The Kolkata Municipal Corporation (KMC) Request for...

The Kolkata Municipal Corporation (KMC)

Request for Proposal (RfP)

For

Providing End-to-End Solution to Implement Vehicle Tracking System in SWM-I Department of KMC and Providing Post Implementation Support and Maintenance Services to the

System for a Period of 3 Years

Issued by:

DIRECTOR GENERAL (SWM) THE KOLKATA MUNICIPAL CORPORATION SOLID WASTE MANAGEMENT DEPARTMENT 48 MARKET STREET (2ND FLOOR) KOLKATA 700 087

JANUARY 2015

RfP for Providing End-to-End Solution to Implement Vehicle Tracking System

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Table of Contents

1. Notice Inviting e-Tender ....................................................................................................................... 2

2. Important Information ......................................................................................................................... 3

3. Background ........................................................................................................................................... 4

4. Scope of Work ...................................................................................................................................... 5

5. Qualification Criteria for Bidders .......................................................................................................... 8

6. Bid Evaluation Process .......................................................................................................................... 9

7. Bidding Process and Submissions ....................................................................................................... 10

8. Terms and Conditions ......................................................................................................................... 14

Annexure 1: General Information on the Bidder ....................................................................................... 19

Annexure 2: Undertaking ........................................................................................................................... 21

Annexure 3: Format for Credentials of the Bidder ..................................................................................... 22

Annexure 4: Format for CV of Personnel ................................................................................................... 23

Annexure 5: Format for Financial Proposal ................................................................................................ 25

Annexure 6: Certificate from Statutory Auditor of Bidder ......................................................................... 26

Annexure 7: Power of Attorney .................................................................................................................. 27

Annexure 8: Details of Electronics Devices/Gadgets & Tax, Levy etc. ....................................................... 28


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1. Notice Inviting e-Tender

Notice Inviting e-Tender No. KMC/SWM-1/VTS/01/2014-2015

Of Director General (SWM), Kolkata Municipal Corporation

TENDER REFERENCE NUMBER:. KMC/SWM-1/VTS/01/2014-2015

Director General (SWM-I & II), Kolkata Municipal Corporation invites e-Tender for the work detailed in the table below.

(Submission of Bids online)

Detail of Scheme(s)/ Work(s):

Name of Work Earnest Money Time of Completion Price of Tender

Providing End-to-End Solution to Implement

Vehicle Tracking System in SWM-I Department of

KMC and also Providing Post Implementation

Support and Maintenance Services to the System

for a Period of 3 Years

2% of the Total

Financial Offer

4 months for Implementation

3 years for Support & Maintenance Rs.500.00

1) In the event of e-filling, intending bidders may download the tender documents from the website

https://wbtenders.gov.in directly with the help of Digital Signature Certificate. Necessary Price of Tender and

Earnest Money may be remitted through Demand Draft issued from any Nationalized/Scheduled Bank in favour of

“The Kolkata Municipal Corporation”, payable at Kolkata and also needs to be documented through e-filling. The

original Demand Draft against Necessary Price of Tender and Earnest Money needs to be submitted to:

Director General (SWM-I & II)

Kolkata Municipal Corporation

48 Market Street (2nd Floor)

Kolkata 700 087

2) Both Technical Bid and Financial Bid, duly digitally signed, are to be submitted concurrently in the website

https://wbtenders.gov.in

3) Submission of Technical Bid and Financial Bid should be done as per the stated time schedule.

4) The FINANCIAL OFFER of the prospective bidder will be considered only if the TECHNICAL BID of the bidder is found

qualified by the “Tender Evaluation Committee”. The decision of the “Tender Evaluation Committee” will be final

and absolute in this respect. The list of Qualified Bidders will be displayed on the KMC website

(https://www.kmcgov.in).


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2. Important Information

Sl.No. Item Details

1. Project Name

Providing End-to-End Solution to Implement Vehicle Tracking

System in SWM-I Department of KMC and also Providing Post

Implementation Support and Maintenance Services to the System

for a Period of 3 Years

2. Price of Tender Rs.500.00 in the form of Demand Draft in favour of “Kolkata

Municipal Corporation” payable at Kolkata

3. Earnest Money Deposit (EMD)

2% of the Total Financial Offer (as to be mentioned in Annexure:5) in

the form of Demand Draft in favour of “Kolkata Municipal

Corporation” payable at Kolkata

4. Document Download Start Date

(Online) January 13, 2015 from 01:00 PM

5. Pre-Bid Conference

January 16, 2015 at 01:30 PM

SWM Department, Kolkata Municipal Corporation, 48, Market

Street, 2nd Floor, Kolkata - 700087 at the Chamber of D. G.

(SWM).

6. Bid Submission Start Date (Online) January 20,2015 from 05:00 PM

7. Bid Submission Closing Date (Online) January 30, 2015 till 06:55 PM

8. Last Date of Submission of EMD &

Price of Tender (Offline) February 02, 2015 till 02:00 PM

9. Bid Opening Date for Technical

Proposals (Online) February 02, 2015 till 03:00 PM

10. Nodal Officer for this Project

Director General Solid Waste Management

The Kolkata Municipal Corporation

Solid Waste Management Department

48 Market Street (2nd Floor), Kolkata 700 087

e-mail: [email protected]

Phone: +91 9836536419

Executive Engineer (c)-Phone:-+ 91 9434643284

Price of Tender

Rs.500.00 (Rupees Five Hundred only) in the form of a Demand Draft form of Demand Draft from any

Nationalized/Scheduled Bank drawn in favour of “Kolkata Municipal Corporation” payable at Kolkata.

Earnest Money Deposit

2% of the “Total Financial Offer”, as to be mentioned in Annexure:5, in the form of Demand Draft from any

Nationalized/Scheduled Bank drawn in favour of “Kolkata Municipal Corporation” payable at Kolkata.

Pre-Bid Conference

Bidders are encouraged to attend the Pre-Bid Conference on January 16, 2015 at 01:30 PM at SWM Department,

Kolkata Municipal Corporation, 48, Market Street, 2nd Floor, Kolkata - 700087 at the Chamber of D. G. (SWM).

Amendment to Tender Document

If it becomes evident that this RfP requires amendment(s), formal written amendment(s) shall be issued through e-mail

to all prospective bidders who would attend the pre-bid conference and will also be hosted on the KMC web portal

(https://www.kmcgov.in).

Bidder’s Responsibility

It is expected that the bidder should be thoroughly familiar with all specifications and requirements of this RfP. Any

failure or omission in the submitted documents shall not be considered and may be liable for cancellation.

Award

Award will be made to the Bidder whose bid provides the greatest value in the view of the KMC from the standpoint of

suitability to purpose, quality, service, previous experience, price, ability to deliver, or for any other reason deem fit by

the designated committee for the best interest of the KMC. The decision of KMC shall be final.


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3. Background

The Kolkata Municipal Corporation (KMC) serves the third largest city in the country covering an area of 201

Sq.KM and provides a range of quality urban services to more than 4.5 million static and another 7.5 million

floating population. The range of services provided by KMC include supply of drinking water, sewerage and

drainage, solid waste management, roads maintenance, street lighting and slum development works.

In recent years, KMC has initiated various programs that aim to bring about holistic improvements in its

operations with focus on revenue generation, efficiency enhancement and social responsiveness.

Considerable progress has been achieved in this direction by streamlining of work procedures, improvement

in work culture and greater transparency in interaction with stakeholders, thus ensuring a higher level of

customer satisfaction. However, KMC is committed to the cause of continuous improvement in services with

its vision to "be efficient, effective, equitable, citizen responsive, financially sustainable and transparent,

delivering quality service to its citizens", as its guiding light.

KMC understands that IT and ITES would be a crucial enabler in its quest to attain its vision. It also

understands that not only must it have the necessary IT systems and infrastructure in place, but that it must

also ensure that the requisite processes, staffing and governance model should be in place to ensure that

substantial benefits are obtained. KMC desires to improve the overall effectiveness of the various services

that would enable it to achieve its vision.


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4. Scope of Work

4.1 End-to-End Solution to Implement and to provide Support Services & Maintenance

4.1.1 Implementation of “Vehicle Tracking System” with the following requirements:

(a) Real time tracking of around 300 vehicles simultaneously every day [Routes of vehicles will be provided by

KMC. However, the routes may vary from time to time];

(b) Scalability (data refreshing) should be every 20 seconds [Tracking is to be done for around 300 vehicles for

the time being. However, the number of vehicles may increase upto 600];

(c) A layer of Vat-points and other locations along with Routes will be provided on Google-map. Tracking is

supposed to be made on this map. Cost of procurement/renewal of applicable licence fees for this map is

to be borne by the concerned ITES Consultant;

(d) Standard features of GPS Vehicle Tracking Software are supposed to be there like ‘Geo-fencing Setup &

Control’, ‘Distance Covered’, ‘Track Play-back’, ‘SOS’ and ‘Fuel Level’. However, any additional feature

available/supplied may be mentioned distinctly and those should be quoted separately;

(e) The VTS devices should have the following characteristics as minimum:

� Operating temperature: At least within the range –20 oC to 80

oC;

� Humidity tolerance: Minimum upto 95%;

� Horizontal accuracy: Maximum 2 metres;

� Standard interface for connectivity and communication protocols;

� Relevant quality certification;

(f) The VTS devices should be capable to keep and maintain on-device log;

(g) The VTS devices should be able to re-synchronise with the server and system as soon as connectivity is

established after disconnected operation;

(h) In addition to online reports, hard copy reports on vehicle movements; Report formats will be provided

during preparation of SRS. However, these hardcopy reports are needed to be available in existing

Municipal Administration System being used at KMC;

(i) Apart from online reports, Graphic Dashboard should show current status of devices, i.e. whether the

device is in working condition or malfunctioning or tampered or not able to be communicated with;

provision for RFID based Driver-Vehicle assignment data to be available on Dashboard and other Reports;

(j) Able to send e-mail/SMS alerts to authorised personnel;

(k) All time availability of last One year’s History data;

(l) Incremental backup of data for future reference;

(m) Network between GPS Devices and VTS-Server is to be arranged by the ITES Consultant. KMC will provide

space for hosting the system [Mode of communication may be either proprietary or through SMS, which

may be decided mutually];

(n) Data communication will be needed with existing software applications presently being executed at KMC

and developed on Oracle 10g and J2EE [Existing Operating System: HPUX. Existing back-end database:

Oracle 10g. Existing front-end platform: J2EE. The system proposed should be available in an Intranet

Portal. Existing systems to be integrated and corresponding interface/protocol will be provided/decided

during preparation of the SRS];

(o) Registration No. of any vehicle, standing on a weigh-bridge is to be sent to a pre-defined computer system

by RFID based system [Presently the Registration Nos. of vehicles get entered into the system manually,

but the weights come to the system electronically].


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4.1.2 Resolution of Support Calls/Change Requests (CR) during “Support & Maintenance”: This would be guided by

the Service Level Agreements (SLA). Inability to honour the SLA would attract suitable penalty provisions.

Penalty provisions will be finalised during execution of “Contract”.

Criticality

Service Level Agreements

Acknowledgement Time taken to

resolve CR Impacts

High Within 1 hour 1 day Critical processes

Medium Within 1 day 5 days Important but not critical

processes

Low Within 1 day 10 days Non-critical processes

The status of CRs shall be systematically maintained with the help of a CR tracker. All such implemented CRs

shall be incorporated in the relevant documentation (viz. SRS, user-manual, technical manual, etc.).

4.1.3 Sundry Assistance: The selected Agency shall extend its support to KMC, as and when required, for specific

tasks and related databases for reporting, analysis or any such other purpose. For example, the selected

Agency would need to construct and execute SQL queries on the databases to gather the necessary

information. Similarly, the selected Agency shall provide necessary assistance during preparation of different

reports.

4.1.4 Coordination with other I.T. vendors of KMC: HCL is the hardware solution provider to KMC. It maintains

KMC’s hardware infrastructure such as servers, databases, computers, etc. HCL is responsible for maintaining

all services that run on Oracle EBS. HCL is also responsible for taking regular backups of the databases.

PricewaterhouseCoopers (PwC) manages KMC’s intranet and Municipal Administration System (MAS). Hence

the selected I.T. consultant shall have to work in close collaboration with PwC, provide the data requirements

and access the MAS databases and also to create appropriate mechanism (viz. views, tables, packages or

procedures, etc.) to enable such transactions on the database.

4.1.5 Documentation: The selected Agency shall develop exhaustive documentation (viz. SRS, Users’ Manual,

Technical Manual, etc.) for the system to be implemented and to maintain it for all the CRs there after. While

writing code for the application, it must adhere to coding standards (ample and appropriate commenting,

version control, etc.).

4.1.6 Source Code: The source code will be proprietary to KMC. However, the source code and the developed

application will be under the custody and maintenance of the selected Agency till the time they are associated

with KMC as per contract. All development work shall have to carry out inside KMC office premises only. The

source codes are to be maintained in the VSS server of KMC from very beginning. The selected Agency shall

handover all the source codes (final version kept in the VSS Server) that it had developed or managed to KMC

or any other party, as instructed by KMC, before the termination of the contract. The selected Agency shall

maintain strict confidentiality of KMC’s source code and any other information that it becomes privileged to in

the course of implementing the project.

4.1.7 Duration of Support and Maintenance: The duration of providing support and maintenance services will be for

a period of 3 years from the date of successful implementation of the system.

4.2 Software Development

If any software is required during the maintenance period for the maintenance and support purpose, the

software license procurement/renewal cost must be borne by the selected bidder.

4.3 Monthly Status Reports

The selected Agency shall have to submit Daily status reports on post-implementation maintenance and

support provided to the system (format and contents of such report will be mutually decided later on). The

requirement from I.T.’ department of KMC will be routed through the ’SWM department of KMC.

4.4 Personnel Commitment

The selected Agency shall provide a minimum of 2 qualified personnel (as described in section 5) on a full time

basis for carrying out the different activities required for post-implementation maintenance and support

services. These personnel should be available on a dedicated basis for carrying out the work related to the

system and may not be engaged in other assignments. These personnel shall be present in the office of the

.SWM Department during 24x7 hours a week.


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4.5 Acceptance Testing

The design, development, deployment and testing of the application shall be considered as complete only

after it passes successfully through the Acceptance Testing to be conducted in the presence of KMC officials or

authorized representative(s) of KMC. KMC shall issue a Certificate of Acceptance after successful Acceptance

Testing. Time frame to complete Acceptance Testing will be finalised during execution of “Contract”.

4.6 Project Completion

The “Implementation of Vehicle Tracking System (VTS)” is to be completed within 4 months from the date of

issuing the Work Order or from the date of putting the infrastructure in place which is supposed to be

provided by KMC, whichever is later. KMC shall issue the selected ITES Consultant with a Project Completion

Certificate after successful completion of the VTS.

4.7 Bidders are expected to provide optimum specifications of hardware (Server, Network etc.) and all other

technical equipments/devices required to meet the requirements of KMC along with any pre-requisites in this

regard.


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5. Qualification Criteria for Bidders

5.1 Technical Criteria

5.1.1 The bidder should have ample experience on “Vehicle Tracking” right from identifying the exact user

requirements to successful implementation of the system including identification of optimum specification of

computer hardware (server, network etc.) and other devices/gadgets, development/providing of appropriate

software for at least one client within last three financial years, where at least 50 vehicles were simultaneously

tracked. The bidder should have sufficient experience in development of application software using electronic

devices/gadgets as well as providing support & maintenance to such applications, linking to external software

applications, maintenance of archival backup of data for years as well as reporting from these data as and

when required by retrieving them from archive etc. The bidder should be able to provide sufficient human

resource proficient in maintaining the electronic devices/gadgets and the application software to be

developed/provided as well as experienced in web technologies and Oracle 10g or higher database. Self

attested copies of the Completion Certificates or Contracts (with relevant certification on project status as of

now from the concerned clients) should be attached, failing which the experience may not be considered as

valid.

5.1.2 The bidder shall preferably have an established office in Kolkata.

5.1.3 The bidder shall not have any current/ongoing litigation or dispute with KMC or any other departments of

Government of West Bengal.

5.1.4 The bidder should mandatorily possess a valid ISO 9001:2008 and ISO 27000 certification, a copy of each

should be provided as a part of the technical bid. Although not mandatory, bidder having SEI CMMi Level 3 or

equivalent (for Transition Partners for CMMi) or higher or any other relevant certification would be awarded

additional marks during evaluation of technical bid.

5.2 Financial Criteria

5.2.1 The bidder shall have a Total Annual Turnover of at least Rs.1.5 Crores each during last 3 financial years in the

area of IT or ITES only. Should have completed successfully a similar VTS project in India worth at least Rs.25

Lakhs within last 3 financial years. Bidder shall have to submit the audited Balance Sheet and Profit & Loss

statements and certification from Statutory Auditor as per Annexure 6 for the last 3 financial years, The

revenues earned from areas specified at the beginning of this clause shall be specifically marked for

determining the qualifying annual turnover threshold.


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6. Bid Evaluation Process

A single step two-folder bidding procedure will be used for the evaluation. Under this process, the technical proposal

will be opened and evaluated prior to opening and evaluating the financial proposal. The proposals will be examined

and discussed with the bidder if required. The evaluation of the bids will follow the steps outlined in this section.

6.1 General Examination of Bids

After completion of prefatory scrutiny by Kolkata Municipal Corporation, the valid bids having minimum

eligibility will be sent to the technical committee for general evaluation. The technical committee will decide

which deviations or reservations identified at this point is material and therefore which bids should be

declared as not substantially responsive. If a bid is not substantially responsive, it can be rejected and cannot

be made responsive by correction or withdrawal of the nonconforming deviation or reservation. At the end of

this stage, the committee will agree on:

• Those bids which should not be considered for further evaluation.

• Any clarification that should be requested from qualified bidders.

6.2 Examination of short listed Technical Bids

The short listed technical bids shall be examined for completeness and clarifications, if any, shall be sought for

from the respective bidders in case the same is considered essential. The technical and financial proposals

must be consistent. Technical evaluation criteria and point system for the evaluation of technical proposals

are:

Sl.No. Evaluation Criteria Points

1. Level of Service Quality Promised 5

2. Experience in implementing end-to-end solution of Vehicle Tracking System with

at least 50 vehicles tracked simultaneously

30

3. Proposed Technical Solution 20

4. Project Management Plan 10

5. Team Strength (employees who shall be deployed in the project)

[Project Manager: 10 points – experience in similar projects (preferably in public sector),

educational qualification, years of association with the bidder, knowledge of Bengali.

Team Members: 2x5 points – experience in similar projects (preferably in public sector),

educational qualifications, years of association with the bidder, knowledge of Bengali.

Knowledge of Bengali will not carry any score. However, it would be an added advantage to

the ITES Consultant to implement the project.]

20

6. Quality Certificate and Technical Strength

[Quality Certificate – ISO 9001:2008: 2 Points, CMMi Level 3 or equivalent: 3 Points,

CMMi Level 5 or equivalent: 5 Points

Total I.T. Staff in the Organisation – Above 100: 5 points, 60 – 99: 3 points, 40 – 59: 1 point

and Below 40: No point.]

15

TOTAL 100

Apart from the documents indicated in the section ‘Qualification Criteria for Bidders’, documents to establish

or explain the points indicated in the above table may be provided as part of the technical bid. The minimum

technical score required for passing and qualifying for the Financial Bid should be made as 70 Points. The

financial bids for bidders whose technical score is less than 70 points will not be opened.

6.3 Examination of Financial Bids

Kolkata Municipal Corporation will determine whether the Financial Proposals are complete, i.e. whether the

Bidder has included all components as per the tender document. All price proposals shall include all taxes etc.

The price schedule shall also have the indicative price break-ups.

6.4 Overall Ranking

The bid shall be awarded to the bidder quoting the lowest (totaling the costs mentioned in ‘a’ to ‘d’ in 5.3.2),

subject to meeting the minimum technical score.

6.5 Award of Contract

Letter of Intent (LoI) will be issued to the successful bidder after evaluation of the tender. The Firm Work

Order will only be issued after the bidder submits an undertaking for depositing the Contract Performance

Guarantee as detailed below within the stipulated period. After furnishing of the Undertaking by the successful

bidder, KMC will issue Firm Work Order and enter into a contract with the vendor on the terms and conditions

provided herein.


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7. Bidding Process and Submissions

7.1 KMC is employing e-Tendering for this project. The general guidelines for e-tendering are:

7.1.1 Registration of Bidder: Any bidder willing to take part in the process of e-Tendering will have to be enrolled &

registered with the Government e-Procurement System by logging on to https://wbtenders.gov.in. The bidder

is to click on the link for e-Tendering site as given on the web portal.

7.1.2 Digital Signature certificate (DSC): Each bidder is required to obtain a Class-II or Class-III Digital Signature

Certificate (DSC) for submission of tenders from the approved service provider of the National Informatics

Centre (NIC) on payment of requisite amount. DSC is given as a USB e-Token. After the receipt of the digital

signature, the vendor can contact IT Department of KMC in case of any further assistance.

7.1.3 The bidder can search & download N.I.T. & Tender Document(s) electronically from the computer once he logs

on to the website using the Digital Signature Certificate. This is the only mode of collection of Tender

Documents.

7.1.4 Submission of Tenders: Tenders are to be submitted online in two folders at a time, one for the Technical

Proposal & the other for the Financial Proposal, within the prescribed date and time using the Digital Signature

Certificate (DSC). The documents are to be duly digitally signed before being uploaded. The documents will

then get encrypted (transformed into non readable formats).

7.2 Technical Proposal

7.2.1 The Project Manager and Team Members shall have appropriate optimum qualification required for the

project obtained from recognized Universities or Institutions; Team Members to be engaged with software

development and its maintenance should be at least B.E./B.Tech./M.C.A. with minimum of 2 years’ experience;

the Project Manager shall have at least 5 years of work experience in similar projects.

7.2.2 The bidder shall provide details of their project credentials (along with self attested copies of Completion

Certificates/Contracts from clients) and CVs of the personnel to be deployed, in the formats given in Annexure

3 and 4 respectively. The minimum technical score for qualification is 70 points. The financial proposal shall

not be opened for bidders scoring less than this score.

7.2.3 The bidder shall scan and upload all other documents to meet the Technical Criteria of Section 5.1

and the Financial Criteria of Section 5.2. All pages of the technical and financial proposals shall be

signed by the Authorized Signatory of the bidder.

7.2.4 The technical proposals shall be opened to check whether the bidders submitting their proposals meet the

minimum qualification criteria and have submitted all the required documents, including Price of Tender and

Earnest Money Deposit. For the bidders whose proposals are found to be in order, the technical proposals shall

be technically evaluated by a technical committee of KMC.

7.3 Financial Proposal

7.3.1 The financial proposal of only the technically qualified bidders (scoring at least 70 points in the technical

proposal) shall be opened. KMC shall inform the bidders the date of opening of the financial proposals.

7.3.2 The financial proposal shall be as per Annexure 5. The bidders shall quote the following:

(a) Total Cost towards the electronic devices/gadgets to be used.

[Bidders shall mention the details of these electronic devices/gadgets as per Annexure-8]

(b) Cost of the application software to be developed or provided.

(c) Cost of any other supporting equipment/help that may be used.

(d) Total cost for providing post-implementation support and maintenance services for a period of 3 years –

to be split year-wise into the cost for providing support and maintenance services for each year.

All the quotes are mandatory and shall separately indicate the applicable statutory taxes and duties at the

prevailing rates as per Annexure-8. The benefit/burden of any reduction/increase in the rates of the statutory

taxes will be borne by KMC.

Note: The services rendered by and given to the Kolkata Municipal Corporation are exempt from payment of Service Tax in view of the

provision contained in the notification bearing No.25 of 2012 dated 20/06/2012 issued by the Govt. of India, Ministry of Finance, Dept.

of Revenue and published in the Gazette of India [Extraordinary Part-III Sec.3(i)], since the function and duties of the Kolkata Municipal

Corporation is concomitant to the public interest as per the enshrined provision of the Constitution of India. Hence, according to the

opinion of the Law Department of the Kolkata Municipal Corporation, Kolkata Municipal Corporation shall not be liable to pay Service

Tax in terms of the provision of the said notification until further order. This is as per Municipal Commissioner’s Circular No.83 of 2013-

2014 dated 04/01/2014.


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7.3.3 Amongst the technically qualified bidders, the bidder with the lowest quote (totaling the costs mentioned in

‘a’ to‘d’ in 5.3.2) shall be selected for implementing this project.

7.4 Other Documents to be Submitted (with Technical Proposal)

7.4.1 General information on the bidder as per Annexure 1

7.4.2 Undertaking provided by the bidder as per Annexure 2

7.4.3 Copy of Completion Certificate(s) or Contract(s) as per Annexure 3.

7.4.4 Signed copies of the CVs of the personnel as per Annexure 4.

7.4.5 A certificate from the Statutory Auditor as per Annexure 6.

7.4.6 Power of Attorney for the Authorized Signatory, as per Annexure 7.

7.4.7 Audited financial statements (Balance Sheet and Profit & Loss Statements for last 3 financial years.

7.4.8 Registration/Incorporation Certificate of the bidder.

7.4.9 Latest valid Income Tax Return, Income Tax Clearance Certificate and Service Tax Registration Certificate.

7.4.10 Sales Tax/VAT Clearance Certificate.

7.4.11 Trade License/Certificate of Enlistment.

7.4.12 A signed copy of the Technical Solution proposed.

7.4.13 A signed copy of the Project Management Plan.

7.4.14 Copy of valid ISO 9001:2008 and ISO 27000 certification, SEI CMMi level 3 or higher and/or other relevant or

equivalent certifications.

7.4.15 Three client references (Name of contact person, designation, phone number, email address and office

address).

7.4.16 This RfP document, digitally signed by the Authorized Signatory.

7.4.17 Demand Draft for Price of Tender, to be placed within an envelope marked “PRICE OF TENDER”.

7.4.18 Demand Draft for Earnest Money Deposit, to be placed within an envelope marked “EARNEST MONEY DEPOSIT”.

7.5 Uploading of documents online:

7.5.1 Technical Proposal

The Technical proposal should contain scanned copies of the following in two covers (folders).

(a) Statutory Cover Containing the following documents:

1) Pre-Qualification Document:

• Annexure 1.

• Demand Draft towards Price of Tender and Earnest Money Deposit (EMD) as prescribed in the RfQ

in favour of “Kolkata Municipal Corporation” payable at Kolkata.

• Copies of valid ISO 9001:2008, SEI CMMi level 3 or higher and/or other relevant or equivalent

certifications.

• Certification on Data Security according to ISO 27000.

2) Technical Document 1:

• Annexure 2.

• Annexure 6.

• Annexure 7.

• Annexure 8.


• Annexure 3.


• Annexure 4.


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5) Tender document (download properly and upload the same Digitally Signed). The rate will be quoted

in the BOQ. Quoted rate will be encrypted in the BOQ under Financial Bid. In case quoting any rate in

Tender Form/Technical Bid, the bidder is liable to be summarily rejected.

(b) Non- Statutory Cover/My Space containing the following documents to be tagged with tender:

Sl.

No. Category Name

Sub-Category

Description Detail(s)

A. Certificate(s) Certificate(s)

Latest valid Income Tax Return, Income Tax Clearance Certificate

and Service Tax Registration Certificate.

Sales Tax/VAT Clearance Certificate.

B. Company Detail(s) Company Detail Registration/Incorporation Certificate of the bidder.

Trade License/Certificate of Enlistment.

C. Credential

Credential – 1

Credential – 2

Copy of Completion Certificates within the past three financial

years of Rs.50 lakhs or above as per Annexure 3.

D. Financial Info P/L & Balance Sheet Audited financial statements – Balance Sheet and Profit & Loss

Statements for the last 3 years.

F. Manpower Technical personnel Signed copies of the CVs of the personnel as per Annexure 4.

G. Declaration

Declaration – 1 Signed copy of the Proposed Technical Solution.

Declaration – 2 Signed copy of the Project Management Plan.

Declaration – 3 Three client references (Name of contact person, designation,

phone numbers, e-mail address and office address).

7.5.2 Financial Proposal

The financial proposal should contain the following documents in one cover (folder) i.e.

(a) Bill of Quantities (BOQ). The IT Consultant is to quote the rate online through computer in the space

marked for quoting rate in the BOQ.

(b) Only downloaded copies of the above documents are to be uploaded virus scanned & Digitally Signed by

the bidder.

7.6 Earnest Money Deposit (EMD) & Price of Tender

7.6.1 Earnest Money and Price of Tender, in the form and manner as specified in Section 2, are to be submitted

physically and also need to be documented through e-filling.

7.6.2 Proposals not accompanied with scanned copy of the prescribed Earnest Money Deposit and Price of Tender

(both are to be submitted offline) shall be rejected.

7.6.3 The EMD of the unsuccessful Bidder shall be refunded after final acceptance of the tender and within

reasonable time not exceeding six months from the date of opening of the technical proposal. The EMD will

carry no interest.

7.6.4 In case of the successful bidder, the EMD shall be refunded after successful completion of the project.

7.6.5 The EMD will be forfeited if a Bidder withdraws his offer before finalization of the tender or if the Bidder fails

to sign the prescribed agreement within the specified period.

7.7 Technical proposal opening date and venue

The technical proposals shall be opened online at the appointed date and time as mentioned in Section 2 of

this Tender document and shall be scrutinized. The scrutiny will cover the mandatory compliance criteria as

mentioned in the bid. All such technical proposals, which are found compliant and conform to the mandatory

compliance criteria, shall be declared as valid technical proposals. The valid technical proposals will thereafter,

be evaluated by the Technical Committee of the KMC. The evaluation may require the bidders to present their

credentials on a date to be intimated to them through e-mail.

7.8 Discrepancies in Proposals

In case of discrepancies in proposals, the decision of KMC would be binding.


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7.9 Acceptance & Rejection of Proposals

• Bidders must provide responses to all the sections and requirements of this RfQ for their proposals to be

considered complete. Bidder’s failure to comply with any part of the RfQ may result in the bidder’s proposal

being disqualified for being non-responsive to KMC’s RfQ.

• KMC reserves the right to reject any proposal without assigning any reason whatsoever.

• All components of the Technical Proposal must qualify in technical evaluation. If any component fails to

qualify in technical evaluation, this will lead to rejection of the proposal.

7.10 Authorized Representatives

Any action required or permitted to be taken and any document required or permitted to be executed under

this tender process by Kolkata Municipal Corporation or the Bidder may be taken or executed by the officials

authorized for the purpose.

7.11 Proposals Evaluation Process

A single stage online bidding procedure will be used for the evaluation. Under this process, the technical

proposal will be opened online and evaluated prior to opening and evaluating the financial proposal. The

proposals will be examined and discussed with the bidder if required. The evaluation of the bids will follow the

steps outlined in this section.

7.11.1 General Examination of Proposals

After completion of prefatory scrutiny by Kolkata Municipal Corporation, the technically valid proposals will be

sent to the Technical Committee for general evaluation. The Technical Committee will technically evaluate the

proposals according to the criteria specified in Section 6.2 and also evaluate the responsiveness of the

proposals. Technical proposals which score at least 70 marks will be considered to be technically qualified.

7.11.2 Examination of Financial Bids

The financial proposals of only those bidders whose technical proposals are deemed to be responsive and

technically qualified shall be opened. The date of opening of the financial proposals will be intimated to all

bidders by email. The financial proposals of bidders whose technical proposals are deemed to be unresponsive

or technically not qualified shall remain unopened. Upon opening the financial proposals, KMC shall determine

whether the Financial Proposals are complete, i.e. whether the Bidder has included all components as per the

RfP and the proposal includes all taxes etc.

7.11.3 Selection of Bidder and Award of Contract

The technically qualified bidder with the lowest financial quote for providing end-to-end solution to implement

vehicle tracking system and also providing post implementation support and maintenance services to the

system for 3 years shall be selected for implementing this project. A Letter of Intent (LoI) shall be issued to the

selected bidder. The Firm Work Order shall only be issued after the Bidder submits an undertaking for

depositing the Contract Performance Guarantee as detailed in this RfP within the stipulated period. After

furnishing of the Undertaking by the successful bidder, KMC shall issue the Firm Work Order and enter upon a

contract with the bidder on the terms and conditions provided herein for procurement of solution along with

support and maintenance services for the project.


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8. Terms and Conditions

8.1 Instructions for Preparation of Proposals

8.1.1 The Notice Inviting Tender, this Request for Proposal (RfP) document and any amendments that may be issued

by KMC subsequently etc. constitute the Tender Document Set.

8.1.2 Proposals shall be complete in all respect and shall be submitted with requisite information and annexures. It

shall be free from any ambiguity.

8.1.3 For preparation of bids, bidders are expected to examine the Tender Document set in detail. Material

deficiencies in providing the information requested may result in rejection of the proposal.

8.1.4 The bidder should mention the details of their local office infrastructure including address, contact phone no.

and fax no. in Kolkata and in India and modalities by which fast response to maintenance calls and minimum

downtime will be ensured. Bidder must have their support services available in Kolkata. The support escalation

& resolution/response time should be as per SLA agreement which will be signed after finalization of the

contract.

8.2 Only individual bidders may submit proposals; the consortium route is not allowed.

8.3 Proprietary Information/Public Disclosure

8.3.1 Materials submitted in response to this competitive procurement shall become the property of KMC.

8.3.2 All proposals received shall remain confidential until the contract, if any; resulting from this RfP is awarded, i.e.

signed and approved by all parties. Thereafter, the proposals shall be deemed public records.

8.3.3 In the event a bidder desires to claim portions of their proposal as exempt from public disclosure, the bidder

must identify those portions in the proposal. Each page of the proposal claimed to be exempt must be clearly

identified as “Confidential”. KMC has the authority to decide whether any or all of the claimed exemptions are

appropriate. The entire proposal cannot be marked as proprietary.

8.4 Validity of Proposals

The proposal shall remain valid for a period of 180 days from the scheduled date for submission of proposals.

All prices quoted must be firm and valid for this period. All prices quoted shall not be affected by any

escalation in prices of labour or materials, machinery, equipment etc. or in Rupee Exchange Rate during the

price validity period whatsoever. However, direct duties, levies, or taxes in respect of finished products will be

at the rate prevalent at the time of delivery. The selected bidder shall mobilize its team and start executing the

project within 7 days from the date of awarding the Work Order.

8.5 Delivery requirements

The successful bidder will be responsible for the delivery of the services within the time period as follows:

A. It is expected that the total time necessary for the execution of the project, as specified under ‘Scope of

Work’, will not exceed one hundred and twenty days from the date of assignment of the contract.

B. Submission of “As Is” and “To Be” Report and presentation to the Kolkata Municipal Corporation is to be

made within 30(thirty) days from the assignment of the contract.

C. The Systems Requirement Specifications (SRS) along with Systems Design Document (SDD) and

Implementation Plan to be submitted and presentation to the Kolkata Municipal Corporation within

30(thirty) days from completion of ‘B’ above. Kolkata Municipal Corporation shall arrange to approve the

SRS and SDD within 30(thirty) days from the submission of the documents.

D. An indicative list of documents that the vendor is expected to prepare, update and handover to KMC is

given below:

(a) SRS for the modules/interfaces shall include but will not be limited to

(i) database structure with detailed descriptions of custom tables, views, indexes

(ii) naming conventions

(iii) DFD & ER diagrams

(iv) Validations and constraints on database objects

(v) Specification of data entry screens and reports

(vi) Processing logic for reports and functions

(vii) Access control mechanisms, data security and audit trail

(viii) Process documentation


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(b) System Test Results under various conditions

(c) Updated manuals for installation, users, operation, maintenance etc.

8.6 Acceptance

a) Acceptance Testing

Kolkata Municipal Corporation may, at their sole discretion, require Acceptance Testing for new

implementations of the bidder’s proposed solution(s). The bidder must meet a Standard of Performance

before Acceptance. This Standard of Performance is also applicable to any additional, replacement or

substitute products or any product that is replaced/modified by or with the written approval of Kolkata

Municipal Corporation after having been accepted. The acceptance testing should include security testing

by agencies (e.g. ERTL, IIT etc.) to be selected by KMC.

b) Acceptance

The installation and commissioning will be considered as complete only after it passes successfully

through the acceptance test. The test results shall be certified by Kolkata Municipal Corporation or an

authorized representative of Kolkata Municipal Corporation.

8.7 Taxes and Duties

KMC shall be authorized to deduct any income tax as applicable from the bidder. However, “Note” under 7.3.2

may please be referred to regarding Service Tax.

For the purpose of this proposal, it is agreed that the amount of taxes specified in the financial proposal, is

based on the taxes, duties and charges prevailing at one (1) day prior to the last date of proposal submission

date. If any rate of tax gets increased or decreased or a new tax gets introduced or an existing tax gets

abolished, or any change in interpretation or application of any tax occurs in the course of the performance of

contract, which was or will be accessed on the Bidder in connection with performance of the Contract, an

equitable adjustment of the Contract Price shall be made to fully take into account any such change by

addition to the Contract Price or deduction there from as the case may be.

8.8 Payment Milestones

Payments shall be made against invoices raised by the selected Agency as per the schedule below:

Sl. No. Milestone Payment

1. Successful implementation of electronic devices/gadgets,

any other supporting equipment or help

Quoted cost of the received materials

2. Successful implementation of the solution Quoted cost of application software

3. Support & Maintenance (Year 1): Bi-monthly payments till

Project Completion (as indicated in Section 4.1.7)

(Quoted rate for providing support and

maintenance services for 1st

year)÷ 6




maintenance services for 2nd

year)÷ 6




maintenance services for 3rd

year/)÷6

8.8.1 The payments for the support and maintenance services shall be made against submission of the Monthly

Status Reports as indicated in Section 4.3. The selected ITES Consultant shall obtain a signed document from

the Nodal Officer for this Project, mentioning that the monthly reports have been submitted and that the

Support and Maintenance Services provided is of acceptable quality. The bi-monthly invoice should be

accompanied by the signed document. All payments shall be made by A/C Payee Cheques by KMC.

8.8.2 KMC may engage independent auditors to audit the security and vulnerability aspects of the solution provided

and also the services rendered as a part of verification towards satisfactory performance.

8.9 Contract Performance Guarantee

8.9.1 Within 15 days of issuing Work Order, the Selected ITES Consultant shall provide KMC with a Contract

Performance Guarantee (CPG) for a sum of 10% of the total quoted value for executing the entire project.

8.9.2 The CPG may be submitted either in the form of a crossed Bank Draft/Pay Order in favour of “Kolkata

Municipal Corporation” payable at Kolkata or an irrevocable Bank Guarantee issued by any Nationalized

bank/Scheduled bank.

8.9.3 The objective of the CPG is to ensure commencement and continuity of delivery of services by the selected

ITES Consultant.


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8.9.4 The CPG shall be an irrevocable. The list of banks who can issue the CPG shall be provided by KMC to the

selected ITES Consultant at the time of awarding the contract. The CPG shall be returned to the selected ITES

Consultant on successful completion of the project.

8.10 Retention Money

10% of each invoice shall be withheld as ‘Retention Money’. This shall be released by KMC after 1 year from

issuance of Project Completion Certificate.

8.11 Other Terms & Conditions

8.11.1 Receipt of Insufficient Competitive Proposals

In case KMC receives only 1 (one) responsive and technically qualified proposal as a result of this RfP, KMC

reserves the right to select and award the contract to the single bidder.

8.11.2 Most Favorable Terms

KMC reserves the right to make an award without further discussion of the proposals submitted. Therefore,

the proposal should be submitted initially on the most favorable terms that the bidder can offer. At its

discretion, KMC reserves the right to request best and final offers from the technically qualified bidders. The

bidder must be prepared to accept this RfP for incorporation into a contract resulting from this RfP. The

contract may incorporate some or entire proposal made by the bidder.

8.11.3 Obligation to Contract

This RfP does not obligate KMC to contract for service(s) or product(s) specified herein. KMC reserves the right

to cancel or to reissue the RfP in whole or in part, prior to execution of a contract.

8.11.4 Cost of Proposal

KMC will not be liable for any costs incurred by the bidder in preparation of a proposal submitted in response

to this RfP, in the conduct of a demonstration, in facilitating site visits, or any other activities related to

responding to this RfP.

8.11.5 Proposal Rejections

KMC will make the sole determination of clarity and completeness in the responses to any of the provisions in

this RfP. KMC reserves the right to seek clarification, additional information, and materials in any form relating

to any or all provisions or conditions of this RfP. KMC reserves the right to accept or reject any or all of the

proposals submitted in response to this RfP.

8.11.6 Waivers

KMC reserves the right to waive specific terms and conditions contained in this RfP. It shall be understood by

bidders that the proposal is predicated upon acceptance of all terms and conditions contained in this RfP,

unless the bidder has obtained such a waiver in writing from KMC prior to submission of the proposal. Such a

waiver, if granted, will be granted to all bidders.

8.11.7 Notification to Unsuccessful Vendors

Bidders, whose proposals have not been selected, will be so notified through e-mail.

8.12 Force majeure

8.12.1 If at any time, during the continuance of this contract, the performance in whole or in part by either party of

any obligation under this contract be prevented or delayed by reason of:

• any war or hostility

• acts of public enemy, civil commotion, sabotage, explosions

• effects of flood, epidemics, quarantine restrictions, freight embargoes

• general strikes, Bandhs

• acts of God

• hereinafter referred to as EVENT, neither party shall, by reason of such EVENT, be entitled to terminate this

contract, nor shall any party have any claim to the damages against the other in respect of such non-

performance or delay in performance – provided that notice of happening, of any such EVENT is given by

either party to the other within 7 (Seven) days from the date of occurrence of the EVENT.

8.12.2 Unless otherwise directed by KMC in writing, the selected ITES Consultant shall continue to perform its

obligations under the contract as far as reasonably practicable and shall seek all reasonable alternative means

for performance not prevented by the Force majeure EVENT.


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8.12.3 Expected work and deliveries under this contract shall resume as soon as practicable after such EVENT comes

to an end or ceases to exist.

8.12.4 If the performance in whole or part of any obligation under this contract is prevented or delayed by reason of

any such EVENT for a period exceeding 90 (ninety) days, KMC may, at its option, terminate this contract. In

case of termination of contract due to force majeure event, KMC would pay a reasonable amount to the

selected ITES Consultant for the portion of work already completed till date.

8.13 Disputes and Arbitration

In case of any dispute or differences, breach and violation relating to the terms of this agreement, the said

dispute or difference shall be referred to the sole arbitration of Hon’ble Mayor, KMC. The award of the

arbitrator shall be final and binding on both the parties. The selected ITES Consultant/Bidder will have no

objection in any such appointment of the arbitrator. The adjudication of such arbitrator shall be governed by

the provision of the ARBITRATION and CONCILIATION Act, 1996, or any statutory modification or re-enactment

thereof or any rules made thereof. The arbitration shall be held in Kolkata.

8.14 Liability

In case of a default on the selected ITES Consultant’s part or other liability, KMC shall be entitled to recover

damages from him. In each such instance, regardless of the basis on which KMC is entitled to claim damages

from the selected ITES Consultant (including fundamental breach, negligence, misrepresentation, or other

contract or tort claim), he shall be liable for no more than:

• Payments referred to in the Patents and Copyrights section below;

• Liability for bodily injury (including death) or damage to real property and tangible personal property limited

to that caused by his negligence; and

• As to any other actual damage arising in any situation involving nonperformance by contractor pursuant to,

or in any way related to, the subject of this Agreement, the charge paid by KMC for the individual product or

service that is the subject of the claim.

It is the maximum for which the selected ITES Consultant will be collectively responsible for.

8.15 Patents, Copyright & Intellectual Property Rights

Intellectual Property Rights for any software developed for this project shall lie with KMC. If a third party

claims that a product/services delivered by the selected ITES Consultant to KMC infringes that party’s patent or

copyright, the selected ITES Consultant shall defend KMC against that claim at his expense and pay all costs,

damages, and attorney’s fees that a court finally awards or that are included in a settlement approved by

contractor, provided that KMC

• Promptly notifies the selected ITES Consultant in writing of the claim and

• Allows the selected ITES Consultant to control, and cooperates with him in the defense and any related

settlement negotiations.

8.16 Governing Laws

This RfP and the contract shall be governed by and interpreted in accordance with Laws in force in India. The

jurisdiction of courts at Kolkata shall have exclusive jurisdiction in all matters arising under the contract.

8.17 Termination for Default

KMC may without prejudice to any other remedy or right of claim for breach of contract, by giving not less

than 30 days written notice of default sent to the contractor, terminate the contract in whole or in part.

• If the selected ITES Consultant materially fails to render any or all the services within the time period(s)

specified in the contract or any extension thereof granted by KMC in writing and fails to remedy its failure

within a period of thirty (30) days after receipt of the default notice form KMC.

• If the selected ITES Consultant in the judgment of KMC has engaged in corrupt or fraudulent practices in

competing or in executing the contract.

8.18 Winding up

If the selected ITES Consultant being a corporation/company commenced to be wound up, not being a

voluntary winding up for the purpose only or amalgamation or reconstruction, or carry on their business under

a receiver for the benefit of their creditors or any of them, KMC shall be at liberty:

• To terminate the contract forthwith without any notice in writing to the selected ITES Consultant or to the

liquidator or receiver or to any person in whom the contractor may become vested.


~ 18 ~

• To give such liquidator or receiver or other person the option of carrying out the engagement subject to

their providing a guarantee for the due and faithful performance of the engagement up to an amount to be

determined by KMC.

8.19 Suspension of Obligations

The obligation stipulated in this specification can only be suspended in the case of any particular item of work,

in the event of Force Majeure as the result of an agreement between the parties. In the event of force

majeure, neither of the parties may be considered in default of its obligations under the terms of this tender

document.

8.20 Clarification to the Tender Documents

• All the Bidders are requested to carefully go through the provisions laid down in this RfP and other tender

documents and seek all clarifications in the Pre-Bid Conference.

• KMC shall consolidate all the clarifications sought for by various Bidders and clarify the same before the

Submission of Proposals. No clarification shall be entertained thereafter.

• At any time before the scheduled submission of proposal, KMC may, for any reason, whether at its own

initiative or in response to a clarification requested by a prospective Bidder, modify the RfP, by amendment.

The amendment/response to clarification(s), if any, shall be sent in writing to all the Bidders who attended

the Pre-Bid Conference and also published in the KMC web portal and will be binding on them. KMC may, at

its discretion, extend the date for submission and/or opening of the proposals.


~ 19 ~

Annexure 1: General Information on the Bidder

<To be printed on the authorized Letterhead of the Bidder>

Sl. No. Parameters Details

1. Name of the firm

2.

Address of Registered Office

Telephone Number

Fax Number

e-Mail Address

3. Address for Correspondence

4.

Details of Contact person

(Name, designation, address etc.)

Telephone Number

Fax Number

e-Mail Address

5. Is the firm a registered company?

(If yes, submit documentary proof)

6. Year and place of the establishment of the

company

7. Former name of the company, if any

8.

Is the firm:

• a Government/Public Sector Undertaking

• a propriety firm

• a partnership firm

(if yes, give partnership deed)

• a limited company or limited corporation

• a member of a group of companies

(if yes, give name, address and description of

other companies)

• a subsidiary of a large corporation

(if yes, give the name and address of the

parent organization)

• If the company is subsidiary, state what

involvement, if any, will the parent company

have in the project

9.

Is the firm registered with Sales Tax

Department?

(If yes, submit valid VAT Registration Certificate)

10.

Is the firm registered for Service Tax with

Central Excise Department (Service Tax Cell)?

(If yes, submit valid Service Tax Registration

Certificate)

11.

Is the firm registered under Labour Laws

Contract Act?

(If yes, submit valid Registration Certificate)

12.

Total number of employees

(attach the organizational chart showing the

structure of the organization)

13. Number of years of experience:

as a prime contractor in a Consortium


~ 20 ~

14.

Are you registered with any Government

Department/Public Sector Undertaking

(if yes, give details)

15. How many years has your organization been in

business under your present name?

16. What were your fields when you established

your organization?

17. When did you add new fields (if any)?

18.

What type best describes your firm?

1. Manufacturer

2. Supplier

3. System Integrator

4. Consultant

5. Service Provider (pl. specify details)

6. Software Developer

7. Total solution provider (Design,

Development, Supply, Integration, O&M)

8. I.T. Company

19. Number of Offices/Project Locations

20. Do you have a local representation/office in

Kolkata?

21.

If so, please give the address and the details of

staff, infrastructure etc in the office and no. of

years of operation of the local office

24. List the major clients with whom your

organization has been/is currently associated

25.

Were you ever required to suspend a project

for a period of more than three months

continuously after you started? If so, give the

names of projects and reasons for the same

26.

Have you in any capacity not completed any

work awarded to you? (If so, give the name of

project and reason for not completing the work)

29.

Have you ever been denied tendering facilities

by any Government Department/Public sector

Undertaking? (Give details)

Signature of Authorized Signatory with date Name in block letters

Seal of the Company


~ 21 ~

Annexure 2: Undertaking

Date: _____________

To

Director General (SWM)




Kolkata 700 087

Dear Sir,

Having examined the conditions of contract as in the RfP, the scope of work and other technical specifications provided,

we the undersigned offer to provide End-to-End Solution to Implement Vehicle Tracking System and also to provide

post implementation Support and Maintenance Services to the system in accordance with the said conditions of

contract and specifications, for the sum mentioned in our Financial Proposal.

We undertake, if our Proposal is accepted, to commence work within 7 days from the date of issue of your Firm Work

Order.

If our Proposal is accepted, we will furnish the Contract Performance Guarantee for a sum of Five percent (5%), of the

overall contract value.

We agree to abide by this Proposal for a period of 180 days from the date fixed for opening of the Technical Proposals

and it shall remain binding upon us and may be accepted at any time before the expiration of that period. Until a Firm

Work Order or Contract is prepared and executed, this Proposal together with your written acceptance thereof in your

notification of award shall constitute a binding contract between us.

The Proposals submitted by us are properly sealed and prepared so as to prevent any subsequent alteration and

replacement.

We understand that you are not bound to accept the lowest or any proposal you may receive.

Dated this __ day of ______2015

Signature of Authorized Signatory

(Name and Designation of the Signatory)


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Annexure 3: Format for Credentials of the Bidder

<include a table summarizing the credentials of the bidder>

Sl.

No.

Client & Client Contact

Person Details

Project Description Project

Value

Period of Project

(from, to)

1

2

3

4

5

6

<give the details of each project in the format below, along with Completion Certificate/Contract>

Name of the Project/ Assignment

Name of the state/location within India

Name of the location/country, if outside India

Name & address of the Client with e-mail Id.

Brief description of the project

Types of services provided

Duration of the project (from--- to ---)

Number of professionals/consultants engaged

with core competencies

Name of Team Leader with qualification

Name of associated partners

Approximate value of the project

Certified that the information given above is

correct

(Signature of Authorized Signatory)


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Annexure 4: Format for CV of Personnel

<include a table summarizing the CV of the personnel of the bidder>

Sl.No. Proposed Position in

the Project Name of Personnel

Experience

(in Years) Qualifications

Years of association

with the Bidder

1.

2.

3.

4.

5.

<give the detailed CV of each personnel in the format below >

1. Proposed Position : <Project Manager/Team Member>

2. Name of the Bidder :

3. Name of Staff :

4. Date of Birth :

5. Nationality :

6. Education :

Year Qualification Institution

7. Other Professional Qualifications and Trainings :

8. Names of Clients worked with in West Bengal :

9. Languages :

Language Speaking Reading Writing

10. Employment Record :

(Starting with current employment and following reverse chronological order)

From <year> To <year> :

Employer :

Positions held :


~ 24 ~

11. Detailed Tasks Assigned 12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned

(a)

(b)

(c)

(d)

(e)

…

13. Certification

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my

qualifications, and my experience. I understand that any willful misstatement described herein may lead to my

disqualification or dismissal, if engaged.

Date:

Place:

<Signature of authorized signatory with Name and Designation>


~ 25 ~

Annexure 5: Format for Financial Proposal

<To be printed on the authorized Letterhead of the Bidder>

Date: __________

From: _______________________________________

_______________________________________

_______________________________________

Phone No.: __________ Fax No.: _____________

Mobile No.:______________________________

e-Mail Address: ___________________________

To: Director General (SWM)




Kolkata 700 087

Sub: Financial proposal for “Providing End-to-End Solution to Implement Vehicle Tracking System

in SWM-I Department of Kolkata Municipal Corporation and also Providing Post

Implementation Support and Maintenance Services to the System for a Period of 3 Years”

Sir,

We are hereby submitting our financial proposal for the above captioned project. Our quotes are as follows:

(A) Total Cost* towards the electronic devices/gadgets** to be used (in Rs.):

(B) Total Cost* of the application software to be developed or provided (in Rs.):

(C) Total Cost* of additional supporting equipment/help that may be used (in Rs.):

(D) Total Cost for providing post-implementation support and maintenance services for a period of 3 years:

Year Cost of providing support and maintenance services

1st Year Rs.……………… (in figures)

Rupees .……………….……………….……………… (in words)

2nd Year Rs.……………… (in figures)

Rupees .……………….……………….……………… (in words)

3rd Year Rs.……………… (in figures)

Rupees .……………….……………….……………… (in words)

TOTAL Rs.……………… (in figures)

Rupees .……………….……………….……………… (in words)

For “Service Tax”, please refer to the Note under Section: 7.3.2.

TOTAL FINANCIAL OFFER (in Rs.): < (A) + (B) + (C) + (D)> (in figures)

Rupees …………………………………………………… (in words)

We state and confirm that we have read and agreed to all the terms and conditions of the RfP documents and that we

have no grievance in respect to the same. Please note that this financial proposal of ours is net of all costs.

Yours faithfully,

(Name and designation of the authorized signatory with official seal)

* Costs to be mentioned including all sorts of taxes, levies etc. Applied taxes, levies etc are to be mentioned separately as per Annexure 8.

** Details of electronic devices/gadgets are to be mentioned as per Annexure 8.


~ 26 ~

Annexure 6: Certificate from Statutory Auditor of Bidder

<To be printed on the authorized Letterhead of the Statutory Auditor of the Bidder>

This is to certify that ______________________________ <Name of the Bidder> has been providing software

development and support services for the last three financial years:

Financial Capability of (Name of Bidder) (all figures in Rupees in Lakh)

Parameter FY 2011-12 FY 2012-13 FY 2013-14 Average of last 3 years

Total Annual Turnover

Annual Turnover from providing

solutions on “Vehicle Tracking

System”

Name and Signature of Authorized Signatory of Statutory Auditor

Designation:

Name of Audit Firm:

<Seal of the Firm>


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Annexure 7: Power of Attorney

<To be executed on Non Judicial stamp paper of Rs. 100>

Power of Attorney

Know all persons by these presents, we …………………………………………….. (name of the company) incorporated under the

laws of India and having its registered office at ………………………………………………………………………………………………………

(registered address) do hereby irrevocably constitute, nominate, appoint and authorize Mr/Ms.

……………………………………. (name), son/daughter/wife of ……………………………… and presently residing at

…………………………………………, who is presently employed with us and holding the position of ……………………………. , as our

true and lawful attorney (hereinafter referred to as the “Attorney”) to do in our name and on our behalf, all such acts,

deeds, matters and things as are necessary or required in connection with or incidental to submission of our Proposal

for “Providing End-to-End Solution to Implement Vehicle Tracking System in SWM-I Department of Kolkata Municipal

Corporation and also Providing Post Implementation Support and Maintenance Services to the System for a Period of

3 Years” (“Project”), pursuant to the Request for Proposal (RfP) document issued by the Kolkata Municipal Corporation

(“KMC”) and subsequently for our selection as Selected ITES Consultant including but not limited to signing and

submission of all Proposals and other documents and writings, participate in pre-bid conferences and other

conferences and providing information/responses to KMC, representing us in all matters before KMC, signing and

execution of all contracts and undertakings consequent to acceptance of our Proposal, and generally dealing with KMC

in all matters in connection with or relating to or arising out of our Proposal for the said Project and/or upon award

thereof to us and/or till the entering into a contract with the Kolkata Municipal Corporation.

AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deed, matters and things lawfully

done or caused to be done by our said Attorney pursuant to and in exercise of the powers conferred by this Power of

Attorney and that all acts, deeds and things one by our said Attorney in exercise of the powers hereby conferred shall

and shall always be deemed to have been done by us.

Capitalized terms not defined herein shall have the meaning assigned to them under the RfP issued by KMC.

IN WITNESS WHEREOF, ………........................., THE ABOVE NAMED PRINCIPAL HAVE EXECUTED THIS POWER OF

ATTORNEY ON THIS ……… DAY OF …………., 201

For ………………………….. Accepted

(Signature) (Signature)

(Name, Designation and Address) (Name, Designation and Address of the

Attorney)

Witness:

(Name and Address of Witness)

Instructions regarding Power of Attorney

1. The mode of execution of the Power of Attorney shall be in accordance with the procedure, if any, laid down by the applicable law and the

charter documents of the executant(s) and when it is so required the same shall be submitted under common seal affixed in accordance with

the required procedure.

2. Also, the executant(s) shall submit for verification the extract of the charter documents and documents such as resolution /power of attorney

in favour of the person executing this power of attorney for the designation of power hereunder on behalf of the bidder.


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Annexure 8: Details of Electronics Devices/Gadgets & Tax, Levy etc.

(A) Suggested electronic devices/gadgets to be used:

Sl.No. Name of Electronic

Device/Gadget Detailed Specification

Make and

Model No.

Warranty

Period

Unit Rate*

(in Rs.)

Quantity

Required

* Rate to be mentioned excluding all sorts of taxes, levies etc.

(B) Taxes, duties, levies etc. that have been considered in Financial Proposal:

Towards Type of tax, levy etc. Rate (%)

Electronic devices/gadgets

Application software

Additional supporting equipment/help

Support and maintenance

For “Service Tax”, please refer to the Note under Section: 7.3.2.

The Kolkata Municipal Corporation (KMC) Request for...

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