short term open tender notice - hpforest.nic.in
TRANSCRIPT
No. Ft. IT/Nursery Management Software/Vol-I Forest Department Himachal Pradesh
SHORT TERM OPEN TENDER NOTICE
HP Forest Department invites sealed quotations from the Companies/Firms for Design and Development of Web/Mobile App for .Forest Online Nursery Management system for HP Forest Department. The Sealed bids must be submitted latest by 29
th
December 2021 in the office of DFO (IT), O/o Pr.CCF, HP Talland Shimla up to 5.00 PM. The Technical Bids will be opened on 30th December 2021 at 11.00AM in the Conference Hall O/o Pr.CCF, HP Talland Shimla. Each bidders need to present for 10 minutes technical power point presentation to the technical Committee of HP Forest Department. The Technical Committee will open the technical Bids and give decision thereof.The Financial Bids will simultaneously be open on 30th December, 2021.
Detailed tender document is available on Departmental website of HP Forest Department. DFO (IT) reserves the right to reject any/all bids without assigning any reason.
Divisi:~o:e~t Officer, (IT/MIS/GIS),
HP Forest Department, Talland, SHIMLA-171001 (HP)
Tender Document
for
Design & Development of Web/Mobile based application for Online
FOREST NURSERY MANAGEMENT SYSTEM
Divisional Forest Officer (IT/MIS/GIS),
O/o PCCF (HoFF), Talland,
Shimla -171001
Tel: 0177-2623541
Email: [email protected] Website: www.hpforest.nic.in
IT Lab, HP Forest Department
Forest Nursery Management System
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SHORT TERM OPEN TENDER NOTICE
HP Forest Department invites sealed quotations from the Companies/Firms for design and
development of Web/Mobile App for Forest Online Nursery Management system for HP Forest
Department. Sealed bids must be submitted latest by 29th
December 2021 up to 5:00 PM at below
mentioned address. DFO (IT) reserves the right to reject any/all bids without assigning any reason.
Sd./-
Divisional Forest Officer, (IT/MIS/GIS),
HP Forest Department,
Talland, SHIMLA-171001 (HP)
IT Lab, HP Forest Department
Forest Nursery Management System
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Important Dates and Information
Cost of Tender (Nil)
Earnest Money Deposit Rs 20,000/-
Tender submission date and time 29th
December 2021up to 5:00 PM
Tender Opening Date and Time 30th
December 2021up to 11:00 AM
Date and Time of Opening of Technical Bid 30th
December 2021up to 11:30 AM
Date and Time of Opening of Financial Bid 30th
December 2021up to 12:15 PM
IT Lab, HP Forest Department
Forest Nursery Management System
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Introduction to HPFD
Himachal Pradesh is one of the largest states of the Indian Himalayan region. It is located between 28°
to 33° N and 75° to 79° E. Of the State‟s total geographical area of 55673 km2, approximately 37033
km2 is recorded as „forest‟ with 14679 km2 under effective tree cover. The responsibility of
administering the State‟s forest land vests with the Himachal Pradesh Forest Department (HPFD).
These forests play a vital role in preserving the fragile Himalayan ecosystem besides being a primary
livelihood source for the rural population and prime source of fresh water for both urban and rural
populations. In addition to maintaining the State‟s environmental, ecological and economic-well-
being, the influence of these forests also transcends well beyond the State boundaries, significantly
impacting on the ecology and economy of the Indo-Gangetic plains. These forests also provide
essential services such as food, fuel wood, fodder, timber and raw material for forest based industries.
In addition, the forests of the State contribute about 8% to the State GDP, even though the focus over
the years has shifted from revenue generation to conservation.
NEED FOR INFORMATION AND COMMUNICATION TECHNOLOGIES
It has increasingly been felt that the forestry sector in the State cannot continue to do forest
management in traditional manner due to the pressure of development and impact by the course of
events in other sectors. HPFD is today at crossroads in terms of meeting the twin goals of conservation
and development. This demands that a multiplicity of factors and dimensions be considered in
strategic, tactical and operational decision-making. There is thus a premium on the adoption and usage
of Information and Communication Technologies (ICT) towards better management and conservation
of the forest and wildlife resources of the state, besides bringing about better levels of internal
efficiencies and effectiveness in the working of the Himachal Pradesh Forest Department.
ICT must be constructively used in the preparation of long-term plans for the department (for both
forestry and wildlife areas), keeping a record of plantations and their development, Joint and
Community Forest Management initiatives, forest inventory management and estimating the growing
stock in the state, tracking forest offences in the state, facilitating production and sale/disposal of
forest produce (including Non-Timber Forest Produce) and generally help in the planning, execution,
monitoring and evaluation of projects and programmes being taken up in the state.
In addition to the above, ICT must also be decisively used to bring about better levels of internal
efficiencies and effectiveness through process re-engineering and ICT-enablement of all internal
processes of the department.
IT Lab, HP Forest Department
Forest Nursery Management System
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PART „A‟
SCOPE OF WORK FOR DESIGN AND DEVELOPMENT OF WEB/MOBILE APP
PURPOSE OF THE DOCUMENT
The “Forest Nursery Management System” aims to incorporate all the Nursery practices of Himachal
Pradesh Forest Department into single citizen centric Nursery software which will provide the entire
consolidated information of all the nurseries of the state to the citizens on the click of a mouse. The
software will not only bring the information of all the nurseries of the state on a digitized platform but
will also be a citizen centric platform from where the citizens can easily access this entire nursery
information. The digitization of the nursery data of the state will hence strengthen the real time
monitoring of the Nurseries as well as the Nursery management of the department. However, it is
pertinent to mention here that no real time information for nurseries is presently available in the
department and it is only the half yearly nursery returns which are uploaded on integrated Forest
Management System (iFMS) software.
SCOPE OF DOCUMENT
Since, the iFMS does not allow citizen access to the nurseries of the department hence the main scope
of this work will be to bring the digitized nursery details on a citizen centric window from when the
common man can access the nursery information like :
Location wise detail of total nurseries in the state.
Nearest nursery.
Motorable distance to this nursery.
Species wise plantable stock available.
Schemes under which this plantable stock can be accessed.
Details of species wise plantable stock like the age, height, collar diameter of the saplings.
Contact details of the Nursery In charge, etc.
Forest Nursery Management System
Web
Interface
Citizen Centric Dashboard
Mobile App
Departmental Interface
IT Lab, HP Forest Department
Forest Nursery Management System
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FEATURES OF THE PROPOSED SYSTEM:
The proposed system will be developed into a web/ mobile based application. The web interface will
capture the data for the nursery at Range level and reports will be generated at Division/
Circle/Headquarter level. The citizen dashboard will be available in mobile based application for
citizens to check out the nearest nursery through google map with the detail of availability of plantable
species wise stock. This system automatically checks the germination percentage of the plants/seeds.
Nursery Management System will have the following modules:
1. Nursery Master Entry:
Nursery Master Entry will capture all the necessary information regarding Nursery with GPS
Coordinates (Lat. & Long.)
2. Species Master:
Species Master Entry form will capture the Name of Species with Botanical Name to be used
in Nursery Register Form.
3. Nursery Register Entry:
Nursery Register Entry form will capture the data from Field staff about the total number of
Plants available in the Nursery species wise.
4. Nursery Disposal :
Nursery Disposal form will collect all the information about the plants being disposed from
the Nursery
5. Percentage of Seeds Germinated :
Nursery Seed Germination form will collect the information about the percentage of total
survival of seeds sown in the Nursery.
6. Nursery Expenditure Form :
Nursery Expenditure Form will capture the total expenditure incurred in the activities carried
out in the nursery till date.
IT Lab, HP Forest Department
Forest Nursery Management System
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FLOW CHART
Nursery Register Entry at
Forest Range Office Level
Start
Disposal of Stocks
(Nursery wise)
Web Interface Mobile App
Nursery Master Entry Form Species Master Entry Form
Departmental Login
Monthly Activity Entry Form
(Nursery wise)
Availability
of Stocks
(Species
wise, Age
wise)
Nursery In-charge
Details with
Mobile Number
Location of
Nursery
Various Reports at Division/Circle/Headquarter/ Public Dashboard
End
Departmental Interface Citizen Interface
IT Lab, HP Forest Department
Forest Nursery Management System
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TECHNOLOGY AND REQUIREMENTS
The Forest Nursery Management System has a Web Portal and Mobile app where the
Departmental users will interact with the system. The Forest Nursery Management System will
supports the two most recent versions of Internet Explorer, the current version of Firefox and
Chrome browsers, Safari for iPad and Chrome for Android tablets, and follows standard web
application conventions.
The mobile app will be designed for both Android and I phone smart phones.
Web Portal
The programming language used to develop the the Forest Nursery Management website will be:
ASP.NET (with latest Framework) and Database used for this application will be Microsoft SQL
Server 2019 (Latest Version Available). Web Portal will be developed and customized on user
friendly content management system (CMS) with workflow based on needs that will allow full
control of the portal and updates. The Forest nursery Management will be designed and developed
in two language versions (English and Hindi). Also the MS- SQL database structure will be
organized in such a way to support the content of the language versions for all information
on the portal. The module will be designed and developed for easy access to all users.
Website will be developed in easily maintainable and effective code and using proven, best
practice, coding languages.
App Communication with Web portal
A mobile app installed on a mobile device is continuously/ asynchronously in touch with its
web portal of Forest Nursery Management System for exchange of data. This communication
is achieved by a set of protocols and pre-hosted web services on the web portal.
Mobile
Device
Internet
Forest
Nursery
Management
System
Web
Services
(API)
Web Portal
Databases
User Internet
Front End
Web
Interface
Backend
Database
MS Sql
Server
IT Lab, HP Forest Department
Forest Nursery Management System
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TECHNOLOGY AND SERVER REQUIREMENTS
App will be developed on native platform and no hybrid platform should be used
Mobile App development will be in English to have ease in understanding forestry being a
highly technical subject.
API‟s integration will be done with all modules of web portal
The Mobile app will be lived on Google Play store and App store.
USER INTERFACE
• All icons will be crisp, clean, and distinguishable and should be as per guidelines of
mobile application platform.
• All buttons and objects will be reactive to touch and work as intended.
• All functions will stay within the mobile platform boundaries.
• All data will be easily viewable on different Mobile platform matrix.
MOBILE PLATFORM
S.
No
Platform
Support(OS)
OS Version Display
Orientation
Display Support
1 Android/iOS 2.3 and Above , iOS
5.0 and above
(latest Version
available)
Portrait or
landscape
both
Small (426dp x 320dp)
Normal (470dp x 320dp)
Large (640dp x 480dp)
X-Large(960dp x 720dp)
IT Lab, HP Forest Department
Forest Nursery Management System
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WIREFRAME FOR THE PROPOSED SYSTEM:
1. Nursery Master Entry : System will capture the below details of Nursery at Range Level:
Range*
Select
Beat*
Name of Nursery*
Area in ha*
Status*
Altitude*
Latitude*
Longitude*
Name of In charge:*
Contact
Number:*
Name of Road*
Distance from
Road (in KM)*
Water Storage Tank
Capacity In Ltr.
Vermi-Compost Pit
Dimensions in
Meter
Soil for Plants
in Meter3
Polyhouse
Size
Root Trainers
Number of Root
Trainers
Mali Hut
Irrigation
Manually
Irrigation Through Pipe
Sprinkler
Fencing
Approach Road
Power Supply
Range will be auto bind from the login
2. Species Master: Species master will store the type of Species Category (Broad Leave,
Conifers, Medicinal Plants and Bio- Engineering from drop-down) with Name of Species and
Botanical Name.
Species Category:*
Common Name:*
Botanical Name:*
Save
Reset
IT Lab, HP Forest Department
Forest Nursery Management System
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3. Nursery Register Entry : Nursery register entry will be done at Range level will below details :
Name of Nursery:* Select
Area in ha* Auto fetch
Date of Entry:* Calender
Beat: Auto fetch
Block: Auto fetch
Range: Auto fetch
Division: Auto fetch
Circle: Auto fetch
Sr.n
o
Species Name Are
a
in
Ha
Siz
e
of
Pol
y
Ba
g
Mont
h/
Year
of
Sowin
g/
Shifti
ng
Upto
0 to 3
Mont
hs
(in
Nos)
Upto
3 to 6
Mont
hs
(in
Nos)
Upto
6 to 9
Mont
hs
(in
Nos)
Abo
ve 2
Year
s
(in
Nos)
Tot
al
Plantable
stock
Common
Name
Botanical
Name
Norm
al
Ta
ll
Drop Dow n
Species Mstr
Mortality
Percentage
Reason for Mortality
Drop Dow n
Reason for mortality will have the dropdown with Drought, Insect & Disease
Proceed For Entry
Save
Auto Shifting of stocks numbers on 4th
Months to next 3
to 6 months and so on to next level.
Editing features will be given at Range level to calculate
the Mortality Percentage of plants. If Mortality is less
than 80% next dialogue box with Mortality percentage
and Reason for Mortality will open.
3 Months difference of
plants will be calculated
in Nursery Register from
0-3 Months upto 2 Years.
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Forest Nursery Management System
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4. Nursery Disposal form: Nursery Disposal form will collect all the information about the plants being
disposed from the Nursery. The entries will be done at at Range level will below details :
Name of Nursery:* Select
Area in ha Auto fetch
Date of Entry:* Calender
Beat: Auto fetch
Block: Auto fetch
Range: Auto fetch
Division: Auto fetch
Circle: Auto fetch
Sr.N
o.
Species Name
Plants Available in Nursery
(in Nos)
Plants Disposed
from Nursery (in
Nos)
Upto
0 to
3
Mont
hs
(in
Nos)
Upto
3 to 6
Mont
hs
(in
Nos)
Upto
6 to 9
Mont
hs
(in
Nos)
and so
on upto
2years
with 3
Months
gap
Upt
o
0
to 3
Mo
nth
s
(in
Nos
)
Upto
3 to 6
Mont
hs
(in
Nos)
Upto
6 to 9
Mont
hs
(in
Nos)
and so
on
upto
2years
with 3
Month
s gap
Tot
al
Common
Name
Botanical
Name
Drop Dow n
Species Mstr
Name of Agency
Date of Disposal
Revenue Generated If Yes
Yes No
Nos of
Plants
Cost per
plant
Total
Revenue
Drop Dow n
Calender
Auto
Proceed For Entry
Save
IT Lab, HP Forest Department
Forest Nursery Management System
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Name of Agencies will be put in Drop Down list. If name of Agency will be for plantation mode
from dropdown list then the other label with Area in hac and species wise plantation numbers
entries will be allowed for entering plantation data.
5. Percentage of Seeds Germinated: Nursery Seed Germination form will collect the
information about the percentage of total survival of seeds sown in the Nursery with below
details:
Name of Nursery:* Select
Area in ha* Auto fetch
Date of Entry:* Calender
Beat: Auto fetch
Block: Auto fetch
Range: Auto fetch
Division: Auto fetch
Circle: Auto fetch
6. Nursery Expenditure Form: Nursery Expenditure Form will capture the total expenditure
incurred in the activities carried out in the nursery till date. The entries will be done at Range
office
Name of Nursery:* Select
Area in ha* Auto fetch
Date of Entry:* Calender
Beat: Auto fetch
Block: Auto fetch
Range: Auto fetch
Division: Auto fetch
Circle: Auto fetch
Sr.no Species Name Total Number of Seeds Germinated Germination
%
(A/B*100) Common
Name
Botanical
Name
Source from
where Seeds
taken
Total
Nos. of
seeds
sown
(A)
No.s of
Seeds
Germinated
(B)
Drop Dow n
Species Mstr
Drop Dow n
Auto
calculated
Proceed For Entry
Proceed For Entry
Save
IT Lab, HP Forest Department
Forest Nursery Management System
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Sr.No. Date of Entry Nature of
work
Rate Qty
(in Kg,
M3,M
2
,M)
Amount Reference
(M/Roll/Bill
Voucher)
Total
Calender
Reports: Various kinds of report will be generated from the system. Some of the reports are as
given below:
Nursery Stock Return
Nursery Stock Position
Total Expenditure Report Nursery wise
Consolidated Nursery report
Nursery Disposal report
MOBILE APP FOR FOREST NURSERY MANAGEMENT SYSTEM :
The mobile app for Forest Nursery Management system will be divided in two parts:
Departmental Interface
Citizen Centric Interface
Departmental Mobile App Interface :
The Departmental mobile app will use the same interface as used in web. By integration of API‟s
same logins will be used for mobile app for entering of Nursery Register data at Range Office level
and for reporting purposes at Division/Circle and Headquarter. By using mobile app, Field officers can
report the data pertaining to their nursery from his/her Smartphone only. They don‟t need to visit at
range offices for reporting purposes.
Citizen Centric Mobile App Interface :
All the reports will be generated in public dashboard of mobile app showing the total number of
nurseries in Google map with total number of plantable stock (age wise, species wise) available in the
nursery that allows the common citizen to reach to the nearest nursery/ field staff for getting the
plantable stock from the nursery.
Save
IT Lab, HP Forest Department
Forest Nursery Management System
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Nurseries in HPFD
Nursery Range
Name of Nursery
Range
Division
Circle
Plantable Stock
Upto 6 months
6 Months to 1.5 Yrs
1.5 to 2 Yrs
Above 2 Yrs
Incharge Name
Contact no
Map will show the total number
of Nurseries in the State
Total Numbers of Plantable
stock available in the Nursery
species wise, age wise
Nursery Report
Sr.no
Name of Nursery
Circle
Upto 6 Months
6 to 1.5 Yeas
1.5 to 2 Years
Above2 years
Nursery Report Circle wise,
Division wise, Range Wise
IT Lab, HP Forest Department
Forest Nursery Management System
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SELECTION CRITERIA
The company must follow the eligibility criteria as under:
i. The company should be IT Company registered in India under the Companies Act 1956 or a
firm registered in India or a partnership registered under the India Partnership Act 1932 or a
LLP registered firm under LLP Act 2008, with their registered office in India for the last Three
Years.
ii. The company should have a valid Certificate ISO 9001 or more, which can be relaxed at the
discretion of the CCF (IT) in exigencies of work.
iii. The company must be a profit making company having earned profits for the last 3 years, with
an annual average turnover from IT services of Rs. 5 Lakhs or more in last 3 years.
iv. The bidder should have sufficient experience on web development of software and should
have successfully developed software‟s in various technology in the past two years
v. The Bidders should have a valid Service Tax Number and PAN Number
vi. The company should not have been barred/ blacklisted/ disqualified by any Regulator/
Statutory Body/ Government Body in India & abroad. An express disclosure must be made to
this effect in a separate letter head of the Company.
vii. The company must not have been declared bankrupt / insolvent or should not have filed for
bankruptcy / insolvency in the past five years and/or should not be in the process of being
declared bankrupt /insolvent before any designated authority in any country.
viii. Proven experience of web design and support in the National/ International development
sector.
ix. Strong experience in developing in well-known and widely used open source platforms
Understanding of End Users needs to match with adequate technical solutions.
x. Strong track record in web site design; security and administration; Google analytics; Search
Engine Optimization.
xi. Proactive verification by the contractor that HPFD, as a client, is satisfied with the service
provided.
SELECTION PROCESS
The proposal should;
i. clearly establish an understanding of the services required and separate out activities according
to the two areas of work listed above;
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Forest Nursery Management System
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ii. describe how the company engages with its clients: what processes they follow and
requirements they have regarding timelines, rates, requests, sign-off and payments;
iii. provide a standard SLA; and
iv. Include CV of the team of (programmers, DBA and designers) assigned to the work, the
timetable, and the financial proposal. The budget should be broken down by activities.
v. The selection of the bidder will be evaluated on the following two criteria by the committee
constituted by HPFD as per PART-B Technical Bid Evaluation Proforma:-
a) Technical evaluation of the Bid - 60%
b) Financial evaluation of the Bid - 40%
TERMS AND CONDITIONS
i. No extra cost shall be paid by HP Forest Department for supply, installation and
implementation, updation /up gradation of any software/ device wherever it is necessary for its
optimum functioning.
ii. In case any part of the provided solution is found to be insufficient to support Department
requirements post submission of bid, the vendor shall provide the same at no extra cost to HP
Forest Department.
iii. The sealed tenders are to be submitted in prescribed format on business letter head duly
stamped and signed with date on each page of Part „B‟ and “C” for unconditional acceptance
to the terms prescribed by the HP Forest Department. The details/supporting documents
wherever applicable, should be duly authenticated by the vendor/s. No overwriting is
admissible.
iv. Each Tenderer shall submit the offer in two separate sealed envelopes. Part „B‟ of the
Tender Document alongwith EMD should be put in an Envelope No. 1 (Please mark the
envelope as “No.1 - Technical Bid”), the Envelop No. 2 will contain only “C” of the
Tender Document (Please mark the Envelope as “No.2 - Financial Bid”). Both the sealed
envelopes Bearing No. 1 and 2 are to be put in the main envelope i.e. Envelope No.3. The
sealed tender document contained in Envelope 3 duly superscribed as “Design,
Development of Web/Mobile Application for Forest Nursery Management System for HP
Forest Department” should be addressed (by name) to:- Divisional Forest officer
(IT/GIS/MIS), HP Forest Department, Talland, Shimla-171001, and sent on the address
given below by hand/ registered post/ speed post. The envelop can also be dropped in the
tender box available in address given below of the IT Lab, Talland Office of CCF
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(IT/MIS/GIS), HP Forest Department in person, so as to reach the office by the stipulated
date and time.
Address for Correspondence:
Divisional Forest Officer (IT/MIS/GIS),
O/o Chief Conservator of Forests (IT/MIS/GIS), HP Forest Department,
Talland, Shimla -171001
v. The HP Forest Department (henceforth referred to as Department) shall not be liable
for any postal delays what so ever and Tender received after the stipulated time/date are liable
to be rejected straightway.
vi. Non adherence to any of the terms & conditions, as stated in the tender document shall render
the bid invalid.
vii. Incomplete Tender shall be rejected out rightly. No alterations, amendments or modifications
shall be made by the Bidder in the Tender Document. If any such alterations are made or any
special conditions attached, the bid is liable to be rejected without making any reference to the
Bidder.
viii. The Technical Bid shall be opened in the presence of CCF (IT), Office of Pr. CCF
(HoFF), HP Forest Department, Talland, Shimla in the presence of those Tenderer(s) or
authorized representatives who wish to be present and No separate communication will be sent
in this regard. In the event of due date being a closed day or declared Holiday of State
Government the due date for opening of the bids will be the following working day at the
appointed date, time & venue.
ix. The HP Forest Department shall assess the Competence and Capabilities of the Tenderer on
the basis of credentials given in the Technical Bid and shall have right to reject the candidature
of any of the Tenderer without assigning any reasons.
x. The Financial Bid of only those parties who qualify in the technical scrutiny shall be opened
on the same day or at the most the next day after opening of the technical bid.
xi. Prices quoted should be FOR, Shimla, in HP Forest Department. Prices quoted in the bid shall
expressly be inclusive of all statutory taxes, fees, cesses, duties, levies,
charges, surcharges and any other statutory and non-statutory components etc. (Net Price to the
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HP Forest Department). No component of cost / tax shall be paid by the HP Forest Department
unless the same is included specifically in the Tender.
xii. Penalty for the delay in changes as per requirement would be levied at the rate of half
percent per week to be calculated on work order subject to a maximum of 10 percent of the
value of work order. In case of delay beyond fifteen days from the stipulated period,
Department may, at its discretion, cancel the order and arrange to procure the same from
the next bidder on the panel/open market at the sole risk, cost and responsibility of the
vendor.
xiii. While the Part “B” describes Specifications (scope of work) desired by the HP Forest
Department, vendors are otherwise welcome to quote superior specifications, if they so desire,
which may be considered at the sole discretion of the Department.
xiv. The Tenders will be valid for 3 weeks only from the date of their opening.
ELIGIBILITY CRITERIA: The bidder must follow the eligibility criteria as under
1. The bidder should be IT Company registered in India under the Companies Act 1956 or a
firm registered in India or a partnership registered under the India Partnership Act 1932 or a
LLP registered firm under LLP Act 2008, with their registered office in India for the last
Three Years.
2. The bidder should have a valid Certificate ISO 9001 or more, which can be relaxed at the
discretion of the CCF (IT) in exigencies of work.
3. The bidder must be a profit making company having earned profits for the last 3 years, with
an annual average turnover from IT services of Rs. 5 Lakhs or more in last 3 years.
4. The bidder should have sufficient experience on AMCs of software and should have
successfully developed softwares in dotnet technology in the past two years
5. The Bidders should have a valid Service Tax Number and PAN Number
6. The company should not have been barred / blacklisted / disqualified by any Regulator /
Statutory Body / Government Body in India & abroad. An express disclosure must be made
to this effect in a separate letter head of the Company.
7. The company must not have been declared bankrupt / insolvent or should not have filed for
bankruptcy / insolvency in the past five years and/or should not be in the process of being
declared bankrupt /insolvent before any designated authority in any country.
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DOCUMENTS ESTABLISHING APPLICANT‟S ELIGIBILITY
The following documents are required to be submitted along with the Tender. Non-submission
of the documents or submission of incomplete, misleading or false information may render the
Tenderer liable for outright rejection or cancellation of its tender.
1. A Certificate of Incorporation, Registration, Memorandum of Association, Partnership deed (in
case of partnership firm), LLP registration certificate (for LLP firms) (Documentary Proof to be
attached)
2. The bidder should provide a valid ISO 9001 or more certificates if any and can be exempted by the
CF (IT) as per the situation.
3. The bidder should be registered with Service Tax Department of Govt. and detail of PAN Number
(Documentary proof to be attached).
4. The company should not have been barred / blacklisted / disqualified by any Regulators /
Statutory Body / Government Body in India. An express shall be made to this effect in a separate
letter head of the applicant firm.
5. The company must not have been declared bankrupt / insolvent or should not have filed for
bankruptcy / insolvency in the past five years or in the process of being declared bankrupt /
insolvent before any designated authority in any country. A suitable disclosure shall be made to
this effect in a separate letter head of the applicant firm.
6. The HP Forest Department, at its sole discretion, reserves the right of accepting the bid in whole
or in part without assigning any reason and such decision shall be final. The part acceptance of the
bid shall not violate the terms and conditions of the Tender and the bidder shall be bound to
execute the work at the specified rates without any extra charges or compensation within the
stipulated period.
The decision of acceptance/rejection of a bid shall solely rest with HP Forest Department.
Department does not bind itself to accept the lowest bid and reserves to itself the right to reject
any or all the bids received without assigning any reason(s) whatsoever and any notice to the
bidder. Non acceptance of any bid shall not make the Department liable for compensation or
damages of any kind. HP Forest further reserves the right to accept a bid other than the lowest
or to annul the entire bidding process with or without notice or reasons. Such decisions by HP
Forest shall be final and bear no liability whatsoever consequent upon such decisions.
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SECURITY DEPOSIT
The Tenderer whose tender is accepted by HP Forest shall be required to give a security deposit for
satisfactory execution of the Work Order. The total amount of security deposit shall be provided by
the Tenderer through an irrevocable Bank Guarantee from any Nationalized Bank in favor of Chief
Conservators of Forest (IT), HP payable at Shimla. The Bank Guarantee shall be valid for a period of
One Year and shall be submitted within 10 (Ten) days of the award of work Order. In case the
Bidder/Tenderer fails to execute the work as per the Tender Documents /Work Order or fails to
deliver the satisfactory after sales service within the warranty period, the HP Forest shall have the
right to wrest the said Bank Guarantee/ and to forfeit the security deposit and earnest money deposit.
No interest shall be payable by HP Forest on the Bank Guarantee / security deposit/ earnest money
deposit, so held.
In case of contravention of any of the terms and conditions as stated in the Tender Document /Work
Order or if the Bidder withdraws or amends, impairs or derogates from the tender /Work Order in any
respect within the period of validity of the tender the security deposit shall be liable to be forfeited.
In case tenderer fails to execute Work Order, HP Forest Department shall have the right to wrest the
said Bank Guarantee and to forfeit the security deposit / earnest money deposit and such decision of
the HP Forest Department shall be final.
In case of any damage or loss caused to the Department due to breach of terms or conditions of the
tender document /Work Order, negligence, carelessness, inefficiency, fraud, mischief and
misappropriation or any other type of misconduct of the Tenderer or its staff, employees,
representatives, agents, the Tenderer shall make the loss good. The HP Forest shall have right to
adjust the damage / loss suffered by it from the security deposit / earnest money deposit/ bank
guarantee and / or to charge penalty as decided by the HP Forest. The Decision of the HP Forest in
this respect shall be final & binding.
Whenever under this tender document /Work Order any sum of money is recoverable from and or
payable by the tenderer, the HP Forest shall be entitled to recover such sum by appropriating either in
part or in whole from the security deposit / bank guarantee / earnest money deposit of the Tenderer. In
the event of the security deposit / bank guarantee / earnest money deposit being insufficient, the
balance or the total sum recoverable, the case as may be, shall be deducted from any other sum due to
the Bidder which at any time thereafter may become due to the Bidder under this or any other tender /
contract with the HP Forest Department. If this sum is not sufficient to cover the full amount
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recoverable, the Bidder shall pay the Department on demand the remaining balance.
FORCE MAJEURE
Notwithstanding anything contained in the Tender Documents, neither party shall be liable for any
failure to fulfill any of its obligations under this agreement where that performance is delayed,
prevented, restricted or interfered with for any reasons/ circumstances beyond its reasonable control
(including without limitation any delay caused by the Acts of Governments, Acts of God, Natural or
social calamities, Strikes, Riots in any region, network failure, terrorist attack, war declared and
undeclared) provided however that any delay by the supplier of the Party so delaying shall not relieve
that Party from liability for delay except where such delay is beyond the reasonable control of the
supplier concerned.
INDEMNITY
The Vendor shall indemnify, defend hold and keep indemnified, the HP Forest Department from and
against all actions, suits, decree proceedings, claims, damages, compensations, costs, expenses,
liabilities and demands brought or made against the HP Forest in respect of any matter or thing done
or omitted to be done by the Vendor or its employees, workmen, representatives, agents, servants or
suppliers in the execution of or in connection with the Work or the Vendor performance under this
Tender and against any loss, compensations or damage to the HP Forest in consequence of any action
or suit or proceedings being brought against the Vendor or its employees, workmen, representatives,
agents, servants or suppliers for anything done or omitted to be done in execution of the Work under
this Tender, including but not limited to non-compliance with the applicable laws, rules, regulations
and directions, orders etc. of the government and local authorities, not obtaining the relevant licenses
and permits, infringing any patents rights.
TERMINATION OF CONTRACT
HP Forest without prejudice to any other remedy and rights, reserves the right to cancel/ terminate the
tender/ Work Order in whole or in part by giving at least 15 (fifteen) days‟ prior written notice thereof
in case Vendor fails to honor his bid / Work Contract or found guilty for breach of conditions of the
tender documents / Work Order or negligence, carelessness, inefficiency, fraud, mischief,
misappropriation or any other type of misconduct by himself or by its employees, staff, agents,
representatives etc. or by any other person directly or indirectly employed by him. In case of such
termination, the HP Forest shall have the right to put in place any other agency for carrying out the
remaining work. Any extra expenditure being borne by HP Forest on this account is recovered from
the Vendor from Security Deposit.
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In addition to above, the HP Forest may also cancel/ terminate the tender/ Work Order in whole or in
part for its convenience at any time for any reasons, by giving the Bidder at least 10 days‟ prior
written notice thereof.
The notice period may be extended by mutual agreement till alternate arrangements are made. Further,
any pending or unresolved service, function, task, performance, unpaid fees and any other remedies
shall continue by the parties during the period of termination notice and the same must be satisfied
before the tender/Work Order is cancelled/ terminated.
In case of such cancellation / termination / Work Order or curtailment of the work by the HP Forest
Department the Vendor shall have no claim for any payment or compensation whatsoever on account
of any profit or advantage, which would have derived by it from the execution of the work in full, but
which he did not derive in consequences of the full amount of the work not having been carried out.
Neither shall he have any claim of compensation / damage for the loss suffered by him by reason of
cancellation / termination of the tender / Work Order and of any alterations having been made by the
HP Forest Department in the original specification or the designs and instruction which shall involve
any curtailment of the work contemplated.
However, the HP Forest shall pay the Vendor for such portions of the Work as are due and properly
invoiced under the provisions prior to termination. In no event, shall the total payments made to the
Vendor exceed the Contract Price.
BLACKLISTING
The Department without prejudice to any other remedy and rights, reserves the right to blacklist the
Vendor for a suitable period in case he fails to honour his bid / Work Order or found guilty for breach
/ violation / contravention of terms(s) and condition(s) of the tender / Work Order or negligence,
carelessness, inefficiency, fraud, mischief, misappropriation or any other type of misconduct by
Vendor or by its staff, agent, employee or officer etc. or by any either by himself other person directly
or indirectly employed by him.
CLAIM OF INTEREST
No claim for interest shall be entertained by the department with respect to any moneys or balances,
which may be in its hands owing to a dispute between itself and the Tenderer/Bidder/Vendor. The
personnel employed/ hired/ engaged/whether permanent/ regular/ casual/ contractual/ temporary/ daily
wager or whatever be the status by the vendor for the execution of work as provided under this
Tender, shall not be considered employees/ officers of the HP Forest Department for any purpose.
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None of such personnel of the Vendor shall have any right to claim anything against the HP Forest
Department.
Nothing contained in this Tender Document shall be construed as constituting a partnership, joint
venture, or agency with the HP Forest Department. The acts/performance and actions taken by
either party in furtherance of their respective activities of operation shall not bind the other except
to the extent provided under this Tender Documents. The agreement is a non-exclusive agreement
and the HP Forest Department shall be free to enter into any such agreement with any other person
during currency or the extended currency of this Agreement.
Program of Work: The consultant shall split time to cover the work schedules as follows:
Activity Timeframe (Days)
Requirement gathering, website specification on functionality
and wire framing.
1 weeks from signing of
Contract
Website Design, Database design, Programming and UAT 3 weeks from Requirement
gathering
Development of Mobile App , Programming and UAT 3 weeks after Designing of
Web Application
Security Audit, functionality testing, Deployment on HP State
Data Centre and Training/ Implementation
2 weeks from Website
Design, Database design,
Programming and UAT
Total Days 63 Days
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PART „B‟
Format for TECHNICAL BID
I. PROFILE OF THE FIRM
Sr. No. Particular Details
1. Company Name
Legal Name (if different)
Full Mailing Address
Telephone Number
FAX Number
Email ID
Web site
Years in Business
Year of establishment
2. Details of Indian Establishment
Registered Office address
Year of establishment
Head of the Indian establishment
3. Contact Person
Mobile
4. Whether registered with Registrar of Companies/ Firm. If
so, please furnish details thereof (attach certificate of
incorporation)
5. Registration with Tax authorities (PAN)
6. Service Tax Number
7. Turnover in last three financial years, i.e. Year 2018-19
2019-20 and 2020-21.
9. Number of technical/ support personnel in the Company
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II. DETAILS OF THE PROJECTS EXECUTED IN INDIA OR ABROAD
Sl.
No.
Project Project executed for (Name of the
organization
with
address,
phone
numbers
etc.)
Nature
of
work
in
brief
Location of the work
Actual value of the Project
Stipulated time for completion
Actual time taken for
completion
III. KEY PERSONNEL PERMANENTLY EMPLOYED IN YOUR ORGANIZATION
Sl.
No.
Name Qualifications Experience Particulars
of Project
done
Employed
in your
firm since
Any other
details
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Declaration:
a) The undersigned do hereby certifies that Shri __________________________________________is
Authorized to obligate the represented firm and further agrees with all terms, conditions, and
requirements of the HP Forest Department.
b) We have no objection if enquiries are made about the work listed by us in the accompanying sheets /
annexure.
c) We agree that the decision of the HP Forest Department in selection process will be final and
binding on us.
d) We confirm that we have not been barred / blacklisted / disqualified by any Regulators / Statutory
Body in India and we understand that if any false information is detected at a later date, the
assignment shall be cancelled at the discretion of the HP Forest Department.
e) We confirm that we have not been declared bankrupt / insolvent or that not has filed for bankruptcy
/ insolvency in the past five years or not in the process of being declared bankrupt / insolvent before
any designated authority in any country.
f) All the information furnished by us is correct to the best of our knowledge and belief.
Place: SIGNATURE OF THE APPLICANT
Date: FULL NAME AND DESIGNATION
SEAL OF COMPANY/FIRM
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TECHNICAL EVALUATION CRITERIA
Technical evaluation criteria shall be carried out by assigning Technical Scores as specified below:
(Note: Maximum Scoring Marks for technical evaluation is 60 marks)
Sr.
No.
Technical Credential Max
Score
1 The bidder shall have experience of successfully completing Web/Mobile
App in the last three years.
05
2 The bidder shall have executed minimum 05 projects related to mobile/ Web
solutions with government/ semi-government/ private organization in a last
three (3) Financial Years.
05
3 QMS, ISO 9001:2015 and other relevant certificates from concerned
authority for Mobile Solutions.
05
4 Bidder shall provide the last 5 years Income Tax returns along with turnover
certificate not less than 5 Lakhs per annum.
05
5 Proposed solution for mobile app with wireframe & Presentation (aprox. 10
mins.) at the time of opening technical bids.
NOTE: It is requested to all tenderer to be present at the time of technical bid
evaluation. Technical bid will be opened only after the presentation by the
technical committee.
40
Total 60
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Part "C” FINANCIAL BID FORM
(To be submitted in a sealed envelope with soft copy in CD/Pen Drive as
per terms and conditions)
• Bidder is required to use the format in the following table to
submit their Financial Bid.
• Please add/delete lines as necessary to incorporate your fully-
inclusive Tender.
• Rates Quoted should be Net Unit Rate (Unit Price + taxes +
Cartage, if any) in INR
• Kindly provide soft copy of the commercial bid in the required
format in CD/USB drive along with hard copy sealed in envelop.
S. No Activity Total Unit
Rate
(without
Taxes)
Taxes Total Net
Unit Rate
(with
Taxes)
1. For Design, Development ,
Testing, Implementation on
State Data Centre, Trial
Run, 36 months support
with updation /modification
if any required and
Documentation for Web
Portal/Mobile App with as per
the scope of work mentioned
in Part "A”
2. AMC for Web Application
after 3 years including new
changes, deletion,
Modification, updation, on-
site support and
incorporating new Module
per year and consecutive
Years
Total
PART I
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FINANCIAL BID EVALUATION CRITERIA:
On Successful qualifying the Technical Bids, Financial Bids of successful bidders will be open.
The evaluation criteria for financial bids will be Normalized scores for prices quoted by the
tenderer are based on the following method:
Normalized Price Score evaluation criteria
Normalized price score = Lowest tender price x 40
Tender price
(Note: The lower the price, the higher the Normalized score and Maximum Scoring Marks is 40
marks)
For Example:
Tenderer Price Quoted in Tender Normalized Price Score
A Rs. 1,00,000 40
B Rs. 1,50,000 26.66
C Rs. 1,75,000 22.85
D Rs. 2,00,000 20
E Rs. 2,25,000 17.77
NOTE: After calculation from both Technical and Financial bids, the total score will be
evaluated from 100 (Technical 60 + Financial 40). The successful bidder with highest score will
be awarded the tender.
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The deadline for submissions is December 29th
2021.
Conservator of Forests (IT/MIS/GIS), HPFD is managing the contract.
Any questions should be sent to: [email protected]
All proposals should be submitted to Divisional Forest Officer (IT/MIS/GIS), HP Forest
Department, Talland, Shimla-1.
Please mention “Design and Development of Web/Mobile app for Forest Nursery
Management System” in the subject line.