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RAJYA KRISHI UTPADAN MANDI PARISHAD

UTTAR PRADESH LUCKNOW

TENDER DOCUMENT

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Letter no- compcell /61/2013- Date- 26-08-2013

SORT TREM TENDER NOTICE

Sealed tenders are invited by office of UP Mandi Parishad from competent and eligible system

integrators for office Automation of UP Mandi Parishad.

The last date of bid submission is 16-09-2013 at 3.00 P.M. and the tender details can be seen at

our website www.upmandiparishad.in . The cost of tender document is Rs. 10,000/- (Non-

Refundable). The tender cost should be in the form of Bank Draft (nationalized bank only) in

favour of Senior Account Officer Rajya Krishi Utapadan Mandi Parishad, Uttar Pradesh payable

at Lucknow. The tender documents can be collected from Computer Section of Mandi Parishad.

Deputy Director (A/M)

Mandi Parishad-HQ

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NOTICE DETAILS

Tender notice no. UPMANDI/COMP/23

Cost of tender document Rs. 10000/- in form of DD in name of Senior Account

Officer, Rajya Krishi Utpadan Mandi Parishad, UP

payable at Lucknow

EMD Amount 500000/-

Last Date ,Time and Place of submission of

technical & commercial bid

16-09-2013 14:00 Hrs at HO, UP Mandi Parishad,

Lucknow

Date, time and venue of technical bid opening 16-09-2013 14:00 Hrs at HO, UP Mandi Parishad,

Lucknow

Date, Time and venue of commercial bid opening 20-09-2013 14:00 Hrs at HO, UP Mandi Parishad,

Lucknow

Tender shall remain valid Till 06 months from the date of opening of technical bid

Name of the work Office Automation of UP Mandi Parishad

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Definition:

� UP Mandi Parishad - Also referred as User

� COTS -Commercially off the shelf: The solution should be available Commercially Off-

The-Shelf (COTS). The software application should be readily deployable with or

without configuration to suit the customer’s specific process requirements and does

not involve developing the application from scratch. COTS software shall be

implementable or deployable and maintainable by any other competent agency other

than the manufacturer or agency which has developed the COTS software. Proposed

COTS software solution shall also be available with complete transparency including

operation manuals, help documents and source code.

� DD - Demand Draft

� GoUP - Government of Uttar Pradesh

� EMD - Earnest Money Deposit

� IT/ICT - Information and Communication Technologies

� RFP- Request for Proposal / Tender document / Bid document

� SLA -Service Level Agreement

� SP/SI - Service Provider. The terms Systems Integrator/ Implementation Partner /

Bidder / Vendor are also used interchangeably.

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BIDDING PROCESS & CONDITIONS

1) To view- Tender Notice, Detailed Time Schedule and Tender Document kindly visit

website www.upmandiparishad.in

2) Technical & Commercial bid to be submitted as per following guidelines:

Envelope 1 : Technical Bid

EMD, Technical Bid.

This envelope will contain the EMD and Technical Proposal which shall be Sealed and super

scribed Technical Bid for “Office Automation of UP Mandi Parishad” prepared in

accordance with the requirements specified in this RFP and in the format prescribed.

The Technical Bid should be submitted as one hard copy and one non-rewritable CD

format. The words “Office Automation of UP Mandi Parishad” should be written on the CD. The Hard Copy shall be signed by the authorized signatory on all the pages before

being put along with the CD in the envelope and sealed. This envelope should not contain

any information about the pricing or the Commercial Proposal, in either explicit or implicit

form, in which case the bid will be rejected.

Envelope 2: Commercial Bid

The Commercial Bid shall be submitted in a sealed envelope as per the specifications in this

RFP and the forms prescribed.

The Commercial Bid shall be submitted in the form of a printed Hard Copy.

The Hard Copy shall be signed by the authorized signatory on all the pages before being

put in the envelope and sealed. The envelope should also be super scribed “Commercial

Bid – Office Automation of UP Mandi Parishad” at the top right hand corner and addressed to The THE DIRECTOR, UP Mandi Parishad at the address specified below.

Note: Unsigned Hard Copy of the Commercial Bid will lead to rejection of the bid.

Envelope 3

All the above two envelopes along with the bid covering letter should be put in envelope 3

which shall be properly sealed. The outside of the envelope must clearly indicate the name

of the project “Office Automation of UP Mandi Parishad” and addressed to THE

DIRECTOR, UP Mandi Parishad at the address specified. The package should also indicate

the last time and date for responding, the bidder’s name and address and the names of

primary and secondary contact persons, with their official email id.

The technical proposal and commercial proposals (together called the bid documents) along

with the outer envelope must be addressed to the following:

State Agricultural Produce Marketing Board, Uttar Pradesh

The Director, UP Mandi Parishad

Kisan Mandi Bhawan, Vibhuti Khand

Gomti Nagar,

Lucknow - 226010

Phone : 0522 - 2720383, 2720384, 2720405 Fax : 0522 - 2720382

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The technical criteria for the SI and the OEM

1. The technical eligibility criteria is divided into two sections A. Eligibility criteria for the SI

B. Eligibility criteria for OEM of the proposed COTS and the proposed COTS

solution

2. The bids will be technically disqualified by UP Mandi Parishad in case of non-compliance

of these above A & B given criteria

The technical criteria for the SI

(All the self certificates to be signed by the Managing Director or above)

The bids will be rejected by UP Mandi Parishad in case of non-compliance of these

below given criteria.

1. Criteria related to Incorporation of the Firm, Legal entity:

a. The entity should have been operational in India for at least the last three financial years.(Certificate of incorporation /Firm registration certificate) .

b. The bidder must be a single legal entity and not be a proprietorship or

consortium of firms.(Self declaration)

2. Government Regulation

a. The company should not have been black listed (Self Declaration)

b. The company should have a Valid PAN number

c. The company should have a Valid Service tax number with proof of last year

service tax return

d. The company should have PF registration, attached last three month challans

as documentary proof.

3. Criteria related to financial viability. a. The total turnover of IT related works last three financial year ie 2010-11,

2011-12 & 2012-13 should be minimum Rs 12 crores. If audited balance

sheet of 2012-13 is not available CA certificate should be attached or self

certification of MD or above of company.

b. Company should be profitable in each of the last 3 financial years ie 2010-11,

2011-12 & 2012-13, submit documentary proof for same.

4. Active partnership agreement (MAF – Manufacturer’s Authorization Form) with

the COTS OEM to supply the licenses and to provide implementation services to

implement the solution in India.(MAF format as attached in the RFP document in

the Annexure). The MAF provided by the SI for the proposed COTS product has

to be the same as the product it intends to supply and implement at UP Mandi

Parishad

5. Bidders should have operational office in Lucknow. For those bidders not having office in Lucknow should submit a self declaration of opening an office in Lucknow

within one month’s time from award of the contract. (Self Declaration by

Managing director/company secretary of the company or Lease/regisrty

agreement is required)

6. Company should be an ISO 9001 2008 registered company in IT related

activities.(Certificate to be required)

7. Bidders belonging to the same group company or sister concern companies

cannot bid collectively.

8. Bidder must have provided IT solution to at atleast two Central Govt/ PSU/ State

Govt organization (PO to be attached) .

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9. “No deviation” self certificate to be attached.

Technical criteria for the proposed COTS solution (Self certificates by the

OEM required to be submitted along with technical bid strictly in original

with seal & signature of Vice President and above of the organization.

Certificates should clearly mention the contact number, official email

address of the signatory)

The (OEM) of the COTS product should satisfy the following conditions.

1. OEM of the COTS product should have been offering its solution to Government

(State or Central) / Public Sector Units in India & must have “Gone live” at at

least 2 customers for more than 10 years.(Customer certificates required)

2. The COTS OEM’s average annual turnover for the last 3 financial year i.e. 2009-10, 2010-11 & 2011-2012 should be minimum INR 1500 crores from the

software sales and Consulting. (CA certificate to be submitted for the same)

3. The COTS OEM should have development centers in India also having at least

more than 2500 development programmers.(Self certificate required)

4. The COTS OEM should also have SLA based 24/7 x 365 days support center located in India with minimum 500 + support team.(Self Certificate required)

5. The COTS solution have been implemented and maintained by at least 7 System

Integrators in India.(Self Certificate with names of SI)

7. The COTS solution should also meet the following eligibility conditions (Self

Certficate required)

1. The COTS solution should have all the following functions as natively integrated

a. Financial Accounting and Costing

b. Sales Management

c. Customer Relationship Management

d. Inventory Management

e. Payroll and HR

f. Project Management

g. Integration Platform

h. File Management System.

2. The COTS solution should have all the given functions as natively integrated applications on a single interoperable open platform and not the integration

of multiple products and overlapping middle ware

3. The COTS Solution should support any of the Operating System- Microsoft

Windows, UNIX, Linux and the proposed integrated application should work

on any database. The product should be capable of running on any standard

RDBMS like – Sybase, Oracle , DB2 , MS SQL.

4. The COTS solution should provide wide range of security features such as Authentication, Single Sign-On (SSO), Authorization and Integrated User

management

5. The COTS solution should provide implementation, administration and

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operational tool seamlessly integrated with the solution.

1. THE SCOPE OF WORK

Scope of work for the project is limited only to:

1) Automation of construction projects across all offices of construction related to UP

Mandi parishad using proposed COTS

2) Development of mobile application to capture real time information like images, geo

location at the construction site and integration of the same with the proposed COTS.

3) Generation of reports & dashboards for the monthly arrival data by consolidation of

data in proposed COTS from the existing MIS software.

4) Management and maintenance of UP Mandi Parishad Website and Message Board

with SMS gateway of 2 lac SMS pack

5) Data porting from the cut of date decided after the tender award date.

6) Supply of proposed solution licenses from reputed OEMs, to meet the requirements

of UP Mandi Parishad.

7) Configure the proposed COTS solution to automate the unique operational processes

of UP Mandi Parishad finance, construction, legal department.

8) Consolidation of MIS data in the proposed COTS solution from the existing MIS to

generate reports/ dashboards

9) Hosting of the proposed solution to support suggested users on a teir III data center

of required configuration.

10) Data Migration of the website, training and facilitating the adoption of the proposed

COTS solution by the users/employees of UP Mandi Parishad.

11) Providing Application management services post “Go live”

1. The scope of supply of proposed COTS (the solution specifications) and the scope of

services for implementation of the proposed COTS solution are defined by using all

the following areas in conjunction with each other

a. The processes of the organization

b. The geographical locations

c. The solution modules of the proposed COTS Solution

d. The solution features/capabilities

e. The solution users

f. The current applications to be replaced/ integrated

g. Integration requirements

h. The implementation phases, activities and approach

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The organizational scope

The scope of implementation of the COTS solution and the scope of solution

capabilities/modules to be deployed will be required to cover the processes of the

following units/functions of UP Mandi Parishad

No. Functions/units of UP Mandi Parishad

1 HQ - Administration

2 HQ - Accounts & Finance

3 HQ – Construction

4 Deputy Director Construction (DDC)

5 Deputy Director Administration (DDA)

6 Mandi’s MIS Dashboard

7 Legal Department

8 Establishment Department - Payroll

DDC

Mandi’s will raise a requisition for the construction activities to the DDC. This request will be

in a manual format. The DDC will punch this request in the system with all the necessary

information into the proposed COTS solution and send the same to the Superintendent

Engineer(SE)

DDC also functions as a monitoring body of existing projects. UP Mandi Parishad also aims

to automate the project monitoring process by capturing the real time status of the project

using mobile platform and hand held devices. Capture images at the project location tagged

with geo location and uploading into the proposed COTS solution for the monitoring and

verification purpose. Mobility platform should be capable of handling offline/ online features

and also capable of handling popular mobile OS’s like Andriod, Blackberry, I OS etc.

DDC is also responsible for the award of contracts once an approval is received from the HQ

– Administration for a particular project.

SE:

SE will scrutinize the request received by the various DDC’s against the standard norms

and documentation. Based on the completeness and necessary approvals from the

stakeholders within DDA approved requisitions will be then forwarded the HQ –

Construction. Proposed COTS should be capable of handling workflows and authentications

at multiple levels within the departments. Strong document management system should

natively integrate with COTS solution.

Construction department at HQ:

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Construction department will evaluate all the requests received from the SE. They will also

scrutinise the requisitions against the completeness of the necessary documentation &

formalities. In case of existing project the funds allocation history will be checked. Based on

the situation Construction department might seek clarifications from the SE and then

forward the requisition to the Accounts & Finance department

Accounts & Finance at the HQ:

Accounts& finance basically functions to allocate funds against the requisitions. Seek

clarifications from any department in case of gap in between budgeted vs actual. Ensure

that the funds are managed in lines with all the statutory requirements. Following functions

have to be met by the COTS solutions

1. Accounts & Finance

1. Budget – Financial Accounting

a. Software packages are available; their integration is to be done

b. Grant-in-aids receipts and expenditure (Plan, Non-Plan)

c. Generation of reports for submission to the Ministry in prescribed Formats

Monthly Expenditure Statement for Plan and Non-Plan based on financial

accounting

d. Storage of various documents/circulars for ready reference

2. The account module will have integration with all the departments for budget

provisioning. The accounts module will also have the integration with the all

revenue generation.

3. Masters

a. Account Head Definition

b. Account Grouping and Sub-Grouping

c. Bank Account Details

d. Vendor Details

4. Departmental Process

a. Budget Preparation, Distribution and Management System

b. Budget Classification

c. Department-wise estimated provision, revision for income and expenditure

d. Budget Appropriation between different budget heads through approval process

e. Administrative approval / dis-approval of works linked to budget availability

5. Reports

a. Cheque/ Cash Deposit Slips into Bank

b. Capture of Cheque Dis-honor cases, Remittance entry

6. Payment Management

a. Bill / Liability Entry

b. Payment Authorization

c. Payment Voucher (Full or Partial Amount)

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d. Maintaining Check details, Check Printing

e. Recording of Check Issuance Details

f. Recording of Cheque Cancellation details

g. Security Deposit / Earnest Money Deposit Management

7. Reports

a. Cost Centered Accounting Reports

b. Ratio Analysis, Trend Analysis

c. Department-wise, Cost Center-wise Income / Expenditure reports

d. Generation of Deposit Slips

e. Security Deposit Register

f. Investment Register

g. Advance Register

h. Bill Register

i. Payment Register

j. Outstanding Bill Register

k. Reports on Receivables

l. Cash Book (Detailed & Summary)

m. Function-wise Expense Subsidiary Ledger

n. Journal Book

o. Ledger Book

p. Cheque Issue Register

q. Trial Balance, Income & Expenditure Statement

r. Balance Sheet

s. Bank Reconciliation Statement

t. Cheque Dis-honour Report

u. Analysis on unspent amount of previous years

v. All standard reports available as a part of proposed COTS

Administration department at the HQ

Administration department functions as an approval body to the requisitions raised by the

DDC for existing as well as new projects.

Monthly MIS data consolidation:

UP Mandi Parishad also aims to consolidate all the MIS data received from across 250

Mandis. Out of 250 Mandis, 25 Mandi’s use software to capture the daily MIS data.

Proposed COTS should be able to import data from the file generated by the MIS software

and create consolidated reports. Monthly reports and executive dashboards should be a

configured using proposed COTS.

Establishment department : Payroll scope:

Establishment department will be covered under this initiative to automate the process

and maintain data regarding the employee service book management and payroll

processing should also be considered under this scope. Broad level payroll scope will

cover the following aspects

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� Pay Slip generation

� Calculation of Gross Salary and Deductions

� (Calculation Pay, Grade Pay, Special Pay/Personal Pay, Dearness

� Allowance, Dearness Allowance Arrears, House Rent Allowance,

� Travelling Allowance, DA on TA and other allowances)

� (Deductions on account of Prof. Tax, Income Tax, GPF

� Deductions of installments and interest on account of various advances given to the

employees towards purchase of bicycle, Scooter, Car, Computer, House Building

Advance etc.)

� Calculation of TDS, Income Tax, Form 16 and its form generation

� Generation of pay slips and various statements for payment of salary in the banks

� Generation of bills / reports for various remittances for bank payments

� Consolidation of log generated out of biometric attendance machine with the COTS

to calculate monthly attendance and calculate salary accordingly

� Maintaining the record and Generation of CPF slips.

� Various statements/reports generation e.g. list of employees on payroll, list of

employees on the basis of dues/recovery etc.

� Employees Service record keeping

The Location Scope

1. Since the operation of UP Mandi Parishad is spread across various locations in state of Uttar Pradesh, the implementation services will be spread across Head office,

DDA, DDC, DDE sample locations within lucknow district.

2. While the Project location will be at the UP Mandi Parishad, for the purpose of

development, testing etc.

3. The processes at different locations, the DDC’s, SE’s & Mandis would be from

Lucknow district after accessment, through cross section of sample units.

4. The training of the users of the proposed COTS from the different locations will be

conducted Common Training Centers at Mandi HO at Lucknow.

5. A snap shot of the likely occurrence of different activities at different locations, is provided in the following table

Activity HQ DDA DDC

Process Study � � �

Configuration �

Testing/Feedback � �

Data migration � � �

User Training � �

Go Live � � �

User Adoption � � �

Support & Maintenance �

The Solution modules

1. UP Mandi Parishad based on its understanding of the general features and

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functional capabilities, has identified certain modules, which would constitute the

core back office transaction system. The bidders are free to propose the COTS

solution module based on their assessment of the operations and the capabilities

of the COTS solution.

2. The modules of the core back office transactional system will integrate the

following departmental activities:

a. Financial Accounting and Costing b. Revenue management system

c. Integration Platform

d. Business intelligence platform

e. Mobility platform

f. Project management

g. Establishment department (Payroll Calculation)

3. The COTS solution should have all the following functions as a natively integrated

Note: All the functions will not be utilized in this project neither are in current

scope of work but UP Mandi Parishad foresee to have all these modules &

features implemented in a phase wise approach in near future.

a. Financial Accounting and Costing

b. Revenue management system

c. Integration Platform

d. Business intelligence platform

e. Mobility platform

f. Project management

a. Establishment department (Payroll Calculation)

4. The COTS Solution should support -any of the Operating System- Microsoft

Windows, UNIX, Linux and the proposed integrated application should work on

any database. The product should be capable of running on any standard

Databases like –Oracle , DB2 , MS SQL, Sybase.

5. The COTS solution should provide implementation, administration and

operational tool seamlessly integrated with the solution.

Tentative users base

The COTS solution and the implementation services is expected to cover the following user

base of the organization.

Sr. No.

Department Users

1 HQ Admin 10

2 HQ Accounts and Finance 25

3 HQ Construction 10

4 DDC Construction 40

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5 SE Administration 10

6 Legal 05

7 Project Monitoring 40 Mobile Users

8 Dashboard Users 5

9 Payroll 900

The Key activities and services

The scope of activities and services to be provided by the SI as part of the Project

are expected to be the following

1. Solution integration and implementation services

a. Business design based on the assessment of the operations of UP Mandi

Parishad and the current IT applications in use

b. Configuration / customization of the proposed COTS Solution

c. Data migration for each of the applications, functions into the proposed

COTS solution.

d. Formulation of cut over strategy and go live

e. Consolidation with other applications as required.

2. Project Management services

a. Deployment of a competent team of experts in the area of the proposed

COTS, specific functional areas and in project management

b. Scheduling the activities so as to complete the project to all the locations

and functional areas of UP Mandi Parishad within a span of nine to twelve

months of starting the project.

c. Deployment of resources to ensure that the project activities are carried out

as per plan.

d. Deployment of a project structure for effective monitoring, review and risk

mitigation

3. Project quality services

a. Deployment of experts with deep knowledge of the processes of the specific

industries and the solution modules, for review

b. Deployment of templates and standard accepting mechanisms for the

project deliverables

c. Use of natively integrated tool for managing project repository, and project

activities

4. Feedback, monitoring and adoption

a. UP Mandi parishad may use the services independent third party expertise to

assess, review and quality control of the project artifacts and deliverables

b. The SI will institutionalize mechanisms to adopt the feedback and ensure

quality of work, without affecting the project timelines

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c. The SI will put together a structure and mechanism for ensuring that all the

key functional areas, users of each of the enterprises are consulted,

feedback adopted and key differences identified, so as to facilitate

standardization as well as user adoption.

5. Training and documentation

a. Training all the users

b. Preparation of user manuals

c. Documentation of processes

d. Training the key executives for monitoring the performance and using the

reports effectively

6. Support services

a. Facilitating user adoption

b. Continuous improvement and refinement of the processes, reports

c. Operations of help desk and refresher training.

d. Institutionalizing structures and processes for management of SLA, strategic

control

7. Technical services

a. Sizing the hardware based on the configuration and usage requirements &

suggesting the same in the technical proposal.

b. Provide support to the department to choose the right configuration &

hosting of the same whether in house or at SDC.

The support Services

1. Help desk operations - Initial Response Immediate telephonic response and

support for usage related and other minor problems. Dial-in support for

handling, minor bug fix.

2. Onsite support - On-site support for hand holding the users, database recovery and data synchronization after crash, performance tuning, bug fix, update for all

critical functions.

3. OEM support – Ensuring proposed COTS Solution OEM services for system

performance, performance tuning, upgrades etc.

4. Documentation - upgrade the Documentation system on any new releases and

provide any updates of technical and functional manuals

2. THE PROJECT PHASES AND PLANS

The SI is required to deploy a comprehensive Methodology for implementation of the

proposed COTS Solution at UP Mandi Parishad to ensure that the organization is able to

achieve the objectives of the project and able to harness the capabilities of the COTS

solution completely. The implementation methodology should aim for streamlining

implementations and deliver faster results to all the stakeholders of the project. At the

core of the project methodology is

•••• Proposed COTS solution implementation activities

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•••• Post implementation support

•••• Implementation Approach and methodology

•••• Project plan and structure

The Proposed COTS solution implementation activities

1. The Core implementation Activities: The methodology shall be well-defined and

structured in approach. It should adhere to the globally accepted best practices of

COTS implementation and should cover the following broad phases or work elements

1) Preparation of the project 2) System Study/Business Process Design

3) Configuration/Customization

4) Testing & Acceptance 5) Data Migration

6) User and Technical training

7) Cut over and “Go Live”

8) Post implementation support(AMS)

2. Preparation phase: The project preparation will focus on creating the project charter, interfacing mechanisms, the training, the day to day action plan till the

completion of the next immediate stage, familiarization of the SI team with UP

mandi Parishad operations and the UP Mandi Parishad team with the action plan of

SI etc.

3. Preparation of business and template design: After carrying out system study,

detailed AS-IS & TO-BE documents shall be prepared during this stage .The

analysis of AS-IS and TO-BE business processes, gaps in relation to best practices

as per COTS system have to be identified. After carrying out analysis of the

business processes, gaps in relation to best practices as per COTS system have to

be identified.

4. Realization Phase: Based on the functionalities designed, SI shall be responsible for:

a. Identification: Based on the approved business design SI will undertake the system configuration and customization. After completion of configuration

/ customization to the product, System Integrator shall carry out a trial run

with UP Mandi Parishad data. If the need arises and the result is not up to

the expectation of UP Mandi Parishad management, further reconfiguration

will be done by the System Integrator in order to close any gap left in

meeting the desired objective. Finally approved/accepted solution will be

delivered as “System Configuration” document and the same should be

implemented at locations that are identified within the scope of this project.

b. Configuration: In order to minimize upgrade costs, UP Mandi Parishad

would like to use standard features of proposed COTS Solution and the

implementer is expected to make the necessary “Configuration” entries in

proposed COTS Solution to achieve the business needs. The configuration

includes small routines using User-exits and developing screen variants as

needed by the business by setting fields attributes - to hide, display and

make them mandatory fields.

c. Customization: UP Mandi Parishad intends to implement standard COTS

Solution functionality as far as practically possible and to adopt the business

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processes of the standard proposed COTS Solution and the leading practices

available in the offered solution. However SI is required to undertake

customization that may be needed in line with the changed, improved or

specific business processes requirement prepared during Business design

phase of the implementation.

d. Development: In case the SI intends to develop any application as part of

the application to suite the requirements of UP Mandi Parishad, such a

development has to be restricted to minimum and has to be necessarily be

on the same platform as that proposed for the COTS application.

e. In cases where SI recommends that the Customization is needed through

software development, UP Mandi Parishad reserves the option to get Expert

help to resolve the Functionality gap. In case it is proved that the

functionality gap can be taken care through “Configuration” without resorting

to “Development Customization”, then Configuration would be preferred

option.

5. Testing & Acceptance: The SI shall provide standard functionality test suites for testing the modules. For software the SI shall prepare the test plan and shall get it

approved by UP Mandi Parishad. Test Data for different scenario (Test Cases) will

be prepared in consultation with the users concerned for testing the modules. The

pre-commissioning tests shall be carried out to assess the following but not limited

to:

a. Conformance to the functional requirements,

b. Performance of the system with reference to response time and accuracy,

c. User friendliness.

d. Simultaneously, the documentation will also be reviewed by the user to

ensure its accuracy and clarity.

6. System Testing: The System Integrator is required to prepare procedures detailing

the steps for conducting System Tests, which are accepted by UP Mandi Parishad.

The System Integrator shall after development and customization/configuration of

the proposed COTS Solution, conduct tests to demonstrate that the system meets

all the requirements (functional and technical) specifications as brought out in this

RFP and would be in accordance with the procedures detailed in approved To-Be

process document.

7. On the basis of these tests, a report would be submitted by the System Integrator

for review and approval by UP Mandi Parishad. The test results and response times

should be demonstrated by the SI during the testing phases (System, integration &

Stress and Load testing) at each UP Mandi Parishad location in an

environment/infrastructure as mutually agreed upon by UP Mandi Parishad and the

SI.

a. Developing a Test Plan to support Function Testing and System/ Integration

Testing and ensuring that the testing of the software is comprehensive and

auditable and preparing test cases for User Acceptance Testing (UAT).

b. Testing of the entire new system, as part of system integration testing. And

testing of the data conversion and migration to the new system, as part of

system integration testing. Integration testing shall be carried out to ensure

cross function modules are integrated and transaction data is flowing across

the modules accurately.

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c. Developing acceptance test procedures to ensure conformance to the

required process operations response time, the integrity of the software after

installation, and to eliminate any operational bugs. This will include:

o Fine tuning of the software, ensuring all required related component

software are installed and any debugging required.

o At the satisfactory conclusion of these Acceptance Tests to the

satisfaction of UP Mandi Parishad, the commissioning/ implementation

of the software shall be considered to be complete for the respective

location.

8. Data Migration: Migration of data in the new system is responsibility of SI from the

cut off date after the date of tender allocation. UP Mandi Parishad along with SI will

jointly decide on what data will be migrated and UP Mandi Parishad will take the

responsibility of collecting and making the data available in digitized form as per

the format suggested by the SI. A detailed plan for data migration is expected from

system implementer during the initial stages of the project, which will include data

to be migrated, templates for upload of data and data

collection/digitization/migration timelines.

9. Most of the data migration required for starting the work from the cut of date

decided after the award of tender will be from the existing systems. However

wherever the data has to be captured from physical sources, that activity will be

facilitated by the SI and the actual work of data entry will be executed by UP Mandi

Parishad.

10. End-User Training - The purpose of end user training is to ensure that all end users are adequately prepared and able to perform their job functions at “usage ready”.

Training content will depend on the function performed by the end-user; therefore

several user profiles will be established.

11. Cut Over Strategy: The SI has to evolve & detail a comprehensive cut over strategy

including initial data take on, sequence of data take on, set up of support helpdesk,

helpdesk procedure to minimize business impact of cut over activities.

12. The SI is required to undertake the following to review readiness for “Go Live”:

a. Facilitate in setting up central help desk for any queries

b. Review the health, usage and performance of the system till it stabilizes

c. Ensuring resolution / Documentation of all issues raised during

implementation

d. Final configuration/ integration, volume and stress testing

e. Switch over to production environment.

13. Declaration of “Go Live” – the system will be declared “Go Live” when the following

tasks/activities are accomplished satisfactorily

a. Acceptance testing

b. Hardware recommendation

c. Data migration

d. Training

e. User creation / role identification

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f. Help desk

14. Acceptance of “Go live” – the go live will be accepted only after successfully generating at least one balance sheet for the complete operations, for one financial

quarter or successfully using the system for three months after declaring go live,

whichever is longer.

15. User Adoption Support: The System Integrator shall provide User adoption support,

by deputing technical and functional consultants at the client site after

implementation of COTS Solution at that site. During the Implementation period

prior to “Go Live”, the System Integrator would support UP Mandi Parishad users in

using the system.

Post implementation support

1. After launching of the proposed COTS solution or making it “Go Live”, the SI will

provide user adoption and stabilization support for the implementation services for

3 months from the date of “Go Live” period. During this phase, the SI will take up

task related to bug fixing (if any) in customization made in the system by the SI,

maintain back-ups of the implemented system and coordinating with COTS Solution

OEM for any base COTS solution related issues. Some of the other activities in this

period will include but not limited to

a. Post “Go Live” Support Strategy

b. Hand holding the users

c. Post “Go Live” Monitoring

d. Post “Go Live” Review

e. Monitoring and fine tuning system response

The implementation Approach

1. Adoption of best practices & methodology: Process Improvement will be done to

enable UP Mandi Parishad to adopt some of the best practices embedded in the

proposed COTS Solution. The areas that can bring maximum benefits will be

identified by SI in close coordination with UP Mandi Parishad process owners. SI will

also bring in knowledge of the best practices adopted by other organization to the

UP Mandi Parishad implementation. Since process improvement is a part of overall

implementation plan, SI should recommend possible places of process

improvement, detailed in the plan.

2. SI is required to capture all the processes in practice at all the locations of UP Mandi Parishad at the time of implementation of the proposed COTS. Wherever

possible UP Mandi Parishad would like to adopt the best practices and standard

processes available with the proposed COTS solution, including Reports and Forms

to the extent possible.

3. The below list of objects developed or changes to standard objects shall be considered as “Configuration” and not as “Customization or development”. The SI

shall not expect or propose any additional charges for developing these objects. It

is expected that such efforts are part of the normal effort for implementation of the

proposed COTS solution

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a. Use of COTS solution provided Customer/ User Exits to achieve specific

process requirements/ expectations

b. Configuration of Field selection and Screen Layouts

c. Definition and assignment of User Defined statuses for various objects

d. Definition of Authorization Controls and Assignment

e. Configuration of standard Workflows

f. Seamless integration across all COTS solution modules and engines or any

other third party solutions proposed to meet the requirements of UP Mandi

Parishad

g. Reports developed in the different functional area using Report Writer/

Report painter

h. Reports and Variants based on different solution modules/engines along with

specific reports.

i. Change to COTS standard reports/ information systems to define and enable

User Specific Variants

j. Change to COTS standard forms to incorporate standard texts and UP Mandi

Parishad logo and formatted to address the UP Mandi Parishad formats.

k. Conversion Programs developed for migrating Master Data and Open Data for

“usage ready” from existing applications.

4. Plan for customization/development – The SI should plan for following

developments as a part of the normal effort for implementing the COTS Solution.

5. Documentation: The SI shall ensure preparation of complete documentation of all

configuration settings, customized applications, other activities, steps / stages

involved in the implementation including the source code for the customized

product developed for UP Mandi Parishad. The SI shall prepare the business process

document, end-user manual and training document.

6. Solution Documentation - The System Integrator will provide detailed final system

documentation for reference of UP Mandi Parishad. System Integrator shall prepare

the final user manual incorporating all details of all menus and functionality

provided by the system.

7. Use of the native Project management tool - The SI will use the native project

management tool to record the entire activities of the project including but not

limited to:-

a. The business design documents with version control review comments

b. The minutes of the meeting

c. System documentation

d. Issue lists, resolutions

e. Training materials

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The implementation Methodology

The methodology to be deployed by the SI to implement the COTS solution will have

different work elements and activities. All these activities and the work elements

should coherently focus on achieving the following key results

• Quality of the solution deployed

• Customer satisfaction while deploying and during usage

• Successful implementation in terms of completeness and timely

accomplishment of the outcome

1. Critical activities of Implementation: While there are different techniques and tools

available as a part of the methodology, the following are expected to be part of the

implementation methodology to be adopted by the SI

a. Workshops with different stake holders for capturing business requirements,

creating awareness of best practices, communicating the changes, building

consensus on process design, for signing off the deliverables etc. These need

to be organized at different intervals and in different places throughout the

duration of the projects as demanded by the context.

b. Stake holder consultation other than workshops, with those stake holders who will be identified by UP Mandi Parishad, for the purpose of critical inputs,

review, suggestions, process description etc.

c. Review sessions with different stake holders for signing off the deliverables,

walking through the deliverables for facilitating quick understanding

d. Documentation of proceeding – recording the developments, discussions,

deliverables, using standard methodology and native tools available with the

COTS solution

e. Work standards/practices for documentation, configuration, testing, data

migration etc

f. Training the different stake holders, on a continuous basis

2. Project Deliverables: There will be multiple deliverables expected to be delivered by

the SI during the course of the project. SI is free to propose any additional

deliverable, based on their experience of delivering similar projects, which can

enhance the quality of work. It is expected that the project will move from one

phase to the next only when the deliverables of that phase are accepted. Some of

the key deliverables which will signal the successful completion of each of the

phases will be

a. Project Preparation – project charter, project plan

b. Business Template - Business and Template Design Report

c. Realization – configuration, implementation, integration reports

d. Testing - Test Plan, Test Reports

e. Data Migration – Plan, templates, completion report

f. Training – Training materials / documents

g. Go Live – Cut over strategy document

3. Deliverables acceptance criteria

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a. The acceptance criteria for each phase is the submission and acceptance of all

deliverables specified for that phase. The formal acceptance by UP Mandi

Parishad of the phase deliverables constitutes completion of the phase and

approval to launch the next phase and invoice UP Mandi Parishad for

payment.

b. Acceptance criteria for each deliverable will be established in accordance with the process described in the following paragraph prior to the beginning of

each phase.

c. SI should provide templates of proposed deliverables. At the onset of each

phase, SI will meet with UP Mandi Parishad Project Manager to review the

applicable templates, tailored to accommodate the needs of the project, and

agree on the scope, format, and content of each of the major deliverables for

that phase.

4. Project Standards: SI to provide Project Standards for various

activities/documentation. Following is a minimum list where standards have to be

set by the SI:

a. Test cases

b. Test scenarios

c. Business Process Design

d. Functional design specs,

e. Technical design specs

f. Transporting objects

g. Change control

h. Reporting defects

5. Project Success Criteria: The finished proposed COTS solution meets planned scope

and specifications

a. No issues pending at the end of support period

b. “on-line” transactions of all implemented modules – No backlog / offline

transaction data entry during the last month of support

c. The project is completed on time & All Users adopt the software according to

plan

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Commercial terms & condition:

Note: only the bids those will qualify technically with accurate documentation will be

considered for commercial opening.

1) Estimated period to complete the project is as follows:

A) Implementation & Integration of the COTS solution : 6 Months

B) Application management services(AMS) : 18 months

2) The bidder is required to provide the price under separate headings, as given in the

format for commercial proposal:

Commercial table for Software Solution T1:

No. Service /Solution elements Base Price Tax With

tax

Total

price In

words

1. Proposed COTS License cost

2. Annual Maintenance Contract (AMC) for

License during the implementation and AMS

3. Implementation Services of COTS with

Operational Training to the Concern

Employees till go live

4. Application management services post Go-live

till the end of tenure of the project

5. Website Maintenance with respect to current

functionalities

6. Message board service for UP Mandi Parishad

for 400 users with current functionality

Commercial table for Hosting, Manpower

7. Required computing capacity for running

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above proposed cots solution, website and

message board with 5 terabyte usable storage

on tier 3 data centre on hosting model for 24

months.

8. Project Manager( 1 no.)

9. Database Administrator ( 1 no.)

10. Website Programmer ( 1 no.)

11. Data Entry Operator ( 10 no.)

12. COTS Certification of two Employees on any

one COTS module selected

Total (To be considered for L1)

3) Prices to be quoted in INR. This is a fixed price project without any scope for

varying the price during the 24 months contract period. All above requirements in

table T1 ( item no 7 to 12 ) are for tenure of 24 months and would be paid quarterly

advance. No clauses for price fluctuations due to fluctuation of the Indian currency

against any of foreign currency will be accepted during the period of the contract. It

should be separately and clearly indicated how the local taxes will be applied for

selling these services by a registered entity in India to UP Mandi Parishad, Lucknow

4) For the purpose of costing, the bidders are requested to take the Head

Quarters as Kisan Bhavan, Lucknow. All the rates in the proposal should be valid for

6 months from the date of opening of the technical bid. The other locations of UP

Mandi Parishad where the project team may have to visit for the purpose of the

project are the training locations and the locations of the individual organization

entities listed in the RFP. The bidder is required to bear the cost of movement/stay

of its people from its office to the Project sites as well to the other project locations

within Lucknow during the project. The bidder is required to ensure that the costing

covers the accommodation, costs related to travel & food for the project team of the

bidder. Expenses for the senior executives of the bidder to attend the monthly

review meeting of the steering committee should be borne by the bidder.

All the communication costs between the project team at the project sites and the

company offices will be borne by the bidder. The costs incurred by the project team

of the bidder for travel to the other offices and project sites of UP Mandi Parishad, or

its customers, partner’s etc. for the purpose of the project will be borne by bidder.

The bidder is expected to price fully in the commercial proposal for all the services

being provided by it to UP Mandi Parishad. Any assumptions about possible future

recovery of the under-priced items shall be at the risk of the bidder.

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5) The bidder should provide all prices, quantities as per the prescribed formats.

The bidder should not leave any field blank. In case the field is not applicable, bidder

must indicate “0” (zero) in all such fields.

6) If, during the Contract Period, there is any change in the applicable Laws in

India with respect to taxes and duties which increases or decreases the cost

incurred by the Bidder in performing the Services, then such payments, otherwise

payable to the Bidder under this Contract shall be increased or decreased

accordingly. Such increase or decrease in the contract shall be valid on the invoice

submitted on or after the date of such changes brought into force only.

7) UP Mandi Parishad reserves the right to ask the bidder to submit proof of

payment against any of the taxes, duties, levies indicated. Prices quoted in the bid

must be firm and final and shall not be subject to any change.

8) The Commercial bid should clearly indicate the price to be charged

without any qualifications whatsoever and should include all taxes, duties,

fees, levies, works contract tax and other charges as may be applicable in

relation to the activities proposed to be carried out. It is mandatory that such

charges wherever applicable/payable should be indicated separately as Breakdown

of Cost Components.

Payment Terms

����COTS License

Reference: Table T1 – Line item # 1 & 2

• Licenses of the proposed COTS + AMC of licenses for the proposed COTS: 50% on

Order and 50% after 15 days from delivery.

����Implementation phase:

Reference: Table T1 – Line item # 3

• 15% Project Preparation

• 40% Business design phase

• 40% Realization phase

• 5% - After the end of 1 month post “Go live” support

Note: All the above payments will be made on successful completion and sign off of

the below mentioned milestones.

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Reference: Table T1 – Summary of Commercial offer

����Application Management Services phase:

Reference: Table T1 – Line item # 4

• Payment for Application management services post Golive will be made on a

quarterly advance basis.

���� Website Maintenance & Message board services.

• Payment would be done after raising the invoice within 7 days after delivery

����Hosting, Managed Services and Manpower Services :

• Payment would be done quarterly advance after submission of invoice by the SI

within 7 days for table T1 line item # 7,8,9,10,11,12

Payment Milestone definition & timelines for COTS implementation.

Below given is the detailed explanation of each milestone

Milestone 1: Project Preparation - Estimated period 1 month

• Defining Project goals and objectives

• Preparing the Project organization and standards

• Defining the implementation strategy

• Defining the overall Project schedule and implementation sequence

• Establishing the Project organization and committees

• Preparing the Project charter

• Identifying and Assigning resources for SI and UP Mandi Parishad

• Technical requirements planning for development servers and PCs for the

Project team.

• Prepare executive kick-off meeting and sign off document for Milestone 1.

Milestone 2: Business Design - Estimated period 2 months

• Define the Baseline scope Refine the overall Project schedule and

implementation sequence

• Develop System Environment - Install Development System

• Sizing documents of Quality and Production Server

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• Define Business Organization Structure

• List gaps & developments identified

• Quality check business design phase

• Business Process Definition / Documentation and sign-off

Milestone 3: Realization – Estimated period 2 months

• Baseline Configuration and Confirmation

• Install Quality Assurance System

• Final Configuration and Integration Testing

• Technical System Management, Install Training Systems

• Establish Authorization Concept

• End User Documentation and Training Material

• Quality check Realization phase

• End User Training

• Installation and readiness of Production server

• Data Migration and Cut Over

• Sign off of the following documents as part of the realization phase completion:

1. Functional Specifications

2. Configuration Documents

3. User acceptance testing document

4. User Manuals sign off.

Milestone 4: Go Live Estimated period 1

• Production Support

• Post Go-Live Activities

• Establish internal help desk

Period of Validity of Bids

1. For the purpose of entering into a definitive contract for the project services for UP

Mandi Parishad, as proposed by the bidder, the proposals shall be valid for a period

of 12 months from the last date for submission of the proposals. A proposal valid for

a shorter period may be rejected as non-responsive.

2. On completion of the validity period, unless the bidder withdraws its proposal in

writing, it will be deemed to be valid until such time that the bidder formally (in

writing) withdraws his proposal.

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3. In exceptional circumstances, at its discretion, UP Mandi parishad may solicit the

bidder's consent for an extension of the validity period. The request and the

responses thereto shall be made in writing by email.

4. On signing of the contract, the prices quoted in the commercial proposal for different

solution components will be valid for the period of the contract, executed between

the successful bidder and UP Mandi parishad.

Correction of errors

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

corrections in the quoted price will be entertained after the proposals are opened. All

corrections, if any, should be performed before submission, failing which the figures

for such items may not be considered.

2. Arithmetic errors in proposals will be corrected as follows: In case of discrepancy

between the amounts mentioned in figures and in words, the amount in words shall

govern. The amount stated in the proposal form, adjusted in accordance with the

above procedure, shall be considered as binding, unless it causes the overall

proposal price to rise, in which case the overall proposal price shall govern.

Calculation of the value of the commercial proposal

1. The summation of the values provided in the Format for commercial response will be

the value of the commercial proposal of the particular bidder.

2. Each element in this Format is expected to be the summation of each of the tables

provided for breakup of the respective price elements

3. The values provided in the break up forms will be used for contracting purpose and

for addressing any changes to the scope of work during the period of contract.

4. Reconciliation between the tables, if there are discrepancies between them will be

done using the following method.

a. If any of the elements in the main response format higher than the

summation of the corresponding forms for break up, post commercial

evaluation, the lower value in the corresponding table will be used for

contracting.

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b. If any of the element in response form is lower than the summation of the

breakup forms, post commercial evaluation the value provided in the

response form will be used for contracting and the bidder will be required to

readjust the price of different elements of the corresponding table, to reflect

the value provided in response form which was used in evaluating the value

of the bid.

Terms & conditions for awarding the contract

1. UP Mandi Parishad will award the Contract to the bidder whose proposal has been

determined to be the successful bidder. Successful bidders should qualify all the

technical criteria and should be the lowest one as per the commercial bid.

2. Prior to the expiration of the validity period, UP Mandi Parishad will notify through a

“Letter of Intent”, to the successful bidder in writing or by facsimile or email, that

their proposal has been accepted and under consideration for signing a contract.

3. The notification of award and issue of Letter of Intent will not constitute the

formation of the contract.

4. The successful bidder who has been issued with a letter of intent is expected to

furnish a Performance Bank Guarantee (PBG) for an amount which is 5% of the

contract value excluding taxes.

5. The contract between the successful bidder and UP Mandi Parishad will come into

force only upon the bidder and UP Mandi Parishad signing the contract with the

successful bidder.

6. If the successful bidder fails to furnish the Performance Bank Guarantee, within the

specified period and subject to specified conditions, UP Mandi Parishad has the right

to withdraw the notification of award and next qualified bidder shall be awarded the

project.

7. If the successful bidder tries to alter the Commercial Proposal or the Technical

Proposals, with something which were not part of the proposals and which are in

variance with the basic spirit and letters of the proposals, while signing the contract,

UP Mandi parishad has the right to withdraw the notification of award and the bidder

will forgo the EMD furnished during the bidding process.

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8. If the successful bidder fails to get into a contract with UP Mandi Parishad as per the

Commercial Proposal and the Technical Proposal submitted against this RFP, and all

the commitments made during the evaluation process, UP Mandi Parishad has the

right to withdraw the notification of award and the bidder will forgo the EMD

furnished during the bidding process.

9. Failure of the successful bidder to agree with the Terms and Conditions of the RFP,

the terms as put forward by UP Mandi Parishad and/or the failure to present the

Performance Bank Guarantee within the stipulated period and/or non-fulfilment of

the condition of executing a contract by the successful bidder shall constitute

sufficient grounds for the annulment of the award, and forfeiture of EMD. In such an

event UP Mandi Parishad may award the contract to the next best value bidder or

call for new proposals

10. Expenses for the Contract-The incidental expenses of execution of agreement /

contract shall be borne by the successful bidder.

11. UP Mandi Parishad reserves the right to verify all statements, information and

documents submitted by the bidder in response to this RFP for the purpose of

prequalification. Any such verification or lack of such verification by UP Mandi

parishad shall not relieve the respondent of its obligations or liabilities hereunder nor

will it affect any rights of UP Mandi Parishad there under.

12. In case it is found during the evaluation of the responses or at any time during the

subsequent procurement process or before signing of the contract or after its

execution and during the period of project execution resulting out of the contract

thereof, that one or more of the pre-qualification conditions have not been met by

the respondent, or the respondent has made material misrepresentation or has

given any materially incorrect or false information, the respondent shall be

disqualified forthwith if not yet awarded the contract either by issue of the letter of

intent or entering into a contract.

13. In case of such termination and penal actions, UP Mandi Parishad shall reserve the

right to seek penalty to cover the cost of damages including the cost of

implementation and opportunity loss due to time spent on implementation.

14. Consequences of disqualification

If a bid or a proposal is disqualified, the bidder will not be eligible to participate

in the bidding process initiated by this RFP. If the proposal/bid is disqualified, it

will not be processed further and the same will be communicated to the bidder

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through email/fax. No further correspondence from the bidder with the UP Mandi

parishad will be entertained. Documents submitted as a part of the proposal and

which have been opened at the time of disqualification will not be returned to the

bidder.If the disqualification is for the reasons of fraudulent or corrupt practice,

UP mandi parishad has the right to initiate action to black list the bidder.

Performance Bank Guarantee

1. The successful bidder shall at their own expenses deposit with UP Mandi Parishad,

along with agreement, an unconditional and irrevocable Performance Bank

Guarantee (PBG) to UP Mandi Parishad payable on demand, for the due performance

and fulfilment of the contract(s) by the bidder.

2. This Performance Bank Guarantee will be for an amount equivalent to 5% of value

of the contract(s). All incidental charges whatsoever such as premium, commission

etc. with respect to the performance bank guarantee shall be borne by the bidder.

3. The Performance Bank Guarantee shall be valid till 25 months from the date of work

order.

4. Subject to the terms and conditions in the Performance Bank Guarantee, at the end

of support and maintenance period, the Performance Bank Guarantee will lapse. The

Performance Bank Guarantee may be discharged/ returned by UP Mandi parishad

upon being satisfied that there has been due performance of the obligations of the

bidder under the contract. However, no interest shall be payable on the performance

bank guarantee.

5. Penalty clause: In the event of the bidder being unable to provide service to UP

Mandi Parishad in reasonable time, UP Mandi Parishad can invoke the PBG.

Notwithstanding and without prejudice to any rights whatsoever of UP Mandi

Parishad under the contract in the matter, the proceeds of the PBG shall be payable

to UP Mandi Parishad as compensation for any loss resulting from the bidder’s failure

to perform/comply with its obligations under the contract. UP Mandi Parishad shall

notify the bidder in writing of the exercise of its right to receive such compensation

within 30 days, indicating the contractual obligation(s) for which the bidder is in

default and giving hin 15 days time to explain his side of the case.

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6. UP Mandi Parishad shall also be entitled to make recoveries from the bidder’s bills,

Performance Bank Guarantee, or from any other amount due to him, the equivalent

value of any payment made to him due to inadvertence, error, collusion,

misconstruction or misstatement.

Bid Acceptance,Complaints and Dispute Resolution

1. Director Mandi Parishad Rajya Krishi Utpadan Mandi Parishad, Lucknow reserves the

right to reject any or all the tenders without assigning any reason whatsoever. Rajya

Krishi Utpadan Mandi Parishad would not be under any obligation to give any

clarifications to those Bidders whose tenders have been rejected.

2. If any of the bidders have any complaints or reservations on the

bidding/procurement process, the evaluation etc. the competent authority to be

contacted for resolution will be The Principal Secretary Agricultural Marketing and

Agricultural Foreign trade .

3. The decision of the competent authority on the complaints or disputes will be final.

4. Cost of Resolution – Each party will bear the cost incurred by them for resolving the

issues.

5. All the disputes shall be subjects to the jurisdiction of Lucknow Court.

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MAF Format (in original on the company letter head)

To, Date

THE DEPUTY DIRECTOR(A/M),

UP Mandi Parishad,

Lucknow,

Uttar Pradesh

Subject: Issue of the Manufacturer’s Authorisation Form (MAF)

Reference: Tender No Office Automation of UP Mandi Parishad

WHEREAS, We OEM name, having our registered office at

that our parent company,

official producer of the name of Software.

OEM name Ltd. has its production facilities at “address of the OEM”

This is to confirm that we hereby authorize “Bidders name” with their registered office at

,”address of the bidder” , to submit a bid in relation to the above Tender, the purpose of

which is to provide the Software listed below as per the terms of license agreement

We hereby extend our warranty with respect to our Software in accordance with terms of

our Standard License Agreement, offered by the above firm in reply to this Invitation for

Tender No: Office Automation of UP Mandi Parishad

Yours Sincerely,

For “OEM name”

Authorized Signatory Contact number:

Official email:

34

Format for Bank Guarantee (PBG) towards Performance Security

PERFORMANCE GUARANTEE

Ref. No. ______________________________ Bank Guarantee No _____

Dated _________________

To,

The Director

UP Mandi Parishad

Lucknow, UP

Dear Sir,

1. In consideration of UP Mandi Parishad having their offices at Lucknow, Uttar Pradesh

(hereinafter referred to as UP Mandi Parishad, which expression shall, unless repugnant

to the context or meaning thereof, include all its successors, administrators, executors

and assignees) after receipt of the LOI dated _______________ with

M/s__________________________ having its registered/head office at

______________________(hereinafter referred to as the 'CONTRACTOR') which

expression shall, unless repugnant to the context or meaning thereof include all its

successors, administrators, executors and assignees) and UP MANDI PARISHAD having

agreed that the CONTRACTOR shall furnish to UP MANDI PARISHAD a performance

guarantee for Indian Rupees .............. for the faithful performance of the entire CONTRACT.

2. We (name of the bank) ______________________________ registered under the laws of

_________ having head/registered office at __________________________ (hereinafter

referred to as "the Bank", which expression shall, unless repugnant to the context or

meaning thereof, include all its successors, administrators, executors and permitted

35

assignees) do hereby guarantee and undertake to pay immediately on first demand in

writing any /all moneys to the extent of 05% of the contract __________ (Indian

Rupees/)_____________________________ ) without any demur,

reservation, contest or protest and/or without any reference to the CONTRACTOR.

Any such demand made by UP MANDI PARISHAD on the Bank by serving a written

notice shall be conclusive and binding, without any proof, on the bank as regards the

amount due and payable, notwithstanding any dispute(s) pending before any Court,

Tribunal, Arbitrator or any other authority and/or any other matter or thing whatsoever, as

liability under these presents being absolute and unequivocal. We agree that the

guarantee herein contained shall be irrevocable and shall continue to be enforceable

until it is discharged by UP MANDI PARISHAD in writing. This guarantee shall not be

determined, discharged or affected by the liquidation, winding up, dissolution or

insolvency of the CONTRACTOR and shall remain valid, binding and operative against the

bank.

3. The Bank also agrees that UP MANDI PARISHAD at its option shall be entitled to

enforce this Guarantee against the Bank as a principal debtor, in the first instance,

without proceeding against the CONTRACTOR and notwithstanding any security or

other guarantee that UP MANDI PARISHAD may have in relation to the Contractor’s

liabilities.

4. The Bank further agrees that UP MANDI PARISHAD shall have the fullest liberty without

our consent and without affecting in any manner our obligations hereunder to vary any of

the terms and conditions of the said CONTRACT or to extend time of performance by

the said CONTRACTOR(s) from time to time or to postpone for any time or from time

to time exercise of any of the powers vested in UP MANDI PARISHAD against the said

CONTRACTOR(s) and to forbear or enforce any of the terms and conditions relating to the

said agreement and we shall not be relieved from our liability by reason of any such

variation, or extension being granted to the said CONTRACTOR(s) or for any forbearance,

act or omission on the part of UP MANDI PARISHAD or any indulgence by UP MANDI

PARISHAD to the said CONTRACTOR(s) or any such matter or thing whatsoever which

36

under the law relating to sureties would, but for this provision, have effect of so relieving us.

5. The Bank further agrees that the Guarantee herein contained shall remain in full force

during the period that is taken for the performance of the CONTRACT and all dues of

UP MANDI PARISHAD under or by virtue of this CONTRACT have been fully paid and its claim

satisfied or discharged or till UP MANDI PARISHAD discharges this guarantee in writing,

whichever is earlier.

6. This Guarantee shall not be discharged by any change in our constitution, in the

constitution of UP MANDI PARISHAD or that of the CONTRACTOR.

7. The Bank confirms that this guarantee has been issued with observance of appropriate laws

of the country of issue.

8. Notwithstanding anything contained herein above, our liability under this Guarantee is

limited to Indian Rs. (in figures) ______________ (Indian Rupees (in words)

____________________) and our guarantee shall remain in force

until______________________.(indicate the date of expiry of bank guarantee) Any claim

under this Guarantee must be received by us before the expiry of this Bank

Guarantee. If no such claim has been received by us by the said date, the rights of UP

MANDI PARISHAD under this Guarantee will cease. However, if such a claim has been

received by us within the said date, all the rights of UP MANDI PARISHAD under this

Guarantee shall be valid and shall not cease until we have satisfied that claim.

In witness whereof, the Bank through its authorized officer has set its hand and stamp on

this........ day of ........20___ at .....................

WITNESS NO. 1

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(Signature) (Signature)

Full name and official Full name, designation and

Address (in legible letters) address (in legible letters)

With Bank stamp

Attorney as per power of

Attorney No.............

WITNESS NO. 2 Dated………….

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(Signature)

Full name and official

Address (in legible letters)