Unique Identification Authority of India

Unique Identification Authority of India

Bid No. T-11014/11/2016-TECHSection IV – Contents of Bid

Bid No. XXXXXX XX JunMay 2016

Bid Document No. / T-11014/11/2016-TECH
Issued to
Date / 04 JULY 2016
Signature & stamp of UIDAI Official

ONLINE BID DOCUMENT

FOR

Request for Proposal for Supply, Installation and Support of Corporate Email Solution

04XX/MayJULYun/2016

UNIQUE IDENTIFICATION AUTHORITY OF INDIA,

Department of Electronics and Information Technology,

GOVERNMENT OF INDIA,

NEW DELHI

Table of Contents

1.1Preamble

1.2Schedule for Invitation to Bid

1.2.1Important Dates

1.3Check lists

1.3.1 Check List of documents/supporting documents to be uploaded in the Technical Bid

1.3.2Check List of Annexe / Appendix to be uploaded in Technical Bid

1.3.3Check List of Annexe / Appendix to be uploaded in the Commercial Bid

1.4Procedure for Submission of Online Bids on CPP Portal

1.4.1Registration

1.4.2Searching for tender documents

1.4.3Preparation of bids

1.4.4Submission of bids

1.4.5Assistance to bidders

SECTION II- Instruction to Bidders

2.1Procedure for Online Submission of Bids

2.2Tender Fee

2.3Contents of the Bid Document

2.4Clarification of Bid Document

2.5Amendment to the Bid Document

2.6Language of Bids

2.7Documents Comprising the Bids

2.8Bid Prices

2.9Firm Prices

2.10Discount

2.11Bidder Qualification

2.12Bid Security

2.13Period of Validity of Bids

2.14Format and Signing of Bid

2.15Revelation of Prices

2.16Terms and Conditions of Bidders

2.17Local Conditions

2.18Headings

2.19Conditions for Bidders

2.20Last Date for Receipt of Bids

2.21Late Bids

2.22Address for Correspondence

2.23Opening of Bids by UIDAI

2.24Clarification

2.25Preliminary Examination

2.26Contacting the UIDAI

2.27Post Qualification

2.28Criteria for Evaluation of Bids

2.29UIDAI's Right to Vary Scope of Contract at the time of Award

2.30UIDAI's Right to Accept Any Bid and to Reject Any or All Bids

2.31Notification of Award

2.32Signing of Contract

2.33Performance Bank Guarantee (PBG)

2.34Confidentiality of the Document

2.35Rejection Criteria

SECTION III - GENERAL CONDITIONS OF CONTRACT

3.1Definitions

3.2Interpretation

3.3Application

3.4Standards

3.5Use of Contract Documents and Information

3.6Patent Rights

3.7Performance Security

3.8Installation, Commissioning, Testing and Acceptance Tests

3.9Incidental Services

3.10Delivery and Documents

3.11WARRANTY AND PERIOD OF CONTRACT

Warranty

Period of Contract

3.12Payment schedule

Software Solution:

Payment in Extension Period

Currency of Payment

3.13Change Orders

3.14Contract Amendments

3.15Assignment

3.16Sub-contracts

3.17Key Performance Measurements

3.18Delays in the Vendor's Performance

3.19Liquidated Damages

3.20Termination for Default

3.21Force Majeure

3.22Termination for Insolvency

3.23Termination for Convenience

3.24Dispute Resolution

3.25Governing Language

3.26Applicable Law

3.27Notices

3.28Back-up Support

3.29Firm price

3.30Delivery

3.31Passing of Property

3.32Prices

3.33Deductions

3.34Taxes and Duties

3.35Insurance

3.36"No Claim" Certificate

3.37Continuing Support

3.38Conflict of Interest

3.39Delivery and Risk Purchase

3.40Fall Clause

3.41Limitation of Liability

SECTION IV – CONTENTS OF BIDS

4.1TECHNICAL BID

4.1.1BID PARTICULARS (Annexe 4.1.1)

4.1.2Technical Bid Letter (Annexe 4.1.2)

4.1.3DECLARATION FOR THE GOODS OFFERED (Annexe 4.1.3)

4.1.4STATEMENT OF DEVIATIONS FROM THE TERMS AND CONDITIONS (Annexe 4.1.4)

4.1.5DELIVERY SCHEDULE (Annexe 4.1.5)

4.1.6WARRANTY (Annexure 4.1.6)

4.1.7MANUFACTURER’S AUTHORIZATION FORM (Annexure 4.1.7)

4.2COMMERCIAL BID

4.2.1BID PARTICULARS (Annexe 4.2.1)

4.2.2Commercial Bid Letter (Annexe 4.2.2)

4.2.3SUMMARY OF THE COSTS OF GOODS / SERVICES OFFERED (Annexe 4.2.3)

4.2.4COMMERCIAL BIDFORM-1: COST OF SOFTWARE SOLUTION- BOQ _XXXX (Annexe 4.2.4)

Section V – scope of work

5.1Definitions

5.2SCOPE OF WORK

5.3Supply of Software Solution

Bill of Material

Installation and Commissioning of Software Solution

5.4Schedule of requirements

5.5Services

5.5.1Requirements and Objectives

5.5.2Installation and Commissioning

5.5.3Service levels – Incident Management and Issue Restoration

5.6Timelines

Delivery Schedule and Implementation Schedule

5.7Commissioning and Acceptance

Commissioning and acceptance of Software Solution

Section VI – Appendices......

1.1Preamble...... 6

1.2Schedule for Invitation to Bid...... 8

1.2.1Important Dates...... 9

1.3Check lists...... 10

Check List of documents/supporting documents to be uploaded in the Technical Bid...10

1.3.1 Check List of documents/supporting documents to be uploaded in the Technical Bid 10

1.3.2Check List of Annexe / Appendix to be uploaded in Technical Bid...... 13

1.3.3Check List of Annexe / Appendix to be uploaded in the Commercial Bid...... 15

1.4Procedure for Submission of Online Bids on CPP Portal...... 15

1.4.1Registration...... 15

1.4.2Searching for tender documents...... 16

1.4.3Preparation of bids...... 16

1.4.4Submission of bids...... 17

1.4.5Assistance to bidders...... 18

SECTION II- Instruction to Bidders...... 19

2.1Procedure for Online Submission of Bids...... 19

2.2Cost of Bid Document...... 19

2.3Contents of the Bid Document...... 20

2.4Clarification of Bid Document...... 20

2.5Amendment to the Bid Document...... 21

2.6Language of Bids...... 21

2.7Documents Comprising the Bids...... 21

2.8Bid Prices...... 24

2.9Firm Prices...... 24

2.10Discount...... 24

2.11Bidder Qualification...... 24

2.12Bid Security...... 25

2.13Period of Validity of Bids...... 26

2.14Format and Signing of Bid...... 26

2.15Revelation of Prices...... 26

2.16Terms and Conditions of Bidders...... 26

2.17Local Conditions...... 27

2.18Headings...... 27

2.19Conditions for Bidders...... 27

2.20Last Date for Receipt of Bids...... 27

2.21Late Bids...... 27

2.22Address for Correspondence...... 27

2.23Opening of Bids by UIDAI...... 27

2.24Clarification...... 28

2.25Preliminary Examination...... 28

2.26Contacting the UIDAI...... 28

2.27Post Qualification...... 28

2.28Criteria for Evaluation of Bids...... 28

2.29UIDAI's Right to Vary Scope of Contract at the time of Award...... 30

2.30UIDAI's Right to Accept Any Bid and to Reject Any or All Bids...... 30

2.31Notification of Award...... 30

2.32Signing of Contract...... 30

2.33Performance Bank Guarantee (PBG)...... 30

2.34Confidentiality of the Document...... 30

2.35Rejection Criteria...... 31

SECTION III - GENERAL CONDITIONS OF CONTRACT...... 32

3.1Definitions...... 32

3.2Interpretation...... 33

3.3Application...... 34

3.4Standards...... 34

3.5Use of Contract Documents and Information...... 35

3.6Patent Rights...... 35

3.7Performance Security...... 35

3.8Installation, Commissioning, Testing and Acceptance Tests...... 35

3.9Incidental Services...... 36

3.10Delivery and Documents...... 36

3.11WARRANTY AND PERIOD OF CONTRACT...... 37

Warranty...... 37

Period of Contract...... 37

3.12Payment schedule...... 37

Software Solution:...... 38

Payment in Extension Period...... 38

Currency of Payment...... 38

3.13Change Orders...... 38

3.14Contract Amendments...... 38

3.15Assignment...... 39

3.16Sub-contracts...... 39

3.17Key Performance Measurements...... 39

3.18Delays in the Vendor's Performance...... 39

3.19Liquidated Damages...... 39

3.20Termination for Default...... 40

3.21Force Majeure...... 42

3.22Termination for Insolvency...... 42

3.23Termination for Convenience...... 42

3.24Dispute Resolution...... 43

3.25Governing Language...... 44

3.26Applicable Law...... 44

3.27Notices...... 44

3.28Back-up Support...... 44

3.29Firm price...... 44

3.30Delivery...... 44

3.31Passing of Property...... 44

3.32Prices...... 44

3.33Deductions...... 45

3.34Taxes and Duties...... 45

3.35Insurance...... 45

3.36"No Claim" Certificate...... 45

3.37Continuing Support...... 45

3.38Conflict of Interest...... 45

3.39Delivery and Risk Purchase...... 45

3.40Fall Clause...... 46

3.41Limitation of Liability...... 46

SECTION IV – CONTENTS OF BIDS...... 48

4.1TECHNICAL BID...... 48

4.1.1BID PARTICULARS (Annexe 4.1.1)...... 48

4.1.2Technical Bid Letter (Annexe 4.1.2)...... 49

4.1.3DECLARATION FOR THE GOODS OFFERED (Annexe 4.1.3)...... 51

4.1.4STATEMENT OF DEVIATIONS FROM THE TERMS AND CONDITIONS (Annexe 4.1.4)...52

4.1.5DELIVERY SCHEDULE (Annexe 4.1.5)...... 53

4.1.6WARRANTY (Annexure 4.1.6)...... 54

4.1.7MANUFACTURER’S AUTHORIZATION FORM (Annexure 4.1.7)...... 55

4.2COMMERCIAL BID...... 56

4.2.1BID PARTICULARS (Annexe 4.2.1)...... 56

4.2.2Commercial Bid Letter (Annexe 4.2.2)...... 57

4.2.3SUMMARY OF THE COSTS OF GOODS / SERVICES OFFERED (Annexe 4.2.3)...... 59

4.2.4COMMERCIAL BIDFORM-1: COST OF SOFTWARE SOLUTION- BOQ _XXXX (Annexe 4.2.4) 1

Section V – scope of work...... 2

5.1Definitions...... 2

5.2SCOPE OF WORK...... 3

5.3Supply of Software Solution...... 4

Bill of Material...... 4

Installation and Commissioning of Software Solution...... 4

5.4Schedule of requirements...... 5

5.5Services...... 6

5.5.1Requirements and Objectives...... 6

5.5.2Installation and Commissioning...... 7

5.5.3Service levels – Incident Management and Issue Restoration...... 8

5.6Timelines...... 8

Delivery Schedule and Implementation Schedule...... 8

5.7Commissioning and Acceptance...... 9

Commissioning and acceptance of Software Solution...... 9

Section VI – Appendices...... 9

1.1Preamble......

1.2Schedule for Invitation to Bid......

1.2.1Important Dates......

1.3Check lists......

Check List of documents/supporting documents to be uploaded in the Technical Bid.....

1.3.1Check List of documents/supporting documents to be uploaded in the Technical Bid

1.3.2Check List of Annexe / Appendix to be uploaded in Technical Bid......

1.3.3Check List of Annexe / Appendix to be uploaded in the Commercial Bid......

1.4Procedure for Submission of Online Bids on CPP Portal......

1.4.1Registration......

1.4.2Searching for tender documents......

1.4.3Preparation of bids......

1.4.4Submission of bids......

1.4.5Assistance to bidders......

1.1Preamble...... 3

1.2Schedule for Invitation to Bid...... 5

1.2.1Important Dates...... 6

1.3Check lists...... 7

1.3.1Check List of documents/supporting documents to be uploaded in the Technical Bid7

1.3.2Check List of Annexe / Appendix to be uploaded in Technical Bid...... 11

1.3.3Check List of Annexe / Appendix to be uploaded in the Commercial Bid...... 12

1.4Procedure for Submission of Online Bids on CPP Portal...... 12

1.4.1Registration...... 12

1.4.2Searching for tender documents...... 13

1.4.3Preparation of bids...... 13

1.4.4Submission of bids...... 14

1.4.5Assistance to bidders...... 15

1SECTION I – Invitation to Bid...... 3

1.1Preamble...... 3

1.2Schedule for Invitation to Bid...... 4

1.2.1Important Dates...... 4

1.3Check list...... 5

1.3.1Check List of documents/supporting documents to be enclosed in the Technical Bid.5

1.3.2Check List of Annexe / Appendix to be enclosed in Technical Bid...... 8

1.3.3Check List of Annexe / Appendix to be enclosed in the Commercial Bid...... 10

1 SECTION I – Invitation to Bid

1.1Preamble

  1. This invitation to bid is for “Request for Proposal for Supply, Installation and support of Corporate Email Solution in the Data Centers (Location) of Unique Identification Authority of India at Hebbal (Bengaluru) and Manesar (Haryana).

(a)Bidders are advised to study the Bid document carefully. Online Submission of bids shall be deemed to have been done after careful study and examination of the bid document with full understanding of its implications.Submission of bids shall be deemed to have been done after careful study and examination of the bid document with full understanding of its implications . Sealed oOffersffers prepared in accordance with the procedures enumerated in Clause 1 of Section II should be submitted online only CPPP website: not later than the date and time laid down at the address given in theshould be submitted to UIDAI not later than the date and time laid down at the address given in theSchedule for Invitation to Bid under Clause 1.2.1. Tenderer/Contractor are advised to follow the instructions provided in the “‘Instructions to the Contractors/Tenderer” for the e-submission of the bids online through the Central Public Procurement Portal for e Procurement at Bid documents may be scanned with 100 dpi with black and white option which helps in reducing size of the scanned document.

Manual bids shall not be accepted.

(b)Tenderer who has downloaded the tender from the UIDAI website and Central Public Procurement Portal (CPPP) website shall not tamper/modify the tender form including downloaded price bid template in any manner. In case if the same is found to be tempered/ modified in any manner, tender will be completely rejected and EMD would be forfeited and tenderer is liable to be banned from doing business with UIDAI.

(c)Intending bidders are advised to visit again UIDAI website and CPPP website at least 3 days prior to closing date of submission of tender for any corrigendum / addendum/ amendment.

(d)The Hard Copy of original instruments in respect of cost of tender document, earnest money, original copy of affidavits, and credit facility certificate must be delivered to the address as mentioned in the Clause 1.2 on or before bid opening date/time as mentioned in Important Dates section. The Bidder is required to pay Rs. 500/- (Rupees Five Hundred Only) towards Bid Document Fee, at the time of submission of Bids, in the form of a Bank Demand Draft failing which the Bids submitted by the Bidder shall not be entertained and shall be summarily rejected. The Bank Demand Draft should be drawn on a Scheduled Bank in favor of “PAO, UIDAI” and payable at New Delhi. The Bid Document Fee is non-refundable. Tenderer shall likely to be liable for legal action for non-submission of original payment instrument like DD etc., against the submitted bid. The Demand Draft attached/submitted for tender fee shall be non refundable.

(b)All Bids must be accompanied by an EMD (Earnest Money Deposit) / Bid Security of Rs. Five Lakhs only except for those bidders who are registered with the Central Purchase Organization, National Small Industries Corporation (NSIC) or with the Ministry of Communication and Information Technology (MCIT).

(e)

(f)The detailed Scope of Work has been included in the RFP for selection of Bidder for “Request for Proposal for Supply, Installation and support of Corporate Email Solution”. The eligibility criteria for the bidders should be fulfilled for consideration of the bid.

(c)(g) The RFP can be obtained by authorized representative of the bidder from (Officer) Deputy Director (Information Security), 9th Floor, Tower 1, Jeevan Bharati Building, Connaught Circus, New Delhi – 110001 by submitting Letter of Authorization, Power of Attorney of Authorized signatory signing the letter of request for bid document, Non-Disclosure Declaration/Agreement (NDD/NDA) on non-judicial stamp paper, and paying tender fee of Rs. Five Hundred only in the form of a crossed Demand Draft from Nationalized or Scheduled Banks drawn in favour of "PAO, UIDAI, New Delhi", payable at New Delhi.

The tentender fee is non-refundable. The RFP will be available on all working days during office hours till the last date & time of submission of bids. The format of Non-Disclosure Agreement (NDA) and other details are available on the websites and

(d)(h).

The Bid Document is confidential and not transferable.

Bids shall be submitted online only at CPPP website: .

Note : The Purchaser shall not be responsible for non-receipt / non-delivery of the Bid documents due to any reason whatsoever.

1.2Schedule for Invitation to Bid

(a) / Name of the Purchaser / The President of India acting through the Director General & Mission Director,
Unique Identification Authority of India,
DeitY, Govt. of India (GoI),
3 rd Floor, Tower II, Jeevan Bharati Building,
Connaught Circus, New Delhi – 110 001
(b) / Address and addresseeat which bids are to be submitted in the tender Box provided at / The Deputy Director General (Technology)
Unique Identification Authority of India (UIDAI),
DeitY, Govt. of India (GoI),
3rd Floor, Tower II, Jeevan Bharati Building,
Connaught Circus, New Delhi – 110001
(c) / Closing Time and Date for receipt of online bids / On or before 1500 hours of 295XX-07-2016.
(d) / Name of the Contact Person for any clarification / Assistant Director General (Information Security),
Unique Identification Authority of India (UIDAI),
DeitY, Govt. of India (GoI),
9th Floor, Tower I, Jeevan Bharati Building,
Connaught Circus, New Delhi – 110001
Queries should be submitted via E-mail and by paper copy through post
E-mail –
(e) / Date till which the response to the bid should be valid / 180 days from the date of opening of Technical Bids.

1.3.11.2.1Important Dates

The following table provides information regarding the important dates of the Bid process for this Bid:

Activity / Date
Release / Issue of Bid Document / 4-July-2016 14:00 HrsT
Pre-Bid Meeting (Venue:- Conference Hall, 3rd Floor, Tower II, UIDAI Hqr) / 15-July-2016 15:00 HrsT + 7 11 days
Last date for submission of written queries for clarifications on Bid document / 19-July-2016 15:00 HrsT + 9 15 days
Last date for reply to written queries of prospective bidders / 25-July-2016T + 15 21 days
Last date & time of submission of Bids / 29-July-2016 15:00 Hrs15:00 Hrs on T + 21 25 days
Opening of Technical Bids / 15:15 Hrs on T + 21 25days29-July-2016 15:15 Hrs
Opening of Financial Bids / To be informed later

Note: The Purchaser shall not be responsible for non-receipt / non-delivery or late receipt of the Bid documents due to any reason whatsoever.

1.41.3Check lists

a)Please check whether following have been includedenclosed in the respective covers, namely, Technical Bid and Commercial Bid.

b)Check list (as in Table-1 and Table-2 below) should be duly filled, signed and scanned and should be made part of Packet – 1 to be uploaded as part of Technical Bid. The Annexures supporting the above list shall be placed in the Packet-1.

c)Check-list (as in Table-3 below) should be duly filled,, signed and scanned and should be made part of the Packet-2 to be uploaded as part of Commercial Bid. The Annexures supporting the above list shall be placed in the Packet-2.

:

Check List of documents/supporting documents to be uploaded enclosed in the Technical Bid

1.3.1

Table -1

S. No. / Eligibility Criteria / Whether uploaded enclosedEnclosed (Y/N)
(i) / Signed and Scanned Copy of Tender Fee document.acknowledgement from UIDAI for receipt of Bid Document Fee. / 1.1
(ii) / Signed and Scanned Copy of Bid Security (in original) of the prescribed amount as per Section I - 1 (b) and validity pursuant to Clause 2.12 of Section II / 1.2
(iii) / Signed and Scanned Copy of Bidder’s Profile in the format prescribed in Appendix D of Section VI / 1.3
(iv) / The bidder should not be blacklisted / under a declaration of ineligibility for corrupt and fraudulent practices with any of the departments of the Central, State Governments and PSUs. Signed and Scanned Copy of Undertaking from bidder in this regard to be submitted. / 1.4
(v) / Bidder should have a valid Sales Tax Number/ VAT Number, PAN Number and PF code and to submit aSigned and Scanned self-attested copies of these documents. / 1.5
(vi) / The Bidder should have at least 10 technical employees (IT Experts) on its own roll as on 31st March 2016 and shall provide Signed and Scanned Copy of documentation signed by the HR Head or Authorized signatory. / 1.6
(vii) / Bidder as well as OEM of Bidder should have ISO Certificate 9001 or any other equivalent or better quality certification. Signed and Scanned Copy of same shall be provided. / 1.7
(viii) / The Bidder should be an Information Technology (IT) Company and should have been in the business of manufacture/sale/installation and commissioning of hardware and software, for the last 43 years ending 31.03.2016. The bidder should have necessary technical experience in the implementation of e-mail solution. The bidder should provide Signed and Scanned Copy of Manufacture Authorization Form from OEM as per Tech Bid Annexe 4.1.78of OEMs of Software. / 1.8
(ix) / The Bidder should have average annual turnover of Rs. 2.5 Crores from sales of Hardware, software and Services in India in the last three financial years ended on 31.03.2016. The average turnover refers to the average turnover of the company and not the composite turnover of its subsidiaries/sister concerns, etc. The bidder must submit Signed and Scanned Copy ofcopyMemorandum of Association(MOA), Audited Balance Sheets and Profit & Loss Account Statement for last 3 financial years ended on 31.03.20165 along with the bid. However, in the case of non-availability of audited balance sheets, a Signed and Scanned Copy of Certificate from the Sstatutory
Company Auditors/ Company Secretary of the respective organization Secretary
SecretaryCertificate from the Statutory Auditor/Chartered Accountantof the Bidder’s Company certifyingCertifying the turnover of the Bidder in the last three financial years would be acceptable. / 1.9
(x) / The bidder must have completed/discharged[G1] at least
One Project of the value of at least seventy five lakhs.
Or
Two Projects of the value of at least fifty lakhs.
Or
Three (3) purchase orders in India each of the value of at least forty lakhs.
, cComprising of supply, installation and commissioning of Hardware, software and Services in the last 4 financial years ended on 31.03.2016.
For each of such order, the bidder should submit the following :
Signed and Scanned Copy ofCopyof each such purchase order clearly indicating the value of the Order.
Signed and Scanned Copy ofA certificate in original from the Statutory Auditor/ Chartered Accountant / Company Secretary/ Director of the bidder’s company indicating and certifying the value of the components relating to supply, installation and commissioning of Hardware and software.
Signed and Scanned Copy of A copy of completion/discharge certificate from respective customers indicating satisfactory execution of such order/contract /payment milestones of customer. / 1.10
(xi) / The bidder must be a registered company in India registered under Companies Act 1956and shall provide Signed and Scanned Copy of valid registration certificate of incorporation and have its own maintenance/support infrastructure facilities in India in respect of all goods/services covered in this bid. / 1.11
(xii) / The bidder should provide the support at UIDAI office in Bengaluru and NCR Delhi/Manesar. / 1.12
(xiii) / Signed and Scanned Copy of Notarized Power of Attorney executed by the Bidder in favor of the person signing the bid document certifying him as an authorized signatory for the purpose of this Bid / 1.13
(xiv) / Bidder should provide the Signed and Scanned Copy of MAF (as per Annexure 4.1.8) from all the OEM of products as asked in Section V / 1.14
(xv) / The bidder should have successfully implemented and maintained the similar mailing solution in India in the last 4 years with at-least one implementation in Govt/PSU organization.
The bidder should submit the following :
Signed and Scanned Copy of Copy of purchase order clearly indicating the value of the Order.
Signed and Scanned Copy of A certificate in original from the Statutory Auditor/ Chartered Accountant / Company Secretary/ Director of the bidder’s company indicating and certifying the value of the components relating to supply, installation and commissioning of Hardware and software.
Signed and Scanned Copy of A copy of completion certificate/discharge from respective customers indicating satisfactory execution of such order/contract /payment milestones of customer. / 1.15

Table -2

1.3.2Check List of Annexe / Appendix to be enclosed uploaded in Technical Bid

Table -2