Setting up of Interactive Learning Network through EDUSAT for Pt. Ravishankar Shukla University, Raipur Chhattisgarh
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Setting up of Interactive Learning Network through
EDUSAT for Pt. Ravishankar Shukla University,
Raipur Chhattisgarh
INVITATION FOR BIDS FOR
Setting-up of Satellite Interactive Terminals compatible with
Chhattisgarh EDUSAT for the affiliated colleges of Pt. Ravishankar
Shukla University, Raipur, Comprehensive Annual Maintenance Contract
and Establishment of Audio-Video Studio
Pt. Ravishankar Shukla University, Raipur (C.G.) 492010
TENDER NOTICE
No. 1135/Dev/ fulw/2015 Raipur, Date 19-08-2015
Pt. Ravishankar Shukla University, Raipur invites sealed tenders from the Reputed Firms/ Companies for
Setting-up of Interactive Learning Network (Satellite Interactive Terminals) for compatible Chhattisgarh
Edusat Network for the affiliated colleges, Comprehensive Annual Maintenance Contract and establishment
of Audio-Video Studio.
The tender document containing format for submitting quotation, detailed specifications- terms and
conditions, instructions to the tenderers and list of equipments can be obtained from University website
(www.prsu.ac.in ) or Dy. Registrar Development Section from 1100 hrs to1600 hrs on payment of Rs. 1000
upto 18-09-2015.
Tenders complete in all respects must reach on or before 18-09-2015 upto 4 p.m by speed post to
above mentioned address.
Registrar
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Tender Sr. No:…………………….
Document Contains Pages 1 to -----
TENDER DOCUMENT
Setting up of Interactive Learning Network
through EDUSAT for Pt. Ravishankar Shukla
University, Raipur Chhattisgarh
INVITATION FOR BIDS FOR
Setting-up of Satellite Interactive Terminals compatible with
Chhattisgarh EDUSAT for the affiliated colleges of Pt. Ravishankar
Shukla University, Raipur, Comprehensive Annual Maintenance
Contract and Establishment of Audio-Video Studio
Tender Opens on 18.08.2015
Last Date of Submission of Tender: 18.09.2015
Pt. Ravishankar Shukla University
Amanaka G.E.Road
Raipur (Chhattisgarh)
India – 492010
www.prsu.ac.in
Phone 0771-2262540
Seal & Signature of the Auth. Sign. Page 1 of 54
INVITATION FOR BIDS
Setting-up of Interactive Leaning compatible with Chhattisgarh Edusat for
the affiliated colleges of Pt. Ravishankar Shukla University, Raipur,
Comprehensive Annual Maintenance Contract and Establishment of Audio-
Video Studio
Ref. No. ______________________________
Mode of Bid Submission
Tendering Authority/Purchaser & Pt. RavishankarShukla University
Place of Submission of Bid Amanaka G.E.Road
Proposal Raipur (Chhattisgarh)
India - 492010
Last Date & Time of Submission of Tender/ 18.09.2015 during office hours
Bid (Tender should reach only by Speed Post)
Date & Time of Opening of Technical Bid 22.09.2015 at 3:00 PM
Bidding Document Fees (non-refundable): Rs. 1,000 (Rupees One Thousand only) by Demand draft in
favour of "Registrar, Pt Ravishankar Shukla University, Raipur"
Name of the Bidding Company/Firm:
Contact Person (Authorized Bid
Signatory):
Correspondence Address:
Mobile No.:
Telephone & Fax Nos.:
Website & E-Mail:
Pt. Ravishankar Shukla University
Amanaka G.E. Road
Raipur (Chhattisgarh) India – 492010
Phone:0771-2262540
Email:registrarprsu@gmail.com
Fax:0771-2262618
Seal & Signature of the Auth. Sign. Page 2 of 54
Contents Abbreviations & Definitions ........................................................................................ 6 1. INVITATION FOR BIDS (IFB) & NOTICE INVITING BID (NIB) ........................... 8 2. PROJECT PROFILE & BACKGROUND INFORMATION .................................... 9 3. PRE-QUALIFICATION / ELIGIBILITY CRITERIA ............................................ 133 4. SCOPE OF WORK, DELIVERABLES AND TIMELINES ................................. 155 4.1 Detailed Scope of work (SoW) ..................................................................... 155 4.1.1 Implementation of SIT ............................................................................... 155 4.2 Testing.......................................................................................................... 155 4.3 Training ........................................................................................................ 165 4.4 Preventive Maintenance Services ................................................................ 165 4.5 Corrective Maintenance Services ................................................................. 166 4.6 Call Centre: .................................................................................................. 166 4.7 Major Roles & Responsibilities of PRSU/ Remote Colleges ........................... 16 4.8 Project Deliverables, Milestones & Time Schedule ........................................ 16 5. INSTRUCTION TO BIDDERS (ITB) .................................................................. 17 5.1. Sale of Bidding/ Tender Document ................................................................. 17 5.2. Pre-bid Meeting/ Clarifications ........................................................................ 17 5.3. Changes in the Bidding Document ................................................................. 18 5.4. Format and Signing of Bids: ........................................................................... 18 5.5. Bid Security .................................................................................................... 18 5.6. Deadline for the submission of Bids ............................................................. 190 5.7. Opening of Bids ............................................................................................ 200 5.8. Selection Method .......................................................................................... 200 5.9. Clarification of Bids ....................................................................................... 200 5.10. Evaluation & Tabulation of Technical Bid .................................................. 202 5.11. Evaluation & Tabulation of Financial Bids ................................................... 22 Seal & Signature of the Auth. Sign. Page 3 of 54
5.12. Correction of Arithmetic Errors in Financial Bids ......................................... 23 5.13. Price/ purchase preference in evaluation .................................................... 23 5.14. Negotiations ................................................................................................ 23 5.15. Exclusion of Bids / Disqualification .............................................................. 24 5.16. Lack of Competition .................................................................................... 24 5.17. Acceptance of the successful Bid and award of contract ............................ 25 5.18. Information and publication of award .......................................................... 26 5.19. Procuring entity’s right to accept or reject any or all Bids ............................ 26 5.20. Right to Vary Quantities .............................................................................. 26 5.21. Confidentiality.............................................................................................. 26 5.22. Code of Integrity for Bidders........................................................................ 28 5.23. Interference with Procurement Process ...................................................... 28 5.24. Debarment from Bidding ............................................................................. 28 6. GENERAL TERMS AND CONDITIONS OF TENDER & CONTRACT .............. 29 6.1. Taxes & Duties ............................................................................................. 290 6.2. Warranty ....................................................................................................... 290 6.3. Limitation of Liability ..................................................................................... 290 6.4. Force Majeure .............................................................................................. 290 6.5. Termination .................................................................................................. 300 6.6. Payment Terms and Schedule ....................................................................... 31 ANNEXURE 1: BILL OF MATERIAL (BOM) ........................................................... 322 ANNEXURE-2: TECHNICAL SPECIFICATIONS ..................................................... 34 ANNEXURE-3: BIDDER’S AUTHORIZATION CERTIFICATE ............................... 411 ANNEXURE-4: TENDER FORM ............................................................................ 422 ANNEXURE-5: COVERING LETTER – TECHNICAL BID ..................................... 433 ANNEXURE-6: FINANCIAL BID COVER LETTER & FORMAT ............................... 44 ANNEXURE-7: FINANCIAL CAPABILITIES ............................................................ 47 Seal & Signature of the Auth. Sign. Page 4 of 54
ANNEXURE-8: MANUFACTURER’S AUTHORIZATION FORM (MAF) .................. 48 ANNEXURE-9: PROJECT REFERENCES FOR EXPERIENCE OF BIDDER ......... 49 ANNEXURE 10 RATES FOR THE ANNUAL MAINTENANCE CONTRACT (AMC) OF AUDIO VIDEO STUDIO EQUIPMENTS 50 Seal & Signature of the Auth. Sign. Page 5 of 54
Abbreviations & Definitions
Authorised The bidder’s representative/ officer vested (explicitly, implicitly,
Signatory or through conduct) with the powers to commit the authorizing
organization to a binding agreement. Also called signing officer/
authority having the Power of Attorney (PoA) from the
competent authority of the respective Bidding firm.
Bid/ eBid A formal offer made in pursuance of an invitation by a procuring
entity and includes any tender, proposal or quotation in
electronic format
Bidder Any firm /consortium participating in the procurement/ bidding
process with the procurement entity. In case of sole bidder, sole
bidder should qualify all terms and conditions of RFP and in case
of consortium, the consortium partners should jointly qualify all
the terms and conditions of RFP.
Bidding Documents issued by the procuring entity, including any
Document amendments thereto, that set out the terms and conditions of
the given procurement and includes the invitation to bid
BoM Bill of Material
Competent An authority or officer to whom the relevant administrative or
Authority financial powers have been delegated for taking decision in a
matter relating to procurement.
Day A calendar day as per IST.
FOR/ FOB Free on Board or Freight on Board
Goods All articles, material, commodities, electricity, livestock, furniture,
fixtures, raw material, spares, instruments, software, machinery,
equipment, industrial plant, vehicles, aircraft, ships, railway rolling
stock and any other catePRSUy of goods, whether in solid, liquid or
gaseous form, purchased or otherwise acquired for the use of a
procuring entity as well as services or works incidental to the supply of
the goods if the value of services or works or both does not exceed that
of the goods themselves
ICT Information and Communication Technology.
IFB Invitation for Bids (A document published by the procuring entity
inviting Bids relating to the subject matter of procurement and any
amendment thereto and includes notice inviting Bid and request for
proposal)
INR Indian Rupee
ISI Indian Standards Institution
ISO International Organisation for Standardisation
IT Information Technology
ITB Instruction to Bidders
LoI Letter of Intent
NCB A bidding process in which qualified bidders only from within India are
Seal & Signature of the Auth. Sign. Page 6 of 54allowed to participate
NeGP National e-Governance Plan of Government of India, Department of
Information Technology (DIT), Ministry of Communications and
Information Technology (MCIT), New Delhi.
NIB Notice Inviting Bid
Notification A notification published in the Official Gazette
OEM Original Equipment Manufacturer
PAN Permanent Account Number
PC Procurement/ Purchase Committee
PQ Pre-Qualification
Procurement The process of procurement extending from the issue of invitation to
Process Bid till the award of the procurement contract or cancellation of the
procurement process, as the case may be
Procurement/ The acquisition by purchase, lease, license or otherwise of works,
Public goods or services, including award of Public Private Partnership
Procurement projects, by a procuring entity whether directly or through an bidder
with which a contract for procurement services is entered into, but
does not include any acquisition without consideration, and “procure”
or “procured” shall be construed accordingly
Project Site Wherever applicable, means the designated place or places.
PRSU Pt. Ravishankar Shukla University
Services Any subject matter of procurement other than goods or works and
includes physical, maintenance, professional, intellectual, consultancy
and advisory services or any service classified or declared as such by a
procuring entity and does not include appointment of any person
made by any procuring entity
SCERT State Council of Educational Research and Training, C.G., Raipur
Bidder (SP) The bidder supplying necessary hardware, software and services
SIT Satellite Interactive Terminal
STQC Standardisation Testing and Quality Certification, Govt. of India
TIN Tax Identification Number
VAT/ CenVAT Value Added Tax/ Central VAT
VSAT Very Small Aperture Terminal for satellite communication for
data, voice and video services
WO/ PO Work Order/ Purchase Order
Seal & Signature of the Auth. Sign. Page 7 of 541. INVITATION FOR BIDS (IFB) & NOTICE INVITING BID (NIB)
PRSU invites Tender/ bid proposals, who meet the minimum eligibility criteria as specified inthis bidding
document for the Supply, Installation, Integration and 5 years Operation and maintenance of Satellite
Interactive Terminals to various colleges affiliated to PRSU, as detailed in RFP document.
Name & Address of the Procuring Name: Pt. Ravishankar Shukla University (PRSU)
Entity Address: Amanaka, Raipur 492010 Chhattisgarh
Name & Address of the Project Officer Name: ShriK.K.Chandrakar
In-charge (POIC) Designation: Registrar
Address: Pt. RavishankarShukla University (PRSU),Amanaka,Raipur
492010
Email: registrarprsu@gmail.com
Subject Matter of Procurement Setting-up of Interactive Leaning compatible with Chhattisgarh Edusat
for the affiliated colleges of Pt. Ravishankar Shukla University
Bid Procedure Single-stage: two part (envelop) open competitive Bid procedure at
www.prsu.ac.in
Bid Evaluation Criteria (Selection Least Cost Based Selection (LCBS)-L1
Method)
Websites for downloading Bidding Websites:www.prsu.ac.in
Document, Corrigendum’s, Bidding document fee: Rs. 1,000 (Rupees One Thousand only) in
Addendums etc. Cash/ Demand Draft in favour of “Registrar, PRSU” payable at
“Raipur”.
Bid Security and Mode of Payment Amount (INR): One Lac only
Mode of Payment: Banker’s Cheque or Demand Draft or Bank
Guarantee (in specified format), of a Scheduled Bank in favour of
“Registrar, PRSU” payable at “Raipur”. The instrument should be valid
till the validity period and a claim period of one month.
Period of Sale/Download of Bidding 19.08.2015 -18.09.2015
Document (Start/ End Date)
Submission of Banker’s Cheque/ Along with tender.
Demand Draft for Tender Fee, Bid
Security, and Processing Fee in
physical to PRSU*
Date/ Time/ Place of Technical Bid Date: Date/ Time: 22.09.2015 at 3:00 PM
Opening Time: 3:00 PM
Place:. Administrative Block,Pt Ravishankar Shukla University,
Raipur
Date/ Time/ Place of Financial Bid Will be intimated later to the Technically qualified bidders
Opening
Validity 90 days from the last date of bid submission
Note:
1) Bidder/Tenderer (authorized signatory) shall submit their offer in hard copy
formats both for technical and financial proposal. Tender document alongwith
DD/Banker Cheque/ copy of Cash Receipt or for Tender Fees, PRSU Processing
Fees and Bid Security should be submitted physically at the office of Tendering
Authority through Speed post. In no case tender document will be received by
hand. At the top of Tender envelope ,it must be be written "Tender for
Interactive Learning Network through EDUSAT"
2) In case, any of the bidders fails to physically submit the Tender with Demand Draft for Tender Fee,
Bid Security up to 18.09.2015 their Bid shall not be accepted. The Banker’s Cheque/ Demand Draft
for Bidding document fee, PRSU Processing Fee and Bid Security should be drawn in favour of
“Registrar, Pt Ravishankar Shukla University, Raipur.” payable at “Raipur” from any Scheduled
Bank.
3) PRSU will not be responsible for delay in submission due to any reason. For this, bidders are
Seal & Signature of the Auth. Sign. Page 8 of 54requested to submit the tender before 18.09.2015 only by speed post .No postal delay
whatsoever may be the reason will be considered.
4) The procuring entity reserves the complete right to cancel the bid process and reject any or all of
the Bids.
5) No contractual obligation whatsoever shall arise from the bidding document/ bidding process
unless and until a formal contract is signed and executed between the procuring entity and the
successful bidder.
6) Procurement entity disclaims any factual/ or other errors in the bidding document (the onus is
purely on the individual bidders to verify such information) and the information provided therein
are intended only to help the bidders to prepare a logical bid-proposal.
-sd-
Registrar (PRSU)
2. PROJECT PROFILE & BACKGROUND INFORMATION
2.1. Introduction
Pt. Ravishankar Shukla University, founded in 1964 is Chhattisgarh’s largest and oldest university.
While celebrating Golden Jubilee, the university is focused on leveraging technology to benefit the
student community.
Extension of quality education to remote and rural regions becomes a Herculean task for a state
with tough and inaccessible terrain like Chhattisgarh. Since independence, India has seen
substantial increase in the number of educational institutions at primary, secondary and higher
levels as well as the student enrolment. But the lack of adequate rural educational infrastructure
and non-availability of good faculties in sufficient numbers adversely affect the efforts made in
education.
Satellites can establish the connectivity between University campus with adequate infrastructure
imparting quality education and the large number of rural and semi-urban educational institutions
that lack the necessary infrastructure. Besides supporting formal education, a satellite system can
facilitate the dissemination of knowledge to the rural and remote population about important
aspects like health, hygiene and personality development and allow professionals to update their
knowledge base as well. Thus, in spite of limited trained and skilled faculties, the aspirations of the
growing student population at all levels can be met through the concept of tele-education.
Pt. RavishankarShukla University is in the process of implementing a tele-education network for the
benefit of the rural student community. The university would like to implement the Network
initially on the Chhattisgarh Edusat network which is operating from SCERT Campus, Raipur. The
Studio at the University campus would be connected to the Edusat Hub through leased-line.
2.2. Project Objectives
The Tele-Education program for Pt. RavishankarShukla University would be in two Phases.
Phase 1: Implementation of Tele-Education network to a set of identified colleges on the
existing Chhattisgarh Edusat Network operating from SCERT.
Phase 2: Implementing a dedicated network for PRSU and delinking the connectivity to
Chhattisgarh Edusat, enhancement of Studio and implementing virtual class room setup at
all colleges.
Seal & Signature of the Auth. Sign. Page 9 of 54 Phase 1:
The phase one of Tele-education for PRSU is planned through the existing Chhattisgarh
Edusat Network. The University would use SCERT’s existing studio. University would conduct their
sessions while SCERT is not doing any program on time sharing basis. The satellite bandwidth for the
Edusat network is provided by ISRO.
Network Schematic for PRSU Phase 1 Implementation
Note: PRSU at its option could use the existing Studio facility initially till establishment of Studio in
their own campus.
Phase 2:
During phase two, the university would implement their own studio at the university
premise. Those colleges who are not connected during phase one would get connected during phase
two. The studio at PRSU Campus will be connected to the SCERT Hub through leased line. PRSU
would purchase bandwidth directly from the telcos.
Network Schematic for PRSU Phase 2 Implementation
Seal & Signature of the Auth. Sign. Page 10 of 54Note: Phase 2 is not for immediate implementation. It forms a part of long term vision of PRSU
2.3 Brief Technical Solution Requirements
The solutions proposed in the RFP are as under -
1. Establishment of SIT at identified Colleges.
2. Establishment of Studio at PRSU Campus.
3. Provisioning of terrestrial link connectivity and bandwidth between PRSU and
Edusat Hub located at SCERT, Chhattisgarh.
1. SITs at Identified Colleges:
a) Implementation of SIT as per the specifications given in the RFP.
b) The SIT should be compatible with the existing Edusat Hub Operational at SCERT
Campus, Chhattisgarh
Seal & Signature of the Auth. Sign. Page 11 of 542. Establishment of Studio:Studio to be established at PRSU Campus. To start with PRSU at its discretion start with the studio available at SCERT. Later when decided, this studio would be established. 3. Backhaul connectivity to Studio: Backhaul link between Studio at PRSU and Edusat Hub at SCERT and the other hardware required to establish the backhaul. This link would be purchased directly by the university. However, the selected bidder should support implementation of the link and do the integration / routing from Studio to SCERT Hub. Seal & Signature of the Auth. Sign. Page 12 of 54
3. PRE-QUALIFICATION / ELIGIBILITY CRITERIA
3.1 A bidder participating in the procurement process shall possess the following minimum
pre-qualification/ eligibility criteria.
Sl. Basic Specific Requirements Documents
No. Requirement Required
1 Legal Entity A) The bidder should be a Proprietorship - Copy of
firmduly registered either under the validRegistration
ChhattisgarhShops & Commercial Certificates
Establishments Act or any other Act of State/
Union, as applicable for dealing in the subject
matter of procurement (Note: A self-certified
declaration regarding the non-applicability of
registration to any Act should be submitted by
the bidder) - Copy of Certificates
OR of incorporation
B) A company registered under Indian
Companies Act, 1956
OR
C) A partnership firm registered under Indian
Partnership Act, 1932.
2 Financial Annual Turnover from IT/ITeS/Telecom CA Certificate
Turnover from servicesduring each of the last three financial withCA’s Registration
IT/ITeS/ years, i.e., from 2012-13 to 2014-15 (as per the Number & Seal
Telecom last published audited balance sheets) of the AND
Services bidder,should be average Rs. 5 crores. As per Annexure-8
3 Financial: Net The net worth of the Bidder in the last CA Certificate with
Worth threefinancial year, i.e. from 2012-13 to 2014-15 CA’s Registration
(as per the last published audited balance Number & Seal
sheets),should be ‘Positive’ in each financial
year. In case, audited statement of FY2014-15
not available undertaking of CA shall
besubmitted and the turnover of FY 2011-12 will
be considered.
4 Technical A. The Bidder must have successfully As per Annexure-10
Capability completed one projects of similar nature AND
during the last three financial years from Work Completion
2012-13 to 2014-15. Certificates from the
client;
OR
*Similar nature means: Work Order + Self
Setup of SITs at minimum 25 Institutions in a Certificate of
single order/single customer (single network). Completion (CA
Certificate with CA’s
Registration Number
and Seal);
OR
Work Order + Phase
Completion
Certificate from the
client showing
acceptance of
Seal & Signature of the Auth. Sign. Page 13 of 54Sl. Basic Specific Requirements Documents
No. Requirement Required
completion of supply
and installation
B. The bidder must have experience of PO and Work
implementing at least 50 SITs till date in India Completion
Certificates
C. The bidder must have experience of PO and work
implementing SITs in state of Chhattisgarh or completion
Madhya Pradesh during the last three years certificates
D. The bidder must possess, on last date of bid Copy of a valid
submission, a valid license for stocking and sale license issued by DoT
of RF / VSAT Equipment. / Competent
Authority
5 Tax registration The Sole bidder/Consortium Partners Copies of
and clearance shouldhave a registered number of: relevantcertificates
i. VAT/ CST where his business is located ofregistration VAT/
ii. Service Tax CST clearance
iii. Income Tax / Pan number. certificate from the
The bidder should have cleared his VAT/ CST Commercial Taxes
dues up to 31st December 2014 to Officer of the
theGovernment. Circleconcerned
6 OEMQualification The OEM must be a registered company MAF as per Annexure
/officein India for last five financial years. – 9 is mandatory
AND
The OEM must have a service centre in India.
7 OEMQualification The VSAT Terminal equipment of proposed Letter from VSAT
forVSATEquipment OEMshould be supported by Edusat Network OEM who has
Implemented at SCERT Chhattisgarh. implemented
Chhattisgarh Edusat
regarding conformity
8 Mandatory The Bidder should have The Bidder must
Requisites Manufacturers’authorization from the OEM for attach proof of
the equipment’s included in the proposed authorization by the
solution. manufacturer or
OR country distributor in
The Bidder must be a manufacturer, distributor India, shall be
or bona-fide dealer of equipment’s included in enclosed as per
the proposed solution and furnish necessary Annexure-9: MAF
proof for the same in the specified format.
9 Manpower The bidder must have had at least 30 technical CS Certificate with
Strength of Bidder professionals (Diploma/ Degree holder in CS’s Registration
Engineering) on roll in each year during last Number/ Seal
three financial year from 2021-13 to 2014-15. OR
Letter from HR of the
firm duly signed and
sealed of the firm.
Seal & Signature of the Auth. Sign. Page 14 of 54Sl. Basic Specific Requirements Documents
No. Requirement Required
10. Compatibility: All supplied equipment’s should be compatible with SCERT EDUSAT Network.
4. SCOPE OF WORK, DELIVERABLES AND TIMELINES
The bidder shall be required to supply, install and integrate the solution as per the scope of
work detailed below. O&M of the proposed solution shall be provided for a period of 5 years
from GO-LIVE.
The successful deployment of project requires the bidder to provide quality & timely
services to PRSU.
For successful implementation of the project, the Bidder shall depute one ProgramManager
from the date of signing of agreement as single point of contact (SPOC) for PRSU. Bidder
shall provide the contact numbers, e-mail id and other relevant details of the SPOC to PRSU.
4.1 Detailed Scope of work (SoW)
The bidder is required to undertake following activities under this RFP. The detailed scope of
work for each activity is explained in subsequent paragraphs of this RFP–
1. Supply, Install, Integrate and Maintain SITs at identified colleges.
2. Supply, Install, Integrate and Maintain Studio at PRSU Campus.
4.1.1 Implementation of SIT
The SITs should be implemented at the identified college in the identified class room /
auditorium / seminar hall. Space (Flat Surface) for implementation of VSAT antenna
would be identified by the college which is within 125 feet for minimizing losses. The
selected bidder is responsible for proper implementation without loose wires. The TV
should be mounted at the identified location in the classroom and cable routed
through the wall without loose ends and should not be hanging around.
4.2 Testing
On completion of implementation of SIT, the selected bidder should test and
demonstrate the audio video interaction between SIT and Studio to the identified
site coordinator / incharge at the remote college.
Seal & Signature of the Auth. Sign. Page 15 of 544.3 Training
Imparting the basic on-site training to designated officials so as to make them well
conversant with the functionalities and features of the SIT.
4.4 Preventive Maintenance Services
Preventive Maintenance Should be carried once in a year either on a separate visit or
during visit for corrective maintenance. Following steps should be adhered for
preventive maintenance. If there is no corrective maintenance call logged during the
year, vendor shall perform preventive maintenance within completion of the year.
a. Conduct preventive maintenance (including inspection, testing, satisfactory
execution of diagnostics and necessary repairing of the equipment).
b. Cleaning and removal of dust and dirt from the interior and exterior of
theequipment.
c. Preventive Maintenance Activities of components as per their
manufacture’srecommendation/ advice.
d. The Preventive Maintenance shall be carried out in Non-Prime Hours only under
intimation to Purchaser.
4.5 Corrective Maintenance Services
On identification of any problem with SIT, the site coordinator or central coordinator
from the university would log a call at the call centre of the vendor. The vendor should
provide corrective maintenance in 9 x 6 basis. Following activities are included in
corrective maintenance service.
a. Warranty and maintenance/troubleshooting of supplied hardware/software and
support infrastructure problem including network (active / passive)
equipment,security and rectification of the same.
b. Troubleshooting of problems arising in the network and resolving the same.
c. Documentation of problems, isolation, cause and rectification procedures for
building knowledge base for the known problems.
4.6 Call Centre:
The bidder is required to provide there call centre numbers for corrective
maintenance. Alternatively, email, portal if any should be provided to PRSU for
logging of corrective maintenance and preventive maintenance calls.
4.7 Major Roles & Responsibilities of PRSU/ Remote Colleges
The role of PRSU/ Remote Colleges in the successful implementation of the solution
includesdischarging the following responsibilities:
a) Provide List of all the coordinators at Each colleges where SIT implementation
is identified.
b) Co-ordination with all stakeholders at Remote colleges for required
permission and access.
c) Provide requisite infrastructure required at project locations, arrangement of
following:
Seal & Signature of the Auth. Sign. Page 16 of 54i.) Requisite infrastructure like space, building, raw electricity,
AirConditioning, furnitureetc. during project implementation.
ii.) Arrange the necessary space for installation of VSAT antenna, andAudio
Video Equipment
d) During the pre-implementation period i.e. site survey, providing the requisite
siteinformation to the bidder so that the identification of a suitable
installation site canbe completed by the bidder.
e) Making due payments to the bidder promptly.
f) Taking required permissions from SCERT for up linking and downlinking from
the Edusat Hub
4.8 Project Deliverables, Milestones & Time Schedule
The milestones, deliverables and time schedule for the implementation of project shallbe as
follows:-
a) Delivery of SITs: 16 weeks from the date of release of Advance
b) Installation and Commissioning of SITs: 4 weeks from the date of Delivery and Site
Readiness declared from the Remote college.
5. INSTRUCTION TO BIDDERS (ITB)
5.1. Sale of Bidding/ Tender Document
a) The sale of bidding documents shall be commenced from the date as mentionedin
Notice Inviting Bids (NIB). The complete bidding document shall also be placed on the
PRSU website.
b) The bidding documents shall be made available to any prospective bidder whopays the
price as specified in NIB.
c) If the bidder downloads the document from the website, it should be paid along with
tender submission in form of DD
d) Bidding documents purchased by Principal of any concern may be used by itsauthorised
sole selling agents/ marketing agents/ distributors/ sub-distributors andauthorised
dealers or vice versa.
5.2. Changes in the Bidding Document
a) At any time, prior to the deadline for submission of Bids, the procuring entity may
for any reason, whether on its own initiative or as a result of a request
forclarification by a bidder, modify the bidding documents by issuing an addendum
inaccordance with the provisions below.
b) In case, any modification is made to the bidding document or any clarification
isissued which materially affects the terms contained in the bidding document,
theprocuring entity shall publish such modification or clarification in the same
manneras the publication of the initial bidding document.
c) In case, a clarification or modification is issued to the bidding document,
theprocuring entity may, prior to the last date for submission of Bids, extend
Seal & Signature of the Auth. Sign. Page 17 of 54suchtime limit in order to allow the bidders sufficient time to take into account
theclarification or modification, as the case may be, while submitting their Bids.
d) Any bidder, who has submitted his Bid in response to the original invitation,
shallhave the opportunity to modify or re-submit it, as the case may be, within
theperiod of time originally allotted or such extended time as may be allowed
forsubmission of Bids, when changes are made to the bidding document by
theprocuring entity:
Provided that the Bid last submitted or the Bid as modified by the bidder shall
beconsidered for evaluation.
5.3. Format and Signing of Bids:
a) Bidders must submit their bids in due time at University.
b) All the documents should be digitally signed with the DSC of authorized signatory.
c) A single-stage two-part/ cover system shall be followed for the Bid: -
h. Technical Bid, including fee details, eligibility & technical documents
i. ii. Financial Bid
d) The Technical Bid shall consist of the documents as specified in the RFP shall be
uploaded inscanned PDF format (Bidder’s are required to provide content list by
fillingrelevant page no.’s in the bid document -
Sl.No. Documents Type Document Format PageNo.
1 Covering Letter –Technical Bid
On bidder’s letter head duly signed
byauthorized signatory (as per
Annexure – 6)
Fee Details
2 Bidding document Fee(Tender Scanned copy of DD/ Banker’s
Fee) Cheque
3 Bid Security Scanned copy of DD/ Banker’s
Cheque/Bank Guarantee/ Fee
Receipt
Eligibility Documents
Sl.No. Documents Type Document Format PageNo.
4 Tender Form As per Annexure-5
5 Bidder’s As per Annexure-4 and copy of
AuthorizationCertificate along Power ofAttorney/ Copy of board
with acopy of board resolution
resolution/Power of Attorney
infavour of person signingthe
Letter of Authoritystating that
the Authorizedsignatory can
sign thebid/contract on behalf
ofthe firm
Sl.No. Documents Type&Format PageNo.
All the documents mentioned in the “Eligibility Criteria”, in support of the eligibilityas per
Seal & Signature of the Auth. Sign. Page 18 of 54the format mentioned against the respective eligibility criteria clause.
6 Legal Entity
7 Financial Turnover from IT/ITeS/Telecom services
8 Financial: Net Worth
9 Technical Capability
10 Tax registration and clearance
11 OEM Certification
12 Manpower Strength of Bidder
Technical Documents
Sl.No. Documents Type Document Format PageNo.
BILL OF MATERIAL (BOM) ANNEXURE 1
TECHNICAL SPECIFICATIONS ANNEXURE-2
FINANCIAL BID COVER LETTER ONLY* ANNEXURE-7
FINANCIAL CAPABILITIES ANNEXURE-8
MANUFACTURER’S AUTHORIZATION FORM(MAF) ANNEXURE-9
PROJECT REFERENCES FOR EXPERIENCEOF BIDDER ANNEXURE-10
*Please note that only the “Covering Letter of Financial bid” needs to be submitted along
withthe technical bid. Financial bid (commercials) needs to be submitted only on separate cover
Financial bid shall include the following documents: -
Sl.No. Documents Type Document Format PageNo.
1 Financial Bid – CoverLetter On bidder’s letter head duly
signed byauthorized signatory
as per Annexure-7
2 Financial Bid – Format As per format in Annexure-7
e) The bidder should ensure that all the required documents, as mentioned in
thisbidding document, are submitted along with the bid and in the prescribed
formatonly. Non-submission of the required documents or submission of the
documentsin a different format/ contents may lead to the rejections of the bid
submitted bythe bidder.
5.4. Bid Security
Every bidder, participating in the procurement process will be required to furnish the bid
security as specified in the NIB.Bidder has to submit EMD of Rs.1.00 Lacs in the form of Bank
Draft in favour of Registrar, Pt. RavishankarShukla University, Raipur.
5.5. Deadline for the submission of Bids
a) Bids shall be received in office and up to the time and date specified in the Tender.
Seal & Signature of the Auth. Sign. Page 19 of 545.6. Opening of Bids
a) The Bids shall be opened by the bid opening & evaluation committee on the dateand
time mentioned in the NIB in the presence of the bidders or their
authorisedrepresentatives who choose to be present.
b) The committee shall conduct a preliminary scrutiny of the opened technical Bids
toassess the prima-facie responsiveness and ensure that the: -
a. Bid is accompanied by bidding document fee, bid security or bid
securingdeclaration, and processing fee (if applicable);
b. Bid is valid for the period, specified in the bidding document;
c. Bid is unconditional and the bidder has agreed to give the
requiredperformance security; and
d. Other conditions, as specified in the bidding document are fulfilled.
e. Any other information which the committee may consider appropriate.
c) No Bid shall be rejected at the time of Bid opening except the Bids notaccompanied
with the proof of payment or instrument of the required price ofbidding document,
processing fee and bid security.
d) The Financial Bid cover shall be kept unopened and shall be opened later on thedate
and time intimated to the bidders who qualify in the evaluation of technicalBids.
5.7. Selection Method
The selection method is Least Cost Based Selection (LCBS or L1) based on Net NPVdefined in
RFP.
5.8. Clarification of Bids
a) To assist in the examination, evaluation, comparison and qualification of the Bids,
the bid evaluation committee may, at its discretion, ask any bidder for a clarification
regarding its Bid. The committee’s request for clarification and theresponse of the
bidder shall be in person.
b) Any clarification submitted by a bidder with regard to its Bid that is not in response
to a request by the committee shall not be considered.
c) No change in the prices or substance of the Bid shall be sought, offered, or
permitted, except to confirm the correction of arithmetic errors discovered by the
committee in the evaluation of the financial Bids.
d) No substantive change to qualification information or to a submission, including
changes aimed at making an unqualified bidder, qualified or an unresponsive
submission, responsive shall be sought, offered or permitted.
5.9. Evaluation & Tabulation of Technical Bid
a) Determination of Responsiveness
a) The bid evaluation committee shall determine the responsiveness of a Bid onthe
basis of bidding document and the provisions of pre-qualification/
eligibilitycriteria of the bidding document.
b) A responsive Bid is one that meets the requirements of the bidding
documentwithout any material deviation, reservation, or omission where: -
Seal & Signature of the Auth. Sign. Page 20 of 54i. “deviation” is a departure from the requirements specified in thebidding
document;
ii. “reservation” is the setting of limiting conditions or withholding
fromcomplete acceptance of the requirements specified in the
biddingdocument; and
iii. “Omission” is the failure to submit part or all of the information
ordocumentation required in the bidding document.
c) A material deviation, reservation, or omission is one that,
i. if accepted, shall:-
1. affect in any substantial way the scope, quality, or performance
ofthe subject matter of procurement specified in the
biddingdocuments; or
2. limits in any substantial way, inconsistent with the
biddingdocuments, the procuring entity’s rights or the bidder’s
obligationsunder the proposed contract;
OR
ii. if rectified, shall unfairly affect the competitive position of other
bidderspresenting responsive Bids.
d) The bid evaluation committee shall examine the technical aspects of the Bid
inparticular, to confirm that all requirements of bidding document have been
metwithout any material deviation, reservation or omission.
e) The procuring entity shall regard a Bid as responsive if it conforms to
allrequirements set out in the bidding document, or it contains minor
deviationsthat do not materially alter or depart from the characteristics, terms,
conditionsand other requirements set out in the bidding document, or if it
contains errorsor oversights that can be corrected without touching on the
substance of theBid.
b) Non-material Non-conformities in Bids
a) The bid evaluation committee may waive any non-conformities in the Bid thatdo
not constitute a material deviation, reservation or omission, the Bid shall
bedeemed to be substantially responsive.
b) The bid evaluation committee may request the bidder to submit the
necessaryinformation or document like audited statement of accounts/ CA
Certificate,Registration Certificate, VAT/ CST clearance certificate, ISO/ CMMi
Certificates, etc. within a reasonable period of time. Failure of the bidder
tocomply with the request may result in the rejection of its Bid.
c) The bid evaluation committee may rectify non-material nonconformities
oromissions on the basis of the information or documentation received from
thebidder under (b) above.
d) Technical Evaluation Criteria
1) The technical evaluation shall be completed by the designated
ProcurementCommittee as early as possible after opening of technical bids. It
shallexamine the technical bid including the pre-qualification documents.
2) Bid shall be evaluated technically based on the documents submitted by
thebidder as asked in the RFP.
Seal & Signature of the Auth. Sign. Page 21 of 543) The eligible bidders whose bid is determined to be substantially responsiveshall
be considered to be qualified in the technical evaluation, unlessdisqualified
pursuant to clause “Conflict of Interest” or “Disqualification”, andshall be
informed, either in writing or by uploading the details on the
websitesmentioned in the NIB, about the date, time and place of opening of
theirfinancial bids..
4) The firms which could not qualify in technical evaluation will be informed
aboutthis fact. Their financial bid will not be opened and Bid Security refunded
aftercompletion of the bid process i.e. award of the contract to the
best/successfulbidder.
e) Tabulation of Technical Bids
a) Technical Bids shall be tabulated by the bid evaluation committee in the form
ofa comparative statement to evaluate the qualification of the bidders against
thecriteria for qualification set out in the bidding document.
b) The members of bid evaluation committee shall give their
recommendationsbelow the table as to which of the bidders have been found to
be qualified inevaluation of Technical Bids and sign it.
f) The bidders who qualify in the technical evaluation shall be informed in
writingabout the date, time and place of opening of their financial Bids.
5.10. Evaluation & Tabulation of Financial Bids
a) The financial bids/ cover of bidders who qualify in technical evaluation shall
beopened online at the notified time, date and place by the members of
thedesignated Procurement Committee in the presence of the bidders or
theirrepresentatives who choose to be present. Alternatively, the bidders may
alsoview the financial bid opening status/ process as.
b) The process of opening of financial bids/ covers shall be similar to that of
technicalbids.
c) The names of the bidders, the rates given by them and conditions put, if any, shallbe
read out and recorded.
d) Conditional Bids are liable to be rejected;
e) L1 would be declared based on the TCO mentioned in the financial bid.
f) To evaluate a bid, the tendering authority shall consider the following: -
a. the bid price as quoted in accordance with bidding document.
b. price adjustment for correction of arithmetic errors in accordance withbidding
document.
g) The offers shall be evaluated and marked L1, L2, L3 etc. based on TCO. L1 being the
lowest offer and then others in ascending order.
h) The bid evaluation committee shall prepare a comparative statement in tabularform
in accordance with rules along with its report on evaluation of financial Bidsand
recommend the lowest offer for acceptance to the procuring entity.
i) The members of bids evaluation committee shall give their recommendationsbelow
the table regarding lowest Bid and sign it.
j) It shall be ensured that the offer recommended for sanction is justifiable looking
tothe prevailing market rates of the goods, works or service required to be procured.
Seal & Signature of the Auth. Sign. Page 22 of 545.11. Correction of Arithmetic Errors in Financial Bids
The bid evaluation committee shall correct arithmetical errors in substantially responsive
Bids, on the following basis, namely: -
a) If there is a discrepancy between the unit price and the total price that is
obtainedby multiplying the unit price and quantity, the unit price shall prevail and
the totalprice shall be corrected, unless in the opinion of the bid evaluation
committeethere is an obvious misplacement of the decimal point in the unit price,
in whichcase the total price as quoted shall govern and the unit price shall be
corrected;
b) If there is an error in a total corresponding to the addition or subtraction
ofsubtotals, the subtotals shall prevail and the total shall be corrected; and
c) If there is a discrepancy between words and figures, the amount in words
shallprevail, unless the amount expressed in words is related to an arithmetic error,
inwhich case the amount in figures shall prevail subject to clause (a) and (b) above.
5.12. Price/ purchase preference in evaluation
Price and/ or purchase preference notified by the University (PRSU) and asmentioned in the
bidding document shall be considered in the evaluation of Bids and award of contract.
5.13. Negotiations
a) Except in case of procurement by method of single source procurement
orprocurement by competitive negotiations, to the extent possible, no
negotiationsshall be conducted after the pre-bid stage. All clarifications needed to be
sought,shall be sought in the pre-bid stage itself.
b) Negotiations may, however, be undertaken only with the lowest bidder when
therates are considered to be much higher than the prevailing market rates.
c) The bid evaluation committee shall have full powers to undertake
negotiations.Detailed reasons and results of negotiations shall be recorded in the
proceedings.
d) The lowest or most advantageous bidder shall be informed in writing eitherthrough
messenger or by registered letter and e-mail (if available). A minimumtime of seven
days shall be given for calling negotiations. In case of urgency thebid evaluation
committee, after recording reasons, may reduce the time, providedthe lowest or
most advantageous bidder has received the intimation andconsented to regarding
holding of negotiations.
e) Negotiations shall not make the original offer made by the bidder inoperative.
Thebid evaluation committee shall have option to consider the original offer in
casethe bidder decides to increase rates originally quoted or imposes any new
termsor conditions.
f) In case of non-satisfactory achievement of rates from lowest or mostadvantageous
bidder, the bid evaluation committee may choose to make a writtencounter offer to
the lowest or most advantageous bidder and if this is not acceptedby him/her, the
committee may decide to reject and re-invite Bids or to make thesame counter-offer
Seal & Signature of the Auth. Sign. Page 23 of 54first to the second lowest or most advantageous bidder, then to the third lowest or
most advantageous bidder and so on in the order of theirinitial standing and work/
supply order be awarded to the bidder who acceptsthe counter-offer. This
procedure shall be used in exceptional cases only.
g) In case the rates even after the negotiations are considered very high, fresh Bidsshall
be invited.
5.14. Exclusion of Bids / Disqualification
a) A procuring entity shall exclude/ disqualify a Bid, if: -
i. the information submitted, concerning the qualifications of the bidder,
wasfalse or constituted a misrepresentation; or
ii. the information submitted, concerning the qualifications of the bidder,
wasmaterially inaccurate or incomplete; and
iii. the bidder is not qualified as per pre-qualification/ eligibility
criteriamentioned in the bidding document;
iv. the Bid materially departs from the requirements specified in the
biddingdocument or it contains false information;
v. the bidder, submitting the Bid, his agent or any one acting on his
behalf,gave or agreed to give, to any officer or employee of the procuring
entity or other governmental authority a gratification in any form, or any
other thingof value, so as to unduly influence the procurement process;
vi. a bidder, in the opinion of the procuring entity, has a conflict of
interestmaterially affecting fair competition.
b) A Bid shall be excluded/ disqualified as soon as the cause for its
exclusion/disqualification is discovered.
c) Every decision of a procuring entity to exclude a Bid shall be for reasons to
berecorded in writing and shall be: -
i. communicated to the concerned bidder in writing;
ii. published on the State Public Procurement Portal, if applicable.
5.15. Lack of Competition
a) A situation may arise where, if after evaluation of Bids, the bid evaluationcommittee
may end-up with one responsive Bid only. In such situation, the bidevaluation
committee would check as to whether while floating the NIB allnecessary
requirements to encourage competition like standard bid conditions,industry
friendly specifications, wide publicity, sufficient time for formulation ofBids, etc.
were fulfilled. If not, the NIB would be re-floated after rectifyingdeficiencies. The bid
process shall be considered valid even if there is oneresponsive Bid, provided that:-
i. the Bid is technically qualified;
ii. the price quoted by the bidder is assessed to be reasonable;
iii. the Bid is unconditional and complete in all respects;
iv. there are no obvious indicators of cartelization amongst bidders; and
v. the bidder is qualified as per the provisions of pre-qualification/ eligibility
criteria in the bidding document
b) The bid evaluation committee shall prepare a justification note for approval by
thenext higher authority of the procuring entity, with the concurrence of the
accountsmember.
Seal & Signature of the Auth. Sign. Page 24 of 54c) In case of dissent by any member of bid evaluation committee, the next
higherauthority in delegation of financial powers shall decide as to whether to
sanctionthe single Bid or re-invite Bids after recording reasons.
d) If a decision to re-invite the Bids is taken, market assessment shall be carried outfor
estimation of market depth, eligibility criteria and cost estimate.
5.16. Acceptance of the successful Bid and award of contract
a) The procuring entity after considering the recommendations of the bid
evaluationcommittee and the conditions of Bid, if any, financial implications, trials,
sample testing and test reports, etc., shall accept or reject the successful Bid. If
anymember of the bid evaluation committee, has disagreed or given its note
ofdissent, the matter shall be referred to the next higher authority, as per
delegationof financial powers, for decision.
b) Decision on Bids shall be taken within original validity period of Bids and timeperiod
allowed to procuring entity for taking decision. If the decision is not takenwithin the
original validity period or time limit allowed for taking decision, the matter shall be
referred to the next higher authority in delegation of financialpowers for decision.
c) Before award of the contract, the procuring entity shall ensure that the price
ofsuccessful Bid is reasonable and consistent with the required quality.
d) A Bid shall be treated as successful only after the competent authority hasapproved
the procurement in terms of that Bid.
e) The procuring entity shall award the contract to the bidder whose offer has
beendetermined to be the lowest or most advantageous in accordance with the
evaluation criteria set out in the bidding document and if the bidder has
beendetermined to be qualified to perform the contract satisfactorily on the basis
ofqualification criteria fixed for the bidders in the bidding document for the
subjectmatter of procurement.
f) Prior to the expiration of the period of bid validity, the procuring entity shall
informthe successful bidder, in writing, that its Bid has been accepted.
g) As soon as a Bid is accepted by the competent authority, its written intimationshall
be sent to the concerned bidder by registered post or email and asked toexecute an
agreement in the format given in the bidding documents on a non-judicial stamp of
requisite value and deposit the amount of performance securityor a performance
security declaration, if applicable, within a period specified inthe bidding documents
or where the period is not specified in the biddingdocuments then within fifteen
days from the date on which the letter of acceptanceor letter of intent is dispatched
to the bidder.
h) If the issuance of formal letter of acceptance is likely to take time, in themeanwhile a
Letter of Intent (LOI) may be sent to the bidder. The acceptance ofan offer is
complete as soon as the letter of acceptance or letter of intent is postedand/ or sent
by email (if available) to the address of the bidder given in thebidding document.
Until a formal contract is executed, the letter of acceptance orLOI shall constitute a
binding contract.
i) The bid security of the bidders who’s Bids could not be accepted shall berefunded
soon after the contract with the successful bidder is signed and itsperformance
security is obtained.
Seal & Signature of the Auth. Sign. Page 25 of 545.17. Information and publication of award
Information of award of contract shall be communicated to all participating biddersand/or
published on the respective website(s) as specified in NIB.
5.18. Procuring entity’s right to accept or reject any or all Bids
The Procuring entity reserves the right to accept or reject any Bid, and to annul (cancel) the
bidding process and reject all Bids at any time prior to award of contract,without thereby
incurring any liability to the bidders.
5.19. Right to Vary Quantities
a) If the procuring entity does not procure any subject matter of procurement
orprocures less than the quantity specified in the bidding documents due tochange
in circumstances, the bidder shall not be entitled for any claim orcompensation
except otherwise provided in the bidding document.
b) Repeat orders for extra items or additional quantities may be placed if it isprovided
in the bidding document, on the rates and conditions given in thecontract. Delivery
or completion period may also be proportionately increased.
a) The limits of repeat order shall be as under: -
i. 50% of the quantity of the individual items and 50% of the value of
original contract in case of works; and
ii. 50% of the value of goods or services of the original contract.
5.20. Confidentiality
a) Notwithstanding anything contained in this bidding document but subject to the
provisions of any other law for the time being in force providing for disclosure of
information, a procuring entity shall not disclose any information if such disclosure,
in its opinion, is likely to: -
i. impede enforcement of any law;
ii. affect the security or strategic interests of India;
iii. affect the intellectual property rights or legitimate commercial interests
ofbidders;
iv. affect the legitimate commercial interests of the procuring entity
insituations that may include when the procurement relates to a project
inwhich the procuring entity is to make a competitive bid, or the
intellectualproperty rights of the procuring entity.
b) The procuring entity shall treat all communications with bidders related to
theprocurement process in such manner as to avoid their disclosure to competing
bidders or to any other person not authorised to have access to such information.
c) The procuring entity may impose on bidders and sub-contractors, if there are anyfor
fulfilling the terms of the procurement contract, conditions aimed at
protectinginformation, the disclosure of which violates (a) above.
Seal & Signature of the Auth. Sign. Page 26 of 54You can also read
