 6 7 8

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1




2




3








6

Cost of HD camera with video mixer,


one day 0.00 10 0.00


Total in

Figures

(GTV4)

0.00

Quoted Rate


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Financial Sub-Annexure 5: Region – West

Name of the

Bidder/

Bidding Firm

/ Company :

PRICE SCHEDULE




R #

NUMBE

R #

NUMBE

R # NUMBER #

NUMBE

R #

Sl.


BASIC RATE In

Figures To be

entered by the

Bidder

Rs. P

Tax/GST

Amount

in

Rs. P

HSC/SA

C Code

(6 digits)

Total

Price

inclusive

of all

taxes in

Rs. P

Multiplicatio

n Factor

TOTAL

AMOUN

T

1 2 3 4 5 6 7 8

1




2




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3








6



one day 0.00 10 0.00


Total in

Figures

(GTV5)

0.00

Quoted Rate


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Financial Sub-Annexure 6: Region – South

Name of the

Bidder/

Bidding Firm

/ Company :

PRICE SCHEDULE




R #

NUMBE

R #

NUMBE

R # NUMBER #

NUMBE

R #

Sl.


BASIC RATE In

Figures To be

entered by the

Bidder

Rs. P

Tax/GST

Amount

in

Rs. P

HSC/SA

C Code

(6 digits)

Total

Price

inclusive

of all

taxes in

Rs. P

Multiplicatio

n Factor

TOTAL

AMOUN

T

1 2 3 4 5 6 7 8

1




2




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3








6



one day 0.00 10 0.00


Total in

Figures

(GTV6)

0.00

Quoted Rate


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Financial Sub-Annexure 7: Region – Central

Name of the

Bidder/

Bidding Firm

/ Company :

PRICE SCHEDULE




R #

NUMBE

R #

NUMBE

R # NUMBER #

NUMBE

R #

Sl.


BASIC RATE In

Figures To be

entered by the

Bidder

Rs. P

Tax/GST

Amount

in

Rs. P

HSC/SA

C Code

(6 digits)

Total

Price

inclusive

of all

taxes in

Rs. P

Multiplicatio

n Factor

TOTAL

AMOUN

T

1 2 3 4 5 6 7 8

1




2




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3








6



one day 0.00 10 0.00


Total in

Figures

(GTV7)

0.00

Quoted Rate


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Financial Sub-Annexure 8: Election Booth Streaming

Name of the

Bidder/

Bidding Firm

/ Company :

PRICE SCHEDULE




R #

NUMBE

R #

NUMBE

R # NUMBER #

NUMBE

R #

Sl.


BASIC RATE In

Figures To be

entered by the

Bidder

Rs. P

Tax/GST

Amount

in

Rs. P

HSC/SA

C Code

(6 digits)

Total

Price

inclusive

of all

taxes in

Rs. P

Multiplicatio

n Factor

TOTAL

AMOUN

T

1 2 3 4 5 6 7 8

1

Cost for one day of HD Streaming the event

for Ten Election booths with camera,

Encoder and network connectivity between

booth and NIC streaming server

0.00 10 0.00

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2


for Fifty Election booths with camera,



0.00 5 0.00

3


for Hundred Election booths with camera,



0.00 10 0.00

4


for Five Hundred Election booths with

camera, Encoder and network connectivity

between booth and NIC streaming server

0.00 5 0.00

Total in

Figures

(GTV8)

0.00

Quoted Rate


ANNEXURE 5 - SELECTION OF L1 BIDDER AND PANEL FORMATION

1. L1 bidder for each financial sub-annexure (i.e. Sub-Annexures 1-8) will be the bidder quoting the

least Grand Total Value (GTV) for the respective sub-annexure. Only GTV value shall form the

basis for the determination of the L1 bidder and the detailed breakup in the financial bids for the

calculation of GTV shall not be compared. No representation of any kind in this regard shall be

entertained

2. In case more than one bidder quotes the same value of GTV in a sub-annexure, then the bidder

having maximum total turnover as per the CA certificate submitted for eligibility will be

reckoned as L1. A list of L1, L2, L3….. and so on will be prepared for each sub-annexure.

3. If L1 bidder as decided on the basis of GTV for any sub-annexure quotes zero or incredibly low

rates, failed to quote in any of the constituent items in the detailed cost breakup, its bid will be

rejected and EMD will be forfeited. The next successive lowest quoting bidder in that sub-

annexure will be declared as L1 for that sub-annexure, if found in order as per tender terms and

conditions and so on.

4. Panel Formation: A panel of 2 bidders will be formed for each sub-annexure. For this, NICSI

will ask L2 bidder to accept the L1 prices of each line items for all annexure. If L2 is not able to

match then NICSI will ask L3, L4…..Ln bidders to match the L1 rates. Thus, by way of giving

successive opportunity for matching the L1 rate, a panel of firms will be formed for each sub-

annexure. The decision of NICSI arrived at above will be final for empanelment and no

representation of any kind shall be entertained. If none of the bidders L2, L3, L4…. agree to

match L1 rates then L1 alone shall be on the panel for that sub-annexure. L2 bidder has to accept

the L1 prices of each line for all annexures. There will be panel of 2 empaneled bidders.

5. Prices of individual line items as quoted by the L1 bidder for a sub-annexure will be applicable to

all bidders matching the Grand Total Value (GTV) of the L1 bidder of that sub-annexure.

6. Rates quoted by the L1 bidders in each sub-annexure shall be accepted as tender rates for the

respective regions.

7. In case the selected L1 bidder refuses to sign empanelment within the time frame given by

NICSI, the offer would be treated as withdrawn and the bidder’s EMD will be forfeited and L2

bidder shall be reckoned as L1 for further empanelment process. If other bidders refuse to sign

the empanelment after matching L1 rates, their EMD will be forfeited and offer will be extended

to other qualified bidders to make a panel. The defaulting bidder may also be debarred from

participating in NICSI tenders for a period of three years.

8. Correction of Error;

i. Bidders are advised to exercise adequate care in quoting the prices. No excuse for

corrections in the quoted figures will be entertained after the proposals are submitted to

NICSI.

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ii. Arithmetic errors in proposals will be corrected as follows:

i. In case of discrepancy between the Gross Total Value and the total cost provided

for the component in the detailed cost break up sheet, the following methodology

shall be adopted

1. If GTV is LESS than sum total of all the weighted values of each item in

the detailed financial sheet, then the values for constituent items will be

reduced proportionately and the revised costs will be recalculated

accordingly. Thus revised rates of constituent items will be applicable.

For e.g. If GTV=98 & item wise sum of the costs in the detailed cost

break up sheet is 100 , then each item in Financial Bid will be

multiplied by a factor 98/100. Thus the new item wise values shall be

the final quote. If L1 bidder fails to accept the individual unit rates

rationalized as per above procedure, their bid will be treated as

cancelled and EMD will be forfeited.

2. If GTV is GREATER than sum total of all the weighted values of each

item in the detailed cost break up sheet, then sum total of all the weighted

values shall be treated as GTV.

ii. If there is a discrepancy between words and figures, the amount in words will

prevail”.

9. If L1 bidder fails to accept the individual unit rates rationalized as per above procedure, their bid

will be treated as cancelled and EMD will be forfeited. The committee shall consider next L2, L3

…bidders and so on.

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ANNEXURE 6 - BID SUBMISSION PROCEDURE

Instructions for Online Bid Submission:

The bidders are required to submit soft copies of their bids electronically on the CPP Portal,

using valid Digital Signature Certificates. The instructions given below are meant to assist the

bidders in registering on the CPP Portal, prepare their bids in accordance with the requirements

and submitting their bids online on the CPP Portal.

More information useful for submitting online bids on the CPP Portal may be obtained at:

https://eprocure.gov.in/eprocure/app.

Registration:

1. Bidders are required to enrol on the e-Procurement module of the Central Public

Procurement Portal (URL: https://eprocure.gov.in/eprocure/app) by clicking on the link

“Online bidder Enrolment” on the CPP Portal which is free of charge

2. As part of the enrolment process, the bidders will be required to choose a unique username

and assign a password for their accounts.

3. Bidders are advised to register their valid email address and mobile numbers as part of the

registration process. These would be used for any communication from the CPP Portal.

4. Upon enrolment, the bidders will be required to register their valid Digital Signature

Certificate (Class III Certificates with signing key usage) issued by any Certifying

Authority recognized by CCA India (e.g. Sify / nCode / eMudra etc.), with their profile.

5. Only one valid DSC should be registered by a bidder. Please note that the bidders are

responsible to ensure that they do not lend their DSC’s to others which may lead to

misuse.

6. Bidder then logs in to the site through the secured log-in by entering their user

ID/Password and the password of the DSC/e-Token.

Searching For Tender Documents:

1. There are various search options built in the CPP Portal, to facilitate bidders to search

active tenders by several parameters. These parameters could include Tender ID,

Organization Name, Location, Date, Value, etc. There is also an option of advanced search

for tenders, wherein the bidders may combine a number of search parameters such as

Organization Name, Form of Contract, Location, Date, Other keywords etc. to search for a

tender published on the CPP Portal.

2. Once the bidders have selected the tenders they are interested in, they may download the

required documents/tender schedules. These tenders can be moved to the respective ‘My

Tenders’ folder. This would enable the CPP Portal to intimate the bidders through SMS/e-

mail in case there is any corrigendum issued to the tender document.

3. The bidder should make a note of the unique Tender ID assigned to each tender, in case

they want to obtain any clarification/help from the Helpdesk.

https://eprocure.gov.in/eprocure/app

https://eprocure.gov.in/eprocure/app

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Preparation of Bids:

1. Bidder should take into account any corrigendum published on the tender document

before submitting their bids.

2. Please go through the tender advertisement and the tender document carefully to

understand the documents required to be submitted as part of the bid. Please note the

number of covers in which the bid documents have to be submitted, the number of

documents - including the names and content of each of the document that need to be

submitted. Any deviations from these may lead to rejection of the bid.

3. Bidder, in advance, should get ready the bid documents to be submitted as indicated in

the tender document / schedule and generally, they can be in PDF / XLS / RAR /

DWF/JPG formats. Bid documents may be scanned with 100 dpi with black and white

option which helps in reducing size of the scanned document.

4. To avoid the time and effort required in uploading the same set of standard documents

which are required to be submitted as a part of every bid, a provision of uploading such

standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has

been provided to the bidders. Bidders can use “My Space” or ‘’Other Important

Documents’’ area available to them to upload such documents and keep it as a

repository.

Note: My Documents space is only a repository given to the Bidders to ease the

uploading process. If Bidder has uploaded his Documents in My Documents space, this

does not automatically ensure these Documents being part of Technical Bid.

Submission of Bids:

1. Bidder should log into the site well in advance for bid submission so that they can upload

the bid in time i.e. on or before the bid submission time. Bidder will be responsible for

any delay due to other issues.

2. The bidder has to digitally sign and upload the required bid documents one by one as

indicated in the tender document.

3. Bidder has to select the payment option as “offline” to pay the tender fee/EMD as

applicable and enter details of the instrument.

4. Bidder should prepare the EMD as per the instructions specified in the tender document.

The original should be posted/ couriered/given in person to the concerned official, latest

by the last date of bid submission or as specified in the tender documents. The details of

the DD/any other accepted instrument, physically sent, should tally with the details

available in the scanned copy and the data entered during bid submission time. Otherwise

the uploaded bid will be rejected.

5. Bidders are requested to note that they should necessarily submit their financial bids in

the format provided and no other format is acceptable. If the price bid has been given as a

standard BoQ format with the tender document, then the same is to be downloaded and to

be filled by all the bidders. Bidders are required to download the BoQ file, open it and

complete the white coloured (unprotected) cells with their respective financial quotes and

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other details (such as name of the bidder). No other cells should be changed. Once the

details have been completed, the bidder should save it and submit it online, without

changing the filename. If the BoQ file is found to be modified by the bidder, the bid will

be rejected.

6. The server time (which is displayed on the bidders’ dashboard) will be considered as the

standard time for referencing the deadlines for submission of the bids by the bidders,

opening of bids etc. The bidders should follow this time during bid submission.

7. All the documents being submitted by the bidders would be encrypted using PKI

encryption techniques to ensure the secrecy of the data. The data entered cannot be

viewed by unauthorized persons until the time of bid opening. The confidentiality of the

bids is maintained using the secured Socket Layer 128 bit encryption technology. Data

storage encryption of sensitive fields is done. Any bid document that is uploaded to the

server is subjected to symmetric encryption using a system generated symmetric key.

Further this key is subjected to asymmetric encryption using buyers/bid openers’ public

keys. Overall, the uploaded tender documents become readable only after the tender

opening by the authorized bid openers.

8. The uploaded tender documents become readable only after the tender opening by the

authorized bid openers.

9. Upon the successful and timely submission of bids (ie after Clicking “Freeze Bid

Submission” in the portal), the portal will give a successful bid submission message & a

bid summary will be displayed with the bid no. and the date & time of submission of the

bid with all other relevant details.

10. The bid summary has to be printed and kept as an acknowledgement of the submission of

the bid. This acknowledgement may be used as an entry pass for any bid opening

meetings.

Assistance to Bidders:

1. Any queries relating to the tender document and the terms and conditions contained

therein should be addressed to the Tender Inviting Authority for a tender or the relevant

contact person indicated in the tender.

2. Any queries relating to the process of online bid submission or queries relating to CPP

Portal in general may be directed to the 24x7 CPP Portal Helpdesk Nos. 0120-4200462,

0120-4001002

Bid Submission Procedure for this Tender

The bids for this tender have to be submitted in accordance with the instructions given below:

(a) Online Submission

Packet – 1 The file should be saved in a PDF version and marked as:

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“EMD _<Bidder’s Name>.pdf” and should comprise of the following

items:

Scanned copy of Covering Letter as per ANNEXURE 1 -

COVERING LETTER FOR BID

Scanned copy of EMD/Relevant Registration Certificate incase

claiming exemption from EMD

Scanned copy of Power of Attorney/Board Resolution in the name of

person signing the bid

The PDF file not containing the above documents or containing the financial

bid in explicit / implicit form will lead to rejection of the bid.

Packet -2

The file should be saved in a PDF version and marked as

“Eligibility_<Bidder’s Name>.pdf” and should comprise of the following

items:

Documents required as per the Eligibility Evaluation Criteria



Packet -3

The file should be saved in a PDF version and marked as

“Technical_<Bidder’s Name>.pdf” and should comprise of the following

items:

Documents required as per the Technical Evaluation Criteria.



Packet – 4

The file should be saved in a XLS version as should be as per the format

provided in ANNEXURE 4 - FINANCIAL BID PROFORMA and marked

as

“Financial _ <Bidder’s Name>.xls”.

(b) Hardcopy Submission

The bidder is required to submit the envelopes as required in the table below to the address

mentioned in the “FACT SHEET” on or before the last date & time of submission of bid.

Envelope – 1

The envelope should be superscripted as “EMD <Bidder Name> < Tender

No.>” and should comprise of the following:

Original Covering Letter as per ANNEXURE 1 - COVERING

LETTER FOR BID

EMD/ copy of Relevant Registration Certificate incase claiming

exemption from EMD

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Original Power of Attorney/ Copy of Board Resolution in the name

of person signing the bid

1. NICSI will not accept delivery of proposal in any manner other than that specified in this

section. Proposal delivered in any other manner shall be treated as defective, invalid and

rejected.

2. Bid submission (online or hardcopy as required above) must be uploaded/submitted on latest

by the time as mentioned in the “FACT SHEET”.

3. Eligibility/Technical proposal should not contain any commercial information.

4. If any bidder does not qualify in technical evaluation, the Commercial proposal of that bidder

shall not be considered for evaluation.

5. All pages of the bid being submitted must be sequentially numbered by the bidder.

6. NICSI will not be responsible for any delay on the part of the bidder in obtaining the terms

and conditions of the tender notice or online/hardcopy submission of the bids.

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ANNEXURE 7 - PAYMENT TERMS AND PENALTY

A. Payment Schedule

a. Purchaser shall make payments to the vendor after the service is completed for the

respective event and client. Bidder will furnish Satisfaction Certificate duly signed by

the client along with the bill

b. The vendor will deliver the items at designated locations as per the purchase order and

obtain signature with date and stamp on Satisfactory Service Delivery Proof (s) of the

concerned user.

c. The vendor will submit a copy of Proof of Satisfactory Delivery of service along with

the bill duly signed by the NIC/NICSI/User Department Project Coordinator, with his

name, date of delivery, designation and office seal, legibly recorded.

d. No invoice for extra work/change order on account of change order will be submitted

by the Bidder unless the said extra work /change order has been authorized/ approved

by the Purchaser in writing

B. Penalty

S.

No Activity Rate

1

Failure in maintaining

the service delivery

schedule

Any unjustified and unacceptable delay in delivery schedule will

render the vendor liable for liquidated damage at the rate of 0.1%

(point one percent) of the purchase order value per day for first

10 days, 0.2%(point two percent) per day for next 10 days, 0.3%

(point three percent) per day for next 10 days, subject to

maximum 30 days in total. This penalty will be imposed on

complete purchase order value if the delivery is delayed for more

than 20% of total purchase order value. In case delivery is

delayed for less than or equal to 20% of purchase order value

then penalty will be imposed on delayed items only. After that

the purchase order may be cancelled.

4 Limitation of Liability Taking into consideration all the above cases, the total liability

shall be governed by the clause 16 – Limitation of Liability

5. In case of delays beyond four weeks, for reasons solely attributable to the agency, NICSI

reserves the right to cancel the purchase order and levy purchase order cancellation charges at

10% of purchase order value.

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6. For three consecutive cases of cancellation of work orders on account of delays by the

agency, NICSI reserves the right to terminate the contract/empanelment

7. NICSI also reserves the right to invoke the Security Deposit furnished by the Selected

Agency at the time of signing the Contract with NICSI, if for any reason of default stated in

the tender the Contract of the Selected Agency is terminated.

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ANNEXURE 8 - PROJECT EXPERIENCE

Part 1: Summary of Project Experience

S. No. Project

Name

Client

Name

Value of

the Project

Location of

project

Technology

used

Number of

Hits

1.

2.

3.

4.

Part 2: Detailed Project Experience

<<use the below provided form for each of the project mentioned in the Summary>>

Sr. No. Items Details

General Information

1. Customer Name

2. Name of the contact person and

contact details for the client of the

assignment

Project Details

3. Project Title

4. Start Date: MM/YYYY

End Date : MM/YYYY

5. Number of staff deployed in the

assignment

Size of the project

6. Total Cost of the project

7. Technologies / Products used

8. Number of hits achieved

9. Advanced features provided

10. Any other information to be shared

11. Narrative Description of the Project

12. Documentary Proof and necessary details

Please attach the proof - Work Orders Certificates or Completion Certificate etc with the credential

only

TENDER NO. NICSI/Webcasting and VC Services/2017/09 · PDF fileMinistry of Electronics &...

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