National Institute of Science Communication and Information Resources (NISCAIR)

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION & INFORMATION RESOURCES, NEW DELHI-110012

No. 20/(15)/pur/06/fulltextdate, 17/5/2006

CORRIGENDUM

Ref:- Our NIT No. 20/15/pur/2006/Web hosting, published on 15/2/2006 and subsequent pre-bid conference held on 12/4/2006 for scanning, digitization and conversion of NISCAIR publication into searchable format work. The following changes/amendments have been carried out after the above pre-bid conference.

1. Last date for collection of tender document.16/6/2006

2. Last date of submission & opening of bids

Submission19/6/2006

Before 2.30 PM

Opening19/6/2006 at 3.00 PM

3.EMD of Rs. 1,40,000/- has been bifurcated in two parts as under

Part-IRs. 40,000/-

Part-IIRs. 1,00,000/-

As per decision, consortium will not be allowed. Each bidder may bid either for part-I or part-II or for both. Hence bidders are requested to submit separate bid(s) for each part and should superscribe clearly technical and financial bids mentioning the part nos for which they have chosen for bid. Bidders who have already submitted tenders may collect the sealed tenders with EMD & tender document fee on request from NISCAIR Book Shop. The bidders who have made cash payment of tender document fees need not pay document fees again. However in support of the payment they may enclosed a copy of cash receipt alongwith technical bid. For other changes, fresh tender document may be referred. Tender document cab be down loaded from our website Tender document without EMD & Tender document fees will not be entertained.

Stores & Purchase Officer

National Institute of Science Communication

And Information Resources (NISCAIR), CSIR

Dr. K.S. Krishnan Marg, Pusa Campus, New Delhi – 110 012

and

14, Satsang Vihar Marg, New Delhi – 110 067

BID DOCUMENT

Request For Proposal (RFP)

For

Development of Web based Search and Retrieval Software for Full-Text Search, On-line Submission of Research Articles, Automation of Editorial Processing, Scanning and Digitization of NISCAIR Publications

(i)Last Date of Collecting Tender Documents: 16/6/2006

(ii)Last Date for Submission of Bids: 19/6/2006 before 14:30 hrs

(iii)Date of Opening of Technical Bid: 19/6/2006 at 15:00 hrs

Cost of Bid Document: Rs. 2000/-

Section 1

INVITATION FOR THE BIDS

1.1Sealed bids in two parts, (1): Technical Bid and Earnest Money Deposit (EMD), and (2): Financial Bid, valid for 90 days are invited for making NISCAIR Journals online with full text search facility. The job consists of two parts:

Part I

1.1.1Development of search and retrieval software for online full text search of NISCAIR publications

1.1.2Integration of payment Gateway

1.1.3On-line submission of research articles

1.1.4Automation of Editorial Processing

1.1.5Operational training for ten staff members of NISCAIR.

Part II

1.1.6Conversion of available electronic data into searchable xml and downloadable pdf format of at least 300 dpi, wherever scanning is required

1.1.7Digitization/scanning of archival data and conversion into searchable xml and downloadable pdf format of at least 300 dpi, wherever scanning is required

1.2Bidders can apply for either both the jobs (Part I + II) or any of the two jobs, i.e., either Part I or Part II.

1.3Bidders must have sufficient experience, according to the required specifications as mentioned in Part I and Part II of the document.

1.4Technical Bid, Earnest Money Deposit (EMD) and Financial Bid should be put in separate envelopes and duly sealed. One envelope should contain Technical Bid +EMD and the other should contain the Financial Bid. The content on the envelope, bidder’s name and address should be clearly marked on the top of the sealed envelopes.

1.5The bids complete in all respects addressed to the Director, NISCAIR should be dropped in the box kept for the purpose at the following address latest by 14:30 hours on Z.

NISCAIR BOOK SHOP

National Institute of Science Communication And

Information Resources (NISCAIR), CSIR

Dr K.S. Krishnan Marg, Near Pusa Gate

New Delhi 110 012

Phones: 25843182; Fax:25849949 & 25847062

E-mail: or

1.6The Technical Bid will be opened in the Conference Hall of NISCAIR on the same day (last date of submission of the Bid, i.e., 19/6/2006) at 15:00 hours in the presence of bidders who choose to be present and whose EMD is in order.

Section 2 INSTRUCTIONS TO BIDDERS

2.1Scope of the Job - Brief description of the job to be undertaken in two parts – Part I & II is given below:

Part I

2.1.1Development of search and retrieval software for online full text search of NISCAIR publications

2.1.2Integration of payment Gateway

2.1.3On-line submission of research articles

2.1.4Automation of Editorial Processing

2.1.5Operational training for ten staff members of NISCAIR.

Part II

2.1.6Conversion of available electronic data into searchable xml and downloadable pdf format of at least 300 dpi, wherever scanning is required

2.1.7Digitization/scanning of archival data and conversion into searchable xml and downloadable pdf format of at least 300 dpi, wherever scanning is required

2.2 Eligible Bidders

2.2.1The invitation for bids is open to all quality firms who have their main office or branch office in National Capital Region of Delhi and are fulfilling the eligibility criteria as mentioned in Section 3 and Section 4 of the document. The vendors from outside NCR of Delhi must have office in Delhi with sufficient technical staff for carrying out day-to-day operations. Vendors should provide address of their offices at Delhi and/or outside Delhi, contact person(s) and list of technically qualified staff, along with their qualifications. The qualification must be mentioned specifically (MCA, B.E., B.Tech. etc.). Merely saying “qualified staff” won’t suffice.

2.3Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of its bid, and CSIR will in no case be responsible or liable for these costs, regardless of the conduct or the outcome of the bidding process.

2.4 The Bidding Documents

2.4.1 The product and services required, bidding procedures and contract terms are prescribed in the bidding documents. In addition to the invitation for bids the documents include:
(a)Instructions to bidders

(b)Schedule of requirements

(c)Technical Specifications

(d)General Terms and Conditions of Contract

(e)Bid form and price schedule

(f)Contract form, etc.

2.4.2 The bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required or submission of bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in rejection of the bid.

2.5Preparation of Bids

The bids are to be submitted in two separate sealed envelopes

a. Technical Bid & EMD

b. Financial Bid

The details of which are given in following sections:-

2.5.1Technical Bid:

While preparing the Technical bid the bidder should provide details based on the points given below as well as RFP Response Model Outline given as Annex. IC and/or Annex. IIA, as the case may be.

(i)Technical competence of the bidder – Past experience and performance in the required jobs during the last two years as mentioned in the Eligibility Criteria in Part I and II (please attach Sample Outputs). Vendor should submit cost and scope of similar kind of work executed during the last two years.

(ii)List of clients for which the bidder is having similar type of contracts and certificate regarding satisfactory performance of the contract (please attach copies of work order and satisfactory performance).

(iii)Details regarding scanning / digitization, proofing machinery/equipment and related softwares available with the bidder.

(iv)Copy of the audited balance sheet of the bidder for the last two years indicating the turn over.

(v)Details of subcontractors and agreements thereon, if any.

(vi)Availability and details of Internet access and related facilities. Bidders to give address of their website if available.

(vii) Total IT manpower and manpower on contract available with the bidder (separately for both the jobs, if applying for both).

(viii)Time schedule for execution of work.

(ix) (a) Whether required specifications mentioned in Part II by NISCAIR will be met Yes/No

(b) Additional features of the product/services, if any

(x) Give details of intended dedicated project team, along with their detailed CV, which should give details on qualifications and experience relevant to the project. Team members once identified shall be dedicated to project and will not be changed as far as possible.

(xiii) Your understanding of the problem.

(xiv) Solutions and options proposed along with the merits and demerits of various options

(xv)Hardware & Software necessary to be acquired for NISCAIR and reasons thereof.

(xvi)Project Management Philosophy with details on progress reporting mechanism, frequency, etc.

(xvii)Major milestones as identified by the bidder.

2.5.2Financial Bid:

(i) The financial bid shall indicate the unit prices (wherever applicable) and total bid prices of the product and/or services, it proposes to provide under the contract.

(ii)Quoted prices should be firm and inclusive of sales tax, octroi, freight and forwarding charges, handling charges, loading and unloading charges, insurance charges, any other tax/charges applicable and installation, testing and commissioning charges for all products inclusive of all direct and indirect taxes.

(iii) Prices quoted by the bidder shall be fixed during the bidder’s performance of the contract and not subject to variation on any account. A bid submitted with an adjustable price, quotation will be treated as non-responsive and will be rejected.

(iv)All prices and other information like discount etc. having a bearing on the price shall be written both in figures and words in the prescribed offer form. If there is discrepancy between the price/information quoted in words and figures, the price/ information in words will be treated as final.

2.6Submission of Bids

2.6.1Sealing and Marking of Bids

(i)The bids shall be submitted in two separate sealed covers which shall be marked as “Technical Bid + EMD” and “Financial Bid”

(ii)The outer envelope containing Technical Bid and Financial Bid shall be addressed to The Director, National Institute of Science Communication & Information Resources (NISCAIR), Dr K S Krishnan Marg, and New Delhi 110 012.

(iii)The outer and inner envelopes shall indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared late.

(iv)Telex, cable or facsimile or email bids will be rejected.

2.6.2Deadline for Submission of Bids

(i) Bids must be received at NISCAIR at the address given in Section-I not later than the time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received upto the appointed time on the next working day.

(ii) The Director, NISCAIR, may at his discretion extend this deadline for submission of bids by amending the bid documents, in which case all rights and obligations of the NISCAIR and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

2.6.3Late Bids

Any bid received at NISCAIR after the deadline for submission of bids prescribed by the NISCAIR will be rejected and/or returned unopened to the bidder.

2.7 Bid Opening and Evaluation

2.7.1 Opening of Technical Bids

NISCAIR will open all technical bids if the EMD is submitted as per requirement in the presence of bidders’ representatives, who choose to attend, at the time, on the date and at the place specified in Section-I. The bidders’ representatives present there, shall sign a register evidencing their attendance. In the event of the specified date of the bid opening being declared a holiday for the NISCAIR, the bids shall be opened at the appointed time and location on the next working day.

2.7.2Clarification of Bids

(i) During evaluation of the bids, the NISCAIR may at its discretion, ask the Bidder for clarification of its bid. The request for clarification and the response shall be in writing and no change in price or substance of the bid shall be sought, offered or permitted.

(ii)No Bidder shall contact the NISCAIR on any matter relating to its bid, from the time of the bid opening to the time the contract is awarded. If the Bidder wishes to bring additional information to the notice of the NISCAIR, it should be done in writing.

(iii)Any effort by a bidder to influence the NISCAIR in its decisions on bid evaluation, bid comparison or contract award decisions will result in rejection of the Bidder’s bid.

(iv)The tenderers could be called for discussion and could also be allowed to modify their technical bids to suit the organization’s requirements. The idea is to arrive at a threshold level of acceptability above which all the bidders shall be treated at par. Those whose technical specifications do not reach the threshold level of acceptability shall be allowed to withdraw their price bids and send again a revised bid in a sealed envelop or to adhere to the original price bid sent. These price bids shall be opened, evaluated and the contract awarded to the lowest evaluated bidder.

2.7.3Evaluation of Technical Bid

(i)Evaluation of Technical Bids of both the parts will be done independently.

(ii) Detailed technical evaluation will be carried out pursuant to clause 2.1, 2.2 and 2.5.1 and NISCAIR will determine the substantial responsiveness of each bid to the Bidding Documents. For purpose of these clauses, a substantially responsive bid is one, which conforms to all specifications & terms and conditions of the Bidding Documents without material deviations.

(iii)A bid determined as not substantially responsive may be rejected by the NISCAIR and may not subsequently be made responsive by the bidder by correction of the non-conformity.

2.7.4The bidders short-listed by NISCAIR based on evaluation of their technical bids may be called for detailed discussions including presentation of their work/software to a team selected by NISCAIR for the purpose, at a specified date, time and venue, if needed.

2.7.5Opening of Financial Bids

(i) NISCAIR will open the Financial bids of only those bidders, which have been found to be technically qualified to undertake the job, pursuant to Clause 2.7.3.

(ii)The Financial Bids of the technically qualified bidders shall be opened in the presence of their representatives, who choose to be present, on a specified date and time and Venue.

(iii)The date and time of opening of financial bids shall be informed to the technically qualified bidder.

2.7.6Evaluation and Comparison of Financial Bids

(i)Evaluation of Financial Bids of both the parts will be done independently.

(ii)Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the supplier does not accept the correction of errors, its bid will be rejected. If there is a discrepancy between words and figures, whichever is the higher of the two shall be taken as bid price for comparative purposes. However order will be placed on the lower of the two, in case such a bidder is found to be successful.

(iii)Bidders shall state their bid price for the payment schedule outlined in the clause 3.14 (Section 3) and clause 4.7 (Section 4). Bids will be evaluated on the basis of this base price. Bidders are, however, permitted to state an alternative payment schedule and indicate the reduction in bid price they wish to offer for such alternative payment schedule. The NISCAIR may consider the alternative payment schedule offered by the selected Bidder but it may not be binding on NISCAIR.

2.8 General Contract Conditions and Terms

2. 8.1 Definitions and Interpretation

In this contract, the following terms shall be interpreted as indicated:

( i ) “The Contract” means the agreement entered into between the NISCAIR and the Vendor as recorded in the Contract Form signed by the parties, including all the attachments and appendices thereto and all documents incorporated by reference therein;

(ii) “The Contract Price” means the price payable to the Vendor under the Contract for the full and proper performance of its contractual obligations;

(iii) “The Goods” means all the equipment(s), software / product and/or other material(s), which the Vendor is required to supply to the NISCAIR under the Contract;

(iv) “The Services” means those services ancillary to the supply of the Goods, such as transportation and insurance, and any other incidental services, such as installation, commissioning, provision of technical assistance, training and other obligations of the supplier covered under the Contract;

(v) “The NISCAIR” means the organization purchasing the Goods, i.e., National Institute of Science Communication And Information Resources (NISCAIR). It means and includes an officer who is authorized on behalf of the Director, National Institute of Science Communication And Information Resources, Dr K S Krishnan Marg (Near Pusa Gate), New Delhi 110012.

(vi) “The Vendor” means the firm(s) supplying the Goods and services under this Contract;

(vii) “The Site” means the NISCAIR Campus (Dr K S Krishnan Marg, near Pusa Gate, and 14, Satsang Vihar Marg, New Delhi)

(viii) “Day” means calendar day.

2.8.2Schedule of Requirements

(i)Potential Vendors should provide detailed activities time schedule, which represents the shortest practical time to complete all necessary tasks and meet the obligations of the requirements. All significant activities must be included, including those associated with the delivery, installation and commissioning of the software products and quality certifications.

(ii)The delay in meeting the activities schedule will call for a penalty @1% (of the contract value) per week subject to Maximum 10% of the contract value. Delay beyond 10 weeks will result in the automatic termination of the contract.

2.8.3Acceptance Certificate

On successful completion of acceptability test, receipt of deliverables etc., and after NISCAIR is satisfied with the accuracy and completeness of data and performance of the product / software, the acceptance certificate signed by the representative of the NISCAIR and representative of the Vendor will be issued. The date on which such certificate is signed shall be deemed to be the date of successful commissioning of the software.