RFP for Biometric Authentication based Attendance System Using … RFP HLG VKK 23-06-2016.pdf ·...
50
National Centre for Excellence of RSETIs (NACER) (Under the aegis of MoRD, Govt. of India) „Renukaleela‟, No.1210, 1st Floor, 80 Feet Road, Chandra Layout, Bengaluru – 560 040 Phone: Tel – 080 – 49594407/ 9481301449 Email: [email protected] RFP for Biometric Authentication based Attendance System Using AADHAAR / Central Biometric Authentication System for NACER Office / Rural Self Employment Training Institutes (NACER/RSETIs)
Transcript of RFP for Biometric Authentication based Attendance System Using … RFP HLG VKK 23-06-2016.pdf ·...
National Centre for Excellence of RSETIs (NACER)
(Under the aegis of MoRD, Govt. of India)
„Renukaleela‟, No.1210, 1st Floor, 80 Feet Road,
Chandra Layout, Bengaluru – 560 040
Phone: Tel – 080 – 49594407/ 9481301449
Email: [email protected]
RFP for
Biometric Authentication based Attendance System
Using AADHAAR / Central Biometric Authentication System
for NACER Office / Rural Self Employment Training
Institutes (NACER/RSETIs)
2
CONTENT
Bid Details in Brief ................................................................................... 4
Abbreviations used in this Document: ...................................................... 5
Introduction ............................................................................................. 6
PART 1: REQUEST FOR PROPOSAL ............................................................ 7
PART 2: DISCLAIMER .............................................................................. 8
PART 3 ELIGIBILITY CRITERIA .............................................................. 8
PART 4: TERMS AND CONDITIONS OF CONTRACT .................................... 9
4.1 Installation locations: ..................................................................... 9 4.2 Period of Contract ........................................................................... 9 4.3 Bid Document Availability and Cost of Bidding .............................. 10 4.4 Format and Signing of Bid ........................................................... 10
4.5 Documents Comprising the Bid .................................................... 11
4.6 Content of Bidding Document........................................................ 12 4.7 Amendment of Bidding Document ................................................. 12 4.8 Bid Prices ...................................................................................... 12 4.9 Bid Currency ................................................................................. 13 4.10Bid Security .................................................................................. 13 4.11Period of Validity of Bids .............................................................. 14 4.12Sealing and Marking of Bids ......................................................... 14 4.13Last Date for Submission of Bids .................................................. 15 4.14Opening of Technical Bid .............................................................. 15 4.15Preliminary Examination .............................................................. 15 4.16Technical Evaluation ..................................................................... 15 4.17Contacting the NACER .................................................................. 16 4.18Award of Contract Criteria ............................................................ 16 4.19NACER‟s right to Accept Any Bid and to reject any or All Bids ...... 16 4.20Notification of Award .................................................................... 17 4.21Order ............................................................................................ 17 4.22Signing of Contract ....................................................................... 17 4.23Bank Guarantee ............................................................................ 17 4.24Service Level Agreement .............................................................. 18 4.25Use of Contract Documents and Information ................................ 18 4.26Patent Rights ................................................................................ 18 4.27Uptime Calculation: ...................................................................... 18 4.28Other Penalties ............................................................................. 18 4.29Operationalising the Services ....................................................... 18 4.30Termination of Contract ................................................................ 19 4.31Force Majeure ............................................................................... 19 4.32Jurisdiction ................................................................................... 19
3
4.33Indemnity ..................................................................................... 20 4.34Compliance with Statutory and Regulatory Provisions ................. 20 4.35Taxes and Duties .......................................................................... 20 4.36Payment Terms and Rates ............................................................ 21
PART 5 : Scope of Work: ......................................................................... 21
5.1.1Broad level scope: ....................................................................... 21 5.1.2Detailed scope: ............................................................................ 21 5.1.3Functional flow: ........................................................................... 23 5.1.4Integration with existing MIS:..................................................... 24 5.1.5Proof of Concept (PoC): ............................................................... 24 5.1.6Implementation and Rollout: ....................................................... 24 5.1.7Testing in UAT & Customization ................................................... 24 5.1.8Pilot Implementation ................................................................... 25 5.1.9Final Rollout ................................................................................ 25
PART: 6 Cost Details / AMC/ ATS ........................................................... 25
PART 7 : TECHNICAL & FUNCTIONAL SPECIFICATIONS (TFS) ................ 25
PART 8 - FORMS AND ANNEXURES ....................................................... 28
4
Bid Details in Brief
Sl. No. Description Details
1. RFP No. and date
1/2016-17 dated 29.06.2016
2. Brief Description of the RFP
Supply, Installation, Commissioning
and Maintenance of Biometric
Attendance System
3. NACER‟s Address for Communication
and Submission of Tender
National Centre for Excellence of
RSETIs (NACER)
(Under the aegis of MoRD, Govt. of
India)
„Renukaleela‟, No.1210, 1st Floor,
80 Feet Road, Chandra Layout
Bengaluru – 560 040
Tel –080 – 49594407/ 9481301449
Email: [email protected]
4. Date of Issue 29.06.2016
5. Last Date of Submission of Queries
for Pre Bid Meeting 11/07/2016 5.00pm
6. Date of Pre Bid Meeting 14/07/2016 3.00pm
7. Last Date of Submission of Bids 28/07/2016 3.00 PM
8. Date and time of Opening of Part A-
Conformity to Eligibility Criteria. 28/07/2016 4.30 PM
9. Date and time of Opening of Part-B-
Technical Proposal. 30/07/2016 3.30 PM
10. Date and time opening of
Commercial bid / Reverse Auction Will be intimated at a later date.
11. Application Fees (Non-Refundable) Rs. 10,000 /-
12. Earnest Money Deposit(Refundable) Rs. 3,00,000 /-
This document can be downloaded from our website http://www.nacer.in. In that
event, the bidders should pay the Application Fee for tender document by means of
DD drawn on any scheduled Commercial Bank for the above amount drawn in favour
of NACER , payable at Bangalore and submit the same along with the Bid document.
5
Abbreviations used in this Document: 1 AMC Annual Maintenance Contract
2 ATS Application Tracking System
3 BG Bank Guarantee
4 BOM Bill of Material
5 CAS Central Authentication Server
6 CIDR Central Identity Data Repository
7 CST Central Sales Tax
8 DC Data Centre
9 DD Demand Draft
10 DRC Disaster Recovery Centre
11 EMD Earnest Money Deposit
12 HO Head Office
13 ISO International Organization for Standardization
14 LAN Local Area Network
15 LD Liquidated Damage
16 LST Local Service Tax
17 OEM Original Equipment Manufacturer
18 OS Operating System
19 POC Proof of Concept
20 RFP Request for Proposal [Interalia the term „Tender‟ is also used]
21 STQC Standardization Testing & Quality Certification
22 VAT Value Added Tax
23 NACER National Centre for Excellence of RSETIs
24 RSETIs Rural Self Employment Training Institutes
25 RUDSETIs Rural Development Self Employment Training Institutes
26 NAR National Academy of RUDSETI
27 TFS Technical and Functional Specifications
28 SDRs State Directors for RSETIs
29 AUA AADHAAR Authentication user Agency
30 ASA Authentication Service Agency
31 FP Finger Print
32 UIADI Unique Identification Authority of India
33 AADHAAR 12-digit unique identity number for the residents of India
34 MAF Manufacturer Authorization Form
35 SDK Software Development Kit
36 FLM/SLM First Line Maintenance/ Second Line Maintenance
37 RTI/LTI/RII Right Thumb Impression/Left Thumb Impression/Right Index Finger Impression
6
Sub: Request For Proposal (RFP) for Supply, Installation and Maintenance of Enterprise Biometric
Authentication based Attendance System with 2 years AMC after free warranty period of Three years.
INTRODUCTION
The office of National Centre for Excellence of RSETIs (NACER), an extended arm of National Academy of
RUDSETI (NAR), which is registered as Trust under the Trust Act, was established at Bangalore on
29.07.2011 to provide an effective mechanism for mentoring and monitoring the activities of RSETIs and
to ensure that all the RSETIs inculcate the best practices of RUDSETI and adopt its ethos and values and
work on the lines of best performing RUDSETIs in the Country.
NACER is headed by National Director for RSETIs (NDR), for all-round monitoring and mentoring functions
of RSETIs pan India. State Directors for RSETIs (SDRs) at State level do the monitoring and mentoring
work for all the RSETIs and coordinate with stakeholders in their command area covering 25-30 RSETIs in
a State. 583 RSETIs across the country are functional and each unit is headed by a Director duly
supported by faculty members, office assistants and attenders.
The office of NACER is located at the following address:
National Centre for Excellence of RSETIs (NACER)
(Under the aegis of MoRD, Govt. of India)
„Renukaleela‟, No.1210, 1st Floor,
80 Feet Road, Chandra Layout
BENGALURU – 560 040
e-mail : [email protected] Phone : 080- 49594407, Mobile: 9481301449
ABOUT THE RFP
NACER wishes to introduce Biometric Attendance System in its office at Bengaluru and all RSETIs spread
across the Country. In this connection, NACER invites sealed offers (subject to „Conformity to Eligibility
Criteria‟, „Technical Proposal‟ and „Commercial Bid‟) for Supply, Installation & Commissioning of Biometric
Attendance System at NACER Office and RSETIs spread across the Country as per the Terms & Conditions,
Technical Specifications and Scope of Work described elsewhere in this document.
In this RFP the term „National Centre for Excellence of RSETIs‟ is referred to as NACER, which term or
expression unless excluded by or repugnant to context or the meaning thereof, shall be deemed to include
its successors and permitted assigns, issues this Request For Proposal hereinafter called the “RFP”. A
vendor submitting the proposal in response to RFP for Supply, Installation, Commissioning and
Maintenance of Biometric Attendance System shall hereafter be referred to as “Bidder”.
The RFP document is not a recommendation, offer or invitation to enter into a contract agreement or any
other arrangement in respect of the services. The provision of the services is subject to observance of
selection process and appropriate documentation being agreed between NACER and successful bidder as
identified by NACER after completion of the selection process.
Definitions:
a) „NACER‟ means, unless excluded by and repugnant to context or the meaning thereof, shall mean
„National Centre for Excellence of RSETIs‟, described in more detail in paragraph 1 above and which
has invited bids under this Request For Proposal and shall be deemed to include it successors and
permitted assigns.
b) RFP means this Request for Proposal prepared by NACER for selection of service provider.
c) „Bidder‟ means a vendor submitting the proposal in response to this RFP.
7
d) „Solution‟ means Supply, Installation and Commissioning of Biometric Attendance System in NACER
Office & RSETIs as per this RFP.
e) „Contract‟ means the agreement signed by successful bidder and NACER at the conclusion of
bidding process.
f) „Proposal‟ means that Technical proposal and Financial proposal as per the formats prescribed in
the RFP.
g) „Successful Bidder‟/‟ L1 Bidder‟ means the bidder who is found to be the lowest bidder after
conclusion of the bidding process including the reverse auction if any, subject to compliance to all
the condition of the RFP, etc.
h) „Contractor‟ the successful bidder on whom the purchase order is placed by NACER.
Objective
NACER intends to introduce Biometric Attendance System in NACER Office, Bengaluru & RSETIs spread
across the Country. NACER proposes to select one or more vendor who can Supply, Install, Commission
and Maintain Biometric Attendance System for a period of 5 years (3 years free warranty and 2 years
AMC).
PART 1: REQUEST FOR PROPOSAL
1.1. This Request for Proposal (RFP) is floated inviting vendors to provide Biometric Attendance Solution to NACER
Office and the Rural Self Employment Training Institutes (RSETIs) represented by NACER that includes
supply, installation, integration and operationalizing a suitable Biometric Attendance Solution, Application
Servers and Finger Print Devices across the RSETIs (as mentioned under para 4.1 of this RFP) in India for
their candidates, employees and other authorized persons and NACER Office.
1.2. Schedule
Date of release of New Request for Proposal 29/06/2016
Last Date for submission of Pre-bid Queries 11/07/2016 5.00pm
Date of Pre- Bid Meeting 14/07/2016 3.00pm
Last Date and Time for Receipt of Bids 28/07/2016 3.00 PM
Date & time for opening of Conformity to Eligibility Criteria 28/07/2016 4.30 PM
Date & Time of opening of Technical Bids 30/07/2016 3.30 PM
Date and time of opening commercial Bid / Reverse Auction Will be intimated at a later date
Contact official/s at NACER (1) H. L. Govardhana: 09900759335 (2) V.K. Kalkundri: 09449860103
Office: 9481301449/080-49594407
e-mail : [email protected]
1.3. NACER reserves the right to change the dates, timings mentioned above or elsewhere mentioned in the RFP,
which will be communicated by placing the same as corrigendum under Tender section on NACER‟s web-site.
8
PART 2: DISCLAIMER
a) The information contained in this RFP document or any information provided subsequently to Bidder(s)
whether verbally or in documentary form by or on behalf of the NACER, is provided to the Bidder(s) on the
terms and conditions set out in this RFP document and all other terms and conditions subject to which such
information is provided.
b) This RFP is neither an agreement nor an offer and is only an invitation by NACER to the interested parties
for submission of bids. The purpose of this RFP is to provide the Bidder(s) with information to assist the
formulation of their proposals. This RFP does not claim to contain all the information each bidder may
require. Each Bidder should conduct its own investigations and analysis and should check the accuracy,
reliability and completeness of the information in this RFP and where necessary obtain independent advice.
NACER makes no representation or warranty and shall incur no liability under any law, statute, rules or
regulations as to the accuracy, reliability or completeness of this RFP. NACER may in its absolute discretion,
but without being under any obligation to do so, update, amend or supplement the information in this RFP.
c) This is not an offer by the NACER but only an invitation to bid in the selection process initiated by the
NACER. No contractual obligation whatsoever shall arise from the RFP process until a formal contract is
executed by the duly authorised signatory of the NACER and the Bidder.
d) Any notice to the bidders, pertaining to any aspect of RFP or contract thereafter will be given by E-mail /
speed post.
PART 3 ELIGIBILITY CRITERIA
Sl
No
Criteria Documents to be submitted
1 The bidder is registered as IT / ITES company in
India as per Company Act 1956 and should have
been in existence for a period of at least 3 years as
on date of RFP.
Copy of Certificate of Incorporation and Certificate
of Commencement of business in case of Public
Limited Company or Certificate of incorporation in
case Private Limited Company, issued by the
Registrar of Companies.
2 The bidder should be the owner or
Certified/authorized agent or partner of OEM for the
Solution offered. He should provide support/
maintenance /up-gradation during the period of
contract with the NACER.
If the Bidder is not the solution owner, letter from
the Solution owner authorizing the bidder to
participate in the tender and undertake to provide
necessary maintenance and support during the
contract period. If the bidder is an authorized
agent, Authorization letter to be submitted.
3 The Bidder has registered a turnover of at least Rs.
25 Crores for the last three (3) financial years.
Audited Balance Sheet and P&L account for the
last three years.
Certificate from Chartered Accountant certifying
the IT related business turnover of last three
years
4 The bidder has registered net profit (after tax) in the
immediate preceding three (3) financial years (not
inclusive of associate companies)
Copy of the audited Balance sheet showing the
Net Profit and positive Net Worth.
5 The bidder should have supplied, installed and
commissioned similar type of Biometric
authentication based Solution of minimum 3
projects, to any of the Banks / Insurance Companies
Certificate from the customer where the solution
is implemented and currently running, to be
produced.
9
/ Government Organisation / Financial Institutions in
India in the past. Bidder should provide Purchase
order copies for the same.
6 Bidder should provide only the latest models.
Bidder should ensure that the spares required for
Servers/Hardware are available for at least next 3
years.
A declaration to this effect is to be provided by
the bidder. If bidder is not the solution owner,
such Declaration should be provided from OEM.
7 Bidder should not have been debarred/ black listed
by any Government / Statutory / Regulatory / Banks
/ Insurance Cos, in the last two years
A self-declaration by solution owner to be
provided
8 The bidder should be an ISO 9001:2008 certified
company with valid certificate
Copies of the Certificates to be attached
Please note
i. “In a tender either the Indian Agent on behalf of the Principal/OEM or Principal /OEM itself can bid but both cannot bid simultaneously for the same item / product in the same tender.
ii. If an agent submits bid on behalf of the Principal / OEM, the same agent shall not submit a bid on behalf of another principal / OEM in the same tender for the same item /product.”
PART 4: TERMS AND CONDITIONS OF CONTRACT
4.1 Installation locations:
4.1.1 The Biometric Devices are to be installed in NACER Office, Bengaluru and all RSETIs spread across the
Country. To arrive at the sizing of Hardware/Software required for the solution to be provided, requirement details are
provided here below;
Sl. No No of Units No of Concurrent Users
1 Enterprise class Biometric Authentication based Attendance System with licenses supporting 585 named users
1 + DR
2 Hardware, OS, Database and environment software required if any
2
3 Total Number of Biometric Devices (to be
installed at 585 RSETIs)
1170 45,000
4 Total Number of Biometric Devices to be installed
at NACER Office
2 50
4.2 Period of Contract
4.2.1 The Bidder should commit to provide the services detailed in this document for a period of 5 years inclusive of
3 years warranty and 2 years AMC. An undertaking to this commitment should form part of the Technical proposal.
10
4.3 Bid Document Availability and Cost of Bidding
4.3.1 Bid document availability
The Bidding Document may be obtained from the NACER or downloaded from NACER‟s Website www.nacer.in and
the bid should be submitted on or before the due date and time brought out in the bidding document at the address
given below:
The National Director for RSETIs
National Centre for Excellence of RSETIs (NACER) (Under the aegis of MoRD, Govt. of India) „Renukaleela‟, No.1210, 1st Floor, 80 Feet Road, Chandra Layout
Bengaluru – 560 040 KARNATAKA STATE
e-mail : [email protected] Phone : 080- 49594407, Mobile: 9481301449
Bidders should note that all the information required by the NACER in RFP needs to be provided. Incomplete
information may lead to non-selection.
4.3.2 Cost of Bidding
This Bid document can be downloaded from NACER‟s web site http://www.nacer.in. In that event, the bidders should
pay the application fee of Rs.10,000/-for tender document by means of DD drawn on any Scheduled Commercial Bank
for the above amount in favour of NACER ,payable at Bengaluru and submit the same along with the Part –I eligibility
Criteria. The amount will not be refunded to any prospective bidder under any circumstances including
cancellation of RFP or procurement process at any stage. If the tender/bid document is not accompanied
with the non-refundable application fee of Rs.10,000/- as cited above, the bid is liable for rejection.
The Bidder shall bear all costs associated with the preparation and submission of its Bid and the NACER will in no case
be responsible or liable for these costs, regardless of the conduct or outcome of the Bidding process.
4.3.3 Clarification to RFP and Pre-Bid Queries:
The bidder should carefully examine and understand the specifications, terms and conditions of the RFP and may seek
clarifications, if required. The bidders in all such cases seek clarification in writing in an Excel document (.XLS) in the same serial order of that of the RFP by mentioning the relevant page number and clause number of the RFP. The soft
copy of the pre Bid queries should be sent by e-mail to [email protected]. The pre-bid query should be STRICTLY in
the following format;
Sl No Page No. RFP Clause No. RFP Clause Bidders Query
The queries submitted in other format will not be entertained.
4.4 Format and Signing of Bid
4.4.1 Each bid shall be submitted in the following 3 (three) parts:
a. Part I - Conformity to Eligibility Criteria
b. Part II - Technical Proposal
c. Part III - Price Bid (Financial Bid)
The three parts should be in three separate covers, each superscribed with the name of the Project as well as
“Conformity to Eligibility Criteria”, “Technical Proposal” and “Price Bid” as the case may be.
11
4.4.2 The Bid shall be typed and shall be signed by the Bidder or a person or persons duly authorized to bind the
Bidder to the Contract. The person or persons signing the Bids shall initial all pages of the Bids, except for un-
amended printed literature.
4.4.3 Any inter-lineation, erasures or overwriting shall be valid only if they are initialled by the person signing the
Bids. The NACER reserves the right to reject bids not conforming to above.
4.5 Documents Comprising the Bid
4.5.1 The envelope containing the “Conformity to Eligibility Criteria” should contain the following:
a. Point-wise compliance to the requirements as mentioned in Eligibility Criteria in Part – 3 of this RFP. (as per
Format 8.2)
b. All supportive documents evidencing conformity to each eligibility criteria.
c. The Demand Draft of Rs. 10000- favouring NACER payable at Bangalore being the application fee in terms
of clause 4.3.2 of the RFP.
d. Bid Security deposit (refundable) of Rs.3 Lakhs (Rupees Three Lakhs only).
4.5.2 Envelope comprising the Technical Proposal should contain the following:
a. Offer Letter as per Format 8.1
b. Conformity to Scope of Work 8.3
c. Conformity to Technical Specifications 8.4
d. Bidder Organization details as per format 8.5 along with enclosures for the information requested therein.
e. Track Record of past operations as per Format 8.6
f. Service Support details as per Format 8.7
g. Non-Disclosure agreement 8.8
h. Undertaking of Scope of Work (Format 8.9)
i. Manufacturer‟s Authorization (Form 8.10)
j. Technical Specification of Biometric Devices as per Part- 7 of this RFP.
k. BG / Demand Draft for Bid Security for amount of Rs.3.00 Lakhs.
l. Undertaking letter for Commercial Payment as per Format 8.14
m. Undertaking letter for Supply of Servers as per Format 8.15
n. Undertaking letter for Govt. Rules- Daily wages as per Format 8.16
o. The masked Price Offer should be enclosed to the Technical Offer as per Part 6. This table should not
contain any price information.
p. Compliance to each clause mentioned in Part 4- Terms & Conditions.
q. Any other document for the information required as per the terms of RFP.
r. A full description of the Technical Solution and its compliance which should provide an acceptable solution
as described in PART 7 Technical & Functional Specifications in the form of literature, drawing and data.
While submitting the Technical Bid, literature on the software / hardware if any, should be segregated and kept
together in one section / lot. The other papers like Bid Security, Forms as mentioned above etc., should form the main
section and should be submitted in one lot, separate from the section containing literature and annual accounts.
Any Technical Proposal not containing the above will be rejected. The Technical Proposal should not contain any price
information; such proposal will be rejected.
4.5.3 Documents comprising Price Bid Envelope should be prepared as per the Format in Part 6 as furnished in the
Bidding documents duly signed by the Bidder and completed. Price bids containing any deviations or similar clauses
will be summarily rejected.
12
4.5.4 The Bidder shall submit all three (Conformity to Eligibility Criteria, Technical Proposal and Price Bid) Envelopes
simultaneously to the NACER at the address given above in Clause 4.3.1. Bids are liable to be rejected if only one (i.e.
Technical Proposal or Price Proposal) is received.
4.5.5 Please note to submit the non-refundable application fee of Rs. 10,000/- by means of a demand draft/pay
order favouring NACER payable at Bengaluru in a separate envelope while submitting the Bid. Bids are liable to be
rejected if the same is not received.
4.6 Content of Bidding Document
4.6.1 The products required, Bidding procedures, and contract terms are prescribed in the Bidding Documents. The
Bidding Documents include:
Part 1 - Request for Proposal (RFP)
Part 2 - Disclaimer
Part 3 - Eligibility Criteria
Part 4 - Terms and Conditions of Contract (TCC)
Part 5 - Scope of Work for Biometric Devices
Part 6 - Price Bid
Part 7 - Technical & Functional Specifications (TFS)
Part 8 - Other Forms and Annexure
4.6.2 The bidder is expected to examine all instructions, forms, terms and specifications in the RFP. Failure to
furnish all information required or to submit a Bid not substantially responsive to the RFP in every respect will be at
the Bidder‟s risk and may result in the rejection of the Bid.
4.7 Amendment of Bidding Document
4.7.1 At any time prior to the deadline for submission of Bids, the NACER, for any reason, whether, at its own
initiative or in response to a clarification requested by a prospective Bidder, may modify the Bidding Document, by
amendment.
4.7.2 Notification of amendments will be put up on the NACER‟s Website and will be binding on all Bidders. No
separate communication or paper publication will be done for the same.
4.7.3 In order to allow prospective Bidders reasonable time to take the amendment into account in preparing their
Bids, the NACER, at its discretion, may extend the deadline for a reasonable period as decided by the NACER for the
submission of Bids and the same will be published in the website of NACER.
4.8 Bid Prices 4.8.1 The prices indicated in the Price Schedule shall be entered in the following manner;
a. The Price offered to the NACER must be in Indian Rupees and inclusive of Duties/Insurance/Freight and exclusive of all taxes like CST / LST / VAT/ Octroi /Entry Tax etc. The Vendor has to quote the applicable
taxes separately.
b. The item value along with CST/VAT should be claimed in the invoice, location wise and CST/VAT will be paid in actual at our end. However please note that taxes will be paid to the maximum of taxes indicated in the Bill of Material. Octroi / Entry Tax, if applicable, will also be paid / reimbursed by NACER centrally on production of original payment receipt from the respective location where the items were delivered.
13
c. The Octroi / Entry Tax will have to be claimed separately submitting the original Octroi/entry tax paid receipt location wise and it should be claimed before/within the installation payment.
d. No escalation in price quoted is permitted for any reason whatsoever. Prices quoted must be firm till the
completion of the contract including warranty period.
e. From the date of placing the order till the delivery of the systems, if any changes are brought in the duties such as excise/customs etc., by the Government resulting in reduction of the cost of the systems, the benefit arising out of such reduction shall be passed on to the NACER.
f. Applicable Taxes will be paid at actual to the maximum of taxes indicated in the Bill of Material. If there is
any delay in delivery of the hardware ordered on account of the Bidder, then any increase in tax rate has to be borne by the bidder. However, if any decrease in the tax rates, then the taxes at actual will be paid.
g. If any of the deliverable product, mainly, Hardware, software, Service/Support etc. has both VAT and Service Tax, the bidder has to indicate the Goods component with percentage of VAT and Services Component with Service Tax involved. The Goods Component + Services Component should be limited to 100% of the Cost Price. For example, if Goods Component is 60% then, the Services Component cannot
be more than 40%. 4.8.2. Prices quoted by the Bidder shall be fixed during the period of the Contract and shall not be subject to
variation on any account, including exchange rate fluctuations, changes in taxes, duties, levies, charges etc. A Bid
submitted with an adjustable price quotation will be treated as non-responsive and will be rejected. In case of any
new tax on the services rendered by the vendor being introduced subsequently, the cost will be borne by the NACER.
4.9 Bid Currency
Bids are to be quoted in Indian Rupees (INR) only.
4.10 Bid Security
4.10.1 The Bid Security Deposit amount is Rs.3 Lakhs (Rupees Three Lakhs only) and valid for 1 year from the date
of submission of bid with a claim period of 3 months.
4.10.2 The Bidder shall furnish, as part of its Bid, a Bid security amounting to Rs. 3.00 Lakhs (Format 8.13).The Bid
security is required to protect the NACER against the risk of Bidder‟s conduct, which would warrant the security‟s
forfeiture.
4.10.3 The Bid security shall be denominated in Indian Rupees and shall be in the form of a Bank guarantee issued
by another Public Sector / Private Sector Bank in India, acceptable to the NACER, in the form as per Format 8.13
provided in the Bid.
4.10.4 Any Bid not secured, as above, will be rejected by the NACER, as non-responsive.
4.10.5 Unsuccessful bidders‟ Bid Security will be discharged or returned not later than Fifteen (15) days from the
date of declaring L1 vendor.
4.10.6 The successful Bidder‟s Bid security will be discharged upon the Bidder signing the Contract as per Format 8.11
and furnishing the Bank Guarantee as per Format 8.12.
4.10.7 The Bid security may be forfeited;
a) if a Bidder withdraws or amends its Bid during the period of Bid validity specified by the Bidder on the
Bid Form; or
14
b) if a Bidder makes any statement or encloses any form which turns out to be false/incorrect at any time
prior to signing of Contract; or
c) in the case of a successful Bidder, if the Bidder fails;
(i) to sign the Contract within the specified period; or
(ii) to furnish Bank Guarantee,
4.11 Period of Validity of Bids
4.11.1 Bids shall remain valid for 90 days from the date of opening of the Bid. A Bid valid for a shorter period may
be rejected by the NACER as non-responsive.
4.11.2 In exceptional circumstances, the NACER may seek the Bidders‟ consent for extension of the period of validity.
The request and the responses thereto shall be made in writing. The Bid security provided shall also be suitably
extended. A Bidder may refuse the request without forfeiting its Bid security.
4.12 Sealing and Marking of Bids
4.12.1 The Bidders‟ shall seal one envelope each of “Conformity to Eligibility Criteria”, “Technical Bid” and “Price Bid”
and the three envelopes shall be enclosed and sealed in one outer envelope. The Bidder should additionally submit
soft copies of the Technical Bid documents & Specifications in the form of CD separately. The inner and outer
envelopes shall bear the Project Name as under:
For Conformity to Eligibility Criteria: "For Supply, Installation, Integration and Operationalizing a Suitable
Biometric Attendance Solution in RSETIs and NACER office – Eligibility Criteria Ref: RFP 1/2016-17 dated
29.06.2016.”
For Technical Bid: "For Supply, Installation, Integration and Operationalizing a Suitable Biometric
Attendance Solution in NACER Office and RSETIs – Technical Bid Criteria Ref: RFP No:1/2016-17 dated
29.06.2016.”
The Technical Bid should contain following:
a. Offer Letter as per Format 8.1
b. Conformity to Scope of Work 8.3
c. Conformity to Technical Specifications 8.4
d. Bidder Organization details as per format 8.5 along with enclosures for the information requested therein.
e. Track Record of past operations as per Format 8.6
f. Service Support details as per Format 8.7
g. Non-Disclosure agreement 8.8
h. Undertaking of Scope of Work (Format 8.9)
i. Manufacturer‟s Authorization (Form 8.10)
j. Technical Specification of Biometric Devices as per Part- 7 of this RFP.
k. BG / Demand Draft for Bid Security for amount of Rs.3.00 Lakhs.
l. Undertaking letter for Commercial Payment as per Format 8.14
m. Undertaking letter for Supply of Servers as per Format 8.15
n. Undertaking letter for Govt. Rules- Daily wages as per Format 8.16
o. The masked Price Offer should be enclosed to the Technical Offer as per Part 6. This table should not
contain any price information.
p. Compliance to each clauses mentioned in Part 4- Terms & Conditions.
q. Any other document for the information required as per the terms of RFP.
15
r. A full description of the Technical Solution and its compliance which should provide an acceptable solution
as described in PART 7 Technical & Functional Specifications in the form of literature, drawing and data.
s. For Price Bid : “For Supply, Installation, Integration and Operationalizing a Suitable Biometric
Attendance Solution in RSETIs and NACER Office – Price Bid Ref: RFP No:1/2016-17 dated 29.06.2016”
4.12.2 If the outer envelope is not sealed and marked, the NACER will assume no responsibility for the Bid‟s
misplacement or premature opening.
4.13 Last Date for Submission of Bids 4.13.1 Bids should be received by the NACER at the address specified, not later than the date and time specified in
the Invitation to Bid. Any Bid received after the Date and Time specified for submission of Bids will be rejected and
returned unopened to the Bidder.
4.13.2 The NACER may, at its discretion, extend this Date for the submission of Bids by amending the Bid
Documents, in which case, all rights and obligations of the NACER and Bidders previously subject to the Date and
Time will thereafter be subject to the deadline as extended.
4.13.3 The representative who is attending the bid opening should provide an authorisation letter for attending the
same from the bidder.
4.14 Opening of Technical Bid
4.14.1 Technical Bids will be opened in the presence of authorized representatives of the bidders.
4.14.2 The Bidders‟ names, withdrawals and the presence or absence of requisite Bid Security and such other details
as the NACER, at its discretion, may consider appropriate, will be announced at the time of Technical Bid opening. No
bid shall be rejected at bid opening, except for late bids, which shall be returned unopened to the Bidder.
4.15 Preliminary Examination
4.15.1 The NACER will examine the Bids to determine whether they are complete, required formats have been
furnished, the documents have been properly signed, and the Bids are generally in order.
4.15.2 The NACER may, at its discretion, waive any minor infirmity, non-conformity, or irregularity in a Bid, which
does not, in the opinion of NACER, constitute a material deviation.
4.15.3 The NACER will first examine whether the Bid and the Bidder is eligible in terms of Part 3 – Eligibility Criteria.
4.15.4 Prior to technical evaluation, the NACER will determine the responsiveness of each Bid to the Bidding
Document. For purposes of these Clauses, a responsive Bid is one, which conforms to all the terms and conditions of
the Bidding Document without material deviations. Deviations from, or objections or reservations to critical provisions,
such as those concerning Bid Security, Applicable Law, Bank Guarantee, Eligibility Criteria, Insurance, warranty, AMC
and Force Majeure will be deemed to be a material deviation.
4.15.5 The NACER‟s determination of a Bid‟s responsiveness will be based on the contents of the Bid itself, without
recourse to extrinsic evidence.
4.15.6 If a Bid is not responsive, it will be rejected by the NACER and may not subsequently be made responsive by
the Bidder by correction of the non-conformity.
4.16 Technical Evaluation 4.16.1 Bids of only those Bidders who have been found to be in conformity of the eligibility terms and conditions
during the preliminary evaluation would be taken up by the NACER for further detailed evaluation. The Bidders who do
not meet the eligibility criteria and all terms during preliminary examination will not be taken up for further
16
evaluation.
4.16.2 The NACER may use the services of external consultants for technical evaluation.
4.16.3 The NACER reserves the right to evaluate the bids on technical & functional parameters including visit to
inspect live site/s of the bidder and witness demos of the system and verify functionalities, response times, etc., at
the cost of the bidder. The technical bids will be evaluated inter alia on the basis of the following key criteria;
a) Ability of the proposed Biometric Solution to meet functional requirements outlined in this document.
b) Compliance with technical specifications laid down in the RFP.
c) Bidder /subcontractor's support facilities.
d) Project management capabilities of the Bidder.
e) Project management capabilities of the subcontractors, agents and partners of the Bidder.
f) Bidder and his subcontractor's experience / expertise with respect to the scope of work laid down in the
RFP.
g) Availability of Managed Services Centre with a DR setup owned by the Bidder / sub-contractor and its
capacity to take additional Biometric Devices.
4.16.4 Bidders who fulfil all qualifications mentioned in Part 3 of Eligibility Criteria of this RFP are eligible to
participate in this tender process.
4.16.5 NACER will evaluate the technical and functional specification of all the equipment‟s quoted by the Bidder.
4.16.6 NACER reserves the right to waive any of the Technical and Functional Specification during technical
evaluation if in the NACER‟s Opinion it is found to be minor/deviation or acceptable deviation.
4.16.7 During evaluation of the Bids, the NACER at its discretion may ask a bidder for any clarification of its bid.
The request for clarification and the response shall be in writing, and no change in the price or substance of the bid
shall be sought, offered or permitted.
4.16.8 Bidders may be called to give presentation of their solutions with its capabilities at their own cost, which will
be taken into account for technical evaluation of the Bidders.
4.17 Contacting the NACER
4.17.1 No Bidder shall contact the NACER on any matter relating to its Bid, from the time of opening of Price Bid to
the time the Contract is awarded.
4.17.2 Any effort by a Bidder to influence the NACER in its decisions on Bid evaluation, Bid comparison or contract
award may result in the rejection of the Bidder‟s Bid, including forfeiture of the Bid Money.
4.18 Award of Contract Criteria
4.18.1 The NACER will award the Contract to the successful Bidder who has been determined to qualify to perform
the Contract satisfactorily, and whose Bid has been determined to be responsive, and is the lowest price bid.123
4.19 NACER‟s right to Accept Any Bid and to reject any or All Bids
4.19.1 The NACER reserves the right to accept or reject any Bid /offer received in part or in full, and to cancel the
Bidding process and reject all Bids at any time prior to contract of award, without thereby incurring any liability to the
affected or Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the NACER‟s
action.
17
4.19.2 NACER reserves the right to reject any Bid on security and other considerations without assigning any reason.
4.19.3 NACER reserves the right to cancel the entire Bidding/Procurement process at any stage without assigning any
reason whatsoever.
4.20 Notification of Award
4.20.1 Prior to expiration of the period of Bid validity, the NACER will notify the successful Bidder/s in writing or by e-
mail, that its Bid has been accepted.
4.20.2 The notification of award will constitute the formation of the Contract.
4.20.3 Upon notification of award to the L1 Bidder, the NACER will promptly notify each unsuccessful Bidder and will
discharge its Bid Security.
4.20.4 After identification of L1 Bidder / multiple Bidders, NACER will follow its internal procedure for necessary
approvals and thereafter proceed with notification of award to L1 / Multiple Bidders as the case may be.
4.21 Order The order will be placed exclusively with the L-1 bidder. In case the NACER decides to terminate the contract (please
refer to clause 4.34), the entire / unexecuted part of Purchase Order will be offered to the L-2 bidder provided the L-2
bidder is willing to match the L-1 price. If, however, the L-2 bidder is not willing to match the L-1 price, the order will
be cancelled and fresh tender floated by the NACER.
The Selected bidder has to accept the Purchase Order within 7 days from the date of receipt of Purchase order.
4.22 Signing of Contract
4.22.1 At the same time as the NACER notifies the successful Bidder that its Bid has been accepted, the NACER will
send the Bidder the Contract Form as per Format 8.11.
4.22.2 The contract shall be written in English. All correspondence and other documents pertaining to the contract
that are exchanged between the parties shall be in English only.
4.22.3 The contract agreement shall be signed by the bidder within 15 days from the date of purchase order.
4.23 Bank Guarantee
4.23.1 The selected vendor will be required to submit a Performance Guarantee for an amount calculated @ 10% of
the order value for the entire contract period of 3 years in the required format within 21 days from the Date of
Contract. The Guarantee will be discharged by the NACER on satisfactory completion of the vendor‟s obligations.
4.23.2 The proceeds of the Bank Guarantee shall be payable to NACER as compensation for any loss resulting from
the Vendor‟s failure to complete its obligations under the Contract.
4.23.3 The Bank Guarantee shall be denominated in Indian Rupees and shall be issued by a Scheduled Commercial
Bank in India, acceptable to the NACER in the Format 8.12.
4.23.4 Failure of the successful Bidder to sign the contract and return it to NACER within 21 days from the date of
Purchase order shall constitute sufficient grounds for the annulment of the award and forfeiture of the Bid Security.
18
4.24 Service Level Agreement (SLA)
The selected Vendor shall enter into Service Level Agreement, containing all the Terms and Conditions of this tender
including confidentiality, non-disclosure and penalty clauses, with the NACER for a period of 3 years from the date of
signing of the Contract.
4.25 Use of Contract Documents and Information
4.25.1 The Vendor shall not, without the NACER‟s prior written consent, disclose the Contract, or any provision
thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the NACER in
connection therewith, to any person other than a person employed by the Vendor in the performance of the Contract.
Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary
for purposes of such performance.
4.25.2 The Vendor shall not, without the NACER‟s prior written consent, make use of any document or information for
purposes of performing the Contract.
4.25.3 Any document, other than the Contract itself, shall remain the property of the NACER and shall be returned (in
all copies) to the NACER on completion of the Vendor‟s performance under the Contract, if so required by the NACER.
4.25.4 The successful Bidders shall submit a non-disclosure agreement as per Format 8.6 on non-judicial stamp paper
of appropriate value before signing the contract.
4.26 Patent Rights In the event of any claim asserted by a third party of infringement of copyright, patent, trademark, industrial design
rights, etc., arising from the use of the Goods or any part thereof in India, the Vendor shall act expeditiously to
extinguish such claim. If the Vendor fails to comply and the NACER is required to pay compensation to a third party
resulting from such infringement, the Vendor shall be responsible for the compensation to claimant including all
expenses, court costs, lawyer fees etc. The NACER will give notice to the Vendor of such claim, if it is made, without
delay. The Vendor shall indemnify the NACER against all third party claims.
4.27 Uptime Calculation: The Biometric solution should be available on 24x7 basis and there should be an uptime of 99.5%.
4.28 Other Penalties Any delay in supply of Biometric devices beyond the target date will attract a penalty of Rs.20/- per week per
Biometric Device with a Maximum penalty of 2% of the Total Project cost. The Target Date shall be the date on which
the UAT is completed.
4.29 Operationalizing the Services 4.29.1 The Vendor shall be responsible for operationalizing all the services stipulated under this RFP within 6 months
from the date of Purchase order. The Vendor shall operationalize the Biometric Devices in a phased manner at RSETIs
/ NACER office in consultation with the NACER.
4.29.2 The vendor is required to supply the Biometric Devices with the specifications as detailed in the Part 7 of this
RFP.
19
4.30 Termination of Contract
4.30.1 NACER reserves the right to cancel the entire / unexecuted part of Purchase Order at any time by
without assigning appropriate reasons in the event of one or more of the following conditions:
a) Non-satisfactory performance of the Vendor during implementation and operation.
b) Failure to integrate / implement the project as per the requirements of the NACER.
c) Serious discrepancies noted in the implementation of the project.
d) Breaches in the terms and conditions of the Order.
e) The vendor or his contractors are found to be indulging in unfair practices/committing frauds.
f) The NACER suffers a reputation loss on account of any activity of the vendor.
g) The vendor becomes bankrupt / insolvent. In this event, termination will be without
compensation to the Bidder, provided that such termination will not prejudice or affect any right
of action or remedy which has accrued or will accrue thereafter to the NACER.
4.30.2 In addition to the cancellation of purchase order, the NACER reserves its right to invoke the Bank
Guarantee given by the bidder.
4.31 Force Majeure:
4.31.1 The Vendor or the NACER shall not be liable for default or non-performance of the obligations
under the contract, if such default or non-performance of the obligations under this contract is caused by
any reason or circumstances or occurrences beyond the control of the Vendor or the NACER, i.e. Force
Majeure. For the purpose of this clause, “Force Majeure” shall mean an event beyond the control of the
parties, due to or as a result of or caused by act of God, wars, insurrections, riots, earth quake and fire,
revolutions, floods, epidemics, quarantine restrictions, trade embargos, declared general strikes in
relevant industries, satellite failure, act of Govt. of India, events not foreseeable but does not include any
fault or negligence or carelessness on the part of the parties, resulting in such a situation. In the event of
any such intervening Force Majeure, either party shall notify the other in writing of such circumstances or
the cause thereof immediately within five calendar days. Unless otherwise directed by the NACER, the
Vendor shall continue to perform/render/discharge other obligations as far as they can reasonably be
attended/fulfilled and shall seek all reasonable alternative means for performance affected by the Event of
Force Majeure.
4.31.2 In such a case, the time for performance shall be extended by a period(s) not less than the
duration of such delay. If the duration of delay continues beyond a period of 90 days, the NACER and the
Vendor shall hold consultations with each other in an endeavor to find a solution to the problem.
Notwithstanding above, the decision of the NACER shall be final and binding on the Vendor.
4.32 Jurisdiction
All disputes would be subject to Indian laws and jurisdiction, and settled at courts in Bengaluru.
All disputes and differences of any kind whatsoever, arising out of or in connection with this offer or in the
discharge of any obligation arising under this offer (whether during the execution of order or after
completion and whether beyond or after termination, abandonment or breach of agreement) shall be
resolved amicably. In case of failure to resolve the disputes and differences amicably mutually agreed
upon after issuing at least 30 days‟ notice in writing to the other party clearly setting out there in the
20
specific disputes. In the absence of consensus about the single arbitrator, the matter may be referred to
joint arbitrators; one to be nominated by each party and the said arbitrator shall appoint a presiding
arbitrator. The provisions of Indian Arbitrator and Conciliation Act, 1996(as amended by Amendment Act
of 2015) shall govern the arbitration.
The venue of arbitration shall be in Bengaluru.
4.33 Indemnity
The bidder shall keep and hold the NACER indemnified and harmless from time to time and at all times
against all actions, proceedings, claims, suits, liabilities (including statutory liability), penalties, demands,
charges, costs (including legal costs) and expenses, damages, losses and any other expenses which may
be caused to or suffered by or made or taken against the NACER arising out of;
i. The breach, default or non-performance of undertakings, warranties, covenants or obligations by the
bidder.
ii. Any contravention or Noncompliance with any applicable laws, regulations, rules, statutory or legal
requirements by the bidder.
Further, the bidder shall indemnify, protect and save the NACER against all claims, losses, costs,
damages, expenses, action suits and other proceedings, resulting from infringement of any law pertaining
to patent, trademarks, copyrights etc. or such other statutory infringements in respect of Bio Metric Login
Solution supplied by them.
All indemnities shall survive notwithstanding expiry or termination of the contract and bidder shall
continue to be liable under the indemnities.
Bidder's aggregate liability shall be subject to an overall limit of the total Cost of the project.
The limit specified above said clause shall not apply to claims made by the NACER/third parties in case of
infringement of Intellectual property rights or for claims relating to the loss of damage to real property
and tangible personal property and for bodily injury or death and in these cases the liability will be
unlimited.
4.34 Compliance with Statutory and Regulatory Provisions
It shall be the sole responsibility of the Vendor to comply with all statutory and regulatory provisions while
delivering the services mentioned in this RFP.
4.35 Taxes and Duties
4.35.1 The Vendor shall be entirely responsible for all applicable taxes, duties, levies, charges, license
fees, road permits, etc. in connection with delivery of products at site including incidental services and
commissioning.
4.35.2 The vendor must also ensure that all applicable laws framed by the Central Government, State
Government and Local Bodies, including payment of applicable minimum Wages and all laws pertaining to
contract employees/ labour laws are complied with while providing caretaker services. The vendor may
have to execute an indemnity bond in favour of the NACER in this regard.
21
4.35.3 Providing clarifications/particulars/documents etc. to the appropriate tax authorities for assessment
of tax, compliance with labour and other laws, etc., will be the responsibility of the vendor at his cost.
4.35.4 Tax deduction at Source - Wherever the laws and regulations require deduction of such taxes at
the source of payment, the NACER shall effect such deductions from the payment due to the Vendor. The
remittance of amounts so deducted and issuance of certificate for such deductions shall be made by the
NACER as per the laws and regulations in force. Nothing in the Contract shall relieve the Vendor from his
responsibility to pay any tax that may be levied in India on income and profits made by the Vendor in
respect of this contract.
4.36 Payment Terms and Rates
4.36.1 Payment will be made by the NACER as mentioned below.
4.36.2 50% of the amount to be paid on delivery of the Hardware and Software on submitting the original
invoice along with the acknowledgement from the NACER/RSETIs Officials. Payments made will be subject
to deduction of TDS and such other taxes as may be applicable from time to time.
4.36.3 Remaining 50% on successful completion of implementation duly certifying installation of the
device and satisfactory working of the same.
PART 5: Scope of Work:
5.1.1 Broad level scope:
i. End-to-End Automation of attendance system using Biometric data.
ii. Solution should support authentication using Central Biometric Authentication System and UIDAI
iii. Integration with UIDAI for AADHAAR based Biometric verification system.
iv. Real-time synchronization and receiving response from Central Biometric Authentication System/
UIDAI
v. Integration of attendance solution with existing MIS system.
vi. The Bidder has to host the solution at Ctrl S data center @ Hyderabad at their own cost.
vii. The attendance solution should enable generation of category-wise attendance reports as required by
NACER for trainees and other staff separately on daily weekly/fortnightly/monthly basis.
5.1.2 Detailed scope:
The NACER intends to enable the attendance marking for the NACER Office Staff/SDRs/RSETI
Staff/Trainees of the RSETIs using biometric data using Central Biometric Authentication based
Attendance System and AADHAAR based biometric authentication by integrating with UIDAI.
The Bidder has to supply, install and maintain the end-to-end Attendance solution which should have
Central Biometric Authentication System where the members of the department‟s biometric data will be
stored and authenticated and marked the attendance accordingly. Also, department being an AUA has to
be on-boarded with UIDAI through the ASA for providing the AADHAAR Based Authentication - using this
22
service, the proposed solution should fetch the data of members against respective AADHAAR number and
confirm the authenticity of the user from UIDAI server.
The Bidder‟s solution should support attendance systems of two models,
i. AADHAAR based Attendance system by integrating with UIDAI
ii. Central Biometric Authentication based Attendance system
Key Deliverables:
Bidder should provide end-to-end solution which should comprise of following deliverables.
Web based Client application including enrolment and authentication application
Backend attendance solution including Member enrolment application, Central Authentication
Server application & AADHAAR authentication Server Application
Supply of Bio-metric fingerprint Scanner
Supply of hardware, software, network equipment‟s, connectivity, etc.
The solution provided by the bidder should support the existing PC/ Laptop or Windows based system of
the RSETIs / NACER Office.
At a high level the overall solution should have the following main components:
1. Supply, installation and maintenance of Finger Print Biometric devices along with Biometric Solution.
2. Biometric Solution includes Finger Print Biometric Devices, Application Software for AADHAAR based
/or Central Biometric Authentication based Attendance system and required interface with UIDAI
/Central Authentication Server (CAS) to department Biometric Application Software (hereinafter
referred to as “Biometric Attendance Solution”).
3. Supply of hardware, software etc.
4. Hands on Training over the Application Software
5. Providing training to the staffs for proper functioning of solution
6. Post Implementation Support/ Warranty
7. Responsible for installation, administration and maintenance of the Application Software and Biometric
Devices
A. Client System
The Client System of the attendance system should be a Windows based Web browser supporting
(Internet Explorer 6.0 / 8.0 / Mozilla Firefox/ Google Chrome) client attendance application. RSETIs are
facilitated with PC/ Laptop, of Windows environment based system. So the solution provided by the bidder
should be supported with the existing infrastructure of the RSETIs/NACER Office.
23
The client attendance module in the idle state should wait for user to enter his/her Member ID. This
Member ID (Numeric) should usually be mapped with the AADHAAR number of the member wherever
applicable.
a) Enrolment: The client system should support enrolment of the members along with the biometric
data for the respective members, where the Member ID, Member data, biometric data and other
required data as per the requirements of NACER should be captured.
b) Authentication: The application should support authentication of member by prompting user to
provide the member ID and biometric data required for authentication. It should then create the
request in accordance with the central biometric authentication system.
B. Backend System:
Model 1: AADHAAR based Attendance System;
AADHAAR Number along with the Finger Print obtained through the Finger Print Scanner shall be sent
for validations/ authentications at UIDAI Central Identity Data Repository (CIDR). The department
being an AUA has to be on-boarded with UIDAI through the ASA for providing the AADHAAR Based
Authentication - using this services, the proposed solution should fetch the data of members against
respective AADHAAR number and confirm the authenticity of the user from UIDAI server. The bidder
has to integrate with UIDAI to support AADHAAR based authentication.
Model 2: Central Biometric Authentication Based Attendance System
Client machines should be accessing the application through a Web browser (Internet Explorer 6.0 /
8.0 / Mozilla Firefox / Google Chrome) where the finger print devices are connected. The back end
application should receive the live finger print information from the client machines. The live finger
print information received should be compared with the respective finger print template stored in the
database of Central Biometric system which should be maintained at the data centre of RSETI MIS at
Hyderabad and send a YES / NO response.
5.1.3 Functional flow:
Central Biometric Authentication based attendance System:
When a member approaches, the biometric finger print device should capture the finger print (FP) and
should send the FP data to Central Biometric Authentication System (CAS) for verification. Based on the
response from CAS, attendance for the member should be marked.
24
AADHAAR based attendance system:
When a member approaches, the biometric finger print device should capture the finger print (FP) and
should send the FP data to UIDAI for verification. Based on the response from UIDAI, attendance for the
member should be marked.
5.1.4 Integration with existing MIS:
NACER has an MIS application provided by M/s Credo Infotech, Bengaluru. The Biometric attendance
system should be integrated with NACER‟s existing MIS application for further analysis of data as per the
requirement of NACER.
The database should facilitate MIS System of RSETIs to fetch various reports as per the requirement of
NACER.
5.1.5 Proof of Concept (PoC):
All the bidders of the solution who are shortlisted are required to demonstrate Proof of Concept (POC) of
the solution within 15 days of opening the technical bid, to the satisfaction of the NACER. The bidder
should note that –
- Cost of POC is to be borne by the Bidder. The Bidder should bring in all necessary hardware /
software/devices required for demonstrating the POC.
- NACER reserves the right to extend or shorten period of POC
- If the solution is not to the satisfaction of the NACER, such bidders will be disqualified and shall not be
considered for commercial bid.
5.1.6 Implementation and Rollout:
Implementation and Rollout involves different stages as below
a. Testing in UAT (User Acceptance Test) environment
b. Customization if any, of the solution
c. Pilot implementation in select RSETIs/ NACER and
d. Final rollout to all the RSETIs and NACER Office
5.1.7 Testing in UAT & Customization
- The selected bidder should provide all the necessary hardware/software/middleware including a
Test Server for carrying out testing the Biometric solution within 6 weeks from date of accepting
the Purchase Order.
- The test server should conform to the specifications given in the Technical bid, in all respects at the
required place until final rollout takes place.
- UAT covers testing the entire functionality.
- Customization/Changes required if any will have to be attended by the selected bidder on day to
day basis at no extra cost to the NACER.
- On completion of customization, NACER shall go for a full round of end-to-end testing before giving
sign off to the Bidder.
- The total process of testing and customization should be completed within 15 days.
25
5.1.8 Pilot Implementation
- Upon successful completion of testing in UAT environment, the Bidder should pilot implement the
solution in select number of RSETIs/ NACER
- The customized version of the solution should be ported in the Test server within 7 days from the
date of giving sign off. Thereafter, the Bidder should install the required number of Finger print
devices and client version of Biometric Solution in 50RSETIs identified by NACER within 2 months.
- Since the Solution is tightly integrated with MIS software, required precautions to be taken by the
Selected Bidder that implementation of Biometric Solution should not affect normal functioning of
RSETIs where it is implemented as well as in the RSETIs where the solution is yet to be
implemented.
5.1.9 Final Rollout
Upon successful completion of pilot implementation, the Selected Bidder should rollout the solution
across all the remaining RSETIs and NACER Office within a period of 6 months from the date of
Purchase Order.
PART: 6 - Cost Details / AMC/ ATS (in Rupees)
Sl.
No
Description
No. of
Units
Unit cost
(excluding
taxes)
Tax
Amount
Unit cost
Including Tax
Total Cost
(T)
(N) (A) (B) C=(A+B) T=(N X C)
1
Hardware for DC and DRC
Servers -
configuration details to be given and cost
to be provided for each component
ii Biometric devices – at RSETIs/ NACER
office
iii. hosting charges at DC and DRC
2
Software
i. Enterprise License for Biometric application
3 Integration with AUA/ ASA
4 AMC as detailed in Part 5 – Clause xii
5 ATS as detailed in Part 5 – Clause xii
TOTAL
PART 7: TECHNICAL & FUNCTIONAL SPECIFICATIONS (TFS)
A. TECHNICAL SPECIFICATION
RBI Guidelines for Image Acquisition and Verification
The minimum requirements for image acquisition & verification should be the Setting Level 31 as defined
in the ISO/IEC 19794-4, (RBI guidelines) which is mentioned in the following table:
26
Gray scale finger image data may be stored, recorded, or transmitted in uncompressed – bit
packed form.
The resolution of the image data formatted and recorded for interchange should be the scan
resolution of the image.
Each record shall pertain to a single subject and shall contain an image record (consisting of single
view) for each of one or more fingers; multiple fingers (single image records).
The values for the capture device Id may be coded in the General Record Header.
Live-scan plain Finger Impression type should be used.
Except the scanner driver, there should not be any requirement for loading any software/ license
while plugging the scanner.
The scanner driver should be API enabled to ensure compatibility with any application.
S. No Specification Requirement
1 Fingerprint template Compliance for
minutiae data
ISO 19794(2)
2 Fingerprint template Compliance for image
resolution
ISO 19794(4)
3 Image Acquisition Requirements Setting level 31 or higher
4 Scan resolution pixels/centimetre (ppcm) 197
5 Scan resolution pixels/inch (ppi) 500
6 Pixel depth (bits) 8
7 Dynamic range (gray levels) 200
8 Certification EFTS/F
9 Enrolment and Verification (other than just
the image of the finger being captured)
Live Swipe
10 Impression type Live-scan plain / Live-Scan
Contactless may be considered for
verification.
11 Light source dependability No
12 High Resistance To shock, abrasion and water
13 Algorithm should include Image Quality Determination and
Feature Generalization
14 Encryption of fingerprint template Using unique foreign key
15 Image acquisition and storage According to RBI guidelines
16 USB connectivity Yes
17 Capture mode Plain live scan capture
18 Capture mode Auto capture with built-in quality
check (incorporates NIST quality
considerations)
19 Power Through USB
20 Software API Interface API and Data Dictionary to
be shared with the NACER and
documentation to enable seamless
integration with RSETI MIS or any
other system.
21 Technical Support Office India
The supplier must ensure that the final digital template (minutiae) should be in ISO 19794-2 format and
the fingerprint image in ISO 19794-4 format.
The supplier must provide the Driver SW along with the Biometric Development Utility/API, to facilitate
integration of the device Driver SW in a secured manner with the NACER‟s back-end Server side SDK.
27
The supplier may be required to provide Proof of Concept for the integration of algorithm with the RSETI
MIS application and load testing and performance of Biometric fingerprint scanner and algorithm within 15
days of information from the NACER.
28
PART 8 - FORMS AND ANNEXURES Format 8.1
OFFER LETTER
(to be included in Technical Bid Envelope)
Date : ……………………………
To,
………………………………………………………….
………………………………………………………….
………………………………………………………….
………………………………………………………….
Sir / Madam,
Sub: RFP for Supply, Installation, Integration and operationalizing a suitable BIOMETRIC
Attendance Solution in RSETIs and NACER Office.
Ref: Your RFP dated: .
Having examined the captioned tender document Documents, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to provide Supply, Installation, Integration and
Operationalizing a suitable BIOMETRIC Attendance Solution in NACER Office and RSETIs in
conformity with the captioned RFP and at the prices offered as per the Price bid and is made part of the
bid / this offer.
While submitting this bid, we certify that:
Prices in its bid have been arrived without agreement with any other bidder of this RFP for
the purpose of restricting competition.
The prices in the bid have not been disclosed and will not be disclosed to any other bidder of this
RFP.
We have not induced nor attempted to induce any other bidder to submit or not submit a bid for
restricting competition.
We undertake to provide Biometric Attendance Solution in accordance with the scope, specifications and
delivery schedule specified in the RFP document.
If our Bid is accepted, we will obtain the guarantee of a Nationalized Bank for the due performance of the
Contract, for the entire contract period in the form prescribed by the NACER.
29
We agree to abide by the Bid and the rates quoted for the contract / order awarded by the NACER up to 3 (three) years period from date of contract / Service Level Agreement, which shall
remain binding upon us.
We agree that the rates quoted will remain valid for the period of the contract during which NACER may
issue additional requirement by exchange of letter if their rollout is completed within the aforesaid validity
period.
Until a formal contract is prepared and executed, this Proposal, together with your written acceptance
thereof and your notification, shall constitute a binding contract between us.
We undertake that, in competing for (and, if the award is made to us, in executing) the above contract,
we will strictly observe the laws against fraud and corruption in force in India namely “Prevention of
Corruption Act 1988”.
We understand that NACER is not bound to accept the lowest or any Bid that may be received.
We also certify that we have not been blacklisted by any PSU/IBA/RBI during the last five years.
Dated this ....... day of ............................ 2016
_________________________________ ________________________________
(Signature) (Name) (In the capacity of)
Duly authorized to sign Bid for and on behalf of _________________________________
30
Format 8.2
Conformity To Eligibility Criteria (Part – I)
(Please attach documentary evidence of compliance)
Sl.
No.
Eligibility Criteria Compliance (Y/N)
1. The bidder is registered as IT / ITES company in India as per
Company Act 1956 and should have been in existence for a period
of at least 3 years as on date of RFP
2 The bidder should be the owner or Certified/authorised agent or
partner of the Solution offered. He should provide support/
maintenance /up-gradation during the period of contract with the
NACER.
3 The Bidder has registered a turnover of at least Rs. 25 Crore for the
last three (3) financial years.
4 The bidder has registered net profit (after tax) in the immediate
preceding three (3) financial years (not inclusive of associate
companies)
5 The bidder should have supplied, installed and commissioned similar
type of Biometric authentication based Solution of minimum 3
projects, to any of the Banks / Insurance Companies / Government
Organisation / Financial Institutions in India in the past. Bidder
should provide Purchase order copies for the same.
6 Bidder should provide only the latest models.
Bidder should ensure that the spares required for Servers/Hardware
are available for at least next 3 years.
7 Bidder should not have been debarred/ blacklisted by any
Government / Statutory / Regulatory / Banks / Insurance Cos, in
the last two years
8 The bidder should be Owner of the Biometric Application Software.
The Bidder must be in position to provide support / maintenance /
up-gradation during the period of contract with NACER.
9 The bidder should be an ISO 9001:2008 certified company with
valid certificate
Place:
Date : Signature.
31
Format 8.3
Conformity To Scope of Work
Sl.
No.
Scope of Work Compliance
(Y/N)
1. The selected bidder should supply, install, commission and operationalize
Finger print based Biometric Attendance Solution to NACER Office and all
RSETIs spread across the country. The solution should include Finger
print scanners, Application Software and necessary hardware with
system software to port Biometric Application Software.
2 The successful Bidder should provide an Enterprise License for the
Biometric application for an unlimited user license. There should not be
any other license like Client Access License to run the application.
3 The Client machines will be accessing the application through a web
browser (IE Ver 6.0 and above, Mozilla Firefox, Google Chrome etc)
where the finger print devices are connected. The backend application
will fetch the LIVE finger print information from the Client machines.
The LIVE finger print information received will be compared with the
respective finger print template stored in the database and send a “YES
or NO” response. Application should also be compatible with any other
web browsers suitable to future technology like opera, Safari. Bidder
should provide necessary Application Program Interface (API) to
integrate Biometric solution with MIS application
4 The Bidder should load software/packages required to be loaded at
Client machines in order to run the browser based application. There
should not be any application level dependency at NACER Office and
RSETIs apart from biometric device connectivity.
5 Size of the finger print template should not exceed 600 bytes and should
be stored in central server.
6 Customization of the application software, if required has to be done by
the bidder at no additional cost to the NACER.
7 Application Server loaded with the Biometric application software should
be enabled with biometric Development utility to enable the enrolment
and verification functionality.
8 Hardware should be sized suitably to ensure biometric authentication for
concurrent users as explained in 4.1.1. Peak time for finger print
verification will be from 8.00 am to 11.00 am and 4.00pm to 7.00pm.
In case, the Hardware/Software installed is found to be insufficient, the
bidder has to upgrade the same at NO EXTRA COST TO THE NACER.
The bidder should ensure an uptime of 99.5% and Hardware and
Software have to be sized accordingly.
32
9 The Finger print scanners with USB interface should be connected to
Desktops/laptops etc., installed at RSETIs/ NACER Office. Bidder should
also provide the necessary device drivers, if any. The Finger print
scanners should be plug and play models. The client machine will be
interface for both enrollment and verification functions of the Biometric
Solution. Customization required if any, should be done by the bidder at
no extra cost to the NACER.
10 Biometric solution should work within the NACER‟s existing network
bandwidth capacity, which could be based on Leased Line, MPLS, CDMA,
VSAT, RF or any other suitable networking technology/method adopted
by the NACER.
11 Details of hardware technical specifications proposed to be supplied
along with software solution should be submitted in a separate sheet
along with the technical bid. All Hardware items should carry
comprehensive warranty of 3 years from the date of commissioning of
Hardware while the software should have one-year warranty from the
date of acceptance of software solution. After the expiry of warranty
period of Servers, the bidder has to provide Annual Maintenance
Contract (AMC) for 2 years. In case of Software ATS will be provided for
a period of 4 years after warranty period.
12 All the related Software, OS and middleware etc., should be of licensed
version and are to be quoted in the commercial bid and supplied. In
case it is not quoted, and if any license is required at a later date, the
bidder has to provide the same AT NO EXTRA COST TO THE NACER.
13 The Bidder should provide a comprehensive Proof of Concept (PoC) to
the satisfaction of respective NACER. NACER reserves the right to reject
the solution, if found not suitable at any stage of PoC.
14 There should be a provision to register the finger prints of three fingers
(RTI, LTI and RII in the order of preference) and stored in the central
server under the Employee-id and that he/she must be able to login with
his/her finger print which is captured, validated and authenticated. At
the time of registering, system should be able to check for de-
duplication of the finger prints. By default right thumb impression will
be taken and in exceptional cases only other thumb impressions can be
used.
15 The solution should provide a secure end-to-end encrypted channel for
all data communication between client and server.
16 Support centres for Biometric solution should be available at all the State
Head Quarters. Bidder should provide support centres details in the
SERVICE SUPPORT FORM as per Form 8.7. Bidder should also provide
Escalation Matrix.
17 Remote installation of the Biometric Attendance Solution should be
possible.
33
18 Support should be available for the new RSETIs opened subsequent to
the date of this RFP also, automatically with same terms and conditions.
19 The solution should be customizable and configurable to support an
architecture whereby multiple users share a common finger print device
in the centre for marking of attendance.
20 Proof of concept
34
Format 8.4
Conformity To Technical Specifications
Sl.
No
Specification Requirement Compliance
(Y/N)
1 Fingerprint template Compliance for
minutiae data
ISO 19794(2)
2 Fingerprint template Compliance for
image resolution
ISO 19794(4)
3 Image Acquisition Requirements Setting level 31 or higher
4 Scan resolution pixels/centimetre
(ppcm)
197
5 Scan resolution pixels/inch (ppi) 500
6 Pixel depth (bits) 8
7 Dynamic range (gray levels) 200
8 Certification EFTS/F
9 Enrolment and Verification (other than
just the image of the finger being
captured)
Live Swipe
10 Impression type Live-scan plain / Live-Scan
Contactless may be considered for
verification.
11 Light source dependability No
12 High Resistance To shock, abrasion and water
13 Algorithm should include Image Quality Determination and
Feature Generalization
14 Encryption of fingerprint template Using unique foreign key
15 Image acquisition and storage According to RBI guidelines
16 USB connectivity Yes
17 Capture mode Plain live scan capture
18 Capture mode Auto capture with built-in quality
check (incorporates NIST quality
considerations)
19 Power Through USB
20 Software API Interface API and Data Dictionary
to be shared with the NACER and
documentation to enable seamless
integration with RSETI MIS or any
other system.
21 Technical Support Office as specified in
Format 8.5
Support locations as in Format 8.5
22 Specify the network bandwidth
requirement for the implementation of
Biometric scanners.
35
Format 8.5
Bidder Organization Details
Details filled in this form must be accompanied by sufficient documentary evidence, in order to facilitate
the NACER to verify the correctness of the information.
Sl.
No
Item Details
1. General Details
1.1 Name of Company
1.2 Postal Address
1.3 Telephone, mobile, Website address and Fax
numbers
1.4 Constitution of the Company
1.5 Nature of activity
1.6 Details of ownership
1.7 Holding company or parent company
1.8 Key persons with contact details
1.9 Name and designation of the person authorized to
make commitments to the NACER
1.10 Email Address
1.11 Date of Incorporation in India, commencement of
Business & Years in the line of Business
Enclose Copy of Certificate of
Incorporation
1.12 Sales Tax/VAT Number Enclose Sales Tax / VAT registration
copy
1.13 Income Tax Number Enclose Company‟s PAN Card copy and
the latest Income-tax Clearance letter
1.14 No. of Engineer on roll who are familiar with
offering Biometric Solution
1.15 Brief description of facilities of the organization for
undertaking the services
2. Financial Details
2.1 Annual Turnover (2012-13) Total Turnover in IT
related business in India
Copy of Audited Balance Sheet/
Annual report
36
2.2 Annual Turnover (2013-14) Total Turnover in IT
related business in India
Copy of Audited Balance Sheet/
Annual report
2.3 Annual Turnover (2014-15) Total Turnover in IT
related business in India
Copy of Audited Balance Sheet/
Annual report
3. Operational Details
3.1 Names of the Banks/ PSUs to whom the Bidder
has provided Biometric solution and Number of
Biometric devices implemented.
Enclose reference letters from the
Banks/PSUs concerned with details of
no. of years the Service is provided by
the Bidder, Nature of the Service and
no. of Biometric devices implemented.
3.2 Number of Service Centres:
No. of owned support Centres if not owned, what
are the arrangements for providing support
3.3 Whether blacklisted for deficiency in services by
any Public Sector Bank /GOI/ Statutory or
Regulatory Authorities / Insurance Companies /
PSUs in the past and if so, the year:
37
Format 8.6
Track Record of Past Operations
Name of the Vendor ___________________________________________
Service Offered Sl
No.
Name of
the Client
No of
Biometric
Devices
being
serviced
Period of
service
(in years)
Contact person of
the Client with
Name, Tel. No., Fax
No., Address From To
Supply, Installation
and Commissioning of
BIOMETRIC Devices
1
2
3
Site Implementation
Services
1
2
3
FLM Services 1
2
3
38
Format 8.7
Service Support Details
Furnish the details of support centres available for smooth rollover of Biometric Attendance Solution in
NACER Office, Bengaluru and RSETIs spread across the Country
DETAILS TO BE PROVIDED BY THE BIDDER
City /
District
Location
Postal Address,
Telephone, Fax, E-
Mail and Contact
Details of Support
Personnel
Number of Hardware/
Software Engineers
capable of supporting the
Solution being offered
Own
Franchisee/
Support Centres
39
Format 8.8
NON-DISCLOSURE AGREEMENT
WHEREAS, we, ___________________________________, having Registered Office at
__________________________________, hereinafter referred to as the COMPANY, are agreeable to
execute Supply, Installation, Integration and Operationalize a suitable BIOMETRIC Attendance Solution
on MIS Application in RSETIs and NACER Office having its office at Chandra Layout, Bengaluru.,
hereinafter referred to as the NACER
and,
WHEREAS, the COMPANY understands that the information regarding the NACER‟s Biometric Attendance
Solution in their Request for Proposal is confidential and/or proprietary to the NACER, and WHEREAS, the
COMPANY understands that in the course of submission of the offer for the said Supply, Installation,
Integration and Operationalizing a suitable BIOMETRIC Attendance Solution on MIS Application in NACER
Office and RSETIs. and/or in the aftermath thereof, it may be necessary that the COMPANY may perform
certain jobs/duties on the NACER‟s properties and/or have access to certain plans, documents, approvals
or information of the NACER.
NOW THEREFORE, in consideration of the foregoing, the COMPANY agrees to all of the following
conditions, in order to induce the NACER to grant the COMPANY specific access to the NACER‟s
property/information:
The COMPANY will not publish or disclose to others, nor, use in any services that the COMPANY performs
for others, any confidential or proprietary information belonging to the NACER, unless the COMPANY has
first obtained the NACER‟s written authorization to do so.
The COMPANY agrees that notes, specifications, designs, memoranda and other data shared by the NACER
or, prepared or produced by the COMPANY for the purpose of submitting the offer to the NACER for the
said Supply, Installation, Integration and Operationalizing a suitable BIOMETRIC Attendance Solution on
MIS Application in NACER Office and RSETIs, will not be disclosed to during or subsequent to submission
of the offer to the NACER, to anyone outside the NACER.
The COMPANY shall not, without the NACER‟s written consent, disclose the contents of this Request for
Proposal (Bid) or any provision thereof, or any specification, plan, pattern, sample or information (to be)
furnished by or on behalf of the NACER in connection therewith, to any person(s) other than those
employed/engaged by the COMPANY for the purpose of submitting the offer to the NACER and/or for the
performance of the Contract in the aftermath. Disclosure to any employed/engaged person(s) shall be
made in confidence and shall extend only so far as necessary for the purposes of such performance.
Authorised Signatory
Name:
Designation:
Office Seal:
40
Format 8.9
Undertaking for Scope of Work
Date : ……………………………
To,
………………………………………………………….
………………………………………………………….
………………………………………………………….
Sir / Madam,
Sub: RFP for Supply, Installation, Integration and operationalizing a suitable BIOMETRIC
Attendance Solution in MIS Application at NACER Office and RSETIs.
Ref: Your RFP No: dated:
1. We certify that we have carefully examined the Scope of Work stipulated in Part 5 of the captioned
RFP floated by you.
2. We commit to provide services of installation and managed services for Supply, Installation,
Integration and Operationalizing a suitable BIOMETRIC Attendance Solution on MIS Application in
NACER Office and RSETIs for a minimum period of 3 years.
3. We hereby undertake to deliver services in its entirety as per the Scope stipulated
under the scope of work
4. However the above undertaking is with following exceptions (Please specify the area of
scope which the Bidder will not be able to deliver as per RFP requirement)
(Signature)
(in the capacity of)
Duly authorized to sign Proposal for and on behalf of __________________________
41
Format 8.10
MANUFACTURERS‟ AUTHORIZATION FORM
No. Date: …………………
To:
Dear Sir,
Ref: Your RFP No: Dated:.
We who are established and reputable manufacturers of ________________________ having factories /
development facilities at (address of factory / facility) do hereby authorize M/s ___________________
(Name and address of Agent) to submit a Bid, and sign the contract with you against the above Bid
Invitation.
We hereby extend our full guarantee and warranty for the Solution, Products and services offered by the
above firm against this Bid Invitation. We also undertake to provide any or all of the following materials,
notifications, and information pertaining to the Products manufactured or distributed by the Supplier:
a) Such Products as the NACER may opt to purchase from the Supplier, provided, that this option
shall not relieve the Supplier of any warranty obligations under the Contract; and
b) in the event of termination of production of such Products:
i. advance notification to the NACER of the pending termination, in sufficient time to permit the
NACER to procure needed requirements; and
ii. Following such termination, furnishing at no cost to the NACER, the blueprints, design
documents, operations manuals, standards, source codes and specifications of the Products, if
requested.
We duly authorize the said firm to act on our behalf in fulfilling all installations, Technical support and
maintenance obligations required by the contract.
Yours faithfully,
(Name)
(Name of Manufacturer)
Note : This letter of authority should be on the letterhead of the manufacturer and should be signed by a
person competent and having the power of attorney to bind the manufacturer. The Bidder in its Bid should
include it.
42
Format 8.11
CONTRACT FORM
THIS AGREEMENT made the .......day of.................................., 2016
Between NATONAL CENTRE FOR EXCELLENCE OF RSETIs (under the aegis of MoRD), hereinafter called
"the NACER", an extended arm of National Academy of RUDSETI which is registered as Trust under the
TRUST ACT and having its office at Chandra Layout, Bengaluru (hereinafter referred to as the “NACER”
which term shall, unless repugnant to the context or meaning hereof, be deemed to mean and include its
successors and assigns)of the one part:
and ..................... ………………(Name of Vendor) incorporated under the Companies Act, 1956 and having
its registered office at ---------------------------------------- (hereinafter called “the Vendor”) which term
shall, unless repugnant to the context or meaning hereof, be deemed to mean and include its successors
and permitted assigns) of the other part:
(“NACER”, and “the Vendor” shall, wherever the context requires, be referred collectively as “Parties” and
individually as “Party” also)
WHEREAS the National Centre for Excellence of RSETIs (NACER), an extended arm of National Academy of
RUDSETI which is registered as Trust under the Trust ACT and having its Office at Chandra Layout,
Bengaluru., for itself and on behalf of the RSETIs listed in Annexure A (attached to the RFP
document), hereto invited Bids vide Request for Proposal (RFP) ……………..dated………. for Supply,
Installation, Integration and Operationalizing a suitable BIOMETRIC Attendance Solution in MIS Application
of NACER Office and RSETIs.
The Vendor submitted the Bid in response to it. The Bid submitted by the Vendor has been accepted by
the NACER.
One of the terms of the said RFP is that the Vendor shall sign the Contract Form with NACER hereto and
shall also execute a detailed Service Level Agreement subsequently.
The parties are accordingly desirous of signing the said Contract Form.
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are respectively
assigned to them in the RFP ……………..dated …………………..
2. The following documents of RFP ……………..dated …………… shall be deemed to form and be read and
construed as part of this Agreement, viz.:
a) Request for Proposal
b) Eligibility Criteria
c) Terms and Conditions of Contract
d) Scope of Work
e) Technical & Functional Specifications (TFS)
f) Forms and Annexures
g) Price Bid
h) Corrigendum dated ………………. (if any)
i) NACER‟s Notification of Award
43
3. In consideration of the deliverables and services in terms of the RFP dated ……………. being provided
by the Vendor, the NACER shall pay consideration / fees as stated in Annexure B hereto.
4. The Vendor shall enter into the detailed Service Level Agreement stating the terms and conditions of
the contract as per the RFP……………dated ………….. on or before / /2016 .
IN WITNESS where of the parties hereto have caused this Agreement to be executed in accordance with
their respective laws the day and year first above written.
Signed, Sealed and Delivered by the
said ..................................................... (For the NACER) in the presence
of:.......................................
Signed, Sealed and Delivered by the said ..................................................... (For the Vendor) in the
presence of:.......................................
44
Format 8.12
BANK GUARANTEE
This Guarantee is made at ………………. on this ………………………, 2016 by …………………, having its Registered
/ Head Office at ………………………………… (hereinafter called the “Bank”, which expression shall, unless
repugnant to the context or meaning thereof, shall mean and include, its successors and assigns) in
favour of National Centre of Excellence of RSETIs(NACER) an extended arm of National Academy of
RUDSETI, which is registered as Trust under the Trust Act., having its office at Chandra Layout,
Bengaluru (hereinafter called “the NACER”, which expression shall, unless repugnant to the context or
meaning thereof, shall include its successors and assigns)
WHEREAS ………………………………, a company registered under the Companies Act, 1956, having its
Registered Office at …………………………………………… (hereinafter called ……………., which expression shall,
unless repugnant to the context or meaning thereof, shall mean and include its successors and assigns)
has accepted Purchase Order No…………………………. dated ………………………, issued by the NACER(“Order”)
pursuant to an offer made by ………………………. dated ………………….. to Supply, Installation, Integration and
Operationalizing a suitable BIOMETRIC Attendance Solution on MIS Application in NACER Office and
RSETIs and whereas ……………………. has agreed for Supply, Installation, Integration and Operationalizing
a suitable BIOMETRIC Attendance Solution on MIS Application in NACER office and RSETIs as set out in
the Agreement dated ……… entered between the NACER and ……………………….
AND WHEREAS, the NACER has agreed to avail the services of Supply, Installation, Integration and
Operationalizing a suitable BIOMETRIC Attendance Solution on MIS Application in NACER Office and
RSETIs which are to be installed by …………… .
AND WHEREAS, in accordance with terms and conditions of the Order and Agreement dated …………………..
(hereinafter referred to as “Agreement”), ………………. is required to furnish a Bank Guarantee for a sum
of Rs. ……………………………………. only) for due performance of their obligations as regard to Supply,
Installation, Integration and Operationalizing a suitable BIOMETRIC Attendance Solution on MIS
Application in NACER Office and RSETIs., guaranteeing payment of the said amount of Rs.
……………………………… only to the NACER if ……………….. fails to fulfill its obligations under the Order and
Agreement in respect of such services. Such Bank Guarantee is required to be valid for a total period of
36 months plus 3 months claim period. In the event of failure, on the part of …………………………, to fulfill
its commitments / obligations in respect of availing the services of …………. For Supply, Installation,
Integration and Operationalizing a suitable BIOMETRIC Attendance Solution on MIS Application in NACER
Office and RSETIs under the Order and Agreement the NACER shall be entitled to invoke the Guarantee.
AND WHEREAS, the Bank, at the request of ……………………….. , agreed to issue on behalf of
…………………… , Guarantee as above, for Rs. ……………………………… only).
NOW THIS GUARANTEE WISTNESSETH THAT
l. (a) In consideration of the NACER having agreed to entrust …………………….. for availing Supply,
Installation, Integration and Operationalizing a suitable BIOMETRIC Attendance Solution in MIS
Application of NACER Office and RSETIs through ………….. we, the ……………….……., hereby unconditionally
and irrevocably guarantee that ………………. shall fulfill its commitments and obligations in respect of such
Services under the Order and Agreement and in the event of ………………… failing to perform / fulfill its
commitments / obligations in respect of such Services under the Order and Agreement, we, the
……………………………………, shall on demand(s), from time to time from the NACER, without protest or
demur or without reference to …………………… and not withstanding any contestation or existence of any
dispute whatsoever between …………………… and the NACER, pay the NACER forthwith the sums so
45
demanded by the NACER in each of the demands, subject to a cumulative maximum amount of Rs.
………… (Rupees -------------------------------- only).
(b) Any notice / communication / demand from …………….. to the effect that …………………. has failed to
fulfill its commitments / obligations in respect of such Services under the Order and Agreement shall be
conclusive, final & binding on the Bank and shall not be questioned by the Bank in or outside the court,
tribunal, authority or arbitration as the case may be.
2. We, ------------------, HEREBY FURTHER AGREE & DECLARE THAT:
(a) Any neglect or forbearance on the part of the NACER to ……………… or any indulgence of any kind
shown by the NACER to ………………. or any change in the terms and conditions of the said Order and
Agreement shall not, in any way, release or discharge the Bank from its liabilities under this guarantee.
(b) This Guarantee herein contained shall be distinct and independent and shall be enforceable against
the Bank, notwithstanding any Guarantee or Security now or hereinafter held by the Bank at its
discretion.
(c) This Guarantee shall not be affected by any infirmity or absence or irregularity in the exercise of
this Guaranteeing by and / or on behalf of the Bank or by merger or amalgamation or any change in the
Constitution or name of the Bank.
(d) This guarantee shall not be affected by any change in the constitution of the Banker …………………. or
winding up / liquidation of ……………., whether voluntary or otherwise.
(e) This guarantee shall be a continuing guarantee during its validity period to the extent of cumulative
maximum amount mentioned herein.
(f) Notwithstanding anything contained herein above:
(i) The Bank‟s overall liability under this Bank Guarantee shall not exceed
Rs._______(Rupees ………………………………………………………………… only);
(ii) This Bank Guarantee shall be valid for a total period of 36 months (i.e. upto
…………………………………) plus 3 months claim period (i.e. upto ……………………… (date));
(iii) The Bank is liable to pay the guaranteed amount or any part thereof under this Bank
Guarantee only and only if NACER serves the Bank claim or demand on or before
………………... (date).
(iv) The Bank has, under its constitution, powers to give this guarantee and
Sri …………………………………. (Signatories) Official(s) / Manager(s) of the Bank who has/have
signed this guarantee has / have powers to do so.
IN WITNESS WHEREOF the Bank has caused these presents to be signed at the place and on the date,
month and year first hereinabove written through its duly authorized official.
Signed and Delivered
( __________________)
46
Format 8.13
BID SECURITY FORM
Whereas........................... (hereinafter called “the Bidder”) has submitted its Bid dated......................
(date of submission of Bid) for the supply of................................. (name and/or description of the
Products/system) (hereinafter called “the Bid”).
KNOW ALL PEOPLE by these presents that WE..................... (name of bank) of.................. (name of
Country), having our registered office at.................. (address of bank) (hereinafter called “the Bank”),
are bound unto National Centre for Excellence of RSETIs (NACER) (hereinafter called “the Purchaser”) the
sum of ____________________for which payment well and truly to be made to the said Purchaser, the
Bank binds itself, its successors, and assigns by these presents. Sealed with the Common Seal of the said
Bank this ____ day of _________.
THE CONDITIONS of this obligation are:
1. If the Bidder withdraws its Bid during the period of Bid validity specified by the Bidder on the Bid Form;
or
2. If the Bidder, having been notified of the acceptance of its Bid by the Purchaser during the period of Bid
validity:
(a) fails or refuses to execute the Contract Form if required; or
(b) fails or refuses to furnish the performance guarantee, in accordance with the Instruction to
Bidders.
We undertake to pay the Purchaser up to the above amount upon receipt of its first written demand,
without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser will
note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two
conditions, specifying the occurred condition or conditions.
This guarantee will remain in force up to and including forty five (45) days after the period of the Bid
validity, i.e. up to ________, and any demand in respect thereof should reach the Bank not later than the
above date. ...................................
(Signature of the Bidder‟s Bank)
Note: Presence of restrictive clauses in the Bid Security Form such as suit filed clause/clause requiring the
Bank to initiate action to enforce the claim etc. will render the Bid non-responsive.
47
Format 8.14
Undertaking Letter Format
We understand that NACER shall be placing Order to the Selected Bidder exclusive of taxes only and that
all applicable Taxes like CST/VST/VAT/Service Tax will be paid at actual to the maximum of taxes
indicated in this Bill of Material against production of invoice / bills.
We understand that NACER will pay VAT only for Goods Component of Hardware/ Software and Service
Taxes for Service Component of Hardware/Software. We also understand that the Goods Component +
Services Component should be limited to 100% of the Cost Price.
We confirm that we have quoted for post warranty AMC rates (as per terms and conditions of the tender),
giving the rates/price in our Commercial Offer.
We are agreeable to the payment schedule as per “Payment Terms” of the RFP.
Date: Signature of the Authorized Signatory with seal & date
48
Format 8.15
Sub: Undertaking of Authenticity for Supply of Servers and other items
Sub: Supply of IT Hardware/Software – Servers and other items.
Ref: 1. Your Purchase Order No…………………….. Dated……………
2. Our Invoice no/Quotation no…………….Dated……………
With reference to the Servers being supplied/quoted to you vide our Invoice no/Quotation no/Order no
cited above,
We hereby undertake that all the components/parts/assembly/software's used in the Servers under the
above like Hard Disk, Monitors, Memory etc., shall be original new components /parts/assembly/software
only from respective OEMs of the products and that no refurbished / duplicate / second hand components
/ parts / assembly / software are being used or shall be used.
We also undertake that in respect of licensed operating system if asked for by you in the purchase order
the same shall be supplied along with the authorized license certificate (e.g. Product Keys on Certification
of Authenticity in case of Microsoft Windows Operating System) and also that it shall be sourced from the
authorized source (e.g. Authorized Microsoft Channel in case of Microsoft Operating System)
Should you require, we hereby undertake to produce the certificate from our OEM supplier in support of
above undertaking at the time of delivery/installation. It will be our responsibility to produce such letters
from our OEM supplier's at the time of delivery or within a reasonable time.
In case of default and we are unable to comply with the above at the time of delivery or during
installation, for the IT Hardware/Software already billed, we agree to take back the Servers without
demur, if already supplied and return the money if any paid to us by you in this regard.
We (System OEM name) also take full responsibility of both parts and service SLA as per the content even
if there is any defect by our authorized service centre/Reseller/SI etc.
Authorized Signatory (Not less than Company Secretary of the Organization)
Name:
Designation
49
Format 8.16
Confirmation for Government Rules relating to Minimum Wages
To
…………………………………….
…………………………………….
…………………………………….
…………………………………….
Sir,
Ref: Your Purchase Order No. ________________ dated ____________
We refer to your Purchase Order No._________ date __________/Service Level agreement awarding
contract for
In this regards we confirm that the employees engaged by our Company to carry-out the services in your
RSETIs and NACER Office for the above said contract are paid minimum wages/ salaries as stipulated in
the Government (Central /State) Minimum wages/Salaries Act in force. We also indemnify the NACER
against any action/losses/damages that arise due to action initiated by Commissioner of Labour for non-
compliance to the above criteria.
We further authorize the NACER to deduct from the amount payable to the company under the Contract or
any other contract of the Company with the NACER if Labour Commission imposes a penalty towards non-
compliance to the “Minimum Wages / Salary stipulated by Government in the Act” by our Company.
Authorised Signatory
Name and Designation
Office Seal with Date
50
PRICE BID
Notes:
i. The Bill of Material should include all the requirements of NACER.
ii. Price bids should be strictly as per the Bill Material specified in this RFP.
iii. Any Price Bid not in conformity with the above format or incomplete in any respect will be rejected
/ disqualified by the NACER.
iv. The Price offered to the NACER is in Indian Rupees and inclusive of Duties/Insurance/Freight and
exclusive of all taxes like CST / LST / VAT/ Octroi/Entry Tax etc. The Vendor has to quote the
applicable taxes separately.
v. The above price is valid for entire contract period of 3 years.
vi. The above price is applicable for all the Biometric Devices installed under the Contract.
vii. The Commercial Bid will be evaluated based on the total arrived as per the above Bill of Material
plus taxes for arriving at L1, L2, L3 ………. .
However, applicable taxes will be paid at actual at the prevailing rate.
viii. Bidders to strictly quote in the format and for periods as mentioned above.
ix. No counter condition/assumption in response to commercial bid will be accepted. NACER has a
right to reject such bid.
Place: AUTHORISED SIGNATORY
Date: Name:
Designation:
