No. Purchase: 2012-13(Collocation) September 28, 2012

QUOTATION DOCUMENT

PART-A

Sealed quotations are invited by the Institute of Company Secretaries of India (ICSI), a statutory body under an Act of Parliament and functioning under the administrative jurisdiction of Ministry of Corporate Affairs, Government of India with its headquarters located at “ICSI House”, 22, Institutional Area, Lodi Road, New Delhi-110 003” for ’Collocation of Institute’s Web Sever in the Data Center of an Internet Service Provider (ISP) cum Data Center firm’as per details given in the “Part-C” of the quotation document. The terms and conditions governing the instant quotation are as under:-

  1. The sealed quotations are to be submitted in prescribed format on your business letter head duly stamped and signed and dated on each page of Part ‘A’,’B’ & ‘C’ as their unconditional acceptance to the terms prescribed by the Institute; details/supporting documents wherever applicable, if attached with the quotation should be duly authenticated by the vendor/s. No overwriting shall be accepted unless authenticated with full signature of the vendor/s.
  1. Each Tenderer shall submit the offer in two separate sealed envelopes, Part ‘A’ & ‘B’ along with EMD should be put in Envelop No. 1 (Please mark the envelope as “No.1 – Technical Bid”), Envelop No. 2 will contain only Part ‘C’ (Please mark the Envelope as “No.2 – Financial Bid”). Both the sealed envelopes bearing No. 1 and 2 are to be put in the main envelop i.e. Envelop No.3.
  1. The sealed quotation duly super-scribed, “Quotation for Collocation of Institute’s Web Sever in the Data Center of an Internet Service Provider (ISP) cum Data Center firm due on 11th October 2012“, should be addressed by name to Shri N.K. Jain, Secretary & Chief Executive Officer, The ICSI and sent at the Institute’s address given below either by registered post/speed post/or by dropping in the tender box placed at 3rdfloor of Institute’s Headquarter & should reach on or before 3.00 PM on 11th October 2012.

Address:

Shri N.K. Jain

Secretary & CEO

The Institute of Company Secretaries of India

ICSI House, 22, (3rd Floor : Tender Box)

Institutional Area, Lodi Road, New Delhi-110003

  1. Quotations received after the stipulated date and time shall not be entertained. The Institute shall not be liable for any postal delays what so ever and quotation received after the stipulated time/date are liable to be rejected summarily without giving any reason.
  1. The tenderers are required to deposit an earnest money of Rs. 20,000/- (Rupees Twenty Thousand only) by way of demand draft drawn in favour of ‘The Institute of Company Secretaries of India’ payable at ‘New Delhi’. The earnest money is to be submitted along with the technical bid. The bid not accompanied with earnest money shall be rejected summarily. The earnest money of unsuccessful tenderers will be refunded without any interest/bank commission/collection charges within 90 days, after the order has been issued in favour of successful party.
  1. The Technical Bid shall be opened on 12th October 2012at 3.00 P.M.in the Institute at ICSI House, 22 Institutional Area, Lodi Road, New Delhi in the presence of those tenderer(s) who wish to be present. No separate communication will be sent in this regard. In the event of due date being a closed holiday or declared Holiday for Central Government offices, the due date for opening of the bids will be the following working day at the appointed date, time & venue.
  1. ICSI shall have the right to assess the competencies and capabilities of the Tenderer by going through the credentials given in the Technical Bid and on the basis of such credentials, ICSI may reject the candidature of the Tenderer without assigning any reason. In such case(s) the Financial Bid shall not be opened for that particular Tenderer.The Financial Bid of only those parties who qualify in the technical scrutiny shall be opened and time and date for opening the financial bid shall be intimated separately.
  1. Prices quoted should be inclusive of all charges for the hardware, software, support and services required as mentioned in Part – C of this quotation document.
  1. Institute’s usual payment terms are 30 days upon receiving of services and receipt of invoice from the firm. The payment will be made on quarterly basis on the expiry of each quarter on providing satisfactory services by the party.
  1. The quotation shall be valid for at least 90 days from the date of opening of quotations.
  1. Security Deposit

The tenderer whose tender is accepted by ICSI (Successful bidder) shall be required to give a security deposit for faithful performance of the Tender.

The total amount of security deposit shall be Rs. 4,00,000/‐(Rupees Four Lakhs only) towards the performance guarantee for the services and any probabledamage to the Institute’s server lying in the bidder’s data centre. Nointerest will be payable by ICSI on the security deposit, so held. The EMD of Rs. 20,000/‐(Rupees Twenty Thousand only) submitted by the bidder will be converted into security deposit and the balance of the security deposit amounting to Rs. 3.80 lakhs (Rupees Three Lakhs and Eighty Thousand only) shall be deposited by the tenderer through an irrecoverable Bank Guarantee from any Nationalized Bank in favour of the Institute of Company Secretaries of India. The Bank Guarantee shall be valid for a period of 3 (Three) years and shall be submitted within 15 (fifteen) days of the award of work. In case Tendererfails to execute the work as per the tender; or fails to deliver the satisfactory after sales service within the contract period as stipulated in Service Level Agreement (SLA), or fails to execute SLA, or fails to return the Institute’s server collocated in its data centreas it is without any damage to it; the ICSI shall have the right to invoke the said Bank Guarantee and shall also forfeit the EMD amount of Rs. 20,000/‐(Rupees Twenty Thousandonly) being part of the security deposit. No interest will be payable by ICSI on the security deposit, so held.

  1. Non acceptance of the terms & conditions as stated in Part A and non-submission of the stipulated Earnest Money Deposit (EMD) shall render the quotation invalid. Only quotationer (s) whose experience as stated in Part B are determined to be in consonance with Institute’s requirements shall be considered further in the tender Evaluation Process.
  1. The contract with the firm will be initially for a period of three years. Renewal of the contract for any further period may be done on mutual understanding basis.
  1. The contract may be terminated any time by either party by giving three months notice period. However the bidder will ensure that the service is provided to the Institute as per the SLA during this notice period.
  1. Who may apply for this bid?
  2. Bidder should have Data Centre constructed to world class hosting standards as defined by the “Uptime Institute, USA” and complies to T3 level
  3. Bidder should have World Class Tier III Data centre
  4. Bidder should have ISO 9001:2000 and ISO/IEC 27001:2005 Certified Broadband Infrastructure
  5. Bidder should have Centralized NMS (Network Management Systems) & 24x7x365 Helpdesk
  6. Bidder has to ensure that services should be backed by high QOS (Quality of Service) / SLA (Service Level Agreement)
  7. Bidder should provide Multi-homed Network backed by multiple redundant STM1 b/w pool
  8. Bidder should provide advanced system security, monitoring & management.
  9. Bidder has to ensure that Fire Suppression and Protection System should include three levels of redundancy based on Gas Fired Systems, Carbon Monoxide based systems and Water Sprinkler based systems.
  10. Bidder has to ensure that the floors as well as the ceiling should be based on false flooring and ceiling where the wire conduits and the fire protection systems are installed.
  11. Bidder has to ensure that the entire facility around the data centre should also be equipped with fire detection and smoke alarm system to alert the facilities administration group in case of fire hazards, before this can affect the data centre area.
  12. Bidder has to ensure that the entire premise should be monitored through Video Based Close Circuit TV system for 24X7 Security Surveillance.
  13. Bidder has to ensure that general level security personnel should be available on 24 hour basis at all the entry and exit points into the premise with any non employee entrance restricted to only one entry point.
  14. Bidder has to ensure that physical entry of any visitor or non employee beyond the Reception Lobby should be permitted only with authorized employee presence at all times within the facility to build in additional level of security.
  15. Bidder has to ensure that physical access to the Main Data Centre facility should be protected through a Biometric Finger-Print Scan facility with an added access card based authentication system.
  16. Bidder should provide multi-homed network and centralized NMS (Network Management System).
  17. Bidder has to ensure that they should be accessible by means of
  18. 24x7 Phone Support
  19. 24x7 Smart Messaging
  20. Via Email
  21. Bidder should provide uninterruptible power system.
  22. Bidder should provide redundancy in connectivity.
  23. Bidder should provide world class controlling atmospheric conditioning system of the prime data center.

  1. Bidder has to ensure thatit should be able to configure services on world class systems and equipment i.e. of General Instruments, Sun Microsystems, Compaq, Lucent Technologies, Juniper and Cisco Systems, HP, DELL etc.
  2. The bidder should be in a position to provide to the Institute through its online portal; the MIS pertaining to data transfer, bandwidth utilization, firewall usage etc pertaining to the Collocated Server on monthly basis.
  1. Technical Evaluation Criteria for the biddersare as under:
  2. Bidder should have a minimum of 5 years experience in doing the same kind of work and should provide the documentary proof for the same.
  3. Bidder should hold a class A National ISP license as well as IP Level 1 license and its services are ISI 9001:2008 & ISO/IEC 27001:2005 certified. The firm should submit the documentary proof for the same.
  4. Bidder should have Tier III data center and submit the documentary proof for the same.
  5. Bidder’s DataCenter where the server will be collocated should be in NCR region.
  6. Bidder should provide details of relevant customers for the last two years with their contact details and satisfactory performance certificate issued from any two government customersfor providing them the similar services.
  7. A team of the officials from the Institute will visit the data center of the bidder and submit its evaluation report. This evaluation report will also be considered as a part of technical evaluation.
  1. Selection process for the Quotationer will be as under:
  2. Issue of tender notification
  3. Submission of Bids
  4. Opening of Technical Bids
  5. Technical/Infrastructure bids evaluation
  6. Commercial bids opening for the technically qualified bidders.
  7. Commercial bids evaluation
  8. Meeting with Purchase Committee, if required
  9. Issuance of Letter Of Intent (LOI)
  10. Acceptance of the LOI.
  11. Finalization and Signing of SLA.
  1. The successful bidder has to sign a SLA with the Institute within 10 days of issuing the LOI for the provision and execution of services as per the tender terms.

GENERAL:

a)All disputes, differences, claims and demands arising under or pursuant to or touching the contract shall be referred to the arbitrator to be appointed by the Secretary & CEO of the Institute of Company Secretaries of India, New Delhi. The award of the sole arbitrator shall be final and binding on both the parties under provisions of the Arbitration and Conciliation Act, 1996 or any statutory modifications on re-enactment thereof as in force. Place of such arbitration proceedings shall be at Delhi.

b)The Institute reserves the right to accept or reject any or all quotations including the lowest quotation/s without assigning any reason at its sole discretion and the decision of the Institute will be final and binding on all concerned.

c)The quantities indicated in Part “C” are tentative and may be increased/decreased at the sole discretion of the Institute and the vendor shall have no right to claim any minimum/definite volume of business.

d)For any details/clarifications, Shri Ankur Yadav, Senior Director, IT on telephone No. 0120-4522012, may be contacted.

September 28, 2012 ( P K GROVER ) DIRECTOR

THE INSTITUTE OF COMPANY SECRETARIES OF INDIA

‘ICSI HOUSE’, 22, INSTITUTIONAL AREA, LODI ROAD

NEW DELHI 110 003

PART ‘B’ INFRASTRUCTURAL BID

  1. Name and complete address of the Tenderer & Company
  1. Tele/Fax/E-mail/Cell No. of the Tenderer Company
  1. Contact person’s name & residence telephone No.
  1. Details of registered office, if any, along with contact person’s name and tele. No.
  1. Legal status i.e. public / private limited / any other along with documentary evidence.
  1. Income-Tax registration number along with documentary evidence.
  1. Sales Tax registration number along with documentary evidence.
  1. Complete infrastructure, manpower and address Details of the DataCenter where the server will be collocated.
  1. List of existing clients to whom services of similar nature has been provided in last 2 years with details of company, value of business, concerned person’s name & his telephone no. (Please attach full details)
  1. Please indicate in full the following details:

a)Turnover of the company for last 3 financial years
(Please attach supporting documents)

b)Paid up capital of the firm (Please attach supporting documents)

c)Manpower details

d)Escalation matrix up to the level of CEO for lodging the complaint (name of

the officials, mobile no., phone no., fax no. and email id of the officials must be provided)

Date: / Name and Signature of Bidder with Corporate Seal

THE INSTITUTE OF COMPANY SECRETARIES OF INDIA

‘ICSI HOUSE’, 22, INSTITUTIONAL AREA, LODI ROAD

NEW DELHI 110 003

PART-C (Financial Bid)

Note : The Institute’s current requirement is collocating one of its web server (2U rack Server) with unlimited bandwidth and 1000 GB data transfer (along with dedicated firewall and alert services). The rates for higher data transfer size OR unlimited data transfer has been sought to meet future requirements such that upgrading facilities may be done on immediate basis.

Option I

Sno. / Details of Services Required / Charges per month
inclusive of taxes
Fixed quantity of data transfer  / 1000
GB / 1250
GB / 1500
GB / 1750
GB / 2000
GB
1. / Collocation of Institute’s web server (2U Rack Server)
with unlimited Bandwidth and 1000 GB data
Transfer.Dedicated firewall services and Alert
services are also to be provided by the firm as under:
The firm will providededicated firewalland
All its related services such as configuration,
reporting etc for managing the Institute’s
web server.
The firm will provide alert services that
includes alert services specific to Operating
System (OS), Ports, SMTP, FTP etc. Alerts
Are to be sent through SMS & Email to the
Institute’s representatives.
2. / Rate for extraper GB Data Transfer per month
over and above 1000 GB.
The above rates should include the provision of :
  • 1 static IP’s.
  • 4 visits in IDC by customer/ authorized personnel
per month
  • Online MRTG monitoring tool,
  • Unlimited physical Reboots
  • 24 by 7 Monitoring of Servers
  • 24*7 Customer support
  • Multiple redundant link
  • Connection on 100Mbps port
  • Server hardening
  • DNS Mgt
  • 100% network uptime guarantee backed by SLA

Any other value added services as offer at the above cost may also be mentioned below by the bidder.

Option II

Sno. / Details of Services Required / Charges per month
inclusive of taxes
1. / Collocation of Institute’s web server (2U Rack Server)
with unlimited Bandwidth and unlimited data
transfer. Dedicated firewall services and Alert
services are also to beprovided by the firm as under:
The firm will providededicated firewall and
All its related services such as configuration,
reporting etc for managing the Institute’s
web server.
The firm will provide alert services that
includes alert services specific to Operating
System (OS), Ports, SMTP, FTP etc. Alerts
Are to be sent through SMS & Email to the
Institute’s representatives.
The above rates should include the provision of :
  • 1 static IP’s.
  • 4 visits in IDC by customer/ authorized personnel
per month
  • Online MRTG monitoring tool,
  • Unlimited physical Reboots
  • 24 by 7 Monitoring of Servers
  • 24*7 Customer support
  • Multiple redundant link
  • Connection on 100Mbps port
  • Server hardening
  • DNS Mgt
  • 100% network uptime guarantee backed by SLA

Any other value added services as offer at the above cost may be mentioned below by the bidder.
Date: / Name and Signature of Bidder with Corporate Seal

1

ICSI