Hiring of Consultant Firm for Providing Consultancy and Initial Certification in Obtaining

NISCAIR

Letter of enquiry For Hiring of Consultant Firm for Providing Consultancy and Initial Certification in Obtaining ISO9001:2000 QMS Certificate

(i) Last date for submission of Bids: 22.01. 2007 up to 3:00 p.m.

(ii) Date of Opening of Bid: 22.01.2006 3:30 p.m.

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) (Near Pusa Gate) DR. K. S. KRISHNAN MARG. NEW DELHI 110 012

1 SECTION—I

INVITATION FOR THE POPOSALS

Sealed proposals in two parts, i.e., Technical Proposal and Financial Proposal are invited for Hiring of Consultant Firm for Providing Consultancy and initial Certification in Obtaining ISO9001: 2000 QMS Certificate for NISCAIR.

1.0 Eligibility of Bidders/Pre-Qualification Criteria

1.0.1 Consultant firm should have a minimum experience of three years in providing consultancy/training and initial certification in obtaining ISO certification. 1.0.2 Consultant firm shall provide a list of organizations certified for ISO 9001:2000 QMS under their consultancy in the following break up: a. Research organizations/Institutes (Govt./SemiGovt.) b. Government Organisations c. Public Sector Undertakings d. Private Companies 1.0.3 Consultant firm shall provide the list of individuals along with their signed CV, who will be undertaking the job on behalf of Consultant Firm 1.0.4 Consultant firm shall provide the PAN no. and Service Tax Registration No. 1.0.5 The turnover for last year or income of the Consultant firm should be minimum Rs 3,00,000/- (Three lakh only). Enclose valid documentary proof for the same. 1.0.6 The Consultant firm must submit a earnest money deposit of Rs 10,000/- (Rupees Ten Thousand only) in the form of a demand draft in favor of “The Director, NISCAIR, New Delhi” payable at New Delhi. 1.0.7 The rates quoted by the Consultant firm must be inclusive of travel and boarding/lodging, service tax, other taxes etc.. 2.0 The Consultant firm shall clearly indicate in the offer the requirement by number, for assistance to be hired by them and space required at NISCAIR in preparing the

2 documentation during the consultancy. One Desk Top Computer with Printer shall be provided, if needed by the Consultant.

3 SECTION—-II

SPECIFICATIONS AND REQUIREMENTS

1.0 Introduction

The National Institute of Science Communication And Information Resources (NISCAIR, www.niscair.res.in) is a constituent unit of Council of Scientific & Industrial Research (CSIR, www.csir.res.in), which is an autonomous organization under the Ministry of Science & Technology, Government of India.

The R & D Programs being undertaken at NISCAIR are geared towards meeting the information needs of the different segments of the society. Apart from bringing out a variety of scientific and technical publications, providing information services and training in science communication, NISCAIR undertakes consultancy work in designing editing and publication of journals, books and reports etc. NISCAIR has also an active programme in electronic publishing and IT facilities are also being developed.

NISCAIR is situated in two campuses : (1) Dr K S Krishnan Marg Campus (near Pusa Gate), Dr K S Krishnan Marg, New Delhi 110 012, and (2) Satsang Vihar Marg Campus, 14, Satsang Vihar Marg, New Delhi 110 067. A copy of NISCAIR’s brochure is enclosed to help the Consultant Firm in making the proposal.

2.0 The NISCAIR is interested in having ISO Certification for its activities. At present the Institute’s scientific and technical strength is 78 and 158, respectively.

3.0 Scope of the Work NISCAIR intends to appoint a Consultant firm to accomplish the following assignments: (i) To conduct awareness-cum-implementation program for top management and senior level officials, (ii) To carry out system gap analysis with respect to ISO 9001:2000 QMS requirements, (iii) Documentation preparation and implementation assistance, (iv) To conduct Internal Auditors’ Course for select core group,

4 (v) To assist during Internal Audits, (vi) To provide necessary/suitable assistance till ISO certification, (vii) Certification audit. (viii) Detailed deliverables are given in Annexure - 2

4.0 Other terms and conditions for appointment of Consultant firm are given in Annexure-1

5.0 The offer should reach the undersigned latest by…3.00 PM on 22.01.2007 The offer will be opened at 3.30 PM.on 22.01.2007 in the presence of Consultant Firm’s authorized representatives. 6.0 Please note that no TA/DA will be paid by NISCAIR for making visit by prospective Consultant firm to enable them to study the organization before making the offer for consultancy or for attending the opening of offer/attending/discussions/negotiations before finalization of appointment. The offers received after due date and time will not be accepted.

7.0 The acceptance of the proposal will rest with the Director, NISCAIR, who does not bind himself to accept the lowest quotations received without assigning any reason.

8.0 The proposals are liable to be cancelled, if any of the above conditions are not compiled with.

(RAVINDER KUMAR) STORES & PURCHASE OFFICER Encl.: Annexure-1 : Conditions For Preparations of Bids Annexure-2 : Deliverables Annexure-3 : Steps to Achieve ISO 9001:2000 certification Annexure-4 : Simple Plan For ISO 9001:2000

5 Annexure-1

CONDITIONS FOR PREPARATION OF BIDS

The bids must consist of two separate sealed envelopes as follows:

1. The first envelope must enclose the documents to support the Qualifying Criteria, as mentioned in Section 1 of this bid document, and should be marked as ‘TECHNICAL PROPOSAL’.

2. The second envelope must contain the Financial proposal and must be marked as ‘FINANCIAL PROPOSAL’

3. The Financial Proposal should be in the following format: Table - I S. No. Particulars Amount Amount (Rs.) In (Rs) In figures words 1 Fee for consultation

2 Fee for initial Certification

Total cost in terms of fee for consultation and initial certification (1+2)

Note : Total should be overall summation of the items 1 and 2.

4. Financial Evaluation 1. The lowest quote bidder shall be decided on the basis of total cost of Table – I. 2. In case of discrepancy between figures and words whichever is higher shall prevail.

5. Payment Schedule Consultant firm shall clearly indicate the amount (%) of consultancy fee to be paid at (i) Acceptance of proposal

6 (ii) Completion of training (except internal auditor’s course) and Documentation (iii) Completion of internal auditors training (iv) Completion of First Internal Audit (v) Completion of certification audit to NISCAIR

6. Time Frame The consultant firm shall provide the time frame for completing the job with breakup for various activities involved. However the total time should not exceed 8 (eight) months.

7. Penalty In case of non-adherence to the schedule a penalty @1% per week of delay shall be levied for a maximum of ten weeks after which NISCAIR may cancel the work order at the risk of the bidder. The penalty may be recovered from the EMD. In case of a failure to deliver the EMD may be forfeited.

8. The documentation prepared will be the confidential property of NISCAIR and the consultant firm will neither use the same for any other purpose nor pass on the information to any other organization.

7 Annexure - 2

Major Deliverables

1. A quality policy and plan a. What NISCAIR is trying to achieve? b. What are NISCAIR’s values / vision? c. To add a few statement which address the requirements of the standard. 2. A quality manual a. Specifically addressing the requirements of the standard 3. A process map to show the interrelationships of the key processes 4. More detailed process maps for each of the key processes 5. One or two objectives to measure the performance of these key processes 6. The required documented procedures of the standard (Generally Six) 7. An implementation "to-do" list which is the gap analysis against the standard itself. 8. A written quality implementation statement signed by both NISCAIR and the consultant firm to demonstrate NISCAIR’s commitment to achieving the standard in a certain amount of time. 9. Audits and Management Review 10. Training a. Basic training to all employees b. Internal Auditors training to NISCAIR nominated & identified officials

Note : The above deliverables are indicative only and not exhaustive in any manner.

8 Annexure - 3

Steps to Achieve ISO 9001:2000 Registration

A. To Obtain top management commitment

1. Top management considers ISO 9001:2000 registration. 2. Quality steering committee meets to evaluate process. 3. Committee informs top management of ISO 9001:2000 costs, schedule, etc. 4. Top management commits to pursue ISO 9001:2000 registration.

B. Train personnel

1. Hold basic quality and ISO 9001:2000 training for all employees. 2. Select and train personnel to be internal auditors.

C. Prepare Quality Policy Manual

1. Study and understand ISO 9001:2000 requirements as they apply to NISCAIR. 2. Write (or re-write) company Vision and Mission statements. 3. Write basic Quality Policy Manual outline. 4. Complete first draft of Quality Policy Manual. 5. Send copy of manual to stakeholders desiring ISO 9001:2000 compliance (if necessary).

D. Prepare Operating Procedures

1. Define responsibilities, using Quality Manual as a guide. 2. Have those responsible for functions outline their procedures. 3. Interview managers and fine-tune procedures. 4. Compare Operating Procedures with Quality Manual for consistency.

E. Hold internal audit

1. Hold internal audit of ISO 9001:2000 manual vs. ISO 9001:2000 compliance. 2. Implement corrective action items from audit.

9 F. Select registrar

1. Research registrars and cost. 2. Qualify possible registrars. 3. Select third party registrar.

G. Go through registration process

1. Apply for registration and audits. 2. Agree to audit process etc. with registrar. 3. Hold pre-assessment audit. 4. Take any needed corrective action. 5. Have ISO 9001:2000 registration audit. 6. Take any needed corrective action. 7. Re-audit as needed. 8. Take any needed corrective action.

H. Obtain ISO 9000 registration

This verifies that NISCAIR processes are in compliance to the ISO 9001:2000 requirements.

Conclusion

These simple steps can prove to be an effective guide to obtaining ISO 9001:2000 registration:

1. Get top management commitment 2. Train personnel 3. Prepare Quality Policy Manual 4. Prepare Operating Procedures 5. Hold internal audit 6. Select registrar 7. Go through registration process 8. Obtain ISO 9001:2000 registration

10 Annexure - 4

Simple Plan for ISO 9001:2000

1. Obtain management commitment

The key to success is management's belief in the value of registration to ISO 9001:2000 standards and its resolve to devote the time and resources necessary to achieve it.

2. Designate a steering committee

Employees who will have the responsibility and authority to develop a detailed plan of action and who will manage it to completion.

3. Train personnel

A core group of employees must be well trained in the auditing techniques appropriate for the selected ISO 9001:2000 standard.

4. Select an accredited registrar

Registration is obtained only through third-party assessments done by organizations accredited as qualified to evaluate a company's quality system.

5. Schedule final audit date

Because the final audit will be very comprehensive, adequate time should be allowed for full preparation.

6. Educate entire staff

Conduct awareness sessions with all personnel to explain ISO 9001:2000, what it is, why it's important to the company, how it will affect each person's work, and what the benefits will be.

7. Analyze current situation

Document existing policies and procedures, compare them with ISO 9001:2000 requirements, and identify all deviations and deficiencies.

8. Create a quality plan

11 Determine and implement all measures necessary to eliminate differences between current procedures and ISO 9001:2000 compliance requirements.

9. Simulate an ISO 9001:2000 audit

Check effectiveness of new procedures by having staff members conduct a formal audit according to ISO 9001:2000 guidelines.

10. Correct problems

Implement adjustments needed to eliminate any deficiencies revealed by the audit.

11. Have registrar pre-audit (optional)

A preliminary audit determines readiness for the final audit and can help clarify specific requirements.

12. Correct problems

Implement adjustments needed to eliminate any deficiencies revealed by the pre- audit.

13. Have registrar conduct final audit

Third-party auditors conduct an on-site assessment of NISCAIR quality system.

Conclusion

By following these steps, the road to ISO 9001:2000 registration should be made easier:

1. Obtain management commitment 2. Designate a steering committee 3. Train personnel 4. Select an accredited registrar 5. Schedule final audit date 6. Educate entire staff 7. Analyze current situation 8. Create a quality plan 9. Simulate an ISO 9001:2000 audit 10.Correct problems 11.Have registrar pre-audit (optional) 12.Correct problems 13.Have registrar conduct final audit