Software Technology Parks of India Bangalore 2012/ISO Third Party... · Tender for ISO Third Party...
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Tender for ISO Third Party Audit & Certification STPI Maharashtra
Aug, 2012 Page 1 of 20
Tender
for
ISO Third Party Audit & Re- Certification
Tender Notice No.: STPI/MUM/PURCHASE/12-13/57
SOFTWARE TECHNOLOGY PARKS OF INDIA
(Society under Department of Electronics & Information Technology,
Ministry of Communications and Information Technology, Govt. of India)
Tower#7, Floor#6, International Infotech Park,
Vashi Railway Station-cum-Commercial Complex,
Vashi, Navi Mumbai-400 705,
EPABX : +91-22-2781 2102/03/04
Fax:+91-22-2781 2034
www.mah.stpi.in
28th August 2012
Tender for ISO Third Party Audit & Certification STPI Maharashtra
Aug, 2012 Page 2 of 20
INVITATION FOR BIDS (IFB)
Software Technology Parks of India (STPI) invites sealed bids under two-bid system
(Technical and Commercial bids) from reputed vendors for ISO Third Party Audit &
Certification with standard warranty period. The important dates are mentioned below:
RFP Reference No. & Date STPI/MUM/PURCHASE/12-13/57 & 28.08.2012
Due date & time of submission of bids 12.09.2012 upto 1200 Hrs
Due date & time of opening of bids 12.09.2012 at 1300 Hrs
EMD to be submitted Rs. 5,000/- in favor of Software Technology
Parks of India, Payable at Mumbai
Sd/-
Director
Software Technology Parks of India
Tower#7, Floor#6, International Infotech Park,
Vashi Railway Station-cum-Commercial Complex,
Vashi, Navi Mumbai-400 705,
EPABX : +91-22-2781 2102/03/04
Fax:+91-22-2781 2034
Tender for ISO Third Party Audit & Certification STPI Maharashtra
Aug, 2012 Page 3 of 20
Table of contents
1.0 Introduction ............................................................................................................. 4
2.0 Purpose of Tender ................................................................................................... 5
3.0 Scope of Work ........................................................................................................ 6
4.0 General terms and conditions.................................................................................. 8
5.0 Documents and Information to be submitted along with the Bid. .......................... 9
6.0 Bid Submission ..................................................................................................... 11
7.0 Commercial Terms and Conditions ...................................................................... 12
8.0 Rejection & Return of Bid .................................................................................... 13
9.0 Comparison and Evaluation of Bids ..................................................................... 13
10.0 Compliance ........................................................................................................... 16
11.0 Correction in Bid................................................................................................... 16
12.0 Award of Contract................................................................................................. 16
13.0 Liquidated Damage ............................................................................................... 16
14.0 Termination ........................................................................................................... 17
15.0 Confidentiality ...................................................................................................... 17
16.0 Applicable Laws ................................................................................................... 17
Annexure A – Compliance Statement............................................................................... 18
Annexure B - Organization Capability Format ................................................................. 19
Annexure C - Commercial Bid Format ............................................................................. 20
Tender for ISO Third Party Audit & Certification STPI Maharashtra
Aug, 2012 Page 4 of 20
1.0 Introduction
1.1 Software Technology Parks of India
Software Technology Parks of India (STPI) is a Society under Department of
Information Technology, Ministry of Communications and Information
Technology, Government of India. Established by the Government of India in 1991
with the objective of boosting the Software Exports from India, STPI has been the
critical support agency for the Indian Information Technology Industry for the
statutory services, technology services, incubation services, industry promotional
and government interfacing services. STPI’s Industry Promotional and Service
Provider role has been one of the key ingredients in the success story of Indian IT
offshore industry. STPI is headquartered in the national capital of New Delhi and
has its branch offices across India.
STPI Maharashtra has 5 sub-centers at secondary cities of Maharashtra and situated
at Pune, Nagpur, Aurangabad, Nashik, Kolhapur. The total strength of the STPI-
Maharashtra and its sub-centers is approximately 110 Employees.
1.2 Services of STPI
• Datacom Services –
STPI is one of the first Data communication carriers of India. STPI also holds the
Category-A Internet Service Provider (ISP) license with operational jurisdiction
covering entire country of India. However, STPI’s clientele is primarily the Indian
IT Industry, which essentially means STPI is not a general public service provider.
STPI caters to the premium segment with Technology Services where Quality is of
utmost concern.
STPI’s Service portfolio has entire spectrum of Data communication, Value added
services & IT services, thus making STPI as a Total Technology Service Provider
for the IT Industry.
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Aug, 2012 Page 5 of 20
1. Datacom Services
• Internet Leased Line Services
2. Value added Services
• Disaster Recovery Services
• Co-location server hosting
• Statutory Services –
1. STP / EHTP Scheme
STPI offers 100% export oriented scheme for the development and export of
Software and electronic hardware. Acting on behalf of the government of
India, STPI takes care of statutory needs of software and electronics hardware
exporters like Project approval, Import Approval, Bonding, Export
Certification etc.
1.3 Process at STPI
Management system of STPI-Maharashtra
With a goal to continuously enhance the value to its customer, STPI recognized
the need for standardization and created a Quality Management system. This has
been the key to drive improvements in our services and processes.
The Quality Management System at STPI was implemented based on the ISO
9001:2008 International Quality Standard (for companies providing products and
services).
All processes of STPI-Maharashtra are inline with the Quality Process of ISO-
9001: 2008.
2.0 Purpose of Tender
The purpose of this Request for Proposal (RFP) is to obtain quotations from ISO
Third Party certification body for “ISO Third Party Audit & Re-Certification”
which will enable STPI Maharashtra and its 5 sub-centers to have a unified
certification body.
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Aug, 2012 Page 6 of 20
3.0 Scope of Work
3.1 Certification – Audits that conforms to latest versions of following standards
ISO 9001– Quality Management System
3.2 Scope of Certification – There are 6 centers in Maharashtra as mentioned in table
1. The total strength of the STPI- Maharashtra is approximately 110 employees.
Following are the scope for certification of STPI-Maharashtra & its sub-centers
Table 1
Center Services under the scope of Certification
Mumbai Datacom
Statutory
Pune Datacom
Statutory
Nagpur Datacom
Statutory
Nashik Datacom
Statutory
Kolhapur Datacom
Statutory
Aurangabad Datacom
Statutory
All the above centers operated with Internal groups that work for the delivery of
services and support groups such as General Administration, Finance, Personnel &
HR.
3.3 Auditors – Prescribed Auditors who are bona fide employees and qualified to
conduct the assessment with necessary certificates, and must have proven
experience in conducting audits in the relevant sector of STPI services (as
mentioned in section 3.2) .
3.4 Application Procedure-
The certification body shall inform STPI on:
Contractual conditions, including fees and possible contractual penalties
STPI’s rights and duties
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Aug, 2012 Page 7 of 20
The applicable standards
Program changes, including regular updates of procedures and standards
The evaluation & Inspection procedure applied by certification body in the
course of certification
Documentation to be maintained by STPI to enable verification of
compliance with applicable standards by the certification body.
The certification body shall sign an agreement on liability issues,
confidentiality and access rights.
3.5 Evaluation –
The certification body shall evaluate STPI against all certification
requirements specified. The evaluation shall consist of a review of
documents & pre-assessment Audit & Assessment Audit which will be
performed by on-site visits.
Prior to audit, the certification body shall review all the necessary
documents for requirement of standards. Subsequently, pre-assessment audit
shall be conducted to identifying areas of concern. This shall be performed
atleast 2 weeks in advance.
When the scope of certification is for expansion, verification of compliance
with the requirements of standards shall also be done by the certification
body.
Certification body shall perform Conformity assessment for the scope of
certification as mentioned in section 3.2.
The certification body shall assign bona fide employee and qualified
personnel to the evaluation in line with the requirements.
The certification body shall inspect the non-conformities and the associated
Corrective Action issued previously, to verify if they have been resolved.
Evaluation methods shall consist of document review, appraisal of
management systems and on-site inspections.
There shall be an initial audit for Re-certification and ongoing evaluation
for surveillance audit in order to assess whether the process continues to
meet the applicable standards.
The Frequency of the audit shall be performed annually as prescribed and
for a cycle of 3 years of certification. Every process should be audited at
least once a year.
The audit schedule will be mutually agreed between the Certification body
& STPI-Maharashtra. The certification body shall intimate STPI through
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Aug, 2012 Page 8 of 20
written communication atleast two months in advance on the schedule of
surveillance audit.
3.6 Reporting -
Certification body shall submit a detailed report of the entire audit including
the audit plan, meeting list, non-conformances report and the summary of
the audit.
The certification body shall report evaluation findings. It shall include
- A statement of any observations relating to conformity with the
certification requirement
- Date and duration of inspection, person interview and facilities
visited
- Type of documents reviewed
Certification body shall notify the operation of any non-conformity to be re-
solved in order to comply with the standard.
The certification body shall document and shall verify effectiveness of
Corrective Action taken by STPI to meet the requirement.
3.7 Certificate –
Certification body shall issue certificates for the services that are evaluated,
with accreditation body mentioned in technical proposal.
4.0 General terms and conditions
4.1 Language of the Bid
The Bidder shall quote the information in English language and international
numerals. The rate shall be in whole numbers. These rates shall be entered in
figures as well as in words.
In the event of the order being awarded, the language of all services, instructions,
documents etc. under this contract would be English.
4.2 Correspondence
All correspondence relating to the Bid shall be addressed to
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Aug, 2012 Page 9 of 20
The Director
Software Technology Parks of India,
Tower#7, Floor#6, International Infotech Park,
Vashi Railway Station-cum-Commercial Complex,
Vashi, Navi Mumbai-400 705,
EPABX : +91-22-2781 2102/03/04
Fax:+91-22-2781 2034
The bidder must submit any comments or questions regarding the RFP in writing
and via e-mail only, by addressing [email protected]. The responses to all
questions will be through e-mail to all prospective Bidders for their benefit.
4.3 Contents of the Bid
The Bid Documents shall be submitted in TWO SEPERATE SEALED
ENVELOPES as follows:
BID- Part A: QUALIFYING AND TECHNICAL PROPOSAL
BID- Part B: COMMERCIAL PROPOSAL
Note: Each of the Parts A & B as mentioned above shall be placed in SEPARATE
SEALED ENVELOPES with the Title (Part A “TECHNICAL PROPOSAL” /
Part B “COMMERCIAL PROPOSAL”) appropriately indicated on top. Both the
envelopes shall be placed in another common sealed envelope super scribed with
“Bidder name, Ref Number and subject as Tender for “ISO Third Party
Audit & Certification”.
4.4 Validity of the Bid
The Bid must be valid for a minimum period of 120 days from the last date of
Bid Submission. The Bidder shall not be entitled (during the said period of 120
days without the consent in writing of STPI) to revoke or cancel the offer or to
vary any term thereof. However, the Commercial offer shall be valid for a period
of 3 years from the date of issue of PO/Work order.
5.0 Documents and Information to be submitted along with the Bid.
The following documents and information should be submitted as a part of the
proposal:
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Aug, 2012 Page 10 of 20
5.1 Technical proposal
As a part of the technical Proposal, the following details or supporting documents
have to be submitted
a. Company Profile – A summary of the organization capability to be provided
as per Annexure – B.
b. Client Reference – To be furnished as per table below
Client Name,
Address &
Location
Contact
Person &
No.
Services
Offered
Auditor’s
Name
Period of
Audit
c. Types of Conformity assessments / Evaluation methods: details of
Conformity assessment, evaluation methods performed and frequency &
cycle of audit.
d. Auditor’s Profile: No. of Auditors, who will perform the Evaluation along
with the complete profile of each proposed auditor inclusive of their
experience (summary of auditing experiences and certificates).
e. Certificate: Please provide the accreditation body details and the details that
will be printed on the certificate, on successful completion.
f. Financial Details: Year wise turnover of the company for the last two
financial years.
g. Supporting documents:
Bidders should submit copies of documents for documentary proof as
evidence as mentioned in section 9.1
5.2 Commercial Proposal
As a part of the commercial document, please prepare and attach the following
details as per Annexure – C
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Aug, 2012 Page 11 of 20
a. Type of Service: Type of Service that will be offered or conducted during on-
site visits for a cycle of 3 years, must be as per column 2 of Annexure-C of
commercial bid format only. Additional expenses such as
travel/accommodation to be specified.
b. No. of Mandays: No. of mandays taken to perform the Service for a cycle of
3 years.
c. Cost per manday: Unit cost / per manday cost to perform the Service for a
cycle of 3 years.
d. Service Cost: Please provide the Service cost for the type of service
(mentioned in column 2 of Annexure-C) offered or conducted during on-site
visits for a cycle of 3 years, inclusive of Additional expenses.
e. Grand Total: Grand total to be mentioned as a Sub-total of Service cost +
taxes
6.0 Bid Submission
6.1 The completed Bid in the form of hardcopy shall be duly signed and submitted in
sealed covers along with all supporting documents to the following address:
The Director
Software Technology Parks of India,
Tower#7, Floor#6, International Infotech Park,
Vashi Railway Station-cum-Commercial Complex,
Vashi, Navi Mumbai-400 705,
EPABX : +91-22-2781 2102/03/04
Fax:+91-22-2781 2034
6.2 Date and Time of Submission
The bid should be reached to
The Director
Software Technology Parks of India,
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Aug, 2012 Page 12 of 20
Tower#7, Floor#6, International Infotech Park,
Vashi Railway Station-cum-Commercial Complex,
Vashi, Navi Mumbai-400 705,
EPABX : +91-22-2781 2102/03/04
Fax:+91-22-2781 2034
STPI-Maharashtra by 12th September 2012 by 1200 hours. Due to unforeseen
situations like Strike, Bandh or Government holiday declared on the last date for
submission of bids, the bids will be accepted on next working day, time and
venue remaining unaltered.
The technical bids will be opened by the Director/representative nominated by the
Director on the same date of bid submission at 1300 Hrs in the presence of
agency/or their representatives. Incomplete bid document will be rejected.
The bidder also shall present authorization letter to participate in the bid opening.
No bidder shall be allowed to participate in the bid opening without authorization
letter.
The valid technical bids will be scrutinized to short list the eligible agency.
Thereafter, the Commercial bids of the short listed agencies will be opened by the
Director/ representative nominated by the Director on a subsequent date, which
will be intimated later.
Bids submitted after the due date and time shall NOT BE CONSIDERED. Bids
submitted by Telegram/Fax/e-mail shall not be accepted. STPI reserves the rights
to reject any or part of bid without assigning any reasons.
Any further information about this Bid will be provided on our website
www.mah.stpi.in & http://eprocure.gov.in/cppp/. Hence, bidders have to check
website on regular basis for any information and updates.
7.0 Commercial Terms and Conditions
7.1 The Bidder shall confirm that the quoted prices shall be firm and fixed and subject
to no escalation whatsoever till the validity of this tender.
7.2 The bidder shall submit an earnest money of Rs.5,000/- (Rupees Five Thousand
only) in the form of Demand Draft/Bankers Cheque drawn in favour of “Software
Technology Parks of India payable at Mumbai”. Bids received without Earnest
Money will not be considered. The EMD of unsuccessful bidder will be returned
after finalization of contract and the EMD of the successful bidder shall be
returned interest free after completion of Scope of Work.
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Aug, 2012 Page 13 of 20
7.3 The payment for the successful bidder’s services shall be provided upon
submission of annual audit conclusion report or issue of certificate.
8.0 Rejection & Return of Bid
8.1 STPI reserves the right to reject any or part of any bid without assigning any
reason. The documentation submitted by Bidders shall not be returned. STPI
also reserves the right at its sole discretion not to award any Works under the Bid
submission Process. STPI shall not pay any costs incurred for the purchase,
preparation and submission of any Bid.
8.2 If the Bidder gives wrong information in the Bid, STPI reserves the right to reject
such Bid at any stage or to cancel the Contract, if awarded.
8.3 Canvassing in any form, in connection with the Bids is strictly prohibited and the
Bids submitted by the Contractors who resort to canvassing are liable for
rejection.
8.4 Bids, in which any of the particulars and prescribed information are missing or are
incomplete, in any respect and / or prescribed conditions are not fulfilled, shall be
considered non responsive and are liable to be rejected.
9.0 Comparison and Evaluation of Bids
9.1 Proposal Selection Criteria - All of the “ISO Third Party Audit & Re -
Certification” proposals will be carefully reviewed, based on the following
selection criteria (not necessarily weighted in this order)
a. The proposal is valid only; if it is enclosed with all the requisite information
and supporting documents are furnished as per the RFP requirements with in
the stipulated date and time.
b. Certification body should either be an independent impartial body registered
under the company’s act 1956, possessing the necessary competence and
reliability to operate a certification system in India.
Bidders should submit copies of documents for documentary proof as
evidence-
1. Certification of Incorporation 2. Audited Balance sheet of company for the
last two years (2008-09 & 2009- 10). 3. Service Tax registration certificate &
PAN/TAN registration certificate (as per Annexure –B).
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Aug, 2012 Page 14 of 20
c. The certification body should have been in business for last 3 years in the
conformity assessment, evaluation and Certification.
Bidders should submit copies of documents for documentary proof as
evidence-
Work order confirming years and area of activity performed.
d. The certification body should be authorized to perform certification in the
relevant sector of STPI services (as mentioned in section 3.2) / Industry.
Bidders should submit copies of documents for documentary proof as
evidence-
Certification issued by the Accreditation body on the sector / Industry of
certification.
e. The certification body should have implemented, or migrated to ISO/IEC
17021:2006, Conformity assessment – Requirements for bodies providing
audit and certification of management systems.
Bidders should submit relevant documentary proof as evidence
f. The certification body should be accredited and, preferably with same
accreditation body or the accreditation body (ies) are members of IAF
(International Accreditation Forum).
Bidders should submit relevant documentary proof as evidence
g. The Assessment, evaluation & inspection should be well-defined with
adequate time to review / inspect the requirements and as per section 3.5
h. The reporting should be as per section 3.6.
i. The certification body’s evaluation methods performed and frequency &
cycle of audit & Auditors should be adequate.
j. The Auditor(s) should be bona fide employee (s) and should have minimum 3
years experience in conducting audit in the relevant sector of STPI services
(as mentioned in section 3.2) / Industry.
Bidders should submit copies of documents for documentary proof as
evidence-
1. Auditors profile giving the details of work experience in the relevant sector
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Aug, 2012 Page 15 of 20
of STPI’s services, activity of work performed and certification.
2. Auditor’s appointment letter as an employee of certification body.
k. The auditor (s) should have performed minimum 5 audits of atleast 15
mandays during the last 3 years.
Bidders should submit copies of documents for documentary proof as
evidence-
Work orders confirming the years and area of activity performed.
l. The Auditor(s) must be certified as a lead auditor (approved by IRCA / RAB)
in the respective standards (mentioned under section 3.1).
Bidders should submit copies of documents for documentary proof as
evidence-
Attested copies of certificate
9.2 An evaluation Committee will assess all the bids received. Proposals received will
be evaluated in two stages: Technical and Financial.
9.2.1 Stage1: Evaluation of Technical Proposal
The evaluation of the Technical proposal will be based on the weightage for each
component, as indicated below:
Evaluation Attributes Weightage in points
Certification body Profile 30
Assessment & Evaluation Methods 30
Experience & Certification of the Auditors 30
Accreditation Body 10
Total 100
At the end of Stage 1 of the evaluation process the bidders who have obtained 70
or more points will be considered for stage 2 of financial proposal Evaluation.
9.2.2 Stage 2: Evaluation of the Financial Proposal
At the end of stage 1 of evaluation process, only the successful bidders will be
considered for evaluation under Stage 2. The evaluation of the financial proposal
will be as follows:
i. The lowest Grand total of commercial bid among the successful bids of stage
1, will be assigned a mark of 100 points.
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Aug, 2012 Page 16 of 20
ii. The points for the other successful bids will be rated in comparison with
lowest cost bid.
9.2.3 Overall Rating
The overall rating will be calculated with:
70% of Technical Bid rating and
30% of Financial Bid Rating
The successful bidder will be the one with the highest overall rating.
10.0 Compliance
10.1 Compliance statement in the form of ‘Complied’ or ‘Not Complied’ shall be
given against clause-by-clause specification proposed under section all using the
format under Annexure A – “Compliance Statement”.
10.2 In the event of any deviation or non-compliance, the Bidder shall indicate them
very clearly. Any mismatch between the compliance statement and the proposed
solution shall be treated as bid disqualified.
11.0 Correction in Bid
11.1 All entries in the Bid shall either be typed or be in ink. Erasures shall render such
Bids liable to rejection. The Bidder shall duly attest all cancellations and
insertions.
11.2 The person(s) signing the Bid shall sign all changes, alterations and corrections in
the Bid in full and along with date and seal. No erasure and/or over writing is/are
permissible.
12.0 Award of Contract
STPI shall issue the Work order to the successful Bidder. The bidder shall accept
the Work Order through a written communication within 2 working days from the
date of issue of work order.
13.0 Liquidated Damage
If the successful bidder fails to deliver services within 15 days from the audit
schedule that is mutually agreed between the parties and if such failure is
attributable to successful bidder then, STPI shall without prejudice deduct from
the payment due to the successful bidder as liquidated damage, a sum equivalent
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Aug, 2012 Page 17 of 20
to 0.5% of the total work order cost for each week of delay thereof subject to a
maximum of 5% of total value. Beyond which STPI reserves the right to cancel
the contract wholly or in part without any liability to cancellation charges.
14.0 Termination
14.1 Failure by the Service provider to comply with any statutory requirement and /or
the terms of the agreement during the period of contract shall result in termination
of the contract and subsequent disqualification from participation in any future
tender of the STPI.
14.2 STPI reserves the right to cancel the contract wholly or in part without any
liability to cancellation charges if the Certification body’s validity of accreditation
expires.
14.3 The contract between the STPI and the Service provider can be cancelled by STPI
wholly or in part without any liability to cancellation charges with a notice period
of 30 days time, without assigning any reason.
15.0 Confidentiality
15.1 The Service provider shall treat all documents/data/services details or part of
them, which one may provide party to the other, as strictly confidential and
maintain secrecy for the same.
15.2 The service provider shall not publish, disclose any information about, make
available or otherwise dispose of the documents/data/services details or any part
or parts thereof to any third party, directly or indirectly without prior written
consent of the other party to this agreement.
15.3 STPI shall restrict access to the documents/data/services details only to those to
whom STPI felt necessary and relevant.
16.0 Applicable Laws
The Applicable Law for the interpretation and management of the obligations
under the present Bid exercise and subsequent contract entered together with all
the legal relations arising there from shall be Indian Law.
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Aug, 2012 Page 18 of 20
Annexure A – Compliance Statement
Clause No. &
Description
Sub-clause No. &
Description
Compliance
(Yes/No)
Reason for
deviations (if
any)
(Authorized Signatory for the Bidder with Seal & Date)
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Aug, 2012 Page 19 of 20
Annexure B - Organization Capability Format
Sl. No. Particulars Details to be furnished
Details of the Bidder (firm/company)
1 Name
2 Address
3 Contact Details (Tel., Fax, E-mail)
Details of Head of the organization
4 Name
5 Contact Details
Information about the Company
6 Status of company Indian company / foreign
company
7 Year and Place (s) of establishment
8 Country (s) of Prime Business
9 Details of Parent, Associate or
Subsidiary Companies, if any
10
Details of Service tax registration (Copy of
Service Tax registration certificate to be
furnished)
11 Details of PAN/TAN (Copy of PAN/TAN
registration certificate to be furnished)
12 Year wise turnover of the company for the last
two financial years.
Information about the services
13 Services Offered
14 Years of experience in performing assessment
Audit & Certification
15 List of Accreditation body against each standard
(if available)
16 Migrated to ISO/IEC 17021:2006 Yes/ No
17 Sector of industry under which assessment Audit
& Certification offered
Note: Please furnish necessary supporting documents for the above
(Authorized Signatory for the Bidder with Seal & Date
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Aug, 2012 Page 20 of 20
Annexure C - Commercial Bid Format
NOTE: 1. Taxes should be indicated as applicable (Service Tax in this case).
2. In case of price variation between the price quoted in words & figures, the lowest shall be considered.
(Authorized Signatory for the Bidder with Seal & Date)
Year Type of Service No. of Mandays Cost per manday Service Cost Service Cost + Taxes
I
Registration - -
Document Review
Pre-assessment Audit
Audit & Certification
Additional Expenses
1.
2.
Total (a)
II
Audit
Additional Expenses
1.
2.
Total (b)
III
Audit
Additional Expenses
1.
2.
Total (c )
Grand Total (a+b+c)
Grand Total Service Cost + Taxes in words