BOAT (SR) Page 1

Request for Proposal

For Internet Leased Line for

Web Portal Connectivity

Board of Apprenticeship Training (Southern Region)

4th Cross Road, CIT Campus, Taramani, Chennai-113

Tel: 044-22542703, 22542235

Fax: 044-22541563

www.boatsr-apprentice.nic.in

E-mail: director@boat-srp.com

BOAT (SR) Page 2

BOARD OF APPRENTICESHIP TRAINING (SOUTHERN REGION)

INVITATION OF TENDERS

For supply of 8 Mbps Internet Leased Line

The Tender documents can be downloaded from our website

www.boatsr-apprentice.tn.nic.in

The Tenders without Earnest Money will be rejected.

Tender Reference : BOAT /Web Portal/LL/2011

Date of Commencement of

Tender document : 18.04.2011

Date of Pre Bid Meeting : 29.04.2011

Last date and Time for

Receipt of tenders : 16.05.2011 before 05:00 p.m.

Time and date of opening

of tenders : 17.05.2011 at 11:30 a.m.

Place of opening of

Tenders : Conference Room, BOAT (SR)

BOAT (SR) Page 3

Table of Contents

I. SPECIFICATION OF 8 MBPS INTERNET CONNECTIVITY LEASED LINE ...................................... 4

II. QUALIFYING CONDITIONS FOR ELIGIBLE BIDDER: -............................................................... 5

III. DELIVERY PERIOD & INSTALLATION: ................................................................................. 7

IV. WARRANTY PERIODS: ...................................................................................................... 7

V. SERVICE LEVEL AGREEMENT TO BE SIGNED BY VENDOR ...................................................... 7

VI. SYSTEM OF TENDERING ................................................................................................... 8

VII. BIDDING PROCESS ......................................................................................................... 11

VIII. TERMS AND CONDITIONS .............................................................................................. 12

ANNEXURES .............................................................................................................................. 15

A. TECHNICAL BID FORMAT ................................................................................................... 15

B. FORMAT FOR TECHNICAL CAPABILITY ................................................................................ 16

C. PERFORMANCE BANK GUARANTEE PERFORMA ................................................................. 17

BOAT (SR) Page 4

I. SPECIFICATION OF 8 MBPS INTERNET CONNECTIVITY LEASED LINE

Board of Apprenticeship Training (Southern Region) [BOAT (SR)] has launched

a Web Portal which automates all its operations and will be accessible to all its

stakeholders round the clock. In order for BOAT (SR) personnel to access the Web

portal, which is hosted by Sify on its server in Mumbai, BOAT (SR) requires an 8 Mbps

Leased Line. This Request for Proposal gives detailed specifications to vendors on

BOAT (SR)’s requirement. The vendors would be responsible for the following:

1) To provide 8 Mbps Internet connectivity (Leased Line) at BOAT (SR), Chennai.

2) Liaisoning with BSNL for obtaining point–to-point connectivity between ISP node

and BOAT (SR). (If required)

3) Installation, commissioning, configuring of the link and hardware (Modems, Routers

etc).

4) Maintenance support service (24 X 7 X 365) for Bandwidth and equipment.

5) MRTG graph for bandwidth monitoring at Router in BOAT (SR).

The following need to be provided while replying for this RFP

A) Band Width charges/or Annual Port Charges

8 Mbps of Internet Bandwidth (8 Mbps Internet Connectivity Leased Line (1:1

uncompressed and unshared) on MPLS network up to BOAT (SR), Chennai dedicated on

Optical fiber link.

B) Local Loop charges

a) One time installation & Configuration charges b) Annual rentals (Recurring charges)

c) Any other charges (To be specified) d) WPC and other clearance charges

C) Hardware charges

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BOAT (SR) will not purchase any hardware and the vendor will have to provide all the

required hardware.

II. QUALIFYING CONDITIONS FOR ELIGIBLE BIDDER: -

1. Liaisioning (if required) with other firm(s) for obtaining point to point

connectivity between ISP node and BOAT (SR) shall be the responsibility of

quoting firm.

2. The vendor should have a valid Category A ISP license from Govt. of India

(Attach a copy of license).

3. The vendor must have DOT license to set up and operate International gateways.

ISP must have distributed minimum 100 Mbps of International Internet bandwidth

to its clients (Attach certificate).

4. The list of existing enterprise customers of Internet Bandwidth (8 Mbps or more)

should be provided along with feedback.

5. The quotation should clearly indicate the different components of the total

charges-recurring (annual) and non-recurring (one time) for bandwidth and

equipment supplied along with mode of payment i.e. whether quarterly / half-

yearly / annual or one time (if any).

6. Compliance of terms with any deviation should be clearly indicated in remarks in

separate deviation sheet

7. The vendor should have a fully functional Customer Service Centre in this region,

which is operational 24 hours. (Attach Certificate)

8. The bidder should ensure that the local loop provisioning does not violate

regulations as laid by Government of India/TRAI in respect of such

links/networks. Bidder will be responsible for making all the payments towards

the local loop charges /rentals / WPC charges etc.

9. Vendor should submit the quotation in two bid system i.e. Technical bid and

Commercial bid. Commercial bid of those Vendors will be considered who will

qualify technically.

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10. Vendors not complying with above conditions or not providing complete

information as described shall not be considered.

11. The client reserves the right to carry out the capability assessment of the bidder

and the client’s decision shall be final in this regard.

12. The firm must mention clearly the requirement of Hardware and Software (server,

operating system etc.) from BOAT (SR) to make this Internet connectivity

operational.

13. The Mode of payment of Bandwidth charges will be subject to the following

conditions on various tasks as under:

a. Bandwidth charges will be paid quarterly after service is rendered.

b. For this the vendor will raise the bills at-least one month in advance before

the start of the next quarter.

c. The vendor will be responsible for making payments related to WPC and

other clearance charges.

14. . The vendor must be a system integrator having a direct purchase and support

agreement with the Equipment Manufacturer and should have tested and supplied

similar type of equipments/system to reputed organizations (proof to be attached

with technical bid) including Government Sector. The equipments offered for

supply must be of the most recent series models incorporating the latest

improvements in design. The models should have been released on or after 2010

and be in satisfactory operation for 6 months as on the date of tender opening.

15. The vendor should have consistent proven record for the last 3 years in the field

of networking and wireless networking.

16. The vendor should have a 24 x 7 assistance center in India and must have service

centers of their own within 200 – 300 kms radius and qualified engineers to

handle the project. The details of service centers and information on service

support facilities required after the warranty period may also be given in the

tender.

17. Copies of original documents defining the constitution or legal status, place of

registration and vendor place of business of the company or firm or partnership

etc. should be furnished.

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18. The vendor should furnish a brief write up, backed with adequate data, explaining

their available capacity and experience (both technical and commercial) for

supply of the required systems and equipment within the specified time and

completion after meeting all their current commitments.

III. DELIVERY PERIOD & INSTALLATION:

The delivery period (i.e. actual Installation and Testing) of the said tasks/services

should be adhered to as will be mentioned in the Award of Contract. Bidder should quote

the minimum and maximum period he will take to install/operate the link at BOAT (SR).

The supply shall actually be deemed to have been completed on the actual date of

installation.

IV. WARRANTY PERIODS:

1) The Vendor will be responsible for the comprehensive maintenance during the

warranty period of one year after the acceptance of installation & testing of hardware

for which BOAT (SR) will not make extra payment.

2) The vendor will do preventive maintenance once a quarter for upkeep of the Systems

running. The schedule will have to be adhered to strictly by him.

3) The response time for attending the faults will be four hours after they are reported to

the Vendor. The Vendor will rectify the faults within 24 hours failing which; the

vendor will arrange temporary replacements. The services shall be provided 24 hours

& 7 days in a week.

V. SERVICE LEVEL AGREEMENT TO BE SIGNED BY VENDOR

1) 8 Mbps Internet bandwidth (Leased Line) should be available at all time.

2) Packet Losses: Less than 1 % at any given point of time to any part of globe.

3) Latency: Less than 350 ms from BOAT (SR) to ISP’s tier 1 peering point.

4) Network Availability: More than 99.9 % per month.

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5) Reports for performance, monitoring and usage to be submitted by the vendor on

weekly or monthly basis or as per requirement of BOAT (SR).

6) The 8 Mbps leased line will be utilized for critical services like connectivity to BOAT

(SR) Web Portal, Mail Servers etc. apart from normal Internet usage. To ensure

uninterrupted critical services, the vendor will ensure redundant alternative leased

circuit route (e.g. ring topology).

VI. SYSTEM OF TENDERING

1. Two bid system (Technical & Commercial bids should be submitted in separate

covers in the following manner):

(i) Bid containing technical specifications and Earnest Money Deposit in a separate

sealed cover.

(ii) Bid containing financial offer.

The envelopes should be marked as Technical Bid and Financial Bid with reference

numbers and submitted in one cover. These bids will be opened in two stages on

different dates. The bid containing technical specifications and Earnest Money

deposit will be opened at Ist stage and if the same is found according to required

specifications, the bid containing financial offer including EMD shall be opened in

IInd stage

2. Tender must be sent in a properly sealed envelope with tender number and due date

subscribed on the envelope addressed to the Director, BOAT (SR), Chennai.

3. The price should be quoted on prescribed price schedule. All corrections must be

attested by the tenderer.

4. All the columns of the tender form shall be duly and properly filled in separately.

The rates and units shall not be overwritten in the price schedule. The rates shall be

quoted both in figures and words. The Tender should be signed by the authorized

signatory of the firm.

5. The tenderer shall deposit earnest money not less than 2% of the quoted rates i/c

taxes as specified in Notice inviting tenders along with Technical Bid in the form of

Bank Draft in favour of Director, Board of Apprenticeship Training (Southern

BOAT (SR) Page 9

Region), Chennai payable at any Scheduled/ Nationalised Bank at Chennai. The

tenders without Earnest Money shall be rejected.

6. The successful tenderer shall furnish the Performance Security for an amount of

5% of total value of the contract in shape of Bank Guarantee in favour of Director,

Board of Apprenticeship Training (Southern Region), Chennai of any Scheduled/

Nationalised Bank for the period of completion of performance obligations and

warranty period.

8. The required delivery period must be mentioned against each item. After the order

has been placed, the goods must be delivered within the stipulated period or by the

delivery period extended by the Director. In case of late delivery of goods, beyond 15

days of actual date of installation and commission of leased line, the Director is

entitled to recover as penalty from the tenderer a sum @ 0.5% of the total value of the

goods for every week or part thereof and the maximum 10% of the total value of the

goods for which the consignment is delayed beyond the due date.

9. The payment will be made after receipt of goods according to specifications, its

installation and good working order. In case the goods are rejected these have to be

removed by the supplier at his own cost. The rejected goods must be replaced by the

supplier within 15 days of the dispatch of registered notice intimating that the goods

have been rejected failing which the order may be cancelled and security forfeited.

10. No payment will be made in advance for any supplies under this tender. No claim

for any duty, not stipulated in tender will be admitted at any stage.

11. The valid documentary proof of Sales Tax, VAT/Service Tax Registration No. &

details of Income Tax registration (PAN) and I-T Clearance Certificate should be

submitted along with tender. The taxes must be quoted clearly and separately. If the

taxes are not quoted separately, it will be presumed that the rates quoted are inclusive

of taxes.

13. In case of imported goods, the country of origin, maker’s name and Brand must

be mentioned along with the price.

14. In case of goods controlled by the Government, the tendered rates shall not be

higher than the controlled rates.

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15. Standard warranty of minimum One Year or more should be mentioned in the

tender. A list of users where similar equipment has been supplied in the past should

be furnished with the tender.

16. Director of BOAT (SR) reserves the right to accept or reject any tender without

assigning any reason.

17. BOAT (SR) reserves the right to verify/seek confirmation of all original

documentary evidence submitted by the vendors in support of the tenders,

specifications for eligible criteria. In case any information furnished by vendor is

found false/incorrect the tender will be rejected. The descriptive literature with full

technical data and drawing/photos must be furnished along with the tender.

18. In case of dispute the decision of the Director shall be final. All above conditions

will be enforced unless written orders of the Director are obtained relaxing any

specific condition in any particular instance.

19. The tender shall remain valid for 90 days from the date of opening of tender. Fax

or conditional tenders shall not be accepted.

20. Tender received beyond the fixed date and time shall not be accepted.

21. The tenderers are required to quote their lowest rates in the very first instance and

there shall be no negotiation in purchases.

22. The cost of bidding and submission of tender documents is entirely the

responsibility of bidders, regardless of the conduct or outcome of the tendering

process.

23. Language of Bids: - The bid and supporting documents shall be submitted in

English.

23. Any deviation with the TOR / TD document should be clearly stated with the

reasons for it.

SCHEDULE OF REQUIREMENTS

Sr.

No.

Name of the Equipment Quantity Delivery Period Earnest

Money (in Rs.)

1 8 Mbps Leased Line 3 weeks or period

suitable to the bidder

BOAT (SR) Page 11

VII. BIDDING PROCESS

A two-stage bidding process will be followed. The bidders should submit their

proposal in (Hard copy and Soft copy) in two parts viz. ‘Technical Bid’ and

‘Commercial Bid’ in separate sealed envelopes. The ‘Technical Bid’ will contain the

documents in support of the EMD (in separate sealed cover), general format, scope,

and comprehensive details. The ‘Commercial Bid’ will contain the commercial offer.

The ‘Technical Bid’ should not contain any commercial information at all, if found so

the bid would be summarily rejected. The bidder can propose more than one solution

by specifying various options in the Technical Bid.

At first stage, only the ‘Technical Bid’ will be opened and evaluated. Those

bidders satisfying the technical requirements of the Leased Line as asked by BOAT

(SR) and accepting the Terms and conditions of this document shall be short-listed

and may be called for a presentation.

Under the second stage the Commercial Bids of only the short listed bidders shall

be opened. BOAT (SR) reserves the right to change the specifications for the final bid

based on the technical presentation of the various bidders.

BOAT (SR) directly or through the committee constituted for this purpose

reserves the right to accept or reject any proposal without assigning any reason

whatsoever.

Continue…

BOAT (SR) Page 12

VIII. TERMS AND CONDITIONS

1. Rates: The charges quoted should include the entire infrastructure required to render

the services without any hidden charges. All costs in the bid should be expressed in

Indian Rupees without any dependence on exchange rate, duty or tax structure. No

payment over and above the quoted charges will be made by BOAT (SR), except

Service tax as applicable.

2. Indemnity: Bidder shall indemnify, protect and save BOAT (SR) against all claims,

losses, costs, damages, expenses, legal suits and other proceedings, resulting from

failure or mal-functioning of the equipment or facilities provided as above or

resulting from infringement of any patent, trademarks, copyrights etc. or such other

statutory infringements in respect of all the hardware, software and network

equipment etc. It shall be at BOAT (SR)’s discretion to enforce a penalty to make up

for the losses incurred due to any of the above reasons.

3. Payments:

3.1. Payments for cost will be made by BOAT (SR) quarterly in arrears i.e. after end of

quarter on submission of invoice and performance reports.

3.2. In case of reduction in cost, benefit shall be given to BOAT (SR).

3.3. Publicity: Any publicity by the vendor in which the name of BOAT (SR) is to be

used should be done only with the explicit written permission of BOAT (SR).

3.4. Performance Bank Guarantee: - The successful bidder shall furnish, for the due and

faithful fulfillment of the contract by him, a security deposit equivalent to 5% of the

annual value of the contract valid for Twelve (12) months, which would be extended

subsequently with the renewal of the contract. Bank Guarantee Performa is given in this

document.

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4. The work would be initially awarded for one year, which would be extended on yearly

basis for subsequent years if the performance of the bidder were found satisfactory.

5. Return of EMD to unsuccessful bidder after 30 days of the actual date of contract.

6. Force Majeure: - Notwithstanding the provisions of the tender, the Bidder shall not be

liable for forfeiture of its performance security, liquidated damages or termination for

default, if and to the extent that its failure to perform its obligations under the contract is

the result of an event of Force Majeure.

7. For purposes of this Clause, "Force Majeure" means an event beyond the control of the

Bidder and not involving the Bidder and not involving the Bidder's fault or negligence

and not foreseeable. Such events may include, but are not restricted to, acts of the client,

either in its sovereign or contractual capacity, wars or revolutions, fires, floods, earth

quakes, epidemics, quarantine restrictions and freight embargoes.

8. If a Force Majeure situation arises, the Bidder shall promptly notify the client in

writing of such conditions and the cause thereof. Unless otherwise directed by the BOAT

(SR) in writing, the Bidder shall continue to perform its obligations under the contract as

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

performance not prevented by the Force Majeure event, the client may terminate this

contract by giving a written notice of minimum 30 days to the Bidder, if as a result of

Force Majeure, the Bidder being unable to perform a material portion of the services for a

period of more than 60 days.

9. In case of any damage / theft of BOAT (SR) resources (Hardware / Software /

Network/Database) appropriate compensation shall lies on the bidder.

10. In case of urgent / mission critical applications / failure bidders shall provide

corrective maintenance support on Holidays beyond working hours.

11. Governing Law and Disputes

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All disputes, differences, claims and demands arising under or pursuant to or touching

upon this contract shall be referred to the arbitration of Director, Board of Apprenticeship

Training (Southern Region), 4th Cross Road, CIT Campus, Taramani.Chennai-113. The

award of the sole arbitrator shall be final and binding on both the parties under the

provisions of the Arbitration and conciliation Act, 1996 or any statutory modification /

re-enactment thereof for the time being in force. Such arbitration shall be held at

Chennai. The vendor shall continue work under the Contract during the arbitration

proceedings unless otherwise directed in writing by BOAT (SR) or unless the matter is

such that the work cannot possibly be continued until the decision of the arbitrator or the

umpire, as the case may be, is obtained. The venue of the Arbitration shall be in Chennai.

Any disputes would be subject to jurisdiction of Chennai courts only.

BOAT (SR) Page 15

ANNEXURES

A. TECHNICAL BID FORMAT

1. Name of Firm

2. Year of establishment/Registration

3. Address

4. Phone Number

5. ISO certification

6. PAN number

7. Fax Number

8. E-Mail

9. Key Contact person(s)

10. Office Branches (number) with contact detail (s)

11. Details about EMD (refundable) of Rs.________/- in the form of demand draft

drawn in favour of Board of Apprenticeship Training, payable at Chennai. Demand

Draft Number Name of Issuing Bank Draft Issuing Date

12. Details of annual turn over* during the last two financial years.

Year 2008-2009 2009-2010

Total turn over (in Rs. Crores)

BOAT (SR) Page 16

13. Details about experience of having successfully completed at-least three projects

on Leased Line Services: - (Should be supported by original certificate from a firm of

Chartered Accountant).

B. FORMAT FOR TECHNICAL CAPABILITY

1. Please state the number of technical staff on regular payroll with EPF number.

2. Please provide details pertaining to employees: skilled staff, representative profile

(break-up qualification and experience wise, details of relevant experience likely to

be deputed as Service Engineers for BOAT (SR).

3. Please give details of Key Technical and Administrative staff with their

qualifications.

4. Number and details of similar assignments undertaken.

5. Value of projects undertaken

6. Internal processes (Certifications, Quality and Organizational processes).

7. List major awards/ achievements/accreditation’s.

8. Professional Memberships.

9. Client certificates.

10. List of similar assignments undertaken by your organisation in the past three

years. Give details of the assignment together with the client contact and address

11. List of the current projects/assignments in hand. Give the details of the projects,

together with the value and scheduled duration.

13. Escalation matrix

14. Any other relevant Information

BOAT (SR) Page 17

C. PERFORMANCE BANK GUARANTEE PERFORMA

(To be submitted by Nationalized Bank based at Chennai)

Whereas Board of Apprenticeship Training (Southern Region) having its office at 4th

Cross Road, CIT Campus, Taramani, Chennai-113 (hereinafter referred to as the

‘Purchaser’, which expression shall unless repugnant to the context or meaning thereof

include its successors, administrators and assigns), has awarded a contract to M/s

Successful, with its Registered Office at ---------------------------------------- (hereinafter

referred to as the ‘Supplier’ which expression shall unless repugnant to the context or

meaning thereof include its successors, administrators, executors and assigns) by issue of

Purchaser’s letter No. BOAT (SR) /__ __)--------- dated ---------- and the same having

been accepted by the Supplier by issue of Supplier’s letter No ---------- dated ---------

resulting in a contract valued at Rs-------------- for implementation of 8 Mbps Leased

Line for BOAT (SR) (hereinafter referred to as ‘Contract’); And whereas the Supplier is

bound by the said Contract to submit to the Purchaser a Bank guarantee for obtaining

Mobilization Advance, an amount of Rs. -----/- (Rupees -----------------only); Now we the

undersigned, fully authorized to sign and to incur obligations for and on behalf of and in

the name of _______________________________ (Name and address of the Bank)

having its Head Office at -----------------------------(hereinafter referred to as 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 the ‘Purchaser’ on demand any and all monies payable by the Supplier to the extent

as aforesaid at any time up to 18 months from the date of signing of this guarantee,

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 before any court, tribunal or any other authority. The Bank

undertakes not to revoke this guarantee during its currency without previous consent of

the Purchaser and further agrees that the guarantee herein contained shall continue to be

enforceable till the Purchaser discharges this guarantee.

The Purchaser shall have the fullest liberty without affecting in any way the liability of

the Bank under this guarantee from time to time to extend the time for performance of the

BOAT (SR) Page 18

contract by the Supplier. The Purchaser shall have the fullest liberty, without affecting

this guarantee, to postpone from time to time the exercise the same at any time in any

manner, and either to enforce or to fore bear to enforce any covenants, contained or

implied, in the contract between the Purchaser and the Supplier or any other course of or

remedy or security available to the Purchaser. The Bank shall not be released of its

obligations under these presents by any exercise by the Purchaser of its liberty with

reference to the matters aforesaid or any of them or by reason of any other acts of

omission or commission on the part of the Purchaser or any other indulgence shown by

the Purchaser or by any other matters or things whatsoever which under law would, but

for this provision, have the effect of relieving the Bank.

The Bank also agrees that the Purchaser at its option shall be entitled to enforce this

Guarantee against the Bank as a principal debtor, in the first instant without proceeding,

against the contract and notwithstanding any security or other guarantee that the

Purchaser may have in relation to the Supplier’s liabilities.

Notwithstanding anything contained herein above our liability under this guarantee is

restricted to Rs. ----------------/- and it shall remain in force up to and including ------------

---and shall be extended from time to time for such period as may be desired by the

Purchaser. Dated this------------------------day of -----------201--------------at -----------------

--For and on behalf of the ________________ (Bank).

Signature of authorized Bank official

Name: ------------------------

Designation------------------------

Stamp/Seal of the Bank: ------------------------

Signed, sealed and delivered for and on behalf of the Bank by the above named

___________in the presence of:

BOAT (SR) Page 19

Witness 1. Witness 2.

Signature……………………… Signature ………………………

Name …………………………… Name …………………………

Address ………………………… Address ………………………