Rate Contract for conducting Training Programs/ Courses for various departments of GoR 2015 Department of Information Technology & Communications (DoIT&C), Government of Rajasthan (GoR) Draft RFP: Rate Contract for selection of Training Agency for conducting various Training Programs Page 1 of 82 Rate Contract for selection of Training Agency for conducting various Training Programs Table of Contents Contents ABBREVIATIONS & DEFINITIONS ................................................................................................................ 6 1. INVITATION FOR BID (IFB) & NOTICE INVITING BID (NIB) ................................................................ 9 2. PROJECT PROFILE & BACKGROUND INFORMATION.................................................................... 11 1) Project Profile 11 2) About the Department 12 3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA .................................................................................. 13 4. SCOPE OF WORK, DELIVERABLES & TIMELINES ........................................................................... 15 1) Preamble 15 2) SCOPE OF WORK (SoW): 15 3) Roles & Responsibilities of Stakeholders (Other than SI) 18 4) Project Deliverables, Milestones & Time Schedule 18 5. INSTRUCTION TO BIDDERS (ITB) ......................................................................................................... 20 1) Sale of Bidding/ Tender Documents 20 2) Pre-bid Meeting/ Clarifications 20 3) Changes in the Bidding Document 20 4) Period of Validity of Bids 21 5) Format and Signing of Bids 21 6) Cost & Language of Bidding 22 7) Alternative/ Multiple Bids 22 8) Bid Security 22 9) Deadline for the submission of Bids 23 10) Withdrawal, Substitution, and Modification of Bids 24 11) Opening of Bids 24 12) Selection Method: 24 13) Clarification of Bids 26 14) Evaluation & Tabulation of Technical Bids 26 15) Evaluation & Tabulation of Financial Bids 28 16) Correction of Arithmetic Errors in Financial Bids 28 17) Price/ purchase preference in evaluation 29 18) Negotiations 29 19) Exclusion of Bids/ Disqualification 29 20) Lack of competition 30 21) Acceptance of the successful Bid and award of contract 30 22) Information and publication of award 31 23) Procuring entity’s right to accept or reject any or all Bids 31 Page 2 of 82 Rate Contract for selection of Training Agency for conducting various Training Programs 24) Right to vary quantity 32 25) Performance Security 32 26) Execution of agreement 33 27) Confidentiality 33 28) Cancellation of procurement process 34 29) Code of Integrity for Bidders 34 30) Interference with Procurement Process 35 31) Appeals 35 32) Stay of procurement proceedings 37 33) Vexatious Appeals & Complaints 37 34) Offenses by Firms/ Companies 37 35) Debarment from Bidding 38 36) Monitoring of Contract 38 6. GENERAL TERMS AND CONDITIONS OF TENDER &CONTRACT ................................................. 40 Definitions 40 1) Contract Documents 40 2) Interpretation 41 3) Language 41 4) Service of Notice, Documents & Orders 41 5) Scope of Services 42 6) Delivery & Installation 42 7) Supplier’s/ Selected Bidder’s Responsibilities 42 8) Purchaser’s Responsibilities 42 9) Contract Price 42 10) Recoveries from Supplier/ Selected Bidder 43 11) Taxes & Duties 43 12) Copyright 43 13) Confidential Information 43 14) Specifications and Standards 44 15) Inspection 45 16) Delivery period & Extent of Quantity – Repeat Orders 45 17) Freight 45 18) Payments 45 19) Liquidated Damages (LD)/Penalties 45 20) Price Fall 45 21) Settlement of Disputes: 46 22) Limitation of Liability 46 23) Force Majeure 47 Page 3 of 82 Rate Contract for selection of Training Agency for conducting various Training Programs 24) Change Orders and Contract Amendments 47 25) Termination 48 7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT ................................................... 50 1) Payment Terms and Schedule 50 2) Service Level Standards/ Requirements/ Agreement 50 The following are the service levels and associated penalties 50 3) Change Requests/ Management 51 ANNEXURE-1: PRE-BID QUERIES FORMAT ................................................................................................ 53 ANNEXURE-2: BIDDER’S AUTHORIZATION CERTIFICATE ...................................................................... 54 ANNEXURE-3: SELF-DECLARATION ............................................................................................................. 55 ANNEXURE-4: CERTIFICATE OF CONFORMITY/ NO DEVIATION .......................................................... 56 ANNEXURE-5: FINANCIAL BID COVER LETTER &FORMAT ..................................................................... 57 ANNEXURE-6: DRAFT AGREEMENT FORMAT ............................................................................................ 61 ANNEXURE-8: CURRICULUM VITAE (CV) OF KEY PERSONNEL ON COMPANY LETTER HEAD............................... 64 ANNEXURE: A ......................................................................................................................................................... 65 ANNEXURE: B ......................................................................................................................................................... 66 ANNEXURE: C ......................................................................................................................................................... 69 ANNEXURE: D ......................................................................................................................................................... 71 ANNEXURE: E ......................................................................................................................................................... 72 ANNEXURE: F .......................................................................................................................................................... 80 ANNEXURE: G ......................................................................................................................................................... 81 Page 4 of 82 Rate Contract for selection of Training Agency for conducting various Training Programs Draft RFP: Rate Contract for selection of Training Agency for conducting various Training Programs Reference No. F9 (100)/DoIT/TRG/2015/I/ /2015 Dated: Mode of Bid Submission Online though eProcurement/ eTendering system at http://eproc.rajasthan.gov.in Procuring Authority Secretary & Commissioner, DoIT&C, Second Floor, IT Building, Yojana Bhawan Campus, Tilak Marg, C-Scheme, Jaipur (Rajasthan) Date & Time of Pre-bid meeting 7 April 2015 at 3:00 PM Last Date & Time of Submission of Bid 6 May 2015 at 3:00 PM Date & Time of Opening of Technical Bid 6 May 2015 at 3:30 PM Bidding Document Fee: INR One Thousand Only (INR 1000 only) Name of the Bidding Company/ Firm: Contact Person (Authorised Bid Signatory): Correspondence Address: Telephone & Fax Mobile No. Nos.: Website & E-Mail: Department of Information Technology &Communications (DoIT&C) 2ndFloor, IT Building, Yojana Bhawan Campus, Tilak Marg, C-Scheme, Jaipur (Rajasthan) Phone: 0141-2224855 Fax: 0141-2222011 Web: http://doitc.rajasthan.gov.in, Email: [email protected] Page 5 of 82 Rate Contract for selection of Training Agency for conducting various Training Programs ABBREVIATIONS & DEFINITIONS The Rajasthan Transparency in Public Procurement Act, 2012 (Act No. 21 of Act 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 A security provided to the procuring entity by a bidder for securing the fulfilment Bid Security 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 Documents issued by the procuring entity, including any amendments thereto, Bidding Document 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. Secretary & Commissioner, IT&C, Govt. of Rajasthan in this bidding document. A contract entered into between the procuring entity and a successful bidder Contract/ Procurement concerning the subject matter of procurement Contract Rate Contract shall remain valid for a period of One (1) year from the date of issue of letter of Rate Contract to the successful bidder(s) for various sub items . It shall be ensured that new rate contracts become operative right after the expiry Contract Period of the existing rate contracts without any gap. In case it is not possible to conclude the new rate contracts due to unavoidable reasons, the existing rate contracts may be extended on same price, terms and conditions for a period not exceeding 3 months. In such cases it shall be ensured that market prices have not fallen down during the period. Day A calendar day as per GoR/