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)”.
Page 9 of 38 • The above two envelopes shall be placed in third envelope, which shall also be appropriately sealed and marked as "Request for Proposal (RFP) for Design, Development and Implementation of Website for TVA integrated with Content Management System in compliance with GIGW”
Documents to be enclosed with the Technical and Financial Bid
The documents shall be as per the below mentioned checklist; a) Cover 1 (Technical Bid) should contain the following: i. Tender documents duly completed, signed & stamped on each page but without indicating the price. ii. Earnest Money Deposit as prescribed in the form of crossed Demand Draft/Banker’s Cheque in favour of "Tamil Virtual Academy" payable at Chennai iii. Supporting documents in respect of Eligibility Criteria. iv. Schedule and time line for delivery of the project. v. Performance statement of last 3 years. vi. Proof regarding past performance of the similar work/services & list of clients. vii. Pre-receipt challan for refund of earnest money. b) Cover 2 (Financial bids) should contain the following: i. Details of rates, taxes, excise duty. These details should be submitted on their letter pad. ii. Rates must be clearly written in figures as well as in words. iii. There should not be any cutting / overwriting.
Note: • In case, any bidder encloses the financial bid within technical bid, the same shall be rejected summarily. • Submission of Technical Bid and Financial Bid in any other format may result in invalidation of such bids. Bid once submitted cannot be modified. • Reproduced / re-word-processed formats or Bidder own formats for the price bids will disqualify the tender. However the Bidder can reproduce exactly the same format for clarity in filling due to shortage of space. • All information called for in the enclosed Annexure should be furnished against the respective columns in the forms. If information is furnished in a separate document, reference to the same should be given against respective columns in such cases.
Page 10 of 38 • If any particular query is not applicable, it should be stated as "Not Applicable”. • Not giving complete information called for in the tender forms or not giving it in clear terms or making any change in the prescribed Annexure or deliberately suppressing the information may result in the bidder being summarily disqualified. • If the envelopes are not sealed and marked as required, TVA will assume no responsibility for the Bid’s misplacement or premature opening.
8. Date and Address for Submission of Bids Last Date and Address for submission of Tender Document: Last date of submission of proposal is 11th February 2016 1500 Hrs. Proposals complete in all respect shall be addressed to -
The Director, Tamil Virtual Academy Gandhi Mandapam Road, Kottur, Chennai - 600 025.
Offers sent by post preferably should be sent by Registered Post/Speed Post. In addition to the above, the inner envelopes shall indicate the name and address of the Bidder to enable the bid to be returned unopened in case it is declared "late".
9. Late Bids Any Bid received by TVA after the deadline for submission of Bids prescribed in this document, will be summarily rejected and returned unopened to the Bidder. TVA shall not be responsible for any postal delay or non-receipt / non-delivery of the documents. No further correspondence on this subject will be entertained.
10. Acceptance of offer TVA reserves the right to accept any bid under this tender in full or in part, or to reject any bid or all bids without assigning any reason. All responses including commercial and Technical proposals would be deemed to be irrevocable offers / proposals from the Bidders and if accepted by TVA, may form part of the final contract between TVA and Bidder.
11. Excuse from Claim The Bidder at no point of time can excuse themselves from any claims by TVA whatsoever for their deviations in conforming to the terms and conditions, payment schedules, timeframe for implementation etc. as mentioned in Tender document.
Page 11 of 38 12. Adherence to Schedule The Bidder has to adhere to the time schedule of activities mentioned in the Tender Document and no request to change the last date or extend period / time for submission shall be entertained by TVA. However, TVA reserves the right to extend the date/time for submission of the responses without assigning any reason by notifying in its website.
13. Presentation before Technical Committee The Bidders will be required to make presentation on technical and operational aspect including the demonstration of the prototype of proposed Website with two - three designs/layouts and technology assigned to the bidder.
14. Software Licenses The list of software licenses required for the proposed website shall be provided to TVA by the selected bidder. However, if the software is open source then stable version should be identified by the bidder.
15. Right to Termination/Cancellation Notwithstanding anything contained in this document, TVA, reserves the right to cancel/terminate the bid/proposal process without assigning any reason whatsoever, at any time, prior to signing the contract and TVA shall have no liability for above-mentioned actions.
16. Authentication of Bid The Bid document should be typewritten and there should not be any overwriting or cutting or interpolation. Signatures and official stamp of bidder’s authorized person should be recorded at the bottom on each page of the bid document. The Bid Document shall be signed by a person duly authorized to bind the organization to the Contract. The person signing the Bid Document shall sign and stamp at the bottom all pages of the Bid Document and each page of the bid document should be properly numbered and submitted as a package along with forwarding letter on bidder’s letter head. Any correction/ overwriting/ cutting/use of whitener etc. will lead to rejection of the Bid. All the Bidders have to abide by all the terms and conditions mentioned in this Tender document.
17. Opening of Technical Bids TVA will open technical bid as per schedule. The bidder may depute their representative for the event. The Bidder’s representatives who are present shall sign a register evidencing their attendance. Even if no representative of the bidder is available, the Bids would be opened as per schedule. In the event of the specified date of Bid opening/presentation being declared a holiday for TVA, the Bids shall be opened at the appointed time and location on the next working day.
18. Announcement of Bids
Page 12 of 38 The Bidder’s names, the presence or absence of requisite fees will be announced at the opening. No bid shall be rejected at the time of Technical Bid opening except for late bids.
19. Clarification of Bids To assist in the examination, evaluations and comparison of bids, TVA may, at its sole discretion, ask the Bidder for clarification on the Bid submitted. The request for clarification and the response shall be in writing by post or email or by facsimile. If the response to the clarification is not received before the expiry of deadline prescribed in the request, the Bid shall be rejected. No representation in this regard would be entertained after rejection of the Bid.
20. Completeness of Bids TVA will examine the Bids to determine whether they are complete, whether they meet all the conditions of the Tender Document and Technical Specifications, whether any computational errors have been made, whether the documents have been properly signed and whether the Bid Documents are substantially responsive to the requirements of the Tender Document. Information must be furnished in comprehensive manner against each column of Bid Document.
21. Rectification of Errors Bidders are advised to exercise greatest care in entering the pricing figures. No requests regarding correction of mistakes in the financial bids will be entertained after the bids are opened. If any interlineations, erasures, alterations, fluid-marking, additions or overwriting are found the bid shall be rejected summarily. Arithmetic errors in bids will be considered as follows:
(a) 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.
22. Rejection of Bid The Bids shall be submitted in the form of typed document in original.
Bids submitted by Telex, fax or email would not be entertained. Any condition put forth by the Bidder not conforming to the Tender Document requirements shall not be entertained at all and such Proposal shall be rejected.
Bid may be rejected at any stage of the evaluation if it is found that the company has provided misleading information or has been blacklisted by a central or any state government or has indulged in any malpractice/ unethical practice and has not honoured contractual obligation elsewhere.
Page 13 of 38 If the bidder deliberately gives incorrect or misleading information in their tender or wrongfully creates circumstances for the acceptance of the tender, TVA reserves the right to reject such a bid at any stage.
A bid that does not meet all pre-qualification criteria or is not responsive shall be rejected by TVA and will not subsequently be made responsive by correction or withdrawal of the nonconforming deviation or any reservation by the Bidder.
Even though bidder may satisfy the qualifying criteria, it is liable to disqualification if it has record of poor performance or not able to understand the scope of work etc.
23. Opening of Financial Bids Financial Bids will be opened and compared after the technical evaluation of RFP. The financial bids will be opened for the shortlisted technically qualified bidders only. The name of Bidder, bid prices, shall be announced by TVA during opening of financial Bid.
The date, time and venue of opening of financial bid of the technically shortlisted bidders will be intimated by displaying the same on the website of TVA www.tamilvu.org only.
24. Designated Contact person for any queries: Assistant Director (Web Admin) Tamil Virtual Academy Gandhi Mandapam Road, Kottur, Chennai - 600 025. Ph No.: 044-22209400, 22201012, 22301012. Email: [email protected]
Page 14 of 38 CHAPTER - 4
Instructions / Specifications / Requirements etc. of the Website:
1. Important Features required: Look and feel with aesthetics design, good colour combination, background and screens, structure and layout, easy navigation facility to upload documents and other information. Facility to add corrigendum / addendum / amendments to main tender document through appropriate links should be provided enabling the visitors to view the main and linked documents in an integrated manner.
i. The portal should have Tamil99 input/ keyboard facility in all the pages.
ii. Interactive presentation of content.
iii. Collecting information from visitors by enticing them to providing feedback or post comments.
iv. User friendly with easy to navigate features and easy to use functions.
v. Faster download of pages.
vi. User should be able to reach the required page within 2 to 3 clicks.
vii. The Sections like ‘what’s new’, ‘latest updates’, ‘Tender’, ‘Vacancy’ etc. must be dynamic.
viii. Provide for extensive Website analytics and statistics: covering traffic reports, visitor analysis, duration analysis, content wise analysis, top landing pages and top exit pages, other statistics and reports as may be required by TVA.
ix. Support for visually impaired and otherwise disabled or challenged users
x. User administration services as part of a comprehensive Content Management System which should be integrated into the Website design
xi. Support to create microsites / web portals within a main website using a subdomain / virtual directory
xii. To provide customizable automated templates
xiii. Scalability to incorporate ERP, File Tracking, MOODLE, etc.
xiv. Latest stable versions of software be used as on date of implementation
xv. Perform periodic updation of all software’s including their dependencies
Page 15 of 38 xvi. Each page should be provided with metatag.
xvii. The portal should be submitted to 5 search engines.
xviii. Proper internet security should be provided.
2. Other user group wise functionalities required:
I. Super Administrator:
i. User Management: The super user should be able to create users, centers, students, Faculty and define permission to update the content in the new website
ii. Content Management: The super admin should be able to manage the overall content of the main website and also should have the option to edit/ delete content updated by any user.
iii. Database Management: Ability to create new database and user interface to display dynamic content from the database.
iv. Menu Management: The super admin should be able to add, move delete, and modify menus on the site.
II. Data Entry: An interface should be provided to super admin to enter following details i. Minutes, Returns & Information: All the minutes generated time to time should be updated. ii. Reports: The super administrator should be able to view data of any kind of TVA. iii. Faculty Profile: Tools reg. Faculty Profiles with regular updation support. iv. Online Admission Tools - Tools with facility of filling different admission forms with the provision of integrating service payment gateways. v. Online Recruitment Tools - Tools with facility of filling different recruitment forms with the provision of integrating service payment gateways. vi. Any other tools as and when required.
3. Scope of work: i. To design and develop the website as per GOI guidelines in Tamil and English with CMS ii. Comprehensive search facility of individual section of the website as well as entire website both in English and Tamil.
Page 16 of 38 iii. Graphical, Pictorial and audio video interfaces, wherever and whenever needed. iv. To prepare the administrative interface for content entry by TVA. v. To prepare the administrative section of the website for bilingual content. vii. Addition of content as per the requirement. viii. Extensive training should be provided to users at TVA. Additionally a separate training should be provided to Web Administrator. ix. To provide clearance of website from CERT-In empanelled agency or any Government of India Agency for security audit certificate / safe to host certificate.
x. Conversion of Tamil Virtual Academy syllabus into e-content with optimal use of animation and graphical interface.
4. Web Development Standards:
The Website should be developed with the latest technology, using up-to-date and well established development tools and software. The development approach should conform to the best practices in the Website development Generally it should ensure the following: i. Adherence to commonly accepted standards and practices, including W3C compliance. ii. Using latest website design technologies with acceptability on all current user technology platforms; browsers, operating systems, client systems.
5. Acceptance Testing:
Website developed will be tested by TVA or its appointed agent/representative with required technical and other capabilities to inspect, test and evaluate the Website and determine whether it satisfies the acceptance criteria as agreed upon in the work plan.
Vendor will rectify the deficiencies and other deviations from work plan identified by TVA immediately and not later than 10 days from the date of intimation by TVA. Reevaluation will be done by TVA or its representative and if deficiency is not rectified, TVA will be at liberty to invoke suitable penalty clauses and/or cancel the contract without further notice. Final payment release will be subject to TVA conveying acceptance after evaluation.
Page 17 of 38 6. Security: The vendor will provide for the following security features: i. Tools for control and monitoring Website security ii. Protection against defacement, hacking iii. Design should incorporate security features to protect the site from Session Hijacking, Sql injection, Cross scripting, Denial of Service etc.
7. Secure Hosting:
The vendor shall specify and recommend suitable systems to ensure complete security and performance of the Website. The proposal should include details as under: • Systems required • Software required including control and monitoring tools • Security of systems- databases, software; access controls The proposal should include details of security architecture proposed for the Website incorporating various systems required, control and monitoring tools, access control etc. The vendor should host the website in the Server maintained at TVA and any other Data Hosting agency specified by TVA.
8. Disaster Recovery and Business Continuity Plan: A detailed DRP/BCP for the Website services should be submitted as a part of the proposal.
9. Training: Vendor will provide training in the use / maintenance of the Website. All technical aspects of Website maintenance including requirements for hosting, registrations, submission to search engines and other link sites for a period of at least one week. Complete Website source code and other technical documents associated with the Website development, administration and use will be provided to the TVA team till satisfaction of the Academy. Vendor will provide necessary technical details including requirement of software, software tools and systems required for the proper upkeep and maintenance of the website. Vendor will provide technical support for the TVA team to become trained in the organization and administration of the TVA’s Website. The training will also be extended to TVA’s user department personnel associated or responsible for the content management of the website.
10. Deliverables: i. Hardware and Software requirements specifications required for the project ii. Work Plan Schedule iii. Source Code with Complete Documentation (including System & Operations Manuals), as decided by TVA.
Page 18 of 38 iv. Training vi. BC & DR Plan vii. Licenses wherever required and commitment letter for non-infringement of Trademarks and Copy rights. viii. Confidentiality and Non-Disclosure Agreement
11. Changes in Project Scope:
All changes required will be advised by way of a written proposal / through e-mail from the TVA specifying such changes. Only major changes requiring substantial development effort and allocation of resources will constitute change in scope of work.
All work accepted as amendment to the work plan originally agreed upon will be deemed to be covered under the contractual agreement already entered into.
12. Copyright / License Violations & Provision of Legal Copies: TVA will not be responsible against any liability for the use of Software with regard to copyright / license if any.
13. Confidentiality & Non-disclosure agreement:
The vendor undertakes to comply with all the confidentiality and non-disclosure conditions spelt out in the contract agreement, and confirms that this will be binding upon the company and all its employees, and associate partners if any who are or may be involved in the project at any stage.
14. Trademarks & Copyrights:
a) The deliverables and any other documentation materials or transfer of all related intellectual property rights or works commissioned by TVA and as such will be the sole property of the TVA and the TVA will be vested with all right, title and interest therein.
b) The copyright in respect of all works associated with the Website developed for the TVA will be vested with the TVA. All associated patents, copyrights and trade secret rights shall be the exclusive property of the TVA.
c) The vendor shall also assist the TVA in installation / commissioning the Website if there is a relocation of the Website during the currency of the contract.
Page 19 of 38 CHAPTER - 5
Bid evaluation criteria and selection procedure
The Bidding process below specifies the procedures that would regulate the overall bidding process. It contains standard provisions that have been prepared to Design, Prepare, Advertise/ Publish, Submit, Open, Evaluate, Compare bids and Award of Contract and are to be strictly adhered to by the bidder.
1. Guiding Principle for Evaluation of Bids
a) The tendering authority shall determine to its satisfaction whether the selected Bidder that has submitted the best and substantially responsive Bid is qualified to perform the Contract satisfactorily.
b) The determination shall be based upon an examination of the documentary evidence of the Bidder’s qualifications submitted by the Bidder and/or presentation by the Bidder.
c) An affirmative determination shall be a prerequisite for award of the Contract to the Bidder. A negative determination shall result in disqualification of the Bid, in which event the tendering authority shall proceed to the next best bid to make a similar determination of that Bidder’s capabilities to perform satisfactorily.
2. Clarifications of Bids
a) Any clarification submitted by a Bidder with regard to his Bid that is not in response to a request by the tendering authority shall not be considered.
b) 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 tendering authority in the evaluation of the Commercial/ Financial Bids.
3. Evaluation of Bids
a) The tendering authority shall evaluate each Bid that has been determined, up to the stage of the evaluation, to be substantially responsive.
b) To evaluate a Bid, the tendering authority shall use all the criteria and methodologies defined in this document.
c) To evaluate a Bid, the tendering authority shall consider the following:-
i. The bid price as quoted in accordance with bidding document.
Page 20 of 38 ii. Price adjustment for correction of arithmetic errors in accordance with bidding document.
4. Evaluation of Technical Bids
a) The Bidder should have had at least two (02) years of experience in website design & development. Certificates need to be attached.
b) The Bidder should have had experience in at least five similar completed projects of at least 1(One) Lakh and above contract value or annual turnover of Rs. Ten Lakhs related to Website development/e-content creation for preceding three years which shall be duly certified by CA / Auditors. Certificates need to be attached.
c) The Bidder should have satisfactorily designed, maintained & managed the Website & Hosting of such organizations for a minimum period of (one) 01 year. Certificates need to be attached.
d) Bidder should have Web 3.0 and Web 2.0 experience and should demonstrate at least one success story in each where these have been implemented and organizations have transformed and got benefited over last 3+ years. Certificates need to be attached
e) Bidder should have worked with one Government Agencies / Institutes handling similar work. Certificates need to be attached.
f) No consortiums are allowed.
g) The Bidder shall submit proofs of; company registration (under Indian Companies Act), partnership registration certificate, valid sales tax registration certificate and Permanent Account Number (PAN) issued by Income Tax Department along with tender document.
h) The Bidder should have the capability of handling multilingual projects and should attach proof / certificate from at least 2 reference able clients for whom multilingual websites were done, along with tender document.
i) Detailed Technical Proposal content shall be provided in the Format at ANNEXURE- I.
j) Certificates / Undertaking to the effect that the bidder had never been blacklisted by any of the Government Organization / Agencies.
Page 21 of 38 5. Evaluation of Commercial/Financial Bids
The Commercial bids of the technically qualified bidders will only be opened and evaluated.
1. The rate should not be provided as a percentage figure but in absolute Indian Rupees.
2. The rate quoted shall be reasonable and valid for the period of contract from the date of opening of technical bid. The period can be extended with mutual agreement.
3. To arrive at the final score of a bidder, the financial scores of the technically qualified bidders will be evaluated on the basis of Total Amount (Column (F)) in Financial Bid (Annexure-6).
All bids shall be ranked as L1,L2,L3..and work will be awarded to L1 (Lowest quote as per financial score).
Page 22 of 38 CHAPTER - 6
General Terms and Conditions
1. Income Tax, VAT/ Service Tax Registration and Clearance Certificate
No Bidder who does not hold a valid PAN from Income Tax department and who is not registered under the VAT/ Sales Tax and Service Tax Act prevalent in the State where his business is located shall tender. The VAT and Service Tax Registration Number should be quoted and a VAT and Service Tax clearance certificate from the Commercial Taxes Officer of the Circle concerned valid on the date of submission of tender shall be submitted without which the tender is liable to rejection.
2. Language
a) The Contract as well as all correspondence and documents relating to the Contract exchanged by the Supplier/ Bidder and the Purchaser, shall be written in English and/or Tamil languages only b) Supporting documents and printed literature that are part of the Contract may be in another language provided they are accompanied by an accurate and authenticated translation of the relevant passages in English language. Supporting material, which is not translated in English and/or Tamil, will not be considered for evaluation. c) For the purpose of evaluation and interpretation of the proposal, the English shall prevail. d) The Supplier/ Bidder shall bear all costs of translation to the governing language and all risks of the accuracy of such translation.
3. Notices
a) Any Notice given by one party to the other pursuant to the Contract shall be in writing to the address specified in the contract. The term "in writing” means communicated in written form with signatures. Faxes/e-mails shall be followed by written signed letter.
b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is later.
4. Terms of Payment
a) The currency or currencies in which payments shall be made to the Bidder under this Contract shall be Indian Rupees (INR) only and shall be paid only after successful completion, implementation, hosting and sign off of the UAT of the website.
Page 23 of 38 b) No advance payment shall be made including payments of handling charges/service charges etc. under any circumstances to the bidder. c) All remittance charges will be borne by the bidder. d) The successful bidder has to sign an agreement on non-judicial stamp paper which shall contain clauses related to liquidated damages on account of delays, errors, cost and time over-run etc. e) In case the bidder fails to execute the contract, TVA shall have liberty to get it done through any other agency with full cost recoverable from the bidder in addition to damages and penalty. f) Amount payable to the Service Provider as stated in the Contract shall remain non-negotiable and fixed during the tenure of the Contract. The prices quoted shall not be conditional /optional. g) All payments to the Bidder shall be made through RTGS only for which they are required to submit the following information: • Bank Account Number • IFSC Code. • Bank Details. h) Tax deduction at source: All Central/State Govt. /Local Body Levies as applicable from time to time shall be deducted at source from the payment to the Supplier/ Bidder as per the respective law in force at the time of execution of contract. TVA shall deduct at source taxes/duties under any other law/statute as may be applicable at the time of making payments. The supplier shall furnish to the purchaser registration No. under works tax and PAN (for TDS), as applicable i) For all services supplied, the Bidder shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed/incurred until delivery of the contracted products or services. j) If any rates of Tax are increased or decreased, a new Tax is introduced, an existing Tax is abolished, or any change in interpretation or application of any Tax occurs in the course of the performance of Contract, which was or will be assessed on the Bidder or its employees in connection with performance of the Contract, an adjustment as per the terms of this RFP shall be applicable and Contract Price shall be made to take into account any such change in such manner as prescribed herein the RFP.
Page 24 of 38 5. Rates/ Prices
The rates quoted shall remain firm during the period of contract.
6. Standard of performance a) The Bidder shall provide the services and carry out its other obligations under the agreement with due diligence, efficiency, economy, confidentiality, promptness and techniques. b) The Bidder shall adhere to professional, engineering and consulting standards recognized by international professional bodies while observing sound management, technical and engineering practices. c) It shall apply appropriate advanced technology and safe and effective methods during execution of this Project and shall always act in respect of any matter relating to this agreement, as faithful advisors to TVA. d) The Bidder shall always support and safeguard the legitimate interests of TVA, in any dealings with the third party. e) The Bidder shall abide by the provisions of the legislation(s), related to the Information Technology, prevalent in India. f) The Hardware, Software and other services provided under this contract shall conform to the standards laid down in the Scope of Work and Technical Specifications and Requirements. The security of the system should be foolproof and shall be treated "not foolproof”, where unauthorized persons being able to access/infiltrate in to the system. The system may be the software or a process adopted by vendor. g) The vender shall be liable to TVA for financial losses by way of some of system and process failure.
7. Copyright
The copyright in all documents and other materials containing data and information furnished to TVA by the Bidder herein shall remain vested in the Bidder, or, if they are furnished to TVA directly or through the Bidder by any third party, including suppliers of materials, the copyright in such materials shall remain vested in such third party.
8. Intellectual Property Rights
No software or services covered by the contract shall be developed, sold, disposed or done by the Bidder in violation of any right whatsoever of third party, and in particular, but without prejudice to the generality of the foregoing of any patent right, trademark or similar right, or of any charge, mortgage or lien.
Page 25 of 38 The Bidder shall warrant that there is no infringement of any patent or intellectual proprietary rights caused by the supply of IT Infrastructure and Software and the documents, which are subject matter of this project.
9. Penalty Clause / Liquidated Damage
If any of the stages specified, either not completed or not completed satisfactorily as per the approved time schedule, forming part of the contract agreement due to reasons solely and entirely attributable to the contractor and not in any way attributable to the delay on the part of TVA, a penalty @ 0.25% of the bid value, per day (subjected to maximum 10%) may be imposed.
If the delay exceeds for the penalty of more than the maximum penalty of 10%, then the contract shall be terminated with immediate effect and no clarification/justification will be entertained by TVA in this regard. Further, if the delay adversely affects the hosting of website, the security deposit will be forfeited and other legal action would be initiated as per terms and conditions of contract. TVA may rescind this part of the contract and shall be free to get it done from any other agency at the risk and cost of the contractor.
10. Consortium
No consortium will be entertained by TVA. The bidder shall hold the full responsibility of the contract. Any consortium formed by the bidder at his end which was formed either to gain entry into the agreement with TVA or during the project for the execution of the agreement will be at the sole risk and responsibility of the bidder and would lead to rejection of tender or termination of contract with penalty.
11. Subcontracts
The Bidder shall not subcontract the awarded contract or part thereof.
12. Arbitration Clause:-
Except as otherwise provided elsewhere in the contract, if any dispute, difference, question or disagreement arises between the parties hereto or their respective representatives or assignees, at any time in connection with interpretation of the contract or breach thereof, the same shall be decided by Sole Arbitrator to be appointed by The Director, TVA. The fees of the Arbitrator and expenses incidental to the arbitration proceedings shall be borne equally by the parties.
The laws of India shall govern this project. Any suit, action or proceeding shall be confined to the exclusive jurisdiction of Courts at Chennai (India).
Page 26 of 38 13. Reservation of Rights TVA reserves the right to: a) Extend the Closing Date for submission of the Proposals b) Amend the proposal requirements at any time prior to the Closing Date, provided that the amendment is displayed on the TVA Website http://www.tamilvu.org. c) Seek information from the bidders on any issue at any time. d) Allow a Bidder to change its Technical proposal if the same opportunity is given to all Bidders. f) To accept any bid not necessarily the lowest, reject any bid without assigning any reasons and accept bid for all or anyone options for which bid has been invited or distribute options to more than one bidder. g) Terminate or abandon this procedure or the entire project whether before or after the receipt of proposals. h) Seek the advice of external consultants to assist TVA in the evaluation or review of proposals.
14. TERMINATIONS
1. TERMINATIONS FOR DEFAULT:
TVA may, without prejudice, to any other remedy for breach of contract and conditions specified herein, by written notice of default sent to the bidder, terminate the contract in whole or in part and forfeit the performance security if:
The bidder fails to deliver any or all of the obligations within the time period(s) specified in the contract, or any extension thereof granted by TVA.
The bidder fails to perform any other obligation(s) under the contract.
TVA may also terminate the contract without giving a reason thereof. Participating in this tender would mean to accept this and all clauses of the Tender document.
2. TERMINATIONS FOR INSOLVENCY:
TVA may at any time terminate the contract by giving written notice to the bidder without compensation to the bidder, if the bidder becomes bankrupt or otherwise insolvent, provided that such termination shall not prejudice or effect any right of action or remedy which has accrued thereafter to TVA.
Page 27 of 38 3. TERMINATIONS FOR CONVENIENCE:
TVA may by written notice sent to the bidder, terminate the contract, in whole or part at any time for its convenience. The notice of termination shall specify that termination is for TVA's convenience, the extent to which performance of work under the contract is terminated, and the date on which such termination becomes effective.
15. FORCE MAJEURE:
1. Notwithstanding the provisions of the tender, the bidder shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, if and to the extent that, its delay in performance are other failure to perform its obligations under the contract is the result of an event of Force Majeure.
2. For purposes of this Clause, "Force Majeure" means an event beyond the control of the bidder and not involving the bidder and not involving the bidder's fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of TVA either in its sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.
3. If a Force Majeure situation arises, the bidder shall promptly notify TVA in writing of such conditions and the cause thereof. Unless otherwise directed by TVA in writing, the bidder shall continue to perform its obligations under the contract as far as reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. TVA may terminate this contract, by giving a written notice of minimum 30 days to the bidder, if as a result of Force Majeure, the bidder being unable to perform a material portion of the services for a period of more than 60 days.
Page 28 of 38 Annexure - 1
PROFORMA For Technical Bid Design, Development and Implementation of Website for Tamil Virtual Academy integrated with Content Management System in compliance with GIGW
Payment Details DD No. DD Amount Bank Name / Branch
Details of the Bidder:
1. Name of Firm/Agency: 2. Registered address:
3. Telephone No. (Landline): 4. Fax No.: 5. Mobile No.: 6. Email Address: 7. Name & Address of Branch, if any: 8. Type of Organization: (Whether Proprietorship/ partnership/ Society/ Private Limited or Co-operative body etc, attach proof) 9. Name of Proprietor / Partners / Directors of the Organization:
Page 29 of 38 10. Technical Bid should indicate following information along with the supporting documents: Page Appendix S. Attached Documentary Proof of No. (If No. (Yes/No) attached) i. At least two (02) years of experience in website design & development. Certificates need to be attached. ii. Experience in at least three similar projects of at least 1 (one) plus Lakhs contract value or annual turnover of Rs.10 (ten) Lakhs related to Website development and e-content creation for every last three years, which shall be duly certified by CA/Auditors. Certificates need to be attached. iii. Maintaining & managing the Website & Hosting of such organizations for a minimum period of 01 (one) years. Certificates need to be attached. iv. Web 3.0 and Web 2.0 experience with at lest one success story in each case where these have been implemented and organizations have transformed and got benefited over last 3+ years. Certificates need to be attached. v. Capability of handling multi lingual projects with at least 2 referenceable clients for whom multilingual websites were done. Certificates from two clients need to be attached. vi Experience with atleast One Government Agencies / Institutes handling similar work. Certificates need to be attached. vii. Company Registration / Partnership Registration Certificate. Certificates need to be attached. viii. Sales Tax / Service Tax registration certificate. Certificates need to be attached. ix. Permanent Account Number (PAN) issued by Income Tax Department. x. Certificates / Undertaking to the effect that the bidder had never been blacklisted by any of the Government Organization / Agencies.
Name and signature of the authorized person of the film along with seal
Page 30 of 38 We agree to abide by all the conditions mentioned in this Tender Document issued by the Tendering Authority and also the further conditions of the said Tender Notice given in the attached sheets (all the pages of which have been signed by us in token of acceptance of the terms mentioned therein). We understand that TVA is not bound to accept the offer and that TVA has the right to reject the offer without assigning any reasons whatsoever.
Name of the Bidder:- Authorized Signatory:- Seal of the Organization:- Place: Date:
Page 31 of 38 Annexure - 2
Letter of undertaking
(ON THE LETTER HEAD OF THE BIDDER)
To
The Director Tamil Virtual Academy Gandhi Mandapam Road, Kottur, Chennai - 600 025.
Subject: Design, Development and Implementation of Website for TVA integrated with Content Management System in compliance with GIGW.
Sir,
This bears reference to TVA RFP No.______Dated______. We have critically examined the proposal and hereby, accept all the terms and conditions for submitting bid as mentioned in this RFP Document. We hereby certify that no terms and conditions have been stipulated by us in the Financial Bid.
We warrant that the service do not violate or infringe upon any patent, copyright, trade secret or other property right of any other person or other entity. We agree that we shall indemnify/protect TVA from any claim or demand, action or proceeding, directly or indirectly resulting from or arising out of any breach or alleged breach of any of the terms & conditions of bid document and contract.
Until a formal contract is prepared and executed, this proposal, together with your written acceptance thereof and your notification of award, 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.
Page 32 of 38 We understand that you are not bound to accept the lowest or any proposal you may receive.
The above document is executed on ____/____/2015 at (place)______and we accept that if anything out of the information provided by us is found wrong our tender/ work order shall be liable for rejection.
Thanking you,
Yours faithfully,
Name of the Bidder:- Authorized Signatory:- Seal of the Organization:- Place: Date:
Page 33 of 38 Annexure - 3
SELF-DECLARATION - NON BLACKLISTING
(On Non-Judicial Stamp Paper of ₹100/- duly attested by the Notary Public)
To
The Director Tamil Virtual Academy Gandhi Mandapam Road, Kottur, Chennai - 600 025.
Sir,
In response to the RFP No.______Dated______. for "Design, Development and Implementation of Website for TVA integrated with Content Management System in compliance with GIGW”, I/ We hereby declare that presently our Company/ firm ______is having unblemished record and is not declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular period of time by any State/ Central Government/ PSU/Autonomous Body.
We further declare that presently our Company/ firm ______is not blacklisted and not declared ineligible for reasons other than corrupt & fraudulent practices by any State/ Central Government/ PSU/ Autonomous Body on the date of Bid Submission.
If this declaration is found to be incorrect then without prejudice to any other action that may be taken, my/ our security may be forfeited in full and the tender if any to the extent accepted may be cancelled.
Thanking you,
Yours faithfully,
Name of the Bidder:- Authorized Signatory:- Seal of the Organization:- Place: Date:
Page 34 of 38 Annexure - 4
REPRESENTATIVE AUTHORIZATION LETTER
Date :______
Ref :______
To
The Director Tamil Virtual Academy Gandhi Mandapam Road, Kottur, Chennai - 600 025.
Dear Sir,
Ms. /Mr.______is hereby authorized to sign relevant documents on behalf of the agency for the RFPs for "Design, Development and Implementation of Website for TVA integrated with Content Management System in compliance with GIGW”. She/He is also authorized to attend meetings & submit technical & financial information as may be required by you in the course of processing above said tender.
Thanking you,
Authorized Signatory
Representative Signature
Company Seal
Page 35 of 38 ANNEXURE - 5
DETAILS OF SIMILAR WORKS EXECUTED
S. Name of Owner of Cost Date of Stipulated Actual Litigation / Name, Remarks No Work / sponsoring of commence- date of date of Arbitration Designation Project organization Work ment as completion completion pending and & (in per in Address / Location crores} contract progress telephone with number of details, if officer to any whom reference may be made 1 2 3 4 5 6 7 8 9 10
Name of the Bidder:- Authorized Signatory:- Seal of the Organization:- Place: Date:
Page 36 of 38 Annexure - 6
Financial Bid
Name of the Tenderer :
______
Address for Correspondence :
______
I/we hereby submit the consolidated financial proposal for "Design, Development and Implementation of Website for TVA integrated with Content Management System in compliance with GIGW” as per the Scope of work given in this tender document within the time specified and in accordance with the terms and conditions.
Excise duty / AMC cost CST / VAT etc., for next 3 years (The AMC period Total Sr. Amount Description will start Amount No (INR) Amount %age after the (INR) (INR) warranty period of One Year) (INR) (A) (B) (C) (D) (E) (F) = (C) +(D) +(E) 01 Design, Development, Implementation, training, GIGW Compliance, Security Audit, warranty etc of Website as per the detailed scope of work. 02. Conversion of Tamil Virtual Academy Syllabus into e-content with optimal use of animation and graphics
Page 37 of 38
a) e-content with duration of 5 minutes b) e-content with duration of 10-15 minutes c) e-content with duration of 30 minutes
Note: 1. The Tenderer is advised to quote rate in absolute Indian Rupees. 2. The rate quoted will be valid for period of contract from the date of opening of technical bid. The period can be extended with mutual agreement. 3. No condition will be entertained and conditional tender will be liable to be rejected 4. Tenderer is further required to submit a detailed item wise breakup as prescribed. 5. L1 will be identified on the basis of Total Amount (Column F) of the technically qualified bidders.TVA reserves the right to empanel more than one bidder for any of the items mentioned above.
Name of the Bidder:- Authorized Signatory:- Seal of the Organization:- Place: Date:
Page 38 of 38