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RFP for Empanelment of SP for e-Procurement Services, IIT Bombay

REQUEST FOR PROPOSAL

for

Empanelment of Service Providers for providing eProcurement Services

Indian Institute of Technology Bombay

MMD, IIT Bombay Page No.1 o f 32


Table of Contents

1. SECTION 1 – BID SCHEDULE

2. SECTION 2 – ELIGIBILITY CRITERIA

3. SECTION 3 – INSTRUCTIONS TO BIDDERS

4. SECTION 4 – TERMS AND CONDITIONS

5. SECTION 5 – TECHNICAL BID

6. SECTION 6 – FINANCIAL BID

7. SECTION 7 ANNEXURES

Annexure A1 : Declaration Regarding Clean Track by Bidder Annexure A2 : Declaration for Acceptance of RFP Terms and Conditions

Annexure A3 : Declaration for Acceptance of Scope of WorkAnnexure A4 : Compliance to Technical & Functional SpecificationAnnexure B1 : Bidder's InformationAnnexure B2 : Bidder's ExperienceAnnexure B3 : Non Disclosure Agreement

8. SECTION 8 CHECK LIST



SECTION 1 – BID SCHEDULE

Tender No. MMD/eProcurement Services/RC/201516

Tender Date 10th November 2014

Item Description Empanelment of Service Providers for providing eProcurement Services

Tender Type Two Bid System : Tender should be submitted on the schedule with your covering letter in the enclosed form duly signed. Your quotation must be submitted in two envelopes Technical Bid and Commercial Bid superscribing on both the envelopes the tender no. and the due date and both these sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our Tender No. & Due Date.

Pre Bid Meeting Date & Time 27th November 2014 at 3.00 p.m.

PreBid Meeting Place Materials Management Division

Last date & time of submission of Tender :

11th December 2014 upto 1.00 p.m.

Place of Submission Materials Management Division

Opening Date & Time of tender 11th December 2014 at 3.00 p.m.

Place of Opening Tender Materials Management Division

Tender Fees Tender Fee of Rs. 500/ (Rs. Five Hundred Only) in the form of Demand Draft in the favour of 'The Registrar, IIT Bombay' payable at Mumbai' to be submitted in Technical Bid.

Earnest Money Deposit Earnest Money Deposit (EMD) of Rs. 10,000/ (Rs. Ten Thousand Only) in the form of Demand Draft in the favour of 'The Registrar, IIT Bombay' payable at Mumbai to be submitted in Technical Bid.

Any Clarification Name : Deputy Registrar Dept : Materials Management Division Email : [email protected] No. : 0222576 8800


mailto:[email protected]


SECTION 2 – ELIGIBILITY CRITERIA

Prequalification criteria:

Sr. No. Eligibility Criteria Response Document

1. The bidder should be a company registered since the last 3 years.

Copy of Registration Certificate

2. The Bidder should have minimum annual turnover of Rs. 10 Lacs in the financial year 201213 and 201314.

Supported by Audited Balance Sheet & Profit Loss Statement for the year 201213 and 201314.

3. The Bidder should have a minimum experience of 3 years in the area of eTendering for Government/ PSUs/PSBs in India.

Self Declaration as per our Annexure (B2)

4. The Bidder should have conducted at least 100 eprocurement or reverse auction events in each of the previous two years i.e. 201213 and 201314.

Self Declaration as per our Annexure (B2)

5. Bidder should provide reference of at least 3 successfully completed sourcing projects of which at least 2 should be of Government departments/PSUs/PSBs.

Give names and addresses for reference

6. Bidder should provide satisfactory performance certificates from two customers currently utilizing the eProcurement platform.

Customer reference letters

7. The Bidder should not be currently blacklisted by 0any bank / institution in India or abroad.

Self declaration (Annexure A1)

8. The Bidder should be ISO 27001 certified. Supported by Copy of the Certificate



SECTION 3 – INSTRUCTIONS TO BIDDERS

SUBMISSION OF OFFER:

1. The Quotation MUST BE ENCLOSED IN A SEALED COVER superscribing Tender number / due

date & should reach the undersigned on or before due date mentioned in the tender notice. If

the quotation cover is not sealed, it will be rejected.

2. PRICE BID MUST BE SUBMITTED IN ENCLOSED PRICE BID FORMAT ONLY.

3. Tender should be dropped in the tender box kept in the office of concerned

Department / Section or to Indenter. No tender is to be handed over to our staff personally

unless otherwise specified. All communications are to be addressed to the undersigned only. In

case due date happens to be holiday the tender will be accepted and opened on the next

working day.

4. Quoting of Price (s) : Price quoted should be in Indian Rupees.

5. VAT/Other Govt. Taxes : Excise Duty (ED), other taxes, levies, like Service Tax (ST), Education

Cess, etc., are to be indicated separately. BIDDER should mention Central and

State Sales Tax/VAT Registration, PAN Number are to be necessarily indicated in the offer.

6. If Price bid is not quoted in PRICE BID as provided in Tender document then, IIT Bombay will

Reject Bid along with forfeiting Earnest Money Deposit.

CANCELLATION OF TENDER:

1. Not withstanding anything specified in this tender document, Purchaser / IIT Bombay

in his sole discretion, unconditionally and without having to assigned any

reasons, reserves the rights:

a) To accept OR reject lowest tender or any other tender or all the tenders.

b) To accept any tender in full or in part.

c) To reject the tender offer not confirming to the tenders terms.

d) To give purchase preference to Public Sector undertakings when applicable

as per Govt. Policy/ Guidelines .

VALIDITY OF THE OFFER : 180 Days from the date of submission of offer.

TRANSFER AND SUBLETTING : The seller shall not sublet, transfer, assign or otherwise part with the

acceptance to the tender or any part thereof, either directly or indirectly, without the prior written

permission of the Purchaser.



EVALUATION OF OFFER :

1. IIT Bombay evaluate technical and commercial acceptable offers on landed net Price basis.

2. Offer which deviates from the vital conditions (as illustrates below) of the tender shall be rejected:

a) Non submission of complete offers.

b) Receipt of offers after due date and time and or by email / fax (unless specified otherwise).

c) Receipt of offers in open conditions.

3. In case any BIDDER is silent on any clauses mentioned in this tender documents, IIT Bombay shall

construe that the BIDDER had accepted the clauses as per the invitation to tender no further claim will

be entertained.

4. No revision in the terms and conditions quoted in the offer will be entertained after the last date and

time fixed for receipt of tenders.

5. In case of two bid system the date and time of Price Bid shall be intimated to technically qualifying

bidders only.



SECTION 4 – TERMS AND CONDITIONSAward of Contract :

1. The Contract will be for one year.

2. A panel of vendors/suppliers shall be selected for rate contract.

3. Empanelment of vendors will be matching L1 for the bidders who are L1+ 20%.

4. The Empaneled suppliers will be abide by all the Terms & Conditions of the Tender Document.

5. The qualified suppliers to be empanelled initially for the period of one year and maybe

extended further for two years subject to annual revision, if their performance found

satisfactory.

Earnest Money Deposit :

1. The Tender need to submit for all the items list mention in financial bid.

2. EMD of unsuccessful bidders will be returned within 30 days after the award of the contract.

3. For successful bidder, EMD will be converted to security Deposit and will be retained with IIT

Bombay till the expiry / termination of rate contract without interest.

4. EMD of a tenderer will be forfeited, if the tenderer withdraws or amends its tender or derogates

from the tender in any respect within the period of validity of its tender. Further, if the

successful tenderer fails to furnish the required performance security within the specified

period, its EMD will be forfeited.

5. If the quality of product and service provided is not found satisfactory, IIT Bombay reserves the

right to cancel or amend the contract.

Payment Terms :

1. 100% of the amount will be released event wise, on successful completion of each such event

on submission of the Invoice.

Penalty :

1. If the Event is cancelled due to any technical fault/ failure on part of the ASP, no charge will be

paid by IITB for that Event. Further, if such failure occurs, penalty @ 10% of the “per Event

cost”, will be levied and will be paid to IIT B by the ASP.

Training :

1. The ASP should provide training to staff members atleast two times during contract period.

Force Majeure : Force Majeure will be accepted on adequate proof thereof.



SECTION 5 – TECHNCIAL BID

SR. NO.

TECHNICAL REQUIREMENTS

1 INFRASTRUCTURE

Provide details of the infrastructure, hardware/software, power supply, connectivity details

Provide details of the Data Centre where the Hardware is hosted

Do you have a Disaster Recovery (DR) Site?

If Yes, give details of the DR site?

Provide technical details/brochures/services offered along with technical specifications of each module

Mention details of helpdesk

Number of staff on technical helpdesk

Number of concurrent events that can be conducted

Please provide document regarding audit process

Does the System work with the Digital Certificates issued by any of the Certifying Authorities in India

Does the System support Evaluation based on a formula by which some percentage is allocated for Technical and some percentage is allocated for Commercial.

The entire data should be held in encrypted form.

The ASP should be able to provide all the data on a CD on quarterly basis.

2 ACCESS CONTROL

Access to the System by IIT Bombay as well as proposed Vendors should be by way of UserID /Password for some Tenders (say of small values) and also through digital signatures for some Tenders. Both ways of Access should be available. IIT Bombay should be able to decide which Tenders will be accessed through User ID/Password

It should be possible for the Administrator to create Tender Owners and Users with any of the two modes i.e. User ID and Password

The system should have at least 3 levels of Access Control at IITB 2.2.1 Administrator who will be the super User and create Internal Users 2.2.2 Tender Owners who can approve Tenders 2.2.3 Users Third Level will be the Users who will create Tenders, create Corrigendum, attend prebid meetings download Tender documents of Vendors, evaluate etc.

The Tender document should not get uploaded unless one of the



Administrators' have approved the document for upload.

3 OTHER REQUIREMENTS

Does this eprocurement solution conform to the requirements of CVC guidelines?

Please confirm that in the course of providing eprocurement services to IIT Bombay, the ASP shall not infringe upon any third party Patent, Copyright, Design, Trademark, or any other Intellectual Property Rights for hardware, System Software, and Application Software.

Please provide details of experience of the Implementation Team.

4 SCOPE OF WORK

Enabling hosted solution for eProcurement of any Product, service or goods.

The system should cover full life cycle of purchase (from Indent to Purchase Order)

The System should have the following Modules: 1. Creation of Indent 2. Creation of Tender Document3. Creation of Inquiry4. Sending Inquiries 5. Uploading Tender Documents6. Downloading of Tenders by prospective Vendors 7. Pre Bid Meeting 8. Facility for online PreBid Meetings 9. Publish Tender Document after changes 10. Submit Bids Online 11. Submit EMD & Tender Fee ( If any)12. Technical Evaluation 13. Return EMD of Technically disqualify bidders14. Price Bid Opening 15. Publish Tender Results 16. Award of Contract 17. Issue Purchase Order (if required)18. Reverse Auction 19. Forward Auction

The ASP should have a wellorganized Helpline during Events.

The ASP should provide training to staff members atleast two times during contract period.

SR. NO.

FUNCTIONAL REQUIREMENTS

1 TYPES OF TENDERS

1. Single Tender2. Limited Tender



3. Advertise Tender4. Rate Contract 5. Empanelment of Suppliers6. Request for Proposal7. Expression of Interest

2 INDENT CREATION Split Single Indent into multiple Tenders

3 TENDER NOTICE CREATION

It should be possible to float Tender notice in any format

Notices should be visible to Vendors only after it is approved

System should allow Archival of Tenders and allow retrieval when required.

System should allow Cancelled Tender to be revived .

It should be possible to categorize Tender as New, Live, Archive, Cancelled, etc. for ease.

There should be provision for attaching images with Tender Notice

The system should have the capability of assigning unique internal reference number to each Tender.

There should be a facility for Online Prebid Meeting, if required.

4 TENDER SETTINGS

System should support Tenders with or without RFP cost

System should support Tenders with or without EMD

System should support Tenders with or without PreBid Meeting

System should support Tenders with or without prequalification phase

System should support Tenders with or without Technical Bid

System should have provision for inviting EOI and issuing RFP to only pre qualified bidders of EOI

System should have inbuilt check to ensure that incomplete bids in any manner is not accepted

Bid withdrawal option should be available such that Vendor is allowed to withdraw bid, that they might have submitted on or before due date and time.

System should have facility of sending emails to be sent to all Registered Vendors .

System should have the ability to set maximum size of single file upload

System should have ability for uploading various types of documents .

System should have facility for Vendor Registration & Administration .

IITB should be able to black list a Vendor .

It should be possible to down load Tenders free of cost also.



System should maintain record of names of those Vendors who have downloaded the Tender .

It should be possible to specify online brief description of the Tender to enable Vendors to view

5 TENDER UPLOAD

System should allow upload of multiple documents for a Tender.

System should have the facility of virus scan for uploading documents by the Vendors.

6 TENDER CORRIGENDUM

It should be possible to upload corrigendum and correlate them to the main Tender.

Corrigendum should be maintained chronologically.

Corrigendum should be made visible to all and also inform those who have already downloaded the original Tender document.

7 ONLINE PREBID QUERIES

The system should allow Vendors to post any number of questions.

It should be possible for Vendors to upload prebid queries within the timeline prescribed.

The system should have the facility of masking the name of the Vendors who have raised the questions and should be visible only to IITB.

8 ONLINE PREBID MEETING

It should be possible to hold prebid meeting online, if required by IIT B.

There should be a facility of replying to all or selected questions.

The system should not allow questions to be raised after prebid meeting date is over.

The system should have facility to reject to reply to any question.

The system should allow upload of replies to prebid meeting.

9 VENDOR REGISTRATION

Only those Vendors who Register with IITB for each Tender shall have access to the Tender .

It should be possible to provide different levels of access to the employees of the Vendors as required by them .

10 BID SUBMISSION

System should allow online submission along with attachments

Tender Opening links should not get activated before due date and



time.

In case of multi envelope Tender, unless the first phase (envelope) is completed the second phase (envelope) should not get opened and so on.

As each phase gets completed the comparative chart of Vendors should get auto generated .

Rejected Vendors should not qualify for next round automatically.

System should have the facility to export data to spread sheets.

System should support online Tender Opening where Vendors can participate online from their respective offices .

11 BID OPENING

In case of multi envelope Tender, it should not be possible to open the second stage envelope unless the first stage (envelope) is completed.

System should have a provision that IITB can see the name of the Vendors who are present online at the time of online Tender Opening event.

System should have a provision such that Suppliers can mark their presence online when they try to participate in online Tender opening event .

12 PRICE BID OPENING

Tender Opening links should not get activated before due date and time.

13 REVERSE/ FORWARDAUCTION

System should have provision of Reverse / Forward, including Rank bidding, Anonymous & Alias bidder etc.

System should have provision for Parameters Defining and Setting of Opening Price, Historic Price, Reserve Price, Landed & Base Price.

The System should display and record Start and End Time .

There should be Automatic and Manual Extensions and Closing rules.

There should be facility of Uploading file attachments

There should be facility for Message Broadcast to Vendors during auction for information and clarification.

Administration features like Roles and Rights, Checking login status of participants etc. should be available .

The system should be capable of providing eventwise history, Vendorwise, Productwise, datewise reports.

System should have the provision to generate L1, L2, L3 chart dynamically.

Audit Trail logs should be available for all User Transactions and administrative actions.



The system should have the following facilities

14 PARAMETER SETTINGS

Opening Price, Historic Price, Reserve Price, Landed & Base Price

Start and End Time

Automatic and Manual Extensions and Closing rules

Data validation rules , Auction Rules like lowest / highest bid wins or highest / lowest quality wins etc.,

Uploading file attachments

15 MESSEGING There should be a facility of Broadcasting messages to Vendors during Reverse auction for information and clarifications.

Administration features like

16 ADMINISTRATION

Vendor administration

Monitoring Roles and Rights Control

Checking the login status of the participants

Masking of Vendors’ identity to others who are participating in the bidding process and/or during Reverse Auction.

17 REPORTS

The System should be capable of generating detailed reports in Excel/HTML and any other format specified by IITB.

The System should be capable of providing Eventwise bid history, Supplierwise, Productwise, datewise, timewise reports .



SECTION 6 – COMMERCIAL BID

EVENT TYPE FEES PER EVENT TAXES, if any

TOTAL (Amount in Rs.)

[Inclusive of all Taxes and Other Charges]

eProcurement

Reverse Auction

Forward Auction

Place : VAT Registration No :

Date : TIN Registration No :

Signature :

Name :

Office Address :

Affix Rubber Stamp:



Annexure A1 – Declaration regarding Clean Track by BidderDeclaration of Clean Track Record (On Company / firm's Letterhead)

To,The Deputy RegistrarMaterials Management DivisionI.I.T. Bombay,Powai, Mumbai – 400 076.

Sir,

Re: RFP No. MMD/eProcurement Services/RC/201516 dated 10th November, 2014 for “Empanelment of Service Providers for eProcurement Services”.

I've carefully gone through the Terms & Conditions contained in the above referred RFP . I hereby declare that my company / firm is not currently debarred / black listed by any Government / Semi Government Organizations / Institutions in India or abroad. I further certify that I'm competent officer in my company / firm to make this declaration.

Or

I declare the following

No

Country in which the company is debarred /

blacklisted / case is pending

Black listed / debarred by Government / Semi

Government Organizations /

Institutions

ReasonSince when and for how

long

(NOTE : In case the company / firm was blacklisted previously, please provide the details regarding Period for which the company / firm was blacklisted and the reason/s for the same)

Yours faithfully

(Signature of the Bidder)Printed Name :Designation :Seal :Date :



Annexure A2 : Declaration for Acceptance of RFP Terms and Conditions

To,The Deputy RegistrarMaterials Management DivisionI.I.T. Bombay,Powai, Mumbai – 400 076.

Sir,

Subject : RFP No.MMD/eProcurement Services/RC/201516 dated 10th November 2014 for “Empanelment of Service Provider for eProcurement Services”.

I've carefully gone through the Terms & Conditions as mentioned in the above referred RFP document. I declare that all the provisions of this RFP are acceptable to my company. I further certify that I'm an authorized signatory of my company and I am, therefore, competent to make this declaration.

Yours faithfully,

(Signature of the Bidder)Printed Name :Designation :Seal :Date :Business Address :



Annexure A3 : Declaration for Acceptance of Scope of Work

To ,Dy. RegistrarMaterials Management Division, IIT Bombay, Powai, Mumbai 400 076

Sir,

Subject: MMD/eProcurement Services/RC/201516 dated 10th November, 2014 for “Empanelment of Service Providers for eProcurement services”.

I have carefully gone through the Scope of Work contained in the above referred RFP document. I declare that all the provisions of this RFP are acceptable to my company. I further certify that I am an authorized signatory of my company and am, therefore, competent to make this declaration.

Yours faithfully, (Signature of the Bidder) Printed Name :Designation :Seal :Date : Business Address :



Annexure A4 : Compliance to Technical & Functional Specification

Sr. No.

Techncial Requirements Details to be provided by Bidder

1 INFRASTRUCTURE

Provide details of the infrastructure, hardware/software, power supply, connectivity details

Provide details of the Data Centre where the Hardware is hosted

Do you have a Disaster Recovery (DR) Site?

If Yes, give details of the DR site?

Provide technical details/brochures/services offered along with technical specifications of each module

Mention details of helpdesk

Number of staff on technical helpdesk

Number of concurrent events that can be conducted

Please provide document regarding audit process

Does the System work with the Digital Certificates issued by any of the Certifying Authorities in India

Does the System support Evaluation based on a formula by which some percentage is allocated for Technical and some percentage is allocated for Commercial.

The entire data should be held in encrypted form.

The ASP should be able to provide all the data on a CD on quarterly basis.

2 ACCESS CONTROL

Access to the System by IIT Bombay as well as proposed Vendors should be by way of UserID /Password for some Tenders (say of small values) and also through digital signatures for some Tenders. Both ways of Access should be available. IIT Bombay should be able to decide which Tenders will be accessed through User ID/Password

It should be possible for the Administrator to create Tender Owners and Users with any of the two modes i.e. User ID and Password

The system should have at least 3 levels of Access Control at IITB



2.2.1 Administrator who will be the super User and create Internal Users 2.2.2 Tender Owners who can approve Tenders 2.2.3 Users Third Level will be the Users who will create Tenders, create Corrigendum, attend prebid meetings download Tender documents of Vendors, evaluate etc.

The Tender document should not get uploaded unless one of the Administrators' have approved the document for upload.

3 OTHER REQUIREMENTS

Does this eprocurement solution conform to the requirements of CVC guidelines?

Please confirm that in the course of providing eprocurement services to IIT Bombay, the ASP shall not infringe upon any third party Patent, Copyright, Design, Trademark, or any other Intellectual Property Rights for hardware, System Software, and Application Software.

Please provide details of experience of the Implementation Team.

4 Scope of Work

Enabling hosted solution for eProcurement of any Product, service or goods.

The system should cover full life cycle of purchase (from Indent to Purchase Order)

The System should have the following Modules: 1. Creation of Indent 2. Creation of Tender Document3. Creation of Inquiry4. Sending Inquiries 5. Uploading Tender Documents6. Downloading of Tenders by prospective Vendors 7. Pre Bid Meeting 8. Facility for online PreBid Meetings 9. Publish Tender Document after changes 10. Submit Bids Online 11. Submit EMD & Tender Fee ( If any)12. Technical Evaluation 13. Return EMD of Technically disqualify bidders14. Price Bid Opening 15. Publish Tender Results 16. Award of Contract 17. Issue Purchase Order (if required)



18. Reverse Auction19. Forward Auction

The ASP should have a wellorganized Helpline during Events.

The ASP should provide training to staff members atleast two times during contract period.



Sr. No.

FUNCTIONAL REQUIREMENTS Details to be provided by Bidder

1 TYPES OF TENDERS

1. Single Tender2. Limited Tender3. Advertise Tender4. Rate Contract 5. Empanelment of supplier6. Request for Proposal7. Expression of Interest

2 INDENT CREATION

Split Single Indent into multiple Tenders

3 TENDER NOTICE CREATION

It should be possible to float Tender notice in any format

Notices should be visible to Vendors only after it is approved

System should allow Archival of Tenders and allow retrieval when required.

System should allow Cancelled Tender to be revived .

It should be possible to categorize Tender as New, Live, Archive, Cancelled, etc. for ease.

There should be provision for attaching images with Tender Notice

The system should have the capability of assigning unique internal reference number to each Tender.

There should be a facility for Online Prebid Meeting, if required.

4 TENDER SETTINGS

System should support Tenders with or without RFP cost

System should support Tenders with or without EMD

System should support Tenders with or without PreBid Meeting

System should support Tenders with or without prequalification phase

System should support Tenders with or without Technical Bid

System should have provision for inviting EOI and issuing RFP to only pre qualified bidders of EOI



System should have inbuilt check to ensure that incomplete bids in any manner is not accepted

Bid withdrawal option should be available such that Vendor is allowed to withdraw bid, that they might have submitted on or before due date and time.

System should have facility of sending emails to be sent to all Registered Vendors .

System should have the ability to set maximum size of single file upload

System should have ability for uploading various types of documents .

System should have facility for Vendor Registration & Administration .

IITB should be able to black list a Vendor .

It should be possible to down load Tenders free of cost also.

System should maintain record of names of those Vendors who have downloaded the Tender .

It should be possible to specify online brief description of the Tender to enable Vendors to view

5 TENDER UPLOAD

System should allow upload of multiple documents for a Tender.

System should have the facility of virus scan for uploading documents by the Vendors.

6 TENDER CORRIGENDUM

It should be possible to upload corrigendum and correlate them to the main Tender.

Corrigendum should be maintained chronologically.

Corrigendum should be made visible to all and also inform those who have already downloaded the original Tender document.

7 ONLINE PREBID QUERIES

The system should allow Vendors to post any number of questions.

It should be possible for Vendors to upload prebid queries within the timeline prescribed.

The system should have the facility of masking the



name of the Vendors who have raised the questions and should be visible only to IIT B.

8 ONLINE PREBID MEETING

It should be possible to hold prebid meeting online, if required by IIT B.

There should be a facility of replying to all or selected questions .

The system should not allow questions to be raised after prebid meeting date is over.

The system should have facility to reject to reply to any question.

The system should allow upload of replies to prebid meeting.

9 VENDOR REGISTRATION

Only those Vendors who Register with IITB for each Tender shall have access to the Tender .

It should be possible to provide different levels of access to the employees of the Vendors as required by them .

10 BID SUBMISSION

System should allow online submission along with attachments


In case of multi envelope Tender, unless the first phase (envelope) is completed the second phase (envelope) should not get opened and so on.

As each phase gets completed the comparative chart of Vendors should get auto generated .

Rejected Vendors should not qualify for next round automatically.

System should have the facility to export data to spread sheets.

System should support online Tender Opening where Vendors can participate online from their respective offices .

11 BID OPENING

In case of multi envelope Tender, it should not be possible to open the second stage envelope unless the



first stage (envelope) is completed.

System should have a provision that IITB can see the name of the Vendors who are present online at the time of online Tender Opening event.

System should have a provision such that Suppliers can mark their presence online when they try to participate in online Tender opening event .

12 PRICE BID OPENING


13 REVERSE AUCTION

System should have provision of Reverse / Forward, including Rank bidding, Anonymous & Alias bidder etc.

System should have provision for Parameters Defining and Setting of Opening Price, Historic Price, Reserve Price, Landed & Base Price.

The System should display and record Start and End Time .

There should be Automatic and Manual Extensions and Closing rules.

There should be facility of Uploading file attachments

There should be facility for Message Broadcast to Vendors during auction for information and clarification.

Administration features like Roles and Rights, Checking login status of participants etc. should be available .

The system should be capable of providing eventwise history, Vendorwise, Productwise, datewise reports.

System should have the provision to generate L1, L2, L3 chart dynamically.

Audit Trail logs should be available for all User Transactions and administrative actions.

The system should have the following facilities

14 PARAMETER SETTINGS

Opening Price, Historic Price, Reserve Price, Landed & Base Price

Start and End Time

Automatic and Manual Extensions and Closing rules

Data validation rules , Auction Rules like lowest / highest bid wins or highest / lowest quality wins etc.,

Uploading file attachments



15 MESSEGING There should be a facility of Broadcasting messages to Vendors during Reverse auction for information and clarifications.

Administration features like

16 ADMINISTRATION

Vendor administration

Monitoring Roles and Rights Control

Checking the login status of the participants

Masking of Vendors’ identity to others who are participating in the bidding process and/or during Reverse Auction.

17 REPORTS The System should be capable of generating detailed reports in Excel/HTML and any other format specified by IITB.

The System should be capable of providing Eventwise bid history, Supplierwise, Productwise, datewise, timewise reports .



Annexure B1:– Bidder's Information

Details of the Bidders

1 Name of the Bidder

2 Address of the Bidder

3 Status of the Company (Public Ltd./ Pvt. Ltd.)

4 Details of the Incorporation of the Company Date:

Ref. Document

5 Valid Sales Tax Registration No.

6 Valid Service Tax Registration No.

7 Permanent Account No. (PAN)

8 Name & Designation of the Contact person to whom all references shall be made regarding this tender

9 Telephone No. (with STD Code)

10 Email Address of the contact person

11 Fax No. (with STD Code)

12 Website



Annexure B2 : Bidder's Experience

(I) Bidder's Annual Turnover : (Supported with Audited Balance sheet and Profit & Loss

A/c)

F. Y. 201213 F. Y. 201314

(II) Bidder's Experience :

Sr. No. Particulars Organization 1 Organization 2 Organization 3

1 Name of Organisation

2 Contact Person Name and Designation

3 Contact Details with email

4 Preferable time to contact

5 Govt/PSU/PSB (Yes/No)

6 Number of years your services have been availed by the Organisation

7 Approximate number of events held in 201213 & 201314

8 Approximate number of events held in 201213 & 201314



Annexure B3 : Non Disclosure Agreement

NONDISCLOSURE AGREEMENT

(To be printed on supplier's Letter head)

This Nondisclosure Agreement (“NDA”) is made and entered into this (date) (month) in the year Two thousand Fourteen (2014)

BY AND BETWEEN

Indian Institute of Technology Bombay, situated at with registered office Indian Institute of Technology Bombay, Powai, Mumbai 400 076 , hereinafter referred to as “IITB”

AND

(ASP) a company incorporated under the laws of Indian Companies Act, 1956 and having its principal place of business at

(ASP Name & Address) shall be individually referred to herein as a “ASP”.

WHEREAS, the ASP is aware that while working for the IITB, may be gathering information as IITB’s Operations information, certain proprietary information, concerning Technically and commercially detailed information regarding the respective products/equipments & service offerings, organization, decision processes, technical infrastructure, working processes and delegation of responsibilities, project management and planning methods, reports, plans and status including but not limited to technical manuals, specifications, product features, customer list, specializations, documents, financial statements and business/development plans (“Proprietary Information”) indicated as confidential by the IITB and made available to the ASP while working is privileged and strictly confidential and / or proprietary to IITB.

WHEREAS, ASP agrees to receive the proprietary information or other information from the IITB and treat all such information as confidential information and such information will be treated as confidential and safeguard the IITB’s confidential information, property, information systems, network, databases and other data.

NOW, THEREFORE, in consideration of the recitals set forth above and the covenants set forth herein, the ASP agree that:

1. ASP agrees to hold all Confidential Information received from the IITB in confidence. ASP will use such Confidential Information only for the purpose of developing Application / Module /Systems as directed by the IITB; restrict disclosure of such Confidential Information to its employees and employees of its affiliated companies with a need to know and inform such employees of the obligations assumed herein. ASP will not disclose such Confidential Information to any third party without the prior written approval of the IITB.

2. The Confidential Information means information which may be in any form including but not limited to oral, written or printed information or Information in electronic form, data, studies, consultants reports, trade secrets, proformas and other financial and trade/commercial information, computer models and programs, contracts, plant designs and configurations, plant performance data or other material of any kind or nature in whatever form. Wherever, information is given orally, within 48 hours, the receiving party should receive the information in writing along with the confidentiality statement from the other party.



3. Without the prior written consent of the IITB or except as otherwise provided herein, the ASP will not: a. distribute or disclose to any other person any of the Confidential Information; b. permit any other person to have access to the Confidential Information; c. use the Confidential Information for any purpose other than the Permitted Use ; or d. disclose to any other person d.i.i. that discussions, investigations or negotiations are taking place concerning a possible

transaction between the Parties, or d.i.ii. the terms, conditions, status or other facts regarding a possible transaction between the

Parties, or d.i.iii. that ASP has received Confidential Information from the IITB. Notwithstanding the above,

ASP may disclose the Confidential Information, and portions thereof to its directors, officers, employees and representatives of its advisors (collectively, "Representatives") who need to know such Confidential Information for providing necessary support. It is understood that the ASP will inform their respective Representatives of the confidential nature of the Confidential Information and will require its Representatives to be bound by this Agreement and not to disclose the Confidential Information to any other person. The ASP agrees to be responsible for any breach of this Agreement by its Representatives.

4. ASP agrees to protect the Confidential Information received from the IITB with at least the same degree of care as it normally exercises to protect its own proprietary information of a similar nature. ASP agrees to promptly inform the IITB of any unauthorized disclosure of the IITB’s Confidential Information.

5. The ASP shall ensure that their employees will not disclose any information of the IITB even after they cease to be the employees of the ASP. The ASP shall ensure this by their own internal agreements.

6. Confidential Information does not include information that ASP can reasonably prove, falls within any of the following: a. information that either is legally in either party’s possession or publicly available to either party prior

to the disclosure of such information hereunder; b. information that, subsequent to its disclosure hereunder, becomes publicly available to either party

without any violation of this Agreement by either party; c. information that becomes legally available to either party on a nonconfidential basis from any third

party, the disclosure of which to either party does not, to either party’s knowledge, violate any contractual or legal obligation such third party has to either party with respect to such information ;

d. information that is independently acquired or developed by either party which can be evidenced by written records; or

e. information that is explicitly approved for release by written authorization of IITB.

7. In the event that ASP is required by law in any judicial or governmental proceeding to disclose any Confidential Information, the ASP will give the IITB prompt written notice of such request so that the IITB may seek a protective order or appropriate remedy. If, in the absence of a protective order, ASP determines, upon the advice of counsel, that it is required to disclose such Confidential Information, it may disclose such Confidential Information only to the extent compelled to do so; provided, however, that the ASP gives the IITB written notice of the portion of Confidential Information to be disclosed as far in advance of the disclosure as is practicable and uses its best efforts, at its own expense, to obtain assurances that confidential treatment will be accorded to such Confidential Information.

8. No license expressed or implied in the Confidential Information is granted to ASP other than to use the information in the manner as is permitted by the IITB.

9. ASP agree that Confidential Information is and shall at all times remain the property of the IITB. ASP acknowledge that the Confidential Information is confidential and material to the interests, business and affairs of the IITB and that the disclosure thereof (other than as permitted under this Agreement) would be detrimental to the interests, business and affairs of the IITB. No use of such Confidential Information



is permitted except as otherwise provided herein and no grant under any of the party’s intellectual property rights is hereby given or intended, including any license (implied or otherwise). All information shall remain the property of the IITB and shall be returned upon written request or upon the ASP’s determination that it no longer has a need for such information.

10. No license to the ASP, under any trade secret or any other intellectual property right, is either granted or implied by the disclosure of information to the ASP. None of the information which may be disclosed or exchanged by the IITB shall constitute any representation, warranty, assurance, guarantee, or inducement by ASP to the IITB of any kind, and in particular, with respect to the noninfringement of trademarks, patents, copyrights, mask work rights, or any other intellectual property rights, or other rights of third persons or of IITB.

11. There are no warranties expressed or implied by this Agreement. Without limiting the foregoing, neither IITB makes any representations nor extend any warranties, express or implied, as to the adequacy or accuracy of Confidential Proprietary Information or any other information or data related thereto, or with respect to the use thereof by ASP.

12. Neither this NDA nor the disclosure or receipt of information from IITB to the ASP, shall constitute or imply any promise or intention to pursue any business opportunity described in the Confidential Information or make any purchase of products or services by the IITB or its affiliated companies or any commitment by the IITB or its affiliated companies with respect to the present or future transaction between the parties.

13. ASP shall not modify or erase the logos, trademarks etc., of the IITB or any third party present on the Confidential Information. The ASP shall not use or display the logos, trademarks etc., of the IITB in any advertisement, press etc., without the prior written consent of the IITB.

14. Upon the request of the IITB, the ASP, will within 7 days of receipt of such request, return or destroy all Confidential Information and any notes, correspondence, analysis, documents or other records containing Confidential Information, including all copies thereof, then in the possession of ASP or its Representatives and shall certify the fact of having destroyed the Confidential Information in writing to the IITB. Such return, however, does not abrogate the continuing obligations of ASP under this Agreement.

15. ASP agree and acknowledge that monetary damages would not be a sufficient remedy for a breach of this Agreement and that the IITB shall be entitled to specific performance or any other injunctive relief as a remedy in equity for any such breach of this Agreement. Any remedy shall not be deemed to be exclusive or allinclusive and shall be in addition to any and all other remedies which may be available to the IITB in law or equity.

16. Confidential Information provided to the ASP does not and is not intended to represent an inducement by the IITB or a commitment by the IITB to enter into any business relationship with the ASP or with any other entity. If the parties desire to pursue business opportunities, the parties will execute a separate written agreement to govern such business relationship.

17. The ASP agree that during the existence of the term of this NDA and for a period of one year thereafter, the ASP shall not solicit directly or indirectly the employees of the IITB.

18. ASP agree that all of its obligations undertaken herein as the ASP shall survive and continue for the period of the existence of this NDA and a period of one year thereafter regardless of any prior termination of this NDA.

19. ASP agrees that he will not quote this relationship or the assignments completed under this relationship anywhere for any purpose. Further, neither can the ASP develop any system based on the module developed working with the IITB, nor the ASP can market the product. As such the entire code of the



Application / Module /Systems developed will belong to the IITB.

20. No amendment or modification of this NDA shall be valid or binding on the Parties unless made in writing and signed on behalf of each of the Parties by their respective authorized officers or representatives.

21. The ASP understand and agree that no failure or delay by the IITB in exercising any right, power or privilege hereunder shall operate as a waiver thereof, nor shall any single or partial exercise thereof preclude any other or further exercise thereof or the exercise of any right, power or privilege hereunder.

22. The ASP herein agree and undertake to indemnify and hold the IITB harmless from any loss, damage, claims, liabilities, charges, costs, or expense (including reasonable attorneys’ fees), that may arise or be caused or result from or be paid/incurred/suffered or caused to be paid/incurred/ suffered by reason of any breach, failure, delay, impropriety or irregularity on its part to honour, observe, adhere to, abide by or comply with any of the terms and conditions of this Agreement

23. This Agreement shall be governed and construed in accordance with the laws of India.

24. In the event that any of the provisions of this Agreement shall be held by a court or other tribunal of competent jurisdiction to be unenforceable, the remaining portions hereof shall remain in full force and effect.

25. ASP agree not to assign this Agreement or any interest herein without express prior written consent of the IITB.

26. Nothing in this agreement and no action taken by the ASP pursuant to this agreement shall constitute, or be deemed to constitute, a partnership, association, joint venture or other cooperative entity or arrangement. This Agreement is entered into by the Parties on a PrincipaltoPrincipal basis and no other meaning can be assigned in interpreting any of the terms contained herein.

27. Any dispute or claim arising out of or in connection herewith, or the breach, termination or invalidity thereof, shall be settled by arbitration in accordance with the provisions of Procedure of the Indian Arbitration & Conciliation Act, 1996. The arbitration tribunal shall be composed of a sole arbitrator, and the Parties shall appoint such arbitrator with mutual consent. The place of arbitration shall be Mumbai, India and the arbitration proceedings shall take place in the English language.

IN WITNESS WHEREOF, the ASP has caused this Agreement to be executed as of the date set forth above.

Indian Institute of Technology Bombay Successful ASP By: By: Name: Name: Designation: Designation:



SECTION 8 CHECKLIST

The following items must be checked before the Bid is submitted:

1. Envelope “A”a) Demand Draft for Rs.500/ (Rs. Five Hundred only) towards cost of Bid documentb) Demand Draft for Rs. 10,000/ (Rs. Ten Thousand only) towards Earnest Money Deposit.c) Eligibility Criteria Responses (each pages duly sealed and signed by the authorized signatory)d) Annexure A1 – Declaration Regarding Clean Track By Biddere) Annexure A2 : Declaration for Acceptance of RFP Terms and Conditionsf) Annexure A3 : Declaration for Acceptance of Scope of Workg) Annexure A4 : Compliance to Technical & Functional Specificationh) Annexure B1 : Bidder's Informationi) Annexure B2 : Bidder's Experiencej) Annexure B3 : Non Disclosure Agreementk) Copy of this RFP document duly sealed and signed by the authorized signatory on every pages.

2. Envelope “B”a) Commercial Bid : (Price to be quoted in Indian Rupees INR)

Your quotation must be submitted in two envelopes Technical Bid (Envelope A) and Commercial Bid (Envelope B) superscribing on both the envelopes the Tender no. and the due date and both these sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our Tender No. & Due Date.
