Request for Proposal for Selection of System Integrator for Implementation of Command and Control Centre Components of Hubballi-Dharwad Volume I Instructions to Bidders RFP No. UDD/2017-18/IND45 HUBBALLI DHARWAD SMART CITY LIMITED RFP for Selection of LSI for Implementation of Command and Control Centre Components of Hubballi -Dharwad Important Dates S. Activity Deadline No. 1 Release of RFP 14.03.2018 2 Last date for seeking clarifications on RFP 06.04.2018 3 Pre-bid Meeting date 13.04.2018 4 Hosting clarifications/amendments to RFP 15.04.2018 if any 5 Last date for submission of Bids 28.04.2018 6 Date of opening of Technical bids 01.05.2018 7 Date of opening of Commercial bids To be notified later Volume I – Instructions to Bidders RFP for Selection of LSI for Implementation of Command and Control Centre Components of Hubballi -Dharwad Table of Contents 1.1 Background/Objective ............................................................................................................. 6 1.2 Need for Present Assignment & Brief Scope of Work ................................................... 6 1.3 RFP Format .................................................................................................................................. 7 1.4 Fact sheet ........................................................................................................................................ 8 1.5 Definitions/Acronyms.................................................................................................................... 9 2. Instruction to Bidders ............................................................................................................................ 9 2.1 General ............................................................................................................................................ 9 2.2 Eligible Bidders ............................................................................................................................. 10 2.3 Compliant Bids/Completeness of Response ............................................................................... 11 2.4 Information to the Bidders ........................................................................................................... 11 2.5 Bid Preparation costs ...................................................................................................................... 11 2.6 Pre-bid meeting &Clarification .................................................................................................... 11 2.6.1 Bidders Queries ............................................................................................................................. 11 2.6.2 Responses to Pre-Bid Queries and Issue of Corrigendum .......................................................... 11 2.7 Tender Processing Fee ..................................................................................................................... 12 2.8 Earnest Money Deposit(EMD) ..................................................................................................... 12 2.9 Bid Validity Period .......................................................................................................................... 12 2.10 Contents of Bid ................................................................................................................................ 12 2.11 Bid Formats ..................................................................................................................................... 13 2.11.1 Pre-Qualification Bid Format ....................................................................................................... 13 2.11.2 Technical Bid Format .................................................................................................................... 14 2.11.3 Commercial Bid Format................................................................................................................ 16 2.12 Language ......................................................................................................................................... 16 2.13 Authentication of Bids ................................................................................................................... 16 2.14 Amendment of Request for Proposal ............................................................................................ 16 2.15 Bid Price .......................................................................................................................................... 16 2.16 Deviations and Exclusions .............................................................................................................. 16 2.17 Total Responsibility ........................................................................................................................ 16 2.18 Late Bids ......................................................................................................................................... 17 2.19 Right to Terminate the Process ..................................................................................................... 17 2.20 Non-Conforming bids ..................................................................................................................... 17 2.21 Acceptance/Rej ection of Bids ............................................................................................................. 17 2.22 Confidentiality ............................................................................................................................... 17 2.23 Disqualification ............................................................................................................................... 17 2.24 Key Personnel ................................................................................................................................. 18 RFP for Selection of LSI for Implementation of Command and Control Centre Components of Hubballi -Dharwad 2.24.1 Initial Composition; Full Time Obligation; Continuity of Personnel ........................................ 18 2.24.2 Evaluations .................................................................................................................................... 18 2.24.3 Replacement .................................................................................................................................. 18 2.24.4 High Attrition ................................................................................................................................ 19 2.25 Fraud and Corrupt Practices ........................................................................................................... 19 2.26 Conflict of Interest ......................................................................................................................... 20 2.27 Sub-Contracting .............................................................................................................................. 21 2.28 Eligible Goods and Services, and OEM Criteria: ............................................................................. 21 2.29 Right to vary quantity ..................................................................................................................... 21 2.30 Withdrawal, Substitution, and Modification of Bids ..................................................................... 22 2.31 Site Visit ......................................................................................................................................... 22 3. Selection Process for Bidder ................................................................................................................ 22 3.1 Opening of Bids .............................................................................................................................. 22 3.2 Preliminary Examination of Bids ................................................................................................... 23 3.3 Clarification on Bids ...................................................................................................................... 23 3.4 Evaluation Process ......................................................................................................................... 23 3.4.1 Stage 1: Pre-Qualification ............................................................................................................ 23 3.4.2 Stage 2: Technical Evaluation ..................................................................................................... 24 3.4.3 Stage 3: Commercial Evaluation ................................................................................................. 24 3.5 Pre-Qualification Criteria ............................................................................................................. 25 3.6 Technical Evaluation Framework ............................................................................................... 28 4. Award of Contract ................................................................................................................................ 36 4.1 Notification of Award ................................................................................................................... 36 4.2 Signing of Contract ....................................................................................................................... 36 4.3 Performance Bank Guarantee (PBG) .........................................................................................