Export Inspection Council of India - Export Inspection Agency

133 Pages·2010·0.68 MB·English

Export Inspection Council of India
(Ministry of Commerce & Industry)
Government of India
IIIrd Floor - NDYMCA Cultural Centre Building,
1, Jaisingh Road,
New Delhi – 110 001

Request for Proposal (RFP) No. T-208/digital_CoO/2010

For
Appointment of Software Service Provider to design, develop, host and support a CoO (Certificates
of Origin) Issuance System for Export Inspection Council
Table of Contents

1.  Abbreviations...................................................................................................................................................6 
2.  Invitation for Proposal....................................................................................................................................7 
2.1  RFP Notice...............................................................................................................................7 
2.2  Critical information:..................................................................................................................7 
3.  Instructions to Bidders...................................................................................................................................8 
3.1  Introduction and issuer............................................................................................................8 
3.2  Purpose of the project..............................................................................................................8 
3.3  Cost of RFP.............................................................................................................................8 
3.4  Transfer of RFP.......................................................................................................................8 
3.5  Bid validity................................................................................................................................8 
3.6  Completeness of Response.....................................................................................................8 
3.7  Proposal Preparation Costs.....................................................................................................9 
3.8  Site Visits.................................................................................................................................9 
3.9  Only one proposal..................................................................................................................10 
3.10  Pre Bid Meeting.....................................................................................................................10 
3.11  Bidder inquiries and EIC responses......................................................................................10 
3.12  Amendment of RFP Document..............................................................................................10 
3.13  Supplemental Information to the RFP...................................................................................11 
3.14  EIC right to modify submission deadline...............................................................................11 
3.15  EIC right to terminate the process.........................................................................................11 
3.16  Earnest Money Deposit and its amount (EMD).....................................................................11 
3.17  Submission of proposal.........................................................................................................12 
3.18  Validation of interlineations in Bid..........................................................................................13 
3.19  Cost of Bidding......................................................................................................................13 
3.20  Language of Bids...................................................................................................................13 
3.21  Clarifications on proposals submitted....................................................................................13 
3.22  Disqualification.......................................................................................................................14 
3.23  Confidentiality........................................................................................................................14 
3.24  Bid Submission Format..........................................................................................................14 
3.25  Documents Comprising the Bid.............................................................................................14 
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3.26  EIC Rights to accept / Reject any or all Proposals................................................................15 
3.27  Evaluation of Bids..................................................................................................................15 
3.28  Substantially Responsible Bids.............................................................................................16 
3.29  Pre-Qualification Criteria........................................................................................................17 
3.30  Technical Evaluation Criteria.................................................................................................19 
3.31  Negotiations, Contract Finalization and Award......................................................................20 
3.32  Award Criteria........................................................................................................................20 
3.33  Failure to agree with the Terms & Conditions of the RFP/Contract......................................20 
3.34  Performance Bank Guarantee...............................................................................................20 
3.35  Resource Deployment...........................................................................................................21 
4.  Terms of References...................................................................................................................................22 
4.1  Project Background...............................................................................................................22 
4.1.1  About EIC:............................................................................................................................22 
4.1.2  Certificate of Origin:............................................................................................................22 
4.2  Scope of Work.......................................................................................................................23 
4.2.1  Detailed Scope of Work.......................................................................................................23 
5.  Payment Terms:............................................................................................................................................52 
6.  Work Plan Template:...................................................................................................................................53 
7.  General conditions of contract...................................................................................................................54 
7.1  Definitions..............................................................................................................................54 
7.2  Interpretation..........................................................................................................................56 
7.3  Conditions Precedent............................................................................................................56 
7.4  Scope of work / Contract.......................................................................................................57 
7.5  Key Performance Measurements..........................................................................................57 
7.6  Commencement and progress..............................................................................................57 
7.7  Constitution of Consortium....................................................................................................58 
7.8  Sub – Contract.......................................................................................................................59 
7.9  SSP’s obligations...................................................................................................................60 
7.10  Start of Installation.................................................................................................................62 
7.11  Reporting Progress................................................................................................................62 
7.12  Knowledge of Datacenter Site conditions..............................................................................63 
7.13  Project Charter.......................................................................................................................64 
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7.14  SSP’s Organization................................................................................................................64 
7.15  Adherence to safety procedures, rules regulations and restriction.......................................65 
7.16  Statutory Requirements:........................................................................................................65 
7.17  Contract administration..........................................................................................................65 
7.18  EIC’s Obligations...................................................................................................................66 
7.19  Payments...............................................................................................................................66 
7.20  Deductions:............................................................................................................................67 
7.21  Duties, Taxes and Statutory levies........................................................................................67 
7.22  Intellectual Property Rights....................................................................................................68 
7.23  Information Security...............................................................................................................69 
7.24  Records of Contract Documents:..........................................................................................70 
7.25  Ownership and Retention of Documents...............................................................................70 
7.26  Data and Hardware................................................................................................................70 
7.27  Events of Default by the SSP................................................................................................70 
7.28  Consequences of Event of Default........................................................................................71 
7.29  Terminate the Contract in part or in full.................................................................................72 
7.30  Term and Extension of the Contract......................................................................................72 
7.31  Termination............................................................................................................................73 
7.32  Consequences of Termination...............................................................................................73 
7.33  Dispute Resolution.................................................................................................................74 
7.34  Time is of the essence...........................................................................................................75 
7.35  Conflict of interest..................................................................................................................76 
7.36  Publicity..................................................................................................................................76 
7.37  Force Majeure........................................................................................................................76 
7.38  General..................................................................................................................................77 
8.  Constitution of Team....................................................................................................................................85 
8.1  Overview...............................................................................................................................85 
8.2  Key Personnel......................................................................................................................85 
8.3  Non-Key Personnel..............................................................................................................89 
9.  Annexure A: Response to RFP.................................................................................................................94 
10.  Annexure B: Procedure for Submission of Bids....................................................................................95 
11.  Annexure C: Prequalification Formats.....................................................................................................96 
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12.  Annexure D: Technical formats...............................................................................................................102 
13.  Annexure E: Statement of Deviation from Schedule of Requirements..........................................108 
14.  Annexure F: Commercial formats:..........................................................................................................109 
15.  Annexure G: Format of Bank Guarantee..............................................................................................115 
16.  Annexure H: Format for Blacklisted/ debarred.....................................................................................117 
17.  Annexure I: Sample contract to be signed............................................................................................118 
18.  Annexure J: Functional Requirement Specifications (in brief):........................................................121 
19.  Annexure K – Service Level Agreement (SLA)...................................................................................124 

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1. Abbreviations
Term Definition
EIC Export Inspection Council
RFP Request for Proposal
EIA Export Inspection Agency
CoO Certificates of Origin
SSP Software Service Provider
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2. Invitation for Proposal
2.1 RFP Notice
2.1.1 This invitation to Tender is for “Software Service Provider” (referred to as SSP) to design,
develop, implement, maintain and manage issuing of CoO (Certificates of Origin) online & provide
other related services”.
2.1.2 SSP is advised to study this document carefully before submitting their proposal. Submission of
the proposal in response to this notice shall be deemed to have been done after careful study and
examination of this document with full understanding of its terms, conditions and implications.
2.1.3 This RFP document is not transferable.
2.2 Critical information:
Sl. No Information Details
Ref Num: T-208/digital_CoO/2010 dated August
1. RFP reference No. and date of advertisement
12, 2010
Date of Availability of RFP on EIC website
2. August 12, 2010
(www.eicindia.org)
3. Date of Pre-bid meeting August 27, 2010 1400 Hrs
Last date and time of submission of proposals
4. September 10, 2010 up to 1500 Hrs
in response to RFP notice
Place, Time and Date of opening of Technical
5. proposals received in response to the RFP September 10, 2010, 1600 Hrs
notice
Place, Time and Date of opening of
6. Commercial proposals received in response to Will be intimated later to qualified respondents.
the RFP notice
Mr. Kuldeep Singh
Assistant Director
IIIrd Floor - NDYMCA Cultural Centre Building
7. Contact Person for queries 1, Jaisingh Road, New Delhi – 110 001
Tel: [phone] (Ext. 147)
Fax:[phone]
E-mail: [email protected]
Director (I&QC)
IIIrd Floor - NDYMCA Cultural Centre Building,
Addressee and Address at which proposal in
1, Jaisingh Road, New Delhi – 110 001
8. response to RFP notice is to be submitted:
Tel: [phone]

Fax:[phone]
E-mail: [email protected]
RFP document  Confidential  7
3. Instructions to Bidders
3.1 Introduction and issuer
EIC invites firms to submit their proposals in accordance with the conditions and process prescribed in
this Request for Proposal (RFP) for “Appointment of Software Service Provider to design, develop, host
and support CoO (Certificates of Origin) Issuance System for Export Inspection Council”.
3.2 Purpose of the project
The purpose of this Request for Proposal (RFP) is to seek the services of a reputed Software Service
Provider to provide technical assistance in:
► Application Development: Develop an integrated, Certificate of Origin (CoO) issuance system for
Export Inspection Council of India
► Hosting: Managed hosting from a reputed Internet Data Centre in India with necessary hardware
servers, software, storage, connectivity and security systems deployed by the SSP.
► Support Requirements: Necessary user and technical support to internal users of EIC, EIAs, their
sub-offices and external stakeholders (exporters) and importing custom.
This document provides information to enable the bidders to understand the broad requirements to
submit their "Bids".
3.3 Cost of RFP
The document can be downloaded from the EIC (www.eicindia.org) website.

All bidders are required to pay Rs.10, 000/- towards tender fees in the form of Demand Draft drawn in
favor of Export Inspection Council payable at New Delhi. The tender fee is Non-refundable.
3.4 Transfer of RFP
The RFP Document is not transferable to any other bidder.
3.5 Bid validity
The bid is valid for 90 days from the last date (deadline) for submission of proposals
3.6 Completeness of Response
3.6.1 Bidders are advised to study all instructions, forms, terms, requirements and other information in
this document carefully. Submission of bids shall be deemed to have been done after careful
study and examination of the RFP document with full understanding of its implications.
3.6.2 The response to this RFP should be full and complete in all respects. Failure to furnish all
information required by the RFP or submission of a proposal not substantially responsive to the
RFP in every respect will be at the Bidder's risk and may result in rejection of its Proposal and
forfeiture of the Bid EMD.
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3.7 Proposal Preparation Costs
3.7.1 The agency is responsible for all costs incurred in connection with participation in this process,
including, but not limited to, costs incurred in conduct of informative and other diligence activities,
participation in meetings/discussions/presentations, preparation of deliverables, in providing any
additional information required by EIC in the implementation process, and in negotiating a
definitive Contract or all such activities related to the bid process. EIC will in no case be
responsible or liable for those costs, regardless of the conduct or outcome of the bidding process
3.7.2 This RFP does not commit EIC to award a contract or to engage in negotiations. Further, no
reimbursable cost may be incurred in anticipation of award.
3.8 Site Visits
3.8.1 The bidder may visit one or more of the following EIA headquarters for a better understanding of
the CoO process and estimation/sizing of the network/hardware infrastructure before submission
of proposal. A maximum of 3 representatives from the bidders’ organization would be permitted.
Bidders are requested to communicate (through official email or letter on company letter head)
their interest in the site visit with the following details:
3.8.1.1 3 dates of visit on any working day of EIAs between 12th to 26th August 2010,
3.8.1.2 The request about the visit (date, time and place) should be intimated at least 3 days
in advance to EIC office at [email protected].

The list of EIA head quarters is as under:
Sl. No EIA offices Contact address
1 Mumbai office Aman Chambers - 4th Floor, 113, Maharshi Karve Road, Mumbai - 400 004.
World Trade Centre, 14/1B Ezra Street,
2 Kolkata office
Kolkata - 700 001.
27/1767 A, Shipyard Quarters Road,
3 Kochi office
Panampilly Nagar (South), Kochi - 682 036
Thakkar Bapa Smarak Sadan, 2nd Floor
Dr. Ambedkar Marg, (Link Road)
4 Delhi office
(Behind Jhandewalan Metro Station)
New Delhi - 110 055
6th Floor CMDA Tower II,
5 Chennai office
No: 1 Gandhi Irwin Road, Egmore,
Chennai - 600 008

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3.9 Only one proposal
3.9.1 The bidder should submit only one proposal. If the bidder submits or participates in more than
one proposal, such proposals shall be disqualified. However, this does not limit the participation
of the same Sub-SSP, including individual experts, to more than one proposal
3.10 Pre Bid Meeting
3.10.1 It is requested that all bidders attend the Pre- Bid meeting on the below mentioned date, time and
venue
3.10.2 EIC will host a Pre-Bid Meeting on August 27, 2010 at 1400 Hrs at the Conference room of EIC/
YMCA will be announced as soon as possible to all bidders in writing and through fax or email.
The purpose of the meeting is to provide bidders with information regarding the RFP and the
Project requirements, and to provide each bidder with an opportunity to seek clarifications
regarding any aspect of the RFP and the Project. However, EIC reserves the right to hold the pre-
bid conference
3.11 Bidder inquiries and EIC responses
3.11.1 All enquiries / clarifications from the bidders, related to this RFP, must be directed in writing
exclusively to the contact person notified in this RFP document
3.11.2 The preferred mode of delivering written questions to the aforementioned contact person would
be through fax or email. Telephone calls will not be accepted. In no event will EIC be
responsible for ensuring that bidders' inquiries have been received by EIC
3.11.3 After distribution of the RFP, the contact person notified by EIC will begin accepting written
questions from the bidders. EIC will endeavour to provide a full, complete, accurate, and timely
response to all questions. However, EIC makes no representation or warranty as to the
completeness or accuracy of any neither response, nor does EIC undertake to answer all the
queries that have been posed by the bidders. The responses to the queries from all bidders will
be distributed to all
3.11.4 EIC will respond in writing by standard electronic means of the response (including an
explanation of the query but without identifying the source of inquiry) to all the bidders. Should
the Employer deem it necessary to amend the RFP as a result of a clarification, it shall do so
following the procedure under section 3.12
3.11.5 No request for clarification from any bidder shall be entertained after 16:00 Hours on August 27,
2010
3.12 Amendment of RFP Document
3.12.1 At any time till (Seven) 7 days before the deadline for submission of bids, EIC, may, for any
reason, whether at its own initiative or in response to a clarification requested by a prospective
Bidder, modify the RFP Document by an amendment. All the amendments made to this RFP will
be uploaded on the website.
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