Jammu & Kashmir e Governance Agency

Civil Secretariat Jammu/Srinagar

Tel/ Fax (Jammu): 0191-2544636/ 0191-2566055

Tel/ Fax (Srinagar):0194-2452269/ 0194-2450523

Website: jkit.nic.in

Request for Proposal

For Selection of Data Digitization Vendor (DDV) for

Data Digitization of Ration Cards in Public

Distribution System of Jammu and Kashmir State

Doc Version : 1.1

Prepared by : SeMT, Information Technology Department, Government of J&K

Date : 31st August 2012

Initiative

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CONTENTS Abbreviations: ............................................................................................................................................. 3 1. Introduction and Overview ................................................................................................................ 3

1.1 Background ................................................................................................................................. 3 1.2 Invitation for Bids ........................................................................................................................ 3 1.3 Key Events & Dates ................................................................................................................... 4

2. Data Digitization - Methodology ....................................................................................................... 4 2.1 Scope and Responsibility Matrix .............................................................................................. 5

2.1.1 Scope and Responsibility Matrix of DDV ........................................................................ 5 2.1.2 Scope and Responsibility Matrix of CA&PD Department ................................................. 7 2.1.3 Scope and Responsibility Matrix of NIC-Jammu & Kashmir ........................................... 8

3. Payment Schedule ............................................................................................................................. 8 4. Service Level Agreement (SLA) ....................................................................................................... 9

4.1 Service Level Agreement for Data Digitization Accuracy ..................................................... 9 4.2 Service Level Agreement for Data Digitization Timelines .................................................. 10

5. General Information, Terms and Conditions ................................................................................ 10 5.1 Cost of proposal: ...................................................................................................................... 11 5.2 Eligibility criteria: ....................................................................................................................... 11 5.3 Pre-bid conference: .................................................................................................................. 11 5.4 EMD:........................................................................................................................................... 12 5.5 Proposal Opening and Evaluation: ........................................................................................ 12 5.6 Award of Contract ..................................................................................................................... 13 5.7 Notification of Award ................................................................................................................ 13 5.8 Signing of Contract ................................................................................................................... 13 5.9 Failure to agree with the Terms & Conditions of the RFP/Contract ................................. 14 5.10 Performance Bank Guarantee ................................................................................................ 14 5.11 Liquidation Damages ............................................................................................................... 15 5.12 Exit Management: .................................................................................................................... 15 5.13 Termination of Contract ........................................................................................................... 16 5.14 Resolution of disputes ............................................................................................................. 17 5.15 Force Majeure ........................................................................................................................... 17

6. Annexures ......................................................................................................................................... 18 6.1 Annexure-A ............................................................................................................................... 18 6.2 Annexure-B ............................................................................................................................... 19 6.3 Annexure-C ............................................................................................................................... 21 6.4 Annexure-D ............................................................................................................................... 22 6.5 Annexure-E ............................................................................................................................... 24 6.6 Annexure-F ................................................................................................................................ 25

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Abbreviations:

ITD Information Technology Department, Gov. of J&K

JaKeGA Jammu & Kashmir e-Governance Agency

Data Digitization Vendor

(DDV)

Any partnership firm where the J&K State Subject has >=51%

stake

RFP Request for Proposal

1. Introduction and Overview

1.1 Background

Department of Consumer Affairs and Public Distribution (CA&PD) Government of

Jammu and Kashmir (GoJK) intends to implement computerization of ration cards in

Public Distribution System (PDS) in the State of Jammu and Kashmir. CA&PD

Department has decided to implement the software of PDS developed by National

Informatics Centre (NIC).

Offers are invited from eligible bidders for data digitization of the existing ration cards

records in Urdu (UNICODE) & English languages both in the State of Jammu and

Kashmir.

1.2 Invitation for Bids

This invitation is to tender for:

Appointment of Data Digitization Vendor (DDV) for Data Digitization of Ration

Cards in Public Distribution System of Jammu and Kashmir State.

Bidders are advised to study the RFP document carefully. Submission of RFP shall be

deemed to have been done after careful study and examination of the tender document

with full understanding of its implications.

Sealed offers prepared in accordance with the procedures enumerated in this RFP

should be submitted to the office of CEO JaKeGA, Civil Secretariat, Srinagar, not later

than the date and time laid down in Section 1.3, at the address given below: -

Chief Executing Officer, JaKeGA

2nd Floor, New Block Secretariat, Srinagar - 190 001

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1.3 Key Events & Dates

The schedules of activities for the purpose of RFP are outlined below: -

# Key Activities Date

1. Start date for issue of RFP 01-09-2012

2. Last date for submission of written queries by bidders

07-09-2012

3. Pre-bid conference 10-09-2012

4. Response to bidder Queries 12-09-2012

5. Last date for issue of RFP 13-09-2012

6. Last date of submission of Proposal (RFP)

24-09-2012

7. Date of opening the Technical Bids + presentation (if required)

25-09-2012

8. Date of opening the Commercial Bids 25-09-2012

Note:

1. The department shall not be responsible for any postal delay about non-receipt/

non-delivery of the documents.

2. The terms &conditions are tentative and subject to change.

3. The purpose of the pre-bid conference will be to clarify issues and to answer

queries on any matter that may be raised at that stage. The bidder is requested

to submit only relevant queries in writing to reach the office of CEO JaKeGA,

Srinagar not later than the date stated in the schedule in RFP, it may not be

possible at the pre-bid Conference to answer queries received late.

4. Any modification of the RFP document which may become necessary as a result

of the pre-bid conference shall be made by the office of CEO JaKeGA, Civil

Secretariat, Srinagar exclusively through the issue of an addendum/ corrigendum

on our website www.jkit.nic.in.

5. If the above said schedule falls on any gazette holiday then next working day will

be treated as per schedule.

2. Data Digitization - Methodology

The data digitization of the existing ration card data will be done in both Urdu

(Unicode) & English languages through the Software developed by NIC.

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There are approximately 21 lakh ration cards in the State of Jammu and Kashmir

and the details are annexed as Annexure "A". As there are 22 districts in Jammu

and Kashmir approximately 1 lakh ration cards per district are to be digitized and

the exact number of ration cards varies from district to district. The work of all the

districts is to be completed in 60 days from the date of release of work order

including the tasks like: scanning of beneficiary photograph from the

form/document, hardware installation, data entry, checking, updating, data

backup etc.

The digitization work for all the districts will be carried out simultaneously at the

respective Tehsil Supply Office (TSO) and where it is not possible the same will

be done at the District Food & Supplies Office (DSO).

2.1 Scope and Responsibility Matrix

2.1.1 Scope and Responsibility Matrix of DDV

2.1.1.1 Hardware Infrastructure Requirement

a) Installation of minimum required nos. of high speed scanners/or more,

computers and other required infrastructure for scanning picture of ration

card beneficiary for approximately 1 lakh ration cards per district as per

timelines defined in SLAs.

b) The required no. of computers along with scanners, printers, power

backup etc. should be provided by the vendor for complete scope of

project.

c) Maintenance of hardware & infrastructure installed at TSO/DSO.

d) Computers and other required infrastructure for post data entry

verification by DDV at each TSO/DSO.

e) Installation of minimum 1 computer with required infrastructure for

department staff for checking of the data entry at each TSO/DSO.

f) Installation of required capacity of UPSs and Generators for un-

interrupted power supply.

g) The above items can increase or decrease as per the requirement of the

area to complete the task in specified time limit.

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2.1.1.2 Other Requirements

DDV shall place the hardware and related infrastructure at TSO/DSO as per detail

mentioned at 2.1.1.1. The space required for scanning shall be provided to DDV by

TSO/DSO.

The other requirements/responsibilities of DDV shall be:

a) Installation of PDS Software (Developed by NIC) on server for scanning the

photographs, managing the scanned images & data entry and training to

TSO/DSO staff.

b) Data entry in master database.

c) Data entry format designed by NIC for data entry of ration cards is enclosed at

Annexure "B" and final data structure shall be provided to the selected

vendors.

d) Manage ration card data & timely backup.

e) Establishment of a centralized helpdesk to manage ration cards provided by

the department and interaction with the department.

f) Providing backup of data to Food & Supplies Department as well as NIC on

DVDs and also keep the backup with them till completion of the project.

g) DDV shall provide first checklist report (Inspector-wise) to the District Food &

Supplies office for verification with proper handing over. TSO/DSO shall return

the same to DDV within 72 hours after checking/verification with the paper

document.

h) DDV shall update the verified checklist and final hardcopy of digitized data in

the prescribed format, softcopy of digitized data on DVDs sent to the

Department.

i) The data digitized will be the property of the department and should not be

copied or supplied to anybody, any infringement in this regard will be serious

and legal action will be taken against the DDV.

j) Proper record of handing over and taking over of the documents shall be

maintained. Any misplace of document shall be treated very seriously and

may lead to termination of contract and penal action.

k) DDV will deploy the staff for arrangement of document required before data

entry.

l) DDV will deploy the staff and infrastructure for verification of post data entry at

the district offices.

m) Maintenance of proper records of data receiving and handing over from/to the

department.

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2.1.1.3 Recurring Expenditure

a) All expenses related to data digitization shall be borne by DDV.

b) Quality of services and payment terms will be as per SLA (Service Level

Agreement) as per Section 4.

c) Payment to the deployed manpower and all overheads are responsibility of

the DDV.

d) Any other expenditure on implementation of PDS Software/ own developed

software shall be the responsibility of the DDV.

2.1.1.4 Site Preparation Requirement at TSO/DSO.

a) Required space will be provided by the TSO/DSO for data entry of the

documents only. The DDV shall request the department at least one week

before actual start of the work to provide the space. The department shall

provide the minimum space required to install the hardware for DDV & for

department staff and shall be strictly for the data entry period.

b) The other formalities for installing scanners, computers, networking &

other required infrastructure, arrangement of power backup etc. is to be

managed by DDV.

c) Housekeeping and internal security of infrastructure will be managed by

DDV.

2.1.2 Scope and Responsibility Matrix of CA&PD Department

a) Timely arrangement of data in proper order to DDV for data entry.

b) To provide existing ration cards related data to the nodal officer of DDV with

proper handing over and receiving of records.

c) Proper coordination with DDV for completion of work in time.

d) To provide required space on timely basis in district offices for pre-data entry,

data entry of ration cards and post- data entry work.

e) Checking of data entry work by TSO/DSO office on the computers installed by

DDV at TSO/DSO. TSO/DSO shall inform DDV for those data entry which are

not-correct, mistakes, image not clear etc. so that the data entry is done again

by DDV.

f) Proof checking of checklist report (Inspector-wise) received from DDV and its

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verification viz-a-viz with the paper document within 72 hours. Any delay on

checking part will not be penalized to DDV.TSO/DSO shall calculate the error

%age as per formula mentioned at SLA 4.1 and mention the same on checklist

report.

g) The TSO/DSO will maintain the backup at Tehsil/District office and will send a

copy to Head Office.

h) The TSO/DSO will send the report regarding the digitizing progress to JaKeGA

on weekly basis.

2.1.3 Scope and Responsibility Matrix of NIC-Jammu & Kashmir

a) Providing PDS Software, training and ensuring that the application provided

to the DDV is free from bugs, to avoid any late corrective actions.

b) Creating Central Database on receipt of data from the department.

c) Providing of database structure to DDVs.

d) Managing the PDS application.

3. Payment Schedule

1. An advance payment of 10% would be made to the DDV on account of

mobilization charges.

2. 50% of the payment would be released when DDV supplies the pre-final

checklist & final checklist (as per formats prescribed) to Tehsil Supply Office

(TSO) / District Food & Supplies Office (DSO) of respective district and TSO/DSO

sends the acceptance of pre-final checklist to CA&PD Department, J&K and

JaKeGA for the release.

3. TSO/DSO shall check the pre-final checklist from departmental staff and handed

over the same to DDV for updation. TSO/DSO shall calculate the error %age as

per formula mentioned at SLA 4.1 and mention the same on checklist report.

4. DDV shall update the data as per the error reported in the checklist and send the

final checklist report to TSO/DSO and CA&PD Department, J&K.

5. 30% of the payment would be released when TSO/DSO sends the Acceptance

Certificate of corrected/ authenticated data to CA&PD Department, J&K and

JaKeGA. Part Acceptance Certificate shall not be considered for this release.

6. DDV shall supply the required DVDs containing the scanned images and backup

of database along with the final hardcopy to CA&PD Department and JaKeGA

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for release of payment.

7. Payment will be made as per detail below:

# Description Payment Amount (Rs)

1 Mobilization Advance 10% of Q1

2 On submission of pre-final checklist to the

TSO/DSO

50% of Q1

3 On submission of corrected data and final

Hardcopy with backup of data in DVDs

30% of Q1

4 On Completion of project of data

digitization of Ration cards of state

10% of Q1

Note: Q1 is Bill amount as per agreement

8. DDV will submit the bills once in a month. The payment will be made within 30

days after receipt of bills.

9. Payment deduction will be as per the Service Level Agreement (SLA) defined in

Section 4 in detail.

4. Service Level Agreement (SLA)

4.1 Service Level Agreement for Data Digitization Accuracy

Following is the chart, which shows the metrics for the Data Digitization Accuracy.

Accuracy shall be calculated from the pre-final checklist report (Inspector- wise)

submitted to TSO/DSO. TSO/DSO shall verify the checklist report from the paper

document and mark the mistakes with red pen on the checklist report. The following

formula shall be used to calculate the error %age:

No. of fields on the checklist report - say F

Total field size length of each record - say T

Average size of each field of record - say A

No. of mistakes counted in - say X

the checklist report (Inspector-wise)

No. of records in the checklist report - say Y

Error %age = 4 * ( X / Y ) * ( A / T) * 100

On the basis of the error %age reported by TSO/DSO, the payment shall be

released to DDV as per details below:-

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SERVICE LEVEL AGREEMENT FOR DATA DIGITIZATION ACCURACY

#

Service

Metrics

Parameters

Baseline

Metric Payment

1 Accuracy of

Data Entry

> = 95% 100% of the payment

>=90 <95% 2% deduction as penalty

>=85 <90% 5% deduction as penalty

<85% 50% deduction as penalty

4.2 Service Level Agreement for Data Digitization Timelines

Following is the chart, which shows the metrics for the Data Digitization Timelines. If the

DDV perform as per the base line metrics, then payment is to be made to the DDV as

per details below:-

# Service

Metrics

Parameters

Baseline Breach

Metric Payment Metric Payment

1 Data

Digitization

of all

Districts

60

Days

100% of

the

payment

due

1 week delay 2% deduction of the payment due

2 weeks delay 6% deduction of the payment due

3 weeks delay 10% deduction of the payment due

4 weeks delay 25% deduction of the payment due

Delay by > 4

weeks

Cancellation of order and forfeiting

of EMD and no payment for the

work done

5. General Information, Terms and Conditions

The department / JaKeGA reserves the right to withdraw/ cancel/ modify any

action to this invitation without any prior notice. Notwithstanding anything

contained in this document, department / JaKeGA reserves the right to accept or

reject any request/proposal, or to annul the Tender process or reject all

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requests/proposals, at any time without any liability or any obligation for such

rejection or annulment, without assigning any reasons thereof.

Further DIC registered companies in J&K are entitled to benefits offered by DIC to

industry on production of relevant documents.

5.1 Cost of proposal:

1. The RFP document is available for sale against payment of Rs.2000/-

(Rupees Two thousand) through demand draft in favor of JaKeGA, payable at

Srinagar. Bidders can download the RFP document from website

www.jkit.nic.in & payment of document can be submitted with pre-

qualification bid.

2. The tender document is not transferable to any other bidder.

3. The Bidder will bear all the cost associated with the preparation and

submission of proposal.

4. The tender should be purchased/downloaded up-to the last date of issue. The

receipt of payment issued by JaKeGA /Draft (if downloaded) is to be attached

with Pre-bid document.

5.2 Eligibility criteria:

The proprietor/ Owner/ Major Partner of the company/ firm/ agency must be a J&K

State Subject holder and incase of multiple ownership, the majority of holders of

proprietorship should be J&K state subjects.

Further the bidder must be a registered company in the J&K State with proven past

experience in digitization domain.

5.3 Pre-bid conference:

1. The pre-bid conference, tentative schedule to occur as per the key events in

this RFP at the office of CEO JaKeGA, Srinagar. However the location of pre-

bid conference can be changed by the department. The Bidder designated

representatives are invited to attend the pre-bid conference at their own cost,

however, the parties who have not purchased the tender shall not be allowed

in the pre-bid conference

2. Any modification of the RFP document which may become necessary as a

result of pre-bid conference shall be put on the website www.jkit.nic.in

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5.4 EMD:

1. Bidder shall submit along with their bids, EMD of Rs 5.00 lacs in the form of

demand draft on a nationalized or scheduled bank in favor of CEO JaKeGA,

payable at Jammu/Srinagar. The DD shall be enclosed with the pre-bid

proposal Performa as per Annexure "D".

2. The EMD would be refunded to all unsuccessful bidders after the placement

of order to the selected DDV.

3. The EMD of successful bidder will be kept with the department till the bidder

is working with the department.

4. The EMD will be forfeited if the DDV is unable to provide the services as per

SLA.

5.5 Proposal Opening and Evaluation:

1. The bid shall consist of three packets to be submitted with covering letter as per

Annexure "E". The first packet will contain pre-bid qualification criteria with EMD.

The second packet will contain technical requirement of the bid. The third packet

will contain financial bid as per annexure "F".

a. Pre-qualification bid: Pre-qualification bid should contain all the

details as per this RFP with covering letter as per annexure "E" and

EMD and also RFP document fee of Rs.2000/-.

b. Technical bid: Technical bid should be submitted with proper

covering letter as per annexure "E" and consists of following:-

i. All pages of the RFP signed and stamped by the bidder

ii. Details of the company

iii. Understanding of the project requirement.

iv. Implementation Methodology

v. Project Plan

vi. Implementation Schedule.

vii. Project team structure, size and capability

viii. Help desk facility, if any

ix. Quality standard maintained by the company.

c. Financial bid: The financial bid should consist of prices as per the

format in annexure "F".

2. On the tender opening day the pre-bid will be opened and the committee will

check all the documents, whether EMD has been furnished, documents have

been properly signed and whether the bids are generally in order.

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3. Only those bidders who will qualify in the pre-bid qualification will be eligible for

opening of Technical bid.

4. The technical bid evaluation will be carried out as per the scoring method

defined in annexure "C".

5. The bidder who will score 60% or more in technical bid evaluation will be eligible

in financial bid.

6. The bid will be awarded to L1 bidder. Government may offer the work to other

bidders who agree to work on the L1 rate. This would be done in case the

Government feels that the L1 bidder will not be able to finish the work in

stipulated time frame. The contract may be awarded to multiple bidders to

accomplish the task in desired timeframe.

5.6 Award of Contract

After evaluation of all accepted proposals by the evaluation committee, a contract may

be awarded to the successful Bidder whose proposal meets the requirements of this

RFP i.e. the bid submitted by him is able to qualify technically as explained in this RFP

and has the lowest value for the financial bid, hence providing the best value to the

Department. The department can decide to award the work to more than one DDV to

complete the work of digitization of the entire state in time at the minimum rate

received in the bid.

IT Department / JaKeGA reserves the right to accept or reject any Bid, and to annul the

bidding process and reject all Bids at any time prior to award of Contract, without

thereby incurring any liability to the affected Bidder or Bidders or any obligation to

inform the affected Bidder or Bidders.

5.7 Notification of Award

The acceptance of a tender, subject to contract, will be communicated in writing at the

address supplied by the bidder in the bid document. Any change of address of the

Bidder, should therefore be promptly notified to JaKeGA.

5.8 Signing of Contract

The Bidder/Bidders shall be required to enter into a contract (Master Service

Agreement) in the form provided in the Proposal document, incorporating all

agreements between the bidder & JaKeGA, including any agreements reached during

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the negotiation process, if any with the Authorized Representative/Committee, within

five (5) days of the award of the contract or within such extended period, as may be

specified by the Authorized Representative, JaKeGA.

This contract shall be on the basis of this document, the bid of the bidder, the letter of

intent and such other terms and conditions as may be determined by the authorized

representative of JaKeGA to be necessary for the due performance of the work, as

envisaged herein and in accordance with the Bid and the acceptance thereof.

5.9 Failure to agree with the Terms & Conditions of the RFP/Contract

Failure of the successful bidder to agree with the terms & conditions of the RFP/

contract shall constitute sufficient grounds for the annulment of the award, in which

event JaKeGA may make the award to the next best value bidder or call for new bids.

5.10 Performance Bank Guarantee

1. The successful bidder shall at his own expense deposit with organization, within

five (5) days of the date of notice of award of the contract or prior to signing of

the contract whichever is earlier, an unconditional and irrevocable Performance

Bank Guarantee (PBG) from a Nationalized bank acceptable to Authorized

Representative, JaKeGA, payable on demand, for the due performance and

fulfillment of the contract by the Bidder.

2. The performance guarantee shall be denominated in the currency of the contract

and shall be by bank guarantee.

3. This Performance Bank Guarantee will be for an amount of 20% of contract

value. All charges whatsoever such as premium, commission etc. with respect to

the performance Bank Guarantee shall be borne by the Vendor.

4. The Performance Bank Guarantee shall be valid up to 3 months after completion

of the entire project.

5. The Performance Bank Guarantee may be discharged / returned by the

organization upon being satisfied that there has been due performance of the

obligations of the vendor under the contract. However, no interest shall be

payable on the Performance Bank Guarantee.

6. In the event of the bidder being unable to service the contract for whatever

reason, the JaKeGA would revoke the PBG. Notwithstanding and without

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prejudice to any rights whatsoever of the organization under the Contract in the

matter, the proceeds of the PBG shall be payable to the organization as

compensation for any loss resulting from the Bidder's failure to complete its

obligations under the Contract. The Client shall notify the Bidder in writing of the

exercise of its right to receive such compensation within 14 days, indicating the

contractual obligation(s) for which the Bidder is in default.

7. The Client shall also be entitled to make recoveries from the Bidder's bills,

performance bank guarantee, or from any other amount due to him, the

equivalent value of any payment made to him due to inadvertence, error,

collusion, misconstruction or misstatement.

5.11 Liquidation Damages

In the event Bidder fails to provide the Services in accordance with the Service

Standard, Bidder shall be liable for penalty as per the terms and conditions of

Service Level Agreements (SLAs) to be agreed between the Bidder and the

administration of JaKeGA.

Due to the criticality of the availability of the information, the solution should

consider reliability, redundancy in hardware configuration and fail safe design. No

data loss/ interface failure is permitted and any recovery procedure should take into

consideration this factor.

JaKeGA is entitled to withhold (deduct) from the purchase price or the Performance

Bank Guarantee the liquidated damages that have become due.

5.12 Exit Management:

At the time of expiry of Contract period, the vendor needs to ensure a complete

knowledge transfer by their Personnel to the CA&PD department.

The vendor shall handover the following:

a. Any confidential information or data to the CA&PD department

b. Return to the CA&PD department all documents taken by DDV for digitization

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work

c. DDV shall supply the required DVDs containing the scanned images and backup

of database along with the final hardcopy to CA&PD Department

Once the exit management process is over and the exit form is signed by the

vendor and CA&PD Department, the financial closure process would be initiated.

5.13 Termination of Contract

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

written notice of default sent to the bidder, terminate the contract in whole or part:

1. If the bidder, in the judgment of the department has engaged in corrupt or

fraudulent practices in competing for or in executing the Contract.

“Corrupt practice” means the offering, giving, receiving or soliciting of

anything of value of influence the action of a public official in the

procurement process or in contract execution.

“Fraudulent practice”: a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of the

purchaser, and includes collusive practice among Bidders (prior to or after

bid submission) designed to establish bid prices at artificial noncompetitive

levels and to deprive the purchaser of the benefits of free and open

competition.

2. If the bidder does not start performing the contract within 15 days after signing of

contract.

3. If the bidder stop performing the contract or withdraw the activity to perform the

contract.

4. If the bidder breach any terms & conditions of the contract or do not perform the

contract in whole or part.

5. If the bidder does not follow the written instructions given by the department from

time to time.

6. If the bidder does not perform the contract up to the satisfactory level even after

regular feedback from the department.

7. In the event that the bidder shall cease conducting business.

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8. In any other event that is detrimental to the working of the department and if the

breach of the contract take place.

5.14 Resolution of disputes

1. JaKeGA/CA&PD Department and the selected Bidder shall make every effort to

resolve amicably by direct informal negotiation any disagreement or dispute

arising between them under or in connection with the Contract.

2. If, after thirty (30) days from the commencement of such informal negotiations,

JaKeGA/CA&PD Department and the selected Bidder have been unable to

amicably resolve dispute, either party may require that the dispute be referred for

resolution to the formal mechanisms, which may include, but are not restricted to,

conciliation mediated by a third party acceptable to both, or in accordance with

the Arbitration and Conciliation Act, 1996.

5.15 Force Majeure

The successful Bidder shall not be liable for forfeiture of its implementation guarantee,

performance security, liquidated damages, or termination of contract, if and to the extent

that it’s delay in performance or other failure to perform its obligations under the

contract is the result of an event of force majeure.

For the purpose of this clause, “Force Majeure” means an event beyond the control of

the bidder and not involving the successful bidder fault or negligence, and not

foreseeable. Such events may include, but are not restricted to, acts of the JaKeGA /

CA&PD Department in its sovereign capacity, wars or revolutions, fires, floods,

epidemics, quarantine restrictions and freight embargoes.

If a force majeure situation arises, the bidder shall promptly notify the CEO JaKeGA in

writing of such condition and the cause thereof. Unless otherwise directed by CEO

JaKeGA in writing, the Bidder shall continue to perform its obligations under the

Contract as far as is reasonably practical, and shall seek all reasonable alternative

means for performance not prevented by the Force Majeure event.

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6. Annexures

6.1 Annexure-A

# District Name No. of TSOs Approx. No. of Ration

Cards

1 Doda 5 76559

2 Jammu 21 317971

3 Kathua 5 129448

4 Kishtwar 5 46308

5 Poonch 4 69930

6 Rajouri 7 108368

7 Ramban 4 54593

8 Reasi 5 50929

9 Samba 2 77647

10 Udhampur 5 103154

11 Anantnag 21 131324

12 Budgam 13 113472

13 Bandipore 6 54716

14 Baramulla 17 155915

15 Ganderbal 4 42847

16 Kargil 10 27011

17 Kupwara 20 97201

18 Kulgam 13 61215

19 Leh 3 26884

20 Pulwama 18 76400

21 Shopian 7 38252

22 Srinagar 34 206059

TOTAL 229 2066203

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6.2 Annexure-B

The Data Entry is to be done using the PDS software provided by the

Department and the format is as below:

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Note: Fields with are dropdown boxes.

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6.3 Annexure-C

ANNEXURE-C: TECHNICAL BID EVALUATION CRITERIA

Indicative Criteria for Bid Evaluation (Technical)

Criteria Description Weight age

1 No. of digitization projects successfully

completed

30*

2 Average Turnover of past 3 years 25*

3 No. of years of Experience of the

Company

25*

4 Capacity of the bidder in terms of

Infrastructure and number of

resources/manpower availability

20*

TOTAL 100

Note:

a) * Points will be awarded on pro rata basis with highest turnover /experience

/capacity of a bidder being benchmark.

b) Minimum 60 marks are required in technical bid evaluation for consideration of

financial bid opening.

c) The score given by the Evaluation Committee will stand final and no

representation in this regard will be entertained and Department decision will be

final and binding on all the bidders.

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6.4 Annexure-D

ANNEXURE-D: TECHNICAL BID PROPOSAL PROFORMA

Form – 1.1:General Information of the Principal Bidder

Name of the company

Address of Registered Office Location

Street

City

Pin code

Telephone / Facsimile

Email

Other (URL etc.)

Year of Incorporation Photocopy of Certificate of Incorporation must be attached

Legal Status Public Ltd. Co/Private Ltd. Co./ Partnership firm etc.

Technological Collaborations

Name of the contact

Contact’s designation

Contact’s Phone No.

Details of EMD furnished D.D. No.

Amount

Date

Bank and Branch

ANNEXURE-D: TECHNICAL BID PROPOSAL PROFORMA

Form – 1.2:Total Experience in field of Data Entry:

Total number of relevant projects in data entry field

Total Projects Successfully Completed

Total Projects Under Progress

Total Unsuccessful / Failed Projects

ANNEXURE-D: TECHNICAL BID PROPOSAL PROFORMA

Form – 1.3: Experience and track record in the field of Data Entry:

Name of the Assignment

Sector (Govt. OR Private)

Name of the client

Location of the Project

Start date and End date (attach completion certificate)

Name of the Key personnel associated with the project

Total number of staff and the duration of the project in man months

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Approximate value of services (desirable)

Narrative description of the project Attach details in separate sheet

References

Name and location of the reference site

Contact Person / Designation

Contact person’s address, telephone number and e-mail

Any other relevant information

ANNEXURE-D: TECHNICAL BID PROPOSAL PROFORMA

Form – 1.4:Details of Staff:

Name of the Bidder

Total no. of professional staff as on 01-09-2012

Total no. of Data Entry Operators as on 01-09-2012

Total no. of Data Entry Operators

Permanent Temporary Contractual

ANNEXURE-D: TECHNICAL BID PROPOSAL PROFORMA

Form – 1.5:Particulars of Turnover:

Name of the Bidder

Financial Year

Turnover from Data digitization

Others – Turnover/ Income

Total Turnover Income

Net Profit

2009-10

2010-11

2011-12

Note:

1. Please attach audited Balance Sheets to support figures provided above. 2. DDV can add multiple sheets in case the details are more

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6.5 Annexure-E

CEO JaKeGA Date/Month/Year Civil Secretariat, J&K Srinagar. Dear Sir, Ref: Tender for Selection of Data Digitization Vendor (DDV) for Data Digitization of Ration Cards in Public Distribution System of Jammu and Kashmir State Having examined the RFP document, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to take up the work of Data Digitization of Ration Cards of CA&PD Department, Jammu and Kashmir using the software supplied by the Department and agree to all the terms and conditions specified in RFP. Following envelope are enclosed for the said tender:

# DESCRIPTION OF ENVELOPE ENVELOPE NO

1 TECHNICAL BID EMD & Document fee ITD/CAPD/RFP/ DD-MM-YY/T-BID

2 FINANCIAL-BID ITD/CAPD/RFP/ DD-MM-YY/F-BID

3 CONSOLIDATED PACKET CONTAINING ITEMS SR. NO. 1 TO 2

ITD/CAPD/RFP/DD-MM-YY

All the pages of the bid are duly stamped and signed. The details specified in the format are substantiated with support document as required. We agree for un-conditional acceptance of all the terms and conditions in the bid document. The tender is submitted for your kind consideration. Sincerely yours (Signature) (In the capacity of) Duly authorized to sign the Tender Response for and on behalf of: (Name and Address of Company) Seal / Stamp of bidder Witness Signature: Witness Name: Witness Address: CERTIFIED AS TO AUTHORISED SIGNATORIES I, certify that I am ……………… of the ………….., and that ………………………………. Who signed the above Bid is authorized to bind the corporation by authority of its governing body.(Authority) Date (Seal here)

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6.6 Annexure-F

CEO JaKeGA Date: 2nd Floor, New Block Secretariat, Srinagar. Dear Sir, Ref: Quotation of financial bid. Having examined the tender document, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to take up the work of Data Digitization of Ration Cards CA&PD Department, Jammu and Kashmir using the software supplied by the Department. As desired the Quote (in Rs.) is as below: -

# Description Value (in Rs.) Q2

1 Data Digitization per ration card including installation of required hardware, scanning of image from ration card, data entry, checking, updating, providing of final printout and softcopy database etc.

(Value to be filled up by bidder)

*The quoted price should be all inclusive

I agree that I will not require to be paid more than the above mentioned value for data digitization of ration card. Submitted for your kind consideration. Sincerely yours (Signature) (In the capacity of) Duly authorized to sign the Tender Response for and on behalf of: (Name and Address of Company) Seal / Stamp of bidder Witness Signature: Witness Name: Witness Address: CERTIFIED AS TO AUTHORISED SIGNATORIES I, certify that I am …………… of the ………….. , and that ………………………………. Who signed the above Bid is authorized to bind the corporation by authority of its governing body.(Authority) Date (Seal here)