e-tender notice - haryana urban development authority, india · mohali / ncr or submit an...

HARYANA SHEHRI VIKAS PRADHIKARAN

C-3, SECTOR 6, PANCHKULA

e-TENDER NOTICE

HSVP invites online bids from reputed IT Facility

Management Service providers for managing IT

operations in all HSVP office across the state. The

detailed terms and conditions along with the scope

of work can be downloaded from hsvphry.org.in

and https://etenders.hry.nic.in from 21-08-2019

onwards All further details / updates regarding this

tender will be hosted only on hsvphry.org.in and

https://etenders.hry.nic.in.

Chief Administrator, HSVP, Panchkula

https://etenders.hry.nic.in/


Request for Proposal for IT Facility Management Services – HSVP 2019

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Tender No. GM(IT)/HSVP/2019/148819 Dated: 19-08-2019

Request for Proposal

For

IT Facility Management Services

Information Technology Wing

Haryana Shehri Vikas Pradhikaran

C-3, Sector 6, Panchkula, Haryana

Phone: 0172-2569504

E-mail: [email protected]

www.hsvphry.org.in

mailto:[email protected]


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TABLE OF CONTENTS

1. Important Information ........................................................................................................................................ 4

2. ELIGIBILITY CRITERIA ....................................................................................................................................... 5

3. PREFACE AND PROJECT PROFILE.................................................................................................................. 6

3.1Brief Profile ........................................................................................................................................................... 6

3.2 Solution ................................................................................................................................................................ 6

4. SCOPE OF WORK .............................................................................................................................................. 7

4.1Activity Components ............................................................................................................................................. 7

4.2 Detail of Locations for Manpower Requirement ................................................................................................ 8

4.3 Responsibilities ..................................................................................................................................................... 9

5. BIDDING PROCESS .............................................................................................................................................. 13

5.1 Preparation of Bid .............................................................................................................................................. 13

5.2 Modifications and/or Withdrawal of Bids ........................................................................................................... 14

5.3 Content of Documents to Be Submitted ............................................................................................................... 14

5.4 Payment Schedule ............................................................................................................................................... 15

5.5 Instructions to Bidders For E-Tendering ............................................................................................................ 15

5.6 Submission of Bids .......................................................................................................................................... 17

6. GENERALINSTRUCTIONS TO BIDDERS ........................................................................................................ 17

6.1 General Conditions ............................................................................................................................................. 17

6.2 Period of Contract .............................................................................................................................................. 19

6.3Penalty Clause ..................................................................................................................................................... 19

6.4Cost of Bidding .................................................................................................................................................... 20

6.5Bidding Document .............................................................................................................................................. 20

6.6Amendments to Bidding Documents .................................................................................................................. 20

6.7 Period of Validity ............................................................................................................................................... 20

6.8Bid Currency ....................................................................................................................................................... 20

6.9 Risk & Cost ......................................................................................................................................................... 21

6.10 Termination of contract ................................................................................................................................... 21

7. Resource Requirements........................................................................................................................................... 22

8. Opening &Evaluation Process ................................................................................................................................ 23

8.1 Clarification of Bids ............................................................................................................................................ 23

8.2Technical Evaluation Criteria ............................................................................................................................ 24

8.3Final Evaluation ................................................................................................................................................. 26

8.4Contacting HSVP ................................................................................................................................................ 26


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8.5HSVP'S Right to Accept or Reject Any Bid or All Bids ..................................................................................... 26

8.6Signing Of Contract ............................................................................................................................................ 27

9.Dispute Resolution .................................................................................................................................................... 27

Annexure A .................................................................................................................................................................. 28

Annexure B ................................................................................................................................................................... 34


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1. Important Information

Sr.

No. Activity Date

1. Document available on website 1. www.hsvphry.org.in

2. etenders.hry.nic.in

21-08-2019 (Wednesday)

2. Last date for sending written

clarifications through e-mail on

[email protected] (Only for

registered users)

27-08-2019 (Tuesday)

3

Pre-bid Conference

29-08-2019 at 3:00 PM in conference Hall,

HSVP, Sector 6, Panchkula.(Thursday)

A bidder has to pay Rs.5000 in the form of DD in

favor of Chief Administrator HUDA as the cost

of RFP for participating in the pre bid conference.

The queries of only those bidders will be

entertained who will submit the RFP cost before

the pre bid conference.

Other bidder may submit the cost of RFP along

with bid.

4 Reply of queries will be hosted on

www.hsvphry.org.in and

etenders.hry.nic.in

04-09-2019 (Wednesday)

5 Last date for Bid submission on

etenders.hry.nic.in 16-09-2019 by 12:00 Noon (Monday)

6 Date and Time of

Prequalification/Technical Bid

Opening 16-09-2019 at 4 P.M

7 Cost of RFP

(DD should be drawn in favour of

“Chief Administrator, HUDA

payable at Panchkula”)

Rs. 5,000 /- (non-refundable)

8 Earnest Money Deposit Amount

(DD should be drawn in favour of

“Chief Administrator, HUDA

payable at Panchkula”)

Rs. 5,00,000/-

(Rs. Five Lacs Only)

9 Selection Criteria Quality and Cost Based Selection QCBS(80:20)

http://www.hsvphry.org.in/

mailto:[email protected]

http://www.huda.gov.in/


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10 Technical Presentation To be conveyed later

11 Opening of financial proposals To be conveyed later

Note 1: Manual Submission of Documents - Online Bidders will also require to

physically submit the Bid Document cost / EMD and other document related to

Technical bid etc. as uploaded on the website. The documents duly binded, properly

tagged and numbered along with EMD and cost of the Tender Request for Proposal

shall be sent either through speed post, courier or personally and should reach in the

office of General Manager(IT), HSVP, C-3, Sector-6, Panchkula 16-09-2019 by

02:00 P.M .

Note 2: The commercial bid should be submitted through online mode only.

2. ELIGIBILITY CRITERIA

S.No. Eligibility Criteria Supporting Documents

1. The bidder must have a PAN No. and

GST No.

Copy of PAN Card

Copy of GST certificate

2. The bidder should have a registered

office in Chandigarh / Panchkula /

Mohali / NCR or submit an undertaking

that the company will open the office in

Chandigarh/ Panchkula within one

month of award of contract

Valid Address Proof(Landline/ Mobile

Phone bill, Income Tax receipt, etc.)

3. Bidder must have average annual

turnover of at least INR 10 Crores during

the last three years from IT enabled

services ( Software development/ IT

manpower outsourcing excluding

Hardware sales)

Audited financial statements for the last

three financial years from Statutory

Auditor/ Chartered Accountant

4. The Bidder should not have been

blacklisted by any State Government,

Central Government or any other Public

sector undertaking or a Corporation or

any other Autonomous organization of

Central or State Government as on Bid

submission date.

Declaration regarding no blacklisting of the

bidder from the Authorized Signatory

5. The bidder must have provided in last

three financial years (2016-17, 2017-18,

2018-19) IT facility Management (ITFM)/

Data Center Management (DCM)services

Satisfactory Services Certificate to be

attached (Should be current and valid).


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for at least three projects with a value

more than Rs Fifty Lacs (each)

6. The company must have at least 50

technically qualified B.E/ B.Tech

(ECE/CSE/IT/MCA (regular degree)

persons on regular payroll from last 2

years on the date of submitting the bid.

List of employees along with qualifications

and certificate from Head of HR of the

bidder

3. PREFACE AND PROJECT PROFILE

3.1Brief Profile

The Haryana Urban Development Authority (HSVP), www.hsvphry.org.in was constituted under

the Haryana Urban Development Authority Act, 1977. A statutory body of Haryana Government,

HSVP’s mandate is to promote and secure development of urban areas in a systematic and

planned way with the power to acquire, sell and dispose off property, both movable and

immovable; use this acquired land for residential, industrial, recreational and commercial

purposes, to make available developed land to Haryana Housing Board and other bodies for

providing houses to economically weaker sections of the society and to undertake building works.

After mid-2006, HSVP adopted IT initiative for process efficiency because, the transactions

between HSVP and its allottees became so huge that handling such transactions manually was a

gigantic task and affecting the productivity of the organisation.

In order to better manage the above initiatives, HSVP intends to make use of IT Facility

Management Services of a reputed company as per the scope described in this RFP.

3.2 Solution

Keeping the above factors in mind HSVP went for a comprehensive e-governance project. One of

the most innovative programs in the country, the system aimed to

Improved transparency in HSVP’s operations

Build accountability among employees of HSVP

Improve service delivery process of HSVP

Cut down the lengthy processes.


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3.3 Technology Architecture

Plot and Property Management system, Financial Accounting System, Court Case Monitoring

system, Payroll and Pension and Dynamic web portal and are centralized web based applications

having following Technical details.

Software details

S. No. Server Operating System Software Description

1. Web and Application

Server

Windows Server 2016 R2 Dot Net 4.5

2. Database server Windows Server 2016 R2 MS SQL server 2016 R2

3. HSVP portal server Windows Server 2016 R2 Microsoft Office Share Point

Server

Visual Studio 2017

Dot Net 4.5

4. HSVP portal database

server

Windows Server 2016 R2 MS SQL Server 2016 R2

5. HSVP CCTS Windows Server 2016 R2 Dot Net 4.5

MS SQL server 2016 R2

4. SCOPE OF WORK

4.1Activity Components

HSVP intends to hire manpower resources to undertake following activities:

1. Data Centre Management

2. Server & Storage Management

3. Database Management

4. Network Management

5. Information Security Management

6. Antivirus Management


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7. Performance Reporting

8. Desktop Management with End-user Support

9. Mail Exchange Server Management

10. Application Management

11. Software Management

12. Backups – Management of Tape Library

13. Troubleshooting

14. Training & Awareness

4.2 Detail of Locations for Manpower Requirement

System Officers (7) and Network Engineers (13) can be posted in any office of HSVP in the state

during the currency of Contract

The lists of Locations are as follows:

Sr. No Name of Location

1. Panchkula

2 Faridabad

3 Gurugram

4 Rewari

S. No. Post Name Location

1. System Administrator (1) Head Office

Panchkula

2. Database Administrator (1) ---Do---

3. Network Administrator (1) ---Do---

4 System Officers (7) Can be posted in any of HSVP

Office

5 Network Engineers(13) Can be posted in any of HSVP

Office


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5 Hisar

6 Bhiwani

7 Jind

8 Sirsa

9 Ambala

10 Jagadhari

11 Kaithal

12 Karnal

13 Kurukshetra

14 Rohtak

15 Bahadurgarh

16 Panipat

17 Sonipat

Note: The number of manpower required and locations may change as per requirements of HSVP.

Qualifications and Experience

Details of qualifications and experience are placed at Section 7 i.e. “resource requirements”

The number of resources, period of engagement, and location may change as per requirement

4.3 Responsibilities

1. Database Administrator (DBA):

a) Create and maintain database required for development testing, training and production

usage.

b) Evaluation of the Database Server Hardware.

c) Perform ongoing tuning of the database instances.

d) Tune Database Performance.

e) Install new versions of the RDBMS and its tools and any other tools that access the

database.


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f) Cluster Management.

g) Plan and implement backup and recovery process of the database.

h) Control migration of programs, database changes, reference data changes and menu

changes through the development life cycle.

i) Implement and enforce security for all the Databases.

j) Perform database re-organizations as required to improve performance and ensure

maximum uptime of the database.

k) Evaluate releases of database and its tools, and third party products to ensure that the site

is running the products that are most appropriate. Planning is also performed by the DBA,

along with the application developers and System administrators, to ensure that any new

product usage or release upgrade takes place with minimal impact.

l) Generate Adhoc report in excel format from the database in consultation with the

System Administrator (Expected to be 4-5 in a month)

m) Assists with impact analysis of any changes made to the database object.

n) Trouble shoots along with System Administrator with problems regarding the database,

application and development tools.

o) Manage sharing of resources amongst applications.

p) Software development skills as per organization requirements.

2. System Administrator:

a) User administration (Set up and maintaining account)

b) Servers Maintenances, updation and up gradation

c) Setup security policies for users. A system admin must have a strong grasp of computer

security (e.g. firewalls and intrusion detection systems)

d) Verify that peripherals are working properly

e) Monitor system performance

f) Create a backup and recovery policy

g) Monitor network communication

h) Exchange server Management

i) Antivirus Management


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j) Password and identity management

k) DNS Management

l) DHCP management

m) FTP Management

A system administrator’s responsibilities typically include:

a) Morning checks of systems/software

b) Performing backup of data.

c) Applying operating system update, and configuration changes.

d) Installing and configuring new software patches.

e) Adding /deleting/creating /modifying user accounts information, resetting passwords etc.

f) Responsibility for documenting the configuration of the system.

g) System Troubleshooting

h) System performance tuning.

i) Software Development skills as per the requirement of the organization.

3.Network Administrator:

a) Configuration and management of Firewall

b) Configuration of Router and Switches according to the HSVP requirements

c) Configuration and management of IP phone

d) Configuration and management of Network Load Balancer and Server Load Balancer

e) TMG server management to provide network access to the users

f) Monitoring and management of HSVP link in HSDC Data centre and HSVP Estate

Offices Link

g) Oversee digital security.

h) Ensure proper functioning of network and security devices

i) Install new Link according to HSVP requirements

j) Ensure proper utilizations of Bandwidth and provide suggestion to HSVP

k) Review and verify the downtime report for the links of Bandwidth service provider and

ISP


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l) Coordinate with the vendors for shifting and maintaining the link

m) Provide support to network engineer at estate offices

n) Provide technical support for any new link to be implemented.

4. System Officer:

a) OS Patch Management.

b) Asset Management

c) Configuration Management

d) Vendor Management.

e) Antivirus Management

5. Network Engineer:

a) Trouble shooting of connectivity (all network equipment LAN, WAN) at Faridabad,

Sonipat, Bahadurgarh, Gurgaon, Rewari , Hisar, Kaithal, Bhiwani, Sirsa, Rohtak, Jind ,

Panchkula , Kurukshetra, Jagadhri, Ambala, Karnal , Panipat , Gurgaon II.

b) The Engineer will also be responsible for coordinating the jobs with ISP and bandwidth

provider.

c) Maintaining and administering computer networks and related computing environments

including systems software, applications software, hardware, and configurations.

d) Troubleshooting, diagnosing and resolving hardware, software, and other network and

system problems.

e) Replacing faulty network hardware components when required.

f) Maintaining, configuring, and monitoring virus protection software and email

applications.

g) Operating master consoles to monitor the performance of networks and computer systems.

h) Coordinating computer network access and use.


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5. BIDDING PROCESS

5.1 Preparation of Bid

Technical Proposal

i. Bidders shall upload the technical proposal in the formats placed at Annexure

A .Further, the bidders shall ensure all supporting documents as mentioned in

(“Eligibility Criteria”) are also provided in the technical bid.

ii. While submitting the Technical Proposal, the Bidder shall, in particular, ensure that

CVs of team members duly signed by the authorized signatory have been submitted.

iii. Failure to comply with the requirements shall make the Proposal liable.

iv. The Technical Proposal shall not include any financial information relating to the

Financial Proposal.

v. HSVP reserves the right to verify all statements, information and documents,

submitted by the Bidder in response to the RFP. Failure of HSVP to undertake such

verification shall not relieve the Bidder of its obligations or liabilities hereunder nor

will it affect any rights of the HSVP there under.

vi. In case it is found during the evaluation or at any time before signing of the

Agreement or after its execution and during the period of subsistence thereof, that

one or more of the eligibility conditions have not been met by the Bidder or the

Bidder has made material misrepresentation or has given any materially incorrect or

false information, the Bidder shall be disqualified forthwith if not yet appointed as

the Consultant either by issue of the LOA or entering into of the Agreement, and if

the Bidder has already been issued the LOA or has entered into the Agreement, as

the case may be, the same shall, notwithstanding anything to the contrary contained

therein or in this RFP, be liable to be terminated, by a communication in writing by

HSVP without HSVP being liable in any manner whatsoever to the Applicant or

Consultant, as the case may be. In such an event, HSVP shall forfeit and appropriate

the performance Security and also pre-estimated compensation and damages

payable to the HSVP as mutually agreed for, inter alia, time, cost and effort of

HSVP without any other right or remedy that may be available to HSVP.

Financial Proposal

Bidders shall upload the financial proposal in the format at Annexure B clearly indicating

the total lump-sum cost of services in both figures and words, in Indian Rupees, and signed

by the bidder’s authorized signatory. In the event of any difference between figures and

words, the amount indicated in words shall be taken into account.

While submitting the Financial Proposal, the Bidder shall ensure the following:

i. All the costs associated with the assignment shall be included in the Financial

Proposal. These shall cover remuneration for all the Personnel (Expatriate and


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Resident, in the field, office etc.), equipment, surveys, overhead charges viz.

travelling, boarding and lodging and out of pocket expenses in India. The total amount

indicated in the Financial Proposal shall be without any condition and shall be final

and binding. In case any assumption or condition is indicated in the Financial

Proposal, it shall be considered non-responsive and liable to be rejected.

ii. The Financial Proposal shall take into account exclusive of all applicable and taxes.

iii. All costs shall be expressed in INR.

1. Proposals should be submitted in English Language.

2. Prequalification Proposal Contents: The Prequalification Proposal should contain:

a. Earnest Money Deposit as per the amount specified in the RFP.

b. Checklist for Pre-Qualification Criteria along with relevant documentation

showing the proof of eligibility as outlined in the subsection titled “Pre-

qualification Compliance Matrix”

c. A declaration of any actual or potential conflict of interest.

5.2 Modifications and/or Withdrawal of Bids

Valid bids once submitted will be treated, as final and no further correspondence will be

entertained on this.

No bid will be modified after the deadline for submission of bids.

No bidder shall be allowed to withdraw the bid, if the bidder happens to be a successful

bidder.

5.3 Content of Documents to Be Submitted

a. Important Documents required in Pre-Qualification/Technical Bid Envelope (Sealed

Cover):

i. Pre-Qualification Compliance Matrix – Annexure A Part I

ii. Undertaking Letter - Annexure A Part II

iii. Service Information - Annexure A Part III


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iv. Profile Requirements – Annexure A Part IV

v. Program Management and Escalation Matrix including the contact No.(Mobile),

email address of CEO of the organisation

5.4 Payment Schedule

100% payment of the services will be released on monthly basis against submission of Monthly

Attendance (duly attested from head HR) of the resources by the successful bidder duly verified

and countersigned by location heads of HSVP.

Initial training of about a week will be provided at the Head office (Panchkula). The selected

bidder will not be paid for the resources deployed during the training period.

Local conveyance after the posting will be paid @ Rs 3/- per KM.

Intercity travel will be paid for ordinary bus/train fare.

DA will be paid @Rs 150/per day

All such expenses to be incurred with the prior approval of General Manager(IT)

5.5 Instructions to Bidders For E-Tendering

These conditions will over-rule the conditions stated in the tender documents, wherever relevant

and applicable.

1. Registration of bidders on E-tendering Portal:- All the Bidders intending to participate in

the tenders processed online, are required to get registered on the Electronic Tendering

System on the Portal https://etenders.hry.nic.in.

2. Obtaining a Digital Certificate:

2.1 The Bids submitted online are required to be signed electronically with a Digital

Certificate to establish the identity of the bidder online. These Digital Certificates

are issued by an Approved Certifying Authority, by the Controller of Certifying

Authorities, Government of India.

2.2 In case of online tendering, if the digital certificate issued to the authorized user of

a firm is used for signing and submitting a bid, it will be considered equivalent to a

no objection certificate/power of attorney /lawful authorization to that User. The



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firm has to authorize a specific individual through an authorization certificate

signed by all partners to use the digital certificate as per Indian Information

Technology Act 2000.Unless the certificates are revoked, it will be assumed to

represent adequate authority of the user to bid on behalf of the firm in HSVP

tenders as per Information Technology Act 2000. The digital signature of this

authorized user will be binding on the firm.

2.3 In case of any change in the authorization, it shall be the responsibility of

management / partners of the firm to inform the certifying authority about the

change and to obtain the digital signatures of the new person / 30 user on behalf of

the firm / company. The procedure for application of a digital certificate however

will remain the same for the new user.

2.4 The same procedure holds true for the authorized users in a private/Public limited

company. In this case, the authorization certificate will have to be signed by the

directors of the company.

3. Set up of machine:

In order to operate on the electronic tender management system, the user’s machine is

required to be set up. A help file on setting up of the system can be downloaded from the

home page of the website www.etenders.hry.nic.in or may contact on following:-Tel: 0172-

2707732, 2700275, 1800 3070 2232, 0172-2569504Mobile: +91-7878007972 and +91-

7878007973

4. Download of Tender Documents:

The tender documents can be downloaded by the registered user from the Electronic

Tendering System through the Portal https://etenders.hry.nic.in.

http://www.etenders.hry.nic.in/



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5. Key Dates:

The bidders are strictly advised to follow dates and times as indicated in the Notice

Inviting Tenders. The date and time will be binding on all bidders. All online activities are

time tracked and the system enforces time locks that ensure that no activity or transaction

can take place outside the start and end dates and the time of the stage as defined in the

Notice Inviting Tenders.

6. Submission of actual online bids:

Bidders have to submit their bids online and upload the relevant documents. The process is

required to be completed within the date and time as stated in the Notice Inviting Tenders

(Key Dates). The electronic bids of only those bidders who have submitted their bid within

the stipulated time, as per the tender time schedule (Key Dates), will be accepted by the

system. A bidder who does not submit his bid within the stipulated time will not be

allowed to submit his bid by the E-Tendering System. Note: - Bidders participating in e-

tendering shall check the validity of his/her Digital Signature Certificate before bidding in

the Tenders floated online at e-tendering website https://etenders.hry.nic.in.

5.6 Submission of Bids All the bidders intending to participate in the tender’s process online are required to get

registered on the centralized e-Procurement Portal i.e.etenders.hry.nic.in

6. GENERALINSTRUCTIONS TO BIDDERS

6.1 General Conditions a) HSVP will take Facility Management services from the selected vendor.

b) Selected vendor has to provide service/support on HSVP locations as per scope given in

the RFP.

c) Resources supplied by selected vendor should remain present in HSVP premises. Any

replacement in the manpower should be done with the prior consent of HSVP. A panel of

names to be provided for the replacement of the staff. Reliving of the staff to be done after

minimum overlap of at least one month and proper knowledge transfer to the satisfaction

of HSVP. The employee has to give 3 months for relinquishing the job



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d) The selected vendor has to maintain confidentiality about all the applications, database and

network set up of the HSVP and should not divulge it to any person/ organization not

related to the HSVP. In this regard, the short listed vendor will be required to execute

confidentiality cum non-disclosure agreement with the HSVP. Non-disclosure agreement

needs to be signed to this effect.

No Holidays except Sundays will be allowed.

No outsourcing will be allowed.

e) Program Management and Escalation Matrix including the Contact No. (Mobile), email

address of CEO of the organisation to be included in the proposal.

f) The successful bidder should provide the onsite services within 30 days from the issuance

of LOI.

g) The successful bidder shall provide a dedicated project manager for coordinating the

activities with HSVP and resources deployed.

h) It will be the responsibility of the successful bidder to deposit all statutory dues of the

employees as provided under the contract with the respective Govt. Organization and a

certificate to this effect be submitted along with the monthly bills

i) The manpower offered shall be best in their technical skills and the remuneration offered

shall be competent as per IT industry standards.

j) The successful bidder will have to present three resumes for each category of resource and

the client reserve the right to select or reject the resource every time the category falls

vacant.

k) COMPLIANCE OF LABOUR AND OTHER LAWS: Successful bidder shall comply

with all the statutory requirements as are applicable from time to time and shall be solely

responsible for fulfillment of all legal obligations under various statutes including Contract

Labor (Regulation and Abolition) Act, Minimum Wages Act, Workmen Compensation

Act, EPF & Miscellaneous Provisions Act, Shop and Establishment Act etc. The Agency

shall keep HSVP indemnified against any dues/compensation or any other liability of any

nature whatsoever due to non-fulfillment of any of the statutory provision under any

statute/byelaws/ notification etc. including industrial laws. HSVP shall have full right to

recover any claim and liability incurred towards payment of any dues, compensation or


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cost from contractor and deduct it from his outstanding subsequent bills/Performance

Bank Guarantee.

l) Successful bidder shall maintain register of personnel employed, muster roll, salary

register, deduction register etc. HSVP or its nominees shall be authorized to inspect them

whenever required.

m) INSURANCE & OTHER LIABILITIES: The contractor shall obtain & submit to

HSVP, appropriate Insurance Policy for the personnel deployed under the contract to

cover the risk of damage, accident/death including third party liabilities before start of

providing services.

6.2 Period of Contract

The contract will be valid for one year from the date of agreement. If, during the review, the

performance of the Resources and Bidders response to HSVP requirement are not found up to the

mark then HSVP has the discretion to cancel the contract by invoking the performance Bank

guarantee. The number of resources, period of engagement maybe increased or decreased

depending upon the requirement.

6.3Penalty Clause

Deployment SLA / Penalty: If the successful bidder fails to deploy the resources as per the terms

within 30 days from the signing of Letter of Intent, a penalty of Rs. 2000/- per day per resource

will be levied on the bidder.

If the successful bidder is not able to deploy any additional resources requested by HSVP within

15 working days from the day of request, a penalty of Rs. 1500/- per day per resource will be

levied on the bidder.

Operational SLA / Penalty: HSVP must have prior information of leave that a resource is

planning. 10 Leaves will be allowed in a year and apart from the above, penalty of Rs. 500/- per


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day per resource will be deducted. Any leaves without prior intimation will attract Rs. 1500/- per

day per resource.

Additionally, if the aggregated penalty on the bidder for any given month exceeds Rs. 20,000/-,

the bidder will be penalized an additional Rs.2000/- for each multiple of 20,000.

6.4Cost of Bidding

The bidder shall bear all the costs associated with the preparation and submission of bid and

HSVP will in no case be responsible or liable for these costs regardless of the conduct or outcome

of the bidding process.

6.5Bidding Document

The bidder is expected to examine all instructions, forms, terms & conditions and technical

specifications in the Bidding Document. Submission of a bid not responsive to the Bidding

Document in every respect will be at the bidder’s risk and may result in the rejection of its bid

without any further reference to the bidder.

6.6Amendments to Bidding Documents

At any time prior to the last Date and Time for submission of bids, the HSVP may, for any reason,

modify the Bidding Document by amendments at the sole discretion of the HSVP. All

amendments will be updated on the HSVP website with appropriate markings. The amendments

may also be delivered by hand / courier or through e-mail to all bidders, who have received the

bidding document. For this purpose, bidders must provide name of the contact person, mailing

address, telephone number and FAX numbers on the covering letter sent along with the bids. All

clarifications will be hosted on HSVP website.

6.7 Period of Validity

Bids shall remain valid for 180 days from the date of bid opening prescribed by the HSVP. A bid

valid for shorter period shall be rejected by the HSVP as non-responsive.

6.8Bid Currency

Prices shall be expressed in Indian Rupees only.


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6.9 Risk & Cost

If the successful bidder fails to execute the contract up to the satisfaction of HSVP, as laid down

in this contract, HSVP shall be entitled to get the job executed engaging any other on the account

and at the risk of the successful bidder or to cancel the contract and the successful bidder shall be

liable to compensate for any loss/damage which HSVP may sustain by reason of such failure on

their part.

6.10 Termination of contract HSVP reserves the right to terminate the contract either in part or full due to reasons of non-

compliance of stipulated activities for different clauses under this contract. In such an event,

HSVP shall give the bidder Thirty (30) day’s notice in written of his decision to do so.

6.10.1 Conflict of Interest

The selected bidder shall not receive any remuneration in connection with the assignment

except as provided in the Contract. The team deployed by the agency shall not engage in

activities that conflict with the interest of HSVP under this Contract and shall be excluded from

downstream supply of goods or construction of works or purchase of any asset or provision of

any other service related to the assignment other than a continuation of the Services under the

ongoing contract. It should be the requirement of the assigned works that the agency should

provide professional, objective and impartial advice and at all times hold the HSVP interests

paramount, and that in providing advice they avoid conflicts with other assignments and their

own corporate interests.

6.10.2 Limitation of Liability

In no event shall either party be liable for consequential, incidental, indirect, or punitive loss,

damage or expenses (including lost profits). The selected bidder shall not be liable to the other

hereunder or in relation hereto (whether in contract, tort, strict liability or otherwise) for more

than the value of the fees to be paid (including any amounts invoiced but not yet paid) under

this Agreement.


Page -22-

7. Resource Requirements

S.No Profile Profile

1. System

Administrator

BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with

first Division and min 5 Years of post-qualification experience as

System Administrator in a Govt./Semi Govt./Ltd Organization.

2. Database

Administrator


first Division and min5 Years of post-qualification experience as DBA

in a Govt. /Semi. Govt./ Ltd. Organization.

3. Network

Administrator


first division and min 5Years of post-qualification experience in

managing a network of systems in Govt./ Semi Govt./ Ltd Organisation.

4. System Officer BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with

first division and min 2 Years of experience in Govt. /Semi Govt.

/Ltd .Organization.

5. Network

Engineer

BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with 1

year relevant experience in managing LAN/WAN and windows system

troubleshooting. Preference will be given to persons with certified

course like MCSE, CCNA

S. No. Position No of Resources

1. System Administrator 1

2. Database Administrator 1

3. Network Administrator 1

4. System Officer 7

5. Network Engineer 13

Total 23


Page -23-

8. Opening &Evaluation Process 8.1 Clarification of Bids

All replies to the clarifications will be hosed on HSVP website www.hsvphry.org.in and

https://etenders.hry.nic.in

HSVP shall constitute a Bid Evaluation Committee to evaluate the responses of the Bidders.

The Evaluation Committee constituted by HSVP shall evaluate the responses to the RFP and all

supporting documents /documentary evidence. Inability to submit requisite supporting

documents / documentary evidence, may lead to rejection.

The decision of the Evaluation Committee in the evaluation of bids shall be final. No

correspondence will be entertained outside the process of evaluation with the Committee. The

Evaluation Committee may ask for meetings with the Bidders to seek clarifications or

conformations on their proposal if need arise.

The Evaluation Committee reserves the right to reject any or all proposals at any stage of the

evaluation process. Each of the responses shall be evaluated as per the criteria and requirements

specified in this RFP.

The steps for evaluation are as follows:

Step 1: Technical Evaluation

a) The EMD envelope shall be opened.

b) For the bids in which the contents of the EMD envelope are found as per requirements, the

Technical Bid shall be opened.

c) The technical bids shall be reviewed to determine whether the bids are substantially

responsive. A bid shall be considered responsive only if it satisfies all the requirements laid

down in this RFP and provides relevant information in the respective formats specified in

the RFP. Bids which are not substantially responsive are liable to be disqualified at HSVP’s

discretion.

d) The technical proposal of the responsive bids shall be evaluated and marked against the

Technical Evaluation Criteria mentioned in Section 6.1 of this document.

e) The bidders shall be required to deliver a presentation on their detailed approach and

methodology for the proposed engagement. Marks shall be allotted on the basis of criteria

specified in in Section 6.1 of this document.

f) Marks awarded to each bid in the previous two steps shall be added to form the technical

score (ST) of the respective bid. The bids with overall technical score of at least 80 marks

shall qualify for the commercial evaluation stage.

Step 2: Commercial Evaluation

a) All technically qualified bids shall be notified to participate in the commercial bid opening

process.



Page -24-

b) The commercial bids of all technically qualified bidders shall be opened on the notified date

and shall be reviewed to determine whether the bids are substantially responsive and

unconditional.

c) The lowest financial proposal (FM) will be given a financial score (SF) of 100 points. The

financial scores of other proposals will be computed as follows:

SF = 100 x FM/F (F = amount of Financial Proposal of the applicant)

8.2Technical Evaluation Criteria The detailed breakup of marks for evaluation of technical bids submitted by the bidders is

defined in the table presented below. A bidder must score a minimum of 80 marks to

qualify for Commercial Evaluation.

Sno Parameter Criteria Max

Marks

Evidence

1 Bidder must have average

annual turnover of at least

INR 10Crores during the

last three years from IT

enabled services excluding

hardware sales

• Avg Turnover >= INR 10

Crores – 5 Marks

• Avg Turnover >= INR

12Crores – 7 Marks

• Avg Turnover >= INR 15

Crores – 10 Marks

10 Audited financial

statements for the last three

financial years from

Statutory Auditor/

Chartered Accountant

2 The Bidder must have

experience in providing IT

facility management

services/ for at least 3

projects with value of 20

Lakhs each in the last 3

financial years

• No of projects =1

5 Marks


7 Marks


10 Marks

10 Work Orders/ Completion

Certificates issued from the

client.

3

The Bidder must have at

least 50 technically

qualified persons holding

BE/B.Tech (ECE/IT/CSE)

degree as per requirement

of roles provided in RFP

from last 2 years on roles

with organisation.

• Total Qualified persons 50 –

7 Marks

• Total Qualified persons

51-75 –10 Marks

• Total Qualified persons

76- 100 –15 Mark

15

HR head letter stating

complete list and

qualification

5 CVs of key personnel

System Administrator

(10 Marks):

• = 5 -7 years’ experience as


40

Curriculum Vitae of the key

personnel as per

Annexure-B


Page -25-

– 5 Marks

>= 7 years’ experience as

System Administrator - 7

Marks

Certification in system

administration(MCSA/MCSE/

other equivalent)-3 Marks

Database Administrator

(10 Marks):


Database Administrator

– 5 Marks


database - 7 Marks

Certification in database

administration

(MCSA/MCSE/ other

equivalent)-3 Marks

Network Administrator

(10 Marks):



– 5 Marks


System Administrator - 7

Marks

Certification in Network

administration(CCNP/other

equivalent) -3 Marks

System Officer

(5 Marks):

• = 2 years’ experience as

System Officer

– 2 Marks

>2 years’ experience as

System Officer – 5 Marks


Page -26-

Network Engineer

(5 Marks):

• = 1-2 years’ experience in

Network support projects

– 2 Marks

>2 years’ experience in

Network support projects

– 5 Marks

5 Presentation & Interview

Presentation and interview

25

Presentation on approach

and methodology with

prior experience.

Interview is required for

Network, Database and

system administrator

8.3Final Evaluation Bids will finally be ranked according to their combined technical (ST) and financial (SF)

scores as follows:

S = ST x 0.80 + SF x 0.20

Where S is the combined score.

The Selected Bidder shall be the First Ranked Bidder (having the highest combined score).

The Next Ranked Bidder shall be kept in reserve and maybe invited for negotiations in case

the selected Bidder withdraws, or fails to comply with the requirements specified in this

document.

8.4Contacting HSVP

Any effort by bidder to influence the HSVP in the bid evaluation, bid comparison or contract

award decision may result in the rejection of the Bidder’s bid. HSVP's decision will be final and

without prejudice and will be binding on all parties.

8.5HSVP'S Right to Accept or Reject Any Bid or All Bids

The HSVP reserves the right to accept or reject any bid as well as scrap bidding process and reject

all bids at any time prior to award of contract, without thereby incurring any liability to the

affected bidder or bidders or any obligation to inform the affected bidder or bidders of the ground

for the HSVP's action.


Page -27-

8.6Signing Of Contract

a. The successful bidder will be issued letter of intent and the successful bidder will have to

sign the agreement with HSVP within 15 days.

b. The successful bidder has to submit 20% Performance Bank Guarantee of order value

within15 days from the issuance of letter of intent with a validity of 3 months more than

the expiry of the contract.

9.Dispute Resolution

a)Amicable Settlement

The parties shall use their best efforts to settle amicably all disputes arising out of or in

connection with this Agreement or the interpretation thereof. In the event a dispute,

differences or claim arises in connection with the interpretation or implementation of this

agreement, the aggrieved party shall issue a written notice setting out the

Dispute/differences or claim to the other party, parties shall first attempt to resolve such

dispute through mutual consultation. If the dispute is not resolved as aforesaid within 15

days from the date of receipt of written notice, the matter will be referred to HSPV, which

shall take decision within 30 days after such reference. If the dispute is still not resolved the

matter will be referred for Arbitration.

b)Arbitration

In case the dispute is not resolved, any party may issue a notice of reference, invoking

resolution of disputes through arbitration in accordance with the provisions of the

Arbitration Conciliation Act, 1996. The arbitral proceedings shall be conducted by a sole

arbitrator that may be appointed with the consent of Parties to such dispute. If there is no

agreement among the parties to the identity or appointment of such sole arbitrator within 30

days of issue of notice of reference, then the arbitral proceedings will be conducted by a

panel of three arbitrators, one arbitrator to be appointed by HSPV and other appointed by

the vendor and the third arbitrator to be mutually appointed by the other two arbitrators in

accordance with provisions of Arbitration and Conciliation Act, 1996. Arbitration

proceedings shall be/ conducted in and the award shall be made in English language.

Arbitration proceedings shall be conducted at Chandigarh.


Page -28-

Annexure A

Part- I

Letter to be submitted by bidder along with bid documents

To

The General Manager

IT Wing, Haryana Urban Development Authority,

C-3, Sector – 6,

Panchkula.

Sir

Reg: Our bid for IT Facility Management Services

We submit our proposal in response toTender No. GMIT/HSVP/2019/ 148819, Dated:19-08-2019

herewith.

We confirm that, all the details mentioned in the proposal are true and correct and if the HSVP

observes any misrepresentation of facts on any matter at any stage of evaluation, the HSVP has

the right to reject the proposal and disqualify us from the process.

We hereby acknowledge and unconditionally accept that the HSVP can at its absolute discretion

apply whatever criteria it deems appropriate, not just limiting to those criteria set out in the RFP

document, in short listing of vendors for providing Resources.

We also acknowledge the information that this bid is valid for a period of 180 days from the date

of submission of bid.

If our Bid for the above job is accepted, we undertake to enter into and execute at our cost, when

called upon by the HSVP to do so, a contract in the prescribed form. Unless and until a formal

contract is prepared and executed, this bid together with your written acceptance thereof shall

constitute a binding contract between us.


Page -29-

We understand that if our Bid is accepted, we are to be jointly and severally responsible for the

due performance of the contract.

We understand and agree that you are not bound to accept the lowest or any bid received by you,

and you may reject all or any bid; you may accept or entrust the entire work to one vendor or

divide the work to more than one vendor without assigning any reason or giving any explanation

whatsoever.

We understand that the names of short listed bidders after the completion of first stage (Technical

Bid) and the name of the successful bidder to whom the contract is finally awarded after the

completion of the second stage (Commercial Bid), shall be communicated to the bidders either

over phone/e-mail/letter.

Dated at ______ / ______ day of _______ 20__.

Yours faithfully,

For ______________________________________

Signature ________________________________

Name ____________________________________

Address __________________________________

__________________________________

___________________________________

(Authorized Signatory)


Page -30-

Part II

Service Information

We confirm that, all the details mentioned above are true and correct and if the HSVP observes

any misrepresentation of facts on any matter at any stage of evaluation, the HSVP has the right to

reject the proposal and disqualify us from the process.

We hereby acknowledge and unconditionally accept that the HSVP can at its absolute discretion

apply whatever criteria it deems appropriate, not just limiting to those criteria set out in the RFP

document, in short listing of vendors for providing software solution.

We also acknowledge the information that this bid is valid for a period of 180 days from the date

of submission of bid.

SIGNATURE OF VENDOR WITH SEAL

NAME OF THE AUTHORISED SIGNATORY


Page -31-

Part III

Pré-Qualification Compliance Matrix:

S.No. Eligibility Criteria Supporting Documents Attached at Page

No.

1. The bidder should have been

in existence in India for the

last 3 years.

Certificate of Registration and

Memorandum of Association

2. The bidder should have a

registered office in

Chandigarh / Panchkula /

Mohali / NCR or submit an

undertaking that the company

will open the office in

Chandigarh/ Panchkula

within one month of award of

contract

Valid Address Proof (Landline/

Mobile Phone bill, Income Tax

receipt, etc.)

3. Average annual turnover of

the company from IT related

service should be more than

50 Crores in last three

financial years

Certificate from CA or Audited

P&L Account and Balance Sheet

for the same years and IT

clearance certificate

4. The bidder should be a

profitable entity for the last

three financial years.

Certificate from CA or Audited

P&L Account and Balance Sheet

for the same years and IT

clearance certificate

5. The bidder must have

provided in last three

financial years (2016-17,

2017-18, 2018-19) IT facility

Management (ITFM)/ Data

Satisfactory Services Certificate to

be attached (Should be current and

valid).


Page -32-

Center Management

(DCM)services for at least

three projects with a value

more than Rs Fifty Lacs

(each)

6. The company must have at

least 100 technically qualified

B.E/ B.Tech(Com.Sc / IT /

Electronics and

communication)/ MCA

(regular degree) persons on

regular payroll on the date of

submitting the bid.

List of employees along with

qualifications and certificate from

Head of HR of the bidder


Page -33-

Part IV

Profile Requirement

S.No Profile Profile

6. System

Administrator


first Division and min 5Years of post-qualification experience as System

Administrator in a Govt./Semi Govt./Ltd Organization.

7. Database

Administrator


first Division and min5 Years of post-qualification experience as DBA

in a Govt. /Semi. Govt./ Ltd. Organization.

8. Network

Administrator


first division and min 5Years of post-qualification experience in

managing a network of systems in Govt./ Semi Govt./ Ltd Organisation.

9. System Officer BE/B.tech(Com .Sc./IT/Electronics and communication)/MCA with first

division and min 2 Years of software development experience in Govt.

/Semi Govt. /Ltd .Organization.

10. Network

Engineer

BE/B.tech (Com .Sc./IT/Electronics and communication)/MCA with 1

year relevant experience in managing LAN/WAN and windows system

troubleshooting. Preference will be given to persons with certified

course like MCSE, CCNA


Page -34-

Annexure B

Commercial Bid Format

Note: Successful bidder will be selected on the basis of Quality and Cost Based

Selection QCBS(80:20).

The commercial bid should be submitted through online mode only.

S.

No.

Profile No of Units

(A)

Unit Rate

per month

INR

(excluding

applicable

Tax)

(B)

Total Monthly

Cost INR

(excluding

applicable

Tax)

(A) X (B)

1. System Administrator 1

2. Database Administrator 1

3. Network Administrator 1

4. System Officer 7

5. Network Engineer 13

Total(T)


Page -35-

Letter for No Blacklisting

Declaration regarding bidder has not been blacklisted

(On Bidder’s Letterhead)

The Chief Administrator

Haryana Shehri Vikas Pradhikaran

C-3, Sector 6, Panchkula

Haryana

Subject: Self Declaration of not been blacklisted in response to Selection of Implementation

Partner for IT Facility Management Services

Dear Sir,

We confirm that our company, ______ is not blacklisted in any manner whatsoever by any of

the state and/or central government in India on any ground including but not limited to

indulgence in corrupt practice, fraudulent practice, coercive practice, undesirable practice or

restrictive practice.

Yours faithfully,

(Signature of the Authorized signatory)

(Name and designation of the Authorized

signatory)

Name and seal of Bidder


Page -36-

Financial Capacity of the Bidder

Financial Capacity of the Bidder

Bidder’s Name: _________________________

Particulars Rupees in Crores

FY 2016 – 17 FY 2017 – 18 FY 2018 – 19

Annual Turnover

Net Profit

This is to certify that the above information has been examined by us on the basis of relevant

documents & other relevant information and the information submitted above is as per record and

as per details annexed.

Signature, Address, Seal & Membership No. of Chartered Accountant


Page -37-

Curriculum Vitae of Proposed Team The Curriculum vitae of the proposed team shall be provided in the following format:

1 Proposed Position

2 Name of the Resource

3 Number of Years with

current organization

4 Total Years of Experience

5 Education Details

Degree Obtained Name of Institute Year of award Aggregate

Percentage

6 Employment Details

Name of Organisation From (MM/YYYY) To

(MM/YYYY)

Designation

7 Professional Experience relevant to current project

From (MM/YYYY) To (MM/YYYY) Company/project experience details

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 wilful

misstatement described herein may lead to my disqualification or dismissal, if engaged.

Full name & signature of the proposed

resource