Request for Proposal For - e TendersRequest for Proposal For Scanning, Digitization of Files/Documents and Data ... Bidder/ Agencies are advised to study this RFP document carefully

Request for Proposal For

Scanning, Digitization of Files/Documents and Data

Entry for City & Industrial Development Corporation Ltd.

(CIDCO)

Ref No.: C.A. No. 01/CIDCO/SM/2014-15

Date: 11th Aug, 2014

Amount: Rs. 5,250 (Including 5% VAT)

CIDCO Ltd. CIDCO Bhavan

CBD Belapur, Navi Mumbai - 400 614

Contact number: 02267918699

Fax: 02267918166

C I D C O L i m i t e d

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RFP for Scanning and Digitization of Files/Documents and Data Entry for CIDCO

Ref. No: C.A. No. 01/CIDCO/SM/2014-15

Contents

1 INVITATION FOR PROPOSAL ................................................................................................................. 5

1.1 Bidding Schedule................................................................................................................................ 6 1.2 Other Important Information Related to Bid ...................................................................................... 7

2 INSTRUCTIONS TO BIDDERS ................................................................................................................. 9

2.1 Introduction of CIDCO ........................................................................................................................ 9 2.2 Purpose ............................................................................................................................................... 9 2.3 Cost of RFP ...................................................................................................................................... 10 Consortium........................................................................................................................................ 10 2.4 Conditions ......................................................................................................................................... 10 2.5 Sub-contracting ................................................................................................................................ 11 2.6 Completeness of Response ............................................................................................................. 11 2.7 Proposal Preparation Costs ............................................................................................................. 12 2.8 Bidder Inquiries ................................................................................................................................. 12 2.9 Amendment of RFP Document ........................................................................................................ 12 2.10 Supplementary Information to the RFP ........................................................................................... 12 2.11 CIDCO’s right to terminate the process .......................................................................................... 12 2.12 Earnest Money Deposit (EMD) ........................................................................................................ 12 2.13 Authentication of Bid ........................................................................................................................ 13 2.14 Language of Bids.............................................................................................................................. 13 2.15 Patent Claim ..................................................................................................................................... 13 2.16 Application/Documents Prepared by the Service Provider to be the Property of the CIDCO ........................................................................................................................................................ 13 2.17 Instructions for Online submission .................................................................................................. 14 2.18 Procedure for Submission of Bids ................................................................................................... 15 2.19 Bid Submission Format .................................................................................................................... 15 2.20 Bid Submission Instructions ............................................................................................................. 15 2.21 Late Bids and Bid Validity Period .................................................................................................... 16 2.22 Modification and Withdrawal of Proposals ...................................................................................... 17 2.23 Non-conforming Proposals .............................................................................................................. 17 2.24 Acknowledgement of Understanding of Terms ............................................................................... 17 2.25 Bid Opening ...................................................................................................................................... 17 2.26 Evaluation Process ........................................................................................................................... 18

2.26.1 Pre-Qualification criteria ....................................................................................... 18 2.26.2 Evaluation of Pre-qualification Proposals.............................................................. 19 2.26.3 Evaluation of Technical Proposals........................................................................ 19 2.26.4 Technical Evaluation Methodology ....................................................................... 20 2.26.5 Technical Evaluation Criteria ................................................................................ 20 2.26.6 Commercial Bid Evaluation .................................................................................. 21 2.26.7 Negotiations......................................................................................................... 21

2.27 Award of Contract ............................................................................................................................. 21 2.28 Change of Consortium Partner ........................................................................................................ 23

3 SCOPE OF WORK ................................................................................................................................... 25

3.1 Part I - Scanning and Digitization .................................................................................................... 25 3.1.1 Location of Documents and .................................................................................. 25 3.1.2 Document Size .................................................................................................... 26 3.1.3 Approach & Methodology ..................................................................................... 26 3.1.4 Metadata Entry .................................................................................................... 31 3.1.5 Indexing ............................................................................................................... 31 3.1.6 Data Storage and Upload ..................................................................................... 31 3.1.7 Data Migration ..................................................................................................... 32 3.1.8 Reporting Requirements ...................................................................................... 32

3.2 Part II - Data Entry of legacy systems/files/documents and Development of Data Entry Application ................................................................................................................................................. 32 3.3 Project Planning and Management ................................................................................................. 34 3.4 ICT Infrastructure.............................................................................................................................. 34 3.5 Manpower ......................................................................................................................................... 35


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3.6 Other General Requirements ........................................................................................................... 35 4 GENERAL CONDITIONS OF CONTRACT............................................................................................. 37

4.1 Applicable Law.................................................................................................................................. 37 4.2 Officer In-charge ............................................................................................................................... 37 4.3 Project Timelines .............................................................................................................................. 37

4.3.1 Payment Terms ................................................................................................... 37 4.3.2 Payment Schedule ............................................................................................... 38

4.4 Taxes and Duties.............................................................................................................................. 38 4.5 Confidential Information ................................................................................................................... 38 4.6 Change in Laws and Regulations .................................................................................................... 38 4.7 Force Majeure................................................................................................................................... 39 4.8 Change Orders and Contract Amendments ................................................................................... 39 4.9 Settlement of Disputes ..................................................................................................................... 39 4.10 Extensions of Time ........................................................................................................................... 40 4.11 Termination ....................................................................................................................................... 40

4.11.1 Termination by CIDCO ......................................................................................... 40 4.11.2 Termination by Bidder .......................................................................................... 41

4.12 Payment upon Termination .............................................................................................................. 42 4.13 Assignment ....................................................................................................................................... 42 4.14 Service Level Agreement ................................................................................................................. 42

4.14.1 Penalty Terms for Quality of Scanning Service ..................................................... 42 4.14.2 Penalty Terms for Quality of Metadata entry service ............................................. 43 4.14.3 Penalty Terms for Quality of Data Entry ............................................................... 43 5 ANNEXURE - GUIDELINES FOR PRE-QUALIFICATION BID ............................................................. 45

5.1 Pre-Qualification Cover Letter ......................................................................................................... 45 5.2 Check-list for the documents to be included in the Pre-Qualification Envelope ........................... 46 5.3 Format to share Bidder’s and Bidding Firms Particulars (both - Lead Partner and Consortium Partner(s) in case of Consortium) ........................................................................................ 47 5.4 Format for Declaration by the bidder for not being Blacklisted / Debarred ................................... 48 5.5 Format for Statement of Deviation from the RFP Requirements ................................................... 49

6 ANNEXURE – GUIDELINES FOR TECHNICAL PROPOSAL ............................................................. 50

6.1 Technical Bid Cover Letter............................................................................................................... 50 6.2 Format to share Project Details ....................................................................................................... 52

6.2.1 Format for Scanning & Digitization / Data Entry Services ...................................... 52 6.3 Format for Acceptance Certificate ................................................................................................... 53

6.3.1 Acceptance Certificate from the Nodal officials for Scanning & Digitization ........... 53 6.3.2 Acceptance Certificate from the Nodal officials for Metadata Entry ....................... 54 6.3.3 Acceptance Certificate from the Nodal officials for Data Entry............................... 55

6.4 Project Implementation Methodology .............................................................................................. 56 6.5 Format of sending pre-bid queries .................................................................................................. 57

7 ANNEXURE – GUIDELINES FOR COMMERCIAL PROPOSAL ......................................................... 58

7.1 Commercial Proposal Cover Letter ................................................................................................. 58 7.2 Commercial Proposal Format & Instructions .................................................................................. 59

8 ANNEXURE – PERFORMANCE BANK GUARANTEE......................................................................... 60

9 ANNEXURE - BANK GUARANTEE FOR EARNEST MONEY DEPOSIT............................................ 63

ANNEXURE ............................................................................................................................................... 64

10 CONSORTIUM DECLARATION .............................................................................................................. 64

11 ANNEXURE- POWER OF ATTORNEY .................................................................................................. 65


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Abbreviations

Terms Definitions

CIDCO City & Industrial Development Corporation Ltd.

DMS Document Management System

Document Files, All types of papers, Map, Book

EMD Earnest Money Deposit

GCC General Conditions of Contract

GOI Government of India

GOM Government of Maharashtra

MIS Management Information System

RFP Request for Proposal


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Invitation for Proposal


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1 Invitation for Proposal

1. CIDCO hereby invites Proposals from reputed, competent and professional firms /

organisations, who meet the minimum eligibility criteria as specified in this bidding

document for the “Scanning, Digitization of Files/Documents and Data Entry” as detailed in

the "Scope of Work" section 3 of this RFP document.

2. The complete bidding document shall be published on

https://cidco.maharashtra.etenders.in for the purpose of downloading. The downloaded

bidding document shall be considered valid for participation in the electronic bidding

process (e-Procurement/ e-Tendering) subject to the submission of required tender/ bidding

document fee in the form of Demand Draft and EMD through Bank Guarantee and in favor

of “CIDCO Ltd” payable at Mumbai/Navi Mumbai and must be submitted physically as per

date and venue mentioned in the section 1.1 of the RFP, failing which the bid will be

summarily rejected..

3. Bidder/ Agencies are advised to study this RFP document carefully before submitting their

proposals in response to the RFP Notice. Submission of a proposal in response to this

notice shall be deemed to have been done after careful study and examination of this

document with full understanding of its terms, conditions and implications.

https://cidco.maharashtra.etenders.in/


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1.1 Bidding Schedule

S. No. Item Description

1 Name of the Project Request for Proposal for Scanning, Digitization of Files/Documents and Data Entry

2 RFP Document Download Start / Expiry Date & Time

Start Date: 11/08/2014 at 2:00 pm Expiry Date: 04/09/2014 at 5:00 pm Please visit the below mentioned website https://cidco.maharashtra.etenders.in

6 Last date to send in requests for clarifications

The Bidders are requested to send their Pre-bid queries by email to [email protected] not later than 20/08/2014

7 Date, Time and place of pre- bid meeting

21/08/2014, 3:00 pm Conference Hall, 2nd Floor, CIDCO Bhavan, CBD Belapur, Navi Mumbai - 400 614

8 Release of response to clarifications would be available at

The official website: https://cidco.maharashtra.etenders.in

9 Last date (deadline) for submission of bids

4/09/2014, 5:00 pm

10 Date Time and Place of opening of pre-qualification proposals

5/09/2014 at 3.00 pm at the aforementioned address of Pre bid meeting

11 Date Time and Place of opening of Commercial Proposals

Will be intimated later to the technically qualified bidders

12 Physical submission of EMD and Demand Draft for Tender fee as mentioned in section 1.2 of the RFP document

4/09/2014, 5:00 pm Address: CIDCO, Data Center, First Floor, CIDCO Bhavan CBD Belapur, Navi Mumbai - 400 614 Contact number: 022-67918699 Fax: 022-67918166 Email id: [email protected]

13 Detail of the contact person Officer: Mr. Faiyaz Khan System Manager Contact number: 022-67918699 Fax: 022-67918166 [email protected]




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1.2 Other Important Information Related to Bid

S. No. Item Description

1.

Earnest Money Deposit (EMD) in the form of Bank Guarantee from a Nationalized/ Scheduled Bank in the name of CIDCO Ltd. as per ANNEXURE 9 of the RFP.

Rs.2 (Two) Lakhs

2. Bid Validity Period 180 days from the date of submission of Bid

3. Last date for signing contract As intimated in work order of CIDCO

4. RFP Document Fees Rs. 5,250/- (including 5% VAT)

5. Performance Bank Guarantee (PBG) 10% of the total contract value


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Instructions to Bidders


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2 Instructions to Bidders

2.1 Introduction of CIDCO

City and Industrial Development Corporation of Maharashtra Ltd. (CIDCO) is a premier New

Town Development Authority. CIDCO was specially set up by the Government of Maharashtra

as its fully owned company to plan and develop Navi Mumbai in a systematic manner.

CIDCO’s aim is to plan and create environment friendly, model urban settlements with full-

fledged physical and social infrastructure to meet residential, commercial and industrial need of

population at present and in the years to come.

CIDCO began the city development process with the emphasis on development of road

network, railway corridor, agriculture produce market, steel market, office complexes, mass

housing, schools and colleges, community centers, gardens, playgrounds etc. The benefits of

this development have been shared with the Project Affected Persons. The proposed Navi

Mumbai International Airport will further enhance the accessibility. The Navi Mumbai Special

Economic Zone (NMSEZ) being developed at Dronagiri in southern Navi Mumbai is expected to

tremendously boost the economic activity in this region.

Planned and built by CIDCO, Navi Mumbai has the distinction of being the only city of India that

has featured in the National Geographical Channel’s Super cities of the World Series (2007).

Navi Mumbai, which is considered as the counter magnet to Mumbai, spreads over 344sq.km.

This is being developed as a series of 14 self-contained nodes strung along an efficient Mass

Transport System.

A host of unique projects such as Integrated Seawoods railway station commercial complex,

the CIDCO Exhibition Centre at Vashi, Central Park at Kharghar, Golf course and Country club

at Kharghar and the like are expected to catapult Navi Mumbai on the World map.

CIDCO is a self-sustaining organization, which gets its revenues mainly from sale of plots, and

built-up units for different uses such as residential, commercial, industrial, etc.

CIDCO's expertise extends across all disciplines involved in urban development:

a) Urban Planning & Architecture

b) Transportation & Communication

c) Housing & Urban Infrastructure

d) Economics & Finance

e) Marketing & Town Services

Navi Mumbai strategically located on the proposed Mumbai Pune ‘Knowledge Corridor’ has

been receiving a lot of thrust with respect to Information Technology. CIDCO, currently, is in the

process of improving efficiency and effectiveness in day-to-day operations and services by

implementing state-of-the-art technologies and best practices. This initiative will cover the

aspects of urban planning, development and administration in alignment with existing

departmental processes and goals while ensuring a cohesive workflow between departments

and collaboration amongst various stakeholders within and outside the organization.

2.2 Purpose

1. CIDCO desires to convert its existing paper records into electronic form duly catalogued and

indexed in a manner and form which facilitates easy retrieval as and when required. For this

purpose, the CIDCO has proposed to scan and digitize these paper records with built in robust

query/search system for quick retrieval of documents.


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2. CIDCO seeks the services of a reputed agency, for Scanning, Digitization of Files/Documents

and Data Entry”. This document provides information to enable the bidders to understand the

broad requirements to submit their bids. The detailed scope of work is provided in Section 3 of

this RFP document.

3. In addition to Scanning and Digitization activities, CIDCO wants to conduct structured data

entry of various data sets across its departments.

2.3 Cost of RFP

1. RFP document will be made available to the Bidders in the public domain. RFP document will

not be issued manually from CIDCO office. The RFP document can be downloaded from the

CIDCO e-Tender Portal https://cidco.maharashtra.etenders.in.

2. Bidders shall submit, along with their bids, RFP Document Fee of Rs. 5,250 (including 5% VAT)

in the form of a Demand Draft issued by any Nationalized/Scheduled bank in favour of ‘CIDCO

Ltd.’ payable at Mumbai/Navi Mumbai, Maharashtra but as a separate instrument. For details

please refer to Bidding Schedule as given in Section 1.1 & 1.2 of the RFP.

2.4 Consortium Conditions The Bidders are allowed to form Consortium subject to the following conditions:

1. The number of Consortium members cannot exceed two, including the Lead Partner.

2. The Lead Partner should have the majority stake in the Project; stake being calculated from the detailed roles and responsibilities defined for the Consortium and as declared in the Proposal. The value for various services provided would be verified from the Commercial Proposal after opening of the Commercial Proposal.

3. Lead Partner should be responsible for executing at least 50% of the scope of work - The Lead Partner must carry out 50% of the scope of work of the project from the following two components:

a. Scanning and Digitization of files/documents and upload into Document Management System (DMS) provide by CIDCO

b. Data Entry of legacy systems/files/documents and Development of Data Entry Application

4. Only the Lead Partner will submit the Proposal and sign the Contract with CIDCO.

5. The sole responsibility of execution of the Contract would be that of the Lead Partner only.

6. No Consortium member can be a part of more than one Consortium. Only one Bid will be allowed from a Consortium. The Consortium partner is not allowed to bid individually.

7. The Consortium members will have joint and several liabilities.

8. In case of a Consortium Bid, the Lead Partner would need to submit the Consortium Declaration in the format provided in ANNEXURE 10 of the RFP. The Lead Partner would also need to submit the Agreement between the Consortium members for the Contract clearly indicating their scope of work and relationship. Such Agreement should be prepared on a stamp paper of requisite value and is required to be submitted along with the Pre-qualification Proposal. In the event that the Lead Partner does not submit the Agreement it will be considered as an individual bid.

9. All the signatories of the Consortium Agreement shall be authorised by a Power of Attorney signed by the respective Managing Director or Board resolution and authorization letters of Board of Directors of the Companies.



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10. Each Consortium member shall execute and submit along with the Pre-qualification Proposal, a registered power of attorney in the format provided in ANNEXURE 11, of the RFP in favour of the Lead Partner which shall inter-alia, authorize the Lead Partner to act for and on behalf of such member of the Consortium and do all acts as may be necessary to or for the performance under the contract.

11. The Consortium Agreement shall provide at least the following information in respect of the Consortium members that the Bidder will engage to provide any of the services required under this RFP.

a. Brief description of nature of products/services to be provided by Consortium member;

b. Head and Branch offices (if responsible for work under the contract) (provide mailing addresses, phone, fax and email);

c. Date, form and state of incorporation of Consortium member;

d. Company Principals (Name, title and business address); and,

e. Current or prior successful partnerships with proposed Consortium member including Client reference (Contact name, phone number, dates when services were performed).

12. The Consortium Agreement concluded by the Lead Partner and Consortium member(s) should

also be addressed to the CIDCO clearly stating that the Agreement is applicable to the contract executed out of this RFP and shall be binding on them for the Contract Period. Notwithstanding the Agreement, the responsibility of completion of job under the contract will be with the Lead Partner.

13. CIDCO reserves its right to subject the Consortium members and all their personnel who are to be deployed on this Project to security clearances as it deems necessary.

14. Change in members of the Consortium of the successful Bidder anytime during the Contract will be as per section 2.28 of the RFP.

15. The Lead Partner shall be solely liable to and responsible for all obligations towards the CIDCO for performance of works/services including that of its partners/associates under the contract.

2.5 Sub-contracting Only named sub-contracting will be permitted for the project limited to a maximum of 2 sub-

Bidders. The bidder will have to furnish all the details of the sub-contracting partner at the time

of the bid clearly defining the sub-contractor’s scope of work under the project. The Bidder

(Lead Partner in case of Consortium) shall be solely responsible for meeting the service level

and other requirements of the RFP. The Bidder (Lead Partner in case of Consortium) will give a

declaration of Sub-Contracting to CIDCO. In case of a Consortium, only the Lead Bidder can

name Sub Contractors, Consortium members cannot apportion any scope of work to Named

Sub Contractors.

2.6 Completeness of Response

1. Bidders are advised to study all instructions, forms, terms, requirements and other information

in the RFP documents carefully. Submission of bid shall be deemed to have been done after

careful study and examination of the RFP document with full understanding of its implications.

2. The response to this RFP should be full and complete in all respects. Failure to furnish all

information required by the RFP document or submission of a proposal not substantially

responsive to the RFP document in every respect will be at the Bidder's risk and may result in

rejection of its Proposal and forfeiture of the Bid EMD


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2.7 Proposal Preparation Costs

1. The bidder shall submit the bid at its cost and CIDCO shall not be held responsible for any cost

incurred by the bidder. Submission of a bid does not entitle the bidder to claim any cost and

rights over CIDCO and CIDCO shall be at liberty to cancel any or all bids without giving any

notice.

2. All materials submitted by the bidder shall be the absolute property of CIDCO and no copyright

/patent etc. shall be entertained by CIDCO.

2.8 Bidder Inquiries

Bidder shall send in their written queries as prescribed in the ANNEXURE 6.6 to the contact

address at which the bids are to be submitted. The response to the queries will be published on

https://cidco.maharashtra.etenders.in. No telephonic/ e-mails queries will be entertained.

This response of CIDCO shall become integral part of RFP document.

2.9 Amendment of RFP Document

1. All the amendments made in the document would be published on the CIDCO website and

shall be part of RFP.

2. The bidders are advised to visit the aforementioned website on regular basis to check for

necessary updates. The CIDCO also reserves the rights to amend the dates mentioned in this

RFP.

2.10 Supplementary Information to the RFP

If CIDCO deems it appropriate to revise any part of this RFP or to issue additional data to clarify

an interpretation of provisions of this RFP, it may issue supplements to this RFP. Any such

corrigendum shall be deemed to be incorporated by this reference into this RFP.

2.11 CIDCO’s right to terminate the process

CIDCO may terminate the RFP process at any time and without assigning any reason. CIDCO

reserves the right to amend/edit/add delete any clause of this Bid Document. This will be

informed to all and will become part of the bid /RFP and information for the same would be

published on the CIDCO website.

2.12 Earnest Money Deposit (EMD)

1. Bidders shall submit, along with their bids, EMD of Rs.2 Lakhs in the form of a Bank Guarantee

issued by any Nationalized/ Scheduled bank in favour of CIDCO Ltd. In case Bank Guarantee

is issued out of Mumbai/Navi Mumbai then endorsement should be done from local branch of

the bank.

2. The EMD shall be denominated in Indian Rupees only. No interest will be paid by CIDCO on

the EMD amount and EMD will be refunded to the all Bidders (including the successful Bidder)

without any accrued interest on it

3. The EMD shall be submitted as mentioned in the section 2.20 of the RFP document. Bids

submitted without adequate EMD shall be liable for rejection.

4. Unsuccessful bidder’s EMD will be returned to the unsuccessful bidder within 90 days from the

date of opening of the financial bid. The Bid Security, for the amount mentioned above, of the

successful Bidder would be returned upon submission of Performance Bank Guarantee for an

amount equal to 10% of Total Contract Value in the format provided in ANNEXURE 8 of the

RFP



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5. The EMD may be forfeited:

a) If a Bidder withdraws his bid or increases his quoted prices during the period of bid validity

or its extended period, if any.

b) In case of a successful Bidder, if the Bidder fails to sign the Contract in accordance with the

terms and conditions

c) If during the bid process, a bidder indulges in any such deliberate act as would jeopardise

or unnecessarily delay the process of bid evaluation and finalisation.

d) If, during the bid process, any information is found false/fraudulent/mala fide, then CIDCO

shall reject the bid and, if necessary, initiate action.

6. The decision of the CIDCO regarding forfeiture of the EMD shall be final and binding upon

bidders.

2.13 Authentication of Bid

1. Authorized person of the bidder who signs the bid shall obtain the authority letter from the

bidder, which shall be submitted with the Bid. All pages of the bid and its annexures, etc. shall

be singed and stamped by the person or persons signing the bid.

2. Registered/ Non-revocable Power of Attorney executed by the Bidder in favour of the Principal

Officer or the duly authorised representative, certifying him as an authorised signatory for the

purpose of this bid.

2.14 Language of Bids

This bid should be submitted in English language only. If any supporting documents submitted

are in any language other than English, then the translation of the same in English language is

to be duly attested by the bidder and summited with the bid, and English translation shall be

validated at CIDCO’s discretion.

2.15 Patent Claim

In the event of any claim asserted by a third party of infringement of copyright, patent,

trademark or industrial design rights arising from the use of the Goods or any part thereof, the

bidder shall expeditiously extinguish such claim. If the bidder fails to comply and CIDCO is

required to pay compensation to a third party resulting from such Infringement, the Bidder shall

be responsible for such compensation, including all expenses, court costs, lawyer fees etc.

CIDCO shall give notice to the successful bidder of any such claim and recover it from the

bidder if required.

2.16 Application/Documents Prepared by the Service Provider to be the

Property of the CIDCO

All plans, specifications, designs, reports, other documents and software including the source

code shall be absolute property of CIDCO. The Successful Vendor shall transfer to the CIDCO

all Intellectual Property Rights in the Software developed. The bidder shall relinquish to the

CIDCO source code of the developed software solution within Five (5) days from the date of

acceptance of the system. The source code supplied to the CIDCO shall at all times be a

complete, accurate, and up-to-date copy corresponding exactly to the current production

release of the software. The Service Provider shall not use anywhere, without taking

permission, in writing, from the CIDCO and the CIDCO reserves right to grant or deny any such

request.


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2.17 Instructions for Online submission

Proposals must be direct, concise, and complete and must be submitted online only. CIDCO

will evaluate the Bidder’s Proposal based on its clarity, relevance and the directness of its

response to the requirements of the Project as outlined in this RFP.

Bidders shall furnish the required information on their Technical and Commercial Proposals in

the enclosed formats only. In case of any deviations in the format Bid will be liable for rejection.

The following points need to be considered while submitting the bids:-

1. Bidders Tool Kit link (detailed Help documents, designed for bidders) has been provided on e-

Tendering website (https://maharashtra.etenders.in/mah/toolkitBidder.asp) in order to

guide them through different steps involved during e-Tendering such as online procedure for

tender document purchase, bid preparation, bid submission.

2. If any assistance is required regarding e-Tendering (registration / upload / download) please

contact e-Tendering Help Desk on number: 020 25315555 / 9167969614.

3. The tender document is uploaded / released on CIDCO e-tendering website

https://cidco.maharashtra.etenders.in. Tender document and supporting documents may be

downloaded from above mentioned link. Subsequently, bid has to be prepared and submitted

online ONLY on the eTender portal.

4. Both the Bids (Technical as well as Financial) shall have to be submitted online.

5. The date and time for online submission shall strictly apply in all cases. The tenderers should

ensure that their tender is prepared online before the expiry of the scheduled date and time and

then submitted online before the expiry of the scheduled date and time. No delay on account of

any cause will be entertained. Offers not submitted online will not be entertained.

6. In the event of the specified date for the submission of Bids being declared a holiday, the Bids

can be submitted online up to the appointed time on the next working day for which CIDCO will

make necessary provisions.

7. CIDCO may, at its own discretion, extend the date for submission of bids. In such a case all

rights and obligations of CIDCO and the Bidders shall be applicable to the extended time

frame.

8. The offers submitted as documents, by telex/telegram/fax/Email or any manner other than

specified in point ‘4’ of this section, will not be considered. No correspondence will be

entertained on this matter.

9. Printed terms and conditions of the bidders will not be considered as forming part of their bid.

10. The amendment will be notified on tendering website http://cidco.maharashtra.etenders.in.

The amendment should be taken into consideration by the Bidders while preparing their bids.

https://maharashtra.etenders.in/mah/toolkitBidder.asp


http://cidco.maharashtra.etenders.in/


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2.18 Procedure for Submission of Bids

1. To view- Tender Notice, Detailed Time Schedule, Tender Document for this Tender and

subsequently download the Tender Document and its supporting documents, kindly visit

following e-Tendering website: http://cidco.maharashtra.etenders.in

2. The Bidders participating first time for e-Tenders on GoM e-tendering portal will have to

complete the Online Registration Process for the e-Tendering portal.

3. All Bidders interested in participating in the on-line e-Tendering process are required to obtain

Class II or Class III Digital Certificates. The tender should be prepared & submitted online using

individual’s digital signature certificate.

4. The interested contractors / bidders will have to make online payment (using credit card/debit

card/net banking/Cash Card) of Rs. 1038/- (inclusive of all taxes) per bid per tender to online

service provider of e-Tendering system at the time of entering online Bid Submission stage of

the tender schedule.

2.19 Bid Submission Format

1. The entire proposal shall be submitted strictly as per the format specified in this Request for

Proposal.

2. Bids not confirming to the eligibility criteria listed in this RFP will be summarily rejected.

3. Submission of forged documents will also result in summary rejection of the bid.

4. Bids with deviation from any of prescribed formats are liable for rejection.

2.20 Bid Submission Instructions 1. Complete bidding process will be online (e-Tendering) in two envelope system. Submission of

bids shall be in accordance to the instructions given in the Table below:

Particulars Instructions

Envelope A: RFP Document Fees and EMD

Scanned copy of RFP Document Fees and EMD should be submitted online. Bidder will ensure to send the original RFP Document Fees and EMD by Courier / Hand at the address: Mr. Faiyaz Khan System Manager CIDCO, Data Center, First Floor, CIDCO Bhavan CBD Belapur, Navi Mumbai - 400 614

Submission to be done as per schedule specified in Section 1.1 of the RFP.

Proof of Submission of RFP Document Fees and Proof of Submission of EMD should be submitted as part of the Pre-qualification Proposal

Envelope A: Pre-qualification Proposal

The Pre-qualification Proposal shall be prepared in accordance with the requirements specified in Section 2.26.1 and ANNEXURE 5 of the RFP . Each page of the Pre-qualification Proposal should be signed and stamped by the Authorized Signatory of the Bidder. Pre-qualification Proposal should be submitted through online bid submission process only

http://cidco.maharashtra.etenders.in/


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Particulars Instructions

Envelope A: Technical Proposal

The Technical Proposal shall be prepared in accordance with the requirements specified in this RFP and the formats are prescribed in in ANNEXURE – 6 of this RFP Each page of the Technical Proposal should be signed and stamped by the Authorized Signatory of the Bidder. Technical Proposal should be submitted through online bid submission process only.

Envelope B: Commercial Proposal

The Commercial Proposal shall be prepared in accordance with the requirements specified in this RFP and in the formats prescribed in ANNEXURE 7 of the RFP. Each page of the Commercial Proposal should be signed and stamped by the Authorized Signatory of the Bidder. Commercial Proposal should be submitted through online bid submission process only.

Note: The front page of the proposal document shall indicate the name and address of the Bidder.

2. The following points shall be kept in mind for submission of bids:

a. CIDCO will not accept delivery of Proposal in any manner other than that specified in this RFP.

Proposal delivered in any other manner shall be treated as defective, invalid and rejected

b. The Bidder is expected to price all the items and services sought in the RFP and proposed in

the Technical Proposal. The Bid should be comprehensive and inclusive of all the services to

be provided by the Bidder as per the scope of his work and must cover the entire Contract

Period.

c. The CIDCO may seek clarifications from the Bidder on the Technical Proposal. Any of the

clarifications by the Bidder on the Technical Proposal should not have any commercial

implications. The Commercial Proposal submitted by the Bidder should be inclusive of all the

items in the Technical Proposal and should incorporate all the clarifications provided by the

Bidder on the Technical Proposal during the evaluation of the technical offer.

d. Commercial Proposal shall not contain any technical information.

e. If any Bidder does not qualify the Pre-qualification criteria stated in Section 2.26.1 of this RFP,

the Technical and Commercial Proposals of the Bidder shall not be opened. Similarly, if the

Bidder does not meet the Technical evaluation criteria, the Commercial Proposal of the Bidder

shall be unopened in the e-Tendering system.

f. It is required that the all the Bids submitted in response to this RFP should be unconditional in

all respects, failing which CIDCO reserves the right to reject the Bid

g. Bids sent by telex/telegraphic/tale-fax post/ courier will be rejected.

2.21 Late Bids and Bid Validity Period

Bids received after the due date and the specified time (including the extended period if any) for

any reason whatsoever, shall not be entertained and shall not be opened in the e-Tendering

system. The validity of the bids submitted before deadline shall be till 180 days from the date of

submission of Bid.


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2.22 Modification and Withdrawal of Proposals

No Proposal may be withdrawn in the interval between the deadline for submission of

Proposals and the expiration of the validity period specified by the Bidder on the Proposal form.

Entire EMD may be forfeited if any of the Bidders withdraw their Bid during the validity period.

2.23 Non-conforming Proposals A Proposal may be construed as a non-conforming Proposal and ineligible for consideration:

a. If it does not comply with the requirements of this RFP

b. If the Proposal does not follow the format requested in this RFP or does not appear to address

the particular requirements of the CIDCO.

2.24 Acknowledgement of Understanding of Terms

By submitting a Proposal, each Bidder shall be deemed to acknowledge that he has carefully

read all sections of this RFP, including all forms, schedules, annexure, corrigendum and

addendums (if any) hereto, and has fully informed itself as to all existing conditions and

limitations.

2.25 Bid Opening

a. The Bid submitted without EMD, will be summarily rejected. Only those Bid for which EMD is

received will be eligible for opening.

b. Total transparency will be observed and ensured while opening the Proposals/Bids

c. CIDCO reserves the rights at all times to postpone or cancel a scheduled Bid opening.

d. Bid opening will be conducted in two sessions.

e. In the first session, Pre-qualification Proposals would be opened. The EMD of the Bidders will

be opened on the same day and time, on which the Pre-qualification Proposal is opened, and

bids not accompanied with the requisite EMD or whose EMD is not in order shall be rejected.

f. Technical Proposals of Bidders who pass the Pre-qualification criteria would be opened.

g. In the second session, Commercial Proposal of those Bidders whose Technical Proposals

qualify, would be opened. All Bids would be opened in the presence of Bidders’ representatives

who choose to attend the Bid opening sessions on the specified date, time and address

h. The Bidders’ representatives who are present shall sign a register evidencing their attendance.

In the event of the specified date of Bid opening being declared a holiday for CIDCO, the bids

shall be opened at the same time and location on the next working day. In addition to that, if

there representative of the Bidder remains absent, CIDCO will continue process and open the

bids of the all bidders

i. During Bid opening, preliminary scrutiny of the Bid documents will be made to determine

whether they are complete, whether required Bid Security has been furnished, whether the

Documents have been properly signed, and whether the bids are generally in order. Bids not

conforming to such preliminary requirements will be prima facie rejected. CIDCO has the right

to reject the bid after due diligence is done.


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2.26 Evaluation Process

a. The Bid Evaluation and Technical Committee constituted by the CIDCO shall evaluate the bids

b. The Bid Evaluation and Technical Committee will review the Pre-qualification Proposal of the

Bidders to determine whether the requirements as mentioned in Section 2.26.1 of the RFP are

met. Incomplete or partial Proposals are liable for disqualification. All those Bidders whose Pre-

qualification Proposal meets the requirements would be selected for opening of the Technical

Proposal.

c. The Bid Evaluation and Technical Committee shall review the Technical Proposal of the pre-

qualified Bidders to determine whether the Technical Proposals are substantially responsive.

Bids that are not substantially responsive shall be disqualified and the Bid Evaluation and

Technical Committee reserve the rights to seek clarification if required.

d. The Bid Evaluation and Technical Committee shall assign a Technical score to the Bidders

based on the Technical evaluation criteria detailed in the RFP. The Bidders with a technical

score above the threshold as specified in Section 2.26.5 of the RFP shall technically qualify for

the commercial evaluation stage.

e. The Commercial Proposals of the technically qualified Bidders will then be opened and

reviewed to determine whether the Commercial Proposals are complete and as per

requirements.

f. Evaluation and award of Contract will be done as per provisions of Maharashtra State

Government Rules.

g. Please note that the Bid Evaluation and Technical Committee may seek inputs from their

professional, external experts in the Bid evaluation process

2.26.1 Pre-Qualification criteria S. No. Eligibility Criteria Document to be submitted

PQ1 The Bidder (All members in case of Consortium) should be registered under the Companies Act, 1956, should have registered offices in India and should be in existence in India for at least the last 3 years as on date of submission of the bid.

Copy of Certificate of Incorporation signed by Authorized Signatory of the Bidder

PQ2 The Bidder (or Consortium Partner providing Scanning & Digitization or Data Entry component of the Scope of Work) should have successfully completed at least 3 Scanning / Digitization / Data Entry projects in in past Five years in India with the project cost not less than Rs. 50 Lakhs. The project should be completed as on date of submission of RFP response

Copy of Work Order & Customer satisfaction certificate should be attached.


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PQ3 The Bidder (Lead Partner in case of Consortium) should have minimum annual turnover of Rs. 5 Cr for the last 3 financial years (FY 2013-14, 2012-13, 2011-12) In case of Consortium, the Consortium partner should also have minimum annual turnover of at least Rs. 1 Cr for the last 3 financial years (FY 2013-14, 2012-13, 2011-12)

Audited Balance sheet and Profit & Loss account statement of the Bidder

PQ4 The Bidder (All partners in case of Consortium) should have positive net worth for each of the last 3 financial years (FY 2013-14, 2012-13, 2011-12)

Certificate duly signed by Statutory Auditor of the Bidder confirming the net-worth and profit after Tax for each of the specified years.

PQ5 The Bidder (All partners in case of Consortium) should not be banned from participating in any of the Tenders by Government of Maharashtra/ Any State Government/ Government of India as on date of submission of the Bid. Also, the bidder shall not be under a Declaration of ineligibility for corrupt or fraudulent practices with any of the Government or Public sector units.

A self-certified letter signed by the Authorized Signatory of the Bidder.

PQ6

The Bidder (or Consortium Partner providing Data Entry component of the Scope of Work) should have min 25 Full Time Data Entry Operators with necessary skillset as per the requirement of the data entry services on bidder’s own payroll.

Certificate from the current authorized signatory of the company

PQ7 Consortium Agreement and Declaration (in case of Consortium)

Bidder shall furnish the Agreement signed between the Lead Partner and the Consortium Partner.

2.26.2 Evaluation of Pre-qualification Proposals

1. Bidders, whose EMD and RFP Document Fees are found in order, shall be considered for pre-

qualification criteria evaluation.

2. Bidder shall be evaluated as per prequalification criteria mentioned at 2.26.1. The bidders who

fulfil all the prequalification criteria will qualify for further Technical Evaluation.

2.26.3 Evaluation of Technical Proposals

The evaluation of the Technical Proposals will be carried out in the following manner:

a. The Bidders are required to submit all required documentation in support of the evaluation

criteria specified (e.g. detailed Project citations and completion certificates, client contact

information for verification, and all others) as required for technical evaluation.

b. Proposal Presentations: The Bid Evaluation and Technical Committee will invite each qualified

Bidder to make a presentation to the CIDCO as per their discretion.


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c. At any time during the Bid evaluation process, the Committee may seek oral / written

clarifications from the Bidders. The Committee may seek inputs from their professional and

technical experts in the evaluation process.

d. CIDCO reserves the right to do a reference check of the past experience stated by the Bidder.

Any feedback received during the reference check shall be taken into account during the

Technical evaluation process.

2.26.4 Technical Evaluation Methodology a. Each Technical Proposal will be assigned a technical score out of a maximum of 100 points.

(Refer Section 2.26.5).

b. In order to qualify for the opening of Commercial proposal, the Bidder must get a minimum

overall technical score of 70 (Seventy).

c. The Commercial Proposals of Bidders who do not qualify technically shall be kept unopened in

the e-Tendering system.

d. System Manager shall indicate to all the Bidders about the results of the technical evaluation

through a written communication.

e. CIDCO reserves the right to accept or reject any or all bids without giving any reasons thereof.

f. CIDCO will inform to the technically shortlisted Bidders about the date and venue of the

opening of the Commercial Proposals through a written communication.

2.26.5 Technical Evaluation Criteria

Sr. No.

Evaluation Criteria Points

TQ1 Relevant Experience 30

TQ1.1 The Bidder (or Consortium Partner providing Scanning & Digitization or

Data Entry component of the Scope of Work) should have executed 3 or

more projects that involves Scanning / Digitization / Data Entry of

files/documents for in last 5 years. The project cost not less than Rs. 50

Lakhs.

30

Greater than 10 30

>5 – 10 20

>=3 – 5 15

TQ2 Company Profile 50

TQ2.1 The Bidder (Lead Partner in case of Consortium) should be registered

under the Companies Act, 1956, should have registered offices in India

and should be in existence in India for at least the last 3 years as on date

of submission of the bid.

15

More than 15 years 15

>10 - 15 years 10

>=3 – 10 years 7

TQ2.2 The Bidder (Lead Partner in case of Consortium) should have turn-over of

minimum Rs. 5 Cr for the last 3 financial years

15

More than 20 Cr 15

>10 Cr – 20 Cr 10


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Sr. No.

Evaluation Criteria Points

>=5 Cr - 10 Cr 7

TQ2.3 The Bidder (or Consortium Partner providing Data Entry component of the

Scope of Work) must have a minimum strength of 25 Full Time Data Entry

Operators with necessary skillset as per the requirement of the data entry

services on bidder’s own payroll.

20

More than 100 20

>50 – 100 15

>=25 – 50 10

TQ3 Technical Presentation 20

TQ3.1 Understanding of Scope of Work 3

TQ3.2 Approach, Methodology & Project Plan- Scanning & Data Entry 5

TQ3.3 Quality Check Plan - Scanning & Data Entry 4

TQ3.4 Team Leader (Supervision and QA) Profile 3

TQ3.5 Operational and Reporting approach 2

TQ3.6 Adherence to SLA, Monitoring & Review Framework 3

Total 100

2.26.6 Commercial Bid Evaluation

1. The Commercial Bid of only the technically qualified Bidders will be opened for evaluation.

2. Of all the Commercial Bids opened, the Bidder whose commercial bid is lowest (hereby referred

to as L1 Bidder) will be considered eligible for negotiations and award of contract after the

negotiations.

3. If there is a discrepancy between words and figures, the amount in words shall prevail. For any

other calculation/ summation error etc. the bid may be rejected.

2.26.7 Negotiations

1. CIDCO reserves the right to carry out negotiations with the L1 Bidder on the Technical and

Commercial Proposal. CIDCO may further discuss the details of the approach and methodology

to be adopted by the Bidder on the Project over and above the minimum requirements of the

RFP keeping in mind the interest of the Project.

2. The Technical Proposal, any clarifications provided, presentations, etc. made by the ‘ L1

Bidder’ during the Bid evaluation phase will form part of the Contract signed with the Bidder

2.27 Award of Contract

1. CIDCO’s Right to Accept any Bid and to Reject any or All Bids

CIDCO reserves the right to accept or reject any Bid, and to annul the bidding process and

reject any or all Bids at any time prior to award of Contract, without thereby incurring any

liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or

Bidders of the grounds for CIDCO’s action.

2. Letter of Acceptance

Prior to the expiration of the period of bid validity, CIDCO will notify the successful bidder in

writing or by fax or email, to be confirmed in writing by letter, that its bid has been accepted.

The Letter of Acceptance will constitute the formation of the contract. Upon the successful


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Bidder’s furnishing of Performance Security, CIDCO will promptly notify each unsuccessful

Bidder.

3. Signing of Contract

CIDCO shall notify the successful bidder that its bid has been accepted. The successful bidder

shall enter into contract agreement with CIDCO within the time frame mentioned in the Letter of

acceptance to be issued to the successful bidder by CIDCO.

4. Performance Bank Guarantee

a. The successful bidder shall at his own expense deposit with CIDCO within fifteen (15) Working

days of the date of letter of acceptance or prior to signing of the contract whichever is earlier,

an unconditional and irrevocable Performance Bank Guarantee (PBG) from a Nationalized or

Scheduled Bank, payable on demand, for the due performance and fulfilment of the contract by

the bidder.

b. The performance guarantee shall be denominated in the currency of the contract and shall be

in the form of bank guarantee.

c. This performance bank guarantee will be for an amount equivalent to 10% of contract value. All

charges whatsoever such as premium; commission etc. with respect to the Performance Bank

Guarantee shall be borne by the bidder.

d. The performance Bank Guarantee shall be valid until the end of six months after the completion

of the contract with successful bidder. Subject to the terms and condition in the Performance

Bank Guarantee, six months after the contract completion, the performance Bank Guarantee

will lapse automatically.

e. The Performance Bank Guarantee may be discharged/ returned by CIDCO upon being

satisfied that there has been due performance of the obligations of the Bidder under the

contract. However, no interest shall be payable on the Performance Bank Guarantee. The

Format for Performance Bank Guarantee is provided in ANNEXURE 8.

f. In the event of the Bidder being unable to service the contract for whatever reason CIDCO

would invoke the PBG. Notwithstanding and without prejudice to any rights whatsoever of

CIDCO under the contract in the matter, the proceeds of the PBG shall be payable to CIDCO

as compensation for any loss resulting from the bidder’s failure to complete its obligations

under the Contract. CIDCO shall notify the Bidder in writing of the exercise of its right to receive

such compensation within 14 days, indicating the contractual obligation(s) for which the Bidder

is in default.

g. CIDCO shall also be entitled to make recoveries from the bidder’s bills, performance bank

guarantee, or from any other amount due to him, the equivalent value of any payment made to

him due to inadvertence, error, collusion, misconstruction or misstatement.

5. Failure to agree with the Terms & Conditions of the RFP / Contract

Failure of the successful Bidder to agree with the Terms & Conditions of the RFP / Contract

shall constitute sufficient grounds for the annulment of the award, in which event CIDCO may

invite the next best bidder for negotiations or may call for fresh RFP.


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2.28 Change of Consortium Partner

1. Consortium member other than the Lead Partner may be changed only under extreme

circumstances such as non-performance of the Consortium member, insolvency or

bankruptcy of the Consortium member etc and that too only with the prior written approval

of the CIDCO and/or its nominated agencies.

2. Provided that in the event of any such approved change of Consortium members, the

entities (companies) replacing them shall have, to the reasonable satisfaction of the

CIDCO, the same or higher financial, technical and legal qualifications as the outgoing

entities. In the event the CIDCO does not grant approval for the change of the Consortium

member other than the Lead Partner or suitably qualified replacement entities (companies)

are not available/ found, the exit of the Consortium member (other than the Lead Partner)

shall constitute a breach of the contract.


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Scope of Work


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3 Scope of Work

1. The scope of work for this tender is divided in two parts as given below:

Part –I: Scanning and Digitization of files/documents and upload into Document Management System (DMS) provide by CIDCO

Part – II: Data Entry of legacy systems/files/documents and Development of Data

Entry Application

2. CIDCO reserves the right to amend/add/delete/ edit any of the following items of the scope

of work and the same shall be binding on the successful bidder.

3.1 Part I - Scanning and Digitization The objective of this project is to get the physical documents of CIDCO scanned,

organized, stored, indexed and made retrievable using systematic approach. CIDCO

intends to avail services pertaining to scanning, storing, indexing and metadata creation of

official, procedural, records, process and any other CIDCO owned documents. Bidder is

expected to establish document scanning / indexing facilities at CIDCO HQ and all Nodal

Offices. Space for scanning center would be provided by the CIDCO whereas other

infrastructure required to carry out scanning services would be arranged by the Bidder only.

The scanned and digitized data shall be deployed to the CIDCO server as and when it is

provided by CIDCO. The scanned and digitized data must be accessible through DMS

software provided by CIDCO which can be subsequently integrated into the SAP DMS and

must be compatible and interfaced with applications like e-Office, SAP, Record Room

management software, RFID and any other software application available in CIDCO. The

scanning center will be fully equipped with the required scanners, computers with basic

software etc, for un-interrupted execution of the project by the Bidder. However, space,

furniture (table, chairs, etc.) for setting up the infrastructure as well as the power

connections will be provided by CIDCO. After completing the contract period bidder will

vacate the place provided by CIDCO.

3.1.1 Location of Documents

Sr. No. Location

1 CIDCO Bhavan(Head Office), CBD Belapur

2 Belapur Railway station, CBD Belapur

2 Raigad Bhavan, CBD Belapur

4 Nerul Nodal Office

5 Vashi Nodal Office

6 Koparkhairane Nodal Office

7 Airoli Nodal Office

8 Kalamboli Nodal Office

9 New Panvel Nodal Office

10 Nagpur Office

11 Aurangabad Nodal Office


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Note:

1. The bidder shall start the scanning at all above 11 locations simultaneously. Detailed

timelines of aforementioned scanning activities to be submitted as a part of Approach and

Methodology by the Bidder.

2. The scanned data at the three locations of CBD Belapur are connected on LAN and

scanned data shall be uploaded on daily basis to the CIDCO server at CIDCO Bhavan.

3. For the remaining locations the scanned data should be transferred through portable drives

to the CIDCO servers on alternate days.

4. The bidder shall be responsible for the security of the scanned data present in the portable

drive while transferring it across CIDCO locations.

5. For secure transport and collection of files from different locations will be sole responsibility

of the successful bidder.

3.1.2 Document Size

The scanning documents provided by CIDCO shall be containing old and new documents.

The documents shall have following size of documents.

S No Document Size S. No.

Document Size

1 A0 5 A4 2 A1 6 Letter 3 A2 7 Legal 4 A3 8 Other Sizes

3.1.3 Approach & Methodology

3.1.3.1 Handing over Documents/Files for Scanning

1. The concerned CIDCO official shall provide the files to be scanned and digitized. The file

pages shall be serially numbered by the bidder separately on the top right hand side by

Pen for noting and corresponding side papers.

2. The bidder shall collect the documents from CIDCO official for scanning. The official will

make the entry in the log register while handing over the document. On due verification of

document handed over, the representative of the bidder will sign on the log file and accept

these files. As part of this verification, the bidder is advised to verify the document/file

quantity with CIDCO official and any discrepancy should be brought to the notice of CIDCO

official. Bidder should capture all the below mentioned details accurately in the

inward/outward register.:

a. Name of document collected

b. Number of pages in the document (A4/Legal, A3/A2, A1/A0, Letter/Others)

c. Collected from (CIDCO Official)

d. Collected by and signature (Successful bidder Representative)

e. Date of collection

f. Expected date of return

g. Returned to (CIDCO Official) – Name & Signature

h. Returned by (Bidder Representative)

i. Actual Date of Return


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j. Any other details will be decided with the successful bidder before start of project.

Bidder should ensure that number of pages in each document is accurately captured and is

then cross-checked with the number of pages scanned. The bidder should maintain order

of the documents without disturbing chronology of the documents and without mixing pages

between different documents. In case of unavailability of required documents or pages

missing or documents missing, it should be notified to the CIDCO. Continuous assistance

from the CIDCO will be given for availability of required records. Bidder should inform

CIDCO officials about illegible textual records. Bidder on receipt of such books should

prepare and repair all documents received. They should take special care of documents

that are very old and not in good physical condition. The Bidder is required to take

necessary precautions while handling all documents. Bidder should also do document

preparation and repair work at their end. Activities to be undertaken during this stage are:

i. Dusting the files to remove dirt and other possible noise causing particles

ii. Un-binding/defiling of only CIDCO approved documents (this should not lead to further

deterioration of the documents)

iii. Removal of stapler pins, clips, etc. of only CIDCO approved documents (this should not

lead to further deterioration of the documents)

iv. Repair the documents for scanning using cello-tape* or enclosing the documents in plastic

pouches (depending on the importance and condition of the documents).

Note:

*The bidder should note that cello-tape used should not lead to shining output. The cello-

tape should be placed such that the data underneath it is not lost and also images do not

have shine marks.

The Bidder will take guidance from the concerned CIDCO officials of the record room on

files which needs to be defiled or where stapler pins/clips should be removed, even though

it may be mentioned on the top sheet. The bidder will re-bind the documents after scanning

activity is over and submit it to the concerned CIDCO officials in acceptable manner.

3.1.3.2 Preparation for Scanning and Digitization

1. The bidder will generate the barcode from the system and will paste it on the file cover (on

both front and rear side). The barcode will be unique for each file. Necessary folders will be

created where the files will be stored post scanning.

2. The details of documents/files to be scanned will be entered into a CIDCO DMS system by

the bidder. Necessary folders will be created where the files will be stored post scanning.

3. Bidder will then pre-process the files. Pre-processing of document will include the

activities that are to be performed on the documents before they can be scanned. It

shall include (but is not restricted to)

a. Removal of tags, pins, threads, rubber bands etc.

b. Sorting of pages in the document in the correct order and fumigating it.

c. Special preparation of documents that may not be in a good physical condition and may not

be directly scanned. This may include pasting of torn pages, straightening of pages, un-

binding of files that cannot be scanned directly. Documents should be prepared such that

normal scanner can scan it.


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3.1.3.3 Scanning and Digitization

1. The documents/pages shall be scanned on a min. 200 DPI resolution, with digitized file size

not exceeding 75Kb for one side of the page. The bidder should provide the maximum

image quality with minimum storage capacity.

2. The scanned documents shall be converted into PDF/A (ISO 19005-1:2005) files. All the

pages of a single physical file should be scanned and bundled as a single digital file and

should be an exact replica of the physical file. This single digital file should be represented

in a PDF/A format.

3. Page size of the physical file can vary across departments and within file also.

4. The bidder shall perform the following Image Enhancement Activities:

a. The bidder should ensure that quality of scanned imaged are enhanced up to

the optimum level and required image enhancement activities like De-skew (to make

the images straight), contrast ratio setting etc. has been done on the documents.

b. The scanning should be done in colour

c. The bidder must be able to carry out cropping and cleaning of images like removing

black noises around the text, and providing the equal margins all around the text.

d. In case the documents are not legible, it will be the bidders responsibility to

scan the documents on high resolution i.e. 600 dpi or higher.

e. In case the content of the documents are not visible then document scanning

shall be done in Gray Scale. No extra payment shall be made for the same.

5. The generated PDF/A should be optimized for viewing over the internet i.e. pages should

be viewable as soon as they are downloaded without waiting for complete file to

be downloaded i.e. A multipage file is downloaded page-by-page and should be viewable

as soon as a page is downloaded rather than having to wait for the entire file to download.

6. No document shall be digitized more than once. The file numbering will be checked by

the bidder and if there is any discrepancy in numbering, it should be sorted out with

the CIDCO official before proceeding.

7. Bidder should ensure that blank pages are not scanned unless given page number by the

CIDCO officials.

8. Scanned image generated after adequate compression should be legible in both soft format

and printed copy taken on paper in 1:1 scale. If the scanned document is not legible then it

will be the bidder’s responsibility to scan the documents at higher resolution.

9. The digital file shall have two sections (A) Noting side (B) Correspondence side. Both (A) &

(B) will be bundled into a file. However separate addition to noting side and corresponding

side should be possible. As certain files will be live and will eventually be part of SAP

DMS/e-Office etc., it should be possible to add scanned document on noting side and

corresponding side subsequently.


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3.1.3.4 Storage of Digitized Documents

1. After the scanning, the digital files will be tagged and stored at the drive. The bidder shall

be responsibility to upload all the scan data to the Document Management System (DMS)

server provided by the CIDCO.

2. Following folder structure has to be followed while storing the digitized data in the storage

device.

a. Folder path should be [Cabinet\Desk Number\Authority\Year]

b. Cabinet [Division Name]

c. Desk Number [Actual Name]

d. Authority [Actual Designation, E.g.: GM (IT)]

e. Year [YYYY]

3. Nomenclature of the digitized file should be in accordance with the e-Governance and

CIDCO standards.

4. Version Control mechanism should be allowed. Version control has to be done in case of

addendum to the pre-existing digitized file. Bidder will have to make this facility available in

the scanning and indexing module.

5. The bidder is required to take back-up of incremental data at the end of the day. The

backup shall be taken on hard disk drive and stored in a secured storage for data retrieval

in case of emergency.

3.1.3.5 Handing over Documents/Files after Scanning

1. After scanning, the physical document would have to be pinned together/tagged in the

same form as it was given for scanning by the CIDCO official.

2. CIDCO shall provide the hard bound file covers for refiling of all the pages. The bidder shall

have to enter manually the file details on the cover of each file and place barcodes

a. on the front file cover

b. on the back file cover

c. on any internal noting page

3. Each page shall be serially arranged and shall be counted while giving the

documents back.

4. It would be the responsibility of the bidder to maintain and return the documents in their

original form to the CIDCO official. Any damage to the documents collected shall make the

bidder directly responsible for the same.

5. While returning the file to CIDCO official, the representative of bidder will show the file

accessibility of scanned file, contents of scanned copy against physical document,

and quality of scanned document to the CIDCO official who will sign off on the same.

3.1.3.6 Quality Checking of Scanned Images and Metadata Entries

Quality check after scanning and metadata entry is of utmost importance. Images clearing

this QC will lead to submission of the documents to CIDCO for acceptance.


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The Quality Checking for Scanned Images shall include the following:

1. Vendor should do 100% on screen validation (along with department officials) and submit

the log for 100% QC work done along with QC certificate as per format mentioned in

ANNEXURE 6.3.1

2. Vendor should check that no page has been scanned twice. Payment for such extra

scanning will not be made to the vendor

3. Vendor should check scanned records for DPI, Image Quality, Format, Noise removal etc.

4. Vendor should check for the quality of the image

a. The image should not be too dark/too light

b. The image should not have been captured under improper lighting

c. The image should not be cropped from any side

d. The orientation of the image should be right

e. The image should be in true color mode

f. The color is consistent in all the images and not patchy

g. The image should not be skewed

h. The image should not be blurred

i. The image should not have excessive noise

j. There should not be any data loss due to folds

k. There should not be any data loss due to tight binding and bulge at the center

l. There should not be extra darkness at the edges

5. The Quality Checking for Metadata Entry shall include the following:

a. Whether all required metadata fields have been captured

b. Whether the metadata captured is correct

6. Vendor should also check that all records obtained from the CIDCO have been scanned

and no document has been missed out.

7. The vendor shall generate a report which identifies any mismatch between the number of

documents submitted for scanning and number of documents scanned

Note:

a. The bidder can also suggest their quality plan to the CIDCO over and above the quality

checks mentioned here. Templates for the same will be decided with the successful bidder

before commencement of work

b. Vendor shall provide a QC module within the application for quality check

c. Vendor should also install the instances of the application in computers as desired by

CIDCO officials for quality check purpose at no extra cost to the CIDCO

d. Vendor will appoint skilled and qualified manpower for QC purpose and not get QC done by

operators who have scanned and done metadata entry.

e. All records unacceptable by CIDCO (due to improper image, missing metadata, wrong

metadata) will have to be rescanned by the vendor. Vendor will not be remunerated for all

such documents re-scanned.


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f. Post 100% QC by vendor, CIDCO officials may perform 100% QC on scanned document

and metadata

3.1.4 Metadata Entry

1. Metadata stores information related to the scanned images. Accurate metadata should be

captured for all scanned images, as that becomes the base for all future search and

transactions. The scanned document should be searchable using DMS based on various

metadata tags that were used to index the document. Metadata entry is done by adding

appropriate tags to each scanned document. Metadata entry will be done through Double

Blind Data Entry method i.e. two people will enter the metadata for the same scanned

image independently. The metadata entries done by these operators will be compared by

the application and those with wrong metadata entry will be visible to the Bidder’s

supervisor. Bidder should correct all such errors at no extra cost.

2. Bidders will ensure that the desktop computers used for scanning and metadata entry have

USB ports, CD Drives or USB ports and CD Drives are blocked. Data transfer should be

allowed only from Operation Servers.

3. A list of metadata will be decided and communicated to the successful bidder before start

of the project. If metadata formats for new records needs to be incorporated, it will be

finalised by CIDCO. Bidders should note that the records will be primarily in Marathi.

Bidder should deploy adequate manpower to ensure that all non-Marathi language data is

understood and correct metadata entry in Marathi is done. Language details for all such

records should be captured in language metadata tag. Bidder should capture language

details of each document type at the beginning of the entire metadata entry activity.

4. While performing metadata entry in UNICODE Marathi, bidder should ensure that there are

no garbage (GOLU) characters in the data fed in the application. Bidder may deploy his

own tool to ensure the same.

3.1.5 Indexing

Vendor shall provide an index page for every scanned file having hyperlinks to certain

important documents in the scanned file so that the user can directly access particular

documents which are in the scanned file. CIDCO will instruct that certain documents in file

need to be tagged, so that it can be viewed in Kiosk /Web Portal. The following indicating

folder structure has to be followed while storing the digitized data in the provided DMS.

Scheme [Name]

Place [Location Name]

Department/Section [ Respective CIDCO Department/Section]

Year [YYYY]

Type [ Project Type]

Subject/Number [ Name appearing on File]

File No [Numeric Number]

If indexing formats for new records needs to be incorporated, it will be finalised by CIDCO.

3.1.6 Data Storage and Upload DMS will be provided by CIDCO to selected bidder at specified scanning locations;

however, uploading of all data will be done at the CIDCO Data Center (DC). The selected

bidder shall ensure that scanned data along with metadata should be uploaded


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successfully at the CIDCO DC. The scanning activity for a given period (as decided by

CIDCO) will only be considered as complete when all the scanned data along with

metadata is replicated at the CIDCO DC. The scanned files and metadata will need to be

physically uploaded by the Vendor at the DC.

3.1.7 Data Migration As CIDCO is in process of procuring and commissioning SAP DMS, the selected bidder shall also be responsible for successful migration of scanned and digitized data along with metadata in SAP DMS.

3.1.8 Reporting Requirements

1. The bidder shall also provide tools for checking the scanning progress. This shall include

the daily, weekly, monthly and overall and department - wise progress (number of

images/pages scanned, percentage scanned, number of metadata entry done, etc). The

tool should be able to provide reports on the status of scanning on a periodic basis. The

tool should also display QA/QC report.

2. The bidder will maintain a register that will serve a purpose of evidence for the

number of documents and pages entered by the bidder on each day. The details of this

register would have to be entered into the tool mentioned on a daily basis.

3. The format, content, periodicity and other information related to reports shall be

discussed and finalized with the bidder before the commencement of the project.

4. Any open source online reporting tool may be utilized for this purpose. However, if

any bidder wishes to utilize a licensed tool then license should be brought by the

bidder, at no extra cost to CIDCO. The report formats should be decided in discussion

with the CIDCO.

3.2 Part II - Data Entry of legacy systems/files/documents and

Development of Data Entry Application

1. The Data Entry facility should be fully equipped with the required computers with basic

software, storage devices, etc, for un-interrupted execution of the project by the Bidder.

However, space and furniture (table, chairs, etc.) for setting up the infrastructure as well

as the power connections will be provided by CIDCO

2. The requisite data entry software shall be developed by vendor to carry out the data entry

work in consultation with CIDCO Department.

3. Vendor shall perform detailed functional requirement study in CIDCO before commencing

the designing and development of data entry software.

4. Data Entry software should have provision for Role/User based authorization for data

entry and verification

5. Data Entry software should have provision for allowing CIDCO users to check the

progress and quality of Data Entry work done

6. Data Entry software should have provision to generate daily progress report


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7. Once the project commences, the CIDCO shall evaluate the vendor’s performance based

upon the outputs provided and the CIDCO reserves the right to ask the vendor to replace

any equipment with similar equipment in better condition or superior equipment if the

output does not meet the requirements of the CIDCO

8. Vendor shall carry out data entry in English and Marathi

9. Vendor should collect the files/documents from the respective Nodal Officer.

10. Vendor shall be responsible for safe custody of the files/documents issued from the Nodal

Officer and on completion of data entry the Vendor’s representative or operators shall

return back the files/documents in same condition to the Nodal Officer

11. Vendor shall ensure that the files/documents are not taken out of the premises and are

securely stored during the data entry work.

12. Vendor must maintain a record of “Issue/Return of Files/Documents” for keeping track of

the flow of Files/Documents and get the same countersigned by the respective Nodal

Officer while collecting and returning the Files/Documents.

13. The required files/document shall be made available by the Nodal Officer on the basis of

demand placed by the Vendor. The Vendor shall prepare roster of employees at the site of

data entry and submit it to the Nodal Officer. The Vendor and its deputed employees shall

be fully responsible for the safety / security of the records.

14. Vendor shall report the daily progress of the data entry work to the respective Nodal

Officer. The minimum data entry per operator should be at least 250 records per day

15. Vendor shall also be responsible for:

a. Correctness and 100% accuracy of captured data

b. Data security and weekly data back up in DVD or storage media as directed by CIDCO.

16. Vendor must use the percentile and double blind entry check methods for verifying the

quality of entered data. Vendor can also suggest best practices for quality check which

needs to be showcase in the approach and methodology section of the Technical

Proposal.

17. Vendor shall be responsible for porting the data from other existing CIDCO systems

18. CIDCO, or any CIDCO authorized agency/person can carry out quality checks periodically

19. Provision for Role/User based authorization for data entry and verification

20. Provision for allowing CIDCO users to check the progress and quality of Data Entry work

done

21. The final sign off for the complete data entry work shall be given by the concerned Nodal

Officer on the basis of system generated reports subject to the sample verification by the

department

22. Vendor shall ensure the deletion of all the data available in its systems related to the


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project/department after it is uploaded to the CIDCO data centre and backup is taken and

handed over to the CIDCO

3.3 Project Planning and Management

The success of the project depends on the proper project planning and management. At

the onset, the vendor shall plan the project implementation in great details in consultation

with the CIDCO. An indicative list of plans that the vendor should make at the onset are as

follows:

1. Project Schedule: A detailed week-wise timeline indicating various activities to be

performed along with completion dates and resources required for the same

2. Manpower Deployment List: List and number of all manpower that will be deployed at

each record room with the task assigned to each. Roles and Responsibilities of every type

of manpower should be mentioned

3. Resource Deployment List: List and number of all resources other than manpower like

scanners, UPS, computers etc. that will be deployed at each offices

4. Communication Plan: Detailed communication plan indicating what form of

communication will be utilized for what kinds of meeting along with recipients and

frequency. The format will be provided by the CIDCO to the successful bidder before start

of the project

5. Progress Monitoring Plan: Detailed Daily, Weekly, Monthly Progress Report formats

along with issue escalation format. The format will be provided by the CIDCO to the

successful bidder before start of the project.

6. Standard Operating Procedures: Detailed procedure for carrying out Scanning &

Digitization project and Data Entry in a timely and accurate manner

7. Risk Mitigation Plan: List of all possible risks and methods to mitigate them

8. Escalation Matrix: A detailed list of key contact persons with contact details with

escalation hierarchy for resolution of issues and problems. This matrix should be submitted

for each record room

Note: This is just an indicative list and successful bidder should suggest and incorporate

more project planning and management tools for successful execution of the project.

3.4 ICT Infrastructure

1. For successful and smooth execution of the Scanning & Digitization project, sufficient

numbers of ADF scanners, Flatbed scanners, book scanners, computers etc. will be

required to capture images of the documents. Scanning to be done in both Flatbed and

ADF mode as all pages may not be in good conditions.

2. Inappropriate scanners may lead to unacceptable image quality, leading to penalty and

rework, thus the vendor should show quality of images captured using various devices and

seek approval prior to actual work.


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3. Successful bidder should be ready to deploy scanners and other IT equipments

(computers, servers, UPS etc) per locations as per the volume of work to carry out

scanning and metadata entry. Successful Bidder should increase the number of image

capturing devices, computers and other peripherals based on the requirement, to complete

the project in the stipulated timeframe.

4. For successful and smooth execution of the Data Entry project, Vendor shall bring in all the

required hardware and supporting equipment to carry out the data entry work and achieve

the daily output and quality targets as specified by the CIDCO.

Note: Bidder should show the all type of scanners to be used before undertaking

work with the CIDCO. The bidder would be required to mention the type, Technical

specifications, make and model of the components e.g. scanners etc. as a part of

their proposal.

3.5 Manpower Successful Bidders should also have a dedicated team of project managers, quality control

experts, hardware and database management experts and a sufficient set of Scanning

Station operators and Data Entry operators for timely completion of this project. Successful

Bidder should increase the number of manpower based on the requirement, to complete

the project in the stipulated timeframe.

3.6 Other General Requirements

1. The bidder shall add/replace poor quality scanned images/documents on its own, for

which it shall not be entitled to get any extra payment.

2. The files / documents will not be allowed to be removed from premises allocated to

bidder. Suitable hardware infrastructure/facilities have to be established onsite at the

premises that shall be allocated to do the digitization work.

3. It is the absolute responsibility of the bidder to ensure that the contents of the digitized

documents shall be an exact replica of the original paper document maintained as part of

the records in the books. This will be a mandatory condition for the bidder.

4. Under no circumstances shall the documents be changed, mutilated, destroyed or

replaced by some other documents.

5. The project working hours would be for at least 12 hours in a day. It may be extended as

mutually agreed and with the permission of Jt.MD/MD.

6. Vendor must ensure proper quality check for the data entry work

7. CIDCO, or any CIDCO authorized agency/person can carry out quality checks periodically

for scanning and data entry services

8. Once the project commences, the CIDCO shall evaluate the vendor’s performance based

upon the outputs provided and the CIDCO reserves the right to ask the vendor to replace

any equipment with similar equipment in better condition or superior equipment if the output

does not meet the requirements of the CIDCO.


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General Conditions of Contract


Page 37



4 General Conditions of Contract

4.1 Applicable Law

The Contract shall be interpreted in accordance with the laws of the Union of India.

4.2 Officer In-charge

The System Manager shall be the officer In-charge for the subject work

4.3 Project Timelines

CIDCO envisages the completion of the Scanning and Digitization of the physical

documents and Data Entry of legacy systems/files/documents (the Scope of Work has

been given in Section 3) within a timeframe of 40 weeks from the date of work order. An

Indicative Project Timeline has been given below:

Activity/Task Timeline

Signing of Contract T

Submission of Project Implementation Plan T+2 Weeks

Team Mobilization T+ 3 Weeks

Functional Requirements Study of Data Entry Software

T+ 4 Weeks

Development and Deployment of Data Entry Software T + 6 Weeks

Scanning and Digitization of files Minimum 30,000 pages per day

Data Entry of legacy systems/files/documents Minimum 20 MB per day

4.3.1 Payment Terms

1. No advance payment shall be made.

2. CIDCO will release the payment within 45 days of submission of invoice subject to

verification of documents scanned, quality check of the document, indexing, entering Meta

data in the DMS, verification of Data Entry made and storage on CIDCO server.

3. Vendor shall submit the acceptance certificates for Scanning & Digitization, Metadata Entry

and Data Entry work issued by Nodal Officer along with the invoice.

4. The payment calculation would be as follows.

a. Payment= [Number of images (pages) correctly scanned X rate per image (page) as

quoted in the commercial bid for the correspondent page size]

b. Payment= [Number of Data Entry/ Per MB Data X rate per Data Entry/ Per MB Data as

quoted in the commercial bid ]

5. The verification of the documents scanned and entered into the system shall be done by

the officer In-charge or any other person authorized by CIDCO. The documents would

deem to be verified only upon signoff by CIDCO. Once the verification has been done, the


Page 38



bidder may submit the invoice at the end of each month. Final approval for the payment

against the invoices will be given only after the verification of digitized data on the SAP

DMS. Payment would be given post the approval. It is the responsibility of the bidder to

provide the automated mechanism for calculation of number and type of pages scanned to

the satisfaction of CIDCO.

6. Scanning of blank pages shall not be counted towards payment.

7. The files shall be considered as completed after processing it from all the aspects like

Scanning, Indexing, Metadata Entry, Quality Checks, Data Entry etc. The payment shall be

made after completion of all the processes required for the particular file/document.

For example: A File/Document is given for Scanned and Digitized or Data Entry. It will be

eligible for payment after completing unit work as follows;

a. Scanning, Indexing, Metadata Entry, Quality Checks

b. Scanning, Indexing, Metadata Entry, Data Entry & QA/QC

c. Data Entry & QA/QC

8. Penalty, if any, as per SLA defined in the RFP shall be adjusted against final payment.

4.3.2 Payment Schedule

4.3.2.1 Payment Schedule for Scanning Services

To be paid on a monthly basis after certification by CIDCO on the same as per the rate quoted in ANNEXURE 7.2

4.3.2.2 Payment Schedule Data Entry Services

To be paid on a monthly basis after certification by CIDCO on the same as per the rate

quoted in ANNEXURE 7.2

4.4 Taxes and Duties

The successful bidder shall be entirely responsible for all taxes, stamp duties, license fees,

and other such levies imposed etc. excluding service tax which shall be paid by CIDCO as

actual separately

4.5 Confidential Information

1. CIDCO and the successful bidder shall keep confidential and shall not, without the written

consent of the other party hereto, divulge to any third party any documents, data, or other

information furnished directly or indirectly by the other party hereto in connection with the

Contract, whether such information has been furnished prior to, during or following

completion or termination of the Contract.

2. The successful bidder shall not use the documents, data, and other information received

from CIDCO for any purpose other than the services required for the performance of the

Contract.

4.6 Change in Laws and Regulations

Unless otherwise specified in the Contract, if after the date of the Invitation for Bids, any

law, regulation, ordinance, order or bylaw having the force of law is enacted, promulgated,


Page 39



abrogated, or changed that subsequently affects the Delivery Date and/or the Contract

Price, then such Delivery Date and/or Contract Price shall be correspondingly increased or

decreased, to the extent that the successful Bidder has thereby been affected in the

performance of any of its obligations under the Contract.

4.7 Force Majeure

1. The successful bidder shall not be liable for termination for default if and to the extent that

it’s delay in performance or 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 or situation beyond the control

of the successful bidder that is not foreseeable, is unavoidable, and its origin is not due to

negligence or lack of care on the part of the successful bidder. Such events may include,

but not be limited to, acts of CIDCO in its sovereign capacity, wars or revolutions, fires,

floods, epidemics, quarantine restrictions, and freight embargoes.

3. If a Force Majeure situation arises, the successful Bidder shall promptly notify CIDCO in

writing of such condition and the cause thereof. Unless otherwise directed by CIDCO in

writing, the successful Bidder shall continue to perform its obligations under the Contract as

far as it is reasonably practical, and shall seek all reasonable alternative means for

performance not prevented by the Force Majeure event.

4.8 Change Orders and Contract Amendments

1. CIDCO may at any time order the successful bidder to make changes within the general

scope of the contract, in any one or more of the following:

a. The location of the scanning and digitization beyond Navi Mumbai.

b. The Related Services to be provided by the successful bidder.

2. If any such change causes an increase or decrease in the cost of, or the time required for,

the successful bidder’s performance of any provisions under the Contract, an equitable

adjustment shall be made in the Contract Price or in the Delivery and Completion

Schedule, or both, and the Contract shall accordingly be amended. Any claims by the

successful bidder for adjustment under this Clause must be asserted within 28 days from

the date of the successful bidder’s receipt of CIDCO’s change order.

3. Prices to be charged by the successful bidder for any Related Services that might be

needed but which were not included in the Contract shall be agreed upon in advance by the

parties, and shall not exceed the prevailing rates charged to other parties by the successful

Bidder for similar services.

4.9 Settlement of Disputes

1. Performance of the contract is governed by the terms and conditions of the contract, in

case disputes arise between the parties regarding any matter under the contract, either

Party of the contract may send a written Notice of Dispute to the other party. The

Party receiving the Notice of Dispute will consider the Notice and respond to it in writing

within 30 days after receipt. If that party fails to respond within 30 days, or the dispute

cannot be amicably settled within 60 days following the response of that party, clause GCC

4.9 (2) shall become applicable.


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2. Arbitration:

a. In the case of dispute arising, upon or in relation to, or in connection with the contract

between CIDCO and the Successful bidder, which has not been settled amicably, any party

can refer the dispute for Arbitration under (Indian) Arbitration and Conciliation Act, 1996.

Such disputes shall be referred to an Arbitral Tribunal consisting of three arbitrators, one

each to be appointed by the CIDCO and the successful bidder, the third arbitrator shall be

chosen by the two arbitrators so appointed by the parties and shall act as Presiding

Arbitrator. In case of failure of the two arbitrators, appointed by the parties to reach a

consensus regarding the appointment of the third arbitrator within a period of 30 days from

the date of appointment of the two arbitrators, the Presiding arbitrator shall be appointed by

the MD, CIDCO. The Arbitration and Conciliation Act, 1996 and any statutory modification

or re-enactment thereof, shall apply to these arbitration proceedings.

b. Arbitration proceedings shall be held in Mumbai, India and the language of the arbitration

proceedings and that of all documents and communications between the parties shall be

English.

c. The decision of the majority of arbitrators shall be final and binding upon both parties. The

expenses of the arbitrators as determined by the arbitrators shall be shared equally by

CIDCO and the successful bidder. However, the expenses incurred by each party in

connection to the preparation, presentation shall be borne by the party itself. All arbitration

awards shall be in writing and shall state the reasons for the award.

4.10 Extensions of Time

1. If at any time during performance of the Contract, the successful bidder should encounter

conditions impeding timely delivery of the Services, the successful bidder shall promptly

notify CIDCO in writing of the delay, its likely duration, and its cause. As soon as

practicable after receipt of the successful bidder’s notice, CIDCO shall evaluate the

situation and may at its discretion extend the successful bidder’s time for performance in

writing.

2. Delay by the successful Bidder in the performance of its Delivery and Completion

obligations shall render the Bidder liable for disqualification for any further bids in CIDCO,

unless an extension of time is agreed mutually.

4.11 Termination

4.11.1 Termination by CIDCO

1. CIDCO may, without prejudice to any other remedy for breach of Contract, terminate this

Contract in case of the occurrence of any of the events specified in paragraphs (1) through

(11) of this GCC Clause 4.11.1. In such an occurrence, CIDCO shall give a not less than 30

days’ written notice of termination to the successful bidder.

2. If the successful bidder does not remedy a failure in the performance of its obligations

under the Contract, within thirty (30) days after being notified or within any further period as

CIDCO may have subsequently approved in writing.

3. If the successful bidder becomes insolvent or goes into liquidation, or receivership whether

compulsory or voluntary.


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4. If the successful bidder, in the judgment of CIDCO has engaged in corrupt or fraudulent

practices in competing for or in executing the Contract.

5. If, as the result of Force Majeure, the successful bidder is unable to perform a material

portion of the Services for a period of not less than 60 days.

6. If the successful bidder submits to the CIDCO a false statement which has a material effect

on the rights, obligations or interests of CIDCO.

7. If the successful bidder places itself in a position of conflict of interest or fails to disclose

promptly any conflict of interest to CIDCO.

8. If the successful bidder fails to provide the quality services as envisaged under this

Contract, CIDCO may make judgment regarding the poor quality of services, the reasons

for which shall be recorded in writing. CIDCO may decide to give one chance to the

successful Bidder to improve the quality of the services.

9. If the successful bidder fails to comply with any final decision reached as a result of

arbitration proceedings.

10. If CIDCO, in its sole discretion and for any reason whatsoever, decides to terminate this

Contract.

11. In the event CIDCO terminates the Contract in whole or in part, pursuant to GCC Clause

4.11.1, CIDCO may procure, upon such terms and in such manner as it deems appropriate,

services similar to those undelivered or not performed, and the successful bidder shall be

liable to CIDCO for any additional costs for such similar services. However, the successful

bidder shall continue performance of the Contract to the extent not terminated.

4.11.2 Termination by Bidder

The successful bidder may terminate this Contract, by not less than 30 days’ written notice

to CIDCO, such notice to be given after the occurrence of any of the events specified in

paragraphs (1) through (4) of this GCC Clause 4.11.2:

1. If CIDCO fails to pay any money due to the Successful bidder pursuant to this Contract and

not subject to dispute pursuant to GCC Clause 4.9 hereof, within 30 days after receiving

written notice from the successful bidder that such payment is overdue.

2. If, as the result of Force Majeure, the successful bidder is unable to perform a material

portion of the Services for a period of not less than 60 days.

3. If CIDCO fails to comply with any final decision reached as a result of arbitration pursuant

to GCC Clause 4.9 hereof.

4. If CIDCO is in material breach of its obligations pursuant to this Contract and has not

remedied the same within 30days (or such longer period as the successful bidder may

have subsequently approved in writing) following the receipt by CIDCO of the Successful

bidder’s notice specifying such breach.


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4.12 Payment upon Termination Upon termination of this Contract pursuant to GCC Clauses 4.11.1 or 4.11.2, the CIDCO

shall make the following payments to the Successful bidder:

a. If the Contract is terminated pursuant to GCC Clause 4.11.1 (10) or 4.11.2, remuneration

for Services satisfactorily performed prior to the effective date of termination.

b. If the agreement is terminated pursuant of GCC Clause 4.11.1 (1) to (3), (4), (5), (6), (7),

(8) and (9). The successful bidder shall not be entitled to receive any agreed payments

upon termination of the contract. However, the CIDCO may consider making a payment for

the part satisfactorily performed on the basis of Quantum Merit as assessed by it, if such

part is of economic utility to the CIDCO. Applicable under such circumstances, upon

termination, the CIDCO may also impose liquidated damages. The successful bidder will be

required to pay any such liquidated damages to CIDCO within 30 days of termination date.

4.13 Assignment

If successful bidder fails to render services in stipulated timeframe and as per schedule,

CIDCO, at its discretion and without any prior notice to successful bidder, may discontinue

or minimize scope of work or procure/board any other similar agency to render similar

services to complete project in stipulated timeframe.

4.14 Service Level Agreement

The purpose of Service Level Agreement (hereinafter referred to as SLA) is to clearly

define the levels of service to be provided by the successful bidder to the department for

the duration of this contract.

Timelines specified in the Section 4.3 shall form the Service Levels for delivery of Services

specified there-in.

4.14.1 Penalty Terms for Quality of Scanning Service

1. Images scanned shall be verified by the designated CIDCO Officer / record room in-charge

concerned. The scanned image shall be compared with reference to the original document

2. Penalties charged for poor quality / non-scanning would be as follows:

S No Service Penalty in Clause

i Up to 5 % errors per batch (1 Batch = 1000 entries) identified by the Nodal officer

Vendor required re-scanning the erroneous entries. No penalty shall be imposed. No additional payment would be made for re-entry

ii Up to 10 % errors per batch (1 Batch = 1000 entries) identified by the nodal officer

The entire batch shall be rejected. Service Provider required re-scanning the complete batch. No additional payment would be made for re-entry. Additional 5% of the cost of that particular batch shall be levied

iii For any batch if there is more than 10% of error identified by the Nodal officer

Vendor shall have to re-scan all data and shall be subject to a penalty of 10% of the cost for that particular batch.

1. Under no circumstances shall the documents be changed, mutilated, destroyed or replaced

by some other documents. Any damage to the documents will lead to heavy penalty for the

vendor (Rs. 1000/- per document page). Thus the Service Provider should take utmost care

of the documents taken for scanning. The penalty shall be calculated and deducted from

the immediate payment due.

2. The maximum penalty at any point of time and for any period should not exceed 10% of

Scanning services cost as per the Commercial Bid submitted by the bidder. If the penalty


Page 43



exceeds this amount, CIDCO reserves the right to terminate the contract. The Scanning

service cost for this purpose shall be the rate quoted by the bidder per image as per the

paper type multiplied by the estimated Scanning volume mentioned in the RFP.

4.14.2 Penalty Terms for Quality of Metadata entry service

1 Meta data entries completed by the vendor would be verified by the designated Officer /

record room in-charge concerned. The data entry record shall be compared with reference

to the original document

2 Penalties charged in case of erroneous metadata entry would be as follows:

S No Service Penalty in Clause i For any batch (1 batch = 1000 entries)

if there up to 5% of error identified by the Nodal officer / designated agency

No penalty imposed. Vendor is required to re-enter the erroneous entries. No additional payment would be made for re-entry.

ii For any batch (1 batch = 1000 entries) if there up to 10% of error identified by the Nodal officer / designated agency

5% of the cost of the batch. Vendor is required to re-enter the erroneous entries. No additional payment would be made for re-entry.

iii For any batch if there is more than 10% of error identified by the Nodal officer / designated agency

10% of the cost of the batch. Vendor is required to re-enter the erroneous entries. Payment will not be made to the Vendor for the re-entered data.


Metadata Entry cost as per the Commercial Bid submitted by the bidder. If the penalty

exceeds this amount, CIDCO reserves the right to terminate the contract. The Metadata

Entry cost for this purpose shall be the rate quoted per unit of Metadata Entry by the bidder

multiplied by the estimated Metadata Entry volume mentioned in the RFP.

4.14.3 Penalty Terms for Quality of Data Entry

1. Payment for data entry work done under the contract shall be made on monthly basis by

CIDCO office on receipt of bill from the vendor, subject to statutory, other deductions and

penalties & damages, if any, leviable and recoverable under the contract, for the work done

as per agreed terms.

2. In case of errors, penalty shall be imposed on the vendor as under:

S No Service Penalty in Clause

i Up to 5 % errors per batch (1 Batch = 50 MB)

The vendor shall be required to re-enter the erroneous entries. No penalty shall be imposed. Payment shall not be made to the vendor for the re-entered data

ii For any batch if there is more than 5% errors per batch

The entire batch shall be cancelled by the CIDCO. The vendor will be required to re-enter the whole lot without payment of any re-entry charges. Additional 5% of the cost of that particular batch shall be levied

iii For any batch if there is more than 10% of error per batch

The vendor shall have to re-enter all data and shall be subject to a penalty of 10% of the cost of that particular batch shall be levied


Data Entry cost as per the Commercial Bid submitted by the bidder. If the penalty exceeds

this amount, CIDCO reserves the right to terminate the contract. The Data Entry cost for

this purpose shall be the rate quoted per Megabyte (MB) by the bidder multiplied by the

estimated Data Entry volume mentioned in the RFP.


Page 44



ANNEXURE


Page 45



5 Annexure - Guidelines for Pre-Qualification Bid

5.1 Pre-Qualification Cover Letter

(To be submitted on the letterhead of the bidder)

Place

Date}

To

System Manager

CIDCO, Data Center, 1st Floor, CIDCO Bhavan,

CBD Belapur,

Navi Mumbai - 400 614

Subject: Submission of proposal in response to the RFP for “Scanning, Digitization of Files/Documents and

Data Entry for CIDCO”

Ref: CA No. 01/CIDCO/SM/2014-15

Dear Sir, Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide the professional services as required and outlined in the RFP for the Appointment of Service Provider for the Project “Scanning, Digitization of Files/Documents and Data Entry for CIDCO”. We attach hereto our responses to pre-qualification requirements and technical & commercial proposals as required by the RFP. We confirm that the information contained in these responses or any part thereof, including the exhibits, and other documents and instruments delivered or to be delivered to CIDCO, is true, accurate, verifiable and complete. This response includes all information necessary to ensure that the statements therein do not in whole or in part mislead the CIDCO in its short-listing process. We fully understand and agree to comply that on verification, if any of the information provided here is found to be misleading the selection process, we are liable to be dismissed from the selection process or termination of the contract during the project, if selected to do so. We agree for unconditional acceptance of all the terms and conditions set out in the RFP document and also agree to abide by this tender response for a period of 180 days from the date of submission of bid. We hereby declare that in case the contract is awarded to us, we shall submit the contract performance guarantee bond in the form prescribed the RFP. We agree that you are not bound to accept any tender response you may receive. We also agree that you reserve the right in absolute sense to reject all or any of the products/ services specified in the tender response. It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/ organization and empowered to sign this document as well as such other documents, which may be required in this connection. ____________________________________ Signature of Authorized Signatory (with official seal) (Lead Partner in case of Consortium) Name : Designation : Address : Telephone & Fax : E-mail address :


Page 46



5.2 Check-list for the documents to be included in the Pre-Qualification

Envelope

S No.

List of Documents Submitted (Y / N) Documentary Proof (Page No.)

1. Bid Covering Letter

2. Scanned copy of E.M.D. of Rs. 2,000,00 & Tender Fee of Rs. 5250/-

3. Power of Attorney in favour of Authorized signatory (All members in case of Consortium)

4.

Declaration that the bidder has not been debarred/blacklisted by any Government/Semi-Government. Organization (All members in case of Consortium)

5. Copy of Certificate of Incorporation (All members in case of Consortium)

6.

Work orders to support that the Bidder (or Consortium Partner providing Scanning & Digitization or Data Entry component of the Scope of Work) has undertaken at least 3 project in India in last 5 years with the project cost not less than Rs. 50 Lakhs

7.

Copy of the audited Profit & Loss Statement of the company and Certificate from the Chartered Accountant clearly stating the turnover of 5 Crore in last three years

In case of Consortium, the Consortium partner, Copy of the audited Profit & Loss Statement of the company and Certificate from the Chartered Accountant clearly stating the turnover of 1 Crore in last three years

8.

Copy of the audited balance sheet of the company and/or certified by the Chartered Accountant for last three years (All members in case of Consortium)

9.

Valid documentary proof of sales Tax/VAT registration number and the details of income tax registration (PAN). (All members in case of Consortium)

10.

Certificate from the current authorized signatory of the company to support that Bidder (or Consortium Partner providing Scanning & Digitization or Data Entry component of the Scope of Work) has minimum 25 Full Time Data Entry Operators with necessary skillset as per the requirement of the data entry services on bidder’s own payroll.

11 Consortium Agreement and Declaration (in case of Consortium)


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5.3 Format to share Bidder’s and Bidding Firms Particulars (both - Lead

Partner and Consortium Partner(s) in case of Consortium)

Serial

Number Information Details

1 Name of Bidding firm:

2 Address and contact details of Bidding firm:

3 Firm Registration Number and Year of Registration

4 Web Site Address

5 Status of Firm/ Company (Public Ltd., Pvt. Ltd., etc.)

6 Company’s Service Tax Registration No.

7 Company’s Permanent Account Number (PAN)

8 Company’s Revenue for last 3 years (Year wise)

9 Company’s Profitability for the last 3 years (Year wise)

10 Name, Designation and Address of the contact person to whom all

references shall be made regarding this RFP:

10 Telephone number of contact person:

11 Mobile number of contact person:

12 Fax number of contact person:

13 E-mail address of contact person:

Please submit the relevant proofs for all the details mentioned above along with your Bid response

Authorized Signatory

Name

Seal


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5.4 Format for Declaration by the bidder for not being Blacklisted /

Debarred (To be submitted on the Letterhead of the responding firm)

Date: dd/mm/yyyy

To

System Manager


CBD Belapur,


Sub : Declaration for not being debarred / black-listed by Central / any State Government

department in India as on the date of submission of the bid


Dear Sir,

I, authorized representative of _________________________, hereby solemnly confirm that the

Company _________________________ is not banned by the Government of Maharashtra/ Any

other state government/ Government of India which includes any Government Department, Public

Sector Undertakings of the Government, Statutory Boards formed by the Government, Local Bodies

in the State, Co-operative Institutions in the State, Universities and Societies formed by the

Government for any reason as on last date of submission of the Bid. In the event of any deviation

from the factual information/ declaration, CIDCO, Government of Maharashtra reserves the right to

reject the Bid or terminate the Contract without any compensation to the Company.

In case of Consortium, please use the following:

I, authorized representative of _________________________, hereby solemnly confirm that the

Company _________________________ and our Consortium partner(s)

_________________________ are not banned by the Government of Maharashtra/ Any other state

government/ Government of India which includes any Government Department, Public Sector

Undertakings of the Government, Statutory Boards formed by the Government, Local Bodies in the

State, Co-operative Institutions in the State, Universities and Societies formed by the Government

for any reason as on last date of submission of the Bid. In the event of any deviation from the factual

information/ declaration, CIDCO, Government of Maharashtra reserves the right to terminate the

Contract without any compensation to the Company.

Thanking you,

Yours faithfully,

_____________________________________

Signature of Authorized Signatory (with official seal) Date : Name : Designation : Address : Telephone & Fax : E-mail address :


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5.5 Format for Statement of Deviation from the RFP Requirements Date: dd/mm/yyyy

To

System Manager


CBD Belapur,


Sub : Selection of Vendor for the Project " Scanning, Digitization of Files/Documents and Data Entry for CIDCO” Ref : CA No. 01/CIDCO/SM/2014-15 Dear Sir, I would like to herewith state that in the proposal submitted by M/s. ---------------, there are no deviations from the RFP Requirements / Terms & Conditions. The entire work shall be performed as per the project requirements. OR (Strike out whatever is not applicable) I would like to herewith state that in the proposal submitted by M/s. ---------------, following is the exhaustive list of deviations and variations from the RFP requirement. Except for these deviations and variations, the entire work shall be performed as per your specifications and requirements mentioned in the RFP.

Sr. No. Reference of Clause No. & Page. No

Deviation in the Bid Brief Reasons

Yours faithfully, (Signature of Authorized Signatory) Name : Designation :


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6 Annexure – Guidelines for Technical Proposal

Bidders have to submit a very structured and organized technical proposal, which will be analyzed

by the Bid Evaluation and Technical Committee for different compliances with regards to the

requirements of the project. Since the cut-off marks for Technical Bid Score is 70, the quality and

completeness of the information submitted by the bidder will matter a lot. All formats in this section

should have an index page with page numbers specified for all the key information / headers.

6.1 Technical Bid Cover Letter (To be submitted on the Letterhead of the responding firm)

Date: dd/mm/yyyy

To

System Manager


CBD Belapur,


Sub : Selection of Vendor for the Project " Scanning, Digitization of Files/Documents and Data Entry for CIDCO”


Dear Sir, Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the undersigned,

offer to provide the professional services as required and outlined in the RFP for “Scanning,

Digitization of Files/Documents and Data Entry for CIDCO “

We attach hereto the technical response as required by the RFP, which constitutes our proposal. We

undertake, if our proposal is accepted, to adhere to the implementation plan (Project schedule) for

providing Professional Services in “Scanning, Digitization of Files/Documents and Data Entry

for CIDCO “, put forward in RFP or such adjusted plan as may subsequently be mutually agreed

between us and CIDCO or its appointed representatives.

If our proposal is accepted, we will obtain a Performance Bank Guarantee issued by a nationalized

bank in India, for a sum of equivalent to 10% of the contract value for the due performance of the

contract.

We agree for unconditional acceptance of all the terms and conditions set out in the RFP document

and also agree to abide by this tender response for a period of 180 days from the date of submission

of Bid and it shall remain binding upon us with full force and virtue, until within this period a formal

contract is prepared and executed, this tender response, together with your written acceptance

thereof in your notification of award, shall constitute a binding contract between us and CIDCO.

We confirm that the information contained in this proposal or any part thereof, including its exhibits,

schedules, and other documents and instruments delivered or to be delivered to CIDCO is true,

accurate, and complete. This proposal includes all information necessary to ensure that the

statements therein do not in whole or in part mislead CIDCO as to any material fact.

We agree that you are not bound to accept any tender response you may receive. We also agree


Page 51



that you reserve the right in absolute sense to reject all or any of the products/ services specified in

the tender response.

It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/

organization and empowered to sign this document as well as such other documents, which may be

required in this connection.

Date:

(Signature)

(Name)

(In the capacity of )

[Seal / Stamp of bidder]

Witness Signature:

Witness Name:

Witness Address:

-------------------------------------------------------------------------------------------------------------------------------------

-

CERTIFICATE AS TO AUTHORISED SIGNATORIES

I__________________________, the Company Secretary of _________________, certify

that___________________________________ who signed the above Bid is authorized to do so

and bind the company by authority of its board/ governing body.

Date:

Signature:

(Company Seal) (Name)


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6.2 Format to share Project Details

6.2.1 Format for Scanning & Digitization / Data Entry Services

Note : The Bidder is required to use above formats for all the projects referenced by the bidder for

the pre-qualification criteria and technical bid evaluation.

S No Item Details Attachment Ref. Number for Details

1. Name of Organization

2. Name of the Client and Project Undertaken

3. Date of Work Order

4. Client Details

5. Scope of Work

6. Contract Value

7. Complete Project Duration

8. Number of Papers Scanned


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6.3 Format for Acceptance Certificate

6.3.1 Acceptance Certificate from the Nodal officials for Scanning & Digitization

Name of the Authorized Officer Date: XX-XX-YYYY

_______________________

Location ______________________

I have in person validated the data scanning and its digitization in the office/region/zone mentioned

above and tabulated the results in the table below:

Total number of documents available for scanning and digitization

Total number of documents scanned and digitized

Total No. of errors found (In %)

All Errors have been corrected

Yes/No

I have validated __________ documents scanned and digitized out of ___________ (total

documents) of all the records of my office/region/zone and I have ascertained that the document

scanning and its digitization is accurate.

Signature:

(Name and Designation of the Authorized Officer)

Date:

Signature:

(Name and Designation of the Head of the Department)

Date:


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6.3.2 Acceptance Certificate from the Nodal officials for Metadata Entry


_______________________

Location ______________________

I have in person validated the data entry in the office/region/zone mentioned above and tabulated

the results in the table below:

Total number of fields available for Metadata entry

Total number of files for which metadata entry has been completed

Total No. of errors found (In %)


Yes/No

I have validated __________ data fields and records out of ___________ (total data fields and

records) of all the documents of my office/region/zone and I have ascertained that the data entry of

number of fields and records are accurate.

Signature:


Date:

Signature:


Date:


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6.3.3 Acceptance Certificate from the Nodal officials for Data Entry


_______________________

Location ______________________

I have in person validated the data entry in the office/region/zone mentioned above and tabulated

the results in the table below:

Total number of fields and records available for data entry

Total number of fields and records for which data entry has been completed and Data in Megabyte (MB)

Total No. of errors found


Yes/No

I have validated __________ data fields and records out of ___________ (total data fields and

records) of all the documents of my office/region/zone and I have ascertained that the data entry of

number of fields and records are accurate.

Signature:


Date:

Signature:


Date:


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6.4 Project Implementation Methodology The Bidder is required to submit the proposed technical solution in detail. Following should

be captured in the explanation:

a. Approach and Methodology to implement the entire project (Scanning & Digitization and Data Entry)

b. Strength of the Bidder to provide services including examples or case-studies of similar work

(Scanning & Digitization and Data Entry) done for other clients

c. Extent of compliance with the specifications mentioned in the scope of work

d. Project Organization and Management Plan (Scanning & Digitization and Data Entry)

e. Project Monitoring and Communication Plan (Scanning & Digitization and Data Entry) – Bidder’s

approach to project monitoring and communications among stakeholders.

f. Implementation plan (Scanning & Digitization and Data Entry) – Bidder’s approach to implement the

project

g. Risk Management Plan (Scanning & Digitization and Data Entry) – Bidder’s approach to identify,

respond / manage and mitigate risks

h. Quality Control plan (Scanning & Digitization and Data Entry) - Bidder's approach to ensure quality

of work and deliverables

i. Escalation matrix during contract period

Note:

a. All the pages (documentary proofs and other documents that may be attached) should contain page

numbers and would have to be uniquely serially numbered.

b. Inadequate information will lead to disqualification of the bid.


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6.5 Format of sending pre-bid queries


Bidder’s Request For Clarification

Name and complete official address of

Organization submitting query / request for

clarification

Telephone, Fax and E-mail of the organization

Tel:

Fax:

Email:

Sr.

No.

Clause

No. Page No.

Content of RFP

Requiring

Clarification

Change Requested/

Clarification required

1

2

3

4

5

6

Signature:

Name of the Authorized signatory:

Company seal:

Date and Stamped


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7 Annexure – Guidelines for Commercial Proposal

7.1 Commercial Proposal Cover Letter

(To be submitted on the Letterhead of the bidder)

Date: dd/mm/yyyy

To

System Manager


CBD Belapur,


Subject: Submission of proposal in response to the RFP for “Scanning, Digitization of Files/Documents

and Data Entry for CIDCO”


Dear Sir,

We, the undersigned, offer to provide the services for “Scanning, Digitization of Files/Documents

and Data Entry for CIDCO” in accordance with your Request for Proposal dated [Insert Date] and

our Technical Proposal. Our attached Commercial Proposal for is for the sum of [Insert amount(s) in

words and figures]. We are aware that any conditional financial offer will be outright rejected by

CIDCO. This amount is Inclusive of Taxes except service tax as listed at ANNEXURE 7.2 attached.

Our Commercial Proposal shall be binding upon us subject to the modifications resulting from

Contract negotiations, up to expiration of the validity period of the Proposal (180 days) from the date

of submission of Bid.

We hereby declare that our Tender is made in good faith, without collusion or fraud and the information contained in the Tender is true and correct to the best of our knowledge and belief.

We understand that our Tender is binding on us and that you are not bound to accept a Tender you

receive. We confirm that no Technical deviations are attached here with this commercial offer. We

remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Date and Stamp of the signatory

Name of Firm:


Page 59



7.2 Commercial Proposal Format & Instructions Cost for Scanning and Digitization of Files/Document and Data Entry (Inclusive of Taxes

except service tax)

Sr. No.

Item Indicative Volume

(A)

Unit Rate (INR) (B)

Total Amount (INR) C= A x B

1 A4 - Scanning Per Page

3,50,00,000

2 Legal- Scanning Per Page

1,25,00,000

3 A3- Scanning Per Page

10,00,000

4 A2 - Scanning 50,000



7 Meta Data entry (Avg. 15 Fields )/Per Record

2,00,000

8 File Reconditioning 2,00,000

9 Data Entry/ Per MB Data

1000

10 Cost of Development of Data Entry Application

NA

Total Amount (INR)

Total (Amount in Words)

Instructions:

a. The volume given above for all items are indicative and are for evaluation purpose only. CIDCO

does not guarantee the volume for the particular item. The actual volume for the given items may be

more or less. The payment will be made based on unit rates quoted for the particular item on actual

work is undertaken.

b. The bidder should fill rates for all the items mentioned here. If rate for any item is not mentioned then

the bid will be rejected by CIDCO.

c. The rate quoted shall be inclusive of cost of detailed scope of work mentioned in Section 3.0 of the

RFP document.

d. The quoted rates should be inclusive of all operational costs to render services as per the scope of

work

e. All the rates need to be entered in Indian Rupees ONLY

f. The Bidder needs to account for all Out of Pocket expenses due to Boarding, Lodging and other

related items.

Optional Item

Sr. No. Item Indicative Volume Unit Rate (INR) 1 Data Entry Operator 1 Note - It shall be mandatory for the bidders to provide Data Entry Operator cost as denoted in the above table. Also, the Data Entry Operatory cost shall not be considered for commercial evaluation but act as reference for future requirement.


Page 60



8 Annexure – Performance Bank Guarantee

For Contract Performance Bank Guarantee

Ref: _________________ Date: _________________

Bank Guarantee No.: ____________________

To

Mr. Faiyaz Khan

System Manager

CIDCO, Data Center, First Floor, CIDCO Bhavan


Contact number: 02267918699

Fax: 02267918166

Email id: [email protected]


Dear Sir,

PERFORMANCE BANK GUARANTEE – For <Project Name>

WHEREAS

M/s. (name of Bidder), a company registered under the Companies Act, 1956, having its registered

and corporate office at (address of the Bidder), (hereinafter referred to as “our constituent”, which

expression, unless excluded or repugnant to the context or meaning thereof, includes its successors

and assigns), agreed to enter into a Contract dated …….. (Hereinafter, referred to as “Contract”)

with you for “Scanning, Digitization of Files/Documents and Data Entry for CIDCO”, in the said

Contract.

We are aware of the fact that as per the terms of the Contract, M/s. (name of Bidder) is required to

furnish an unconditional and irrevocable Bank Guarantee in your favour for an amount of 10% of the

Total Contract Value, and guarantee the due performance by our constituent as per the Contract and

do hereby agree and undertake to pay any and all amount due and payable under this bank

guarantee, as security against breach/ default of the said Contract by our Constituent.

In consideration of the fact that our constituent is our valued customer and the fact that he has

entered into the said Contract with you, we, (name and address of the bank), have agreed to issue

this Performance Bank Guarantee.

Therefore, we (name and address of the bank) hereby unconditionally and irrevocably guarantee

you as under:

In the event of our constituent committing any breach / default of the said Contract, and which has

not been rectified by him, we hereby agree to pay you forthwith on demand such sum/s not

exceeding the sum of 10% of the Total Contract Value i.e.,…………..<in words> without any demur.

Notwithstanding anything to the contrary, as contained in the said Contract, we agree that your

decision as to whether our constituent has made any such default(s) / breach(es), as aforesaid and

the amount or amounts to which you are entitled by reasons thereof, subject to the terms and

conditions of the said Contract, will be binding on us and we shall not be entitled to ask you to

establish your claim or claims under this Performance Bank Guarantee, but will pay the same

forthwith on your demand without any protest or demur.

mailto:[email protected]


Page 61



This Performance Bank Guarantee shall continue and hold good till 180 days after completion of the

Contract Period, subject to the terms and conditions in the said Contract.

We bind ourselves to pay the above said amount at any point of time commencing from the date of

the said Contract until 6 months after the completion of Contract Period.

We further agree that the termination of the said Agreement, for reasons solely attributable to our

constituent, virtually empowers you to demand for the payment of the above said amount under this

guarantee and we would honour the same without demur.

We hereby expressly waive all our rights: Requiring to pursue legal remedies against CIDCO; and

For notice of acceptance hereof any action taken or omitted in reliance hereon, of any defaults under

the Contract and any resentment, demand, protest or any notice of any kind.

We the Guarantor, as primary obligor and not merely Surety or Guarantor of collection, do hereby

irrevocably and unconditionally give our guarantee and undertake to pay any amount you may claim

(by one or more claims) up to but not exceeding the amount mentioned aforesaid during the period

from and including the date of issue of this guarantee through the period.

We specifically confirm that no proof of any amount due to you under the Contract is required to be

provided to us in connection with any demand by you for payment under this guarantee other than

your written demand.

Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax,

registered post or other electronic media to our address, as aforesaid and if sent by post, it shall be

deemed to have been given to us after the expiry of 48 hours when the same has been posted. If it

is necessary to extend this guarantee on account of any reason whatsoever, we undertake to extend

the period of this guarantee on the request of our constituent under intimation to you.

This Performance Bank Guarantee shall not be affected by any change in the constitution of our

constituent nor shall it be affected by any change in our constitution or by any amalgamation or

absorption thereof or therewith or reconstruction or winding up, but will ensure to the benefit of you

and be available to and be enforceable by you during the period from and including the date of issue

of this guarantee through the period.

Notwithstanding anything contained hereinabove, our liability under this Performance Guarantee is

restricted to 10% of the Contract Value, and shall continue to exist, subject to the terms and

conditions contained herein, unless a written claim is lodged on us on or before the aforesaid date of

expiry of this guarantee.

We hereby confirm that we have the power/s to issue this Guarantee in your favor under the

Memorandum and Articles of Association / Constitution of our bank and the undersigned is / are the

recipient of authority by express delegation of power/s and has / have full power/s to execute this

guarantee under the Power of Attorney issued by the bank in your favour.

We further agree that the exercise of any of your rights against our constituent to enforce or forbear

to enforce or any other indulgence or facility, extended to our constituent to carry out the contractual

obligations as per the said Contract, would not release our liability under this guarantee and that

your right against us shall remain in full force and effect, notwithstanding any arrangement that may

be entered into between you and our constituent, during the entire currency of this guarantee.

Notwithstanding anything contained herein:


Page 62



Our liability under this Performance Bank Guarantee shall not exceed 10% of the Total Contract

Value. This Performance Bank Guarantee shall be valid only from the date of signing of Contract to

180 days after the End of Contract Period; and

We are liable to pay the guaranteed amount or part thereof under this Performance Bank Guarantee

only and only if we receive a written claim or demand on or before 180 days after the completion of

Contract Period.

Any payment made hereunder shall be free and clear of and without deduction for or on account of

taxes, levies, imports, charges, duties, fees, deductions or withholding of any nature imposts.

This Performance Bank Guarantee must be returned to the bank upon its expiry. If the bank does

not receive the Performance Bank Guarantee within the above-mentioned period, subject to the

terms and conditions contained herein, it shall be deemed to be automatically cancelled.

This guarantee shall be governed by and construed in accordance with the Indian Laws and we

hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose of any suit or

action or other proceedings arising out of this guarantee or the subject matter hereof brought by you

may not be enforced in or by such count.

Dated ……………………. this ……….. day …………. 2014.

Yours faithfully,

For and on behalf of the …………… Bank,

(Signature)

Designation

(Address of the Bank)

Note:

This guarantee will attract stamp duty as a security bond.

A duly certified copy of the requisite authority conferred on the official/s to execute the guarantee on

behalf of the bank should be annexed to this guarantee for verification and retention thereof as

documentary evidence in the matter.


Page 63



9 Annexure - Bank Guarantee for Earnest Money Deposit

For Earnest Money Deposit

Ref: _________________ Date: _________________

Bank Guarantee No.: ____________________

To

Mr. Faiyaz Khan

System Manager




Whereas <<Name of the bidder>> (hereinafter called 'the Bidder') has submitted the bid for

Submission of RFP # <<RFP Number>> dated <<Date>> for <<Name of the assignment>>

(hereinafter called "the Bid") to <<Nodal Agency>>

Know all Men by these presents that we << >> having our office at <<Address>> (hereinafter called

"the Bank") are bound unto the <<Nodal Agency>> (hereinafter called "the Purchaser") in the sum of

Rs. <<Amount in figures>> (Rupees <<Amount in words>> only) for which payment well and truly to

be made to the said Purchaser, the Bank binds itself, its successors and assigns by these presents.

Sealed with the Common Seal of the said Bank this <<Date>>

The conditions of this obligation are:

a) If the Bidder having its bid withdrawn during the period of bid validity specified by the Bidder on the

Bid Form; or

b) If the Bidder, having been notified of the acceptance of its bid by the Purchaser during the period of

validity of bid

c) Withdraws his participation from the bid during the period of validity of bid document; or

d) Fails or refuses to participate in the subsequent Tender process after having been short listed;

We undertake to pay to the Purchaser up to the above amount upon receipt of its first written

demand, without the Purchaser having to substantiate its demand, provided that in its demand the

Purchaser will note that the amount claimed by it is due to it owing to the occurrence of one or both

of the two conditions, specifying the occurred condition or conditions.

This guarantee will remain in force up to 180 days from the last date of submission and any demand

in respect thereof should reach the Bank not later than the above date.

NOTHWITHSTANDING ANYTHING CONTAINED HEREIN:

a) Our liability under this Bank Guarantee shall not exceed Rs. <<Amount in figures>> (Rupees

<<Amount in words>> only)

b) This Bank Guarantee shall be valid upto <<insert date>>)

c) It is condition of our liability for payment of the guaranteed amount or any part thereof arising under

this Bank Guarantee that we receive a valid written claim or demand for payment under this Bank

Guarantee on or before <<insert date>>) failing which our liability under the guarantee will

automatically cease.

(Authorized Signatory of the Bank)

Seal:

Date:


Page 64



10 Annexure Consortium Declaration

(Company letterhead) [Date]

To

Mr. Faiyaz Khan

System Manager



Sub: Declaration on Consortium


Dear Sir,

I / We as Lead Partner of the Consortium, hereby declare the Roles and Responsibilities of the

Consortium members:

Sr. No. Member Role Responsibilities

1

I / We understand that as Lead Partner, I / We are be responsible for executing at least 50% of the

scope of work from the following four components:

a. Scanning and Digitization of files/documents and upload into Document Management System (DMS) provide by CIDCO

b. Data Entry of legacy systems/files/documents and Development of Data Entry Application

I / We understand that as Lead Partner, I / We possess majority of the stake in this Project. I / We

understand that stake is calculated based on roles and responsibilities declared for the Consortium

in the Bid and the associated pricing declared in the Commercial Proposal. I / We understand that if

this information / declaration are found to be false or incorrect, the CIDCO, Government of

Maharashtra reserves the right to reject the Bid or terminate the Contract with us immediately

without any compensation to us.

Yours faithfully, Authorized Signatory of the Lead Partner Designation Date Time Seal Business Address


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11 Annexure- Power of Attorney

Know by all men by these presents, We_________________________ (Name of the Bidder and address of their registered office) do hereby constitute, appoint and authorize Mr. / Ms_________________________ (name and residential address of Power of attorney holder) who is presently employed with us and holding the position of _________________________ as our Attorney, to do in our name and on our behalf, all such acts, deeds and things necessary in

connection with or incidental to our Proposal for the “Request for Proposal for Scanning,

Digitization of Files and Data Entry for CIDCO”, including signing and submission of all documents and providing information / responses to the CIDCO, representing us in all matters before CIDCO, and generally dealing with the CIDCO in all matters in connection with our Proposal for the said Project.

We hereby agree to ratify all acts, deeds and things lawfully done by our said Attorney pursuant to

this Power of Attorney and that all acts, deeds and things done by our aforesaid Attorney shall and

shall always be deemed to have been done by us.

For ___________________________ Name: Designation: Date: Time: Seal: Business Address:

Accepted, _________________________ (Signature) (Name, Title and Address of the Attorney) Note:

The mode of execution of the Power of Attorney should be in accordance with the procedure, if any, laid down by the applicable law and the charter documents of the executant(s) and when it is so required the same should be under common seal affixed in accordance with the required procedure.

The Power of Attorney shall be provided on Rs.100/- stamp paper.

The Power of Attorney should be supported by a duly authorized resolution of the Board of Directors

of the Bidder authorizing the person who is issuing this power of attorney on behalf of the Bidder.