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REQUEST FOR PROPOSAL
for
Implementation support(PMO Services and Solution Support)
Location: IIT Bombay, Powai, Mumbai 400076.
Indian Institute of Technology Bombay
Tender No. 201500393
Tender Date 17th July 2015
Item Description Project Management Services and Solution Support for the ERP Installation Project at IIT Bombay
Tender Type Two Bid System : Submit bids under two covers. The first cover should include prequalification(covering section5) and minimum resource deployment (covering section6) and should be entitled `PreQualification and Resource Deployment Details’ . The second cover should be the technical bid and should be entitled `Technical Bid’. And both these envelopes are to be put in a bigger cover which should be sealed and duly superscribed with 'Tender Number' and Due Date.
All technically qualified bidders should bid through Reverse Auction (eprocurement) failing which their tender will be rejected.
Last date & time of submission of Tender :
7th August 2015 upto 1.00 p.m.
Place of Submission Materials Management Division, IIT Bombay, Powai, Mumbai 400 076.
Opening Date & Time of tender
7th August 2015 at 3.00 p.m.
Place of Opening Tender
Materials Management Division, IIT Bombay, Powai, Mumbai 400 076.
Tender Fees Tender Fee of Rs. 500/ (Rs. Five Hundred Only) in the form of Demand Draft in the favour of 'The Registrar, IIT Bombay' payable at Mumbai' to be submitted in PreQualification cover.
Earnest Money Deposit Earnest Money Deposit (EMD) of Rs. 3,00,000/ (Rs. Three Lakhs Only) in the form of Bank Guarantee to be submitted in PreQualification cover.
Technical Clarification Name : Head ASC
Dept : Application Software Centre ,IIT Bombay
Email : pic.asc@i itb.ac.in
Contact No. : 0222576 4747
Any Clarification Name : Deputy Registrar
Dept : Materials Management Division ,IIT Bombay
Email : [email protected]
Contact No. : 0222576 8800
1.0Background IITB has awarded a contract to implement SAP ERP solution across its functions/areas to M/s Atos India Pvt Ltd (ATOs), and project has been kicked off on 16.3.2015. The ERP solution deployment at IITB is envisaged in span of twenty four months in two waves (Wave I and Wave II) as indicated in the section below:WaveI comprises of automating core processes and functions during the first year and then the solution will then be extended to the student lifecycle management during WaveII. All integration, data exchange and interfacing needs between existing IITB applications, legacy applications, 3rd party applications and the proposed ERP system are covered under the contract with ATOS.Kindly refer to the ERP tender documents namely ERP Volume1 and ERP VolumeII for details of the project.
2.0Purpose of this document IITB proposes to seek assistance from reputed consulting organizations during the implementation phases to ensure seamless integration and success of this project.Towards this objective, IITB proposes to seek assistance in SAP enablement and project management under two different activities:•Activity 1: Project Management and Governance: Deployment of a team who will form the PMO and would liaise with IITB and the System Integrator (SI) during the course of the ERP implementation (24 months). Details are covered in subsequent paragraphs.•Activity 2: Solution Support: Provide necessary assistance during key milestones of the implementation lifecycle: As part of this activity deployment of ERP module experts to assist in review and validation of the solution being deployed and certifying the readiness for the production environment.IIT Bombay invites proposal from reputed consulting organizations that have proven credentials and experience of working / overseeing on similar complex ERP implementations with public, government and educational institutes. Preference would be given to those who have worked on governance and coordination with multiple SI on ERP implementation projects at higher educational institutes.
3.0 Scope of work: Activity13.1 Activity1: PMO and GovernanceFollowing are the key expectations and deliverables (but not limited to) from the consulting organizations under Activity1:
1. Setting up of Project Management office (PMO), around existing IITB – ERP governance structure and overall project management on behalf of IITB
2. Coordination among stakeholders for reviews and approvals of deliverables expected from the SI
3. Coordination among stakeholders for workshop meetings
4. Manage end user training and coordinate with stakeholders during core team training
5. Participate in the “Steering Committee” to protect interests of IIT Bombay6. Report the gaps as measured against the targets to the steering committee
and the management7. Review and monitor project scope, objectives and deliverables of the
project visavis project timelines.8. Review quality assurance procedures9. Design, draft and execute operatinglevel agreements on behalf of IITB10.Negotiate, validate operatinglevel agreements prepared by ERP vendor
(like Project Plan, Project Charter, Traceability Matrices etc.)11.Review communication guidelines and practices12.Weekly review of the project progress and scope, benchmark the progress
of the project visevis timelines13.Make necessary adjustments to the project plan for incorporating delays,
if any14. Identifying and tracking issues and risks, and recommend mitigating
methods.15.Maintain documentation, MoM, track action points to ensure the
mitigation of risks and issues.16.Analyse change requests put up by the SI and assess whether such
requests are for the activities outside the scope of the work.17.For activities identified outside the scope of work, evaluate efforts and
timelines proposed by SI.18.Review quality of SI documentation and suggest ways to improve it.19.Broad assistance in training programs necessary for change management.20.Manage calendar, scheduling meetings and time management of team
members across various committees21.Continuous monitoring and periodic progress reports 22.Highlight risks of shortcuts, if any, taken by the SI23.Create a mechanism to escalate issues that do not get resolved by the
project team, to the steering committee.24. Identify and immediately present gaps as measured against the targets to
IIT Bombay
3.2 Activity1: DeliverablesFollowing deliverables should result from the PMO activities (in form of detailed reports, where applicable).
Deliverables Frequency•Overall Progress Monitoring of the project while highlighting risks and issues, and approaches for mitigation of same (as described earlier)
•Daily as well as•Weekly
•Quality Review after each subactivity •As per schedule•Project Status report comparing planned activities v/s actuals •Monthly
•Participation in Steering Committees •As per schedule
•Review of Project documentation templates•Before start of each phase.
4.0 Scope of work: Activity24.1 Business Blueprint review (broadly classified under the following)Note: The bidder is expected to deploy experts with relevant industry experience who understand the business processes. The bidder is also expected to bring in experts to provide pertinent inputs on ERP related control issues.
• Business Blueprint (BBP) review: Review the BBP documents to help ensure deployment of appropriate ERP functionalities, business controls and best practices are included in proposed ERP solution.
• ERP Solution review: Review the final build of SAP solution offered by SI as proposed in the final business blueprint document, test the SAP enabled business controls, identify weaknesses and suggest controls as per best practices
4.2 Following are the key expectations and deliverables (but not limited to) from the consulting organizations
1. To check comprehensiveness of the TO BE documents and BBPs2. Envisage the complete SAP landscape from Input/output links from
business process3. Assess efficacy of control checkpoints employed by SI in the business
process to mitigate process risks and suggest additions / modifications4. Ensure flexibility of the documented SAP organization structure to
accommodate scalability of business5. Participate in TO BE and BBP workshops and discussions and provide
pertinent inputs6. Ensuring proper mapping of all FRS and AS IS processes in the TO BE
documents and BBPs7. Ensuring use of proper tools used by the SI for the BBP8. Help IIT Bombay with assessment of choice made by the SI for various
business processes and suggest better alternatives, where scope for the same exists
9. Assess the completeness of the identified business requirements10.Assess efficacy of solutions suggested by the SI and alternatives for
workaround solutions considering the control requirements11.Review the finalized enterprise structure proposed by the SI and check its
adoption within SAP12.Resolve issues arising from the TO BE documents and BBPs13.Provide comprehensive TO BE and BBP Review reports
4.3 User Acceptance Testing(UAT)1. Review the UAT Strategy proposed by SI2. Check comprehensiveness of test scenarios and create additional
scenarios, if required3. Manage preparation of UAT plan and UAT scripts4. Participate in the core / business team during UAT5. Assist execution of UAT
6. Assist in validation of actual results versus expected results7. Provide UAT Strategy Review Report including Suggestions on UAT Test
Scenarios
4.4 Other support expected from PMO1. Review whether pertinent SAP functionalities have been explored to
meet the BBP requirements2. Review the adequacy of the SAP automated and manual compensating
controls implemented in various modules and suggest preventive / detective controls where applicable
3. Validate identified business process controls for relevant SAP modules with process owners and core team members
4. Test the system controls and interfaces, if any5. Evaluate solution proposed by the SI and comment on exceptions6. Ascertain whether security and confidentiality of the information are
maintained.7. Validate user exits / workarounds / customizations from the perspective
of efficiency and effectiveness8. Provide a comprehensive Solution Review Report9. Data Migration support: Support IITB in reviewing data migration
procedures and methodologies proposed by the SI.10.Disclose which Tools will be used for Product Testing and Training11. Third Party software integration support: Relevant integration matter
expertise in reviewing, testing and validating the third party components being integrated with the core ERP product
12. Advise on SAP Training: Advise on what kind of product training should be taken up by IITB personnel, and who should undergo that training
13.Organizational restructuring, Staff reorientation, Staff up/down sizing proposal (with thorough analysis and justification) for IITB as an aftereffect of the ERP implementation
14.Certify release of preplanned milestone based payments to SI15.The bidder is expected to assist in any issue related to the project
management, BBP, methodology, solutioning and realization not stated explicitly in the RFP but is related to the SAP based ERP implementation at IIT Bombay till GO LIVE stage of the project.
5.0Key Points 5.1PreQualifications
1.ERP Bidder: Bidders who were shortlisted for award of ERP implementation are not eligible and their proposal shall be rejected to avoid conflict of interests2.Credentials: Only well reputed consulting organizations are eligible to bid. Bidders should have requisite experience, resources ready for deployment at short notice, and should fulfill requirements described in following metrics
a.Only bidders having audited previous year’s overall annual revenue of their India consulting business greater than Rs 150 crores are eligible to bid. (Attach copy of proof).
b.The bidder must have prior experience of managing PMO in at least one of the following: i) GoI organizations, ii) GoI funded education institutes (academics equivalent to IIT,IIM), and iii) other semi GoI organizations (Attach copy of proof).
c.Bidder should not have been blacklisted by any GoI/semiGoI organization (Undertaking on company's letter head).
d.Bidder should not have any running court cases related to service dispute with GoI/semiGoI organization. (Undertaking on company's letter head).
3.Earnest Money Deposit (EMD): In the form of bank guarantee as per IITB norms.
3.1 While submitting bid, the BIDDER shall deposit an amount mentioned in tender document as Earnest Money, with the IIT Bombay through the following instruments:
A confirmed Bank Guarantee as per format, promising payment of the guaranteed sum to the BUYER on demand within three working days without any demur whatsoever and without seeking any reasons whatsoever. The demand for payment by the IIT Bombay shall be treated as conclusive proof of payment.
3.2 The Earnest Money shall be valid upto a period of 180 days or the complete conclusion of the contractual obligations to the complete satisfaction of both the BIDDER and the BUYER, including warranty period, whichever is later.
3.3 In case of successful BIDDER a clause would also be incorporated in the Article pertaining to Performance Bond in the Purchase Contract that the provisions of Sanctions for Violation shall be applicable for forfeiture of Performance Bond in case of a decision by the BUYER to forfeit the same without assigning any reason for imposing sanction for violation of this Pact.
3.4 No interest shall be payable by the BUYER to the BIDDER on Earnest Money for the period of its currency.
3.5 In case of successful BIDDER, EMD will be returned within 30 days from the date of submission of Performance Guarantee Bond.
4. Performance Bank Guarantee (PBG): PBG shall be valid for two years from the date of issue. Value for PBG shall be 10% of the contract price in Indian Rupees.
4.1 Performance Guarantee Bond is mandatory.
4.2 Successful tenderer/ bidder should submit performance guarantee as prescribed below to be received in the office of Deputy Registrar , Materials Management Division on or before
30 days from the date of issue of order acknowledgment. The performance guarantee bond to be furnished in the form of Bank Guarantee as per proforma or annexure of the tender documents, for an amount covering 10% of the purchase order value.
4.3 The Performance Guarantee Should be established in favour of “REGISTRAR IIT Bombay” through any Bank Situated at Mumbai or Outstation with a clause to enforced the same on their local branch at Mumbai.
4.4 Performance Guarantee Bond shall be for the due and faithfully performance of the contract and shall remain binding, notwithstanding such variations, alterations for extensions of time as may be made, given, conceded or agreed to between the successful tenderer and the purchaser under the terms and conditions of acceptance to tender.
4.5 The successful tenderer is entirely responsible for due performance of the contract in all respects according to the speed, intent and meaning of the terms and conditions and specification and all other documents referred to in the acceptance of tender.
4.6 The performance guarantee bond shall be kept valid during the period of contract and shall continue to be enforceable for a period of two year or upto warranty period whichever is later from the date of order acknowledgment.
5. Tender Fees: In the form of demand draft payable to “The Registrar, IIT Bombay” payable at Mumbai (Nonrefundable).
6. No Deviation / Exclusion: No deviation/exclusion from any terms and conditions mentioned in RFP Bidding terms and conditions is permitted.
5.2Desirable: Vendor should be a registered vendor for IIT Bombay. For details, please visit http://portal.iitb.ac.in/vrp
6.0 Minimum resource requirementIt should be noted that bidders should promise and provide details of resources as described below, failing which their technical bids shall be deemed disqualified.Please note that these are the minimum resource requirements. However, bidder may deploy additional resources if deemed fit.Quality and number of resources promised onsite on continuous basis. (Resume of resources to be shared in the prebid document)
Resource Minimum Desired Numbers AvailabilityActivity1Fulltime onsite senior level+ Project Manager level
1 [Must be PMP Certified] Full time
Fulltime onsite middle level# PM Assistant 1 Full time
Senior* PMO personnel 1
Once a week Must be present during all review and Steering committee meetings
Activity2
Middle Level** SAP SME
SAP SME for FICO, HCM, Projects, Maintenance, Purchase & procurements and other relevant modules to be used at IIT Bombay.
Full time during BBP, solutioning, UAT and data porting phase.
+: At least 5 – 8 years of overall IT experience, 2 – 3 years of SAP implementation project experience, must be PMP / Prince certified, well versed with ASAP methodology / Solution Manager, experience of managing PMO in large project
#: PMO experience of 2 – 3 SAP projects, familiarity with: ASAP framework, project documentation, versioning and status management, coordination and followup; arranging meetings and reviews
*: Seven years or more of relevant experience
**: SAP experience of 3 – 4 years, minimum 1 SAP implementation, good process knowledge
Only bidders meeting the prequalification as well as commitment to deploy the minimum required resources shall be considered for technocommercial evaluation.
7.0 Overall technocommercial evaluation criteria:
Sr.No Evaluation Criteria Overall Weightage1 Technical Evaluation Criteria 70%2 Price Bid Evaluation 30% Total 100%
7.1 Technical Evaluation Criteria [breakup for 70% weight]Sr No. Evaluation criterion Weightage1. Relevant, equivalent prior experience IIT, IIM, Institutes of higher
learning, GoI organizations(ordered in priority)30%
2. Client references 15%3. Board room presentation – Proven methodology, tools developed,
templates, Value addition, other resources and case studies25%
TOTAL of Technical evaluation 70%
7.1.1. Technical evaluation criteria: Sr. no. 1 detailedPlease specify project name with a short description for each instance in the following format. Half page description of each project should be attached with the technical bid in the form of an appendix entitled “Relevant experience”.Sr. No(i)
Project description (Please include only projects initiated and successfully completed in the last 5 years and of value > 1 crores except for #4.). All citations should be mutually exclusive, namely, Projects cited under any category should not be included in instances for any other category.
Project name and description for each instance
No of instances (ni)
Weight per instance (ai)
1 PMO Services rendered to ERPSAP project for both Activity 1 & 2 for any organization in India
5%
2 PMO services rendered to ERPSAP projects ONLY for Activity1 for any organization in India
3%
3 PMO services rendered to ERP project implementations involving other than SAP product ONLY for Activity1 in India
1%
4 Consultancy services related to IT activities rendered to IITs and IIMs
5%
5 Consultancy services rendered to Government funded Educational Institutes of Higher Education (other than IITs & IITMs) in India
3%
6 PMO services for IT projects other than ERP rendered to Indian Central Government bodies, PSUs
2%
7 PMO services for IT projects other than ERP rendered to Privately Funded Technical/ Management educational institutes, in India..
1%
Marks to be computed as ∑i=1
i=7
ain i . Total marks shall be truncated at 30%.
7.1.2. Technical Evaluation Criteria: Sr. No. 2 detailedClient references shall be evaluated as described below. Please provide data in following format. Also provide details of tools, templates and client names with title of the project for each instance in an appendix entitled ‘Client references’.Sr No(i) Type of work (Please include references
only for projects initiated and successfully completed in the last 5 years and of value > 1 crores.)
No of instances (mi)
Weight/instance (bi)
1 PMO projects in GoI funded institutes of higher learning (IIT and IIM) in India
5
2 PMO projects in non GoI Institutes of higher learning in India
3
3 PMO projects in noneducational GoI organizations in India
2
4 PMO projects in PSUs in India 25 PMO projects in noneducational private
organizations in India0.4
Marks to be computed as ∑i=1
i=5
b imi . Total marks shall be truncated at 15%.
Technical scores of respective bidders shall be communicated prior to commencement of commercial bid.
7.2 Commercial Evaluation Criteria
The Commercial Score (CS) for other bidders (L2, L3..,etc) will be computed using the following formula.
Commercial Score (CS) for nth bidder = L1/Ln * 30 where L1 = lowest commercial bid Ln = commercial bid of the nth bidder 30 = maximum marks for price bid evaluationThe commercial score so computed out of 30 will be added with the technical score of respective bidders to arrive at the final overall TechnoCommercial score out of 100.
The bidder with the highest overall TechnoCommercial score will be awarded the contract.
Taxes as applicable shall be paid by IIT Bombay as per GoI norms.
8.0 Bid Submission• Submit bids under two covers. The first cover should include
prequalification(covering section5) and minimum resource deployment (covering section6) and should be entitled `PreQualification and Resource Deployment Details’. The second cover should be the technical bid and should be entitled `Technical Bid’.
• The Quotation MUST BE ENCLOSED IN A SEALED COVER superscribing Tender number / due date & should reach the undersigned on or before due date mentioned in the tender notice. If the quotation cover is not sealed, it will be rejected.
• Tender should be dropped in the tender box kept in the office of concerned Department / Section or to Indenter. No tender is to be handed over to our staff personally unless otherwise specified. All communications are to be addressed to the undersigned only. In case due date happens to be holiday the tender will be accepted and opened on the next working day.
• The RA bids should consider service requirements for 24 months at IIT Bombay (no other location involved).
• The services are to be commenced from September, 1st, 2015 or date of acknowledgement of purchase order which ever happens to be earlier.
• In an event of the project spilling over the 24 months mark, the services may be required to be continued till the project golive. The charges for the spilledover period shall be on a “Prorata” basis w.r.t the finally agreed upon commercial terms.
•9.0 PMO Payment Milestones
• IIT Bombay will have the payment milestones for PMO aligned with the ones predetermined for the SI.
• PMO payments shall be released subsequent to each of the SI payment release.
10.0 Exit Clause for PMO
• In case services of the ERP SI are terminated by the Institute, the contract for PMO shall be deemed as “Terminated” with immediate effect.
• In case of unsatisfactory service* being provided by the PMO, IIT Bombay reserves the right to terminate the contract by giving one month notice. However, any residual financial terms shall be settled as per the terms of the contract.
• *(Where, quality of service in such cases shall be evaluated by a conflict resolution committee comprising of IIT top functionaries as well as representatives from successful bidder).
11.0 Dos and Don'ts
• Any further clarifications sought in the prebid meeting to be shared only in excel template as per timelines and format announced by MMDIITB
• Email for all communications: [email protected]• Strictly ‘No communication’ with IITB staff• Consider payments linked with project milestones agreed with SI
• RFP posted to IITB website to be official source for any addenda• Any verbal responses are for information purpose only.• Actual material changes to the RFP will be addressed through written
addenda posted to the website.
IITB management reserves rights to examine and withhold payments in case of delays on project implementation, not achieving respective milestones and inadequate support.
12.0 Enclosures:12.1 ERP VolumeI, ERP VolumeII, ERP Corrigendum VolumeI, ERP Corrigendum VolumeII.
13.0 SAP Products applicable for IITB ERP Implementation projects
SAP Financials and Controlling SAP Materials Management SAP Project Systems SAP Human Capital Management SAP Payroll SAP Plant Maintenance SAP Employee /Manager Self service SAP Document Management SAP ERecruiting SAP Treasury and Risk Management, Public Sector SAP Real Estate Management, residential property mgmt. Logistics addon for import/export, localization for India SAP File Lifecycle Management for India SAP Investigative Case Management for PS (CRM) SAP Educational Services for HER (Student Lifecycle Management) SAP BW/ BI SAP Business Planning & Consolidation SAP SRMSAP Enterprise PortalSAP Basis Third Party systems
Tricon Residential Quarter Management System Crane Hospital Management System
14.0Legal Terms and Conditions applicable for IIT Bombay Contract
14.1Limitation of Liability Other than the IITB's obligations to make payments under this contract, a party's entire and collective liability arising out of or relating to this Agreement, including without limitation on account of performance or nonperformance of obligations hereunder, regardless of the form of the cause of action, whether in contract, tort (including without limitation negligence), statute or otherwise, shall in no event exceed the total contract value by SELECTED Vendor
14.2Vendor In no event will either party be liable to other or any third party under or in connection with this Contract for any indirect, incidental, special, economic or consequential loss or damage, loss of revenue, profits, goodwill, loss of data and loss of reconstituting data, loss of bargain or opportunities or loss of anticipated savings incurred or suffered either by IITB or any third party whether in an action in contract, tort statute or otherwise and whether or not SELECTED VENDOR was aware or should have been aware of the possibility of such loss or damage.
14.3Termination for Insolvency IITB may at any time terminate the work order / contract by giving written notice to SELECTED VENDOR, without any compensation, if SELECTED VENDOR becomes bankrupt or otherwise insolvent to execute the project as per timelines and satisfaction of IITB.
14.4Publicity Any publicity with regard to this contract, future contract negotiations and / or subsequent installation, whether in the form of brochures, releases or verbal announcement, may be made only with the prior written consent of IITB. SELECTED VENDOR is not authorized to use IITB’s name, IITB’s logos, or any information about IITB in bidder advertising or promotional materials, including but not limited to customer lists, and case studies.
14.5Blacklisting In case SELECTED VENDOR fails to comply with terms of
the contract including the timelines, IITB reserves the right to
terminate the contract and blacklist the bidder from participating in
any future bidding for IITB. IITB reserves the right to terminate the
agreement in case SELECTED VENDOR gets blacklisted by any other
Ministry / Department of Government of India / IIT's or State
Governments during the course of all the services specified in this
contract, or if the bidder in convicted in a legal / tax evasion case or on
account of any other legal misconduct of the SELECTED Vendor.
14.6Jurisdiction and Arbitration All questions, disputes or difference arising under, out of, or in connection with contracts shall be subject to the exclusive jurisdiction of the Courts at Mumbai, Maharashtra.
There will be three arbitrators and the language of the arbitration shall be English. The parties will appoint their arbitrators and each arbitrator so chosen shall jointly appoint the third arbitrator who shall act as the presiding arbitrator chairman of the proceedings. Prior to referring any dispute claim or disagreement as aforesaid, the parties shall cause their senior executives to negotiate in good faith to resolve any such dispute, claim or disagreement.
14.7Force Majeure Should failure in performance of the contract or part thereof arise from war insurrection, restrain imposed by Government, Act of Legislature or other Statutory Authority or illegal strike, riot, legal lockout, flood, fire, explosion, act of God or any inevitable or unforeseen event beyond human control which may be construed as reasonable ground for an extension of time, IITB may allow such additional time as is mutually agreed, to be justified by the circumstances of the case. The occurrence / cessation of force majeure situation are to be informed with documentary evidence within 15 days from the date of occurrence /cessation. Under any circumstances as above, redressal or price escalation will not be entertained by IITB.
14.8Intellectual Property Rights IITB shall own all intellectual property rights in terms of software configuration, code, templates, functionalities, processes, documentation and / or systems developed specifically for the implementation at IITB by SELECTED VENDOR ("Deliverables"). IITB reserves all rights in terms of reusability of the Deliverables.
14.9Confidentiality SELECTED VENDOR agrees that all financial, statistical, marketing and personnel data relating to IITB's business, and other information identified as confidential by IITB, are confidential information of IITB (" Client Confidential Information"). IITB agrees that SELECTED VENDOR's Business Process Evaluation methodology, Project Execution method by and proprietary software, tools and other methodologies, and any other information identified as confidential by SELECTED vendor, are confidential information of SELECTED VENDOR ("SELECTED VENDOR Confidential
Information"). Client Confidential Information and SELECTED VENDOR Confidential Information are collectively referred to as "Confidential Information." Each party shall use Confidential Information of the other party which is disclosed to it only for the purposes of this Agreement and shall not disclose such Confidential Information to any third party, without the other party's prior written consent, other than to SELECTED VENDOR's affiliates/subcontractors and to each other's employees on a needtoknow basis. Each party agrees to take measures to protect the confidentiality of the other party's Confidential Information that, in the aggregate, are no less protective than those measures it uses to protect the confidentiality of its own Confidential Information, but at a minimum, each party shall take reasonable steps to advise their employees (and, in the case of SELECTED VENDOR, its subcontractors) of the confidential nature of the Confidential Information and of the
prohibitions on copying or revealing such Confidential Information contained herein.
14.10Access to Facilities IITB shall provide SELECTED VENDOR personnel sufficient working space and access to personnel and data, systems and equipment, training and conference rooms, training aids such as projector screen etc. and day to day facilities such as access to canteen etc. as m a y b e r ea s o n a b l y r e q u i r e d f o r t h e performance of services by SELECTED VENDOR.
14.11Notices Any notice or other communication to be given under this Agreement may be in writing and delivered by hand, registered mail or facsimile to SELECTED VENDOR or IITB (as the case may be) at the respective addresses specified below. Receipt will be deemed upon delivery by hand, 5 Working Days after posting, or upon receipt of facsimile confirmation (whichever is applicable).
15.0VALIDITY OF THE OFFER : 180 Days from the date of submission of offer.
16.0TRANSFER AND SUBLETTING : The seller shall not sublet, transfer, assign
or otherwise part with the acceptance to the tender or any part thereof,
either directly or indirectly, without the prior written permission of
the Purchaser.
17.0Penalty : Timely deliverables is essence of the contract and hence if any delays,
liquidated damages at the rate 0.5% of the price of the delayed deliverables, for
each week or part whereof shall be levied and recovered subject to maximum of
5% of total order value.
DECLARATION FOR ACCEPTANCE OF RFP TERMS AND CONDITIONS
To,The Deputy RegistrarMaterials Management DivisionOpp. VMCC, I.I.T. Bombay,Powai, Mumbai – 400 076.
Sir,
Subject : Project Management Services for the ERP Installation Project at IIT Bombay dt.17th July 2015
I've carefully gone through the Terms & Conditions as mentioned in the above referred RFP document. I declare that all the provisions of this RFP are acceptable to my company. I further certify that I'm an authorized signatory of my company and am, therefore, competent to make this declaration.
Yours faithfully,
(Signature of the Bidder)Printed NameDesignationSealDate :Business Address :
BIDDER'S INFORMATION
Details of the Bidders
1 Name of the Bidder
2 Address of the Bidder
3 Status of the Company (Public Ltd./ Pvt. Ltd.)
4 Details of the Incorporation of the Company Date:
Ref. Document
5 Valid Sales Tax Registration No.
6 Valid Service Tax Registration No.
7 Permanent Account No. (PAN)
8 Name & Designation of the Contact person to whom all references shall be made regarding this tender
9 Telephone No. (with STD Code)
10 Email Address of the contact person
11 Fax No. (with STD Code)
12 Website
FORMAT FOR EARNEST MONEY DEPOSIT / BID BOND(To be typed on Non-judicial stamp paper of the value of Indian Rupees of One Hundred) (TO BE ESTABLISHED THROUGH ANY OF THE NATIONALED BANKS (WHETHER SITUATED AT MUMBAI OR OUTSTATION) WITH A CLAUSE TO ENFORCE THE SAME ON THEIR LOCAL BRANCH AT MUMBAI OR ANY SCHEDULED BANK (OTHER THAN NATIONALISED BANK) SITUATED AT MUMBAI. BONDS ISSUED BY CO-OPERATIVE BANKS ARE NOT ACCEPTED)
LETTER OF GUARANTEETo,Registrar,Indian Institute of Technology,Powai, Mumbai – 400 076
IN ACCORDANCE WITH YOUR TENDER for supply of ….............................., M/s. ............................. (hereinafter called the “Bidder”) having its Registered Office at …........................, wish to participate in the said bid for the supply ….................................................... as an irrevocable Bank Guarantee against Earnest Money Deposit for an amount of Rs. …................... (Rupees...............................) valid up to …............ (180 days from the date of issue of Bank Guarantee), is required to be submitted by the bidder as a condition precedent for participating in the said bid, which amount is liable to be forfeited by the Purchaser on (1) the withdrawal or revision of the offer by the bidder within the validity period, (2) Non acceptance of the Letter of Indent / Purchase order by the Bidder when issued within the validity period, (3) failure to execute the contract as per contractual terms and condition with in the contractual delivery period and (4) on the happening of any contingencies mentioned in the bid documents.
During the validity of this Bank Guarantee :We, ….......................(Bank name) having its registered Office at ….......................guarantee
and undertake to pay immediately on first demand by …................................... the amount of Rs................... (Rupees..............................) without any reservation, protest, demur and recourse. Any such demand made by the IIT Bombay shall be conclusive and recourse. Any such demand made by the purchaser shall be binding on the Bank irrespective of any dispute or difference raised by the Bidder.
The Guarantee shall be irrevocable and shall remain valid up to …............(180 days from the date of issue of Bank Guarantee) If any further extension is required, the same shall be extended to such required period on receiving instruction form the Bidder, on whose behalf the is Guarantee is issued.
Notwithstanding anything contained herein : ⁎ Our liability under this Bank Guarantee shall not exceed Rs.................... (Rupees....................) . ⁎ This Bank Guarantee shall be valid up to ….........................................................(date). ⁎ We are liable to pay the guaranteed amount or any part thereof under this Bank Guarantee Only and only if you serve upon us a written claim or before …............ (date).
This Bank further agrees that the claims if any, against this Bank Guarantee shall be enforceable at our branch office at ........................................ situated at .............................. (Address of local branch). Yours truly,
Signature and seal of the guarantor:
Name of Bank:
Address:
Instruction to Bank: Bank should note that on expiry of Bond Period, the Original Bond will not be returned to the
Bank. Bank is requested to take appropriate necessary action on or after expiry of bond period.
FORMAT FOR PERFORMANCE GUARANTEE BOND(To be typed on Non-judicial stamp paper of the value of Indian Rupees of One Hundred) (TO BE ESTABLISHED THROUGH ANY OF THE NATIONAL BANKS (WHETHER SITUATED AT MUMBAI OR OUTSTATION) WITH A CLAUSE TO ENFORCE THE SAME ON THEIR LOCAL BRANCH AT MUMBAI OR ANY SCHEDULED BANK (OTHER THAN NATIONALISED BANK) SITUATED AT MUMBAI. BONDS ISSUED BY CO-OPERATIVE BANKS ARE NOT ACCEPTED.)
To,Registrar, Indian Institute of Technology,Powai, Mumbai – 400 076.
LETTER OF GUARANTEE
WHEREAS Indian Institute of Technology, Bombay (Buyer) have invited Tenders vide Tender No............................... Dt. ............................. for purchase of ........................................................ AND WHEREAS the said tender document requires that any eligible successful tenderer (seller) wishing to supply the equipment / machinery,etc. in response thereto shall establish an irrevocable Performance Guarantee Bond in favour of “Registrar, Indian Institute of Technology, Bombay” in the form of Bank Guarantee for Rs ................................ (10% (ten percent) of the purchase value) and valid till two years from the date of issue of Performance Guarantee Bond may be submitted within 30 (Thirty) days from the date of Acceptance as a successful bidder.
NOW THIS BANK HEREBY GUARANTEES that in the event of the said tenderer (seller) failing to abide by any of the conditions referred in tender document / purchase order / performance of the equipment / machinery, etc. this Bank shall pay to Indian Institute of Technology, Bombay on demand and without protest or demur Rs ........................ (Rupees......................................).
This Bank further agrees that the decision of Indian Institute of Technology, Bombay (Buyer) as to whether the said Tenderer (Seller) has committed a breach of any of the conditions referred in tender document / purchase order shall be final and binding.
We, .................................................. (name of the Bank & branch) hereby further agree that the Guarantee herein contained shall not be affected by any change in the constitution of the Tenderer (Seller) and/ or Indian Institute of Technology, Bombay(Buyer).
Notwithstanding anything contained herein:1.Our liability under this Bank Guarantee shall not exceed Rs. ......................... (Indian Rupees ..................................... only).2.This Bank Guarantee shall be valid up to ..........................(date) and3.We are liable to pay the guaranteed amount or any part thereof under this bank guarantee only and only if IIT Bombay serve upon us a written claim or demand on or before ..........................(date).
This Bank further agrees that the claims if any, against this Bank Guarantee shall be enforceable at our branch office at ........................................ situated at .............................. (Address of local branch).
Yours truly,
Signature and seal of the guarantor:
Name of Bank:
Address:
Date:
Instruction to Bank: Bank should note that on expiry of Bond Period, the Original Bond will not be returned to the Bank. Bank is
requested to take appropriate necessary action on or after expiry of bond period.