request for proposal (rfp) for … of consultancy organization for providing consultancy services...

Tender No: RITES/IT/ISMS/2014

Signature and Seal of the Bidder 0

REQUEST FOR PROPOSAL (RFP)

FOR

ENGAGEMENT OF CONSULTANCY ORGANIZATION FOR PROVIDING CONSULTANCY

SERVICES FOR IMPLEMENTATION OF INFORMATION SECURITY MANAGEMENT

SYSTEM (ISMS) ‐ ISO 27001:2013 at RITES LTD

RITES Limited

(A Government of India Enterprise)

0

TENDER NO: RITES/IT/ISMS/2014

13/06/2014

RITES BHAWAN, Plot‐1, Sector‐29

Gurgaon, Haryana

WEBSITE : www.rites.com



Contents

1. INVITATION FOR PROPOSAL ............................................................................................................... 3

1.1 TENDER SUMMARY ............................................................................................................................ 3

1.2 BID SCHEDULE AND ADDRESS ............................................................................................................. 4

2. GENERAL INFORMATION .................................................................................................................... 7

2.1 ABOUT RITES LTD ............................................................................................................................... 7

3. SCOPE OF WORK, DELIVERABLES& TIME FRAME ................................................................................. 8

3.1 SCOPE OF WORK ................................................................................................................................ 8

3.1.1 GEOGRAPHICAL SCOPE .................................................................................................................. 8

3.1.2 SERVICE SCOPE .............................................................................................................................. 8

3.2 DELIVERABLES .................................................................................................................................. 10

3.3 TIME FRAME .................................................................................................................................... 13

4. QUALIFICATION CRITERIA ................................................................................................................. 14

4.1 ELIGIBILITY CRITERIA ........................................................................................................................ 14

4.2 NO CONSORTIUM BID/JOINT VENTURE IS ALLOWED FOR THIS PROJECT. ......................................... 14

4.3 DOCUMENTARY EVIDENCE TO BE SUBMITTED ALONG WITH THE BID TO SUPPORT ELIGIBILITY ......... 15

5. INSTRUCTIONS TO THE BIDDER......................................................................................................... 16

5.1 BID SECURITY (EMD) ........................................................................................................................ 16

5.2 BID SECURITY (EMD) REFUND ........................................................................................................... 16

5.3 FORFEITURE OF EMD ........................................................................................................................ 16

5.4 PERIOD OF VALIDITY OF BIDS ........................................................................................................... 17

5.5 EXTENSION OF DEADLINE FOR SUBMISSION OF BIDS ........................................................................ 17

5.6 LANGUAGE OF PROPOSALS .............................................................................................................. 17

5.7 BID CURRENCY ................................................................................................................................. 18

5.8 NOTIFICATION OF AWARD ............................................................................................................... 18

5.9 PERFORMANCE SECURITY ................................................................................................................. 18

5.10 FORFEITURE OF PERFORMANCE SECURITY ................................................................................... 18

5.11 DUE DILIGENCE ............................................................................................................................ 19

5.12 PROPOSAL SUBMISSION .............................................................................................................. 19

5.13 EVALUATION METHODOLOGY ...................................................................................................... 20

5.14 SUBMISSION OF BIDS ................................................................................................................... 21



5.15 BID OPENING ............................................................................................................................... 21

5.16 RATES AND AMOUNTS TO INCLUDE ALL CHARGES ........................................................................ 22

5.17 CORRECTION OF ERRORS ............................................................................................................. 22

6. TERMS AND CONDITIONS ................................................................................................................. 24

6.1 TERMS OF PAYMENT ........................................................................................................................ 24

6.2 FORCE MAJEURE .............................................................................................................................. 24

6.3 DEDUCTION ..................................................................................................................................... 25

6.4 TRANSPORT AND ACCOMMODATION OF CONSULTANCY ORGANIZATION STAFF .............................. 25

6.5 TERMINATION FOR DEFAULT ............................................................................................................ 25

6.6 TERMINATION FOR INSOLVENCY ...................................................................................................... 26

6.7 NOTICES ........................................................................................................................................... 26

6.8 DEPLOYMENT OF MANPOWER ......................................................................................................... 26

6.9 PAYMENT OF SERVICE TAX AND ANY OTHER APPLICABLE TAX FROM TIME TO TIME ......................... 27

6.10 LIQUIDATED DAMAGES ................................................................................................................ 27

6.11 SETTLEMENT OF DISPUTES ........................................................................................................... 27

6.12 ACKNOWLEDGEMENT OF UNDERSTANDING OF TERMS ................................................................ 27

6.13 RESOLUTION OF CONFLICTS ......................................................................................................... 27

6.14 LAWS ........................................................................................................................................... 28

ANNEXURE1 – PERFORMANCE BANK GUARANTEE ..................................................................................... 29

ANNEXURE 2 ‐ ISO CONSULTANCY EXPERIENCE ......................................................................................... 33

ANNEXURE 3 ‐ SUMMARY OF PROFILE OF TEAM LEADER AND TEAM MEMBERS TO BE DEPLOYED FOR RITES LTD. ................................................................................................................................................. 34

ANNEXURE4 – FINANCIAL BID ................................................................................................................... 35

ANNEXURE 5–TENDER OFFER FORM .......................................................................................................... 36

ANNEXURE 6 ‐ SELF‐DECLARATION ............................................................................................................ 38

ANNEXURE7‐ ELIGIBILITY CRITERIA ............................................................................................................ 40

ANNEXURE 8‐ DETAILS OF BIDDER ............................................................................................................. 42

ANNEXURE 9‐ LIST OF CONSULTING ORGANISATIONS INVITED FOR BIDDING PROCESS .............................. 43



1. Invitation for proposal

RITES invites single packet limited tender bids from consulting organizations for

implementation of Information Security Management System ‐ ISO 27001:2013 in the

organization. List of nominated bidders is placed at Annexure ‐ 9. This document provides

the scope, qualification criteria, terms and conditions and suggested response formats.

1.1 Tender Summary

The objective of this tender document is to solicit proposals from the bidders for

participation in a bid process for selection of consultancy organization to assist RITES to

implement Information Security Management System (ISMS) ‐ ISO 27001:2013. The bids

shall be submitted in accordance with the instructions to bidders as enumerated in the

tender document. The tender form along with tender document is available on website

www.rites.com. This can be downloaded.

Sealed bids shall be accompanied by Earnest Money Deposit (EMD) for an amount of Rs.

15,000/‐. The EMD should be in the form of a demand draft in favor of RITES Ltd. Payable

at Gurgaon.

Bids received will be opened in the presence of Bidders representatives who choose to

attend on the last day of submission of tender at the same address as mentioned in

Instructions to Bidder in the tender document.

The Bidder shall qualify the Eligibility criteria as given in section 4 of tender document and

the bid document submitted should have all the supporting documents as mentioned in

the tender document.



1.2 Bid Schedule and Address

1 Project Title Engagement of Consultancy Organization

for providing consultancy services for

Implementation of Information Security

Management System (ISMS) ‐ ISO

27001:2013 at RITES Ltd

2 Tender Reference No RITES/IT/ISMS/2014

3 Last date and time for Bid Submission

23/06/2014 upto 3.00 PM

4 Place for Bid Submission & Bid Opening Tender Box placed at : Seat No L‐3‐35

or submit to

Shri A K Chaubey (Seat no L‐3‐35) /

Shri A K Bhutani (Seat no L‐3‐38).

3rd Floor, IT Division,RITES Ltd

RITES Bhawan, 1, Sector 29

Gurgaon 122001

5 Date and Time for Opening of Bid 23/06/2014 upto 3.30 PM

6 Project Initiator Details: Mr N K Bhasin,

GM/IT, RITES Ltd

(a) Organization RITES Ltd

(b) Contact Person Mr N K Bhasin, GM/IT

Tel: 0124‐2818305

(c) Contact Person (Alternate) Ms Ragini, SSA/IT

Tel: 0124‐2818357



(d) Contact Details RITES Ltd,

Gurgoan, Haryana

Pincode – 122001

Tel: 0124‐2818357

Email: [email protected]

(e) Website www.rites.com

7 Earnest Money Deposit (EMD) Rs. 15,000 (Rupees Fifteen Thousand only)

in the form of Demand Draft only, drawn

in favour of RITES Ltd payable at Gurgaon.

8 Performance Guaranty 10% of total contract value in the form of

BG drawn from the Nationalized or

Scheduled Bank. The Performance

Security shall be valid for a period of 60

days beyond the expiry of contract period

i.e for a period of Eight (08) months from

the start of the contract.

9 Liquidated Damages In the event consultancy organization fails

to complete the work within stipulated

time, liquidated damages @ 1% per week

(up to maximum 10%) of the total charges

will be deducted from the payment.

Note:

The bidders are expected to examine all instructions, forms, terms, project

requirements and other details in the Tender document. Failure to furnish



complete information as mentioned in the Tender documents or submission of a

proposal not substantially responsive may result in rejection of the proposal.

Bids will be opened in the presence of the Bidders' representatives who choose to

attend.

RITES reserves the right to reject any or all the bids without assigning any reason

thereof.

GM/IT

RITES Bhawan

Plot No. 1, Sector 29, Gurgaon Haryana 122001.



2. General Information

2.1 About RITES Ltd

RITES Ltd, a Government of India Enterprise was established in 1974, under the aegis of

Indian Railways. RITES Ltd is incorporated in India as a Public Limited Company under the

Companies Act, 1956 and is governed by a Board of Directors which includes persons of

eminence from various sectors of engineering and management.

RITES Ltd, is a multi‐disciplinary consultancy organization in the field of transport,

infrastructure and related technologies. It provides a comprehensive array of services

under a single roof and believes in transfer of technology to client organizations. In

overseas projects, RITES Ltd actively pursues and develops cooperative links with local

consultants / firms, as means of maximum utilization of local resources and as an effective

instrument of sharing its expertise. RITES Ltd enjoys Mini Ratna Category‐I status and is

one of the first Public Sector Enterprises (PSEs) to have achieved ISO 9000:2008

Certification for its entire range of services.

With work experience in more than sixty countries, RITES Ltd is today established as a

leading Consultancy Organization in the International arena and recognized by multi‐lateral

funding agencies. RITES Ltd now stands as one of the largest technical consulting firms in

India having presence in a wide range of sectors and offers a variety of services under a

single roof. RITES Ltd client include government agencies in India and abroad as well as top

industrial groups in the country.



3. Scope of Work, Deliverables& Time Frame

3.1 Scope of Work

3.1.1 Geographical Scope

Implementation of ISMS – ISO 27001:2013 is to be carried out in following departments of

RITES Ltd:

IT Division with Data Centre at Corporate Office, ROC 1*, Gurgaon

Finance Division at Corporate Office, ROC 1*, Gurgaon

Human Resources Division at Corporate Office, ROC 1*, Gurgaon

Regional Project Office at New Delhi

Inspection Office, Laxmi Nagar, New Delhi

Expotech Division, ROC 1*, Gurgaon

*ROC1 Address: RITES Bhawan, 1, Sector 29, Haryana – 122001

3.1.2 Service Scope

Phase I ‐ Project Initiation

Project Scope, Definition & Finalization

Setting project goals and objectives

Forming Core Team and appointment of Management Representative

Project Scheduling for establishment of Information Security Management

System

Orientation Training on ISO 27001 to Management Team and key stakeholders

Phase II – Project Planning

Prepare Statement of Applicability.

Review of document Inventory.



Conduct Gap Assessment against the ISO 27001 standard and provide the

current status of ISMS to RITES LTD, management

Help the organization establish and develop

o Information Security Management Objectives

o Information Security Scope

o Information Security Management Plan in accordance with the

organization’s overall processes and objectives, needs and expectations of

interested parties.

o Information Security Management Policy, Procedures and Systems relevant

to managing risk and improving information security to deliver results in

accordance with the organization’s overall policies and objectives

Guide the Organization in establishing a system for:

o Conducting Risk Assessment and recommend risk treatment controls

o Monitoring and reviewing the Information Security Management System

o Improvement of the Information Security Management System

Phase III ‐ Documentation and Implementation

Prepare and Provide Documentation for:

o Information Security Guidelines

o Information Security Manual

o Information Security Policies

o Information Security Procedures

The required documents should also include the steps to be performed for

ISO 27001 compliance.

Plans for Training, Communication, Risk Treatment Plan


Signature and Seal of the Bidder 1 0

Conduct Training for Users towards Implementation

Gap Closure Tracking and Documentation of Process & Policies

Process Validation

Document – Review & Approval

Phase IV – Rollout

Rollout Plan

Rollout Review

Internal Audit

Phase V‐Certification Assistance

Pre‐audit Review

Stage‐1 Documentation Audit

Stage‐2 Certification Audit

3.2 Deliverables

Phase I ‐ Project Initiation

Project Charter

Project Schedule

Top Management Orientation Training (1/2 Day)

Awareness Training on ISO 27001: 2013 – IT Team (2 Days)

Phase II – Project Planning

ISMS Objectives and Scope document

ISMS Policy document



Issues & Opportunities of the organizations and its context

Needs and expectations of interested parties

Risk Assessment and Risk Treatment Plan

Risk Assessment Training (1 Day)

Phase III ‐ Documentation and Implementation

Information Security Guidelines

Information Security Manual

Information Security Policies

Information Security Procedures

Any other documentation to meet the requirement of ISO 27001

Formats for records

Training/Awareness Plan and Training Manual

Awareness Training Key Users (1/2 Day) (From HR/ Admin/ Finance/

Expotech/ IT/ RPOs)

Awareness Training Key Users (2 x 1/2 Day) (From All departments &

Locations)

Support SBUs for effective implementation

Phase IV – Rollout

Internal audit training to nominated officials of RITES Ltd

Internal Audit Plan as per Internal Audit Procedure

Internal Audit Results and closure of NCs

Completion of two Internal Audits of ISO 27001



Management Review

Minutes of Meetings/Decisions taken and support for completion of action

on decisions

Phase V–Certification Assistance

Amendment to documents based on Adequacy Audit

Pre‐Audit Results and closure of NCs/Observations

Certification Audit

Audit Closure Actions

Certification Support to be provided till achievement of certification and

closure of NCRs

Note:

1. Training

i. All the trainings shall be conducted in RITES premises or location arranged by

RITES within NCR

ii. Training material for all participants to be provided by the consultancy

organization. One soft copy of the training material is also to be provided.

iii. Other logistics for training to be organized by RITES.

2. All activities of collection of information, compilation, typing and printing shall be

done by the consultancy organization. One soft copy along with two copies of the

finalized documents to be provided by the consultancy organization.

3. For any alterations in the documents during implementation and upto the stage of

certification will be provided by the consultancy organization.

4. Information on available Information Security options in the market for Information

Security will be provided to RITES.



3.3 Time Frame

The time period for the ISO 27001:2013 implementation shall be six (6) months from the

date of award of the contract. Phase I to Phase IV should be completed in the first four(4)

months.



4. Qualification Criteria

4.1 Eligibility Criteria

The consultant who will be engaged should have extensive expertise in the field of ISO

27001 implementation. The bidder must meet the following criteria:

i. Bidder should have completed implementation of minimumtwo (2) Information

Security management System – ISO 27001 consultancy assignments in two different

organizations in the last three years (from April 2011 to May 2014).

ii. Team leader for RITES Ltd should be a qualified Lead Auditor in ISO 27001

recognized in India and should have a minimum of 5 years experience in ISO 27001

consultancy. Team Leader should have undertaken implementation of minimum 2

(two) Information Security management System – ISO 27001 implementation.

Certificate of lead assessor course undergone should be enclosed.

iii. Team Member for RITES Ltd should be a qualified Lead Auditor in ISO 27001

recognized in India and should have a minimum of 2 years of professional

experience in ISO 27001 consultancy. Team members should have undertaken

implementation of minimum 1 (one) Information Security management System –

ISO 27001 implementation. Certificate of lead assessor course undergone should be

enclosed.

iv. The Bidder should be a profit making company in each of the last two financial

years.

The bidder should fill their response in Eligibility Criteria ‐ Annexure 7.

4.2 No consortium bid/Joint venture is allowed for this project.



4.3 Documentary Evidence to be Submitted along with the bid to Support Eligibility

i. Contract/work orders indicating the details of assignment, client, value of

assignment, date and year of award as per Annexure 2.

ii. Details of the qualifications and professional experience of team leader and team

member as per Annexure 3.

iii. Copy of Certificate of lead assessor course undergone by the team leader and team

member.

iv. Completion certificates of previous projects undertaken. In case the organization is

not able to submit completion certificates, submission of complete contact details

(Telephone No., address, organization name) of the contact person where the work

has been done.

v. Copy of the Audited Profit & Loss Statement of last two financial years.

vi. The certificates and credentials submitted by the bidder may be verified by RITES Ltd

either from original documents or the issuer of the certificate.



5. Instructions to the Bidder

5.1 Bid Security (EMD)

i. The Bidder shall furnish a bid security of INR 15,000 (Rupees Fifteen Thousand only)

in the form of Demand Draft in favour of RITES Ltd. payable at Gurgaon.

ii. Bids not accompanied by Bid Security shall be rejected.

iii. A Bidder can withdraw his bid any time prior to the last date and time stipulated for

receipt of bids. Withdrawal of bid after the above time would result in the forfeiture

of EMD.

5.2 Bid Security (EMD) refund

i. The unsuccessful Bidders’ bid security will be discharged/ returned as promptly as

possible but not later than 30 days after the award of the contract to the successful

Bidder.

ii. The successful Bidder’s bid security will be discharged upon the successful Bidder

furnishing the Performance Security.

iii. No interest will be payable by RITES Ltd on the amount of the Bid Security.

5.3 Forfeiture of EMD

The bid security may be forfeited in event of:

i. The Bidder withdraws his bid after the date and time stipulated for receipt of bids.

ii. If a Bidder increases his quoted prices during the period of bid validity or its

extended period, if any.

iii. In the case of a successful Bidder, if the Bidder fails to furnish Performance Bank

Security in accordance with the tender conditions.

iv. The Bidder violates any of the provisions of the tender up to submission of



Performance Bank Security.

v. If a Bidder makes any statement or encloses any form which turns out to be false,

incorrect and/or misleading or information submitted by the Bidder turns out to be

incorrect and/or conceals or suppresses material information.

5.4 Period of Validity of Bids

i. The bids shall be valid for a period of Sixty (60) days from the date of opening of the

bids. A bid valid for a shorter period may be rejected as non‐responsive. Till

completion of the validity period, unless the Bidder withdraws his bid in writing, it

will be deemed to be valid until such time that the Bidder formally (in writing)

withdraws his bid.

ii. In exceptional circumstances, at its discretion, RITES Ltd may solicit the Bidder's

consent to an extension of the period of validity. The request and the responses

thereto shall be made in writing (or by fax or email).

5.5 Extension of Deadline for submission of Bids

i. RITES Ltd. may, at its discretion, extend this deadline for the submission of bids by

amending the Request for Proposals, in which case all rights and obligations of RITES

Ltd. and Bidder previously subject to the deadline will thereafter be subject to the

deadline as extended.

ii. In case the bid due date is extended due to any reason the same will be intimated

through RITES website.

5.6 Language of Proposals

The proposal and all correspondence and documents shall be written in English.



5.7 Bid Currency

Prices shall be quoted entirely in Indian Rupees.

5.8 Notification of Award

Successful Bidder will be intimated about the Award of Contract. After notification of the

award the successful Bidder shall accept the same and submit the acceptance within seven

(7) days from the date of Notification of Award.

5.9 Performance Security

The Successful Bidder shall furnish a Performance Security for 10% of total Contract Value

in the form of Bank Guarantee in accordance with the Conditions of Contract, in the format

for Performance Security provided at Annexure ‐ 1 of the tender documents or any other

form acceptable to RITES within fifteen (15) days of the date of notification of award by

RITES. The Performance Security shall be valid for a period of 60 days beyond the expiry of

contract period i.e for a period of Eight (08) months from the start of the contract.

NOTE : Failure of the successful Bidder to comply with the above requirement of

Performance Security shall constitute a sufficient ground for the annulment of the award

and forfeiture of the EMD.

5.10 Forfeiture of Performance Security

RITES Ltd. will be entitled to en‐cash the Bank Guarantee deposited by the Consultancy

Organization, in any of the following events:



i. In case of failure on the part of the Consultancy Organization, at any time, during the

continuance of this Agreement, to comply with any of the conditions herein

contained, or

ii. In case of any breach of Agreement / Contract.

5.11 Due Diligence

i. The Bidders are expected to carefully examine all instructions, the terms and

specifications stated in this tender, and if there appears to be any ambiguity,

contradictions, inconsistency, gap and/or discrepancy in the tender document, the

Bidders are requested to bring the same to the notice RITES Ltd. and seek necessary

clarifications

ii. The bid shall be deemed to have been submitted after careful study and examination

of this tender document. The bid should be precise, complete and in the prescribed

format as per the requirement of this tender document.

iii. Failure to furnish all information or submission of a bid not responsive to this tender

will be at the Bidders risk and may result in rejection of the bid. Also the grounds for

rejection of bid should not be questioned after the final declaration of the successful

Bidder.

5.12 Proposal Submission

Interested consulting organization should submit the bid in single packet containing the

Technical proposal and Commercial proposal. The complete bid should be submitted in a

sealed envelope bearing the title of the assignment “Tender No. RITES/IT/ISMS/27001 ‐

Engagement of Consultancy Organization for providing consultancy services for

Implementation of Information Security Management System (ISMS) ‐ ISO 27001:2013 at

RITES Ltd”.



Technical Proposal must include

i. Details of Bidder ‐ Annexure‐8

ii. Consultancy experience

Details of specific consultancy projects/studies undertaken in ISO 27001 should be

provided as per Annexure‐2. It should include Assignment / project name,

description of services, approximate value of assignment, country & location,

duration of assignment, name of client, starting & completion dates.

iii. Details of the qualifications and professional experience of team leader and team

member as per Annexure 3.

iv. Tender offer Form‐Annexure ‐5

v. Self declaration for unblemished record ‐ Annexure ‐6

vi. Eligibility Criterion‐Annexure‐7

vii. Original Tender Document, corrigendum if any, etc. duly signed and stamped on each

page by Bidder

Financial Proposal Content

The bidder should quote a lump sum amount inclusive of all expenses, duties and taxes

other than service tax (In Indian Rupees) for the entire Scope of Work in the format

prescribed at Annexure‐4. Service tax should be shown separately.

5.13 Evaluation Methodology

i. The eligibility criterion of all the Bidders will be evaluated initially. The Financial

proposal of only those bidders who are found qualified will be considered for

commercial evaluation.

ii. The evaluation of bid will be based on the total bid price quoted by the Bidder as



given in Annexure 4. The bid having the lowest cost will be termed as lowest

evaluated Bidder (L1) and will be awarded the contract.

5.14 Submission of Bids

i. The Bidder should send their bid to the address mentioned below latest by 03.00 PM

23/06/2014.

GM/IT

RITES Ltd

3rd Floor, RITES Bhawan

Plot No1, Sector 29

Gurgaon 122001

ii. The sealed bid can be dropped in tender box placed at seat No L‐3‐35 AT 3rd Floor, IT

Division or submitted to Shri A K Chaubey ( Seat no L‐3‐35) or Shri A K Bhutani ( Seat

no L‐3‐38)on or before 23/06/2014 upto 3.00 PM. If the last day happens to be a

holiday, the bids may be submitted before 03.00PM on the next working day.

iii. Bids received late will not be accepted.

iv. RITES will not accept delivery of bids by fax or email. Bids received in such manner

shall be treated as defective, invalid and rejected.

v. The copies of the bids should be spirally binded and should be serially numbered and

index of the same should be provided in the beginning. For ease of reference each

section/Annexure of the bid should be separated by separators.

5.15 Bid Opening

i. RITES LTD will open the bid(s) on 23/06/2014 at 03.30 PM at office of :



GM/IT

RITES Ltd

3rd Floor, RITES Bhawan

Plot No1, Sector 29

Gurgaon 122001

ii. The bid(s) will be opened in the presence of representatives of the Bidder if they

choose to be present. Only one representative will be allowed to represent each

Bidder. In case the Bidders representatives are not present at the time of opening of

bids, the bids will still be opened at the scheduled time at the sole discretion of the

RITES.

iii. RITES LTD reserves the right at any time to postpone or cancel a scheduled bid

opening. Information for the same shall be displayed on RITES website.

iv. The Bidders’ representatives who will be present shall sign the register evidencing

their attendance.

5.16 Rates and Amounts to include all Charges

The amount quoted by the bidder shall be lump sum and must include all payments on

account of duties, levies, taxes other than service tax payable to the State Government or

Government of India or any other RITES Ltd or Corporate body and all other incidental

charges that the bidder may have to bear for the execution of the Work as covered in the

subject Tender. The lump sum amount quoted shall be firm and final.

5.17 Correction of Errors

i. It is advised to exercise greatest care in entering the pricing figures. No excuse that



mistakes have been made or requests for prices to be corrected will be entertained

after the bids are opened.

ii. All corrections, if any, should be initialed by the person signing the bid form before

submission, failing which the figures for such items may not be considered.

iii. Arithmetic errors in bids will be corrected as follows:

a. Where there is discrepancy between the total amount obtained by actual

calculation using individual prices and the total amount quoted in the price bid,

then quoted individual price will be considered for arriving at the actual total

cost.

b. Where there is a discrepancy between the rates in figures and in words, the

rates in words shall govern.

c. The amount stated in the bid form, adjusted in accordance with the above

procedure, shall be considered as binding.



6. Terms and Conditions

6.1 Terms of Payment

The terms of payment shall be as per the schedule given below:

i. 25% ‐ After the completion of the deliverables of Phase II

ii. 35% ‐ After completion of deliverables of Phase III

iii. 25% ‐ After completion of deliverables of Phase IV

iv. 15% ‐ After completion of Phase V.

v. As per RBI guidelines, payments are to be made through ECS/EFT. If not submitted

earlier, give your consent in a mandate form for receipt of payment through ECS/EFT.

It includes party A/c No, Bank name, Branch address, Account type, Bank and Branch

code as appears on MICR cheque issued by bank. Payment will be released through

EFT only.

Terms of payment shall be final.

6.2 Force Majeure

i. The Consultancy Organization shall not be liable for penalty, liquidated damages or

termination for default, if and to the extent that, his delay in performance or other

failure to perform his obligations under the contract is the result of an event of Force

Majeure.

ii. For purposes of this clause, “Force Majeure” means an event beyond the control of

the Consultancy Organization and not involving the Consultancy Organization and

not involving the Consultancy Organization fault or negligence and not foreseeable.

Such events may include, but are not restricted to, instances of wars or revolutions,

fires, floods, epidemics, quarantine restrictions and freight embargoes which would

have an impact on RITES LTD.



iii. If a Force Majeure situation arises, the Consultancy Organization shall promptly

notify RITES LTD in writing of such conditions and the cause thereof. Unless

otherwise directed by RITES LTD, the Consultancy Organization shall seek all

reasonable alternative means for performance not prevented by the Force Majeure

event.

6.3 Deduction

Payments shall be subject to any deductions (such as TDS etc.) of any amount, for which

the Consultancy Organization is liable under the agreement against this tender.

6.4 Transport and Accommodation of Consultancy Organization Staff

The Consultancy Organization shall at his own expense provide living accommodation and

transport to and fro from the site of work for its employees. The sum quoted in the tender

shall be inclusive of all expenses, whatsoever in connection with the completion of the

Agreement.

6.5 Termination for Default

RITES LTD may, without prejudice to any other remedy for breach of contract by written

notice of default sent to the Consultancy Organization, terminate the contract in whole or

in part:

If the Consultancy Organization fails to deliver services within the time period(s) specified

in the contract, or any extension thereof granted by RITES LTD

OR

If the Consultancy Organization fails to perform any other obligation(s) under the contract



6.6 Termination for Insolvency

RITES Ltd may at any time terminate the contract by giving written notice to the

Consultancy Organization, without compensation to the Consultancy Organization, if the

Consultancy Organization becomes bankrupt or otherwise insolvent, provided that such

termination will not prejudice or affect any right of action or remedy which has accrued or

will accrue thereafter to RITES Ltd

6.7 Notices

i. Any notice by one party to the other pursuant to the contract shall be sent in writing

by registered post only to the addresses as defined under this contract.

ii. A notice shall be effective when delivered or on the notices effective date, whichever

is later.

GM/IT

RITES Ltd

RITES Bhawan,

Plot No 1, Sector 29

Gurgaon,Haryana ‐ 122001

6.8 Deployment of Manpower

i. The Consultancy Organization shall deploy sufficient number of trustworthy, skilful

and experienced Team leader and Team members.

ii. The Consultancy Organization shall at all times take all reasonable precautions to

prevent any unlawful riots or disorderly conduct by or among his employees, officers,

or agents and for the preservation of peace at place of work.



6.9 Payment of Service Tax and Any Other Applicable Tax From Time To Time

Consultancy Organization shall pay all taxes, levy and duty viz., Service Tax, any other taxes

which may be liable to be paid to State Govt. or Govt. of India or any other RITES Ltd

under any law for the time being in force in respect of or in accordance with the execution

of work.

6.10 Liquidated Damages

As stipulated if the Consultancy Organization fails to complete the consultancy work within

stipulated time, then liquidated damages @ 1% per week (up to maximum 10%) of the

total cost will be deducted from the payment.

6.11 Settlement of Disputes

The whole of the work shall be carried out under the direction of RITES Ltd whose decision

shall be final, conclusive and binding on all parties to the Agreement, on all questions

relating to the Tender document and Agreement. In case of disputes, if any, decision of

RITES Ltd shall be final and binding.

6.12 Acknowledgement of Understanding of Terms

By submitting a proposal, bidder shall be deemed to acknowledge that it has carefully read

all sections of this tender document, including all forms, schedules and Annexure hereto,

and has fully informed itself as to all existing conditions and limitations.

6.13 Resolution of Conflicts

i. RITES LTD and the Consultancy Organization shall make every effort to resolve

amicably by direct informal negotiation, any disagreement or dispute, arising

between them under or in connection with the contract.



ii. If the dispute can’t be resolved amicably by direct informal negotiation between

RITES and the Consultancy Organization, then the same shall be referred to a Sole

Arbitrator to be appointed by the Chairman cum Managing Director, RITES Ltd. The

Arbitration and Conciliation Act, 1996 and the rules there under and any statutory

modification or re‐enactments thereof made till the date of signing of contract, shall

apply to the arbitration proceedings.

6.14 Laws

The terms of this tender and the contract shall be governed by the Indian laws under the

exclusive jurisdiction of the competent courts in NCT of New Delhi



Annexure1 – Performance Bank Guarantee

To,

In consideration of RITES Ltd, Gurgaon – 122001 acting through ‐‐‐‐‐‐‐‐‐‐‐ (hereinafter

referred to as RITES Ltd which expression shall include his successor and assignees) having

awarded to ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ ( hereinafter referred to as “the contractor”

which expression , wherever the subject or context permits, includes its successors and

assignees ) a contract for Engagement of Consultancy Organization for providing

consultancy services for Implementation of Information Security Management System

(ISMS) ‐ ISO 27001:2013 at RITES Ltd in terms of inter‐alia RITES Ltd’s letter No.‐‐‐‐Date‐‐‐‐

(hereinafter called “the Contract.”) and general Conditions of Contract and upon the

condition of the Contractor’s furnishing Security for the Contractor’s liability under and in

connection with the said contract up to a sum of Rs.‐‐‐‐‐‐‐‐‐‐‐‐ amounting to 10% of total

contract value.

1. We ______________________ (hereinafter referred to as the Bank or the said bank)

and having our registered office at _____________ do hereby jointly and severally

undertake to guarantee the payment to RITES in rupees forthwith on demand in writing

and without protest or demur any or all moneys any wise payable by the Contractors to

RITES Ltd in respect of or in connection with the said contract inclusive of all RITES Ltd’s

losses and damages and costs. ( inclusive between attorney and client) Charges, and

expenses and other moneys anywise payable in respect of the above as specified in the

notice of demand made by RITES Ltd to the Bank with reference to this guarantee up to

an aggregate limit of Rs…………

2. We ______________________ further agree that RITES Ltd shall be the sole judge of



and as to whether the said contractor has committed any breach or breaches of any of

the terms and conditions of the said contract and the extent of loss, damages, charges

and expenses caused to or suffered by or that may be caused to or suffered by RITES

Ltd on account thereof and the decision of RITES Ltd that the contractor has committed

such breach or breaches and as to the amount or amounts of loss, damage, costs,

charges and expenses caused to or suffered by RITES Ltd from time to time shall be

final and binding on us.

3. RITES Ltd shall have the fullest liberty without reference to the bank and without

effecting in any way the liability of the said Bank under this guarantee to take any other

security in respect of the contractor’s obligation and liabilities hereunder or to vary the

contract/ work to be done there under vis‐à‐vis the consultant or to vary the prices of

the total contract value or to release or forbear from enforcement of all or any other

security or any other securities now or anytime held by RITES Ltd and such

arrangements with the contractor or release or forbearance whatsoever shall absolve

the bank of the full liability to RITES Ltd hereunder or prejudice the rights of RITES Ltd

against the bank.

4. The guarantee shall not be determined or affected by the liquidation or winding up of,

dissolution or change in constitution or insolvency of the contractor but shall in all

respect and for all purposes be binding and operative until payment of all moneys

payable to RITES Ltd in terms thereof.

5. The bank hereby waives all rights at any time inconsistent with the terms of this

guarantee and the obligations of the bank in terms hereof shall not be in anywise



affected or suspended by reasons of any dispute or disputes having been raised by the

contractor (whether or not pending before any arbitrator, Tribunal or court) or

purporting to stop or prevent any payment by the bank to RITES Ltd in terms thereof.

6. The amount stated in any notice of demand addressed by RITES Ltd to the bank as

liable to be paid to RITES Ltd by the contractor or as suffered or incurred by RITES Ltd

on account of any losses, damages, costs, charges and expenses shall be conclusive

evidence of the amount so liable to be paid to RITES Ltd or suffered or incurred by

RITES Ltd as the case may be and in terms hereof.

7. This guarantee / undertaking shall be in a continuing guarantee / undertaking and shall

remain valid and irrevocable for all claims of RITES Ltd and liabilities of the contractor

arising up to and until midnight of……….

8. This guarantee/ undertaking shall be in addition to any other guarantee or security

whatsoever that RITES Ltd may now or any time anywise may have in relation to the

contractor’s obligations or liabilities under and/or in connection with the said contract,

and RITES Ltd shall have full authority to have recourse to or enforce this security in

preference to any other guarantee or security which RITES Ltd may have or obtain and

not forbearance on the part of RITES Ltd in enforcing or requiring enforcement of any

other security shall have the effect of releasing the bank from its full liability

hereunder.

9. It shall not be necessary for RITES Ltd to proceed against the said contractor before

proceeding against the Bank and the guarantee herein contained shall be enforceable

against the bank notwithstanding that any security which RITES Ltd may have obtained



or obtain from the contractor shall at the time when proceedings are taken against the

said bank hereunder be outstanding or unreleased.

10. We the said bank undertake not to revoke this guarantee during this currency except

with the consent of RITES Ltd in writing and agree that any change in the constitution

or the said contractor or the said bank shall not discharge our liability hereunder.

11. Notwithstanding anything contained herein above, our liability under this guarantee

shall be restricted to Rs………………and this guarantee shall remain in full force

till…………….. And unless a claim is made on us within ……. Months from the date i.e.

before………… all the claims under this guarantee shall be forfeited and we shall be

relieved of and discharged from our liabilities hereunder.

Dated………………. Day of …………….. 20

Name of Bank: ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐

Address : ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐



Annexure 2 ‐ ISO Consultancy Experience

Client List: Details of assignments where Consulting Service for implementation of ISO

27001 was undertaken (Minimum 2 clients, attach requisite certificates)

Sr.

No

Assignment/Project

Name

Name

of the

Clients

And

Address

Details of

Consultancy

Services

provided

Contract

value

Contract

Start

date

Contract

Completion

Date

Details of

the

Supporting

Documents

along with

Reference

Page No.

Signature of the Bidder

(Name of the Bidder with seal of the organisation)



Annexure 3 ‐ Summary of Profile of Team Leader and Team Members to be Deployed For

RITES Ltd.

Sr.

No.

Name Technical

Qualification/

Professional

Qualification

Position

Proposed

(Team

Leader/

Team

Member)

Trainings Brief experience

of previous

assignments

w.r.t. ISO 27001

along with client

names

Details of the

Supporting

Documents along

with Reference Page

No.





Annexure4 – Financial Bid

Sub.: Tender No RITES/IT/ISMS/2014: Tender for Engagement of Consultancy

Organization for providing consultancy services for Implementation of Information

Security Management System (ISMS) ‐ ISO 27001:2013 at RITES Ltd.

1. Name of the bidder :

2. Price Schedule

Description Amount in Rs Amount in words

Engagement of Consultancy Organization for

providing consultancy services for Implementation

of Information Security Management System (ISMS)

‐ ISO 27001:2013 at RITES Ltd

Service Tax

Total

(In words Rupees _______________________________________________________)



Note: The price should not include charges to be paid to Certifying Agency towards

ISO‐27001certfication.



Annexure 5–Tender Offer Form

To

GM/IT

3rd Floor,

RITES Bhawan

1,Sector 29, Gurgaon,

Haryana,India‐122001

Subject: Tender No RITES/IT/ISMS/2014, dated 13/06/2014 for inviting Tender for

Engagement of Consultancy Organization for providing consultancy services for

Implementation of Information Security Management System (ISMS) ‐ ISO

27001:2013 at RITES Ltd

Sir,

I have carefully gone through the Tender Document including Scope of Work,

Terms and Conditions, Forms, Schedules and Annexures.

I declare that all the provisions of this Tender document are acceptable to my

organization. I further certify that I am an authorized signatory of my organization

and am, therefore, competent to make this declaration.

I/ We have enclosed an EMD in the form of a Demand Draft No.__________

issued by the branch of the ____________________________________Bank, for

the sum of Rs. 15000 (Rupees Fifteen Thousand only).



Our offer is open for acceptance for the period of 60 days after the date fixed for

bid opening and it shall remain binding upon us and may be accepted at any time

before the expiry of that period.

We also certify that information/data/particulars furnished in our bid are

factually correct. We also accept that in the event of any

information/data/particulars proving to be incorrect, RITES will have a right to

disqualify us from the bid.

We agree to the terms and conditions mentioned in the Tender Document.

Yours faithfully,

(Signature of the Bidder)

Name

Designation

Seal

Date:

Business Address:



Annexure 6 ‐ Self‐Declaration

Dated:

Tender Reference No.: RITES/IT/ISMS/2014

To,

GM/IT

RITES Ltd

RITES Bhawan,

Plot No 1, Sector 29 Gurgaon,

Haryana – 122001

Subject: Engagement of Consultancy Organization for providing consultancy services for

Implementation of Information Security Management System (ISMS) ‐ ISO 27001:2013 at

RITES Ltd

In response to tender No RITES/IT/ISMS/2014 dated 13/06/2014 as an employee ‐‐‐‐‐‐‐‐‐

‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ in the capacity of ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐.

I/We hereby declare

1. That our organization <organization name> is having unblemished past record and

was not declared ineligible for corrupt and fraudulent practices either indefinitely or

for a particular period of time.

2. That we are not currently on holiday list, debarred or blacklisted by any Government

entity, Bank or corporate institution in India.

3. That our organization <organization name> does not have any connection with

employees of RITES Ltd. its Consultant and the Independent External Monitor

appointed by RITES Ltd. for this project.



The declaration submitted by us is true and correct to the best of our knowledge and if it is

proved incorrect at any stage of execution of the contract, RITES has the right to summarily

reject the proposal and disqualify us from the process.

(Signature of the Bidder/Authorized Signatory)

Name:

Designation:

Seal:

Date:



Annexure7‐ Eligibility Criteria

Sl No Description Bidder’s Response

1 Bidder should have completed

implementation of minimum two (2)

Information Security management System –

ISO 27001 consultancy assignments in two

different organizations in the last three years

(from June 2011 to may 2014).

2 Team leader for RITES Ltd should be a

qualified Lead Auditor in ISO 27001

recognized in India and should have a

minimum of 5 years experience in ISO 27001

consultancy. Team Leader should have

undertaken implementation of minimum 2

(two) Information Security management

System – ISO 27001 implementation.

Certificate of lead assessor course undergone

should be enclosed.

3 Team Member for RITES Ltd should be a

qualified Lead Auditor in ISO 27001

recognized in India and should have a

minimum of 2 years of professional

experience in ISO 27001 consultancy. Team

members should have undertaken

implementation of minimum 1 (one)



Information Security management System –

ISO 27001 implementation. Certificate of

lead assessor course undergone should be

enclosed.

4 The Bidder should be a profit making

company in each of the last two financial

years.





Annexure 8‐ Details of Bidder

General profile of the Company

S.No. Item Description Details/Response

1 Name and Address of the Company

2 Telephone Nos., Fax(if any)

3 E‐mail

4 Website

5 Date of Incorporation (with document

evidence for Certificate of

Incorporation)

6 Address of Office in Delhi/ NCR

7 Service Tax Registration Number (with

document evidence)

8 PAN NO (with document evidence)





Annexure 9‐ List of Consulting Organisations Invited for Bidding Process

1. M/s International Quality Management (IQM)

G‐30, 205/206, Sector 3, Rohini, Delhi 110085

Tel +011 65162153

Mobile +91 8506066707

Email [email protected]

2. M/s QIC Consultants Pvt Ltd

206, TC Jaina Tower – III, Local Shopping Center

Block A1, Janak Puri, New Delhi – 110058

Tel 091‐11‐65486549

Mobile 091‐875051113


3. M/s Quality Growth Services Pvt Ltd

H‐13, 2nd Floor, Kriti Nagar

New Delhi – 110015

Telefax 011‐25438598/ 25431737/ 25918332/ 41425273/ 25925439


4. M/s Achievement Labs Management Systems Institute

29‐D,Knowledge prk‐I, Greter Noida‐201308

Tel +1800‐425‐6661




5. IQMS Consultancy Services Private Limited

A‐10/A, Basement, Sector‐51, Noida‐201301. Ph: +(91)‐120‐4215990

Contact Person: Dr. Sameer Kumar

Mobile (India) : +(91)‐9811411428

E‐mail : [email protected], [email protected], [email protected]

6. M/s Aegis Consulting Services

E‐29, Sector 6, Noida

[email protected]