REQUEST FOR PROPOSAL Empanelment of Vendors by Department of Personnel and Administrative Reforms (e-Governance

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RFP NO.: DPAR 32 EGV 2011-Cat-XII Dated 23.8.2012.

Department of Personnel and Administrative Reforms (e-Governance), Government of Karnataka 1st Floor, MS Building, Bengaluru, Karnataka - 560 001 Telephone: 91 (80) 22032003 Fax: 91 (80) 22259109 e-mail:prsegov@karnataka.gov.in

in) may be seen for details of this RFP including the schedule of events such asa) Tender publication date (Tenders can be downloaded for free until the last date for bid submission) b) Bid submission timelines c) Tender opening timelines etc.in iv. financial management. 1. change management and sourcing of internal and external manpower for managing projects like SWAN.gov. 2012 at 11. iii. GOI has initiated Mission Mode Projects (MMPs) that fall within the purview of the central and state Governments.2 Objectives of DPAR(e-Governance): The objectives of DPAR(e-Governance) are• To drive the state in use of ICT in governance and set a benchmark for smart Government. a separate e-Governance secretariat was established under the Department of Personnel & Administrative Reforms in the year 2003. Introduction: The Government of Karnataka has been the forerunner in the use of ICT tools in the day-to-day governance of the State. • To develop standards on security. The proposal shall be submitted in e-Procurement platform.1 During the year 2004-05 Government of India (GOI) planned a National Level Initiative on e-Governance. Realizing that the implementation of these projects by the State would entail major managerial and technological challenges. e-Procurement website (https://eproc. The completed technical proposal must be submitted electronically in the e-Procurement platform on or before the due date for bid submission specified in the e-Procurement platform. open the technical bids. 2012 at 6. database storage etc.3 Projects Implemented by DPAR(e-Governance): Some of the projects of DPAR(e-Governance) are(a) Aadhaar (b) e-Procurement (c) Bangalore-One (d) Karnataka One (e) Nemmadi Project (f) e-Procurement (g) HRMS (h) Sachivalaya Vahini (i) State Data Centre (j) KSWAN 2. DPAR(e-Governance) will not be responsible for technical glitches in the IT infrastructure and connectivity services. efficiency and effectiveness in governance and delivery of citizen services. State Wide Area Network (SWAN) and eProcurement projects being implemented by the State Government fall under the MMPs of GOI.1 Place of submission. namely. 1.1. CALENDAR OF EVENTS a).karnataka.gov. Due Date and Time i. • Assist Government departments in their e-Governance activities. GOI decided to institute capacity building measures as a first step towards NeGP Programme. As a part of this. Capacity building measures include training personnel on computer knowledge as well as building expertise on various issues such as Government process reengineering. ii. etc. The following is the schedule of the events related to this RFP: Last date for submission of tenders Date & time of opening technical bids : 22 September.00 PM th : 25 September. In order to focus on the use of ICT tools in Government for delivery of services to its citizens and improve administrative efficiency. • To implement projects cutting across various departments. • Create core ICT infrastructure in the state. interoperability.karnataka. as soon as possible. The State Data Center. online procurement. 1. The vendor shall digitally sign and submit the proposal electronically through the unified e-Procurement platform: https://eproc. 2 . NeGP for increased transparency. After the last date for submission of proposals the evaluation committee shall. State Data Centre. transparency etc.30 AM nd 2.

v. The responses to the queries from all vendors will be published in e-procurement web site only. subjected to the previous last date. 2.in”. Vendor shall watch the e-Procurement site to learn about the addenda and corrigenda issued to this RFP. 2.6 Proposal Preparation Costs: The vendor 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 related activities.3 Mode of Submission: Applications shall be submitted on-line through e-Procurement platform only. in which case. who reserves the right to accept or reject. DPAR (e-Governance). Over the Counter (OTC) – designated axis bank branches located across the country Payments submitted through cheque or demand draft shall not be accepted. all rights and obligations of the tendering authority and the vendors. 2. the said website may be seen. Telephone calls will not be accepted.2 Eligibility Criteria: Depending on category/ies.4 Vendor Enquiries and responses: All enquiries / clarifications from the vendors. participation in meetings / discussions/presentations.7 Right to Terminate Process: The right of final acceptance of the tender is entirely vested with the Principal Secretary to Govt. preparation of proposal for providing any additional information required by DPAR(e-Governance) to facilitate the evaluation process. The preferred mode of delivering written questions would be through mail/email or fax. Bid Processing Fee: Each Vendor shall pay `500 as tender processing fee through any of the following ePayment options only: 1. DPAR(e-Governance) may modify the RFP and such modified RFP will be made available in e-Procurement web site and such modification shall be binding on all concerned.. 2. Tender processing fees shall be paid as per e-Payment options prescribed in the e-Procurement platform. at its discretion. any or all of the tenders in full or in parts without assigning any reason whatsoever. (d) The date and time for opening technical bids etc. 2.8 Terms and conditions: (a) Vendors shall take necessary precautions to get registered in e-Procurement platform in a timely manner and also submit their proposals before bid submission timelines specified in e-Procurement platform. will thereafter be subject to such extended last date . 3 . direct debit (internet banking). NEFT (National Electronic Fund Transfer). The DPAR(e-Governance).1 Supporting Documentation: The DPAR(e-Governance) may seek all supporting documents including original contracts. statements from chartered accountants evidencing the submissions by the vendors. may extend the last date for submission of tenders. the eligibility criteria is as specified in Annexure-1. (b) The tender inviting authority may.5 Amendment to RFP: At any time but three working days prior to the last date for submission of tenders. OTC (Over the counter)). Website address: 2. (Credit card.gov. Further details regarding ePayment. Direct Debit 3. Will be as per the timelines specified in e-Procurement platform. “https://eproc. It shall be the responsibility of the vendors to submit these documents in a timely manner to satisfy the requirements of DPAR(e-Governance)/Tender Scrutiny Committee. There is no obligation on the part of the DPAR(e-Governance) to communicate with unsuccessful vendors. (c) Any tender received by the tender inviting authority through any means /channel other than e-Procurement platform will be rejected. Credit Card 2.karnataka.. letters from clients in support of submissions made by the vendors. National Electronic Funds Transfer (NEFT) 4. extend the last date for submission of tenders. related to this tender must be directed in writing exclusively to the Principal Secretary to Govt. 2. 2. at its discretion.2. Annexure-2 and Annexure-3. DPAR(eGovernance).

(d) Tenders submitted without the enclosures to prove about the vendor’s specific experience. (b) Tenders with incomplete information. 4 ... 7. The address of the vendor should be clearly written Tender Evaluation Process: The Principal Secretary to Govt. The tenders.3. which do not conform to the tender conditions and tenders from firms without adequate capabilities required to be fulfilled as per this RFP shall be straightaway rejected without specifying any reason. All eligible tenders will be considered as “Empanelled Vendors”. Minor deviations are allowed at the discretion of Principal Secretary to Govt. will be liable for rejection. subjective and conditional offers as well as partial offers will be liable for rejection. Technical Bid: The technical bid should be submitted along with relevant documents. the tender concerned will be summarily rejected. if there is non-compliance of any of the clauses of this RFP. DPAR (eGovernance) reserves the right to reject any or all the tenders without assigning any reason whatsoever. General conditions of eligibility for empanelment: General conditions of eligibility specified in Annexure-1 for empanelment are 4. etc. (g) Principal Secretary to Govt.. the Principal Secretary to Government. (f) Incomplete details will be treated as a non-responsive offer and such tenders will be summarily rejected. The decision of the Principal Secretary to Govt. Application formats: Application formats applicable to each of the categories are at Annexure-3 . Category wise conditions of eligibility for empanelment: Category wise conditions of empanelment are specified in Annexure-2 eligibility for 8. (e) In addition to the above criteria. DPAR(e-Governance) will prepare a list of firms based on compliance to all the terms and conditions of the tender. Tender Rejection Criteria: (a) Tenders not submitted in the forms prescribed as per Annexxure-3 will be summarily rejected. DPAR (e-Governance)) will be final in this regard. 6. DPAR(e-Governance). DPAR(e-Governance) is empowered to ask the vendors to correct minor deviations and make corrections to the documents submitted. (c) If the offer does not meet the RFP requirements.. 5.

The empanelment of vendors under various categories does not mean guarantee for Government enquires/orders. Auditor’s certificate in ORIGINAL regarding company’s last 3 years turnover along with turnover for the category for which applied must be furnished. Government would add or delete any categories at any point of time as per requirements of end user departments. 5 . will be blacklisted as non-responsive.(non-refundable) shall be paid along with each application.ANNEXURE-1 GENERAL CONDITIONS FOR EMPANELMENT General Conditions for Empanelment: (1) (2) Application processing fee of `500/. Audited balance sheet statements and Income Tax returns of the company for the last three years should be enclosed along with the application. which is empanelled and receives an enquiry but does not respond to the enquiry. which may be further extended at discretion of the tender accepting authority. Empanelment as per this RFP shall be valid for a period of 2 years from the date of the Government Order. if the company cannot supply the items as per the enquiry. Certificate of incorporation /established certificate of the company should be enclosed along with the application. 3. The company. it shall submit a regret letter with reasons failing which. The affidavit should be enclosed along with (3) (4) (5) (6) the application form. it will be blacklisted. Note: 1. The company should produce an affidavit on stamp paper in ORIGINAL stating that the company is not blacklisted by the Government of Karnataka or any of its agencies or by Central / any other State/UT Government or its agencies for indulging in corrupt or fraudulent practices or for indulging in unfair trade practices as on 1st of July 2012. 2. However.

000 characters in case of Kannada language. PRINTING & SCANNING SERVICES: FOR STATE LEVEL 1. printers. In case of forms processing using OMR and ICR technology.) and /or printing jobs each worth `5(five) lakhs for each of the last 3 years. keyword search. 11. 2. 6 . The company should have undertaken orders of at least 5 major data entry.) and printing jobs should be `2(Two) crores or more for each of the last 3 years.ANNEXURE-2 XII. The company will not be permitted to sub contract the work assigned under this category. 7. 5. Vendor can also supply data entry operators on retention basis to the departments. of `25(Twenty five) lakhs. the minimum number of key depressions per hour per operator should not be less than 6000. 9. certification obtained.000 characters in English and 20.5 lakhs characters. The turnover of the company in data entry and document management (indexing. The company should own the required legal software for data entry and printing (List to be enclosed). The details of infrastructure for data entry and printing available in the company should be specified. The company should have minimum of 20 data entry operators on roll. In the case of scanning with OCR. 3. UPS. The company may also take up only printing or scanning jobs. 4. DATA ENTRY. the number of forms processed during the last three years shall not be less than 10 lakh forms. 10. The company should specify the details of data entry operators regarding qualification. scanning and document management (indexing. more than 20 lakhs number of pages should have been printed for each of the last 3 years. the number of characters generated per hour per scanner should not be less than 2. 6. In case of voice recognition system the number of characters generated per machine per hour should not be less than 36. Bidder shall furnish information in Form-12 at Annexure-3. archiving etc. and number of years of service in the present company. experience in data entry. 8. keyword search. The company should have data entry and printing assets such as computers. archiving etc. In case of printing. In case of data entry in English or Kannada. scanners etc. The company should specify the details and description of data entry and printing jobs undertaken with client name and value of the project. Scope of Empanelment The company will be responsible for data capture and / or printing and scanning as desired by the department.

Refer Appendix-L2 7 . 13. # Date: Ref. scanning and document management (indexing. Name of the bidder Address of the Bidder Status of the Company Details of Incorporation of the Company [Attach copy of Incorporation certificate] Details of Commencement of Business Valid Sales tax registration no. 8. E-Mail of the contact person: Fax No.Form No. a) Certificate of incorporation/ establishment certificate of the company should be enclosed along with the application in the prescribed format.Bidders need to submit the following mentioned documents. 4. (with STD Code) Mobile No. 3. keyword search. Ltd Date: Ref. Criteria The bidder should not have been blacklisted by the Government of Karnataka or any of its agencies or Central / any other State/UT Government or its agencies for indulging in corrupt or fraudulent practices or for indulging in unfair trade practices as on 1st of July 2012. Nature of Staff Technical Others 2. 2. The turnover of the company in data entry. Telephone No.State level 1. 9. 5. (with STD Code) Staff Strength details – Number Bengaluru (Karnataka) Other Bengaluru (Karnataka) than Other than Karnataka Public Ltd / Pvt. Evidence Required An affidavit on stamp paper in ORIGINAL stating that the company is not blacklisted by State / Central Government departments or organizations in the prescribed format. mandatorily in the format attached below: Sl. Sample Format Refer Appendix-L1 2. No 1. archiving etc.) and printing jobs should be `2(Two) crore or more for each of the last 3 years. 12. [Attach certificate] Permanent Account Number (PAN) [Attach certificate] Name & Designation of the contact person to whom all references shall be made. [Attach certificate] Valid Service tax registration no.General Information about the bidder: Details of the Bidder (Company) 1.12: Form for Category-XII: Data Entry. # 14. 6. 10. 7. 11.

Undertaking from the Company Secretary or the Authorized Signatory. Undertaking from the Company Secretary or the Authorized Signatory. experience in data entry. Undertaking from the Company Secretary or the Authorized Signatory which should be supported by purchase order copies. UPS.3. achieving etc. 6. b.5 lakhs characters. Undertaking from the Company Secretary or the Authorized Signatory along with the software list to be submitted. The company should specify the details and description of data entry and printing jobs undertaken with client name and value of the project.000 characters in English and 20. the minimum number of key depressions per hour per operator should not be less than 6000. In case of printing. Undertaking from the Company Secretary or the Authorized Signatory in the prescribed format. In case of data entry in English or Kannada. Refer Appendix-L5 8.000 characters in case of Kannada language. of `25(Twenty five) lakhs. 4. a. The company should own the required legal software for various training courses.) and /or printing jobs each worth `5(five) lakhs for each of the last 3 years. keyword search. The company should have minimum of 20 data entry operators on roll. 9. Undertaking from the Company Secretary or the Authorized Signatory in the prescribed format. Details of the projects along with contact details of customers must be included. The company should have undertaken orders of at least 5 major data entry and document management (indexing. printers. b) Auditor’s certificate in ORIGINAL regarding company’s last 3 years turnover and IT returns along with turnover for the category for which applied must be furnished. Undertaking from the Company Refer Secretary or the Authorized Signatory Appendix-L4 in the prescribed format. certification obtained. scanners etc. the number of forms processed during the last three years shall not be less than 10 lakh forms. The company should specify the details of data entry operators regarding qualification. 8 . Refer Appendix-L3 7. more than 20 lakhs number of pages should have been printed for each of the last 3 years. The details of infrastructure for data entry and printing available in the company should be specified. The company should have data entry and printing assets such as computers. a. 5. In the case of scanning with OCR. In case of voice recognition system the number of characters generated per machine per hour should not be less than 36. b. In case of forms processing using OMR and ICR technology. the number of characters generated per hour per scanner should not be less than 2. number of years of service in the present company.

Financial year 2008-09 2009-10 2010-11 Place: Date: Total Turnover of the Company (`in Lakhs) Total Turnover from data entry and document management and printing jobs (`in Lakhs) Seal & Signature of Chartered Accountant 9 . This is as per the Statement of Accounts which has been duly verified by me and found correct.00 Stamp Paper] This is to certify that << COMPANY NAME >> is not blacklisted by the Government of Karnataka or any of its agencies/Central/any other State/UT Governments or their agencies for indulging in corrupt or fraudulent practices st or for indulging in unfair trade practices or for any reasons whatsoever as on the 1 of July 2012 .) and printing jobs is as below. 2009-10. archiving etc. 2010-11 from data entry and document management (indexing. 2008-09.Appendix-L1 Affidavit on Being Not Black-Listed [Use `100. Company Secretary / Authorized Signatory Name of Signatory: Bidder Name: Date: Place: Signature and seal of Notary Appendix-L2 [Auditor’s certificate shall be issued by the Chartered Accountant Firm/Chartered Accountant who regularly audit the Company’s accounts] TO WHOMSOEVER IT MAY CONCERN This is to certify that the annual turnover furnished by << COMPANY NAME >> for last 3 years i.e. keyword search.

Appendix-L3 Details of Projects Completed (Attach additional sheet if required) SL Details of the project Type of Duration No project(document management or printing job) 1 2 3 4 5 Place: Date: Client Size/worth of the project (in Lakhs) Year Seal & Signature of Authorised person ---------------------------------------------------------------------------------------------------------------------------------------------------------Appendix-L4 Details of Data Entry Staff working (Attach additional sheet if required) SL No Name Qualification & Total Experience in Area of Contact Certifications experience in the present expertise Details Data Entry company Place: Date: Seal & Signature of Authorised person ---------------------------------------------------------------------------------------------------------------------------------------------------------Appendix-L5 Details of data entry and printing assets (Attach additional sheet if required) SL No Asset Type Total number Value 1 2 3 4 5 Place: Date: Seal & Signature of Authorised person 10 .

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