DETAILED TENDER DOCUMENT - Mohalimcmohali.org/RFP for development of Software.pdfThe bidder should...

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Municipal Corporation, SAS Nagar (Mohali), Punjab

SAS NAGAR (MOHALI)

DETAILED

TENDER DOCUMENT

for

Development of Water Supply & Sewerage billing & Property Tax Self Assessment web enable Application

Software and synchronizing with available GIS Data

for

Municipal Corporation SAS Nagar (Mohali)

Tender No. :

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Tender Documents

1. DATA SHEET

e-Tender Inviting authority

Commissioner, Municipal Corporation of SAS

Nagar (Mohali)

Name of the Work

Development of Water Supply & Sewerage billing & Property Tax Self Assessment web enable Application Software and synchronizing with available GIS Data for Municipal Corporation, SAS Nagar (Mohali)

On-line Sale of bidding documents

Upto 09-06-2015 12.00 Noon

Cost of Tender Document

Rs.500 (Rupees Five Hundred only)

Date and Time of Pre Bid Meeting

26-05-2015 11.00 AM

Last date & time for on-line

Submission of E- bids /tenders

Upto 09-06-2015 04.00 PM

Date & time of opening of

Technical Bid 10-06-2015 11.00 AM

Date & time of opening of Financial Bid

12-06-2015 11.00 AM (The tender submitted on the e-tender

website will only be opened of those bidders who found

successful in the Technical Bid)

Place of Opening of Financial

Proposal

M.C. SAS Nagar (Mohali)

Earnest Money Deposit (EMD)

16,000 (Rupees Sixteen Thousands only)

Mode of EMD Deposit or

Payment of Cost of Tender

Document

Online

Contact Person and Designation

Nodal Officer (GIS)/ATP

Superintendent Property Tax (M)

e-mail: [email protected]

Address for Communication

Municipal Bhawan, Municipal Corporation, Sector 68, SAS

Nagar (Mohall), 160062, Punjab

Other important criteria specified by the Tender Inviting Authority:

1. Detailed eligibility criteria's given in the Tender Document

2. Tender received after due date and time will be summarily rejected

mailto:[email protected]

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Municipal Corporation SAS Nagar (Mohali)

Local Government Punjab (Website: etender.punjabgovt.gov.in)

e-Tender Notice

NIT No._______________. Dated :

Development of Water Supply & Sewerage billing & Property Tax Self Assessment web enable Application Software and synchronizing with available GIS Data.

e-tenders are invited from only eligible, incorporated and experienced Software development companies from India

for Design, Development, Implementation, Maintenance of Water Supply & Sewerage billing & Property Tax

Self Assessment web enable Application Software and synchronizing with available GIS Data & Training

for the same for Municipal Corporation, SAS Nagar (Mohali).

List of works:-

SNo

Description of work Est. Amt. in Lacs

Earnest Money (Rs.)

Processing

Fee (Rs.)

Tender Doc Fee (Rs.)

Time Limit

1 Development of Water Supply & Sewerage billing & Property Tax Self Assessment web enable application software for Municipal Corporation, SAS Nagar (Mohali)

8 Lacs

16,000/- 900/-

500/-

2

Months

2 Synchronizing all the available Data (in different formats like Excel/GIS etc) related to Property tax, water supply and sewerage billing to this newly developed software

3 Software Annual Maintenance Contract (for 2

nd & 3

rd year)

Schedule of Tenders

On-line Sale of bidding documents

Date and Time of Pre Bid Meeting

Last date & time for on-line Submission of

E- bids /tenders


Technical Bid


Financial Bid

Upto 09-06-2015 12.00 Noon

26-05-2015 11.00 AM

Upto 09-06-2015 04.00 PM

10-06-2015 11.00 AM

12-06-2015 11.00 AM

For participating in the above e –tendering process ,the contractors shell have to get themselves registered with

etender.punjabgovt.gov.in and get user ID and password. Class -3 digital signature is mandatory to participate in

the e-tendering. For any clarification/difficulty e-tendering process flow, please contact in ITI limited 0172-

3934667, 92572-09340, 80546-28821 and office of M.C.

(a) Interested bidders can purchase the tender document online from website etender.punjabgovt.gov.in. NIT

and Terms and conditions are being uploaded at the website (etender.punjabgovt.gov.in) only for viewing,

(b) Tender form fee Rs. 500/- and EMD fee and processing fee should be submitted online.

(c) Bidders /Contractor shall attached scanned copies of all the papers i.e. scanned copies of

Certificate/Documents as required in terms and conditions.

(d) Corrigendum/Addendum / Corrections, if any will be posted in the website.

(e) Agencies should note that online tenders will be only submitted at the aforesaid website

etender.punjabgovt.gov.in as per the details/instructions uploaded therein.

(g) If at the time of submission of E- Tenders, any error occurs due to technical reasons of the website

Municipal Corporation S.A.S Nagar will not be responsible.

(h) Tender received after due date and time will be summarily rejected.

Sd/- Sd/- Nodal Officer Corporation Engineer

http://www.etender.punjabgovt.gov.in/

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Development of Water Supply & Sewerage billing & Property Tax Self Assessment web enable Application Software and synchronizing with available

GIS Data for Municipal Corporation, SAS Nagar (Mohali). The tenders shall be submitted as under:-

a) Interested bidders can purchase the tender documents through on-line mode only.

b) The bidders has to remit the processing fee to ITI Limited as indicated above,

through ONLINE MODE only. ITI ltd. has enabled online system through Net

Banking (Direct Debit) & IPG (Credit /Debit Card) for collection of the processing

fee & Registration Charges from the bidders.

c) The bidders/contractors can access the tender documents on the website

etender.punjabgovt.gov.in, check them and submit the completed and filled financial

Bid (Contractor Form) Part-B of the tender into Electronic tender on the website itself.

d) The blank Tender Form (MW-4) to be attached in support of tender documents.

e) NIT, T&C and Tender Documents are being uploaded at the Municipal Corporation

SAS Nagar (Mohali) website (www.mcsasnagar.in ) only for viewing.

f) The bidders/contractor can access the tender documents on the website

www.etender.punjabgovt.gov.in, fill them and submit the completed tender into

Electronic tender on the website itself. Bidders/contractors shall attach scanned copies

of all the papers i.e. Earnest Money and the certificates as required in the eligibility

criteria.

g) Corrigendum/Addendum/corrections, if any will be published in the website.

h) If the tenders day happens to be holiday, the tenders will be issued/received & opened

on next subsequent working day.

i) For any help, bidders/contractors may contact 0172-5044912 or the office of the

undersigned on working days in working hours.

validity of the tenders shall be 6 (six) months

Income Tax/ Sale Tax/ Vat/ Labour cess or any other tax as levied by Government will

be deducted from the bill.

The contract can be terminated at any time if desired by CMC.

The department shall have the right to accept or reject any tender without assigning any reason.

In case of any dispute, The Commissioner M.C. SAS Nagar (Mohali) will be the Sole Arbitrator.

Submission of Bid Documents (Envelope)

1. Technical Bid Form-A signed/Stamped along with copies of Documents

related to Earnest Money and Tender Fee and This envelope shall be poured

in the tender Box placed in the Office of The CMC as per above schedule.

2. The Financial Bid Part-B of the tender submitted on the above website will

only be opened of those bidders who would be found successful in the

Technical Bid.


http://www.mcsasnagar.in/


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Scope of Work

The Vendor shall be responsible to undertake the following under the present RFP as per the satisfaction of Commissioner, Municipal Corporation, SAS Nagar (Mohali).

Summarized Scope of Project

The Scope of work has been primarily divided into the following main stages:

Development of Water Supply & Sewerage billing & Property Tax Self Assessment web enable

Application Software and Synchronizing all the available Data (in different formats like Excel/GIS etc)

related tp Property tax,water supply and sewerage billing to this newly developed software.There are

approximately 0 .55 lac properties. The No. of records may increase or decrease at the time of

development of Software.

No cost in any form regarding supply of software, purchase of source software etc. will be made.

All these, if required, will be purchased legally by the Vendor at his own cost and in the name of

CMC, SAS Nagar (Mohali).

The available property surveyed data (in Excel format) in Municipal Corporation SAS Nagar

(Mohali) will be matched with data entry of Property Tax Returns, which will be updated

simultaneously. .

Design, Development, Implementation, Maintenance and training for Water Supply &

Sewerage billing & Property Tax Self Assessment web enable Application Software for

Municipal Corporation, SAS Nagar (Mohali).

One Android/ios mobile application which must include Property information portal, General

informatory, complaint system etc. to the satisfaction of the Commissioner Municipal

Corporation, SAS Nagar.

Software must include option for property owner to send request for change of various

parameters like owners name, address, mobile etc. online but will be edited in the Corporation

master data after authorization from competent authority.

Developing a software application to generate tax statements/daily/weekly/monthly/yearly and

date wise collection/due taxes against different types of buildings. The scope of software may

not be limited to:

1. Building assessment of taxation

I. Design and development of software for property tax calculation on the basis of

available data and current Punjab property tax calculation method for each and

every property by MC SAS Nagar and further amendment if any revision of

property tax calculation by the Government or competent authority.

II. Search on different basis like UID,House no,Sector No etc.

III. Online tax submission and updation

IV. Water /Sewerage tax submission and updation

2. Demand notice & tax collection management

3. Appeal and revision petition management

4. Revamping of accounting system

5. SMS support which must include massages of Tax/Bill due, confirmation of Tax/Bill deposited

awareness meassages and complaint redressal system

6. Management information system (MIS) for all Records & Data required to assess

service level benchmarking

Analysis, Design, Development, Testing, Implementation, Support and Maintenance of

Enterprise Wide IT Application and operation there off till the completion of the project.

Impart training of the operation and providing technical support of the developed software to

the MCM staff.

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To incorporate the amendments/corrections in to the application software suggested by the

MCM.

Vendor may use M C M ‟ s infrastructure s u c h a s office space (one room), electricity etc.

during implementation/exercising of the work, if required.

To enter the readable/available data into the database in Multilanguage i.e. in English and Punjabi.

Post Implementation services including Annual Technical Support and Maintenance. The maintenance/upgradation of software application for 3 years. The quote of AMC for 2

nd year

onwards to be quoted separately.

Two qualified IT professionals (at least Diploma Holder in the concerned field) to be made

available during the contract period including maintenance period .Administrative control of

these professional lies with Commissioner Municipal Corporation .In case of any leave of more

than 3 days backup professionals is required to be deputed. Development/ Customization of Software Application

The bidder should propose an IT Solution to meet requirements of MCM. The Scope of work for

the bidder will be as follows:

o Study the proposed system and prepare the Detailed System Requirements

Specification (SRS) document for this Solution. o System Design documents (wherever/when ever required). o Development of proposed Solution. o Implementation of proposed Software application, database and related software, and

integration tools.

o The Implementation Completion Certificate will be issued after the process of

successful running property tax database, water supply & sewerage billing by the

MCM.

Application Specifications:

a) Software should be database independent which can be ported to any DBMS/RDBMS. b) Open source application tools should be used in the software. c) The Software should be able to generate reports in Excel/Word/PDF/HTML formats. d) Any higher Internet Application GUI (Graphical User Interface) tool should be used.

Standards to be followed by Bidder

The proposed solution needs to be designed based on the standards adopted by National as well as international agencies, to the extent feasible and in line with overall system requirement set out in this RFP, in order to provide good interoperability with multiple platforms and avoid any technology or technology provider lock-in for the Computerization Project.

Project Implementation Services

As a part of implementation services, the successful bidder shall undertake the following:

o Training to the employees of MCM. Bidder will conduct a Training Needs Analysis of all the concerned staff and draw up a systematic training plan in line with the overall project plan. Bidder would need to train all / selected staff members to ensure that the employees are comfortable working with the new system. For all these training programs the bidder will provide necessary course material and reference manuals wherever/whenever required.

DATES: All information technologies MUST properly display, calculate, and transmit date data.

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USER AND USAGE ADMINISTRATION: The bidder MUST clearly state the access controls, for on-line PC‟s applications connected to the centralized server, which ensures that:

o Only authorized personnel are allowed to access the system; access being restricted via the use of user names/identifications and associated password.

o Access to each application is restricted to specified authorized users.

o The user in the application system is logged off automatically if the user is idle for more

than a specified and variable period, to prevent access to the system, applications etc. by Unauthorized third parties when a terminal is left unattended.

o The bidder will ensure that the software and data will be fully protected from virus and hacking. Any software required for this will be provided by the bidder at his own cost throughout the implementation and maintenance period.

Proposal Preparation Costs :

The bidder is responsible for all costs incurred in connection with participation in this process,

including, but not limited to, costs incurred in conduct of informative and other diligence activities,

participation i n m e e t i n g s /discussions/presentations, preparation of proposal, in providing

any additional information required by Commissioner, MCM to facilitate the evaluation process, and in

negotiating a definitive Service Agreement or all such activities related to the bid process. This RFP

does not commit MCM to award a contract or to engage in negotiations. Further, no costs incurred, in

anticipation of award shall be reimbursed by the MCM. Bidders are requested to carry out necessary

due diligence (situational understanding and information analysis) before submitting their proposals.

Any queries regarding this project can be confirmed before submitting the proposals/bids as

mentioned in Data Sheet.

Timeline/ Delivery Schedule

Timeframe for Development of Water Supply & Sewerage billing & Property Tax Self Assessment web enable Application Software and Synchronizing all the available Data (in different formats like Excel/GIS etc) related tp Property tax, water supply and sewerage billing to this newly developed software is Two Months from the date of commencement of work. Vendors are required to provide details of all the activities of the assignment that shall be completed from the date of signing of the agreement. No extension shall be provided except in exceptional circumstances where commissioner feels so. Language The Proposal and all related correspondence exchanged between the vendor and the Client shall be written in the English language. Supporting documents and printed literature that are part of the Proposal may be in another language provided they are accompanied by an accurate translation of the relevant passages in English, in which case, for the purposes of interpretation of the Proposal, the translated version shall govern.

Change Management

Any change in the scope of work/deliverables which have not been conceptualized at this

stage, can be proposed and negotiated with the MCM and if agreed any extra charges for the

same can be finalized.

Submission of Proposal

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The bidder shall submit proposals online on Punjab Govt. e-tender web site

https://etender.punjabgovt.gov.in/on or before 09-06-2015 up to 16:00 hrs.

The bidders/contractor shall submit the completed tender into Electronic tender on the website itself.

Bidders/contractors shall attach scanned copies of all the papers .

Interested bidders can purchase the tender documents through on-line mode only. No other mode of earnest money is acceptable.

The bidders have to pay the processing fee as indicated above online. Failing which the tender will be rejected. No other mode of processing fee is acceptable.

Earnest Money shall be submitted online, failing the tender will be rejected. No other mode of earnest money is acceptable.

The blank Tender Form (MW-4) to be attached in support of tender document..

Performance Security

The successful bidder shall at his own expense deposit an unconditional and irrevocable Performance Bank Guarantee (PBG) (5% of contract value) from a scheduled bank in suitable format (Annexure III), payable on demand, for the due performance and fulfillment of the contract by the bidder, with the Commissioner, MCM within seven (7) working days of the date of notice of award of the contract or prior to signing of the contract whichever is earlier. The Bank Guarantee shall be valid for a period of 36 months from the date of signing of contract. If the accepted bidder fails to furnish the bank guarantee within the above said period, the EMD remitted by him will be forfeited by the MCM and their tender will be held void. The PBG furnished by the bidder in respect of their tender will be returned to him at the end of the contract period subject to submission of all reports to satisfaction of the concerned department and MCM. If the bidder failed to act up on the tender conditions or backs out when their bid has been accepted, their PBG mentioned above will also be forfeited in favour of MCM.

Language

The Proposal and all related correspondence exchanged between the vendor and the Client

shall be written in the English language. Supporting documents and printed literature that are

part of the Proposal may be in another language provided they are accompanied by an

accurate translation of the relevant passages in English, in which case, for the purposes of

interpretation of the Proposal, the translated version shall govern.

Bid Security (Earnest Money Deposit –EMD)

Bidders shall submit, along with their Bids, Bid security or EMD of Rs. 1 6 ,000 (Rupees

S i x t e e n Thousands only) online.

The EMD would be refunded to all unsuccessful bidders at the expense of the Bidders

within a reasonable time (normally on signing of agreement with successful bidder)

consistent with the rules and regulations in this behalf. The EMD of successful bidder would be

returned after signing of agreement with successful bidder.

The EMD would be refunded to all unsuccessful bidders at the expense of the Bidders

within a reasonable time (normally on signing of agreement with successful bidder)

consistent with the rules and regulations in this behalf. The EMD of successful bidder would be

returned after signing of agreement with successful bidder.

Bid without adequate bid security/EMD are liable for rejection without providing any opportunity

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to the bidder concerned.

Tender Rejection Criteria

The tenders without specified EMD amount will be summarily rejected. The tenders not fulfilling eligibility criteria are liable to be rejected. Tenders, without tender fee of Rs 500, in case of those, who have downloaded the tender

from the website, are liable to be rejected. Tenders not submitted in the form specified as per the format given in this Tender

document/BOQ are likely to be rejected. In addition to the above rejection criteria, if there is non-compliance of any of the clauses of

this Tender Document, the Tenders are liable for rejection. Incomplete details will be treated as non-responsive offer and the tender is liable for

rejection.

Submission of Tender-Two Cover System

The bidder must submit, in separate covers “Technical Bid” and a “Financial Bid”. Failure to submit

separate technical and financial bids may result in disqualification of the proposal. The technical

proposal shall not contain any price/rate details. Bid submitted by the bidder shall comprise the following

documents:

1. The Technical Proposal and all supporting documents should be duly signed on all pages before submission.

2. EMD amount of Rs. 16,000 (Rupees Sixteen Thousand only) to be deposited online.

3. Any other information that is required to be submitted in the proposal process.

Period of Validity of Proposals

The offer submitted by the bidder shall be valid for a period of 180 days from the last date of submission of the tender, as specified in the data sheet. A proposal valid for a shorter period may be rejected as non-responsive

In exceptional circumstances, the Commissioner, MCM may solicit the bidder's consent for an extension of the validity period. The request and the responses there to shall be made in writing.

BID EVALUATION PROCESS

Evaluation of Technical Proposals

The Technical Proposal will be examined by the Technical Evaluation Committee (appointed

by Commissioner, MCM) on the Eligibility Criteria and basis of responsiveness to the Terms

of RFP/Tender Document. It shall judge its understanding and ability to meet the Scope of

work. Financial bids of non-qualifying bidders shall not be opened and shall be returned once

the contract has been awarded. The decision of the Commissioner, MCM will be final and

binding in the regard.

Opening of Financial Proposals

The Financial Bids of the technically qualified bidders will only be opened and evaluated.

The Financial Proposals of all non-qualifying Vendors will be unopened, after signing of the

contract with the winning Vendor. All Vendors, with qualifying Technical Proposals, shall be

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informed in writing, or through standard electronic means, of the date and place for the

opening of their Financial Proposals. Vendors‟ attendance at the opening of Financial

Proposals is optional.

At the opening of Financial Proposals, the Financial Proposals of all qualifying Technical

Proposals shall be opened one at a time by the Client and the following read out and recorded:

A. Name of the Vendor;

B. Prices, taxes and duties détails (exclusive, inclusive etc.) etc.

C. Validity and

Only Financial Proposals read out and recorded at the opening of Financial Proposals shall be

considered for comparison and award.

The Client will prepare a record of the opening of Financial Proposals. The Vendors‟

representatives who are present will be requested to sign the record. The omission of a

Vendor‟s signature on the record shall not invalidate the contents or effect of the record.

Evaluation of Financial bids

a. The Client will correct arithmetical errors during evaluation of Financial Proposals on the

following basis:

i. If there is a discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail and the total price shall be

corrected, unless in the opinion of the MCM, there is an obvious misplacement of the decimal

point in the unit price, in which case the total price as quoted shall govern and the unit price

shall be corrected;

ii. If there is an error in a total corresponding to the addition or subtraction of subtotals, the

subtotals shall prevail and the total shall be corrected; and

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

unless the amount expressed in words is related to an arithmetic error, in which case the

amount in figures shall prevail subject to (i) and (ii) above.

b. The Total Value of the Financial bid shall be worked out as per financial bid format and the

contract will be awarded to the lowest quoting bidder. The price quoted for both works

(Synchronizing and software development) will be added to reach the TOTAL BID price,

which will form the basis of calculating the LOWEST BID.

AWARD OF CONTRACT

1.1 SIGNING OF CONTRACT AND COMMENCEMENT

Promptly after notification, the Client shall send to the successful Vendor the Contract.

Pursuant to negotiations, the successful Vendor shall sign, date, and return the Contract,

along with necessary supporting documents. All formalities of negotiation and signing of

contract will be completed within Fifteen (15) days of receipt of notification of award from

MCM.

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1.2 RIGHT TO TERMINATE THE PROCESS

The right of final acceptance of the tender is entirely vested with the Commissioner, MCM,

who reserves the right to accept or reject, any or all of the tenders in full or in parts without

assigning any reason whatsoever.

There is no obligation on the part of the MCM to communicate with rejected Bidders.

1.3 REVIEW MEETINGS

Vendor/ successful Bidder shall organize weekly/fortnightly review meetings with the CMC to

review functionality issues and progress of work. The frequency of meetings will be intimated

by the vendor in consideration of requirements in the interest of the project. Vendor would

prepare the minutes of the review meetings mentioning the issues discussed, decisions taken

on them and appropriate level at which these require being resolved.

1.4 LAW AND JURISDICTION

The Vendor services and agreement made with successful bidder shall be governed by

the laws of Republic of India and first court of jurisdiction shall be SAS Nagar (Mohali)

The tendering agency will be responsible for compliance of all statutory provisions relating to minimum wages, Provident Fund, Employees State Insurance etc. in respect of the persons deployed by it in MCM.

The tendering agency shall also be liable for depositing all taxes, levies, cess etc. on account of service rendered by it to MCM to the concerned tax collection authorities from time to time as pre existing rules and regulations in the matter.

The tendering agency shall maintain all statutory registers under the applicable law.

The agency shall produce the same, on demand, to the concerned authority of MCM.

The Tax Deduction at Source (TDS) shall be affected as per the provisions of the income Tax Act, as amended from time to time and a certificate to this effect shall be provided to the agency by MCM.

In case, the tendering agency fails to comply with any statutory/taxation liability under appropriate law, and as result there of the Municipal Corporation SAS Nagar (Mohali) is put to any loss/obligation-monetary or otherwise ,the MCM will be entitled to get itself reimbursed out of the outstanding bill so the Security Deposit of the agency, to the extent of the loss or obligation in monetary terms.

The tendering agency shall be covered by all clauses of MW-4.

NIT/Tender Document/MW-4shall be a part of the agreement. At the time of signing the agreement the MCM has the full right to add or delete any of the condition which is a part or not a part of the tender document/RFP.

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1.5 AMICABLE SETTLEMENT

This Contract shall constitute the entire Agreement between the Parties, and may not be altered or

amended except by the written agreement of the Parties. No duties, obligations, liabilities or

warranties other than those expressly provided in this Contract and its attachments shall be applied.

Both Parties to this Agreement will make every attempt to resolve in an amicable way all differences

concerning the interpretation of this Contract and the execution of the work. Any dispute or

disagreement which cannot be resolved by both Parties and any controversy claim or dispute

otherwise arising in connection with this Contract or breach thereof shall be referred to an arbitrator

to be agreed between the Parties or, failing such agreement, will be referred to the Courts of SAS

Nagar (Mohali). The decision of the arbitrator shall be final and binding on both Parties. The place of

arbitration shall be SAS Nagar (Mohali).

Eligibility Conditions:

1. The eligible Vendor preferably has worked on the same nature of project worth Rs. 10 lacs or more in any of the Municipal Corporation/Municipal Council, India.

2. The vendor preferably should have worked in both English & Punjabi Data computerization/software development for any such Municipal Corporation in India.

3. The bidder should be a reputed Organization engaged in IT/ Software Development for more than 5 years.

4. Firm/Agency should be registered as per Company Act.

5. Bidder should submit a copy of company Incorporation/Registration certificate, PAN, Service Tax etc. to the Municipal Corporation SAS Nagar (Mohali) at the time of online submission of the proposal.

Terms & Conditions:

1. The available property surveyed data in Municipal Corporation SAS Nagar (Mohali) will

be matched with data entry of Property Tax Return 2014-15.

2. After the completion of the project, the developed Software for the same with Source

Code along with details of development tools MUST be handed over to MC, SAS

Nagar (Mohali) authorities.

3. All the software‟s provided and its relevant License is the sole responsibility of the

Vendor.

4. The rates quoted by the tendering agency should be inclusive of all statutory/taxation

liabilities at the time of entering into the contract.

5. All Scope of work MUST be completed in stipulated time, any delays MUST be

penalized @ Rs. 2000/- per week shall be levied after the delay in execution of the

assignment at various stages. Delay of more than 30 day at any stage may result in

forfeiting the EMD, performance security and Cancellation of the project.

6. The conditional bids shall not be considered and will be out rightly rejected in very first instance.

7. The competent authority of the Municipal Corporation SAS Nagar (Mohali) reserves the right to annul any or all bids without assigning any reason.

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8. The Data Entry will be running in concurrence with the MCM data collection. Each Module in the software MUST be capable of Any Time Reporting for the convenience of the MC, SAS Nagar (Mohali) staff.

9. The contract shall be subject to the Indian Laws and the jurisdiction of the courts, located in the SAS Nagar (Mohali).

10. The tender shall remain valid for acceptance upto six months from the date of opening of tender

11. The tendering C o m p a n y /Firm/Agency s h a l l r e p l a c e i m m e d i a t e l y a n y o f i t s personnel, who are found unacceptable to MCM because of security risks, incompetence, conflict of interest, improper conduct etc. upon receiving a notice from the Municipal Corporation SAS Nagar (Mohali).

12. The Data Entry will be running in concurrence with the MCM data collection. 13. All Taxes has to be borne by the Vendor and the price quoted MUST include all taxes. 14. MCM will carry out the capability assessment of the bidder and the MCM‟s decision

shall be final & binding to all in this regard.

15. Incomplete tender such as absence of supporting documents, late submission of quotation, conditional quotation will not be accepted or can be rejected without any intimation.

16. The vendor will also ensure safety and safe return of the Data, in case the vendor intends to carry out the work at his own site.

17. MCM will not provide any arrangement/facilities to carryout the work by way of labor, transport or residential accommodation etc.

18. The TDS as applicable under GOI Act/rules shall be deducted from due payments of the contractors.

19. The service tax if any (should be intimated by the agency) shall be paid. It has to be separately shown and included in total cost.

20. Bidding firms are advised to visit, check, assess and make them fully aware of the situation as well as operational feasibility before tendering.

21. Payment shall be made as per actual work done.

Negotiations with the Successful Bidder

MCM reserves the right to further negotiate with the Successful Bidder. While negotiating, the

following aspects may be considered:

1 Further reduction in consultancy charges for undertaking the Work – justifications for

charges may be questioned and negotiated.

2 Advancing the delivery schedule.

3 Phasing of the Payment Schedule based on actual work load.

4 The Consultant shall confirm the availability of all personnel as indicated in its Proposal.

5 The Client will not consider substitutions during contract negotiations unless both parties

agree that undue delay in the selection process makes such substitution unavoidable, or

for reasons such as death or medical incapacity. Any proposed substitute shall have

equivalent or better qualifications and experience than the original candidate and must be

submitted to the Client within the period of time specified in the Letter of Invitation to

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negotiate. Failure to meet either of these requirements may result in disqualification.

Decision of MCM on equivalency of candidates shall be final.

FINANCIAL

In case of breach of any terms and conditions attached to this contract, the

Performance Security/EMD Deposit by the agency will be liable to be forfeited by

the MCM be sides annulment of the contract.

The agency shall raise the bill, in triplicate, alongwith attendance sheet in respect

of the persons deployed and submit the same in the first week of the succeeding

month. The payment to the persons deployed should be made through A/c payee

cheque and the same is the sole responsibility of the Vendors.

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Other Terms and Conditions:

1. The bidder must submit covers "Technical Bid" Part "A" as per technical sheet

as below:-

Tender Sheet (Technical bid submitted with following documents) Part-A

a. Covering Letter. b. Proof of undertaking similar works. (Experience in the Development of Software

/synchronization of same or similar nature of work worth Rs. 10 lacs or more in any of the Municipal Corporation/Municipal Council in India).

c. Detailed Bio-data of the Project Coordinator and his qualification in the field. (Team Organization and Scheduling: Team and Its Optimized work plan to meet an efficient activity scheduling).

d. Annexure-I (Detailed of Earnest Money and Tender Fee as stated above). e. Overall Experience and Credentials of the firm - Financial strength, Years of

experience, Turnover. f. Approach & Methodology g. Bidder should have experience in the Development of Software

/synchronization of same or similar nature of work in at least 3 clients of reputed firm/agency (copy of PO/work order should be attached).

h. Bidder should submit a copy of company Incorporation/Registration certificate, PAN, Service Tax etc. to the Municipal Corporation SAS Nagar (Mohali) at the time of submitting the proposal.

i. The firm or system Integrator should not have ever been blacklisted by Government of India / State Government / Government agency / body (Self-attested certificate by company should be provided)

j. The Bidder or System Integrator should be a Registered Firm or Partnership Firm or a Company registered under the Companies Act and should be in the IT services industry for a period of 3 years as on 31st March 2015.

2. The " Financial Bid as contractor form "Part B" shall only be submitted on the

through the website. Failure to submit separate technical Bid Form A through Envelope may result in disqualification of the bid. The technical bids shall not contain any price/ rate details. Bidders shall submit, along with their Technical Bid, a Bid security or EMD of Rs. 16,000/- (Rupees Sixteen thousand only), and Tender fee Rs 500/- (Rupees five hundred only) online.

3. The Corporation reserves the right to add/amend/ modify/ withdraw and of the terms and conditions of the tender without any notice.

4. The bidder shall not be under a declaration of ineligibility for corrupt or fraudulent practices or blacklisted with any of the Government agencies for which a Declaration by the authorized signatory of the vendor should be attached in technical bid.

5. The Technical Bid will be opened first by the Technical Committee in presence of the intending Bidders or their authorized representative in the office of The CMC. Bidders who quality the Technical Bid will be informed in due course the result of their application and date/time of opening of Financial Bids.

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Form -1 Covering letter

To

The Commissioner

Municipal Corporation

SAS Nagar (Mohali)

Sir,

Sub: “Development of Water Supply & Sewerage billing & Property Tax Self Assessment

web enable Application Software and synchronizing with available GIS Data for Municipal Corporation, SAS Nagar (Mohali)”

Regarding Proposal

We , an IT services firm (Vendor/ Bidder) herewith enclose our detailed

Proposal for selection of our firm/Organization as agency/Vendor for the subject mentioned project. Yours faithfully,

Signature of AuthorizedRepresentative1

Date………….

Full Name

Designation_

Address Contact Details-----------------------------------------------(Phone No. & Email ID)

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Request for Proposal

Annexure I

PARTICULARS OF TENDERERS .

TENDERER‟S PARTICULARS FOR TENDER NO.

1. Name of the Tenderer:

2. Address of the Tenderer:

3. Year of Establishment:

4. Prior Same or Similar Experience (Bidder or a Member of the Consortium):

(Attach Documentary proof)

5. Name & address of the officer: ________

to whom all references shall be __________

made regarding this tender. _____________

6 Earnest Money Deposited Details:

As of this date the information furnished in all parts of this form is accurate and true to

the best of my knowledge.

(With name& designation of the person signing the tender)

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REQUEST FOR PROPOSAL

Annexure II

FORMAT FOR SUBMISSION OF FINANCIAL OFFER

(To be typed on the letterhead of the Agency)

Name o f Wor k : “Development of Water Supply & Sewerage billing & Property Tax Self Assessment web enable Application Software and synchronizing with available GIS Data for Municipal Corporation, SAS Nagar (Mohali)”

I/We state that

1. The financial offer is unconditional

2. Rates quoted are valid for 180 days from last date of submission of tenders(____)and hold

good for work under all conditions, site, moisture, all weather etc.

3. The total quoted is inclusive of all duties, applicable taxes etc. on current rates. The Details of

professional fees, travel cost, cost off or mats, computerization etc. besides taxes and duties has

been provided separately.

4. The firm has not been blacklisting /debarred by any central/state/multilateral funding agency in

India

5. The firm does not have any pending litigation in court of law with any state/central/multilateral funding

agency.

6. The details of all on-going litigations with such agencies are enclosed.

7. The cost quoted is based on number of estimated records (55,000).

I/We have carefully studied the various components here in above with the scope of work and detailed

activities and all other terms and conditions of this RFP. On the basis of that I/We hereby undertake to

execute the said works. It is further certified that we have gone through our RFP for the above said works

and I/We have understood all the terms and conditions pertaining to the work.

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RFP

Development of Water Supply & Sewerage billing & Property Tax Self Assessment web enable Application Software and synchronizing with available GIS Data for Municipal

Corporation, SAS Nagar (Mohali)

RATES ( inclusive of all taxes)

SR. No.

DESCRIPTION

AMOUNT

To be filled in numeric figures only no additional remarks is

acceptable

1. Development of Water Supply & Sewerage billing & Property Tax Self

Assessment web enable application software for Municipal Corporation, SAS

Nagar (Mohali)

Cost in words ( )

2. Synchronizing all the available Data (in different formats like Excel/GIS etc) related to Property tax, water supply and sewerage billing to this newly developed software

Cost in words ( )

3.

Software AMC Charges for 2nd Year from the date of Implementation

Completion Certificate.

Cost in words ( )

4. Software AMC Charges for 3rd Year from the date of Implementation

Completion Certificate.

Cost in words (

Place:

Date: Signature of Authorized Signatory

Address:

Tel/Fax:

E-mail:

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Annexure III

Performance Security Format of Bank Guarantee of Performance Security

On Non-Judicial Stamp Paper of Rs. 100

Bank Guarantee No. :

Date of Issue :

Date of Commencement :

Valid Up till :

Amount Rs.

To

The Municipal Commissioner,

SAS Nagar (Mohali) Municipal Corporation,

SAS Nagar (Mohali), Punjab

Gentleman:

Whereas the Commissioner, SAS Nagar (Mohali) Municipal Corporation, hereinafter called the

„Purchaser‟ having its Registered Office at ----------------------- having entered into a contract no. ……

……… ……… ……… ……… …… … …… ……dated ………………………… under International

bidding norms with M/s …………… ………… ……… ………… …………., a Company incorporated

under ………………………………………………………… and having its Registered office at

…………………………… and Branch office at …………………………………………………….. ,

[hereinafter called the “Supplier”], to supply the Goods and Related services related to

………………………….. (Description in the contract).

In accordance with the provisions of the Conditions of Contract, Sub-clause ………………………..

(“Performance Security”) of the Contract No. …………………………………………… the Supplier

shall deposit with the Commissioner, MCM -----------------------, SAS Nagar (Mohali) a Bank

Guarantee to guarantee his proper and faithful performance under the said Clause of the Contract of

an amount of Rs. ………… …………….. (Rupees ………………………… …………… …… …

………… …… ……………..). The performance security shall be valid until the Supplier has executed

and completed the Works and remedied any defects therein in accordance with the Contract i.e. till

the completion of the warranty period as mentioned in Section ………………………………… of the

Contract.

We, the ( Bank‟s name and Branch ………………… ………………………… … … … … ………… …………, a body

incorporated ………… ………………… … …………… …… ……… ………… .. (Bank‟s Address)

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……………………………………………………………., having our Registered Office at

………………………………………………………. (hereinafter called “the Bank”) which expression shall, unless

repugnant to the context or meaning thereof, include its successors, administrators, executors and assigns, do

hereby guarantee and undertake to pay an amount of Rs. ………………………………. (Rupees ……………..

…………………………………………..) to the Purchaser immediately on demand an or all monies payable by

the Supplier to the extent of Rs. …………. (Rs………………………………………………………………….) as

aforesaid at any time uptil ……………………………………………………. without any demur, reservation,

contest, recourse or protest and / or without any reference to the Supplier. Any such demand made by the

Purchaser on the Bank shall be conclusive and binding notwithstanding any difference between the Employer

and the Supplier, any dispute pending before any Court, Tribunal, Arbitrator or any other authority. We agree

that the guarantee herein contained shall be irrevocable and shall continue to be enforceable till the Purchaser

discharges this guarantee.

The Bank also agrees that the Purchaser at its option shall be entitled to enforce this Guarantee against the bank as a principle debtor in the first instance without proceeding against the Supplier and notwithstanding any security or other guarantee that the Purchaser may have in relation to the Supplier‟s liabilities.

We further agree that no change or addition to or other modification of the terms of the Contract to be performed there-under or of any of the contract documents which may be made between The Commissioner, MCM-------------------------, SAS Nagar (Mohali), and the Supplier shall in any way release us from any liability under this guarantee, and we hereby waive notice of any such change, addition or modification.

This Guarantee shall be enforced for a maximum period uptil …………………………………. on expiry of which The Commissioner, MCM------------------------------, SAS Nagar (Mohali) shall discharge the Guarantee. In case the Defects Liability Period ends after the expiry date of this guarantee the Purchaser shall not discharge the guarantee and shall request for extension of validity period of this guarantee.

Notice of claim under this Guarantee, if any, must be given to the Bank by the Purchaser during the guarantee period as mentioned above.

Notwithstanding anything contained hereinabove, our liability under this guarantee is restricted to Rs. (Rupees ……………………………………… ……… …… …… … … … …………….) and this Guarantee shall be in force till … …… …… ……… …… …… …… …… …… … ……… from the date hereof.

Notwithstanding anything contained herein :

1. Our liability under this Bank Guarantee shall not exceed Rs………………………… (Rupees … …… ……… ……… …… ……… ……… …… …… ………………………………………) 2. The Bank Guarantee shall be valid uptil …………… …… …………………… …… …………….. 3. We are liable to pay the guaranteed amount or any part thereof under this Bank Guarantee only and only if The Commissioner, SAS Nagar (Mohali) Municipal Corporation --------------------, SAS Nagar (Mohali) serves upon us a written claim or demand on or before ………………………… and 4.All rights under this guarantee shall be forfeited and we shall be relieved and discharged from all liabilities there under whether or not this document shall have been returned to us after ………………………………….. For ……… …………… …………………. (name of the Bank) Authorized Signatory

Place : Date

Note: This guarantee is to be issued by a Scheduled Bank located in India

DETAILED TENDER DOCUMENT - Mohalimcmohali.org/RFP for development of Software.pdfThe bidder should...

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