request for proposal (rfp) -...

Request for Proposal (RFP)

Selection of Agency for Data Digitization in

Odisha Virtual Academy

RFP Ref No. OCAC-TH-03/2018/ENQ/18044

Date. 16/07/2018

OCAC Building, Plot No.-N-1/7-D, Acharya Vihar Square, RRL Post Office, Bhubaneswar-751013 (INDIA)

Phone: 0674-2567064/2567280, FAX: 91-0674-2567842

RFP: Selection of Agency for Data Digitization in OVA (Ref No. OCAC-TH-03/2018/ENQ/18044)

2

DISCLAIMER

The information contained in this RFP/Tender document or subsequently provided to Bidder(s), whether verbally or in documentary or any other form by Odisha Computer Application Centre (OCAC) or any of their employees is provided to Bidder(s) on the terms and conditions set out in this RFP/Tender Document and such other terms and conditions subject to which such information is provided. This RFP/ Tender is not an agreement and is neither an offer nor invitation by the OCAC to the Bidders or any other person. The purpose of this Tender is to provide interested parties with information that may be useful to them in making their technical and financial offers pursuant to this Tender (the "Bid"). This RFP/Tender includes statements, which reflect various assumptions and assessments arrived at by the OCAC in relation to the Project. Such assumptions, assessments and statements do not purport to contain all the information that each Bidder may require. This RFP/Tender may not be appropriate for all persons, and it is not possible for the OCAC, to consider the technical capabilities, investment objectives, financial situation and particular needs of each party who reads or uses this RFP/Tender. The assumptions, assessments, statements and information contained in this Tender, may not be complete, accurate, adequate or correct. Each Bidder should, therefore, conduct its own investigations, studies and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments, statements and information contained in this RFP/Tender and obtain independent advice from appropriate sources. Information provided in this RFP/Tender to the Bidder(s) is on a wide range of matters, some of which depends upon interpretation of law. The information given is not an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. OCAC accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on law expressed herein. OCAC, makes no representation or warranty and shall have no liability to any person, including any Bidder under any law, statute, rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be incurred or suffered on account of anything contained in this Tender or otherwise, including the accuracy, adequacy, correctness, completeness or reliability of the RFP/Tender and any assessment, assumption, statement or information contained therein or deemed to form part of this Tender or arising in any way in this Bid Stage. OCAC also accepts no liability of any nature whether resulting from negligence or otherwise howsoever caused arising from reliance of any Bidder upon the statements contained in this RFP/Tender. OCAC may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information, assessment or assumptions contained in this Tender. The issue of this RFP/Tender does not imply that OCAC is bound to select a Bidder or to appoint the Preferred Bidder, as the case may be, for the Project and OCAC reserves the right to reject all or any of the Bidders or Bids without assigning any reason whatsoever. OCAC reserves all the rights to cancel, terminate, change or modify this selection process and/or requirements of bidding stated in the RFP/Tender, at any time without assigning any reason or providing any notice and without accepting any liability for the same. The Bidder shall bear all its costs associated with or relating to the preparation and submission of its Bid including but not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations which may be required by OCAC or any other costs incurred in connection with or relating to its Bid. All such costs and expenses will remain with the Bidder and OCAC shall not be liable in any manner whatsoever for the same or for any other costs or other expenses incurred by a Bidder in preparation or submission of the Bid, regardless of the conduct or outcome of the Bidding Process.


3

Table of Contents

1. INTRODUCTION .......................................................................................................................... 5

1.1. Critical Information regarding the Bidding ........................................................................ 6

1.2. Amendment of Invitation ..................................................................................................... 7

2. SCOPE OF WORK ...................................................................................................................... 7

2.1. Digitization of Books ............................................................................................................ 7

2.1.1. Deployment of required IT Infrastructure and Manpower Resource ........................ 8

2.1.2. Digitization of Books as per Unicode Standards ......................................................... 8

2.1.3. Scanning and Conversion through Optical Character Recognition (OCR) ............. 8

2.1.4. Proof reading Activity ....................................................................................................... 9

2.1.5. Planning & Standard Operating Procedure (SOP) ...................................................... 9

2.1.6. Procedure for entire Work ............................................................................................... 9

2.1.7. Deliverables ..................................................................................................................... 10

3. PRE-QUALIFICATION CRITERIA ........................................................................................... 10

4. INSTRUCTION TO BIDDERS .................................................................................................. 11

4.1. Invitation of RFP ................................................................................................................. 11

4.2. Submission of Bids ............................................................................................................. 11

4.3. Deadline for Submission of Bids ...................................................................................... 12

4.4. RFP Document Fee & EMD.............................................................................................. 13

4.5. Language of Bids ............................................................................................................... 13

4.6. Bid Validity ........................................................................................................................... 13

4.7. Single Bid............................................................................................................................. 13

4.8. Modifications & Withdrawal ............................................................................................... 13

4.9. Price ..................................................................................................................................... 13

4.10. Roles & Responsibilities ................................................................................................ 14

4.11. Other instructions ........................................................................................................... 14

4.12. Bid Security (EMD) ......................................................................................................... 16

4.13. Pre-Bid, Clarifications & Amendment to the Tender Document .............................. 17

4.13.1. Pre-Bid Meeting ...................................................................................................... 17

4.13.2. Clarifications & Amendment ................................................................................. 17

5. EVALUATION CRITERIA.......................................................................................................... 18

5.1. Bid Evaluation ..................................................................................................................... 20

5.1.1. Preliminary Scrutiny ................................................................................................... 20


4

5.1.2. Evaluation of Technical Bid ...................................................................................... 20

5.1.3. Evaluation of Financial Bid ........................................................................................ 21

5.1.4. Combined Evaluation of Technical & Financial Bids ............................................ 21

6. GENERAL TERMS & CONDITIONS ...................................................................................... 22

6.1. Purchaser ............................................................................................................................ 22

6.2. Contract Period ................................................................................................................... 22

6.3. Performance Bank Guarantee .......................................................................................... 22

6.4. Cost of IT Infrastructure/Manpower Resources to be deployed under the work ...... 23

6.5. Cost towards out of pocket expenses incurred by selected agency for executing the

work 23

6.6. Signing of Contract ............................................................................................................. 23

6.7. Terms of Payment .............................................................................................................. 24

6.8. Penalty for Delay in Completion of Contract .................................................................. 25

6.9. Termination of Contract ..................................................................................................... 25

6.10. Force Majeure Condition ............................................................................................... 25

6.11. Indemnity ......................................................................................................................... 26

6.12. Alteration/Modification of Quantity ............................................................................... 26

6.13. Ownership, Audit and Patent Rights ........................................................................... 26

6.14. Jurisdiction of High Court of Odisha ............................................................................ 26

6.15. Confidentiality ................................................................................................................. 27

6.16. Obligation to Carry out Purchaser's Instructions ....................................................... 27

6.17. Dispute Resolution ......................................................................................................... 27

6.18. Final Authority ................................................................................................................. 28

6.19. The rights of OCAC to accept or reject any or all Bids ............................................. 28

7. ANNEXURE(S) ........................................................................................................................... 29

a. Annexure (T1): General Information .................................................................................... 29

b. Annexure (T2): Self Declaration ........................................................................................... 30

c. Annexure (T3): Acceptance of Terms & Conditions Contained in the Tender

Documents ...................................................................................................................................... 31

d. Annexure (T4): Self Declaration ........................................................................................... 32

e. Annexure (T5): Representative Authorization Letter ........................................................ 33

f. Annexure (T6): Past Project Experience ............................................................................ 34

g. Annexure (T7): Compliance Check List .............................................................................. 35

h. Annexure (P1): Price Bid Submission Form ...................................................................... 36

i. Annexure (P): Price Bid ......................................................................................................... 37


5

1. INTRODUCTION

Sealed Tenders are invited for Data Digitization in ODIA VIRTUAL ACADEMY (OVA) for a

period of 3 years. The selected bidder will digitize the books of ODIA VIRTUAL ACADEMY

(OVA) by way of data entry /scanning /OCRing.The space for digitization work will be made

available to the bidderat OCAC. However, the bidder can also use their own space for

digitization of books. The bidder must have necessary hardware and software for digitization

work which they will have to install and operate for data entry of books in Unicode supported

font, Conversion through OCRing, Scanning and Printing. The digitized contents require

proof reading by the experts for necessary correction. The selected bidder shall digitize the

books and other important contents available in Govt. repository like Odia Bhasa Pratisthan,

State Archive, and State Museum etc. All the books which will be digitized will be provided

by OVA.

The RFP document can be downloaded from OCAC, www.ocac.in or www.odisha.gov.in

which, after duly filled in, should be submitted at below mentioned address latest by

20.08.2018, 02:00 PM, along with the prescribed RFP/Tender document fees and EMD. The

bids will be opened in presence of the bidders at 03:30 PM of 20.08.2018. The authority

reserves the right to accept/reject any part of or all the quotations without assigning any

reason thereof.

General Manager (Admin) Odisha Computer Application Centre (Technical Directorate of E& I.T. Dept. Govt. of Odisha) Bhubaneswar – 751013 (Odisha)

The RFP will have 2 (Two) Parts viz. Pre-Qualification-cum-Technical Bid & Price Bid. The

Bidders are advised to study the RFP document carefully before submitting their techno-

commercial proposals in response to this RFP Notice.

Submission of a proposal in response to this notice shall be deemed to have been done

after careful study and examination of this document with full understanding of its terms,

conditions and implications.


6

1.1. Critical Information regarding the Bidding

S. N Information Details

1. RFP Number and Date OCAC-TH-03/2018/ENQ/18044, 16/07/2018

2. RFP Document Fee

(non-refundable)

INR 2,000 (Rupees Two Thousand only) in the favour of

ODISHA COMPUTER APPLICATION CENTRE payable

at BHUBANESWAR.

3. EMD (refundable)

INR 2,00,000 (Rupees two Lakhs) in the favour of

ODISHA COMPUTER APPLICATION CENTRE payable

at BHUBANESWAR

4.

Last Date for

submitting pre-bid

queries

23/07/2018, 5:00 PM

5. Email for sending pre-

bid queries

[email protected], [email protected],

[email protected]

6. Date & time of Pre-Bid

Meeting and Venue

24/07/2018, 03:00 PM

Odisha Computer Application Centre (OCAC) OCAC Building, Plot No.-N-1/7-D, Acharya Vihar Square, Bhubaneswar-751013 (INDIA)

7. Release of Addendum /

Corrigendum (if any) 03/08/2018. 5:00 PM

8. Last date for submission of Bid

20/08/2018, 02:00 PM at OCAC

9.

Opening of Pre-

qualification-cum-

Technical Bid

20/08/2018, 03:30 PM at OCAC

10. Technical Presentation 24/08/2018, 11 AM onwards at OCAC

11. Contact Person for

queries

The General Manager (Admn)

Odisha Computer Application Centre (OCAC) OCAC Building, Plot No.-N-1/7-D, Acharya Vihar Square, RRL Post Office, Bhubaneswar-751013

12.

Addressee and

Address at which

proposal in response to

RFP notice is to be

submitted:

The General Manager (Admn)

Odisha Computer Application Centre (OCAC) OCAC Building, Plot No.-N-1/7-D, Acharya Vihar Square, RRL Post Office, Bhubaneswar-751013

13. Opening of Price Bid Will be intimated later

mailto:[email protected]




7

Notwithstanding anything else contained to the contrary in this RFP document, the

Purchaser reserves the right to cancel / withdraw / modify fully or partially the “Invitation of

Bids” or to reject one or more of the bids without assigning any reason and shall bear no

liability whatsoever consequent upon such a decision.

1.2. Amendment of Invitation

In case of any seeming discrepancy between the press advertisements, other detailed

provisions of the Tender print-document and the updated version on the web (up to

10/08/2018 till 05:00 PM), the web-version will prevail. At any time prior to the deadline for

submission of bids, The Purchaser reserves the right to add / modify / delete any portion of

this document by issuance of an addendum, which would be published on the web site and

will also be made available to all the bidders who have indicated their intention to bid. The

addendum shall be binding on all bidders.

2. SCOPE OF WORK

The objective of Odia Virtual Academy (OVA)is to develop, promote and spread Odia

language/literature, heritage, culture etc. across the globe and also to preserve the priceless

masterpieces of Odia literature. Through this academy, the rich literary corpus of Odia

language will be digitized and made available on the Internet. The overall objective of the

academy is to provide internet based resources and opportunities on the Odia language,

literature, culture for Odia communities living in different parts of the world.

The very objective of digitization is to make the contents available in the OVA portal

searchable with features for contents searching, keyword searching etc.

2.1. Digitization of Books

The project scope envisages developing and deploying an efficient system for digitization of

books. In the first phase approx.3000 Odia books for Odia Virtual Academy will be digitized

within a timeline of 12 months. The no of books may increase or decrease depending upon

the requirement. This ratio will be maintained to complete the digitation of books until all the

books provided by OVA/OCAC is completed. The project, therefore, comprises of digitizing

the books/records (through data entry, scanning/OCRing), and defining appropriate

workflows for the activities involved under the job to ensure timely completion. The bidder

shall use the space inside the OCAC for Data digitization and must have hardware and

software which they will have to install and operate at OCAC. However, the bidder can use

his own space for Data Digitization. The broad scope of work is outlined below.


8

2.1.1. Deployment of required IT Infrastructure and Manpower Resource

The bidder is required to deploy the required IT Infrastructure including

Desktop/Laptop, Scanner, and Printer etc. for performing the Digitization

work.

Adequate Manpower Resources for carrying out the digitization work with,

scanning, OCRing etc. are to be deployed by the Bidder.

Required OCR software along with other related software is to be provided /

arranged by the Bidder.

OCAC will provide space, required electric connection& Internet connectivity.

The bidder is required to arrange Computer Table, Chair, Networking, UPS

etc. as will be required for carrying out the job. However, the bidder can use

their own space for data digitization & scanning activities.

2.1.2. Digitization of Books as per Unicode Standards

It is the responsibility of the bidder to collect the books available in form of

printed material, soft copy from Government repository like State Library,

State Archives, Odia Sahitya Academy, Odia Bhasa Pratishthan, Govt.

University Libraries and other Government/ Non-Government sources etc.

The OVA/OCAC will facilitate for collection of books from various sources.

The books should be typed as per Unicode Standards using Unicode

Standard Odia font. The font size of the typed material should be maximum

14 points.

The standard paper size for providing proof copy/final copy is A4.

2.1.3. Scanning and Conversion through Optical Character Recognition (OCR)

Books which are available in good quality or in soft copy should be converted

through Optical Character Recognition software package.

The hard copy/ printed format books available in good quality should be

scanned and converted through OCR.

Books/ Contents should be converted as per Unicode Standard sing Odia font

having font size maximum 14 points.

Books should be converted through OCR into Unicode standard with

minimum accuracy of 80% which after proof reading need to be corrected

with 100 % accuracy with respect to the contents in books facilitated by OVA.

The paper size of source document for OCR conversion may be A4.

The Purchaser will not be responsible against any liability for the use of third


9

party Software with regard to copyright / license if any in the entire process.

2.1.4. Proof reading Activity

OVA/OCAC should provide the list of proof readers/ experts for proof reading

(authorized& appointed by OVA/OCAC) of the digitized content through typing

or OCR and make necessary suggestion for correction after proof reading.

Proof reading should be done with 100 % accuracy and after proof reading

the digitized contents must be corrected with 100 % accuracy with respect to

the contents in books facilitated by OVA.

Bidder needs to provide soft copy and hard copy of digitized content to OVA

for necessary scrutiny at their end and approval.

In case any error is found in the digitized contents by the OVA

officials/experts, the same shall be communicated to the bidder within 60

days and then necessary correction in the digitized contents must be done by

the bidder without any additional cost within 30 days.

2.1.5. Planning & Standard Operating Procedure (SOP)

In order to complete the digitization in phase wise of 3000 (approx.) books

within the prescribed timeline of 12 months, the bidder must chalk out a

comprehensive plan and define a Standard Operating Procedure (SOP) to

carry out the work systematically.

The comprehensive plan, among others, must contain monthly throughput in

terms of Number Pages of data entry, no. of pages of proof reading &

corrected, no. of pages of scanning, OCRing, proof reading and correction

etc.

The SOP, among others, should contain the procedure for receipt of

books/documents, storing in safe custody, and hand over the completed

books etc.

The bidder must submit the Plan and SOP along with their Technical bid

and will be required to make technical presentation on the above.

2.1.6. Procedure for entire Work

OVA/OCAC will provide the list of books to be digitized before the

commencement of work.

The OVA/OCAC will facilitate for collecting books from various sources.

OVA/OCAC should provide the list of proof readers to the bidder for

authentication of digitized books.


10

The bidder should coordinate with the appointed proof readers by OVA/OCAC

for authenticating the digitized books.

The bidder should coordinate for correction of the digitized books after proof

reading.

Authentication will be done by the appointed proof reader of OVA/OCAC.

The bidder should coordinate to upload the digitized books in EPUB (e-book

file format in OVA website).

2.1.7. Deliverables

The deliverables under scope of this work include:-

Project Plan and SOP (One time)

Soft Copy and hard copy of the books completed (Quarterly)

Monthly Summary Report containing: -

No. of books/documents entered with no. of pages

No. of books/documents along with no. pages scanned with OCRing

No. of books/documents along with no. pages for which proof reading is

done

No. of books/documents along with no. pages corrected and submitted to

OVA for authentication.

No. of books/documents along with no. pages authenticated

3. PRE-QUALIFICATION CRITERIA

a) The Bidder must be a firm/company registered under the Indian Companies Act,

1956. Copy of such certificate shall be enclosed as a proof. No Consortium bid

shall be allowed for this RFP.

b) Average annual turnover of the bidder for the last 3 financial years (FY 2014-15,

2015-16, 2016-17) ending on 31st March 2017 must be at least Rs.7Crore in the

IT Development &Data Digitization Services domain only. The Bidder shall submit

copies of audited Balance Sheets and Profit and Loss Accounts/ Annual Reports

of last three financial years (up to 31st Mar-2017).

Copies of Filed Audited Statements, IT Returns, and GST etc. are to be

submitted to corroborate this.

c) Bidder must have experience in the similar field of Web Based Data Digitization

(Data entry in Odia & Scanning/OCRing) Service in State Govt. /State PSU. The

Bidder must have implemented Data Digitization Service project with minimum

value of INR 40 Lakh (Rupees Forty Lakh) during last 3 year sending on 31st

March 2017.


11

d) The bidder shall submit Rs. 2,000 (Rupees Two Thousand only) only towards the

Cost of Tender document (non-Refundable) in form of DD from any Schedule

Bank favour of ODISHA COMPUTER APPLICATION CENTRE payable at

BHUBANESWAR.

e) The bidder shall submit Rs. 2,00,000 (Rupees Two Lakh only) towards the EMD

in form of DD from any scheduled Bank favour of ODISHA COMPUTER

APPLICATION CENTRE payable at BHUBANESWAR valid for 180 days from the

date of opening of technical bid.

f) The bidder must possess valid ISO 9001:2008 / ISO 9001:2015 certification.

g) The Bidder should not be under declaration of ineligibility for corrupt and

fraudulent practices / Poor Performance issued by Govt. of India/State

Governments/Court of Law. A declaration is to be submitted along with the bid.

h) The Company should have qualified and experienced IT professionals. Minimum

50 technical professionals must be on pay roll of the company as on 31st March

2017. The bidder should submit copy of EPF return statement/ self-attested

certificate by HR as documentary evidence.

***Necessary supporting documents on fulfillment of eligibility criteria should be

attached for authentication along with a signed copy of the Tender/RFP document to indicate acceptance of all terms and conditions set forth in the tender/RFP. Organizations failing to provide complete information on any of the requirements are liable to be rejected.

4. INSTRUCTION TO BIDDERS

4.1. Invitation of RFP

OCAC Bhubaneswar invites sealed RFP for Selection of Agency for Data

Digitization Services in Odia Virtual Academy (OVA). The bidder must have

necessary hardware and software for digitization work for data entry of

records/books in Unicode supported font Conversion through OCRing,

Scanning and Printing.

4.2. Submission of Bids

(i) There are two parts of Tender, namely, Pre-Qualification-cum-Technical bid

and Price bid. The Bidder shall submit 1(one) hard copy of each of the Pre-

Qualification-cum-Technical Bid and Price Bid after filling out all the parts of

Tender documents and place them in separate sealed envelopes which


12

should be super scribed as(a)" Pre-Qualification-cum-Technical Bid- RFP NO.

OCAC-TH-03/2018/ENQ/18044 and (b) "Price Bid- RFP NO. OCAC-TH-

03/2018/ENQ/18044. These envelopes should be placed in another sealed

envelope and addressed to OCAC Bhubaneswar. The envelope must show

the name of the bidder, address with contact no & email-id and should be

super scribed as “Selection of Agency for Data Digitization in Odia Virtual

Academy (OVA), RFP NO. OCAC-TH-03/2018/ENQ/18044, on the top of the

envelope. In addition, outer envelope should indicate tender opening date.

(ii) The Bid must be submitted in the form of printed document only. The bids

submitted by Telex, fax or email bids shall not be entertained.

(iii) Any condition put forth by the bidder non-conforming to the bid requirements

shall not be entertained and such bid shall be rejected.

(iv) The bid shall be submitted at the address:

General Manager, Odisha Computer Application Centre, OCAC

Building, N-1/7-D, Acharya Vihar Square, Bhubaneswar – 751 013.

Odisha.

4.3. Deadline for Submission of Bids

(i) Last date for Submission

The last date of submission of bids is 20/08/2018, 2.00 PM. In the event of the

specified date for the submission of Bids being declared a holiday for the OCAC,

the Bids will be received up to the prescribed time on the next working day.

(ii) Extension for Last date for Submission

The OCAC may, at own discretion, extend this deadline for submission of bids by

amending the bid document, in which case all rights and obligations of the OCAC

and Bidders previously subject to the deadline, will thereafter be subject to the

deadline as extended.

(iii) Late Bids

Any bid received by the OCAC after the prescribed deadline for submission of

bids will be summarily rejected and returned unopened to the Bidder. The OCAC

shall not be responsible for any postal delay or non-receipt / non-delivery of the

documents. No further correspondence on this subject will be entertained.


13

4.4. RFP Document Fee & EMD

A non-refundable demand draft of Rs. 2,000/- in favour of Odisha Computer

Application Centre payable at Bhubaneswar is to be submitted along with the Pre-

Qualification-cum-Technical bid towards the cost of the Tender document. Besides,

the EMD as indicated later at clause 4.12 (Bid Security Clause) must be enclosed

along with the Pre-Qualification-cum-Technical Bid document. Pre-Qualification-cum-

Technical bid document not accompanying the requisite Tender document fee and

EMD shall be considered as non-compliant and will be summarily rejected without

any consideration for further evaluation.

4.5. Language of Bids

The Bids prepared by the Bidder and all correspondence relating to the Bids

exchanged by the Bidder and the Purchaser, shall be written in the English

Language.

4.6. Bid Validity

Bids shall remain valid for 180 days after the date of bid opening prescribed by the

OCAC. The OCAC reserves the right to reject a bid with lesser validity period as

nonresponsive, without any correspondence.

4.7. Single Bid

In case of single bid response, the Purchaser reserves the right to consider the bid

as per OGFR guidelines.

4.8. Modifications & Withdrawal

The bid submitted may be withdrawn or resubmitted before the expiry of the last date

of submission by making a request in writing to the competent authority of Purchaser

to this effect. No Bidder shall be allowed to withdraw the bid after the deadline for

submission of bids.

4.9. Price

The Bidder shall quote price in clear terms. The rates quoted shall be per record of

successful work and should abide by the Format for Financial Bid described in Form

2. Prices quoted by the Bidder shall be fixed and no variation will be allowed under

any circumstances. No open-ended bid shall be entertained and the same is liable to

be rejected straightway.


14

4.10. Roles & Responsibilities

OVA/OCAC Roles & Responsibilities

The space for digitization work will be made available to the bidder at OCAC

by OVA/OCAC if required.

OVA/OCAC will provide the list of proof readers/ experts for proof reading.

Authentication will be done by the appointed proof reader of OVA/OCAC.

OVA/OCAC will provide the list of books to be digitized before the

commencement of work.

The OVA/OCAC will facilitate for collecting books from various sources.

Bidder’s Roles & Responsibilities

The bidder will digitize the books of ODIA VIRTUAL ACADEMY (OVA) by way

of data entry /scanning /OCRing.

The bidder must have necessary hardware and software for digitization work

which they will have to install and operate for data entry of books in Unicode

supported font, Conversion through OCRing, Scanning and Printing.

The bidder will digitize the books and other important contents available in

Govt. repository like Odia Bhasa Pratisthan, State Archive, and State

Museum etc.

Bidder needs to provide soft copy and hard copy of digitized content to OVA

for necessary scrutiny and approval.

The bidder will coordinate with the appointed proof readers by OVA/OCAC for

authenticating the digitized books.

The bidder will coordinate for correction of the digitized books after proof

reading.

The bidder will coordinate to upload the digitized books in EPUB (e-book file

format in OVA website).

Monthly Summary Report will be provided by the Bidder.

4.11. Other instructions

(i) The sealed tenders will be opened at OCAC Bhubaneswar as per the

schedule mentioned above in presence of the bidders or their authorized

representatives as may desire to be present.

(ii) Technically qualified bidders will be considered as successful bidders for

price bid opening.


15

(iii) Bids shall be fully in accordance with the requirements of the general terms

and conditions and the specifications attached hereto. Appropriate formats

furnished with this specification shall be used in quoting tender prices.

Incomplete, illegible, unsealed and without signature tenders will be rejected.

(iv) All offers should be made in English and clearly type written.

(v) Modification of specifications and extension of closing date of tender if

required will be made by an Addendum/Corrigendum. Copies of

Addenda/corrigendum will be uploaded in the website of OCAC (www.ocac.in,

www.odisha.gov.in) Bhubaneswar. This shall form a part of the tender.

(vi) The purchaser reserves the right to accept or reject any or all tenders without

assigning any reason whatsoever.

(vii) Bidders shall carefully examine the tender documents and the technical

specification and fully inform themselves as to all the conditions and matters,

which may in any way, affect the work or the cost thereof. Should a bidder

find discrepancies in or omissions from the specification or other documents,

or should there be any doubt as to their meaning, he should at once notify the

purchaser and obtain clarification in writing. This however does not entitle the

bidder to ask for time beyond the due date fixed for receipt of tenders.

(viii) Submitted tender forms with overwritten or erased or illegible rate or rates not

shown in figures and words in English will be liable for rejection. In case of

discrepancy between words and figures noted against the item of the tender

and between unit rates and the total amount, the decision of the competent

authority accepting the tender will be final and binding on the bidders.

Corrections in the tender, if unavoidable, should be made by rewriting with

date and initial of the bidder after scoring out of the wrong entries.

(ix) Request from the bidders in respect of additions, alterations, modifications,

corrections etc. of either terms or conditions or rates after opening of the

tender may not be considered.

(x) The bidder must submit all documents as asked in Annexure section.

(xi) The bidders should furnish the following information and documents with the

Pre-Qualification-cum-Technical and Price Bids.

A) Pre-Qualification-cum-Technical Bid: (Annexure T1 to T6)

a) Copy of the Registration certificate of the firm with organization profile.


16

b) Bidder should give an undertaking that they are not under a declaration of

ineligibility for corrupt and fraudulent practices issued by Govt. of India or any

state Government or any PSU.

c) Self-Declaration that the bidder hasn’t been blacklisted by any Govt. /PSU

agencies.

d) Authorization letter mentioning the authorized signatory for the bid from the

bidder.

e) Signed copy of the RFP document as an acceptance to the terms and

conditions of the tender.

f) PAN no. allotted by Income Tax Department with up-to-date IT returns, GST

Registration.

g) Similar Past Project Experience and proofs thereof

h) Project Approach and Methodology, Work plan, SOP

i) Manpower Proposed

j) Non-refundable RFP document fee

k) EMD as mentioned (Bid Security Clause)

B) Price Bid: (Please Refer Annexure)

(a) The bidder shall submit the Price Bid submission letter, as given in the Annex

P1.

(b) The rates quoted by the bidder, shall be inclusive of all Taxes as applicable in

Odisha with separate tax component, as given in the Annex P2.

(c) Price bid should be unconditional and it should be as per the specified format.

4.12. Bid Security (EMD)

(a) EMD of Rs. 2, 00,000 (Rupees Two Lakh only) shall be furnished along with

the Pre-Qualification-cum-Technical bid as bid security.

(b) The bid security shall be only in the form of Demand Draft drawn in favor of

ODISHA COMPUTER APPLICATION CENTRE payable at BHUBANESWAR

drawn in any nationalized/scheduled bank.

(c) The demand draft must be submitted along with Pre-Qualification-cum-

Technical bid. Bids submitted without bid security shall be rejected.


17

(d) The bid security shall be forfeited if a bidder withdraws its bid during the

period of bid validity.

(e) In case of a successful bidder the bid security may be forfeited if the bidder

fails to accept the Work Order or fails to furnish performance security after

accepting the Work/ Purchase Order.

4.13. Pre-Bid, Clarifications & Amendment to the Tender Document

4.13.1. Pre-Bid Meeting

a) A Pre-bid meeting will be held on the date and address mentioned in cover

page. The representatives (Maximum Two persons) of the interested

organizations may attend the pre-bid meeting at their own cost. The

prospective participants have to inform the OCAC Bhubaneswar, on the mail

id mentioned for attending the pre-bid meeting.

b) The purpose of the meeting is to provide bidders with information regarding

the Tender and the Solution, and to provide each bidder with an opportunity

to seek clarifications regarding any aspect of the Tender.

c) Request for clarifications from the bidders shall be received through email (in

the format specified below), at least two days before the last date of pre-bid

meeting. All requests shall be addressed to the OCAC Bhubaneswar.

d) Request for clarifications Format:

Company Name Person Name Designation, E-Mail, Contact Number

Page No Section Sub-Section Clarification Remarks

4.13.2. Clarifications & Amendment

a) At any time till 10 days before the deadline for submission of bids OCAC

Bhubaneswar may, for any reason, whether on own initiative or in response to

a clarification requested by a prospective Bidder, modify the bidding

document by amendment.

b) All amendments made in the document would be published in the website

www.ocac.in, www.odisha.gov.in.

c) Bidders are also advised to visit the aforementioned website on a regular

http://www.ocac.in/

http://www.odisha.gov.in/


18

basis for updates. OCAC also reserves the right to amend the dates

mentioned in cover page for the bid process.

5. EVALUATION CRITERIA

(i) The bidder who has complied with all the Pre-Qualification criteria will be

qualified for technical evaluation; Noncompliance of any one of the criteria by

the bidder will be liable for rejection.

(ii) The bidders who are shortlisted based upon Pre-Qualification criteria shall be

considered for technical evaluation. Invited to make a presentation on their

solution at OCAC, at their own cost. OCAC in its best interest reserves the

right to reject/modify the proposed solution.

(iii) The bidders who are qualified in the pre-qualification criteria shall be invited to

make a presentation at OCAC on a date, time and location notified by the

OCAC. The purpose of such presentations would be to allow the bidders to

present their Approach, Methodology, and plan for the Data Digitization

before the committee.

(iv) The Bidder shall be required to make a presentation on the following areas.

Similar Project Experience

Approach and Methodology

Work Plan

SOP

(v) Depending on the evaluation methodology each Technical Bid will be

assigned a technical score out of a maximum of 100 points as per Technical

Evaluation Criteria mentioned in the RFP.

(vi) The minimum absolute technical score to qualify in the technical evaluation is

70. OCAC’s decision in this regard shall be final & binding and no further

discussion will be held with the bidders whose bids are technically disqualified

/ rejected.

(vii) The bidder with highest technical bid (h1) will be awarded 100% score.

(viii) Technical Scores for other than H1 bidders will be evaluated using the

following formula:

Technical Score of a Bidder = {(Technical Bid score of the Bidder/ Technical Bid Score

of H1) X 100}% (Adjusted to two decimal places)


19

(ix) The commercial bids of only the technically qualified bidders will be opened

for further processing.

(x) The bidder with lowest financial bid (L1) will be awarded 100% score.

(xi) Financial Scores for other than L1 bidders will be evaluated using the

following formula:

Financial Score of a Bidder = {(Financial Bid of L1/Financial Bid of the Bidder) X 100}%

(Adjusted to two decimal places)

(xii) Only fixed price financial bids indicating total price for all the deliverables

and services specified in this bid document will be considered.

(xiii) The bid price will include of all taxes and levies and shall be in Indian Rupees.

(i) Technical Bid Evaluation Criteria are given below:

S. N Technical Evaluation

Criteria

Maximum

Score Score

Remark

s (if any)

1 Experience 45

1.1

Web Based IT Development &

Data Digitization Project

experience in Odia for Govt.

sector/ State PSU

25

>80 lakh = 25 marks

>60 lakh &< =80 lakh =

15 marks

>40 lakh&<=60 lakh=

10 marks

1.2 Relevant experience in Document

Management System 20

2 project =20 marks

1project = 10 marks

2 Technical Presentation 30

2.1

Similar Project Experience

Approach and Methodology

Work Plan & SOP

30

Each section shall carry 10 Marks at Max. Marks shall be awarded by committee

3 Quality 10

3.1 ISO 9001, ISO 27001, CMM L3or

above valid certifications 10

ISO 9001 =3marks ISO 27001 = 3 marks (additional) CMM L3 = 4 marks (additional)

4 Financial Health 15


20

4.1 Avg. Turnover in last three FY

(2014-15, 2015-16, 2016-17) 15

>7 Cr&<=12 Cr10 Marks

>12 Cr &<=15 Cr 13 Marks

>15Cr15 Marks

Total Score 100

Note: The bidder has to produce documentary evidence for awarding the marks. Technical

Presentation on above parameters must be submitted in both hard copy and soft copy (in CD-R) to be

submitted in time of Technical cum pre-qualification Bid.

5.1. Bid Evaluation

Bidders will be selected through Quality & Cost Based Selection (QCBS) Process.

5.1.1. Preliminary Scrutiny

Assessment of the eligibility criteria will be done to determine whether the

proposal submitted conforms to all mandatory criteria specified to merit further

evaluation.

Bids not conforming to such preliminary requirements will be prima facie

rejected.

5.1.2. Evaluation of Technical Bid

Criteria for evaluation of technical bids have been specified in clause 2.5of this

document.

All the bidders who secure a Technical Score of 70% or more will be declared as

technically qualified.

The bidder with highest technical bid (h1) will be awarded 100% score.

Technical Scores for other than H1 bidders will be evaluated using the following

formula: Technical Score of a Bidder =

{(Technical Bid score of the Bidder/ Technical Bid Score of H1) X 100}%


The commercial bid of only the technically qualified bidders will be opened for

further processing.


21

5.1.3. Evaluation of Financial Bid

The Financial Bids of the technically qualified bidders will be opened on a the

prescribed date in the presence of bidder representatives

The bidder with lowest financial bid (L1) will be awarded 100% score.

Financial Scores for other than L1 bidders will be evaluated using the following

formula: Financial Score of a Bidder =

{(Financial Bid of L1/Financial Bid of the Bidder) X 100}%


Only fixed price financial bids indicating total price for all the deliverables and

services specified in this bid document will be considered.

The bid price will include of all taxes and levies and shall be in Indian Rupees.

Errors & Rectification:

i. if there is a discrepancy between the unit price and the total price that is

obtained by multiplying the unit price and quantity, the unit price shall

prevail and the total price shall be corrected, unless in the opinion of the

tendering authority there is an obvious misplacement of the decimal point

in the unit price, in which case the total price as quoted shall govern and

the unit price shall be corrected;

ii. if there is an error in a total corresponding to the addition or subtraction of

subtotals, the subtotals shall prevail and the total shall be corrected; and

iii. if there is a discrepancy between words and figures, the amount in words

shall prevail, unless the amount expressed in words is related to an

arithmetic error, in which case the amount in figures shall prevail subject to

(i) and (ii) above.

5.1.4. Combined Evaluation of Technical & Financial Bids

The technical and financial scores secured by each bidder will be added using

weightage of 70% (T) and 30% (F) respectively to compute a Composite Bid Score.

The bidder securing the highest Composite Bid Score will be adjudicated as the Best


22

Value Bidder for award of the Project.

In the event the bid composite bid scores are „tied‟, the bidder securing the highest

technical score will be adjudicated as the Best Value Bidder for award of the Project.

Composite score of the Bidders for the bid shall be worked out as under:

Bidder Technical

Score

Financial

Score

Weighted

Technical

Score(70% of B)

Weighted

Financial

Score(30% of C)

Composite

Score(F=D+

E)

A B C D E F

6. GENERAL TERMS & CONDITIONS

6.1. Purchaser

Odisha Computer Application Centre (OCAC), OCAC Building, Plot No.-N-1/7-D,

Acharya Vihar Square, RRL Post Office, Bhubaneswar-751013.

6.2. Contract Period

Contract period will be for 3 years from the date of Letter of work order which may

further be extended by another 2 years based on the requirement & performance of

selected agency on mutual agreed terms. However, initially the selected bidder

should carry out the data digitization of approximately 3000 Odia books within 12

months in First Phase. The selected agency must complete the work within this

period. However, if the work is not completed within this period due to reasons

beyond the control of the selected agency, OCAC/OVA, the contract period may be

extended based on the performance of the selected agency as well as mutually

agreed terms. The selected agency will not escalate the cost of executing the work

during contract period.

6.3. Performance Bank Guarantee

The bidder shall furnish a Performance Bank Guarantee (PBG) for 10% (ten

percent) of the contract price (excluding statutory tax) within 15 days of issue of

Work Order. The PBG must be from the scheduled bank in India. This Performance

Bank Guarantee (PBG) shall remain valid for 60 days beyond the entire contractual


23

obligation. Failure of submission PBG within the specified time period may lead to

cancellation of the Work Order with forfeiture of EMD.

In the event of the bidder being unable to perform as per the terms of contract for

whatever reason, OCAC would invoke the PBG. Notwithstanding and without

prejudice to any rights whatsoever of the tendering authority under the contract in

the matter, the proceeds of the PBG shall be payable to OCAC as compensation for

any loss resulting from the bidder’s failure to perform/ comply with its obligations

under the contract. OCAC shall notify the bidder, in writing, of the exercise of its

right to receive such compensation indicating the contractual obligation(s) for which

the bidder is in default and the bidder will have to pay it within 14 days of the notice

date. The decision of OCAC in this respect will be final.

The PBG may be forfeited if the tendering authority/buyer determines at any time

that representatives of the bidder were found engaged in corrupt, fraudulent,

collusive or coercive practices during the execution of that contract.

6.4. Cost of IT Infrastructure/Manpower Resources to be deployed under the

work

The selected agency will deploy all the IT Infrastructure/Manpower Resources as

per the scope of work of this RFP under this contract at its own cost if required.

Besides, OCAC or OVA will not bear any cost for repair of hardware deployed by

the selected agency for doing this work in case any equipment goes out of order.

The selected agency shall repair/replace such equipment at its own cost

immediately.

6.5. Cost towards out of pocket expenses incurred by selected agency for

executing the work

OCAC or OVA will not bear any out-of-pocket expenses, such as, travels,

transportations, accidents, damages etc. incurred by the selected agency during

execution of the work.

6.6. Signing of Contract

The successful bidder has to sign an agreement on non-judicial stamp paper which

shall contain clauses relating to the contractual terms to liquidated damages on

account of delays, errors, cost and time over-run etc.


24

In case the bidder fails to execute the contract, OCAC shall have liberty to get it

done through any other agency with full cost recoverable from the bidder in addition

to damages and penalty.

6.7. Terms of Payment

6.7.1. Payment Milestone

S.N Milestone Billing Cycle

Payment in (%) Deliverables

1

Numbers of books Digitized fully in a month (including data entry, proof reading, correction and authenticated by OVA).(Authentication by OVA means authentication by certified proof readers appointed by OVA)

Monthly basis

90% payment of the actual cost of digitization Towards books.

Soft Copy and hardcopy of digitized books.

Authentication of the digitized contents by OVA.

Other deliverables as applicable stated in Scope of Work

2

Numbers of books Digitized fully in a month through OCR (including, proof reading, correction and authenticated by OVA)

Monthly basis

90% payment of the actual cost of digitization towards books.

Soft Copy and hardcopy of digitized books.

Authentication of the digitized contents by OVA.

Other deliverables as applicable stated in Scope of Work

3 Final Printing & Scanning activity

Monthly basis

90% payment on monthly basis, as per actual.

On submission of Proof of document scanned & printed in the month.

4 Balance 10% will be released in the next month after every quarter on completion of the work subject to condition that the firm has completed the work of that quarter in time. Otherwise, 10 % will be withheld as penalty.

6.7.2. Other terms of payment

(i) All payments shall be subject to current applicable statutory taxes.

(ii) Payment will be made in INR subject submission of necessary invoices and

deliverables.

(iii) The Bidder shall specify the Branch/ Location from which they will raise the

bill/invoice and in whose favour payment will be released

(iv) A10 % upward revision in the finalized rates will be admissible after the period of


25

contract i.e. 3 years based on the condition if the contract is further extended to

another 2 years.

6.8. Penalty for Delay in Completion of Contract

The selected agency is expected to complete the work as per timeline. In case, the

Selected Agency fails to complete the work within the prescribed timeline, 10% of the

cost of left out work will be deducted from the dues of the agency. Cost of the left out

work shall be calculated on the basis of the cost quoted by the agency towards data

entry/proof reading in the price bid.

6.9. Termination of Contract

6.9.1. Termination for Default

The OCAC may, without prejudice, to any other remedy for breach of contract, by

written notice of default sent to the qualified Bidder, terminate the contract in whole or

in part if:

The qualified Bidder fails to deliver any or all of the obligations within the time

period(s) specified in the contract or any extension thereof granted by the OCAC.

The qualified Bidder fails to perform any other obligation(s) under the contract.

However, the disputes if any may be referred to Arbitration.

6.9.2. Termination for Insolvency, Dissolution etc.

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

qualified Bidder without compensation to the qualified Bidder, if the qualified Bidder

becomes bankrupt or otherwise insolvent or in case of dissolution of firm or winding

up of company, provided that such termination will not prejudice or effect any right of

action or remedy which has accrued thereafter to the OCAC.

6.10. Force Majeure Condition

If the execution of the contract is delayed beyond the period stipulated in the

services as result of outbreak of hostilities, declaration of an embargo or blockade of

fire, flood, acts of God, then Purchaser may allow such additional time by extending

the time frame as considered to be justified by the circumstances of the case and its

decision will be final. If additional time is granted by the Purchaser, the supply order

shall be read and understood as if it had contained from its inception the execution

date as extended.


26

6.11. Indemnity

The bidder shall indemnify& defend the Purchaser and their officers, employees,

successors and assigns harmless from and against any and all losses arising from

personal injury or claims by third parties pursuant to this agreement, including but

not limited to any equipment, software, information, methods of operation or other

intellectual property (or the access, use or other rights thereto) provided.

6.12. Alteration/Modification of Quantity

The purchaser reserves the right either to reject or accept any or all tenders. The

purchaser has exclusive right to alter the quantities of materials at the time of placing

the final purchase order. The type and quantity of items indicated in the tender are

provisional and may change as per the actual requirement. After placing the

purchase order, the purchaser may order to defer the delivery of the material. It may

be clearly understood by the bidders that the purchaser need not assign any reason

for the above action.

6.13. Ownership, Audit and Patent Rights

a) Digitization of Data, deployment of resources, content etc. and all technical

documents/manuals/ records shall be in favour of the OCAC and shall be

submitted to the OCAC before final payment.

b) The entire development and digitization under this contract shall be the property

item of OCAC /Govt. of Odisha. E & IT Department, Government of Odisha will

hold the Intellectual Property Rights (IPR) for the digitized data including

documentations, which will be delivered in totality before end of each release.

The vendor shall indemnify the purchaser against all claims, actions, suits and

proceedings for the infringement or alleged infringement of any patent, design or

copy write protected either in the country of origin or in India by use of any equipment

supplied by the vendor claims if made on the purchaser, shall be notified to the

vendor of the same and the vendor shall at his own expense either settled such

dispute or conduct any litigation that may arise there from.

6.14. Jurisdiction of High Court of Odisha

Suites, if any arising out of the contract shall be filed by either party in a court of Law

to which the jurisdiction of the High Court of Odisha extends.


27

6.15. Confidentiality

The Bidder shall not, and without the Purchaser prior written consent, disclose

the contract or any provision thereof, or any specification, plan, drawing, pattern,

sample or information furnished by or on behalf of the Purchaser in connection

therewith to any person other than a person employed by the Bidder in the

performance of the contract. Disclosure to any such employed person shall be

made in confidence and shall extend only as far as may be necessary for

purposes of such performance.

The Bidder shall not without the Purchaser prior written consent, make use of any

document or information.

Any document other than the contract itself shall remain the property of the

Purchaser and shall be returned (in all copies) to the Purchaser on completion of

the Bidder’s performance under the contract if so required by the Purchaser.

6.16. Obligation to Carry out Purchaser's Instructions

The Bidder shall also satisfy the purchaser or this inspector that adequate

provision has been made to carry out his instructions fully and with prompt

attitude.

6.17. Dispute Resolution

Any dispute or difference, whatsoever, arising between the parties to this agreement

arising out of or in relation to this agreement shall be amicably resolved by the

Parties through mutual consultation, in good faith and using their best endeavors.

Parties, on mutual consent, may refer a dispute to a competent individual or body or

institution or a committee of experts appointed by OCAC (Tendering Authority) for

such purpose and abide by the decisions thereon.

On non-settlement of the dispute, same shall be referred to the

Principal/Commissioner-cum- Secretary to Government, E & IT Department,

Government of Odisha for his decision and the same shall be binding on all parties,

unless either party makes a reference to arbitration proceedings, within sixty days of

such decision.

Such arbitration shall be governed in all respects by the provision of the Arbitration

and Conciliation Act, 1996 or later and the rules framed there under and any

statutory modification or re-enactment thereof. The arbitration proceeding shall be

held in Bhubaneswar, Odisha.


28

6.18. Final Authority

The final authority for payments will be the consignee except otherwise specifically

stated and if the vendor/supplier desires to appeal against any matter he shall appeal

to Chief Executive Officer, Odisha Computer Application Centre, OCAC Building, N-

1/7-D, Acharya Vihar Square, Bhubaneswar – 751 013 Odisha.

6.19. The rights of OCAC to accept or reject any or all Bids

OCAC reserves the right to accept or reject any or all bid (s) or to annul the bidding

process at any time prior to award of contract, without thereby incurring any liability to

the affected Bidder (s) or any obligation to inform the affected Bidder (s) of the grounds

for the OCAC’s action.

The acceptance of the RFP response will rest with the OCAC, which does not bind

itself to accept any specific bid and reserves the right to reject any or all the tenders

received, without assigning any reason. All bids in which any of the prescribed

conditions are not fulfilled or are incomplete in any respect are liable to be rejected.

Canvassing about this RFP is strictly prohibited and the proposal responses submitted

by the Bidders, who may resort to canvassing, will be liable to rejection.


29

7. ANNEXURE(S)

a. Annexure (T1): General Information

1. Name of the Company/Firm/Agency

2. Year Established

3. Address of Registered office

4. Address of Head Quarter

5. Telephone No (business)

6. Fax No (business)

7. Email Address (business)

8. Website

9. Name of the Managing Director/CEO

10. PAN No

11. Goods Service Tax Regd. No

12. No of full time personnel (Technical in the Similar Domain) currently under employment

13. No. of years of proven experience of providing similar services(Refer: Sec-8.3 of the RFP)

14. Quality Certification (ISO, CMMi.etc) (Refer: Sec-2 of the RFP)

15. Annual turnover Audited Annual Turnover in last three years(Refer: Sec-2 of the RFP)

Annual turnover of the in Rs.

FY Turnover (Rs.)

2014-15

2015-16

2016-17

Signature of the Bidder Date: Place:

Company Seal


30

b. Annexure (T2): Self Declaration

Date : _________________________

Ref : _________________________

To

GENERAL MANAGER (ADMN) ODISHA COMPUTER APPLICATION CENTER OCAC BUILDING, PLOT NO. N1/7-D, RRL POST OFFICE, BHUBANESWAR-751 013

In response to the RFP No. OCAC-TH-03/2018/ENQ/18044, Dt: 16/07/2018, Ms. /Mr.

_____________________, as a ________________________, I / We hereby declare that

our company _____________________________is having unblemished past record and

was not declare ineligible for corrupt & fraudulent practices either indefinitely or for a

particular period of time.

Signature of witness Signature of the Bidder Date: Date: Place: Place:

Company Seal


31

c. Annexure (T3): Acceptance of Terms & Conditions Contained in the Tender Documents

To


Sir,

I have carefully gone through the Terms & Conditions contained in the Tender (RFP)

No. OCAC-TH-03/2018/ENQ/18044, regarding RFP Name < Selection of Agency for Data

Digitization in Odia Virtual Academy (OVA)>.

I declare that all the provisions of this RFP Document are acceptable to my

company. I further certify that I am an authorized signatory of my company and am,

therefore, competent to make this declaration.


Company Seal


32

d. Annexure (T4): Self Declaration

Date : _________________________

Ref : _________________________

To


In response to the RFP No. OCAC-TH-03/2018/ENQ/18044, Ms./Mr.

_____________________, as a ________________________, I / We hereby declare that

our company _____________________________is having unblemished past record and

have not been declared blacklisted by any Central/State Government/PSU institution and

there has been no pending litigation with any government department on account of similar

services.

I/We further declare that our company has not defaulted in executing any Government order

in the past.


Company Seal


33

e. Annexure (T5): Representative Authorization Letter

Date : _________________________

Ref : _________________________

To


Ms. /Mr. ___________________ is hereby authorized to sign relevant documents on behalf

of the company in dealing with invitation reference No. OCAC-TH-03/2018/ENQ/18044, Dt:

16/07/2018.

She /He is also authorized to attend meetings & submit technical & commercial information

as may be required by you in the course of processing above said application.

Thanking you,

Authorised Signatory

_____________________________

Representative Signature

_____________________________

Signature attested


34

Company Seal

f. Annexure (T6): Past Project Experience

SL. No

Name of Client, Contact Person, Telephone No,

Mobile No, e-Mail, Physical Address

Name of Project

Project Start Date and End Date, Brief of

Project

Project Cost

Status (Complete/

In Progress/

Delay)

Note: The information provided in the above table must supported by copies of relevant work order and completion certificate.

Signature of witness Signature of the Bidder

Date: Date:

Place: Place:

Company Seal


35

g. Annexure (T7): Compliance Check List

RFP No: OCAC-TH-03/2018/ENQ/18044, Date: 16/07/2018

Please check whether following have been enclosed.

Sl.

No Enclosure description

Enclosed

(Y/N)

Annexure/Attachment

/ Page No./ Envelop

No. of the enclosure

1. Copy of Certificate of Incorporation of Company or

Registration Firm

2. Copy Goods Service Tax Registration Certificate,

Copy of PAN allotted

3.

Copies of Annual audited accounts statements (P&L

and Balance Sheets FY 2014-15, 2015-16, 2016-

17certified by a Chartered Accountant

4. ISO 9001:2008 / ISO 9001:2015

5. General Information (Annex-T1)

6.

Self Declaration that the bidder hasn’t been black

listed / performance issues by any Govt./PSU

(Annex-T2, T4)

7. Acceptance of Terms & Conditions Contained In The

Tender Document (Annex-T3)

8. Representative Authorization Letter (Annex-T5)

9. Project Experience (Annex-T6)

10. EMD, RFP Document Fee

Signature of the Bidder

Date:

Place:

Company Seal


36

h. Annexure (P1): Price Bid Submission Form

(To be submitted on the Letterhead of the responding Company)

[Location, Date]

To


Ref: RFP no OCAC-TH-03/2018/ENQ/18044 dated <16/07/2018>

Subject: Submission of proposal in response to the tender for “Selection of Agency for Data

Digitization in Odia Virtual Academy (OVA)”.

Dear Sir,

We, the undersigned, offer to provide the services for <Insert title of assignment>

in accordance with your Tender dated <Insert Date> and our Technical Proposal. Our

attached Financial Proposal for the sum of <Insert amount(s) in words and figures>. This

amount is inclusive of taxes as listed at Annexure P2 (Summary of Costs for each category)

attached.

Our Financial Proposal shall be binding upon us subject to the modifications resulting from

Contract negotiations, up to expiration of the validity period of the Proposal.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

i. Annexure (P): Price Bid

SN Description Per Page in Rs. [normalized cost considering A4]

Taxes Applicable

Total Cost

1. Data entry of pages in Unicode Standards and proof reading

2. Digitization of pages through OCR technology.

3. Final Scanning

4. Final Printing after Proof reading

5 Photocopy

A. Total (1+2+3+4+5)

Amount in Words:

Signature & seal of the Bidder/supplier.