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REQUEST FOR PROPOSAL (RFP)

FOR

SCANNING OF APAR

DIRECTORATE OF INCOME TAX (HRD), ICADR Building, Plot No. 6, Vasant Kunj Institutional Area Phase-II New Delhi – 110070. Ph. 26130592, Fax 26130594

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SECTION - I

REQUEST FOR PROPOSAL (RFP) SCANNING OF APAR INTRODUCTION Directorate of Income Tax (HRD).The Directorate of HRD, CBDT has been assigned

with the scanning and Digitization of APAR. The Directorate intends to outsource the activity of scanning and digitization of APAR received in this Directorate of Income Tax (HRD) presently located in ICADR Building, Plot No. 6, Vasant Kunj Institutional Area Phase-II, New Delhi. The purpose of RFP is to invite proposals from experienced Service Providers of repute and credentials for providing the facility of scanning and digitization of APAR.

Technical and Financial bids are invited from Service Providers, having experience in

scanning & digitization of documents with adequate infrastructure for meeting the

operational, administrative and security needs. PROPOSAL FORMAT AND SUBMISSION PROCEDURE Two Bid System shall be strictly followed. Technical and Financial bids have to be

submitted separately. Joint bids will not be accepted by the Directorate of HRD and joint bids shall be treated as void.

Each individual Service Provider/service provider has to necessarily fulfill the eligibility criteria stipulated and the terms of two bid system should be strictly adhered to. The

Service Providers will have to go through two stages of process viz.

Stage -1 Technical Assessment based on eligibility criteria and documents submitted.

Stage -2 Opening of Financial Bid. Service Providers have to qualify in Stage 1, to be eligible for consideration for Stage 2.

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The proposal should be prepared in the following Two Envelopes:–

Item

Reference

S.No. Form

A Envelope - A Technical Bid Documents duly Indexed

1 Cost of tender (DD for Rs. 500.00)

2 Earnest Money Deposit (DD for Rs. 25000.00)

3 Incorporation of Company Certificate

4 Service Provider’s Proposal Letter Form 1

5 Service Provider’s Authorization Certificate Form 2

6 Work Experience Certificate Form 3

7 Self Declaration Form 4

B Envelope - B Financial Proposal Form 5

Sealed envelope containing Technical bid should be super scribed “Technical Bid for Scanning of APAR” and envelope containing Financial Bid should be super scribed “Financial Bid for Scanning of APAR”. Both the envelopes should be kept in one envelope super scribed on top “Tender for Scanning of APAR” addressed to the Pr. DGIT(HRD) clearly indicating Service Provider’s address and contact details.

Bid Details

S. Particular Details

No.

1. Date of issue of tender document 08.06.2017

2. Last date & Time For submission of Bids 23.06.2017

3. Date of opening of Technical Bid 27.06.2017

4. Date of opening of Financial Bid 28.06.2017

5. Place of opening of Bids

DDIT(Admin) office, 2nd

floor, ICADR

Buiding, Vasant Kunj Institutional Area,

phase-II, New Delhi.

6. Address of Communication / Submission

of Proposals

DDIT(Admin) office, 2nd

floor, ICADR

Buiding, Vasant Kunj Institutional Area,

phase-II, New Delhi.

7 Cost of Tender Document

Rs. 500.00 (non refundable) in

form of account payee demand

draft in favour of ZAO, CBDT, New Delhi.

It should be enclosed with technical Bid.

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8. Earnest Money Deposit Rs. 25,000.00 (refundable) in

form of account payee demand

draft in favour of ZAO, CBDT, New Delhi. It should been enclosed with Technical Bid.

9. Contact Person Sh. Pardeep Kumar, DDIT(Admin)

Note:

a) Tender documents should be placed in a sealed box located at Room No.11, 2nd Floor, ICADR Building, Vasant Kunj Institutional Area, New Delhi before stipulated time on the due date.

b) Bid will be opened in the presence of Service Providers’ authorized representatives who choose to attend as above.

c) EMD and cost of RFP, two separate DDs should be enclosed with the Technical Bid only. Technical Bids without the relevant documents and DDs shall be rejected.

SECTION - II TERMS & CONDITIONS OF WORK

1. Scanner has to be arranged by the vendor itself and the number of scanner to be

deployed shall be decided by the Directorate of Income Tax (HRD). 2. The number of desktop/Laptop can be increased or decreased according to the

requirement subject to rates approved above. 3. The duration of the work contract is for a period of one year and the scope of

work is in accordance with the terms and conditions of Tender Document. 4. The backup would be taken on the external drive which will be provided by the

department. 5. The scanning of APARs forms and data entry work will be started within a week

of receipt of this work order. 6. The vendor should be in a position to take up work on mission mode appointing

adequate number of personnel as directed to the vendor by the Department. The vendor should not take plea of unavailability of manpower or logistics.

7. The work shall be done in the office of Directorate of Income Tax(HRD), CBDT, ICADR Building, Plot No. 6, Vasant Kunj Institutional Area, Phase-II, New Delhi-110070.

8. The bills duly certified by the user be furnished in this office for payment till 05th of every month. The payment will be made on monthly basis within 15 days from the receiving of the bill.

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9. After completing quality check of scanned images, all the documents should be handed back to the department in their original condition.

10. The vendor will submit the following final deliverables to the department: List of Scanned Documents along with details like officer civil code, officer name and other details.

11. Preventive maintenance services are required to be taken up on quarterly basis. Corrective maintenance will include the issue rectification. Issue is defined as an error, flaw, mistake or fault in the software that produces incorrect result or hampers the normal functioning of the software. Any such bug would be resolved under the AMC contract.

12. Besides scanning and digitizing the collection, maintaining records and

generating regular progress reports, the other major responsibilities of the

Contractor will be as under:

Maintaining confidentiality about work.

Safe handling of files used for scanning. While handling files, proper care

is to be taken, so vendor should deploy only experienced scanning

operators.

Handling and maintenance of the hardware installed by the agency will be

the responsibility of the agency/vendor.

No ink or felt tip pens or markers, colored pencils, crayons etc.

Keep work spaces free of food and drink.

Close files and cover collection items when leaving work area.

13. Other Terms of Agreement:

i. The owner may stipulate any further conditions during the period of the

contract which will be duly communicated to the Contractor in writing.

ii. The contractor shall not employ any undesirable person(s) and if any such

person(s) is unacceptable to Owner, the Contractor shall immediately

replace the person.

iii. The contractor undertakes not to enter into a sub-contract with any other

person(s)/company(ies) or to transfer the contract or any benefit there

under to any person(s) or company(ies) without the prior written approval

of the owner.

iv. The DIT(HRD) reserves the right to cancel the Contract in case of breach

of security regulations and to take such action as may be considered

necessary. Any special precautions required to be observed by the

Contractor shall be made known to the Contractor by the Owner from time

to time.

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TECHNICAL QUALIFICATION CRITERIA (MANDATORY) Each Service Provider should meet all of the following qualification criteria in their Technical Bid so as to get eligible for further Evaluation.

1 The Service Provider may be a Government Organization / PSU / PSE / Private / Public Limited Indian Company under Indian Laws. The Service Provider shall submit the Certificate of Incorporation along with the Technical Bid in respect of this requirement.

2. Service Providers should not be under a declaration of ineligibility for corrupt and

fraudulent practices issued by the Tendering Authority. A Self-declaration Certificate

should be enclosed (Form 4). 3. The Service Provider should have E.S.I.C., P.F. registration and hold Labor License.

Photocopies of valid registrations and license should be furnished with the Technical

Bid. 4. The Service Provider must have ISO 9001 and ISO 27001:2005 certification for Data

Security in Service Provider’s name. (Copies to be enclosed).

BID EARNEST MONEY (REFUNDABLE) Service Providers have to submit the Bid earnest money (EMD) of Rs.25,000/-( Rupees

Twenty Five thousand Only) ,refundable, in the form of account payee Demand Draft favoring the ZAO, CBDT, New Delhi, payable at Delhi. This EMD will be released to successful Service Provider after award of contract and execution of the agreement. FORFEITURE OF EARNEST MONEY The EMD will be forfeited on account of one or more of the following reasons:

a) The Service Provider withdraws or modifies the offer after opening of bid but before acceptance of bid.

b) When the Service Provider does not execute the agreement if any, prescribed within the specified time.

c) When the Service Provider does not deposit the security money after the work order is given.

d) When the Service Provider fails to commence the work as per work order within

the time prescribed. In case of un-successful Service Providers, EMD will be released after completion of

tendering process.

DEADLINE FOR SUBMISSION OF BIDS The Directorate of HRD should receive the tender Document as per schedule. The

Directorate of HRD may, at its discretion, extend this deadline for submission of bids

due to any administrative or operational exigencies.

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MODIFICATION AND OR WITHDRAWAL OF BIDS Bids once submitted will be treated, as final and no modification will be permitted. No correspondence in this regard will be entertained. No Service Provider shall be allowed to withdraw the bid after the deadline for submission of bids. In case of the successful Service Provider, he will not be allowed to withdraw/back out from the bid commitments; the bid earnest money in such eventuality shall be forfeited and all interests/claims of such Service Provider shall be deemed as foreclosed.

BID OPENING AND TENDER The Directorate of HRD shall open the bids, in the presence of Service Provider's

representative who choose to attend, at the time and date mentioned in bid document at

the address mentioned. The Service Providers' representatives who are present shall sign register evidencing their attendance. The Financial bid shall be opened in the presence of Service

Providers' representative, who qualifies as per the technical and other qualification

criteria.

PRELIMINARY EXAMINATION The Directorate of HRD will examine the bids to determine whether they are complete,

whether any computational errors have been made, whether required information have

been provided as underlined in the bid document, whether the documents have been

properly signed, and whether bids are generally in order. The Directorate of HRD will reject the bid determined as not substantially responsive.

Any effort by Service Provider to influence the Directorate of HRD in the Service Provider's bid evaluation, bid comparison or contract award decision may result in the rejection of the service provider’s bid. Directorate of HRD’s decision will be final and without prejudice and will be binding on all parties.

DIRECTORATE OF HRD’s RIGHT TO ACCEPT OR REJECT ANY BID OR ALL BIDS The Directorate of HRD reserves the right to accept or reject any bid and annul the

bidding process and reject all bids at any time prior to award of contract, without thereby

incurring any liability to the affected Service Provider or Service Providers or any

obligation to inform the affected Service Provider or Service Providers of the ground for

the Directorate of HRD.

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SIGNING OF CONTRACT The successful Service Provider(s) shall be required to enter into a contract with

Directorate of HRD within such period as may be specified by the Directorate of HRD. The contract papers shall be finalized in discussion with successful Service Providers

with regard to the terms and conditions and other relevant clauses, which shall be in line

with tender criteria, terms and conditions of the tender document. The contract will be

valid for one year unless terminated by the Directorate of HRD before that date after

one month notice. The contract could also be renewed for further terms with mutual

consent.

GOVERNING LAW AND DISPUTES (APPLICABLE IN CASE OF

SUCCESSFUL SERVICE PROVIDER) All disputes or differences whatsoever arising between the parties out of or in relation to

the construction, meaning and operation or effect of these Tender Documents or breach

thereof shall be settled amicably. If, however, the parties are not able to resolve them

amicably, the same shall be settled by arbitration in accordance with the applicable

Indian Laws, and the award made in pursuance thereof shall be binding on the parties.

The Arbitrator/s shall give a reasoned award. Any appeal will be subject to the exclusive

jurisdiction of Honorable Courts at Delhi. The Service Provider shall continue work under the contract during the arbitration

proceedings unless otherwise directed in writing by the Directorate of HRD or unless the

matter is such that the work cannot possibly be continued until the decision of the

arbitrator or the umpire, as the case may be, is obtained. The place and venue of the

arbitration shall be Delhi.

TECHNICAL BID EVALUATION CRITERIA The Directorate of HRD shall constitute a Tender Committee (TC), which shall carry out

the entire process. The Tender Committee would evaluate on the basis of documents

submitted by the Service Providers as to whether their technical proposals fully meet

the parameters given above.

EVALUATION CRITERIA Only the Service Providers who meet the technical Evaluation parameters will qualify for the Financial Evaluation Process. The Financial proposals of technically short listed Service Providers will be opened. The Service Provider whose bid has been determined

as the lowest final Financial quote (i.e. L1) shall be awarded the project.

INITIAL SECURITY DEPOSIT The successful Service Provider should deposit Bank Guarantee equivalent to 5% of

the estimated total fixed cost plus annual recurring cost subject to minimum bank

guarantee of Rs.20000/-. This will be reviewed annually and Bank Guarantee amount

will be decided accordingly.

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COST OF BIDDING The Service Provider shall bear all the costs associated with the preparation and

submission of its bid, and the Tendering Authority in no case, will be responsible or

liable for these costs, regardless of conduct or outcome of the bidding process.

BIDDING DOCUMENT The Service Provider is expected to examine all instructions, forms, terms and

specifications in the bidding documents. The bidding Documents submitted should be

unambiguous, legible and without any strikethrough / corrections. Failure to furnish all

information required by the bidding documents or submission of a bid not substantially

responsive to the bidding documents in every respect will be at the Service Provider’s

risk and may result in rejection of the bid. CORRECTION OF ERRORS Financial Bids determined to be substantially responsive will be checked by the Bidding

Authority/ Bid Tender Committee for any errors. If there is a discrepancy between the

quoted rate in figures and the quoted rate in words, the rate in words will take

precedence.

AMENDMENT OF BIDDING DOCUMENTS a) At any time prior to the deadline for submission of bids, the Tendering Authority

may, for any reason, whether on its own initiative or in response to the clarification requested by a prospective Service Provider, modify, change, incorporate or delete certain conditions in the bidding document.

b) All amendments will be hosted on our website and shall be binding on all the Service Providers.

c) In order to allow prospective Service Providers reasonable time to take into

consideration the amendments while preparing their bids the Tendering Authority,

at its discretion, may extend the deadline for the submission of bids.

AUDIT

The system will maintain an audit trail of all relevant events and actions performed

including:

Records added per day/week/fortnight/month.

Records edited/ updated/ deleted per day/week/fortnight/month.

Failed Transactions or unauthorized access or disapproved records on the basis of quality, etc.

Tracking the physical movement of the documents collected from the source to the final destination point.

Based on these audit trails, the system is expected to provide extensive options to retrieve statistics and generate charts and reports. The system will prevent audit trail records from being modified or deleted by any person

and users will have full access to their own audit trail. It will be clearly communicated to

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all administrative users who have access to the audit trails, under which circumstances

these trails are viewed and used. Access to an audit trail will require approval of the

Directorate of HRD.

LIQUIDATED DAMAGES In case the Service Provider fails to provide services as per requirement of the

Directorate of HRD, the Directorate of HRD shall without prejudice to its other remedies

under the contract forfeit the Initial Security Deposit either in part or full. The Directorate

of HRD will be the final authority to ascertain the veracity of any reason provided by the

Service Provider. Notwithstanding the provisions of contract, the Service Provider shall not be liable for

forfeiture of its Initial Security Deposit or termination for default, if and to the extent that,

it’s delay in performance or other failure to perform its obligations under the contract is

the result of an event of Force Majeure.

NON VARIATION No variation or modification of this Agreement shall be of any force or effect unless the same shall be confirmed in writing by way of an addendum to this agreement and signed by all parties and then such variation or modification shall be effective only for the purpose and to the extent for which it was made and given. The parties hereto, are required to witness, sign and seal the terms, conditions, and covenants mentioned & described as above: CUSTOMER: SERVICE PROVIDER:

Name:______________________ Name:______________________

Title:_______________________ Title:_______________________ Signature:___________________ Signature:___________________

Stamp: Stamp:

Date: Date:

WITNESS 1 WITNESS 2

Name:______________________ Name:______________________

Title:_______________________ Title:_______________________

Signature:___________________ Signature:___________________

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SECTION - III

BID FORMATS

Form 1 – Service Provider’s Proposal Letter (Letter to be submitted by Service Provider on Service Provider’s company’s letter head)

Date: ____________ The Pr. DGIT, HRD, CBDT,

Room No.11, 2nd

floor,

ICADR building, VasantKunj Institutional Area, New Delhi-110070

Sir, Reg: Our bid for Scanning of APAR

We submit our Bid Document herewith. If our Bid for the above job is accepted, we

undertake to enter into and execute at our cost, when called upon by the Directorate of

HRD to do so, a contract/agreement. We understand that if our Bid is accepted, we are to be jointly and severally responsible

for the execution of the contract. We understand that the Directorate of HRD is not bound to accept the lowest or any bid

received, and the Directorate of HRD may reject all or any bid.

We have read and understood the terms and conditions in the tender document

including the process of technical short listing. We certify that the details provided about the firm and the documents enclosed are

correct and we are liable to be disqualified in case any information contained therein are

found to be false at any stage of the tender process. Yours faithfully,

Signature & Seal: _________________________

Name & Designation: ______________________

Address: ________________________________

Contact No: ______________________________

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Form 2 - Service Provider’s Authorization Certificate To, The Pr. DGIT, HRD, CBDT,

Room No.11, 2nd

floor,

ICADR building, VasantKunj Institutional Area, New Delhi-110070. <Service Provider’s Name>__________________________________________,

<Designation> _______________________________ is hereby authorised to sign

relevant documents on behalf of the company in dealing with Tender of reference <Tender No. & Date> ________________________________. He is also authorised to

attend meetings & submit technical & financial information as may be required by you in

the course of processing above said tender. Thanking you,

Authorised Signatory

_________________________________

<Company Name>

Seal

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Form 3 - Work Experience Certificate

Name of the firm: _________________________________________________

S. Name of Government Start Valid No. of No. Offices/Nationalized/ Scheduled/ Date till years

Commercial Banks/PSU for served whom the Service Provider is

providing Record storage

services

1

2

3

4

5

6

7

8

9

10

Total

* Service Provider should produce copies of valid agreements as documentary evidence

for abovementioned information. Date: ______________________________

Place: ______________________________

Signature of the Service Provider: _____________________________

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Form 4 - Self Declaration

Ref: ________________________________ Date: ________________

To, The Pr. DGIT, HRD, CBDT,

Room No.11, 2nd

floor,

ICADR building, VasantKunj Institutional Area, New Delhi-110070.

In response to the tender No. _____________ dated ____________ as owner/ partner/

Director of ___________________________________________ I / we hereby declare

that our Agency ___________________is having unblemished past record and was not

declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular

period of time.

Name of the Service Provider: _______________________

Signature: _______________________________

Seal of the Company: ______________________

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Form 5 - Financial Bid Format

Price Schedule for the proposed Scanning and Digitization of APAR:

Sl. No. Work Rate (Rs.)

1 Scanning/Digitization per

page

2 Data entry in APAR/ACR

Management & uploading

therein per page

3 AMC of the APAR files

Signature: _________________________

Name: _____________________________

Designation: _________________________

Seal: _______________________________