KVIC Tender

TABLE OF CONTENTS

1 2 3 4

LETTER OF INVITATION..................................................................................................... 4 HIGHLIGHTS OF RFP ........................................................................................................... 5 DEFINITIONS.......................................................................................................................... 6 BACKGROUND..................................................................................................................... 10 4.1 4.2 4.3 ORGANIZATIONAL OVERVIEW ............................................................................................ 10 OBJECTIVES ....................................................................................................................... 10 FUNCTIONS........................................................................................................................ 10

5 6 7

ABOUT THE PROJECT........................................................................................................ 12 SCOPE OF WORK................................................................................................................. 13 APPLICATION PORTFOLIO............................................................................................... 15 7.1 7.2 7.3 SUGGESTED ARCHITECTURE ............................................................................................... 15 BASIC APPLICATION REQUIREMENTS ................................................................................... 15 WORKFLOW MANAGEMENT ............................................................................................... 20

8

DELIVERABLES AND PAYMENT TERMS ....................................................................... 21 8.1 8.2 DELIVERABLES .................................................................................................................. 21 PAYMENT TERMS ............................................................................................................... 21

9

SERVICE LEVEL AGREEMENT ........................................................................................ 23 9.1 9.2 9.3 9.4 9.5 9.6 9.7 9.8 9.9 GENERAL PRINCIPLES OF SERVICE LEVEL AGREEMENTS ...................................................... 23 PROJECT MANAGEMENT..................................................................................................... 23 AVAILABILITY MANAGEMENT ............................................................................................ 26 PROBLEM NOTIFICATION & RESOLUTION TIME MATRIX ...................................................... 27 BREACH OF SLA................................................................................................................ 27 EXCLUSIONS TO BREACH OF SLA ....................................................................................... 27 SLA SUPERVISION ............................................................................................................. 28 REPORTING PROCEDURES ................................................................................................... 28 RISK AND COST FACTOR .................................................................................................... 28 GENERAL TERMS AND CONDITIONS OF RFP........................................................... 29 10.1 10.2 10.3 10.4 10.5 INVITATION FOR PROPOSAL ................................................................................................ 29 CLARIFICATION AND AMENDMENT OF RFP DOCUMENTS ..................................................... 29 ADDRESS OF CORRESPONDENCE ......................................................................................... 29 COST INCIDENTAL TO RFP PREPARATION ........................................................................... 29 SITE CONDITIONS .............................................................................................................. 30

10

10.6 10.7 10.8 10.9 10.10 10.11 10.12 10.13 10.14 10.15 10.16 10.17 10.18 10.19 10.20 10.21 10.22 10.23 10.24 10.25 10.26 10.27 10.28 10.29 10.30 10.31 11 11.1 11.2 11.3 12 12.1 12.2 12.3 12.4 12.5 12.6 12.7 12.8 12.9

PREPARATION OF PROPOSAL .............................................................................................. 30 RFP DOCUMENT FEE ......................................................................................................... 32 EARNEST MONEY DEPOSIT ................................................................................................. 33 SUBMISSION, RECEIPT AND OPENING OF PROPOSALS ........................................................... 33 LAST DATE OF SUBMISSION FOR BIDS ............................................................................. 34 LATE BIDS ..................................................................................................................... 34 PERIOD OF VALIDITY OF B IDS ......................................................................................... 34 MODIFICATION & WITHDRAWAL OF BIDS ....................................................................... 35 CONTRACT DEVIATIONS ................................................................................................. 37 BIDDER QUALIFICATIONS ............................................................................................... 37 RIGHT TO WAIVE MINOR IRREGULARITIES ...................................................................... 37 CHANGE IN IA REPRESENTATIVES .................................................................................. 37 RIGHT TO PUBLISH ......................................................................................................... 37 COMPLIANCE WITH MANDATORY REQUIREMENTS ........................................................... 37 REQUESTS FOR BIDDER CLARIFICATIONS ........................................................................ 38 EXTERNAL INFORMATION SOURCES ................................................................................ 38 COLLUSIVE PROPOSAL ................................................................................................... 38 RETURN OF INFORMATION TO KVIC ............................................................................... 38 CONFLICT OF INTEREST .................................................................................................. 38 IMPROPER ASSISTANCE .................................................................................................. 40 FALSE OR MISLEADING CLAIMS ...................................................................................... 40 NO RELIANCE ................................................................................................................ 40 AMENDMENT TO THE CONTRACT .................................................................................... 40 ASSIGNMENT SUB CONTRACT.......................................................................................... 40 TAXES & DUTIES ........................................................................................................... 40 MODIFICATION AND VARIATION IN CONTRACT ............................................................... 41

EVALUATION PROCESS................................................................................................. 41 PRE QUALIFICATION CRITERIA FOR BIDDERS ....................................................................... 42 EVALUATION OF TECHNICAL BIDS ...................................................................................... 43 EVALUATION OF FINANCIAL BIDS ....................................................................................... 44 GENERAL CONDITIONS OF THE CONTRACT ........................................................... 45 ADDRESS OF CORRESPONDENCE ......................................................................................... 45 RELATIONSHIP BETWEEN THE PARTIES................................................................................ 45 STANDARDS OF PERFORMANCE .......................................................................................... 45 DELIVERY AND DOCUMENTS .............................................................................................. 45 INTELLECTUAL PROPERTY RIGHTS ..................................................................................... 45 RETURN OF INFORMATION TO KVIC................................................................................... 46 AMENDMENT TO THE CONTRACT ........................................................................................ 46 LEGAL RIGHTS TO USE AND MODIFY THE SOFTWARE ........................................................... 46 FREEZING OF REQUIREMENTS ............................................................................................. 46

12.10 12.11 12.12 12.13 12.14 12.15 12.16 12.17 12.18 12.19 12.20 12.21

ASSIGNMENT ................................................................................................................. 46 SUSPENSION................................................................................................................... 47 LEGAL JURISDICTION ..................................................................................................... 47 NOTICE .......................................................................................................................... 47 LIMITATION OF LIABILITIES ............................................................................................ 47 PROGRESS OF THE PROJECT ............................................................................................ 49 MISCELLANEOUS ........................................................................................................... 49 PERFORMANCE BANK GUARANTEE ................................................................................. 49 LIQUIDATED DAMAGES ................................................................................................. 49 TERMINATION OF CONTRACT .......................................................................................... 50 TERMINATION FOR INSOLVENCY, DISSOLUTION ETC ........................................................ 50 FORCE MAJEURE ............................................................................................................ 51

12.22 KVIC RESERVES THE RIGHT TO ACCEPT OR REJECT PROPOSALS, SUBMITTED BY VENDORS, PARTIALLY ORFULLY, WITHOUT ASSIGNING ANY REASONS. ................................................................................... 51

13 14 14.1 14.2 14.3 14.4 14.5 14.6 14.7 14.8 14.9

DATA SHEET..................................................................................................................... 52 DETAILED FORMATS ..................................................................................................... 54 FORM 1 - COVER LETTER TECHNICAL PROPOSAL .............................................................. 55 FORM 2 OBSERVATIONS .................................................................................................. 56 FORM 4 RELEVANT EXPERIENCE ...................................................................................... 59 FORM 5 WORK PLAN ..................................................................................................... 612 FORM 6: PROJECT DETAILS .............................................................................................. 612 FORM 7: TEAM DEPLOYMENT STRUCTURE ........................................................................ 633 FORM 8: CVS................................................................................................................... 645 FORM 9: FINANCIAL PROPOSAL FORMAT .......................................................................... 667 FORM 10: PERFORMANCE BANK GUARANTEE ..................................................................... 69

1

Letter of Invitation

This request for proposal (RFP) document is for Selection of Implementing Agency to develop, test, train and implement MIS based software for KVI Institutions. Interested bidders are invited to participate for this engagement in KVIC.

Khadi and Village Industries Commission (KVIC) is a statutory body created by an Act of Parliament (No.61 of 1956 and as amended by Act.No.12 of 1987 and Act.No.10 of 2006). Established in April 1957, it took over the work of the former All India Khadi and Village Industries Board. It functions under the administrative control of the Ministry of Micro, Small and Medium Enterprises, Government of India. The objective of this engagement is to provide seamless information across the organization for easier decision making.

Interested bidders may download the RFP document from the website, www.kvic.org.in or may obtain the same from KVIC on payment of 10000/- from 04 January 2011 to

24 January 2011 from 11.00 Hrs to 17.00 Hrs on working days and upto 13.00 hrs on 25 January 2011. The payment will be accepted in the form of crossed demand draft drawn on any Nationalised bank, payable at par in Mumbai in favor of KVIC Information Technology Schematic A/C, Mumbai. In case of downloading the RFP document, the cost of application should be paid as mentioned above, along with the final bid document failing which Bid document will be rejected. Last date for submission of RFP: 16.00 Hrs on 25 January 2011. For further information, the Bidders are advised to contact, Director (IT) Khadi and Village Industries Commission Gramodaya", 3, Irla Road, Vile Parle (West), Mumbai, PIN-400 056. Maharashtra, India

2

Highlights of RFP

S. No. 1. 2. 3. 4. 5. 6.

Details Publishing of RFP Last date of sending pre-bid queries Pre- bid conference Clarification to pre-bid queries Bid submission Bid opening (Technical)

By when 04 JANUARY 2011 12 JANUARY 2011 15 JANUARY 2011 19 JANUARY 2011 25 JANUARY 2011 25 JANUARY 2011

3

Definitions

S.No 1.

Particulars Addendum

Definitions In addition to Specifications (RFP) document, any other document issued to the bidders by KVIC in the context of this bidding process.

2.

Approved and Approval

Where

used

in

the

Specification

shall

mean,

respectively, approved by and approval of the CLIENT. When the words 'Approved', 'Approval', 'Subject to Approval', 'Satisfactory', 'Equal to',

'Proper', 'Requested', 'As Directed', 'Where Directed', 'When Directed', 'Determined by', 'Accepted',

Permitted', or words and phrases of like import are used, the approval, judgment, direction, etc. is understood to be a function of the CLIENT. 3. Annual Maintenance Contract Annual Maintenance Contract (AMC) is defined as the comprehensive maintenance of MIS based

software and related components. This also includes comprehensive provision of resources necessary for the maintenance. 4. Award of contract Shall mean the date of issue of the work/purchase order or the letter of intent, whichever is earlier. 5. Bid Shall mean the proposal/document that the BIDDER submits in the requested and specified form in the Specification. 6. Bidder Shall mean the IA that quotes against an enquiry. Pre-qualification for the IA (Single bidder/

Consortium) has been outlined in the RFP. 7. 8. Client Act Khadi and Village Industries Commission (KVIC). KVIC Act (No.61 of 1956 and as amended by Act.No.12 of 1987 and Act.No.10 of 2006). 9. Contract or Purchase Order Shall mean the order and associated specification executed by the Client and the IA including other documents agreed between the parties or implied to form a part of the Contract.

10.

Contract Period

Shall mean the period during which the Contract between KVIC and the IA shall be in force and shall also include any extension granted by the KVIC to the IA thereon.

11.

Contract Price

Shall mean the value in Indian Rupees of the total Contract finalized with the successful bidder.

12.

Consultant

Shall mean any functional & technical consultant of proposed solution by IA & is full time employee of IA. The consultant should have implementation experience of proposed solution by IA.

13.

Date of Contract

Shall mean the calendar date on which the KVIC and IA Sign the Contract. Effective date of Contract shall mean the Calendar date on which KVIC has issued to the IA, the letter of intent / award for the contract.

14. 15.

Government Warranty Period

Shall mean Government of India. Shall mean the period during which the MIS Package shall deliver the same performance as guaranteed by the IA and as specified in the Warranty clause of the RFP.

16. 17.

KVIC

Khadi and Village Industries Commission.

Implementation Agency (IA) Shall mean the successful BIDDER whose Bid has been accepted by KVIC and on whom the Contract or Purchase Order is placed by KVIC, and shall include its heirs, legal representatives, successors and permitted assigns, approved by the Companyin-Charge.

18.

Instruction

Shall mean any drawings and/or instruction in writing, details, direction and explanations issued by KVIC from time to time during the Contract Period.

19.

Letter of Intent (LOI)

Written communication to the successful bidder on KVICs intention to sign Contract with them to fulfill the requirements of Specifications (RFP)

20. 21.

Month

Shall mean a calendar month.

Notice in Writing or Written Shall mean a notice, in written, typed or printed Notice characters otherwise sent (unless to delivered been personally received) or by

proved

have

registered post to the last known private or business

address or registered office of the addresses and shall be deemed to have been received when in ordinary course of post it would have been delivered. 22. Owner/ Purchaser/ Employer Shall mean KVIC on whose behalf the enquiry is issued assigns, and shall as include well their as successors his and

authorized

officers/representatives. 23. Performance Tests Shall mean such tests as are prescribed in the Specification, to be performed by the IA in a working environment before the MIS Package is taken over under guarantee by KVIC. 24. Project To develop, test, train and implement MIS based software for KVI Institutions. 25. Specifications Shall mean collectively all the terms and stipulations contained in those portions of the Contract known as General Conditions, the specifications and such

Amendments, Revisions, Deletions or Additions, as may be made in the Agreement and all written agreements made or to be made pertaining to the method and manner of performing the work or to the quantities and qualities of the materials to be furnished under the Contract and All the documents issued to the bidder. 26. Warranty An obligation or guarantee that an article or service sold is as factually stated or legally implied by the seller, and that often provides for a specific remedy such as repair or replacement in the event the article or service fails to meet the warranty. 27. 28. Week Work Order Shall mean a calendar week. Written Order signed by KVIC after the successful bidder has accepted the LOI. This along with LOI, Specifications (RFP) document and the bidder's response to RFP shall constitute part of the Contract. 29. Writing Shall include any manuscript, type written or printed statement under or over signature and/or seal as the case may be. 30. Corrigendum Any changes in the Terms of Reference constituting this RFP, the changes would be taken out in form of

a corrigendum.

4

Background

4.1

Organizational Overview

Khadi and Village Industries Commission (KVIC) is a statutory body created by an Act of Parliament (No.61 of 1956 and as amended by Act.No.12 of 1987 and Act.No.10 of 2006). It is charged with the planning, promotion, organization and implementation of programmes for the development of Khadi and other village industries in rural areas in coordination with other industries engaged in rural development, wherever necessary. Established in April 1957, it took over the work of the former All India Khadi and Village Industries Board.

KVIC functions under the administrative control of the Ministry of Micro, Small and Medium Enterprises, Government of India. 4.2 Objectives

The broad objectives that KVIC has set out are as follows:

The social objective of providing employment. The economic objective of producing saleable article The wider objective of creating self-reliance amongst the people and building up of a strong rural community spirit. 4.3 Functions

The primary functions of KVIC include that of planning, promotion, organization and implementation of programmes for the development of Khadi and other Village Industries in the rural areas in co-ordination with other agencies engaged in rural development.

Its functions comprise building up of a reserve of raw materials and supply to producers, creation of common service facilities for processing of raw materials as semi-finished goods and provisions of facilities for marketing of KVI products. It also organizes training of artisans engaged in Khadi & Village Industries.

Further, KVIC also has the additional responsibility of creating a conducive environment for promoting research in the production techniques and equipments employed in the Khadi & Village Industries sector and providing facilities for the study of the problems relating to the same. It also promotes the use of non-conventional energy, bio-fertilizer and other organic products.

KVIC is also entrusted with the task of providing financial assistance to institutions and persons who are engaged in the development and operations of Khadi & Village Industries and guiding them through supply of designs, prototypes and other technical information.

In implementation of KVI activities, the KVIC may take steps to ensure genuineness of the products and to set up standards of quality and ensure that the products of Khadi and Village industries comply with the standards.

KVIC may also undertake directly or through other agencies, studies concerning the problems of Khadi and Village industries besides experiments or pilot projects for the development of Khadi & Village industries.

KVIC is authorized to establish and maintain separate organizations for the purpose of carrying out any or all the above matters besides carrying out any other matters incidental to its activities.

5

About the Project

The Khadi Reform and Development Programme (KRDP) under KVIC initiated by Asian Development Bank(ADB) with the support of Government of India is an effort to realize the growth potential of KVI Sector in terms of employment, earnings of artisans to ensure positioning of Khadi in consonance with current needs, holistic approach for Khadi sub sector. The 11th five year plan notes Khadi production has huge employment prospects, particularly for women and minorities. Revitalisation of Khadi industry is

expected to boost employment opportunities in rural India.

To ensure that the funds earmarked for this purpose to KVIC are being utilized and channelized for the welfare of the Khadi Institutions, ADB has requested KVIC to develop an Integrated Management Information System (MIS) for KVI Institutions. The MIS will be developed and put under use at the institutional level and the system will be accessed mainly by following stakeholders:

A. KVI Institutions B. KVIC/KVIB Field Offices C. KVIC, Central Office, Mumbai D. Ministry of Micro, Small and Medium Enterprises (Ministry)

KVI Institutions will input all the data and all the information will be processed by the system, which will become a base for information to field offices, Central Office and Ministry. The field offices will access the information related to their state specific KVI Institutions. KVIC Mumbai, will have access to all the information to KVI institutions where as the Ministry will have access to consolidated information about the progress of KVI Institutions.

6

Scope of work

1.

Development, testing, implementation [Installation and Commissioning] and training of Integrated Management Information System mainly in respect of KVI institutions having the following modules. The scope given below is indicative in nature and prospective vendors need to understand the requirement by visiting this office and / or institutions office before submitting their proposals:

I

Creation of Khadi and Village Institution Database - Capturing of data like

entire Institution

i. Formation date. ii. Name, Address. iii. Number of branches and their details. iv. Nature of Institution. v. Cetificate details. vi. Management details etc.

II. Production Tracking and Maintenance of records. i. From Raw cotton / Spinning / Twisting / Dyeing / Weaving / Processing / Tailoring had to be captured. ii. All Production centers activities. (Issues/receipts to spinners/weavers) iii. Generation of cost charts by applying various calculations (statewise/variety-wise) iv. Application of cost charts to daily production. v. Link between production data to sales data. vi. Preparation/Maintenance of Cost-Benefit charts vii. Automatic data updating to Artisan payments (wages, Artisan Welfare Fund etc..,) viii. Stock statements regarding raw cotton, yarns, cocoons, hanks etc., III. Inventory and Accounts including bar coding system software with Bar code readers (Hardware). i. ii. iii. iv. v. vi. vii. Bar-coding System for entire products in the Institution (both Fabric and village industries) Billing System of the Retail Sales./wholesale/government supply All the reports regarding retail sales. Daily Summary, Monthly Summary, Counter-wise Sales etc.., Accounting system of the Outlet - Cash Book, Journal, Ledger, Trial Balance, Balance sheet etc., All the monthly reports that are being sent from the Stock. All the sales analysis and stock report analysis through Graphs/Reports. Stock Statements Counter-wise, Rate-wise, Party-wise, Varietywise.

viii. Maintenance of Discount systems i.e., MDA Discounts/Product Incentive etc., ix. Party-wise Payment analysis. x. Party-wise Payments analysis depending on sales of the supplied stock. xi. Analysis of Full Stock i.e., Godown Stock + Bhavan Stock through Graphs/Reports. xii. Ageing of stock Reports xiii. Re-ordering of stock with reports. IV. Artisan Monitoring System. i. ii. iii. Registration of Artisans details with available information. (technical+administrative) Artisan payments. Linking of Artisan to sales/promotional schemes.

V. Reporting at various levels like i. Details of employment created. ii. Details of production. iii. Details of sales.

2.

Supply of any other software specifically required for successful implementation and management of the application.

3.

Development, commissioning and installation of portals through the KVIC website and integration with the software

4.

The IA should be ready to support the Integrated MIS developed for KVIC for a period of 60 (sixty)-calendar months from the date of expiry of one year warranty and two years AMC period. Bidders are requested to quote per year AMC cost for the sixty calendar months separately. However, KVIC reserves the right to accept extent or reject the quote without citing any reasons.

5.

The IA shall implement all required upgrades, patches, bug fixes etc. until the end of support period.

6.

The IA will provide adequate training at all locations to different personnel at various levels of the organization, as per a plan approved by KVIC.

7.

The IA will also address the change management requirements essential for the implementation of the Integrated MIS.

8.

The IA will provide warranty for the Integrated MIS developed for KVIS, for one year from the Go-Live acceptance date by KVIC.

9.

The IA will provide AMC for the Integrated MIS, for a period of 2 years from the completion of the warranty period of one year.

10.

The IA will perform necessary Data migration from legacy system to proposed system as per KVIC requirement.

11.

Tentative list of Khadi Institutions may be seen at Annexure I.

12.

At present, the implementation is in respect of 300 Institutions, in a phased manner. The first lot will tentatively consist of 75 institutions and will be increased to 300 institutions during the warranty and AMC periods. Training, supply of Hardware (Bar coding related) etc. may have to be done in 2 or 3 phases, as the institutions are added phase-wise up to 300. On successful

completion of the project, the project will cater to all the interested institutions in the KVI sector.

7

Application Portfolio

The list of applications envisaged under this RFP is as follows:

Integrated MIS application software Necessary integration with the KVIC website with software for stakeholder access 7.1 Suggested Architecture

Service Oriented Architecture will be the cornerstone of the Application. In the sub sections below, the desired architecture has been described briefly. The application will be centrally hosted and accessed through networks. 7.1.1 Service Oriented Architecture

A service-oriented architecture (SOA) will allow KVIC to establish a flexible, robust application so KVIC can build, deploy and integrate services, independent of applications and the computing platforms on which they run, making their business processes more flexible.

A service-oriented architecture (SOA) will also ensure that services are able to be both provided and consumed, now and in the future as the system scales up and further integration with existing or new systems are required. The use of SOA will also ensure that connectivity to services will be as flexible as required and that applications will not be tightly bound to each other.

The proposed application will be N-tier Service oriented Architecture with separation of business logic from application, database and presentation. The proposed application will be on Web services model. 7.2 Basic application requirements

7.2.1

Basic System Requirement

The Integrated MIS will be primarily a single unified information system totally integrated with the entire working of Khadi Institutions. The Integrated MIS should be scalable and flexible enough to provide access and information to all the users from the different functions / business units of KVIC who shall be engaged in decision-making, with proper authorization and control.

The Integrated MIS will be, essentially characterized by the following features:

a. Modularity: The system will initially be required to cover a range of modules, but it should allow addition of more modules or more users in any module as and when required, which should seamlessly integrate into the core system.

b. Flexibility:

The

system

should

support

customization

to

Khadi

Institutions requirements and should be adaptable to changes emanating from changes to business processes, organization structure etc.. In case a need arises to customize to the requirements of Khadi Institutions, the same should be done in the form of add-ons and routines that can be plugged/unplugged from the base product.

c. Open Architecture: The system should be open to allow interoperability with general-purpose software and have the facility to export/ import data files from other applications.

d. Integration: The system should be fully integrated across modules and functional areas and also across geographical location of sites. It should have the ability to assign validation on specific fields based on entries in the data validation reference file. It should be fully compatible for data exchange with legacy systems & other systems. e. Workflow integration approach: The system should support workflow to automatically raise alerts, messaging etc. across functional

areas/modules. f. Internet and Intranet enabled: The system should be able to function in Internet, Intranet and Web. Client-server architecture at the

Institutional level and Browser based/Web-services above the level of Institutions with capability of batch processing for data porting should be provided.

g. Single Point data entry: The system should be able to have data entered into the computer system once to ensure integrity of data and that there are no redundancies in the data. h. Scalability: The system should be scalable to handle 5 concurrent users at each location of institutions and any number of users and volume of data load at higher levels, without compromising response time or efficiency of operations:

i.

Security: The system must have proper security and maintenance facility with limited access to the system and its various functions to the users delegated with appropriate authority, as per the following requirements:

I. Access to modules / functions within modules, restricted to authorized users II. Record and audit trails of logging by user and terminal, the date and time of all transactions with details of creation, reading, updating, deletion or printing. III. Restricted access to different levels as program, module,

transaction, etc. IV. Set up of user access, according to user defined rank, etc. V. Control on scope of activity of each user (data file, program, module, screen, data table, record, field, etc.) VI. Notify security administrator of unauthorized access or attempted access and record in a log with reporting VII. Multilevel security system at operator, supervisors, module owners, administrator level

j.

System Control and Audit: The system should be able to define audit trails, audit logs and transaction logging requirements (what, when, who has changed). It should enable audit trails on-line, tailor audit

requirements by modules, call audit records to an archive based on date or other recorded audit details. The system should allow recovery of data in case of hardware failure and data corruption. It should be able to perform recovery to a point of time, to known backup database. k. Archival: The system should be able to archive data, based on user specified parameters (i.e. data range) and restore archival data for on-line use when required. l. India - Localized: The system should have adequate localization to handle specific requirements of statutory Indian Laws, tax and duty

legislation

and

other

India specific

regulations, including

tax

and

regulatory requirements of different states considering the pan-Indian presence of KVIC and the Khadi Institutions. m. User Interface: The user interfaces should be simple and GUI/browser based. There should be sufficient edit and validation checks in the system. It should provide safeguards to prevent damage to data from operator errors, simultaneous updates, module unavailability or system failures. It should have facility to display confirmation / warning windows for deletes changes etc. The system should provide consistent screen layouts and access methods across all modules so that they look and behave the same. It should provide on-line error reporting and use a menu-based system with facilities to bypass menus by experienced operators. The system should provide drill down facility to next level of details and so on. n. Data update and validation: The system should provide facility for 'single point data entry at source' and fully integrated, unified and interfaced so that there are no redundancies. It should have the ability to have an update occur in one module and be immediately available to all other modules of the system even between geographically dispersed sites. It should have the ability to assign validation on specific fields based on entries in the data validation reference file. o. Help facility: The system should provide online context-based help facilities at field level and also online help at function screen and field level. p. Other features :

S. no 1

Functional Requirement (FR) Sign-On

Description Sign-On Services provided by the solution should enable the user to authenticate once and should be permitted to transact with the backend applications the need seamlessly for re-

eliminating

authentication. 2 Language Support The solution should provide support for Hindi and English. 3 Transaction Security and Data The solution should provide online access to the services and should have place strict for security measures in

authenticating

users

performing should also

the

transactions. features security

It of for

provide and the

authenticity

business information.

7.3

Workflow Management

Bibber should provide details as to whether their plan/design complies with the requirements given below. S. no1

Workflow - RequirementApprovals workflow management must be an integrated part of the application.

Compliance (Y/ N)

2

Approvals workflow management must be applicable across the modules.

3

The application should allow for devising simple or complex rules to suite Khadi Institution specific requirements and the rules should be stored in a central repository and the same must be shared across all business processes.

4

The rules should work both at transaction header or detailed line level in the application allowing for a fine level of granularity on the approval process.

5

The approval workflow management should allow for a consistent method of defining business rules for approvals across the entire Khadi Institution.

6

Zero or bare minimum coding should be required when defining approval policies.

7

If there is change in the in personnel or approval authorities, or a change in the Khadi Institution policies, the approval list should be updated on a real time dynamic basis and should apply for live transactions, which are within the approval process.

8

Audit

trail

should be

available

for the workflow approval

management system.

8

Deliverables and Payment terms

8.1

Deliverables

S.No. 1. 2.

Deliverables Project Plan Submission of Specification System Requirement

Timelines T+1 WEEK T+4 WEEKS

Phase I: Project Plan and Design

Phase II: Software Development and Implementation Submission of Solution Design Report User and System Interfaces, Information Security Model Design. 4. Application software development, integration and configuration including document management component 5. Testing (including system test, unit test, integration test cases) and verification - Testing report Phase III: Go Live 6. 7. User Acceptance Test Training - End user training, Application training Rollout of the system Go Live - including submission of user manual, source code, system manual and training manual 3. T+5 WEEKS

T+13 WEEKS

T+15 WEEKS

T+17 WEEKS T+20 WEEKS

8. 9.

T+21 WEEKS T+22 WEEKS

Phase IV: Facilities Management Services 1 year from the date of Go-live and subject to SLA. 11. Annual Maintenance Contract including 2 consecutive years submission of various reports from the end of warranty period and subject to SLA. Note: All the milestones will be deemed as completed only after successful signoff from KVIC 10. Warranty

8.2

Payment Terms

Sr.No.

Payment Milestones

Payment terms

1

2 2.1

On submission of the SRS and SDR documentation & submission of Bank Guarantee Software cost Application development and configuration, testing (testing would include system test, unit test, integration test cases, web performance testing)

20% of the total cost


2.2

Training (including user manual, training material, training manual, system manual, user code) - on Go Live User Acceptance & Go Live


3


Note: All the payments will be released after successful signoff from KVIC

9

Service Level Agreement

This section is to be agreed by KVIC and IA as the key IA performance indicator for this engagement. The following section reflects the measurements to be used to tracking, monitoring and reporting of systems performance on a regular basis. The targets shown in the following tables are for the period of contract and its extension.

9.1

General principles of Service Level Agreements

The Service Level agreements have been logically segregated in the following categories:

Project Management Availability Management Performance Management Service Management

9.2

Project Management

S No

Parameter

Description

Target

Penalty

Validation tools/method

1

Project setup time

IA is expected to mobilize the team for

Within

the

3

KVIC the

reserves right to the

Project team to be available as indicated in the proposal, Project kick off meeting Project management office setup ,

days from date of award of

terminate contract

commencement of work

contract Project kick off meeting with

in 1 week from date of award of contract 2 Installation, Delivery and Training Delivery, Installation, Training, integration testing of & all Go for concerned locations If the Go-Live Live plan all 1 day is as

1. Post delivery inspection reports (signed by KVIC official & IA).

calculated 24 hours

S No

Parameter

Description

Target

Penalty


components under engagement the

is not as per schedule: 2. Training

completion 1 day to 5 days = Rs 5,000/certificate along with attendance sheets More days than = 5 Rs per

per day

10,000/day 3 Project implementati on for timeline solution IA is expected to complete the entire implementation within the time frame mentioned the RFP. as in 100 adherence the % to 1 day

is as hours

1. Project Plan & 2. schedule Actual

calculated 24

timelines

given by IA in the plan. variation project No will 1 day to 5 days = Rs 5,000/-

Deliverables 3. Acceptance completion 4. Implementation More days than = 5 Rs per completion support duly signed by authorized KVIC official User

be accepted by KVIC those over which been directly except times runs have caused by

per day

15,000/day

KVIC or K.I.s Note :

If the IA is not able to meet the above SLA w.r.t project timelines for a period of 15 continuous days (including Public holidays & non working days), KVIC will invoke 5% of the total PBG submitted by the IA to KVIC.

If the IA is not able to meet the above SLA for a period of 16-29 continuous days (including Public holidays & non working days), KVIC will invoke the remainder of the total PBG submitted by the IA to KVIC.

If the IA is not able to meet the above SLA w.r.t project timelines for a period of 30 continuous days (including Public holidays & non working days), KVIC will initiate

S No

Parameter

Description

Target

Penalty


proceedings for termination of the contract.

9.3

Availability Management

Availability for software SNo 1 Components Availability of solution & all components including software Institution and related components locations. etc. at Khadi be 99% Availability / Uptime

concerned

Uptime

will

calculated for all days on a basis of 24 / 7 * 365/366 days availability as applicable Note :

If the IA is not able to meet the above SLA w.r.t project timelines for a period of 15 continuous days (including Public holidays & non working days), KVIC will invoke 5% of the total PBG submitted by the IA to KVIC.

If the IA is not able to meet the above SLA for a period of 16-29 continuous days (including Public holidays & non working days), KVIC will invoke the remainder of the total PBG submitted by the IA to KVIC

If the IA is not able to meet the above SLA w.r.t project timelines for a period of 30 continuous days (including Public holidays & non working days), KVIC will initiate proceedings for termination of the contract

9.4

Problem Notification & Resolution Time matrix

Maximum time to restore Solution Availability is defined as the time taken to resolve the problem, starting from the time of logging the complaint and within the time specified in table below. IA should notify the end user within 20 min after resolution of problem.

S. No

Parameter

KVIC Concerned locations Maximum time to restore

1

Software

REMOTE SUPPORT 2 HRS ONSITE SUPPORT 24 HRS ONSITE SUPPORT IN NORTH EAST 36 HRS

9.5

Breach of SLA

In case, the IA does not meet the above service level agreement for 2 continuous working days at any of the locations of Khadi Institutions, KVIC will treat it as a breach of Service Level Agreement. The following actions will be taken:

a. Issue a letter/e-mail/Fax seeking reasons for not complying the SLA. b. The IA should reply the notice with 3 working days as per calendar. c. If KVIC is not satisfied with the reply it will termination the contract.

9.6

Exclusions to breach of SLA

The reason attributed to Delay in execution / approval from KVICs side. Any such delays will be notified in writing to KVIC, will not be treated as breach of SLA from the IAs point of view.

9.7

SLA supervision

KVIC will review the performance of IA against the SLA defined at any given duration. The supervision report will form the basis for imposing penalty or breach of contract. The results will be shared with the IA as soon as possible.

9.8

Reporting Procedures

The IAs representative will prepare and submit SLA performance reports in an agreed upon format by the first of every month for the entire Project duration. The reports will include actual versus target SLA performance, a variance analysis and discussion of appropriate issues or significant events. 9.9 Risk and Cost Factor

In the event of termination of contract on the basis of non performance by the IA as per SLA, IA will be solely responsible for risk and cost factor thereon.

10 General Terms and Conditions of RFP

10.1

Invitation for Proposal

This Invitation for Proposal is for Selection of Implementing Agency to develop, test, train and implement MIS based software for KVI Institutions.

Sealed offers (both Technical and Financial) prepared in accordance with the procedures enumerated in this document 10.2 Clarification and Amendment of RFP Documents

Any observation on any aspect of the RFP may please be communicated to KVIC at the e-mail mentioned in the Data Sheet not later than 1 week from the date of publication of the RFP. The observations will be evaluated and any necessary amendments to the RFP shall be done at the sole discretion of KVIC, and an addendum / corrigendum shall be issued subsequently. The addendum / corrigendum shall also be updated on the KVIC.

KVIC may choose to conduct a pre-bid conference for answering the queries related to the engagement, if required. The date, venue and time of the pre-bid conference will be uploaded on the KVIC website. Prospective bidders are requested to check the website frequently for any update. 10.3 Address of Correspondence

The Bidder shall send correspondence / communication at the official mailing address, email which are as follows. DIRECTOR (IT), KHADI AND VILLAGE INDUSTRIES COMMISSION, 3, IRLA ROAD, VILE PARLE (WEST), MUMBAI 56. Ph. 022-26287397 mail- [email protected]

Cost incidental to RFP Preparation Bidders shall bear all costs associated with the preparation and submission of their proposals and contract negotiation. KVIC is not bound to accept any proposal, and reserves the right to annul the selection process at any time prior to Contract award, without any liability to the bidder. 10.4 Site Conditions

Bidders should contact the Clients representative for their visit at the respective State/Divisional offices of KVIC in the state, if required, to obtain additional information. Bidders should send a request for the same to the respective State/Divisional offices of KVIC in the state in advance to ensure that KVIC representatives are advised of the visit well in time to allow them to make appropriate arrangements for supply of information. All costs related to the visits shall be borne by the interested bidder. List of offices may be seen at Annexure-II 10.5 Preparation of Proposal

The bidder is requested to confirm by e-mail to [email protected], KVIC after successfully downloading the RFP document.

10.5.1

Technical Proposal

a. In preparing the Technical Proposal, the bidders are expected to examine the documents comprising in this RFP in detail. Material deficiencies in providing the information requested may result in rejection of a Proposal. b. While preparing the Technical Proposal, the bidder must give particular attention to the following: Key Features of the overall solution. Architecture measures. Bills of material. Approach and Methodology including Information Security measures. Training and Implementation Plan amongst others. Number of key professionals and Support team staff-months estimated by the firm. It is desirable that the key professional staff proposed be permanent employees of the firm or has an extended and stable working relation with it. Alternative key professional staff shall not be proposed, and only one curriculum vitae (CV) may be submitted for each position. Curriculum Vitae (CV) of Support team to supplement the key professionals have to be submitted. c. The Technical proposal should also provide the following information using the attached Technical Forms: Any additional information requested in the Data Sheet. The Technical Proposal shall not include any financial information. Solution Overview. Understanding of scope of work. envisaged for the solution including Information Security

10.5.2

Financial Proposal

a. In preparing the Financial Proposal, the bidders are expected to take into account the requirements and conditions of the RFP document. The Financial Proposal should

follow Standard Forms and list all costs associated with the Assignment, including all taxes and levies. b. The Financial Proposal should clearly identify, as a separate amount, the local taxes (including social security), duties, fees, levies, and other charges imposed under the applicable law, on the bidder. c. The Bidders should express the price of their services in Indian Rupees. d. The Data Sheet indicates the duration for which the proposals must remain valid after the submission date. During this period, the bidder is expected to keep available the key professional staff proposed for the assignment. KVIC will make its best effort to finalize the contract negotiations within this period. If KVIC wishes to extend the validity period of the proposals, the bidders who do not agree, have the right not to extend the validity of their proposals. 10.6 RFP Document Fee

a. A RFP Document fees of Rs.10,000/- (INR Ten Thousand only) in the form of DD drawn in favor of KVIC Information Technology Schematic A/C, and payable at Mumbai must be submitted along with the Proposal. b. Proposals not accompanied by RFP Document Fee shall be considered as nonresponsive and rejected.

10.7

Earnest Money Deposit

a. An Earnest Money Deposit (EMD) of Rs.5,00,000/- (INR Five Lakhs only) in the form of DD/BG drawn in favor of KVIC Information Technology Schematic A/C and payable at Mumbai must be submitted along with the Proposal. b. Proposals not accompanied by EMD shall be rejected as non-responsive. c. No interest shall be payable by the Client for the sum deposited as EMD. d. PBG format is enclosed in Form 10. e. The EMD of the unsuccessful bidders would be returned within one month of finalization of the contract.

The EMD shall be forfeited in case of the following events:

a. If Proposal is withdrawn during the validity period or any extension agreed by the bidder thereof. b. If the Proposal is varied or modified in a manner not acceptable to the bidder after opening of Proposal during the validity period or any extension thereof. c. If the bidder tries to influence the evaluation process. 10.8 Submission, Receipt and Opening of Proposals

a. The original proposals, both Technical and Financial, shall contain no interlineations or overwriting. Submission letters for both Technical and Financial Proposals should respectively be as per the specified formats.

b. An authorized representative of the bidder shall sign his / her initials on all pages of the original Technical and Financial Proposals. The authorization shall be in the form of a written power of attorney accompanying the Proposal or in any other form demonstrating that the representative has been duly authorized to sign.

c. Two copies of the Technical and one copy of financial proposal should be submitted. The technical proposal should also be submitted in soft copy in two CDs having a pdf version and non lockable and editable MS word document.

d. The signed Technical and Financial Proposals shall be marked "ORIGINAL". The original and a copy of the Technical Proposal shall be placed in a sealed envelope clearly marked "TECHNICAL PROPOSAL"

e. The EMD and RFP document fee should be submitted in two separate envelopes marked as Earnest Money Deposit and RFP Document Fees respectively.

f.

Similarly, the original Financial Proposal shall be placed in a sealed envelope clearly marked Financial Proposal" followed by the name of the Assignment/job. The envelopes containing the Technical Proposals, Financial Proposals, EMD and RFP Document Fees shall be placed into an outer envelope and sealed.

g. This outer envelope shall bear the submission address, reference number and shall be clearly marked "DO NOT OPEN, BEFORE

16.30 hours on 25 JANUARY 2011. The Bidders shall seal and mark the original and each copy of the Technical Bid strictly as stipulated. The Client shall not be responsible for misplacement, loss or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstan ce may be the case for proposal rejection.

h. Telegraphic / Tele fax / Telex / E-mail submissions / quotations will not be accepted.

i.

If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the Proposal non-responsive.

j.

The Proposals must be sent to the address/addresses indicated in the Data sheet and received by the Client no later than the time and the date indicated in the Data sheet, or any extension to this date. Any proposal received by the Client after the deadline for submission shall be returned unopened.

10.9

Last Date of Submission for Bids

The bids should be submitted not later than 16.00 hours on 25 JANUARY 2011. 10.10 Late Bids

Any bid received by the Client after the appointed time on the last date for receipt of bids prescribed by the Client, will be rejected and/or returned unopened to the Bidder. 10.11 Period of validity of Bids

Bids shall remain valid for 180 days after the date of submission of the proposal. A bid valid for a shorter period will be rejected as non-responsive.

In

exceptional

circumstances,

the

Client

may

solicit

the

Bidder's

consent

to

an extension of the period of validity. The request and the responses thereto shall be made in writing (or by fax). A Bidder may refuse the request without

forfeiting its bid security. A Bidder accepting the request will not be required nor permitted to modify its bid.

10.12 Modification & Withdrawal of Bids

10.12.1

Amended Proposals

A Bidder may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. KVIC personnel will not merge, collate, or assemble proposal materials. No bid shall be modified subsequent to the last date for receipt of bids.

10.12.2

Bidders Rights to Withdraw Proposal

Bidders will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The Bidder must submit a written withdrawal request signed by the Bidders duly authorized representative addressed to the concerned authority mentioned in the datasheet.

The Bidder may modify or withdraw its bid after the bid's submission, provided that written notice of the modification or withdrawal is received by the Client prior to the last date prescribed for receipt of bids.

The withdrawal requests received after the deadline for receipt of the proposals will not be accepted.

No bid shall be withdrawn in the interval between the last date for receipt of bids and the expiry of the bid validity period specified herein. Withdrawal of a bid during this interval shall result in the Bidder's forfeiture of its bid security.

10.12.3

Terms & Conditions for Bidders

Printed terms and conditions of the Bidders will not be considered as forming part of their bids.

10.12.4

Clarifications on Bids

When

deemed

necessary,

the

Client

may

seek

clarifications

on

any

aspect

from the Bidder. However, if price change is envisaged due to any clarification, supplementary bid in a separate sealed cover, commensurate with addition/ deletion only, shall be submitted prior to price bid opening only if agreed by KVIC.

10.13 Contract Deviations

No deviations in the terms and conditions as laid out in the RFP will be accepted. 10.14 Bidder Qualifications

The Evaluation committee may make such investigations as necessary to determine the ability of the Bidder to adhere to the requirements specified within this RFP.

The Evaluation committee will reject the proposal of any Bidder who is not a responsible Bidder or fails to submit a responsive offer. 10.15 Right to Waive Minor Irregularities

The Evaluation Committee overseeing the RFP reserves the right to waive minor irregularities. The Evaluation Committee also reserves the right to waive mandatory requirements provided that all of the otherwise responsive proposals fail to meet the same mandatory requirements and/or doing so does not otherwise materially affect the procurement. This right is at the sole discretion of the Evaluation Committee. 10.16 Change in IA Representatives

KVIC reserves the rights to require a change in IA representatives if the assigned representatives are not, in the opinion of KVIC, meeting its needs adequately. 10.17 Right to Publish

Throughout the duration of this bidding process and contract term, potential Bidders and contractors must secure from KVIC written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement or the subsequent contract. Failure to adhere to this requirement may result in disqualification of the Bidders proposal or termination of the contract.

10.18 Compliance with Mandatory Requirements

All proposals will be reviewed for compliance with the mandatory requirements as contained within the RFP. Proposals deemed non-responsive will be eliminated from further consideration.

10.19 Requests for Bidder Clarifications

The Evaluation Committee may at its sole discretion contact the Bidder for clarification of the response. 10.20 External Information Sources

The Evaluation Committee may use other sources of information in proposal evaluation as required. 10.21 Collusive Proposal

Bidders and their employees, agents, advisors and any other person associated with the bidder, must not engage in any collusive proposal, anti competitive conduct or any other similar conduct with any other bidder or any other person in relation to the preparation or lodgment of response.

In addition to any other remedies available under any law or any contract, KVIC reserves the right, in its sole and absolute discretion, to reject any submission lodged by a bidder that engaged in any collusive proposal, anti competitive conduct or any other similar conduct with any other bidder or any other person in relation to the preparation or lodgment of proposals.

10.22 Return of Information to KVIC

KVIC reserves the right, in its sole and absolute discretion, to demand that at any stage all written information provided by KVIC (whether confidential or otherwise and without regard to the type of media on which such information was provided to any bidder, including all copies of such information) be:

Returned to KVIC, in which case the bidder must promptly return all such information to the address identified by KVIC; or

Destroyed by the bidder, in which case the bidder must promptly destroy all such information and provide KVIC with written certification that it has been destroyed.

10.23 Conflict of Interest

The Client requires that Bidder to

provide professional, objective, and impartial

advice and at all times hold the Client's interests paramount, strictly avoid conflicts with

other Assignment/jobs or their own corporate interests and act without any consideration for future work.

Without limitation on the generality of the foregoing, IA, and any of their affiliates, shall be considered to have a conflict of interest and shall not be recruited, under any of the circumstances set forth below:

10.23.1

Conflicting Activities:

a. A firm that has been engaged by the Client to provide goods, works or Assignment/job other than consulting Assignment/job for a project, and any of its affiliates, shall be disqualified from providing consulting Assignment/job related to those goods, works or Assignment/job. b. Conversely, a firm hired to provide consulting Assignment/job for the preparation or implementation of a project, and any of its affiliates, shall be disqualified from subsequently providing goods or works or Assignment/job other than consulting Assignment/job resulting from or directly related to the firm's consulting

Assignment/job for such preparation or implementation. For the purpose of this paragraph, Assignment/job other than consulting Assignment/job are defined as those leading to a measurable physical output. c. A Consultant (including its Personnel and Sub-Consultants) or any of its affiliates shall not be hired for any Assignment/job that, by its nature, may be in conflict with another Assignment/job of the Consultant to be executed for the same or for another Client. d. A IA (including its Personnel and Sub-contractors) that has a business or family relationship with a member of the Clients staff who is directly or indirectly involved in any part of (i) the preparation of the Terms of Reference of the Assignment/job, (ii) the selection process for such Assignment/job, or (iii) supervision of the Contract, may not be awarded a Contract, unless the conflict stemming from this relationship has been resolved in a manner acceptable to the Employer throughout the selection process and the execution of the Contract. e. The IA will have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of their Client or that may reasonably be perceived as having this effect. Any such disclosure shall be made as per the Standard forms of technical proposal provided herewith. If the IA fails to disclose said situations and if the Client comes to know about any such situation at any time, it may lead to the disqualification of the Consultant during bidding process or the termination of its Contract during execution of assignment.

f.

No agency or current employees of the Client shall work as IA under their own ministries, departments or agencies.

10.24 Improper Assistance Proposals, which in the opinion of KVIC, have been completed with the improper assistance of employees of KVIC and ex-employees of KVIC, or with the utilization of information unlawfully obtained from KVIC, will be excluded from further consideration.

10.25 False or Misleading Claims

KVIC may in its absolute discretion exclude or reject any proposal that in the reasonable opinion only of KVIC contains any false or misleading claims or statements. KVIC has no liability to any person or agency for excluding or rejecting any such proposal.

10.26 No Reliance

Bidders must form independent judgments about any information and other figures in the RFP. Bidders must make their own enquiries to form their judgments. KVIC has no liability to any person who acts or fails to act in reliance on any information or figures in this RFP. 10.27 Amendment to the Contract

No variation or modification of the terms of the Contract shall be made except by written amendment signed by both the parties i.e. the IA and the Client. 10.28 Assignment sub contract

The Bidder shall not assign or sub contract, in whole or in part, its obligations to perform under the Contract, except with written prior permission of the Client. 10.29 Taxes & Duties

All Custom Duties, Excise Duties, Sales Taxes, levies, local taxes, VAT work contract tax and other Taxes and Duties, Levies payable by the bidders in respect of the transaction between the bidders and their sub contractors procuring any components, sub assemblies, raw-materials and equipment shall be included in the bid price and no separate claim on this behalf will be entertained by KVIC.

Wherever Excise duty, Service Tax, VAT etc. is applicable, the due credit under the MODVAT (Modified Value Added Tax) scheme as per the relevant Government policies wherever applicable, shall be taken into account by the Bidder while quoting bid price.

As regards the Income Tax, surcharge on Income Tax and other taxes including tax deduction at source, the Bidder shall be responsible for such payment to the concerned authorities within the prescribed period.

Bidders will have to clearly indicate the modvatable amount included in their price for which relevant documents will have to be submitted by them for claiming the modvat by the client.

10.30 Modification and Variation in Contract

The Client may at any time, by a written order given to the IA, make changes within the general scope of the Contract. If any such change causes an increase or decrease in the cost of, or the time required for, the IAs performance of any part of the work under the Contract, whether changed or not changed by the order, an equitable adjustment mutually agreed upon, shall be made in the Contract Price or delivery schedule, or both, and the Contract shall accordingly be amended. Any claims by the IA for adjustment under this Clause must be asserted within 7 days from the date of the IAs receipt of the Clients changed order.

11 Evaluation Process

KVIC will undertake a three step evaluation that is mentioned below.

The first step of evaluation will be a pre-qualification evaluation stage where only those bidders who qualify the pre-qualification criteria completely.

The second step of evaluation will be technical evaluation stage. The bidder should get a minimum of 70 marks in the technical criteria mentioned below in clause

The third step will be financial evaluation based on L1 method.

11.1

Pre Qualification Criteria for bidders

The Bidder should be a Public/Private Limited Company registered under the Indian Companies Act and having minimum 5 years of experience in the area of Software development for Government organizations working for the rural sector. The Company should be financially strong and must be making profit for the last 3 financial years ending on 31/03/2010, with an yearly turn over of minimum Rs.3 Crores for each of the three financial years ending on the said date.

S. No.

Qualification Criteria

Supporting documents to be submitted

1.

Should

have

successfully

Copy of work order and completion certificate.

implemented at least 3 software projects for Government

organization in the Rural sector with a minimum total project cost of Rs. 30.00 lakhs each. 2. Should have 5 years experience in Software development. Work Completion orders certificates and

showing experiences of 5 years. 3. The Bidder should have an annual financial turnover of INR 3 crores ending March 31 for each of the last three years i.e. 2007-08, Proof of which is to be submitted in the form of audited/certified sheets. balance

2008-09, 2009-10. 4. Bidder should be registered with the Registrar of Companies. 5. The bidder should have at least 50 full time employees on its roll. 6. The Bidder or should involved not in be any Copy of the Certificate of Incorporation. CS certified statement on the number of personnel. Company Secretary certified document.

Blacklisted

Corrupt & Fraudulent

Practices

by any Central/ State government ministry/affiliate or Public sector undertaking.

Note: Similar scoped project means a project that involved software development & implementation uptill Go-Live Acceptance.

KVIC will verify compliance to all the terms and conditions of the RFP. The bids which do not conform to the RFP conditions shall be straight away rejected. Only those bids shall be considered for further evaluations who qualify as per the pre qualification criteria mentioned above. 11.2 Evaluation of Technical bids

The technical proposals will be opened on the mentioned date in this RFP. The Technical Bid will be examined by the evaluation committee on the basis of responsiveness to the scope of work, applying the evaluation criteria and points system specified below. The bidders will have to present the technical proposal to aid evaluation of Technical bids.

S.No 1 1.1 1.1.1

Parameters Relevant Past experience Project Experience Bidder should have completed three similar scoped project worth >=INR 25 lakhs for a Central Government Ministry/ State

Percentage 40 30

20

Government/ Government Body/ PSU/Public Sector Banks [PSB] or 1.1.2 Bidder should have completed two similar scoped project worth >=INR 30 lakhs for a Central Government Ministry/ State 25

Government/ Government Body/ PSU/Public Sector Banks [PSB] or 1.1.3 Bidder should have completed one similar scoped project worth >=INR 35 lakhs for a Central Government Ministry/ PSU/Public 30

Sector Banks [PSB]

1.2

Bidder

should

have of to

the having

experience undertaken software 10

[ongoing/completed] projects pertaining

application

development and implementation in KVIC 2 2.1 Proposed Solution Relevance of Approach and Methodology to the project - Proposal and Presentation 2.2 2.3 3 3.1 Proposed Overall Architecture Project Plan and Training Plan Quality of Manpower Experience of Project Director in similar scoped project of Central Government Ministry/ State Government/ Government Body/ PSU/Public Sector Banks [PSB] 3.1.1 3.1.2 3.1.3 4 Note: Similar scoped project means a project that involved software development & implementation uptill Go-Live Acceptance > 3 years to 5 years to 7 years and above Total 4 6 10 100 10 50 25 15 10 10

The technical evaluation will have to score a minimum of 70 marks. To augment the technical proposal, the bidders may be requested to deliver a presentation on their technical proposal. This will be intimated to the bidders both by e-mail and fax addressed to the authorized personnel. 11.3 Evaluation of Financial bids

The Technically qualified bidders will be evaluated financially. The bidder who has the lowest financial quote will be selected as the IA.

12 General Conditions of the Contract

12.1

Address of Correspondence

The IA shall send correspondence / communication at the official mailing address, e-mail and fax number as mentioned by the Client in the Data Sheet.

12.2

Relationship between the Parties

Nothing mentioned herein shall be constructed as relationship of master and servant or of principal and agent as between the KVIC and IA.

12.3

Standards of Performance

The IA shall perform the services and carry out their obligations under the Contract with due diligence, efficiency and economy in accordance with generally accepted professional standards and practices. The IA shall always act in respect of any matter relating to this contract as faithful advisor to KVIC. The IA shall always support and safeguard the legitimate interests of KVIC, in any dealings with the third party. The IA shall abide by all the provisions/Acts/Rules etc. of Information Technology prevalent in the country. The IA shall conform to the standards laid down in RFP in totality. 12.4 Delivery and Documents

The IA shall submit all the deliverables on due date as per the delivery schedule. The IA shall not without the KVICs prior written consent disclose the Contract, drawings, specifications, plan, pattern, samples to any person other than an entity employed by KVIC for the performance of the Contract. In case of termination of the Contract, the entire document used by IA in the execution of project shall become property of KVIC. 12.5 Intellectual Property Rights

No services covered under the Contract shall be sold or disposed by the IA in violation of any right whatsoever of third party, and in particular, but without prejudice to the generality of the foregoing, of any patent right, trademark or similar right, or any charge mortgage or lien. The IA shall indemnify the KVIC from all actions, costs, claims,

demands, expenses and liabilities, whatsoever, resulting from any actual or alleged infringement as aforesaid and at the expenses of the IA, KVIC shall be defended in the defense of any proceedings which may be brought in that connection. 12.6 Return of Information to KVIC

KVIC reserves the right, in its sole and absolute discretion, to demand that at any stage all written information provided by KVIC (whether confidential or otherwise and without regard to the type of media on which such information was provided to any IA, including all copies of such information) be:

Returned to KVIC, in which case the IA must promptly return all such information to the address identified by KVIC; or

Destroyed by the IA, in which case the IA must promptly destroy all such information and provide KVIC with written certification that it has been destroyed.

12.7

Amendment to the Contract

No variation or modification of the terms of the Contract shall be made except by written amendment signed by both the parties i.e. the IA and the Client.

12.8

Legal Rights to use and modify the software

The IA will pass on to KVIC, all design documents, source code/scripts, legal rights, titles and warranties for the Software to be developed under these Bid documents. KVIC shall have right to modify / upgrade the Software as per its requirements either of its own or with the help of third party in case there is no software maintenance agreement between KVIC and IA.

12.9

Freezing of requirements

IA will study the requirements of KVIC based on Scope of Work.

The SRS will be

approved by KVIC and it will be binding for IA to implement the same. If any changes are suggested by KVIC after award of the contract, same will be incorporated in SRS. 12.10 Assignment

The IA shall not assign the project to any other agency, in whole or in part, to perform its obligation under the Contract, without the KVICs prior written consent. 12.11 Suspension

KVIC may, by written notice to IA, suspend all payments to the IA hereunder if the IA fail to perform any of its obligations under this Contract including the carrying out of the services, provided that such notice of suspension

a) Shall specify the nature of failure. b) Shall request the IA to remedy such failure within a period not exceeding thirty (30) days after receipt by the IA of such notice of failure. 12.12 Legal Jurisdiction If a dispute arises out of or in connection with this contract/agreement, or in respect of any defined legal relationship associated herewith or derived therefrom, the parties agrees either to seek an amicable settlement of that dispute by conciliation under the ICADR Conciliation Rules, 1996 or to submit that dispute to Arbitration under the ICADR Arbitration Rules, 1996. The authority to appoint Conciliator/Arbitrator shall be the International Centre for Alternative Dispute Resolution. The International Centre for Alternative Dispute Resolution will provide

administrative service in accordance with the ICADR Conciliation/Arbitration Rules, 1996. The place of conciliation/arbitration proceedings shall be Mumbai.

12.13 Notice Any notice, request or consent required or permitted to be given or made pursuant to this contract shall be in writing. Any such notice, request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the party to whom the communication is addressed, or when sent to such party at the address mentioned in the Contract Agreement. 12.14 Limitation of Liabilities

a) Either party will accept liability without limit. For death or personal injury caused to the order party by its negligence or the negligence of its employees acting in the course of their employment; o Any other liability which by law either party cannot exclude.

o

This does not in any way confer greater rights than what either party would otherwise have at law

b) The Contract does not contemplate any consequential, indirect, loss profit, claim for tort or similar damages of any form to be paid by the IA to KVIC or any other organizations c) Notwithstanding anything to the contrary contained in this Contract, in no event will the IA be liable to KVIC, whether a claim be in tort, contract or otherwise; for any amount in excess of 100% of the total professional fees payable for the respective Project provided that this limitation shall not apply to any obligation of IA to indemnify to KVIC with respect to intellectual property right infringement. d) No action regardless of form, arising out of this Contract may be brought be either party more than one year after the cause of action has accrued.

12.15 Progress of the Project

The IA would be required to intimate the progress of the project to KVIC in a frequency and manner prescribed by KVIC in consultation with the IA after the award of Contract. 12.16 Miscellaneous

a) The end product of the work assignment carried out by the IA, in any form, will be the sole property of KVIC. b) In the event the IAs Company or the concerned Division of the company is taken over / bought over by another company, all the obligations under the agreement with KVIC, should be passed on the compliance by the new company new division in the negotiation for their transfer 12.17 Performance Bank Guarantee

1. Within 14 days of notifying the signing of the contract, the IA shall furnish a Performance Bank Guarantees, as per Form 10 in Clause 7, amounting to 20% of the total contract value for the entire contract period as its commitment to perform services under the contract. 2. Failure to comply with the requirements shall constitute sufficient grounds for the forfeiture of the PBG. 3. The PBG shall be released immediately after expiry of contract provided there is no breach of contract on the part of the IA. 4. No interest will be paid on the PBG. 5. The duration of contract will be for a period of 5 years from the date of signing of contract. This will include the implementation and the Facility management duration. 6. PBG format is attached in Form 10.

12.18 Liquidated Damages

This RFP is for selection of the IA for execution of this assignment under the RFP from time to time. If during execution of the contract, following problems are found, then a penalty of 0.5% of the Contract value per week for each assignment arising out of the RFP, (subject to maximum of 10% of the total contract value) may be imposed by KVIC, which will be the part of the RFP:

1. Quality of deliverable is not up to the mark, (till the quality is improved to the required extent) 2. Delays in deliverables 3. Not assigning adequate resources in time 4. Not deploying resources on a dedicated basis, when required 5. Assigning resources that do not meet the KVIC requirements 6. Inadequate interaction with the KVIC 7. The work is either not complete or not completed satisfactorily as per the approved time schedule or the quality of deliverable.

If the delay is beyond 1 month on any of the milestones then KVIC may rescind the Contract and shall be free to get it done from some other source at the risk and costs of the IA. The IA may be debarred for applying in future projects of similar scope.

The 10% of the total contract value cap is also applicable to the Service Level Agreement. 12.19 Termination of Contract

The IAs association with KVIC will terminate in following ways: 1. The term of Contract expires 2. Termination of Contract by KVIC due to non-performance during the execution of Project a. Performance is below expected level b. Non adherence to the timelines of the Project c. Quality of work is not satisfactory 3. Upon termination of the contract, KVIC has the right to terminate the contract and award the project to the second successful bidder, without any liability on KVICs part in whatsoever manner to compensate the successful bidder.

12.20 Termination for Insolvency, Dissolution etc

KVIC may at any time terminate the Contract by giving written notice to the IA, if the IA becomes bankrupt or otherwise insolvent or in case of dissolution of firm/company or winding up of firm/company. In this event, termination will be without compensation to the IA, provided that such termination will not prejudice or affect any right of action or remedy, which has accrued or will accrue thereafter to KVIC.

12.21 Force Majeure

1. The IA shall not be liable for forfeiture of its PBG or termination of contract for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. 2. For purposes of this clause, Force Majeure means an event beyond the control of the IA and not involving the IA fault or negligence, and not foreseeable. Such events may include, but are not restricted to, acts of the KVIC in its sovereign capacity, wars or revolutions, riot or commotion, earthquake, fires, floods, epidemics, quarantine restrictions and freight embargoes. 3. If a Force Majeure situation arises, the IA shall promptly notify KVIC in writing of such condition and the cause thereof. Unless otherwise directed by KVIC in writing, the IA shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. 12.22 KVIC reserves the right to accept or reject proposals, submitted by vendors,

partially or fully, without assigning any reasons.

13 Data sheet

S.No 1.

Particulars The name of the Client is: Khadi and

Details Village Industries

Commission (KVIC) 2. Address of the Client Gramodaya", 3, Irla Road, Vile Parle (West), Mumbai, PIN-400 056. Maharashtra, India 3. 4. 5. 6. Contact Number e-mail Method Of Selection Technical and Financial Proposal are requested 7. Name of Assignment Selection of IA for design, development and implementation of MIS for Khadi Institution 8. Description of assignment scope Kindly refer to the scope of work and requirements of functionalities 9. Pre Bid conference will be held Yes 11.30 a.m., 15 JANUARY 2011, KVIC, Gramodaya", 3, Irla Road, Vile Parle (West), Mumbai, PIN-400 056 11. Contact Person 12. Tender Document Fees 13. Clarifications Mr. M. Rajan Babu, Director (IT) Rs. 10,000/To be requested from the above 022-26287397 [email protected] Lowest Cost Bidding System As specified

10. Pre-Bid conference time, date and venue

mentioned official up to 7 days before the pre-bid conference. 14. Language reports 15. Validity of Proposal 180 days after the last date of of Proposal and all English

submission of the proposal. 16. Submission date for proposal 17. Date and time of Opening the Technical Bid 18. Date and time of Opening the Will be intimated to the bidders. 25th January, 2011, 16.00 hrs. 16.30 hours on 25 JANUARY 2011

Commercial Bid

14 Detailed Formats

KVIC requests the Proposals from bidders as per the proposal formats to be used by the bidders for submitting their Proposals for selection of IA under the RFP. Wherever no formats are prescribed, bidders may use relevant formats disclosing all required information.

S.No 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

Form Form 1 Form 2 Form 3 Form 4 Form 5 Form 6 Form 7 Form 8 Form 9 Form 10 Form 11 Form 12 Form 13 Form 14 Form 15

Description Cover Letter Pre-Bid queries format Pre-qualification compliance checklist Relevant Experience Work Plan Project Details Team Deployment CV format Financial Proposal Format Performance Bank Guarantee Format Power of Attorney Training Plan Proposed Architecture Implementation and Project Management Plan Bills of Material

14.1

Form 1 - Cover Letter Technical Proposal

Date: RFP No:

To, Director (IT), Khadi & Village Industries Commission, 3, Gramodaya, Irla Road, Vile Parle (W), Mumbai 400 056.

Subject: Technical

proposal

for Selection of IA

for design,

development and

implementation of MIS for Khadi Institutions. ()

Dear Sir,

1. We, the undersigned, having carefully examined the referred RFP, offer to propose for the selection as IA, in full conformity with the said RFP. 2. We have read the all the provisions of RFP and confirm that these are acceptable to us. 3. We further declare that additional conditions, variations, deviations, if any, found in our proposal shall not be given effect to. 4. We agree to abide by this Proposal, consisting of this letter, our Technical and Financial Proposals, the duly notarized written power of attorney, and all attachments, for a period of 90 days from the date fixed for submission of Proposals as stipulated in the RFP and modifications resulting from contract negotiations, and it shall remain binding upon us and may be accepted by you at any time before the expiration of that period. 5. Until the formal final Contract is prepared and executed between us, this Proposal, together with your written acceptance of the Proposal and your notification of award, shall constitute a binding contract between us. 6. We declare that we do not have any interest in downstream business, which may ensue from the RFP prepared through this assignment.

7. We hereby declare that all the information and statements made in this proposal are true and accept that any misrepresentation or misinterpretation contained in it may lead to our disqualification. 8. We understand you are not bound to accept any proposal you receive, not to give reason for rejection of any proposal and that you will not defray any expenses incurred by us in bidding. 9. Bankers Cheque/ Demand draft no. _________ dated ______ drawn on ________ for INR is enclosed towards EMD. 10. Bankers Cheque/ Demand draft no. _________ dated ______ drawn on ________ for INR is enclosed towards RFP document cost as document was downloaded from website. RFP document was purchased by us by making cash payment vide receipt number _____dated ________ of your office.

Signature. In the capacity of Duly authorized to sign Proposal for And on behalf of.. Date.. Place.

14.2

Form 2 Observations

S. No 1

Company Name

Page No.

Clause No.

Observations

Suggestion

2 3 4 5

KVIC Tender

Documents

Transcript of KVIC Tender