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Request for Proposal for Design, Development, and Maintenance of new Website/Portal for State Designated Agencies

Last Date of Submission: 29/10/2018

Bureau of Energy Efficiency

Ministry of Power, Government of India,

4th Floor Sewa Bhawan, R. K. Puram,

New Delhi – 110066.

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Contents:

S.No Deliverables Page No.

1.0 Letter of invitation 4

2.0 Critical Information 5

3.0 Bureau of Energy Efficiency (BEE) 7

3.1 The Energy Conservation Act, 2001 7

3.2 About BEE 7

3.3 State Designated Agency 8

3.4 Functions of BEE 11

4.0 Eligibility Criteria 12

5.0 Qualification and Experience of the firm and of the key professional staff 13

5.1 Eligibility criteria for the firm/company/agency: 13

5.2 Qualification and Experience of the Firm/Agency 13

5.3 Eligibility criteria for the personnel coordinating with BEE during portal development 14

6.0 Scope of work and Deliverables 14

7.0 Time Schedule 20

8.0 Proposal 21

9.0 Evaluation and Selection Procedure 22

10.0 General term and condition 23

10.1 Cost of Proposal 23

10.2 Contents of the RFP 24

10.3 Authorized Signatory 24

10.4 Contact details of the Agencies 24

10.5 Power of Attorney 24

10.6 Conflict of Interest 24

10.7 Language of Bids 25

10.8 Confidentiality 25

10.9 Disclaimer 25

10.10 Amendment of RFP 25

10.11 Force Majeure 25

10.12 Termination of the Bid 26

10.13 Liquidated damage 26

10.14 Termination of Contract 26

10.15 Conditions for Consortium / Outsourcing 26

11.0 Bid Processing Fees, Bid Security and Performance Security 27

11.1 Bid Security/ Earnest Money Deposit (EMD) 27

11.2 Bid Processing Fees 27

11.3 Performance Security 27

12.0 Terms of Payment 27

13.0 RFP forms 29

RFP Form 1: RFP Letter Performa 29

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RFP Form 2: Eligibility and Other Details 31

RFP Form 3: Prior Experience 32

RFP Form 4: Proposed Work Plan including the timelines 33

RFP Form 5: Resumes of the members in the proposed team 34

RFP Form 6: Declaration Letter 34

Annexure I: Format for Technical Bids 35

Annexure II: Format for Financial Bid 37

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1.0 Letter of invitation

The Bureau of Energy Efficiency intends to invite bids (techno-financial Bid)

from interested and technically qualified agencies for Design, Development and

Maintenance of new website/portal for State Designated Agencies. Brief scope of work

and deliverables given at Section 6.0 and detailed procedure for submission of BID

has been given at Section 8.0 The prescribed format for submission of BID is at

Annexure-I and Annexure-II.

The bid must accompany with a refundable Earnest Money Deposit (EMD) of

Rs.1.00 lakh (Rupees One lakh only) and a non-refundable Bid-document processing

charge of Rs. 5,000/- (Rupees five thousand only) separately in the form of Demand

Draft drawn in favor of “Bureau of Energy Efficiency, New Delhi”, payable at New Delhi.

After selection of the suitable Bidder, the amount of EMD shall be refunded to the

unsuccessful Bidders.

The selection would be done on the basis of Least Cost Selection (LCS) system.

The proposals/ bids may be addressed to Shri Pankaj Kumar, Secretary, Bureau of

Energy Efficiency, 4th Floor, Sewa Bhawan, R. K. Puram, New Delhi – 110066.

The complete proposal/bid should reach on or before 3.00 PM on 29.10.2018.

A pre-bid meeting will be held on 12.10.2018 at 11.00 AM in the Conference

Room of BEE to provide clarifications, if any. For further details please contact the

undersigned.

Sd/-

Secretary

Bureau of Energy Efficiency

4th floor, Sewa Bhawan,

R K Puram New Delhi – 110066

Tel :( +91)-11-2617-9699,

Fax: (+91)-11-2617-8352,

Email: mdeore@beenet.in,

manish.kumar@beenet.in

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2.0 Critical Information

1 Availability of Request for Proposal Document

28.09.2018

2 Date & Time for Pre-bid Meeting 12.10.2018 at 11:00 hours

3 Issuance of Clarification on RFP Documents, if required

17.10.2018

4 Last date for submission of bids 29.10.2018 by 15:00 hours

5 Venue for Pre-Bid Meeting

Conference Hall, Bureau of Energy Efficiency 4th floor, Sewa Bhawan, R K Puram New Delhi – 110066 Tel No.: -91-11-26179699

6 Place, time and date of opening of technical proposal

29.10.2018 at 16:00 hours

7 Place, time and date of opening of financial proposal

This will be intimated to successful bidders in technical evaluation.

8 E-mail address for queries 1. mdeore@beenet.in 2. manish.kumar@beenet.in

9 Place for Submission of Proposal/Bid

Bureau of Energy Efficiency 4th floor, Sewa Bhawan, R K Puram New Delhi – 110066 Tel No.: -91-11-26179699

10 Date of Opening of Financial Proposal for qualified Bidders

Will be informed by e-mail at least 5 days prior to the date of opening of financial bid

11 Contact Person for Clarification

Mr. Milind Deore Director, Bureau of Energy Efficiency 4th floor, Sewa Bhawan, R K Puram New Delhi – 110066 Tel No.: -91-11-26179699 Email: mdeore@beenet.in manish.kumar@beenet.in

12 Mode of Selection Least Cost Selection

13 Type of Proposal Required Technical & Financial

14 Proposal Should be submitted in following language

English

15 Report which are part of the assignment must be written the following language

English

16 Currency Consultant to state all costs in Indian Rupees (INR)

17 Earnest Money Deposit (s) 1,00,000/- (INR one Lakh only) in the form of DD drawn in favor

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of the Employer (Bureau of Energy Efficiency) and payable at New Delhi

18 Bid processing fees

Rs. 5,000/- (INR Five thousand only) in the form of DD drawn in favor of the Employer (Bureau of Energy Efficiency) and payable at New Delhi

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3.0 Bureau of Energy Efficiency (BEE)

3.1 The Energy Conservation Act, 2001

The Energy Conservation Act, 2001 (ECA) forms the core of the legal framework put

in place by India to promote energy efficiency and conservation. ECA came into force

with effect from March 1, 2002. Some important sections of ECA relevant to BEE are

as follows:

• Section 1 – Short title, extent and commencement

• Section 2 – Definitions

• Section 3 – Bureau of Energy Efficiency-creation, administration

• Section 12 – Transfer of Assets and Liabilities of Energy Management Center

to BEE

• Section 13 – Powers and functions of the BEE

• Section 14 – Power of Central Government to Facilitate and Enforce Efficient

use of Energy and its Conservation

• Section 15 -Power of State Government to Facilitate and Enforce Efficient use

of Energy and its Conservation

• Section 16 – Constitution of State Energy Conservation Fund

• Section 17 – Power of Inspection

• Section 18 – Power of Central Government to issue directions

• Section 41 – Restriction on Civil Courts

• Section 42 –Appeal to High Court

• Section 44 – Offences triable by Special Courts

• Section 48 –Authorities under the Act

• Section 26 – Penalties and Adjudication

• Section 30 – Appellate Tribunal for Energy Conservation

• Section 48 – Default by Companies

• Section 52 – Power to obtain Information

• Section 56 – Power of Central Government to make rules

• Section 57 – Power of State Government to make rules

• Section 58 – Power of BEE to make regulations

• Section 62 – Power to remove difficulties

3.2 About BEE

The mission of Bureau of Energy Efficiency (BEE) is to develop policy and strategies

with a thrust on self-regulation and market principles, within the overall framework of

the Energy Conservation Act (EC Act), 2001 with the primary objective of reducing

energy intensity of the Indian economy. This will be achieved with active participation

of all stakeholders, resulting in accelerated and sustained adoption of energy

efficiency in all sectors.

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The setting up of Bureau of Energy Efficiency (BEE) provides a legal framework for

energy efficiency initiatives in the country. The Act empowers the Central Government

and in some instances the State Governments to:

• Notify energy intensive industries, other establishments, and commercial

buildings as designated consumers.

• Establish and prescribe energy consumption norms and standards for

designated consumers.

• Direct designated consumers to designate or appoint certified energy manager

in charge of activities for efficient use of energy and its conservation.

• Get an energy audit conducted by an accredited energy auditor in the specified

manner and intervals of time.

• Furnish information with regard to energy consumed and action taken on the

recommendation of the accredited energy auditor to the designated agency.

• Comply with energy consumption norms and standards, and if not so, to

prepare and implement schemes for efficient use of energy and its

conservation.

• Prescribe energy conservation building codes for efficient use of energy and its

conservation in commercial buildings State Governments to amend the energy

conservation building codes to suit their regional and local climatic conditions.

• Direct owners or occupiers of commercial buildings to comply with the

provisions of energy conservation building codes.

• Direct mandatory display of label on notified equipment’s and appliances.

• Specify energy consumption standards for notified equipment’s and appliances.

• Prohibit manufacture, sale, purchase and import of notified equipment’s and

appliances not conforming to standards.

The Energy Conservation Act, 2001 defines the powers of the State Government to

facilitate and enforce efficient use of energy and its conservation. The State

Governments have to designate State Designated Agencies (SDAs) in consultation

with the Bureau of Energy Efficiency to coordinate, regulate and enforce the provisions

of the Act in the State. Thus, the SDAs are the strategic partners for promotion of

energy efficiency and its conservation in the country.

3.3 State Designated Agency (SDA)

The implementation and enforcement of the provisions of the EC Act in the states is

to be carried out by the SDAs. As on date, the SDAs have been set up in 35 states

as required under section 15 (d) of the EC Act. These agencies differ from State to

State with the Renewable Energy Development Agency (44%), Electrical Inspectorate

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(25%), Distribution Companies (12%), Power Departments (16%) and others (3%). In

order to kick start the energy conservation activities at the state level with an emphasis

on building institutional capacities of the SDAs, Ministry of Power had approved the

scheme of providing financial assistance to these SDAs for strengthening their

institutional capacities and capabilities during XII Plan with thrust on establishment of

the enforcement machinery at the State level.

Components of the scheme-

The components under the scheme for providing financial assistance to the State

Designated Agencies to coordinate, regulate and enforce efficient use of energy and

its conservation at the State level are as follows

• State Partnership for Energy Efficiency Demonstrations (SPEED)

• Model Energy Efficient Village Campaign

• Institutionalization of Enforcement machinery at state level

• Manpower support to SDAs

• State Energy Efficiency Research & Outreach Programme

• Workshops / Capacity Building of energy professionals

• Analysis and survey of the impact of energy conservation activities by SDAs

• Maintenance and updatation of internet platform and other database created

Components Objective Areas Covered

State Partnership for

Energy Efficiency

Demonstrations (SPEED)

To showcase the

effectiveness of energy

efficiency at the

consumption side.

To familiarize the State

Government Departments

/ Agencies with such

energy efficiency

initiatives and pursue

them for large scale

replication.

Energy Efficient

appliances like lighting,

ceiling fans, agriculture /

municipal pumping, multi-

storey residential

buildings through retrofits,

lithium battery-based LED

bulbs and any other

innovative areas.

Model Energy Efficient

Village Campaign

To enable the people of

rural India to take

cognizance of the benefits

of energy efficient devices

/ technologies.

Replacement of existing

inefficient equipment’s

with star labelled

appliances like water

pumps, super-efficient

fans, gas stoves,

household bulbs, diesel

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generators, water pumps,

water heaters, street lights

and household lighting.

Institutionalization of

Enforcement Machinery at

State Level

Establishment of effective

enforcement mechanism

at State level for

mandatory schemes

under the Energy

Conservation Act.

Capacity building

programs for Inspecting

Officers and State

Government officials.

Provision of pursing for

legal support to SDAs for

undertaking adjudication

process at SERCs.

Manpower support to

SDAs

Facilitating human

resources to the SDAs for

enhancing the activities

executed by SDAs,

Continuation of the

proposed component for

successful

implementation of BEE

schemes in a time bound

manner.

Retention of manpower in

States and disbursement

of monthly remuneration

to engaged manpower

State Energy Efficiency

Research & Outreach

Programme

To strengthen partnership

between policy makers &

educational institutions

Enhancing the outreach

activities undertaken by

State Designated

Agencies.

SDAs can draw key

experts and can

undertake extensive

stakeholder engagement

for energy conservation.

Encouraging innovative

projects and research in

energy efficiency by

providing financial

assistance to research

proposals from the

Institutions, College

students.

Development of

promotional material and

undertaking awareness

campaigns

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Workshops / Capacity

Building of energy

professionals

To disseminate

information on various

energy efficiency

schemes to various

stakeholders at regular

intervals.

To serve as a platform to

address the practical

issues faced at ground in

BEE schemes

Organizing of training and

capacity building

programs at regular

intervals.

Analysis and survey of the

impact of energy

conservation activities by

SDAs

To record and document

outcome of various energy

conservation activities

undertaken by the SDAs

Undertaking third party

verification of energy

savings accrued through

various energy

conservation activities

and documenting the

same highlighting the

benefits

Maintenance and

updatation of internet

platform and other

database created

To update internet

platform created by SDAs

for promotion of energy

conservation and create

online record of activities

undertaken by SDAs

Creation of social platform

for encouraging

participation of society on

energy conservation

Organizing quiz,

competition on the social

platform

3.4 Functions of BEE

BEE co-ordinates with designated consumers, designated agencies and other

organizations and recognizes, identifies and utilizes the existing resources and

infrastructure, in performing the functions assigned to it under the EC Act, 2001. The

Act provides for regulatory and promotional functions:

The major functions of BEE include:

• Develop and recommend to the Central Government the norms for processes

and energy consumption standards.

• Develop and recommend to the Central Government minimum energy

consumption standards and labeling design for equipment and appliances.

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• Develop and recommend to the Central Government specific energy

conservation building codes.

• Recommend the Central Government for notifying any user or class of users

of energy as a designated consumer.

• Take necessary measures to create awareness and disseminate information

for efficient use of energy and its conservation.

4.0 Minimum Eligibility Criteria

The Agency should be able to provide a qualified web designing, building and

maintenance team, for undertaking this assignment. The Agency team would work

closely with the BEE. A confirmation letter from the Agency for being able to provide

the qualified team should be attached. Details of the team dedicated to the BEE project

should be provided.

S.no Description Document/Proof

1 The agency should produce Articles of

Association (in case of registered firms), Bye

laws and certificates for registration issued by

the Registrar of Companies.

Certificate of

incorporation issued by

the Registrar of

companies along with

Memorandum of Articles

of Association

2 The agency should be registered with the

Service Tax department and carry a valid

PAN/TAN. Proof of the same must be

submitted

Copy of Service Tax/GST

Registration Registration

Copy of PAN Card

Copy of TAN Card

3 The agency’s turnover should be more than

INR 1 Crores average over the last three years

viz, 2015- 16, 2016-17 and 2017-18.

A certificate to this effect

from Charted Accountant

in original must be

submitted

4 Bidder should have a positive net worth during

the last three financial years (2015-16, 2016-17

and 2017-18)

Copies of Income Tax

returns for the last three

years (2015-16, 2016-17

and 2017-18)

5 An undertaking (self-certificate) that the

agency hasn’t been blacklisted by a central /

state Government institution and there has

been no litigation with any government

department on account of IT services

Self-Declaration that the

bidder has not been

blacklisted

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6 An undertaking (self-certificate) that the

agency has resources having domain

knowledge in Web Development Governance

applications. Agency need to have a

documentary proof of Guidelines for Indian

Government Websites (GIGW) Compliance

expertise

Certificate from any of the

Government body as a

proof

7 The Agency should hold a valid CMMi Level 3

certificate or above certification

Copy of Valid Certification

8 The Agency should hold a valid ISO 27001

certificate

Copy of Valid Certification

9 The Bidder should have prior experience of

handling at least 3 similar assignments as

System Integrator in last 3 years i.e 2015-16

,2016-17 and 2017-18 preferably with

Govt./Semi Governments organization

Copies of purchase orders

in last three financial

years i.e. 2015-16, 2016-17

and 2017-18 and linked

satisfactory completion

certificates may be

submitted as supporting

documents

5.0 Qualification and Experience of the firm and of the key professional staff

5.1 Eligibility criteria for the firm/company/agency:

(Documentary proof to be provided against each criterion)

1) Must be in active business for a minimum period of 5 years and profitable for

last three years ie. FY 2015-16, FY 2016-17 & FY 2017-18.

2) Must have capability to deploy adequate personnel, if required. The minimum

number of employees in its permanent roll should be 100.

3) Must not be involved in any major litigation that may have an impact of affecting

or compromising the delivery of services as required under this contract

4) Must not be black-listed by any Central / State Government / Public Sector

Undertaking in India

5) Organization may involve one more agency as partner only for meeting work

experience and MoU for such must be submitted. However, the bidder can’t

change the consortium partner during the course of the study

5.2 Qualification and Experience of the Firm/Agency (Along with

Consortium)

6) Must have experience of handling 3 projects in developing portal, out which 2

projects must be of Central Govt./State Govt.

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7) The agency must have one knowledge experts having experience at least 10

years in the field of developing website/portal. (Necessary documents along

with CV of the official should be provided to substantiate the claim.)

8) The agency must have 3 knowledge experts having experience at least 5 years

in the field of software development/ web designing/portal development.

(Necessary documents along with CV of the officials should be provided to

substantiate the claim.

5.3 Eligibility criteria for the personnel coordinating with BEE during portal

development

(Documentary proof to be provided against each criteria)

1) Must be an employee of the bidding company.

2) Must have Bachelor’s Engineering from a recognized University or Institute.

3) Must have experience of at least 5 years in software development/ web

designing/portal development

6.0 Scope of work and Deliverables

The crux of the MIS portal shall be online capture of physical and financial progress of

energy efficiency activities by the user states. The online status up-gradation shall be

done both by BEE, Delhi office and user states. BEE shall input the targeted

activities/output/ outcome for entire year and the user states shall input the monthly

progress - both physical and financial against each of the activities. Further, the MIS

portal should be available to present this physical and financial progress in the form of

multiple reports as customized for BEE’s purpose. The proposed web

portal/application intends to provide information related to the various project activities

undertaken by SDAs and BEE’s initiatives towards Energy Conservation and Energy

Efficiency. The proposed web portal will have limited access and can be accessed

only through a user ID and password (can only be accessed by SDAs, and BEE

officials-Respective Program Manager) and will not be having public access. The login

page for each SDAs would contain access to different scheme with defined pre-

defined format provided by BEE for tracking of activities under the scheme. Pre-

defined format includes calculation sheet, annexures, reports and application forms.

Provision for super user to add or delete tab for SDAs home page displaying on login.

The portal must have two-way access for data validation and evaluation. If super user

update on website/portal, it must reflect to each SDAs home page along with mail

notification to SDAs.

The designed portal would have facility for generating mail alert to officials of BEE, if

SDAs accessing the portal. The bidder would provide end-to-end managed services

for development and maintenance (Three year’s maintenance contract which will start

after the successful deployment and glitch free functioning of the Portal). The

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website/portal should have multi-administrative control with user defined workflow

stages. Content Management System need to be incorporated in portal. The portal

would have facility for implementing calculation sheet provided by BEE for tracking

fund details, its utilization status/committed liability. A separate storage space would

be provided for uploading documents, photographs & Multimedia Clips at requisite

location which is accessible by super user (BEE officials). The website/portal should

reflect details of SDA scheme its origin, implementation, Act enactment, SECF (State

Energy Conservation Fund) and various components under the programme. Brief

history of SDA programme with activities under each component should be diplayed.

It will be a bilingual website and it will provide every bit of information to the guest,

SDAs, BEE & stakeholders. BEE will provide contents in English & Hindi. Hindi content

will be for key pages only for approx. 10-25% of total English content. The site content

shall broadly comprise but not be limited to the following –

Management Information system (MIS)-

Features having capacity to collect, process, store, and disseminate information to

stakeholders in order to support implementation of activities under SDA programme.

The format for MIS implementation shall be provided by BEE. It will be used in the

context of decision making, coordination, control, analysis, and visualization of

scheme implementation, enforcement of process/compliance. MIS will incorporate

following features:

1. Detailed list of all the programs /schemes carried out by BEE and integration of

various portals related to BEE.

2. Provision of exporting detailed sheet, pdf, image, html, web page to mail.

3. Allocation of funds by BEE as well as contribution by State Governments and

work plan by SDA towards various deliverables

4. Should reflect requisition and annual action plan shared by SDAs in the form of

PDF and office format.

5. Details of fund released during XI plan, XII plan and upcoming fund disbursal

to be updated by SDAs

6. Activities under State energy conservation fund to be updated by SDAs at

assigned link on portal. Projects implemented under SECF, with energy saving

details.

7. Case studies, Reports, newsletters, short videos, audio clips, images etc. to be

uploaded on the website/portal, A space incorporating above things would have

dedicated link on home page of portal.

8. Details of energy auditors, energy managers / professionals related to BEE for

respective SDA

9. Contact details of SDAs and concerned State Government officials, Hierarchy

with physical and political map of respective SDAs.

10. Display of DC (Designated Consumer) list on selection of each SDA which is to

be updated by SDAs.

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11. Upcoming workshop/training/awareness program shall be updated on portal

home page. A link and format for updating event would be provided on portal.

12. Details of ongoing / upcoming project activities would be updated by SDAs.

13. Dedicated link to generate Utilization certificate with pre-defined format

assigned

14. Link would display respective Designated Consumers of respective SDA on

mouse click with tracking to google maps

15. Downloadable accounting sheet preparation on website/portal on putting value

in respective column for computation of funding, utilization and committed

liability.

16. Display of best practices by respective SDA on Website/portal, the best

practices would reflect on downloadable section administered by BEE.

17. State brief would be uploaded by respective SDA which is downloadable, the

assigned format would be provided by BEE

18. Archive facility for uploaded data by SDA.

19. Dedicated link for Social Media feed.

20. Name and list of beneficiaries wherever required for any sponsored project

implemented by BEE through SDA to be displayed

21. Financial update by SDA with restricted admin control for various programme

of Energy Efficiency Scheme sponsored by BEE.

22. Update on various other programme governed and run by BEE on portal. The

update would be provided in pre-assigned format provided by BEE.

23. Open forum discussion tab for SDA, BEE & Stakeholders

24. FAQs

25. Links to related web sites of Indian Government.

Functions, Features and compliance

Functionality –

The new website should contain following minimum features –

• Comply with all the requirements as stated in “Guidelines for Indian Govt.

Websites Version January‟09”

• The website should be supported by all popular web browsers i.e. IE7+, Mozilla

3+, Google Chrome 4.0+, Opera 9.0+ etc

• The content uploaded on the website/portal would be completely isolated and

would have restricted access. Only admin users with certain rights to

add/edit/update the content would be able to manipulate the content they own.

• A Feedback management system shall facilitate collection of feedback from

visitors to the site in the predefined form

• Availability of pictures and animation on home page and on some internal

pages

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• Full Text Searching

• There should be a download section to facilitate downloading of documents,

brochures, forms, etc available for download

• Link to various website pertaining to Bureau of Energy efficiency

• Other features (minimum) - Related websites - Website Policies (As per

Guidelines for Indian Government Websites) - FAQ - Photo Gallery - News - Hit

Counter - Site Map - Help - Contact us

• Content Management System of the website for progress and current status,

media reports, including event photo-shoots, live feeds, social media contents,

if any and periodic archiving the old contents automatically, etc

• Design, Development and Maintenance of Web based applications and

integration with technologies like e-Forms/Application, Financial Reports, etc

Usability-

Home Page

• Homepage should be attractive and well-constructed, so that it makes a good

first impression to all who visit the site

• Tag line should increase user’s understanding of the site.

• Key topic areas should be presented in order of importance and should be easy

to scan.

• Up-to-date news stories should be focused on the homepage.

• Homepage should clearly communicate the site's purpose and show all major

options available on the Web site.

• The majority of the homepage should be visible ‟above the fold, ‟ and should

contain a limited amount of prose text.

• Easy access to the homepage should be provided from every page in the site.

Page Layout

• All items should be appropriately aligned on the pages and layout should be

consistent on all the related pages.

• Limit the amount of white space (areas without text, graphics, etc.) on pages

that are used for scanning and searching.

• Style & colour scheme should be consistent across the site.

• Use a fluid layout that automatically adjusts the page size to monitor resolution

settings that are 1024x768 pixels or higher

Navigation

• A Web sites navigation scheme and features should allow users to find and

access information effectively and efficiently

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• Navigation tabs should be located at the top of the page, and look like clickable

versions of real-world tabs

• The navigation elements should be clearly differentiated from each another and

should be placed in a consistent way so that it can be easily located on each

page

• Site maps should be available with all the links of pages existing on the website

and link for the site map should be clearly visible on the homepage

Heading, Titles & Labels

• Headings should be used in their appropriate HTML order and heading levels

should not be skipped

• All pages should have category labels including links and clearly reflect the

information contained within the category

Security Features

The website should have the following security features-

• Free from OWASP 2011 Top 10, Vulnerabilities

• A secure mechanism for multi-point administrators (different location with

dynamic IPs)

• Captcha to be implemented to prevent password cracking tools.

• Protecting against DoS attack targeting application like locking of the

application

• Secure mechanism of changing the password in lost/forgotten scenario.

• Audit trail should be enabled on the website/portal, so that the administrator

can see the successful and unsuccessful logon, with time, IP attempts on the

website.

• Website/portal should be able to generate mail Alert and also historical report

in the security report viewable to the administrator containing the Time, IP

address of attackers, the page under attack, and the parameter under attack

with the attack values. The attacks may be identified by any change in the

parameter value not available on the website. E.g. page.asp? parameter=2; If

the value 2 gets changed to anything invalid number say N which does not

produce proper view or it contains SQL Injection, XSS strings.

• There should be a provision of blocking any IP or Network by assigning IP

Address range from accessing the pages of admin module of the website/portal;

also, the main website. So that identified attackers can be blocked.

• The admin module, uploader module should be in separate folder so that

HTTPS can be configured on the functionality that requires login action to be

done.

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Other Requirements

• In the control panel all the logs must be created so as to facilitate the tracking

of modifications in website/portal different administrators by central

administrator

• Training to the BEE administrators/content uploads should be provided.

• Proper user manuals in PDF format should be provided with deployment of the

website. Manual should cover the steps to manage content & steps to upload

content/images/video & other basic uploader sections. Similarly, training would

be given to administrator for the admin related sections in CMS

Review and Acceptance testing

• The website development work will be reviewed during its development

• Firstly, acceptance test will be carried out by developer after that BEE shall

carry out the acceptance testing w.r.t to scope of the work.

• All defects found during review, compliance testing and security testing shall be

fixed to the satisfaction of BEE

Deliverables

• Documentation covering User Interface Design, SRS and technical Design

Report (TDR) of planned website

• User manual for administration and management of website

• Training on administration, operation & maintenance of developed website

• Test Report w.r.t. the following:

- Functionality

- Compliance to WCAG 2.0 Level A

- Security

Server Details and other features

• Development and production of portal will be done by agency at their own

server.

• Final deployment of Portal will be done on BEE server

• Domain name will be provided by BEE

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7.0 Time Schedule

Note: 1. The SDA portal will be hosted on BEE servers

2. It is mandatory for the vendor to provide EV-SSL Certification for the

website/portal.

3. Open source platform must be used for developing website

General Instructions:

1. The SDA website/portal should be designed in such a way so that its load time

does not exceed 3 seconds and it should be able to handle large number of

concurrent users with ease.

2. It is to be noted that the Website/portal will undergo future developments and

enhancement activities and various portals will be integrated with the website.

Deliverables-Website/portal. Timeline

Meetings and Discussions with BEE

officials on multiple points.

2 weeks of award of contract.

Submission of work plan to BEE. 4 weeks of award of contract.

Submission of website/portal design

document to BEE for approval

8 weeks of award of contract

Approval of design document by BEE 2 weeks from receipt of design

document from Consultant

Offering initial version of the

website/portal to BEE for User

Acceptance Testing (UAT)

2 weeks from approval of design by

BEE

UAT by BEE 2 weeks from receipt of portal from

Consultant

Carrying out Security Audit of

website/portal and acceptance of Audit

Report by BEE & CDAC & NIC.

2 weeks from completion of UAT and

sign off by BEE

Launch of web portal and submission of

application source code to BEE

2 weeks from acceptance of Security

Audit Report by BEE

Submission of Technical and User

Manuals to BEE and training of BEE

administrators

2 weeks after commissioning of

website/portal.

Discussion with staff and training

sessions.

Within a month.

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The development and maintainability of the website/portal should be such that

there should be no glitch in doing the same.

EV-SSL Certification:

1. The bidder should be a partner of the OEM, whose SSL product it intends to use.

2. Information broacher /product catalogue must be attached with the quotations

clearly indicating the product quoted for.

8.0 Proposal

Preparation of proposal

The proposal should on A-4 sized pages (Font – Times New Roman; Font Size 11

with margins set at least 2.5cm all round); should include the following:

Part A: Technical:

Technical proposal should include all documents pertaining to Annexure I

Part B: Financial

The financial proposal shall be considered all expenses excluding all chargeable

taxes. For the avoidance of doubt, it is clarified that all taxes excluding service tax/GST

charges shall be deemed to be included in the cost of service. Further all payment

shall be subjected deduction of taxes at source as per applicable laws. Bidders should

express the price of their services in Indian currency only. Format for financial proposal

is enclosed as Annexure-II.

Submission of Proposal:

The proposal shall be typed and shall be signed by the head or a person duly

authorized to bid by bidder agency. All pages of the offer, except for un-amended

printed literature, shall be initialed by the person or persons signing the offer.

a) The EMD as indicated in the data sheet shall be placed in a sealed envelope

clearly marked “EMD”. The EMD shall be furnished in the form of DD drawn in

favor of “Bureau of Energy Efficiency”, payable at New Delhi.

b) Proposals from Firms should be submitted in two distinct parts, technical &

financial.

c) The original hard copy and soft copy of the complete set of Technical Proposal

shall be placed in a sealed envelope clearly super scribed “TECHNICAL

PROPOSAL”

d) The original hard copy of the Financial Proposal shall be placed in a sealed

envelope clearly marked as “FINANCIAL PROPOSAL” and warning "DO NOT

OPEN WITH THE TECHNICAL PROPOSAL".

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e) All the envelopes (EMD envelope, technical proposal envelope and financial

proposal envelopes) shall be placed into an outer envelope and sealed. This

outer envelope shall bear the submission address and should be super scribed

with the wordings “Request for Proposal for Design, Development, and

Maintenance of new Website/Portal for State Designated Agencies” and

shall also be clearly marked "DO NOT OPEN, EXCEPT IN PRESENCE OF

THE EVALUATION COMMITTEE”.

f) The completed Technical and Financial Proposal must be delivered at the

submission address on or before the time and date stated in the data sheet.

Any proposal received after the closing time for submission of proposals will not

be considered for participation.

g) This envelope shall be sent to The Secretary, Bureau of Energy Efficiency, 4th

Floor, Sewa Bhawan, R.K. Puram, New Delhi-110066.

h) Non-compliance to the above process will be liable to rejection.

9.0 Evaluation and Selection Procedure

Evaluation Methodology:

Stage 1:

• Compliance with the pre-qualification criteria given in Section 4 will be evaluated first

• The technical bids of those bidders who do not fulfils the pre-qualification criteria will not be evaluated and will be disqualified

Stage 2:

Evaluation based under Least Cost System (LCS)

Only the technical proposals considered as technically responsive would be evaluated

based on the bidder’s capabilities, experience, approach and methodology and the

CV’s of the proposed personnel and the scores would be given (out of 100). To assist

in the scrutiny, evaluation and comparison of offers, the Bureau may, as its discretion,

ask some or all bidders for technical clarification/presentation of their offer.

S.No Criteria Score

1 Company Background and prior Experience in the similar assignment

40

2 Methodology, Work Plan and Understanding of

TOR 30

3 Key professional staff qualifications and

competence for the assignment/job. 30

Total 100

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Stage 3:

1) All the bidders / applicants whose bids are found to be qualified in quality

evaluation shall be considered for financial evaluation. All bidders securing 75 or

more in the technical score (hereinafter called “Qualified Bidders”) shall be eligible for

the Financial Proposal evaluation.

2) The BEE shall notify those agencies/firms/institutions whose proposals did not

meet the minimum qualifying standard or were considered non-responsive to the RFP

and/or TOR, indicating that their financial proposals will be returned unopened after

completing the selection process.

3) In case of LCS, the BEE shall simultaneously notify the

agencies/firms/institutions that have successfully satisfied the qualifying standard and

indicate the date and time set for opening the financial proposals within one weeks

after the notification date.

4) The financial proposals shall be opened publicly in presence of the

representatives of the technically qualified consultants who choose to attend. The

name of the consultant, the quality scores, and the proposed prices shall be read

aloud and recorded when the financial proposals are opened. The employer shall

prepare the minutes of the public opening.

5) If there are conditions attached to any financial proposal, which shall have

bearing on the total costs as indicated in the proposal, the Committee shall reject any

such proposals as non-responsive financial proposal.

6) The financial proposals will be ranked in terms of their total evaluated cost. The

least cost proposal will be ranked as L-1 and the next higher and so on will be ranked

as L-2, L-3 etc. The least cost proposal (L-1) will be considered for award of contract.

The committee will put up a report on financial evaluation of the technically qualified

consultants to the competent finance authority along with the recommendation that

the least cost proposal (L-1) can be approved / invited for negotiation and for final

award of contract.

10.0 General term and condition

10.1 Cost of Proposal

The agency shall bear all costs associated with the preparation and submission of its

bidding document, including cost of presentation for the purposes of clarification of the

bid, if so desired by the purchaser. BEE will in no case be responsible or liable for

those costs, regardless of the conduct or outcome of the qualifying process. BEE

reserves the right to cancel the RFP and is not liable for any outcome due to the action

taken.

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10.2 Contents of the RFP

The agency/firm/institution is expected to examine all instructions, forms, terms &

conditions and Statement of Work in the RFP document. Failure to furnish all

information required for submission of the bids not substantially responsive to the RFP

in every respect will be at the agency’s/firm’s/institution’s risk and may result in the

rejection of the bid.

10.3 Authorized Signatory

The "Authorized Signatory" as used in the bid shall mean the one who has signed the

RFP document forms.

The authorized signatory should be the duly Authorized Representative of the agency

/firm/institution, for which a certificate of authority will be submitted. All certificates and

documents (including any clarifications sought and any subsequent correspondences)

received hereby, shall, as far as possible, be furnished and signed by the authorized

signatory. The power of authorization or any other document consisting of adequate

proof of the ability of the signatory to bind the agency/firm/institution shall be annexed

to the bid. BEE may reject outright any proposal not supported by adequate proof of

the signatory’s authority.

10.4 Contact details of the Agencies

The Bids prepared by the agency and all correspondence and documents relating to

the bids exchanged by the agency and the Purchaser, shall be written in the English

language, provided that any printed literature furnished by the agency may be written

in another language so long the same is accompanied by an English translation in

which case, for purposes of interpretation of the bid, the English translation shall

govern.

10.5 Power of Attorney

Registered Power of Attorney executed by the agencies in favor of the Principal Officer

or the duly Authorized Representative, certifying him/her as an authorized signatory

for the purpose of this RFP. BEE shall not be responsible for non-receipt / non-delivery

of the Bid due to any reason whatsoever. The agencies are advised to study the RFP

document carefully. Submission of Bid shall be deemed to have been done after

careful study and examination of the RFP document with full understanding of its

implications

10.6 Conflict of Interest

The agencies who are selected for the work will have to maintain the confidentiality of

the information compiled. In no case the agencies would be allowed to use the data

or share the information with anyone else, except for the BEE. BEE shall hold the

copyrights over any of the data collected or compiled during the course of the awards.

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10.7 Language of Bids

The bids prepared by the agencies and all correspondence and documents relating to

the bids exchanged by the agencies and the Purchaser, shall be written in the English

language, provided that any printed literature furnished by the agencies may be written

in another language so long the same is accompanied by an English translation in

which case, for purposes of interpretation of the bid, the English translation shall

govern.

10.8 Confidentiality

BEE require that recipients of this document to maintain its contents in the same

confidence as their own confidential information and refrain from any public disclosure

whatsoever.

10.9 Disclaimer

BEE and/or its officers, employees disclaim all liability from any loss or damage,

whether foreseeable or not, suffered by any person acting on or refraining from acting

because of any information including statements, information, forecasts, estimates or

projections contained in this document or conduct ancillary to it whether or not the loss

or damage arises in connection with any omission, negligence, default, lack of care or

misrepresentation on the part of BEE and/or any of its officers, employees.

10.10 Amendment of RFP

At any time prior to the last date for receipt of bids, BEE, may, for any reason, whether

at its own initiative or in response to a clarification requested by a prospective agency/

firm/institution, modify the RFP document by an amendment. In order to provide

prospective agencies/firms/institutions reasonable time in which to take the

amendment into account in preparing their bids, BEE may, at their discretion, extend

the last date for the receipt of bids and/or make other changes in the requirements set

out in the RFP.

10.11 Force Majeure

Shall mean and be limited to the following:

o War/hostilities

o Riot or Civil commotion

o Earthquake, flood, tempest, lightening or other natural physical disaster.

o Restrictions imposed by the Government or other statutory bodies which prevents

or delays the execution of the Contract by Consultant.

o In the event of any force majeure cause, agency or the BEE shall not be liable for

delays in performing their obligations under this order and the completion dates

may be extended, for a period not exceeding the period of delay attributable to the

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causes of Force Majeure. Neither BEE nor agency shall be liable to pay extra costs

provided it is mutually established that Force Majeure Conditions did actually exist.

The agency shall at all times, Indemnify and keep indemnified, the BEE and its officer’s

servants and agents, from and against all/any claims whatsoever, arising as a

consequence of, or in the course of execution of the work (including but not limited to

property loss and damage, personal accident, injury or death of or to property or

person, of the agency or any JV partner, and / or the servants or agents of the

consultant, or any other JV partner and / or of the BEE).

10.12 Termination of the Bid

BEE shall have the right to reject this bidding process any time before issuing letter of

award to the selected agencies.

10.13 Liquidated damage

Delay at any stage in execution of the contract due to reasons solely attributed to

successful agency/firm/institution beyond the time schedule as agreed or any

extension thereof granted by the BEE shall attract Liquidated Damages at the rate of

0.5 % of the total contract value per week of delay subject to maximum of 10 % of the

total contract value.

10.14 Termination of Contract

BEE shall have the right to terminate the contract of the agency at any time during the

tenure of the work, if the performance of the agency is found to be unsatisfactory or

violation of any clause of the RFP pertaining to execution of the work. For termination

of the contract, BEE shall provide the agency a notice of minimum of 15 days, to allow

the agency to clarify its position of unsatisfactory performance observed by BEE. If the

clarification provided by the agency is not up to the satisfaction of the competent

authority of BEE, the contract of the agency will be terminated.

10.15 Conditions for Consortium / Outsourcing:

The agencies/firms/institutions may have the option to submit the proposal with

other consortium partners with the following conditions-

• One consortium partner can be associated with lead partner/Bidding agency

• The bidder can’t change the consortium partner during the course of the project.

• In case of consortium, the lead partner must submit the letter of association

(agreement). Non-submission of agreement documents of the consortium

partners will lead to disqualification

In case of any such discrepancy found, bid for the both consortium and firm will be

rejected. Selected agency/firm/institution cannot outsource their work to any third party

at any point of time. The consortium partner should not be involved in any major

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litigation that may have an impact of affecting or compromising the delivery of services

as required under this contract. The consortium partner should not have been black-

listed by any Central / State Government or Public-Sector Undertakings. If at any stage

of qualifying process or during the course of the contract, any suppression /

falsification of such information is brought to the knowledge, BEE shall have the right

to reject the proposal or terminate the contract, as the case may be, without any

compensation to the consortium of agency/firm/institution. BEE shall only deal with

the lead member for all the purposes.

11.0 Bid Processing Fees, Bid Security and Performance Security

11.1 Bid Security/ Earnest Money Deposit (EMD)

The agency/firm/institution shall furnish, as a part of its proposal, a Bid Security of

Rs. 1, 00,000 (INR One Lakh Only) at the time of submission of technical and financial

proposal to BEE in the form of demand draft issued by any Nationalized/ scheduled

bank, in favor of “Bureau of Energy Efficiency” payable at New Delhi, returnable after

selection of agency for the above assignment.

Any bid not accompanied with the bid security will be rejected by BEE. BEE shall not

be liable to pay any interest on the bid security and the same shall be interest free.

Bid securities of the unsuccessful bidders should be returned to them latest on or

before the 30th day after the award of the contract

11.2 Bid Processing Fees

The agencies/firms/institutions should submit a non-refundable bid processing fee of

Rs. 5,000/- (INR Five Thousand Only) at time of submission of the technical and

financial proposal to BEE. The payment will be accepted in the form of crossed

demand draft on any scheduled bank, in favor of “Bureau of Energy Efficiency” payable

at New Delhi.

11.3 Performance Security

Within twenty-eight (28) days of the receipt of notification of award from BEE, the

successful agency/firm/institution shall furnish the Performance Security in the form of

Bank Guarantee. The value of Performance Security would be 10% of the total

contract value. The Performance Security would be valid till 60 days after the

completion of the assignment or any such extended period as decided by BEE. Bid

security will be refunded to the successful bidder on receipt of Performance Security.

12.0 Terms of Payment

The payment schedule for the Design, development, and maintenance of new

Website for state designated agency

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S.NO Deliverable Percentage

granted

1 Submission of work plan 10%

2 Submission of Security audit report, Source Code & testing

and trail run of Beta Version 20%

3 Submission of Final Completion Report, updated version of

source code, updates to technical and user manuals, and

signing of contract with BEE for provision of support for the

web Portal

20%

4 Final successful operationalization 50%

GST if any, if applicable and intended to be claimed from the BEE, must be specifically

mentioned along with invoices.

• Annual Maintenance Cost payment will be done quarterly on the basis of

performance of uptime of portal.

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13.0 RFP forms

The proposal is to be submitted in the following format along with the necessary

documents as listed. The proposal shall be liable for rejection in the absence of

requisite supporting documents.

RFP Form 1: RFP Letter Performa

To,

The Secretary

Bureau of Energy Efficiency

4th Floor, Sewa Bhawan,

R.K. Puram,

New Delhi -110066

India

Sir/ Madam,

Sub: Request for proposal for Design, Development and Maintenance of

new Website/Portal for State Designated Agency

The undersigned is the authorized representative of the (Name of Bidder), having

read and examined in detail the complete RFP document in respect of selection of

agency for Design, Development, and Maintenance of new Website/Portal for

State Designated Agency for BEE. (Name of Bidder), do hereby express their

interest to provide services and support as specified in the scope of work.

Details about the organization

Format for providing details about the Organization:

1. Name of the Organization

2. Address with phone, fax and email

3 Year of establishment

4 Name & Designation of the Head of

the Organization

5 Total Experience of organization (In

years)

6 Official website

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Enclosed the following:

• RFP Form 2: Eligibility and Other details.

• RFP Form 3: Prior Experience.

• RFP Form 4: Proposed Work plan including the timelines

• RFP Form 5: Resume of the member in the proposed team

• RFP Form 6: Declaration Letter.

• Technical Bid document

• Financial Bid document

• Documentary proof as per eligibility criteria

• EMD of INR 1,00,000 (INR One Lakh only).

• Bid processing fee of INR 5,000/- (INR Five Thousand only)

Registered Power of Attorney executed by the agency in favor of the Principal Officer

or the duly Authorized Representative, certifying him/her as an authorized signatory

for the purpose of this RFP.

(Bidder shall mention the Form No. Clearly over the respective enclosure of the

technical proposal)

We hereby declare that our Proposal is made in good faith and the information

contained is true and correct to the best of our knowledge and belief.

Thanking you,

Yours faithfully

(Signature of the Authorized Representative)

Name :

Designation :

Seal :

Date :

Place :

Business Address:

7 Whether you have offices across the

country(Y/N)

If Yes, please give details.

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RFP Form 2: Eligibility and Other Details

1 Name of Firm/Company*

2 Year and Place of

Registration/Incorporation

3 Prior experience in the

field of website/portal

development and

maintenance.

Yes OR No

If, Yes Details of

experience

4 Total Number of years of

work experience in related

to portal development and

management activities.

5 Number of Employees in

India as on March,2018

FY 2015-16 FY 2016-17 FY 2017-18

6 Annual Turnover from

Consultancy Services**

7 Annual Profits **

8. Empaneled NICSI Vendor

(If yes, provide details &

proof)

11. Bid Processing fee and

EMD

YES OR NO

12. CMMI 3 Level certificate

(If yes, specify level of

certification)

YES OR NO

13 ISO 27001 certificate YES OR NO

* Enclose a copy of Registration document

** Enclose a copy of Audited Financial Statement

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RFP Form 3: Prior Experience

List of clients to whom services have been provided effectively from FY 2013-14.

Please specify clearly following details-

• The number of portal development for Indian Government/ State Government

(No. of assignment) with work order and Completion certificate

• Website development for any Firm/Agency/institution other than Central

Government and State Government

• No. of portal/Website developed for power sector/Energy Sector/Energy

Efficiency and Energy Conservation project

• Other Similar assignment as mentioned in RFP

Note: Please attach Letter of Intent or Purchase Order for each assignment executed

Web Development, portal development and maintenance services.

Witness: Agency/Firm:

Signature Signature

Name Name

Address Designation

Company

Date Date

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RFP Form 4: Proposed Work Plan including the timelines

[Explain your understanding of the objectives of the Assignment/job, approach to the

Assignment/job, methodology for carrying out the activities and obtaining the expected

output, and the degree of detail of such output. You should highlight the problems

being addressed and their importance and explain the technical approach you would

adopt to address them. You should also explain the methodologies you propose to

adopt and highlight the compatibility of those methodologies with the proposed

approach

Witness: Agency/Firm/Institution:

Signature Signature

Name Name

Address Designation

Company

Date Date

(Maximum 4 pages)

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RFP Form 5: Resumes of the members in the proposed team

Agency shall submit full resumes of the project leader and members of the team

proposed for the assignment, including contact information as per the following format

(in max. 2 pages).

1) Name: 2) Complete Contact Information: 3) Proposed Position: 4) Educational Qualification: 5) Employment Record: 6) Years of Experience 7) No. of project Taken up related to portal/Website development for any

Firm/Institution/Agency/Consultancy 8) Relevant Work Experience / Work Undertaken that best illustrates

capability to handle the proposed task 9) Certification / Signature:

RFP Form 6: Declaration Letter

Declaration Letter on official letter head stating the following:

We are not involved in any major litigation that may have an impact of affecting

or compromising the delivery of services as required under this contract

We are not black-listed by any Central / State Government / Public Sector

Undertaking in India

Witness: Agency/Firm:

Signature Signature

Name Name

Address Designation

Company

Date Date

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Annexure I

Format for Technical Bids

Bidder’s Organization Name………………. Name of Contact Person…………………….. Address…………………………………………. …………………………………………………….. Phone No……………………………………….. Fax No……………………………………………. Email………………………………………………. Sl.No.

Particulars

Relevant information (with documentary Proof)

1 Ernest Money Deposit (EMD) Details

2 Bid processing Fees

3 Type of bidder’s organization (Government/ Semi government / private/ Society etc), A copy of the organization’s registration.

4 The agency should be registered with the Service Tax department and carry a valid PAN/TAN/GST. Proof of the same must be submitted

5 The organization’s minimum turnover for past three financial years shall be Rs.1.00 crore per year. (A summarized sheet of turnover of last three years certified by registered CA) 2017-18 2016-17 2015-16

6 Bidder should have a positive net worth during the last three financial years (2015-16, 2016-17 and 2017-18)

7 An undertaking (self-certificate) that the agency hasn’t been blacklisted by a central / state Government institution and there has been no litigation with any government department on account of IT services

8 An undertaking (self-certificate) that the agency has resources having domain knowledge in Web Development Governance applications. Agency need to have a documentary proof of Guidelines for Indian Government Websites (GIGW) Compliance expertise

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9 Valid CMMi level 3 certificate or above certification and EVL-SSL Certification

10 The Agency should hold a valid ISO 27001 certificate

11 The Bidder should have prior experience of

handling at least 3 similar assignments as

System Integrator in last 3 years i.e 2015-16

,2016-17 and 2017-18 preferably with

Govt./Semi Government organization.

12 No. of Government websites/Portal in compliance with the “Guidelines for Indian Government Websites, 2009”, in last 3 years having similar features as desired for BEE

13 The methodology to execute the work in terms of design, brief on software, tools, technology to be used for the development including the qualifications of the proposed personnel to be assigned for designing and implementation of Website/portal

14 Website Capability approval by DIT New Delhi and / or capability for development website complying to “Guidelines for Indian Government Websites”/ Empanelment with NIC/DIT/NICSI

15 Essential Knowledge and expertise, experience of website maintenance, management, No of employees, and office in PAN India and abroad

16 Specific special features which the bidder may like to add/highlight in the project

(Signature of the bidder) With Seal

Date:

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Annexure II

Format for Financial Bid

S. No.

Particulars

Price (Rs.)

A

Design, Development, and Maintenance

of new Website/portal.

The Price quoted is for the scope of work

defined in the RFP

B

AMC cost for 3 years

Maintenance cost for First Year

Maintenance cost for Second Year

Maintenance cost for Third Year

Total BID value (A+B)

SIGNATURE OF AUTHORISED SIGNATORY BUSINESS ADDRESS

COMPANY SEAL/STAMP DATE