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Tamil Virtual Academy Tamil Virtual Academy Gandhi Mandapam Road, Kottur, Chennai - 600 025. Request for Proposal (RFP) for Design, Development and Implementation of Website for Tamil Virtual Academy integrated with Content Management System in compliance with GIGW REFERENCE NO. : TVA/Tech/Comp/Hardware/73 Dated: 21.1.2016 DATE OF ISSUE OF TENDER : 21.01.2016 LAST DATE FOR RECEIPT OF TENDER DOCUMENT : 11.02.2016 TIME AND DATE FOR OPENING OF THE TENDER (Technical bid) : 11.02.2016 TIME AND DATE FOR OPENING OF THE FINANCIAL BID : 11.02.2016 PLACE OF OPENING OF THE TENDER : Tamil Virtual Academy Gandhi Mandapam Road, Kottur, Chennai - 600 025. Page 1 of 38 Reference Table of Contents S Subject Page No. No. 1. Chapter 1: Abbreviations and Definitions 5 2. Chapter 2: Introduction to TVA 7 3. Chapter 3: General Information to Bidders regarding 8 procedure for submission of Tender Document 4. Chapter 4: Instructions / Specifications / Requirements etc. 15 of the Website 5. Chapter 5: Bid Evaluation Criteria And Selection 20 Procedure 6. Chapter 6: General Terms and Conditions 23 7. Annexure 1: PROFORMA For Technical Bid 29 8. Annexure 2: Letter of undertaking 32 9. Annexure 3: Self-Declaration - Non Blacklisting 34 10. Annexure 4: Representative Authorization Letter 35 11. Annexure 5: Details of Similar Works Executed 36 12. Annexure 6: Financial Bid 37 Page 2 of 38 INVITATION FOR REQUEST FOR PROPOSAL (RFP) Ref. No TVA/Tech/Comp/Hardware/73, Dated: 21.01.2016 TVA invites Request for Proposal (RFP) in the prescribed format from Eligible Bidders preferably engaged in providing web enabled solutions for "Design, Development and Implementation of Website for Tamil Virtual Academy integrated with Content Management System in compliance with GIGW" along with the requisite support viz. Testing, Training, Post Implementation support and maintenance. The schedules of dates are as follows: Design, Development and Implementation of Website for TVA S. No. Nature of the project integrated with Content Management System in compliance with GIGW. 1 Cost of application for Request for Nil. Free Proposal (RFP) Document (non- refundable) 2 Earnest Money Deposit (EMD) ₹10,000/- (Ten Thousand only) 3 Publishing Date of RFP 21.01.2016 4 Bid Submission End Date & Time 11.02.2016 5 Date & Time of Opening of Technical 11.02.2016 Bid 6 Date & Time of Technical Will be intimated later to the Presentation Technically qualified bidders 7 Date & Time of opening of Financial Will be intimated later to the bids Shortlisted bidders 8 Website for downloading Tender www.tamilvu.org Document, Corrigendum, Addendums etc www.tender.tn.gov.in Page 3 of 38 Important Notice This Tender process is governed by The Tamil Nadu Transparency in Tenders Act 1998 and The Tamil Nadu Transparency in Tenders Rules 2000 as amended from time to time. In case of any conflict between the terms and conditions in the tender document and the Tamil Nadu Transparency in Tenders Act 1998 and The Tamil Nadu Transparency in Tenders Rules 2000, the Act and Rules shall prevail. Page 4 of 38 CHAPTER - 1 ABBREVIATIONS & DEFINITIONS Authorized 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. Bid "Bid" means the response to this document (later defined as RFP) presented in Financial Bid, which is supplied with necessary documents and forms, complete in all respect adhering to the instructions and spirit of this document. Bidder “Bidder” means any firm/ agency/ company/ contractor/ supplier/ bidder/vendor responding to Invitation for Bids and who is participating in the Bid. CMAP Content Management and Approval Policy CMC Contract Monitoring Committee. CMS Content Management System EMD Earnest Money Deposit. GIGW Guidelines to Indian Government Websites SDD Software Design Development SD “Security Deposit” means submission of the 10% amount of the Order Value by the Bidder and is retained till the successful completion of the project (as long as the bidder fulfils the contractual agreement). SoW Scope of Work SRS Software Requirement Specification STQC Standardization Testing and Quality Certification Page 5 of 38 ST Service Tax TVA Tamil Virtual Academy URS User Requirement Specification VAT Value Added Tax Page 6 of 38 CHAPTER - 2 Introduction to Tamil Virtual Academy The Tamil Virtual University was established as a Society by the Government of Tamil Nadu on 18th May 2000 to provide Internet based resources and opportunities to the Tamil Communities living in different parts of the globe, as well as others interested in learning Tamil and acquiring knowledge of the History, Art, Literature and Culture of the Tamils. Later Tamil Virtual University has been renamed as Tamil Virtual Academy. Vision The Tamil Virtual Academy aims at providing Internet-based resources and opportunities for the Tamil communities living in different parts of the globe as well as other language speakers to know Tamil, Science, Technology, Tamil Computing software and acquiring knowledge of the history, art, literature and culture of the Tamils and to identify, establish, maintain and promote the solutions for the Tamil computing requirements of Tamil Diaspora, Government, Educational, Media and Business institutions. Mission • To develop the solutions for Tamil Computing solutions. • To develop and deliver Internet based learning material for Tamil language, literature and culture to the global Tamil Communities and others involved in Tamil. • To develop and deliver customized programs to meet the cultural needs of the Tamil Communities in different parts of the world and help them to retain heritage. • Compile the knowledge resources developed by the Tamils who are living around the world, and to propagate the same. • To provide lessons on Tamil language, literature and culture • To provide the opportunities to acquire knowledge or learn or get the certificate/Diploma/Degree through Tamil University, Thanjavur. Page 7 of 38 CHAPTER - 3 General Information to Bidders regarding procedure for submission of Tender Document 1. The Tender document has to be downloaded from website (www.tamilvu.org or www.tender.tn.gov.in) and be submitted along with EMD of ₹10,000/- in form of Crossed Demand Draft/Banker’s Cheque in favour of "Tamil Virtual Academy" payable at Chennai along with Technical Bid and Financial Bid. There is no exemption from payment of EMD and tenders without requisite fees shall not be accepted. 2. Interested applicants are advised to study the document carefully. Submission of Application shall be deemed to have been done after careful study and examination of the document with full understanding of its implications. 3. The Bidder shall bear all costs associated with the preparation and submission of its bid and TVA will, in no case, be responsible or liable for those costs, regardless of the conduct or outcome of the bid process 4. The Director, TVA reserves the right to award the work/cancel the award without assigning any reason. In case of differences, if any, the decision of The Director, TVA shall be final. 5. Financial Bid a) The bidder shall indicate the prices/rates as specified in the format given at Annexure 6. b) The bidders should quote their most competitive prices/rates. c) All prices/rates should be clearly written both in figures and in words. Failure to write prices/rates both in figures and in words shall render the bid liable for rejection. Bidders should ensure that there are no alterations / corrections in the prices/rates submitted by them. d) In case of a discrepancy between the prices/rates in figures and words, the prices/rates in the words will be considered. If the bidder does not accept the correction of errors, his/her bid will be rejected. e) The prices/rates quoted shall be firm throughout the period of the validity of the offer and subsequently during the currency of the contract and shall not be subject to any variation/revision. Page 8 of 38 6. Security Deposit/EMD a) The bidder should enclose EMD of Rs. 10,000/- (Rupees Ten Thousand only) in the form of a Crossed Demand Draft/Banker’s Cheque drawn on any commercial bank in favour of "Tamil Virtual Academy" and payable at Chennai, with the Technical proposal/bid. b) The bids without EMD shall be summarily rejected. Forfeiture of EMD: The EMD will be forfeited: • If the bidder withdraws the bid after quoting and submission / acceptance; • If the bidder withdraws the bid , or unilaterally amends, impairs or rescinds the offer before the expiry of the validity period of the bid or within the time frame of extension given by TVA in special case communicated before the expiry for the bid; • If the bidder fails to comply with any of the provisions of the terms and conditions of the bid specification; • If the selected bidder fails to execute agreement in prescribed format within the prescribed time. Refund of EMD • EMD shall be refunded to the selected bidder, only after signing of the contract • Earnest money will be returned to unsuccessful bidders without interest within 120 days after award of contract or setting aside the tender, as the case may be. 7. Submission of Bid The bidder shall use the following format to submit the response: • The documents of the Technical Bid shall be placed in sealed envelope clearly marking "Technical Bid for Design, Development and Implementation of Website for TVA integrated with Content Management System in compliance with GIGW”. • The financial Bid shall be placed in separate sealed envelope clearly marking it as "Financial Bid for Design, Development and Implementation of Website for TVA integrated with Content Management System in compliance with GIGW (Do not open with Technical Bid)”.
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