RajCOMP Info Services Limited (RISL)

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Page 1 of 97 lcument History

Overview Procurement Policy Manual for RajCOMP Info Services Limited

Document Title

RajCOMP Info Services Limited- Manual on Policies and Procedures for Procurement

Document Status

Final

Abstract This document provides a broad framework and guidelines for RajCOMP

Info Services Limited Staff in carrying out various procurement activities.

Document Publication History

Date Author Version Remark

17th_{February 2011} _{Dr. S.S. Vaishnava} _V3 _{Final Version}

Distribution

Version Name Location

Final MD RajComp Info Services Limited

RajComp Info Services Limited office, Jaipur

Secretary (IT) RajComp Info Services Limited office, Jaipur

RajCOMP Info Services Limited

(RISL)

RFP for Selection of Agency for Providing FMS

Support Services for e-Library Web Application,

RISL

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12) Selection Method: 37 13) Clarification of Bids 37 14) Evaluation & Tabulation of Technical Bids 38 15) Evaluation & Tabulation of Financial Bids 39 16) Correction of Arithmetic Errors in Financial Bids 40 17) Comparison of rates of firms outside and those in Rajasthan 41 18) Price/ purchase preference in evaluation 41

19) Negotiations 41

20) Exclusion of Bids/ Disqualification 42 21) Lack of competition 42

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22) Acceptance of the successful Bid and award of contract 43 23) Information and publication of award 44 24) Procuring entity’s right to accept or reject any or all Bids 44 25) Right to vary quantity 44 26) Performance Security 44 27) Execution of agreement 46

28) Confidentiality 46

29) Cancellation of procurement process 46 30) Code of Integrity for Bidders 47 31) Interference with Procurement Process 48

32) Appeals 48

33) Stay of procurement proceedings 50 34) Vexatious Appeals & Complaints 50 35) Offenses by Firms/ Companies 50 36) Debarment from Bidding 51 37) Monitoring of Contract 52

6. GENERALTERMSANDCONDITIONSOFTENDER&CONTRACT ... 53

Definitions 53 1)Contract Documents 54 2)Interpretation 54 3)Language 54 4)Eligible Services 55 5)Notices 55 6)Governing Law 55 7)Scope of Supply 55

8)Delivery & Installation 55

9)Supplier’s/ Selected Bidder’s Responsibilities 55

10) Purchaser’s Responsibilities 56

11) Contract Price 56

12) Recoveries from Supplier/ Selected Bidder 56

13) Taxes & Duties 56

14) Copyright 56

15) Confidential Information 56

16) Sub-contracting 57

17) Insurance 58

18) Extension in Delivery Period and Liquidated Damages (LD) 58

19) Patent Indemnity 60

20) Limitation of Liability 61

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22) Change Orders and Contract Amendments 62

23) Termination 62

a)Termination for Default 62

b)Termination for Insolvency 62

c)Termination for Convenience 63

24) Exit Management 63

25) Settlement of Disputes 66

7. SPECIALTERMSANDCONDITIONSOFTENDER&CONTRACT ... 68

1)Payment Terms and Schedule 68 2)Service Level Standards/ Requirements/ Agreement 70 ANNEXURE-1:PRE-BIDQUERIESFORMAT{TO BE FILLED BY THE BIDDER} ... 77

ANNEXURE-2:BIDDER’SAUTHORIZATIONCERTIFICATE{TO BE FILLED BY THE BIDDER} ... 78

ANNEXURE-3:SELF-DECLARATION{TO BE FILLED BY THE BIDDER} ... 79

ANNEXURE-4:CERTIFICATEOFCONFORMITY/NODEVIATION{TO BE FILLED BY THE BIDDER} ... 80

ANNEXURE-5: FINANCIALBIDCOVERLETTER&FORMAT ... 81

ANNEXURE-6: BANKGUARANTEEFORMAT{TO BE SUBMITTED BY THE BIDDER’S BANK} ... 84

ANNEXURE-7:DRAFTAGREEMENTFORMAT{TO BE MUTUALLY SIGNED BY SELECTED BIDDER AND PROCURING ENTITY} ... 89

ANNEXURE-8:FORMATFORSUBMISSIONOFPROJECTREFERENCESFOR PRE-QUALIFICATIONEXPERIENCE ... 92

ANNEXURE-9:MEMORANDUMOFAPPEALUNDERTHERTPPACT,2012 ... 93

ANNEXURE-10:MINIMUMQUALIFICATIONANDEXPERIENCEREQUIREMENTOFRESOURCES94 ANNEXURE-11:SAMPLE VERIFICATION CERTIFICATE FOR DATA ENTRY ... 95

ANNEXURE-12:FIELDS FOR DATA ENTRY ... 96

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Page 5 of 97

Draft Request for Proposal (RFP) Document for

Selection of Agency for Providing FMS Support Services for e-Library Web Application

For

Directorate of College Education

[Reference No. F.4.2 (101)/RISL/Tech/2013/7069 dated: 21.01.2016

Mode of Bid Submission Online though eProcurement/ eTendering system at http://eproc.rajasthan.gov.in

Procuring Authority Managing Director,

RISL, First Floor, C-Block, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Date & Time of Pre-bid meeting 05.02.2016 at 3:00 PM Last Date & Time of Submission of Bid 24.02.2016 upto 4:00 PM Date & Time of Opening of Technical Bid 24.02.2016 at 5:00 PM

Bidding Document Fee: Rs. 1000/- (Rupees One Thousand only)

Name of the Bidding Company/ Firm: Contact Person (Authorised Bid Signatory): Correspondence Address: Mobile No. Telephone & Fax Nos.: Website & E-Mail:

RajCOMP Info Services Limited (RISL)

First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj.)

Phone: 0141- 5103902 Fax: 0141-2228701

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ABBREVIATIONS & DEFINITIONS

Act The Rajasthan Transparency in Public Procurement Act, 2012 (Act No. 21 of 2012) and Rules thereto

Authorised Signatory

The bidder’s representative/ officer vested (explicitly, implicitly, or through conduct) with the powers to commit the authorizing organization to a binding agreement. Also called signing officer/ authority having the Power of Attorney (PoA) from the competent authority of the respective Bidding firm.

BG Bank Guarantee

Bid/ eBid A formal offer made in pursuance of an invitation by a procuring entity and includes any tender, proposal or quotation in electronic format

Bid Security

A security provided to the procuring entity by a bidder for securing the fulfilment of any obligation in terms of the provisions of the bidding documents.

Bidder Any person/ firm/ agency/ company/ contractor/ supplier/ vendor participating in the procurement/ bidding process with the procurement entity

Bidding Document

Documents issued by the procuring entity, including any amendments thereto, that set out the terms and conditions of the given procurement and includes the invitation to bid

CMC Contract Monitoring Committee

Competent Authority An authority or officer to whom the relevant administrative or financial powers have been delegated for taking decision in a matter relating to procurement. MD, RISL in this bidding document.

Contract/ Procurement Contract

A contract entered into between the procuring entity and a successful bidder concerning the subject matter of procurement

Contract/ Project Period

Contract period shall start from the date of issue of work order to the firm and shall end with the completion of period of support as mentioned in the contract.

Day A calendar day as per GoR/ GoI.

DCE Directorate of College Education.

DeitY, GoI Department of Electronics and Information Technology, Government of India

DoIT&C Department of Information Technology and Communications, Government of Rajasthan.

FOR/ FOB Free on Board or Freight on Board GoI/ GoR Govt. of India/ Govt. of Rajasthan

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Page 7 of 97 IFB

Invitation for Bids (A document published by the procuring entity inviting Bids relating to the subject matter of procurement and any amendment thereto and includes notice inviting Bid and request for proposal)

INR Indian Rupee

ISI Indian Standards Institution

ISO International Organisation for Standardisation

IT Information Technology

ITB Instruction to Bidders

LD Liquidated Damages

LoI Letter of Intent

NCB A bidding process in which qualified bidders only from within India are allowed to participate

NeGP National e-Governance Plan of Government of India, Department of Information Technology (DIT), Ministry of Communications and Information Technology (MCIT), New Delhi.

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

PQ Pre-Qualification

Procurement Process

The process of procurement extending from the issue of invitation to Bid till the award of the procurement contract or cancellation of the procurement process, as the case may be

Procurement/ Public Procurement

The acquisition by purchase, lease, license or otherwise of works, goods or services, including award of Public Private Partnership projects, by a procuring entity whether directly or through an agency with which a contract for procurement services is entered into, but does not include any acquisition without consideration, and “procure” or “procured” shall be construed accordingly

Project Site Wherever applicable, means the designated place or places. PSD/ SD Performance Security Deposit/ Security Deposit

Purchaser/

Tendering Authority/ Procuring Entity

Person or entity that is a recipient of a good or service provided by a seller (bidder) under a purchase order or contract of sale. Also called buyer. RISL in this RFP document.

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RSDC Rajasthan State Data Centre, New IT Building, Jaipur RVAT Rajasthan Value Added Tax

Services

Any subject matter of procurement other than goods or works and includes physical, maintenance, professional, intellectual, consultancy and advisory services or any service classified or declared as such by a procuring entity and does not include appointment of any person made by any procuring entity

SLA

Service Level Agreement is a negotiated agreement between two parties wherein one is the customer and the other is the service provider. It is a a service contract where the level of service is formally defined. In practice, the term SLA is sometimes used to refer to the contracted delivery time (of the service) or performance.

State Government Government of Rajasthan (GoR) Subject Matter of

Procurement Any item of procurement whether in the form of goods, services or works

TIN Tax Identification Number

TPA Third Party Auditors

VAT/ CenVAT Value Added Tax/ Central VAT WO/ PO Work Order/ Purchase Order

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1. INVITATION FOR BID (IFB) & NOTICE INVITING BID (NIB)

Reference No. F4.2 (101)/ RISL/ Tech/2013/ 7069 Dated:- 21.01.2016 Unique Bid Number:- RISL/16/OCB/83

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2. PROECT PROFILE & BACKGROUND INFORMATION

1) About the Department

The Directorate of College Education was set up in 1958 for the administration and development of College education in the Rajasthan State. In 1958 there were only 40 Colleges (24 Government, 13 Aided and 3 Unaided) under its Control. The Department is working under the control and administration of the Commissioner, College Education, Rajasthan, Jaipur. It plays an important role in bringing about the quantitative and qualitative improvement in the higher education in the State.

The Directorate helps the colleges in obtaining development grants from the U.G.C. and also helps in implementing programmes like N.S.S, NCC, Rover & Rangering, Youth development Programmes etc. It also provides assistance for organization of the academic conferences and seminars at Colleges. The deputation to Orientation and refresher courses and other academic programmes is also done by the Directorate.

Important activities of College Education are:

• Management of existing government colleges.

• Opening new colleges in public sector.

• Providing aid to aided institutions.

• Issuing permanent and temporary NOC to private colleges.

• Distribution of scholarship to students.

• Ensuring quality of Higher Education in the State

2) Project Profile

Directorate of College Education/ RISL invites competent and professional IT firms to submit their technical and commercial offers for “Providing FMS Support for e-Library Web Application” for a period of 1 year from the date of commencement, in accordance with the conditions and manner prescribed in this Request for Proposal (RFP) document.

3) Project objective

The objective of this project is to use information and communication technologies to improve the management of library and provide better services to students and teachers of the colleges. The main benefits of the projects are:

• Increased the efficiency of the library staff and reducing the paper based processed in library.

• Deliver services to the students in minimum turnover time and reducing physical visits to the library

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• Better record keeping, management and maintenance of books and journals in the library

• Simplifications of the procedures of the issue, retrieval, return of books and journals

• To provide efficient and real time MIS in the library for better decision making

4) Exiting Application Details (Preamble):

In past RISL has already done the e-Library Project for different libraries and has the proprietary rights on source code (Technology used: - Tier based/Layer based architecture on Dot net with MS SQL Server). The details of various modules, features and functionalities of the e-Library application are provided in the Annexure-13 of the RFP document.

RISL has the proprietary rights on source code and the source code will be provided to successful bidder.

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3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

1) A bidder participating in the procurement process shall possess the following minimum pre-qualification/ eligibility criteria.

S. No.

Basic Requirement

Specific Requirements Documents Required 1 Legal Entity The bidder should be a Proprietorship firm duly

registered either under the Rajasthan Shops & Commercial Establishments Act, 1958 or any other Act of State/ Union, as applicable for dealing in the subject matter of procurement (Note: A self-certified declaration regarding the non-applicability of registration to any Act should be submitted by the bidder)

OR

A company registered under Indian Companies Act, 1956

OR

A partnership firm registered under Indian Partnership Act, 1932. - Copy of valid Registration Certificates OR - Copy of Certificates of incorporation 2 Financial: Turnover from IT/ ITeS

Average Annual Turnover of the bidder from IT/ ITeS excluding Hardware during the last three financial years (2012-13, 2013-14, 2014-15) (as per the last published audited balance sheets), should be at least Rs. 80 Lacs (Rupees Eighty Lacs only) Audited Balance Sheet of last 3 FY and CA Certificate with CA’s Registration Number/ Seal 3 Financial: Net Worth

The net worth of the bidder as on 31-03-15 should be positive CA Certificate with CA’s Registration Number/ Seal 4 Technical Capability

Bidder should have successfully completed at least one Central Government Department/ State Government Department /PSU / Govt. Undertakings project in India consist of data entry work of atleast INR 25 Lacs during the

Annexure-8 per project reference

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Page 15 of 97 S.

No.

Specific Requirements Documents Required last three financial years (2012-13, 2013-14 &

2014-15).

AND

Bidder should have successfully completed at least one Central Government Department/ State Government Department /PSU / Govt. Undertakings project in India consist of providing operation and maintenance services (FMS) of web application of atleast INR 10 Lacs during the last three financial years (2012-13, 2013-14 & 2014-15).

OR

Bidder should have successfully completed at least two Central Government Department/ State Government Department /PSU / Govt. Undertakings project in India consist of data entry work of atleast INR 15 Lacs each in last three financial years (2012-13, 2013-14 & 2014-15).

AND

Bidder should have successfully completed at least two Central Government Department/ State Government Department /PSU / Govt. Undertakings project in India consist of providing operation and maintenance services (FMS) of web application of atleast INR 5 Lacs each in last three financial years (2012-13, 2013-14 & 2014-15). Work Completion Certificates from the client; OR Work Order + Self Certificate of Completion (Certified by the Statutory Auditor); OR Work Order + Phase Completion Certificate from the client 5 Tax registration and clearance

The bidder should have a registered number of I. VAT/ Sales Tax Registration Certificate II. RVAT/ Sales Tax clearance certificate till March 2015 (if applicable)

III. Service Tax Registration Certificate

Copies of relevant certificates of registration

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S. No.

Specific Requirements Documents Required IV. Income Tax Registration/ PAN VAT/ CST

clearance certificate from the Commercial Taxes Officer of the Circle concerned OR TAX clearance CA Certificate

6 Certifications The bidder must possess, at the time of bidding, a valid ISO 20000 Certification.

Copy of a valid certificate 7 Mandatory

Undertaking

Bidder should: -

a) not be insolvent, in receivership, bankrupt or being wound up, not have its affairs administered by a court or a judicial officer, not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons;

b) not have, and their directors and officers not have, been convicted of any criminal offence related to their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a procurement contract within a period of three years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to debarment proceedings;

c) not have a conflict of interest in the procurement in question as specified in the bidding document.

A Self Certified letter as per Annexure-3: Self-Declaration

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Page 17 of 97 S.

No.

Specific Requirements Documents Required d) comply with the code of integrity as

specified in the bidding document.

2) In addition to the provisions regarding the qualifications of the bidders as set out in (1) above: - a. the procuring entity shall disqualify a bidder as per the provisions under “Clause: Exclusion/

Disqualification of bids in Chapter-5: ITB”; and

b. the procuring entity may require a bidder, who was pre-qualified, to demonstrate its qualifications again in accordance with the same criteria used to pre-qualify such bidder. The procuring entity shall disqualify any bidder that fails to demonstrate its qualifications again, if requested to do so. The procuring entity shall promptly notify each bidder requested to demonstrate its qualifications again as to whether or not the bidder has done so to the satisfaction of the procuring entity.

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4. SCOPE OF WORK, DELIVERABLES & TIMELINES

Directorate of College Education (DCE)/ RISL intends to engage a qualified and competent IT firms for onsite Facility Management Services (FMS) for existing e-Library Application and for onsite- online data entry services at Government College Libraries in Ajmer, Chimanpura, Dausa, Nagaur and Kotputli.

Scope of work for the assignment will vary based on the requirement of the concerned department; however it shall primarily include activities mentioned below

Further, Scope of Work is divided into 3 parts:-

• Part 4.1 (Scope of Work for Onsite Online Data Entry at Selected Libraries)

• Part 4.2 (Scope of Work for Facility Management Services (FMS) for existing e-Library Application)

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Page 19 of 97 4.1 Scope of Work for onsite- online data entry

Selected Bidder (s) shall be responsible for providing on-site online data entry services for the library situated at Ajmer, Chimanpura, Dausa, Nagaur and Kotputli Govt. colleges. The significant number of books currently available in the respective Govt. college Libraries are as mentioned below:-

Sr. No. Name of Colleges Indicative No. of Books in Respective Library

1 Govt. College, Ajmer 1,70,000

2 B.B.D. Govt. P.G. College, Chimanpura 60,000 3 Government P.G. College, Dausa 1,00,000 4 SBRM Govt. College, Nagaur 45,000 5 LBS Govt. PG College, Kotputli 75,000 Total 4,00,000

Note: - The number of books mentioned in the Bid document is indicative and may vary

The Service Provider shall be responsible to undertake the following activities to ensure timely completion of the project adhering to the requirement as specified in the respective sub-sections of this RFP document:

4.1.1 Setup of infrastructure for online data entry at the respective libraries

• The Selected Bidder shall undertake detailed study to estimate adequate IT Infrastructure including Desktops/ Laptops, Power Backup, Printers, etc. to complete the activities as per Scope of Work and adhering to the given timelines at the respective libraries (Ajmer, Chimanpura, Dausa, Nagaur and Kotputli), within 15 days from the date of issuance of Work Order.

• Considering the legal implications and security aspect of the Library documents, the Selected Bidder, shall setup the necessary IT Infrastructure (required for online data entry) at the respective libraries (Ajmer, Chimanpura, Dausa, Nagaur and Kotpulti), within 30 days from the date of issuance of Work Order.

• The Selected Bidder shall be responsible for Insurance / security of the infrastructure / material/ manpower being deployed for the execution of the project.

• The Selected Bidder shall submit a detailed Project Implementation Plan based on their requirement gathering and study conducted at selected libraries (Ajmer, Chimanpura, Dausa, Nagaur and Kotputli ), and present the Implementation Plan to the Department.

• The Selected Bidder shall make necessary arrangements for maintenance of IT infrastructure (Desktops/Laptops, power backup, printers, etc.) installed at his own cost and

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make sure the work shall not be stopped on the ground and also to ensure completion of necessary activities within the target / agreed timeline.

• Respective Libraries will provide LAN/ Internet Connectivity, adequate space with required electricity and water connection to the Selected Bidder as per availability.

4.1.2 Document Collection Activity

• The Selected Bidder would need to collect the necessary information required for the data entry from the library books of the concerned library. It might possible that for some of the information bidder need to refer other available sources such as accession register, supplier and publisher records, etc. in order to complete the mandatory fields of the data entry.

• The Selected Bidder shall maintain a note of the Books/ Source Registers/ Documents details in a register while collecting these documents. The log register should contain at least the following details:

o Name of the document collected

o Total number of pages in the document

o Collected from (Authorized Nodal Official/ Concerned Librarian)- Name and Signature

o Collected By (Name and Signature of collecting authorized official of firm) o Date of Collection

o Returned to (Authorized Nodal Official/ Concerned Librarian)- Name and Signature o Returned by (Selected Bidder representative)

o Actual date of return

• After collection of documents by the Selected Bidder, it would be the responsibility of Selected Bidder to maintain and return/ restore the Books/ Source Registers/ Documents in their original form to the End User Department. Under no circumstances shall the Books/ Source Registers/ Documents be changed, mutilated, destroyed or replaced by some other Books/ Source Registers/ Documents . Any damage to such will lead to heavy penalty for the Service Provider.

• The selected bidder should take utmost care of the Books/ Source Registers/ Documents and no Books/ Source Registers/ Documents shall be permitted to the taken out of the Library or designated premises at any point of time.

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Page 21 of 97 4.1.3 Online Data Entry

• The Selected Bidders shall bring in all the required hardware and supporting equipment to carry out the work and achieve the daily output and quality targets as specified by the Department.

• Annexure-12 provides indicative fields for the data entry that may help the vendor in estimating the volume of work. The data entry would be carried out in parallel across all the libraries mentioned above.

• The data entry task will be deemed to be completed only after the authorized official/ concerned librarian certifies that all the data has been entered accurately and successfully in the online application.

• The data entry is required to be done in both English and Hind Language. It should be noted that data entry in Hindi is required to be done in Mangal font.

For example if the name of any book is ‘Two Lives’, the data entry of same is to be done in Hindi as ‘टू लाई स’ not ‘दो िजंद गयां’. Similarly, if name of any book is ‘दो िजंद गयां’ then the data enty of same is to be done in English as ‘Do Zindagiyaan” not ‘Two Lives’. Note: - It is to be noted that Accession registers are handwritten, therefore regular co-ordination and supervision of respective Librarian would be required for any missing/ ambiguous/ inconsistent data in order to minimize the errors.

4.1.4 Verification- Post Data Entry

Selected Bidder has to ensure 100% data accuracy failing which penalties would be levied as defined in Penalties under Subsection 2 of Chapter 7 of this RFP document.

a) Once the data entry is completed as per the defined milestone under “Project Deliverables, Milestones and Time Schedule” of this RFP document and its correctness is determined, the Selected Bidder would need to submit the printout of the report of the data entered in the application for verification.

b) It is the responsibility of Authorized Nodal Official/ concerned Librarian to undertake the verification process.

c) As part of the verification process the Authorized Nodal Official/ concerned Librarian may select minimum 10% (approx.) of the total number of books entered in the application which may undergo rigorous verification process to ensure the accuracy of the data. In case any discrepancy is found in data entry of books, the selected bidder shall be responsible to make necessary correction without having any additional financial implications to the Department. The final sign off for the complete data entry work would be given by the Authorized Nodal Official/ concerned Librarian on the basis of sample verification done by them. Sample Format of verification certificate shall be as per Annexure-11.

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d) The selected bidder is required to generate monthly progress reports and verification report for tracking the data entry status at respective libraries and the further action plan to complete the entire work within timelines. These reports would contain basically summary of books entered, no. of books verified, no. of entries corrected (if any) and no. of books barcoded, etc. selected bidder would be responsible for all necessary consumables/ hardware including stationary required for printout of these reports

e) In addition to above, selected bidder is also responsible to get verification report from the concerned OIC/ Authorized personnel from RISL for the data entry work completed in respective milestone. The OIC/ Authorized personnel from RISL may select minimum 5% (approx.) of the total number of books entered in the application for verification activity to ensure the accuracy of the data. Sample Format of verification certificate shall be as per Annexure-11.

4.1.5 Printing and Pasting of Barcode

a) After the required information entered in the online application, the application will generate a Barcode in respect of each book. As per the requirements of the department, the selected bidder shall be responsible for printing and pasting the Barcode on the respective book. b) After pasting the Barcode on each book, it is the responsibility of the selected bidder to restore

the books in the same correct order from where it has been taken.

c) The Selected Bidder is required to paste the barcode in three different parts of a book i.e. one barcode will be pasted at cover of the book, one in the middle and third at the last cover of the book. In addition to this, the selected bidder is also required to paste transparent tape on each of the barcode to protect it from further tapering/ damage. The cost of transparent tape as well as pasting is in the scope of selected bidder, therefore, RISL/DCE/ concerned libraries will not bear the cost for the same.

d) Selected Libraries will provide Barcode printer and necessary related stationary to the Selected Bidder.

Further, it is to expected from the selected bidder that the whole activity detailed above is required to be complete in 4 months of time from the issuance of Work order as described in “Project Deliverables, Milestones & Time Schedule” of this RFP document, else, penalty will be imposed as per clause 18 of chapter 6 under this RFP document.

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4.2 Scope of Work for Facility Management Services (FMS) for existing e- Library Web Application

4.2.1. Acquaintance with the e-Library Online Application

The FMS team to be deployed by the selected bidder shall undergo 2 weeks training and hand-holding program to get familiarized with e-Library application which is to be organized by RISL/ existing vendor. The Training plan shall be finalized as per mutual consent of the purchaser and the selected bidder.

4.2.2 Deployment of Manpower

1) Selected Bidder shall deploy the technical team for FMS Support services (as per Annexure-10) for a period of 12 months at RISL, Jaipur within 15 days from the issuance of the Work order till the end of the contract. However, the period of contract for FMS support for existing e- Library Web Application may be further extended for One (1) year with the mutual consent of both parties.

2) The proposed services shall be normally manned for a period of 10 hours each day (except Sunday) as per the requirement throughout the year or as decided by the Office of Tendering Authority. But in exception condition or in urgency of work, the support might be required on holidays. The selected bidder shall maintain an attendance register for the resource deployed. 3) The deployed staff should have adequate expertise and hands-on experience in respective

technical domain of operation and maintenance and should be fluent in English and Hindi. 4) The staff provided by the selected bidder will perform their duties in accordance with the

instructions given by the designated officers of RISL from time to time. RISL will examine the qualification, experience, etc. of the personnel provided and may also take personal interview of the personnel before they are put on the designated positions. RISL has every right to reject the personnel, if the same is not acceptable, before or after commencement of the awarded work/ project.

5) Selected Bidder shall be responsible to retain the deployed manpower for the entire contract/ project duration or in the event of a resource leaving the employment with the selected bidder, the same shall be immediately replaced with another resource of equivalent qualifications and experience. All such events should be notified prior to RISL in writing.

6) At no time, the provided manpower should be on leave or absent from the duty without prior permission from the designated nodal officer of RISL. In case of long term absence (more than 3 days) due to sickness, leave etc. the Bidder shall ensure replacements and manning of all manpower posts by without any additional liabilities to RISL. Substitute will have to be provided by the Bidder against the staff proceeding on leave/ or remaining absent and should be of equal or higher qualifications/ experience without any additional financial implications.

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7) RISL/ respective Library will provide desktop and necessary peripherals (if required), seating space along with necessary furniture to all the resource deployed by the bidder for operational and FMS support.

8) Selected Bidder shall be responsible to scale up the operational and FMS team as and when required to confirm the smooth project execution throughout the duration.

9) The overall performance of the entire team will depend on individual contribution by each of the deployed resources.

a. In case of negative feedback received from the RISL/ designated department/Govt. Library users or in writing against any of the resources deployed, the RISL may issue written notice to bidder for a suitable replacement.

b. In case of failure to meet the standards of the RISL/ designated department, (which includes efficiency, co-operation, discipline, and performance), the purchaser on their own discretion may decide to replace the specific resource and issue written notice to bidder for suitable replacement.

c. Bidder shall be responsible to replace the resource(s) (meeting all criteria as specified in Annexure-10) within 7 days, else penalty will be imposed as per subsection B of clause 2 of chapter 7 under this RFP document.

4.2.3 Facility Management Services (FMS)

The FMS team deployed by the selected bidder at RISL shall be responsible to perform the following task:-

i. Implement ongoing day-to-day changes and enhancements in the e-Library application, as per the need/ requirement of RISL/ designated department.

ii. Provide day to day functional and technical support to designated department/ RISL through email; phone or through remote assistance to address, analyse and fix any technical glitches within the existing features. The scope of technical support includes rectification of errors within the already developed solution, content management, addition or removal of feature(s) from the developed solution etc.

iii. Ensures that the security features in the e-Library Application are always upto date with the latest technology and best practices.

iv. Implement change management procedures to ensure that no unwarranted changes are carried out to the e-Library application. All the changes carried out by Bidder must be formally approved by RISL/ designated department and recorded too, a separate Change Register is to be maintained for the same.

v. Carry out Performance Tuning and ensure resilient performance of the developed e-Library application.

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Page 25 of 97 vii. Other Activities

a. Debugging, modification, tuning, monitoring and updating in the e-Library Application as and when required by the user department for smooth functioning of the application

b. Ensures that the e-Library application works properly

c. Proper version control and configuration management of the source code

d. Provide first level of support (L1) for logging and resolution of the compliant and bug fixing of the application

e. Supervision and training to the personnel of user department on new features added to the implemented application software.

f. Provide technical support team as may be deemed to be required by the bidder at user department / RISL.

viii. Apart from above activities, any other functional/ technical assistance required by the RISL in related to e-Library application.

ix. Ensures timely submission of following reports:- Quarterly:-

a. Enhancement/ up-gradation/ modification reports b. Application Uptime report

c. Issue Tracker/ Call Register/Log reports of help desk

d. Consolidated Report on Calls Logged, Resolved and Escalated

e. Updated User Manual, Design & SRS documents of the application software in one hard copy and one soft copy (in DVD).

Monthly:-

a. Attendance Report of Onsite team deployed for project (duly approved by designated authority)

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4.3 Scope of Work for Operational Support at selected Libraries 4.3.1 Deployment of Manpower

1) Selected Bidder shall deploy the functional team for Operational Support (as per Annexure-10) at selected Govt. College’s libraries i.e. at Ajmer, Chimanpura, Dausa, Nagaur and Kotputli. The functional team is required to deploy after completion of 35% of the data entry of the total books at the selected libraries.

2) The terms and condition shall remain same as mentioned in clause 4.2.2 of chapter 4 (from point 2 to 9) of this RFP document.

4.3.2 Operational Support Services

The functional team deployed at selected Libraries shall be responsible to perform the following task:-

i. Provide day to day functional and operational support to the selected libraries to address, analyse and fix any problems faced by the concerned librarian’s related to operation of e-Library application.

ii. The functional team deployed at selected libraries shall be responsible for timely completion of the Data entry Work at respective libraries.

iii. Provide regular trainings in respect of e-Library Application to the respective librarians/ authorized official in the library.

iv. Provide onsite- assistance in resolving the issue, raised during the use of e-library application. v. Ensures that the e-Library application works properly.

vi. To work in coordination with Technical Support team for resolving technical issue, if any. vii. Any other functional assistance required by the respective Libraries in respect of e-Library

application

viii. Ensures timely submission of following reports:- Monthly:-

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Page 27 of 97 4.4 Project Deliverables, Milestones & Time Schedule

• The Selected Bidder shall have to submit key deliverables as mentioned below during entire contract period. However, in addition to the reports/ deliverables as indicated, selected bidder shall prepare and submit all other required information related to project in the desirable format as notified by the purchaser, as and when required.

• The reports submitted by the selected bidder should strictly be in the approved format only which, if required, may be revised from time to time.

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S. No. Project Activity/ Scope of Work Milestone Deliverables (Reports/ Docs.) Timelines 1 Undertake all activities mentioned in clause 4.1 of Scope of Work

Detailed study to estimate adequate IT Infrastructure required for online data entry at the respective libraries

• Detailed Project Implementation Plan

T+15 days

Setup of infrastructure for online data entry at the respective libraries and submission of detailed Project Implementation Plan

T1=T+30 days

35% of data entry of the total books including printing and pasting of barcode on books

• Monthly Progress Report (M-1)

• Verification Report from OIC/ Authorized personnel from RISL (V-1)

T2=T1+ 30 days

70% of data entry of the total books including printing and pasting of barcode on books

• Monthly Progress Report M-2

• Verification Report from OIC/ Authorized personnel from RISL (V-2)

T3=T2+ 30 days

100% of data entry of all the books including printing and pasting of barcode on books

• Monthly Progress Report (M-3)

• Verification Report from OIC/ Authorized personnel from RISL (V-3) T4=T3+30 days 2 Facility Management Services (FMS) Undertake all activities mentioned in clause 4.2 of Scope of Work a) Deployment of Manpower • Attendance Report of Onsite team deployed for project (duly approved by

designated authority)

Within 7 days from start of next month 15 days from the issuance of WO for a period of one year b) Enhancement / up-gradation / modification in the e-Library Application c) Managed Services during Support and Maintenance Period

• Training reports including details like Participant details, User Feedback forms, etc.

• Consolidated Report as per SLA defined in RFP

Within15 days from start of next quarter

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Page 29 of 97 3 Operational Support at selected Libraries Undertake all activities mentioned in clause 4.3 of Scope of Work a) Deployment of Manpower b) Operational Support Services • Attendance Report of the resources deployed at selected libraries for project (duly approved by designated authority)

Within 7 days from start of next month T2 (from completion of second milestone i.e. T2 for a period of 6 months )

• The time specified for the activities as mentioned in the table above shall be deemed to be the essence of the contract and the Selected Bidder shall provide the required services within the specified period.

• It should be noted that any delay in the project timelines shall attract penalties as per clause 18 of chapter 6 under this RFP document of the RFP document to the selected bidder.

• T is the event marking date of issue of Work Order to the Selected Bidder.

• M1, M2 and M3 represents the monthly progress report of milestone-1,2,and 3 respectively, while V1, V2, and V3 represents the verification report of milestone-1, 2,and 3 respectively

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4.5 Roles & Responsibilities a) Project Monitoring:

Project shall be monitored jointly by RISL and DCE from time to time.

b) Responsibilities of RISL:

The role of RISL in the overall scope of the project includes –

• To conduct review meetings at defined regular intervals to monitor the overall progress of the project.

• Ensure coordination between DCE, Selected Bidder, and Selected Libraries.

• Identify the issues/ risks with different stakeholders and try to resolve/ mitigate the same at the earliest.

• Review and approve the payments to the bidder as per SLA

• Any other help/ assistance/ co-ordination required for the successful implementation and Operations of the work/ project.

c) Responsibilities of Directorate of College Education:

The roles and responsibilities of the Directorate of College Education shall be as follows: -

• To formulate a nodal team responsible for end to end coordination and execution of the project.

• To take steps to mitigate any potential risks that might surface during the course of the project.

• To provide timely feedback/ approvals on the submitted deliverables

• To provide necessary support, sharing of sample reports and other IT infrastructure requirements during project period.

• Provide space and infrastructure for conducting training

• To conduct review meetings at defined regular intervals to monitor the overall progress of the projects

• To facilitate RISL in providing sign-off /acceptance of successful performance

• In order to ensure that the documents are safe, properly treated and do not go in any unauthorized hands, the department may depute additional manpower / supervisor(s) at the selected Libraries.

d) Responsibilities of Respective Libraries/ or Authorized Nodal Officers appointed by the Department:

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Setting up of LAN/ Internet Connectivity for online data entry work

Verification of data entry work on regular basis to ensure 100% data accuracy To monitor the progress of the project.

Provide sign-off for the complete activity.

To provide timely feedback/ necessary approvals on the submitted deliverables.

e) Responsibilities of Selected Bidder:

Arranging necessary IT Infrastructure like Desktops/ Laptops, power extension boards and printing hardware and standby power supply equipment (like Generators and UPS), etc. for data entry work.

Entering into contract and depositing performance security guarantee

Mobilization of the technical and functional/ operational personnel to take up the task Deliver the services & deliverables as per the contract terms and conditions

The detailed role and responsibilities of Selected Bidder has already been detailed in the scope of work (4.1, 4.2 and 4.3) above.

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5. INSTRUCTION TO BIDDERS (ITB)

1) Sale of Bidding/ Tender Documents

a) The sale of bidding documents shall be commenced from the date of publication of Notice Inviting Bids (NIB) and shall be stopped one day prior to the date of opening of Bid. The complete bidding document shall also be placed on the State Public Procurement Portal and e-Procurement portal. The prospective bidders shall be permitted to download the bidding document from the websites and pay its price while submitting the Bid to the procuring entity. b) The bidding documents shall be made available to any prospective bidder who pays the

price for it in cash or by bank demand draft, banker’s cheque.

c) Bidding documents purchased by Principal of any concern may be used by its authorised sole selling agents/ marketing agents/ distributors/ sub-distributors and authorised dealers or vice versa.

2) Pre-bid Meeting/ Clarifications

a) Any prospective bidder may, in writing, seek clarifications from the procuring entity in respect of the bidding documents.

b) A pre-bid conference is also scheduled by the procuring entity as per the details mentioned in the NIB and to clarify doubts of potential bidders in respect of the procurement and the records of such conference shall be intimated to all bidders and where applicable, shall be published on the respective websites.

c) The period within which the bidders may seek clarifications under (a) above and the period within which the procuring entity shall respond to such requests for clarifications shall be as under: -

a. Last date of submitting clarifications requests by the bidder: as per NIB b. Response to clarifications by procuring entity: as per NIB

d) The minutes and response, if any, shall be provided promptly to all bidders to which the procuring entity provided the bidding documents, so as to enable those bidders to take minutes into account in preparing their bids, and shall be published on the respective websites.

3) Changes in the Bidding Document

a) At any time, prior to the deadline for submission of Bids, the procuring entity may for any reason, whether on its own initiative or as a result of a request for clarification by a bidder, modify the bidding documents by issuing an addendum in accordance with the provisions below.

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Page 33 of 97

b) In case, any modification is made to the bidding document or any clarification is issued which materially affects the terms contained in the bidding document, the procuring entity shall publish such modification or clarification in the same manner as the publication of the initial bidding document.

c) In case, a clarification or modification is issued to the bidding document, the procuring entity may, prior to the last date for submission of Bids, extend such time limit in order to allow the bidders sufficient time to take into account the clarification or modification, as the case may be, while submitting their Bids.

d) Any bidder, who has submitted his Bid in response to the original invitation, shall have the opportunity to modify or re-submit it, as the case may be, within the period of time originally allotted or such extended time as may be allowed for submission of Bids, when changes are made to the bidding document by the procuring entity:

Provided that the Bid last submitted or the Bid as modified by the bidder shall be considered for evaluation.

4) Period of Validity of Bids

a) Bids submitted by the bidders shall remain valid during the period specified in the NIB/ bidding document. A Bid valid for a shorter period shall be rejected by the procuring entity as non-responsive Bid.

b) Prior to the expiry of the period of validity of Bids, the procuring entity, in exceptional circumstances, may request the bidders to extend the bid validity period for an additional specified period of time. A bidder may refuse the request and such refusal shall be treated as withdrawal of Bid and in such circumstances bid security shall not be forfeited.

c) Bidders that agree to an extension of the period of validity of their Bids shall extend or get extended the period of validity of bid securities submitted by them or submit new bid securities to cover the extended period of validity of their bids. A bidder whose bid security is not extended, or that has not submitted a new bid security, is considered to have refused the request to extend the period of validity of its Bid.

5) Format and Signing of Bids

a) Bidders must submit their bids online at e-Procurement portal i.e. http://eproc.rajasthan.gov.in.

b) All the documents uploaded should be digitally signed with the DSC of authorized signatory. c) A Single stage-Two part cover system shall be followed for the Bid: -

a. Technical Bid, including fee details, eligibility & technical documents b. Financial Bid

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S. No.

Documents Type Document Format

Fee Details

1. Bidding document Fee (Tender Fee) Proof of submission (PDF) 2. RISL Processing Fee (e-Procurement) Instrument/ Proof of submission

(PDF)

3. Bid Security Instrument/ Proof of submission

(PDF) Eligibility Documents 4. Bidder’s Authorisation Certificate along with

copy of PoA/ Board resolution stating that Auth. Signatory can sign the bid/ contract on behalf of the firm.

As per Annexure-2 (PDF)

5. All the documents mentioned in the “Eligibility Criteria”, in support of the eligibility

As per the format mentioned against the respective eligibility criteria clause (PDF)

b) Financial bid shall include the following documents: - S.

No.

Documents Type Document Format

1. Financial Bid – Cover Letter On bidder’s letter head duly signed by authorized signatory as per Annexure-5 (PDF) 2. Financial Bid – Format As per BoQ (.XLS) format

available on e-Procurement portal

c) The bidder should ensure that all the required documents, as mentioned in this bidding document, are submitted along with the Bid and in the prescribed format only. Non-submission of the required documents or Non-submission of the documents in a different format/ contents may lead to the rejections of the Bid submitted by the bidder.

6) Cost & Language of Bidding

a) The Bidder shall bear all costs associated with the preparation and submission of its Bid, and the procuring entity shall not be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

b) The Bid, as well as all correspondence and documents relating to the Bid exchanged by the Bidder and the procuring entity, shall be written only in English Language. Supporting documents and printed literature that are part of the Bid may be in another language provided they are accompanied by an accurate translation of the relevant passages in English/ Hindi language, in which case, for purposes of interpretation of the Bid, such translation shall govern.

7) Alternative/ Multiple Bids

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Page 35 of 97 8) Bid Security

Every bidder, if not exempted, participating in the procurement process will be required to furnish the bid security as specified in the NIB.

a) In lieu of bid security, a bid securing declaration shall be taken from Departments of the State Government, Undertakings, Corporations, Autonomous bodies, Registered Societies and Cooperative Societies which are owned or controlled or managed by the State Government and Government Undertakings of the Central Government.

b) Bid security instrument or cash receipt of bid security or a bid securing declaration shall necessarily accompany the technical bid.

c) Bid security of a bidder lying with the procuring entity in respect of other bids awaiting decision shall not be adjusted towards bid security for the fresh bids. The bid security originally deposited may, however, be taken into consideration in case bids are re-invited. d) The bid security may be given in the form of a banker’s cheque or demand draft or bank

guarantee, in specified format, of a scheduled bank. The bid security must remain valid thirty days beyond the original or extended validity period of the bid.

e) The issuer of the bid security and the confirmer, if any, of the bid security, as well as the form and terms of the bid security, must be acceptable to the procuring entity.

f) Prior to presenting a submission, a bidder may request the procuring entity to confirm the acceptability of proposed issuer of a bid security or of a proposed confirmer, if required. The procuring entity shall respond promptly to such a request.

g) The bank guarantee presented as bid security shall be got confirmed from the concerned issuing bank. However, the confirmation of the acceptability of a proposed issuer or of any proposed confirmer does not preclude the procuring entity from rejecting the bid security on the ground that the issuer or the confirmer, as the case may be, has become insolvent or has otherwise ceased to be creditworthy.

h) The bid security of unsuccessful bidders shall be refunded soon after final acceptance of successful bid and signing of Agreement and submitting performance security.

i) The Bid security taken from a bidder shall be forfeited, including the interest, if any, in the following cases, namely: -

a. when the bidder withdraws or modifies its bid after opening of bids;

b. when the bidder does not execute the agreement, if any, after placement of supply/ work order within the specified period;

c. when the bidder fails to commence the supply of the goods or service or execute work as per supply/ work order within the time specified;

d. when the bidder does not deposit the performance security within specified period after the supply/ work order is placed; and

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e. if the bidder breaches any provision of code of integrity, prescribed for bidders, specified in the bidding document.

j) Notice will be given to the bidder with reasonable time before bid security deposited is forfeited.

k) No interest shall be payable on the bid security.

l) In case of the successful bidder, the amount of bid security may be adjusted in arriving at the amount of the Performance Security, or refunded if the successful bidder furnishes the full amount of performance security.

m) The procuring entity shall promptly return the bid security after the earliest of the following events, namely:-

a. the expiry of validity of bid security;

b. the execution of agreement for procurement and performance security is furnished by the successful bidder;

c. the cancellation of the procurement process; or

d. the withdrawal of bid prior to the deadline for presenting bids, unless the bidding documents stipulate that no such withdrawal is permitted.

9) Deadline for the submission of Bids

a) Bids shall be received online at e-Procurement portal and up to the time and date specified in the NIB.

b) Normally, the date of submission and opening of Bids would not be extended. In exceptional circumstances or when the bidding document are required to be substantially modified as a result of discussions in pre-bid meeting/ conference or otherwise and the time with the prospective bidders for preparation of Bids appears insufficient, the date may be extended by the procuring entity. In such case the publicity of extended time and date shall be given in the manner, as was given at the time of issuing the original NIB and shall also be placed on the State Public Procurement Portal, if applicable. It would be ensured that after issue of corrigendum, reasonable time is available to the bidders for preparation and submission of their Bids. The procuring entity shall also publish such modifications in the bidding document in the same manner as the publication of initial bidding document. If, in the office of the Bids receiving and opening authority, the last date of submission or opening of Bids is a non-working day, the Bids shall be received or opened on the next non-working day.

10) Withdrawal, Substitution, and Modification of Bids

a) If permitted on e-Procurement portal, a Bidder may withdraw its Bid or re-submit its Bid (technical and/ or financial cover) as per the instructions/ procedure mentioned at e-Procurement website under the section “Bidder’s Manual Kit”.

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Page 37 of 97

b) Bids withdrawn shall not be opened and processes further.

11) Opening of Bids

a) The Bids shall be opened by the bid opening & evaluation committee on the date and time mentioned in the NIB in the presence of the bidders or their authorised representatives who choose to be present.

b) The committee may co-opt experienced persons in the committee to conduct the process of Bid opening.

c) The committee shall prepare a list of the bidders or their representatives attending the opening of Bids and obtain their signatures on the same. The list shall also contain the representative’s name and telephone number and corresponding bidders’ names and addresses. The authority letters, if any, brought by the representatives shall be attached to the list. The list shall be signed by all the members of Bid opening committee with date and time of opening of the Bids.

d) All the documents comprising of technical Bid/ cover shall be opened & downloaded from the e-Procurement website (only for the bidders who have submitted the prescribed fee(s) to RISL).

e) The committee shall conduct a preliminary scrutiny of the opened technical Bids to assess the prima-facie responsiveness and ensure that the: -

a. bid is accompanied by bidding document fee, bid security or bid securing declaration, and processing fee (if applicable);

b. bid is valid for the period, specified in the bidding document;

c. bid is unconditional and the bidder has agreed to give the required performance security; and

d. other conditions, as specified in the bidding document are fulfilled. e. any other information which the committee may consider appropriate.

f) No Bid shall be rejected at the time of Bid opening except the Bids not accompanied with the proof of payment or instrument of the required price of bidding document, processing fee and bid security.

g) The Financial Bid cover shall be kept unopened and shall be opened later on the date and time intimated to the bidders who qualify in the evaluation of technical Bids.

12) Selection Method:

Selection Method shall be Least Cost Based Selection (LCBS) which shall be determined on the basis of lowest rates (L1) in the financial bid

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a) To assist in the examination, evaluation, comparison and qualification of the Bids, the bid evaluation committee may, at its discretion, ask any bidder for a clarification regarding its Bid. The committee’s request for clarification and the response of the bidder shall be through the e-Procurement portal.

b) Any clarification submitted by a bidder with regard to its Bid that is not in response to a request by the committee shall not be considered.

c) No change in the prices or substance of the Bid shall be sought, offered, or permitted, except to confirm the correction of arithmetic errors discovered by the committee in the evaluation of the financial Bids.

d) No substantive change to qualification information or to a submission, including changes aimed at making an unqualified bidder, qualified or an unresponsive submission, responsive shall be sought, offered or permitted.

14) Evaluation & Tabulation of Technical Bids a) Determination of Responsiveness

a. The bid evaluation committee shall determine the responsiveness of a Bid on the basis of bidding document and the provisions of pre-qualification/ eligibility criteria of the bidding document.

b. A responsive Bid is one that meets the requirements of the bidding document without any material deviation, reservation, or omission where: -

i. “deviation” is a departure from the requirements specified in the bidding document; ii. “reservation” is the setting of limiting conditions or withholding from complete

acceptance of the requirements specified in the bidding document; and

iii. “Omission” is the failure to submit part or all of the information or documentation required in the bidding document.

c. A material deviation, reservation, or omission is one that, i. if accepted, shall:-

1. affect in any substantial way the scope, quality, or performance of the subject matter of procurement specified in the bidding documents; or

2. limits in any substantial way, inconsistent with the bidding documents, the procuring entity’s rights or the bidder’s obligations under the proposed contract; or

ii. if rectified, shall unfairly affect the competitive position of other bidders presenting responsive Bids.

d. The bid evaluation committee shall examine the technical aspects of the Bid in particular, to confirm that all requirements of bidding document have been met without any material deviation, reservation or omission.

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Page 39 of 97

e. The procuring entity shall regard a Bid as responsive if it conforms to all requirements set out in the bidding document, or it contains minor deviations that do not materially alter or depart from the characteristics, terms, conditions and other requirements set out in the bidding document, or if it contains errors or oversights that can be corrected without touching on the substance of the Bid.

b) Non-material Non-conformities in Bids

a. The bid evaluation committee may waive any non-conformities in the Bid that do not constitute a material deviation, reservation or omission, the Bid shall be deemed to be substantially responsive.

b. The bid evaluation committee may request the bidder to submit the necessary information or document like audited statement of accounts/ CA Certificate, Registration Certificate, VAT/ CST clearance certificate, ISO/ CMMi Certificates, etc. within a reasonable period of time. Failure of the bidder to comply with the request may result in the rejection of its Bid.

c. The bid evaluation committee may rectify non-material nonconformities or omissions on the basis of the information or documentation received from the bidder under (b) above. c) Technical Evaluation Criteria

Bids shall be evaluated based on the documents submitted as a part of technical bid. Technical bid shall contain all the documents as asked in the clause “Format and Signing of Bids”.

d) Tabulation of Technical Bids

a. If Technical Bids have been invited, they shall be tabulated by the bid evaluation committee in the form of a comparative statement to evaluate the qualification of the bidders against the criteria for qualification set out in the bidding document.

b. The members of bid evaluation committee shall give their recommendations below the table as to which of the bidders have been found to be qualified in evaluation of Technical Bids and sign it.

e) The number of firms qualified in technical evaluation, if less than three and it is considered necessary by the procuring entity to continue with the procurement process, reasons shall be recorded in writing and included in the record of the procurement proceedings.

f) The bidders who qualified in the technical evaluation shall be informed in writing about the date, time and place of opening of their financial Bids.

15) Evaluation & Tabulation of Financial Bids

Subject to the provisions of “Acceptance of Successful Bid and Award of Contract” below, the procuring entity shall take following actions for evaluation of financial Bids:-

RajCOMP Info Services Limited (RISL)

RajCOMP Info Services Limited

(RISL)

RFP for Selection of Agency for Providing FMS

Support Services for e-Library Web Application,

RISL

Table of Contents

RajCOMP Info Services Limited (RISL)