NATIONAL LAW SCHOOL OF INDIA
UNIVERSITY, BENGALURU
REQUEST FOR PROPOSAL
FOR
SELECTION OF SERVICES PROVIDER
FOR
IT INFRASTRUCTURE MANAGED SERVICES
Ref No. : NLSIU-88088/6/2021-GENL dated November, 12 2021
Contents
1. Introduction 1
2. Schedule of Bid Process 1
3. Instructions to the Bidders 2
3.1. General 2
3.2. Compliant Proposals / Completeness of Response 2
3.3. Key Requirements of the Bid 2
3.4. Preparation and Submission of Proposal 4
3.5. Evaluation Process 5
4. Scope of Work 6
4.1. Server Support and Administration 6
4.2. Network, LAN and Firewall Services 6
4.3. IMAC, Desktop & Email Services 7
5. Operating Hours and Deployment 8
6. Contractual Term 8
7. Tender Opening Process 8
8. Criteria for Evaluation 9
8.1. Pre-Qualification Criteria 9
8.2. Technical Qualification Criteria 10
8.3. Financial Bid Evaluation 15
8.4. Consolidated Technical and Financial Score 15
9. Appointment of IT Infrastructure Managed Services Provider 15
9.1. Award Criteria 15
9.2. Right to Accept Any Proposal and To Reject Any or All Proposal(s) 15
9.3. Notification of Award 15
9.4. Contract Finalization and Award 16
9.5. Performance Guarantee 16
9.6. Signing of Contract 16
9.7. Failure to Agree with the Terms and Conditions of the RFP 16
10. Annexure I: TECHNICAL BID TEMPLATES 17
10.1. Form 1: Particulars of the Bidder 17
10.2. Form 2: Letter of Proposal 18
10.3. Form 3: Project Citation Format 19
10.4. Form 4: Team Composition 19
10.5. Form 5: Curriculum Vitae (CV) of Key Personnel 20
1
1. Introduction
I. National Law School of India University, Bengaluru (hereafter referred to as
“NLSIU”) intends to select services provider for IT Infrastructure Managed
Services catering to students, administrative staff, and faculty of NLSIU.
II. NLSIU invites the eligible parties for appointment as Services (hereafter referred
as “Bidder” or “MSP”) for the NLSIU and provide the comprehensive set of
services as specified in the Scope of Work Section (Refer Section 4) of this RFP.
III. Bidders are advised to study this RFP document carefully before submitting their
proposals in response to this Notice. Submission of a proposal in response to this
notice shall be deemed to have been done after careful study and examination of
this document with full understanding of its terms, conditions, and implications.
Failure to furnish all information required as mentioned in the RFP documents or
submission of a proposal not substantially responsive to the RFP documents in
every respect will be at the Bidder's risk and may result in rejection of the
proposal.
IV. All proposals submitted in response to the RFP document must be accompanied
by an Earnest Money Deposit (EMD) of Rs.25,000/- (Rupees Twenty Five
Thousand Only) in the form of a Demand Draft in favour of Registrar, National
Law School of India University, Nagarabhavi, Bengaluru, payable at Bengaluru
along with the tender document. Bids submitted without adequate EMD will be
liable for rejection.
2. Schedule of Bid Process
S.No.
Information
Details
1.
RFP No. and Date
NLSIU-88088/6/2021-GENL dated
12.11.2021
2.
Email ID for submission of queries
for clarifications
Email: procur[email protected]
3.
Bid validity period
180 days from the last date (deadline)
for submission of proposals.
4.
Last date (deadline) for
submission of bids
17:00 hours on 18.11.2021
5.
Opening of Pre-Qualification
Proposals
03-11-2021
6.
Opening of Technical Bids of
pre-qualified bidders
6:00 hours on 20-11-2021
7.
Technical Presentation by the
Bidders
22-11-2021 – Presentation timings will
be shared with Bidders over email.
8.
Place, Time and Date of opening of
Financial proposals received in
response to the RFP notice
16:00 hours on 24-11-2021
1
9.
Addressee and address at which
proposal in response to RFP notice
is to be submitted
Finance Officer,
National Law School of India University,
Gnana Bharathi Main road,
OPP to NAAC, Nagarbhavi,
Bangalore - 560072
Email: procur[email protected]
3. Instructions to the Bidders
3.1. General
I. While every effort has been made to provide comprehensive and accurate
background information and requirements and specifications, Bidders must form
their own conclusions about the solution needed to meet the requirements.
Bidders and recipients of this RFP may wish to consult their own legal advisers in
relation to this RFP. All information supplied by Bidders may be treated as
contractually binding on the Bidders, on successful award of the assignment by
the NLSIU on the basis of this RFP.
II. No commitment of any kind, contractual or otherwise shall exist unless and until
a formal written contract has been executed by or on behalf of the NLSIU. Any
notification of preferred bidder status by the NLSIU shall not give rise to any
enforceable rights by the Bidder. The NLSIU may cancel this public procurement
at any time prior to a formal written contract being executed by or on behalf of
the NLSIU.
III. This RFP supersedes and replaces any previous public documentation &
communications, and Bidders should place no reliance on such communications.
3.2. Compliant Proposals / Completeness of Response
I. Bidders are advised to study all instructions, forms, terms, requirements and
other information in the RFP documents carefully. Submission of the bid shall be
deemed to have been done after careful study and examination of the RFP
document with full understanding of its implications.
II. Failure to comply with the requirements of this paragraph may render the
Proposal non-compliant and the Proposal may be rejected. Bidders must:
A. Include all documentation specified in this RFP;
B. Follow the format of this RFP and respond to each element in the order as set
out in this RFP
C. Comply with all requirements as set out within this RFP.
3.3. Key Requirements of the Bid
3.3.1. Right to Terminate the Process
I. NLSIU may terminate the RFP process at any time and without assigning any
reason. NLSIU makes no commitments, express or implied, that this process will
result in a business transaction with anyone.
II. This RFP does not constitute an offer by NLSIU. The bidder's participation in
this process may result NLSIU selecting the bidder to engage towards execution
of the contract.
2
3.3.2. Earnest Money Deposit (EMD)
I. Bidders shall submit, along with their Bids, EMD of Rupees Twenty Five
Thousand only, in the form of a Demand Draft issued by any Scheduled bank in
favour of Registrar, National Law School of India University, Nagarabhavi,
Bengaluru, payable at Bengaluru, and should be valid for 90 days months from
the due date of the tender / RFP.
II. EMD of all unsuccessful bidders would be refunded by NLSIU within 30 days of
the bidder being notified as being unsuccessful. The EMD, for the amount
mentioned above, of successful bidder would be returned upon submission of
Performance Bank Guarantee.
III. The EMD amount is interest free and will be refundable to the unsuccessful
bidders without any accrued interest on it.
IV. The bid / proposal submitted without EMD, mentioned above, will be
summarily rejected.
V. The EMD may be forfeited:
I. If a bidder withdraws its bid during the period of bid validity.
II. In case of a successful bidder, if the bidder fails to sign the contract in
accordance with this RFP.
3.3.3. Submission of Proposals
I. The bidders should submit their responses as per the format given in this RFP
in the following manner
A. Pre-Qualification Proposal - (1 Original + 1 Copy) in first envelope
B. Technical Proposal - (1 Original + 1 Copy) in second envelope
C. Commercial Proposal - (1 Original + 1 Copy ) in third envelope
II. The response to Pre-Qualification Proposal, Technical Proposal and Commercial
Proposal (as mentioned above) should be covered in separate sealed envelopes
superscribing, “Pre-Qualification Proposal”, “Technical Proposal” and
“Commercial Proposal” respectively. Each copy of each bid should also be
marked as "Original" OR "Copy" as the case may be.
III. Please Note that prices should not be indicated in the Technical Proposal but
should only be indicated in the Commercial Proposal.
IV. The three envelopes containing copies of Pre-Qualification Proposal, Technical
Proposal and Commercial Proposal should be put in another single larger
sealed envelope clearly marked “Response to RFP for - < RFP Reference
Number> and the wordings “DO NOT OPEN BEFORE”.
V. The outer envelope thus prepared should also indicate clearly the name,
address, telephone number, E-mail ID and fax number of the bidder to enable
the Bid to be returned unopened in case it is declared "Late".
VI. All the pages of the proposal must be sequentially numbered and must contain
the list of contents with page numbers. Any deficiency in the documentation
may result in the rejection of the Bid.
VII. The original proposal/bid shall be prepared in indelible ink. It shall contain no
interlineations or overwriting, except as necessary to correct errors made by
3
the bidder itself. Any such corrections must be initialled by the person (or
persons) who sign(s) the proposals.
VIII. All pages of the bid including the duplicate copies, shall be initialled and
stamped by the person or persons who is authorised to sign the bid.
IX. In case of any discrepancy observed by NLSIU in the contents of the submitted
original paper bid documents with respective copies, the information furnished
on original paper bid document will prevail over others.
3.4. Preparation and Submission of Proposal
3.4.1. Proposal Preparation Costs
I. The bidder shall be responsible for all costs incurred in connection with
participation in the RFP process, including, but not limited to, costs incurred in
conduct of informative and other diligence activities, participation in
meetings/discussions/presentations, preparation of proposal, in providing any
additional information required by NLSIU to facilitate the evaluation process,
and in negotiating a definitive contract or all such activities related to the bid
process.
II. NLSIU will in no case be responsible or liable for those costs, regardless of the
conduct or outcome of the bidding process.
3.4.2. Language
I. The Proposal should be filled by the Bidder in English language only. If any
supporting documents submitted are in any language other than English,
translation of the same in English language is to be duly attested by the Bidders.
For purposes of interpretation of the Proposal, the English translation shall
govern.
3.4.3. Venue & Deadline for Submission of Proposals
I. Proposals, in its complete form in all respects as specified in the RFP, must be
submitted to NLSIU at the address specified in Section 2 above.
3.4.4. Late Bids
I. Bids received after the due date and the specified time (including the extended
period if any) for any reason whatsoever, shall not be entertained and shall be
returned unopened.
II. The bids submitted by telex/telegram/fax/e-mail etc. shall not be considered.
No correspondence will be entertained on this matter.
III. NLSIU shall not be responsible for any postal delay or non-receipt/
non-delivery of the documents. No further correspondence on the subject will
be entertained.
IV. NLSIU reserves the right to modify and amend any of the above-stipulated
condition/criterion depending upon project priorities vis-à-vis urgent
commitments.
3.5. Evaluation Process
I. NLSIU will constitute a Proposal Evaluation Committee to evaluate the
responses of the bidders
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II. The Proposal Evaluation Committee constituted by the NLSIU shall evaluate the
responses to the RFP and all supporting documents / documentary evidence.
Inability to submit requisite supporting documents / documentary evidence,
may lead to rejection.
III. The decision of the Proposal Evaluation Committee in the evaluation of
responses to the RFP shall be final. No correspondence will be entertained
outside the process of negotiation/ discussion with the Committee.
IV. The Proposal Evaluation Committee may ask for meetings with the Bidders to
seek clarifications on their proposals
V. The Proposal Evaluation Committee reserves the right to reject any or all
proposals on the basis of any deviations.
VI. Each of the responses shall be evaluated as per the criterions and requirements
specified in this RFP.
3.5.1. Tender Opening
I. The Proposals submitted up to 17:00 hours on 19-10-2021will be opened at on
by or any other officer authorized by NLSIU, in the presence of such of those
Bidders or their representatives who may be present at the time of opening.
II. The representatives of the bidders should be advised to carry the identity card
or a letter of authority from the tendering firms to identify their bona fides for
attending the opening of the proposal.
3.5.2. Tender Validity
The offer submitted by the Bidders should be valid for minimum period of 180
days from the date of submission of Tender.
3.5.3. Tender Evaluation
I. Initial Bid scrutiny will be held and incomplete details as given below will be
treated as non-responsive, if Proposals:
A. Are not submitted in as specified in the RFP document
B. Are found with suppression of details
C. With incomplete information, subjective, conditional offers and partial
offers submitted
D. Submitted without the documents requested in the checklist
E. Have non-compliance of any of the clauses stipulated in the RFP
F. With lesser validity period
II. All responsive Bids will be considered for further processing as below.
A. NLSIU will prepare a list of responsive bidders, who comply with all the
Terms and Conditions of the Tender. All eligible bids will be considered for
further evaluation by a Committee according to the Evaluation process
defined in this RFP document. The decision of the Committee will be final
in this regard.
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4. Scope of Work
4.1. Server Support and Administration
I. The MSP shall provide support and administration services to all physical and
cloud server hardware, operating systems and other software products related
to servers commissioned by the NLSIU. The cloud service providers include but
not limited to Amazon Web Services, Google Cloud Project, Microsoft Azure.
II. The MSP shall maintain a stable live environment in order to ensure seamless
operations of the NLSIU.
III. The Managed Service Provider shall perform routine administration and
maintenance of the server facilities, and to this effect shall:
a. Monitor the server usage by various applications, websites that are hosted
on it. This includes monitoring of disk usage, CPU usage, RAM usage and
any other parameters pertaining to the performance.
b. Pro-actively inform NLSIU if the operational environment in the servers is
unsuitable and action is required.
c. Interface with relevant NLSIU teams to help ensure that applications hosted
on the servers are stable.
d. Maintain a log of all server accesses.
e. Prepare and update Standard Operating Procedures (SOPs).
IV. The MSP shall undertake any necessary maintenance activities pertaining to the
servers by informing the NLSIU in advance, particularly in cases of downtime.
V. In cases where application usage is increasing and this warrants an upgrade of
server systems, the MSP shall plan and suggest to the NLSIU on the upgrade
plan and undertake them subject to necessary approvals.
VI. The MSP shall coordinate closely with NLSIU and third parties responsible for
the applications on NLSIU and provide technical guidance to NLSIU.
VII. The MSP shall create and ensure backup and restore policies for applications
hosted on NLSIU’s servers.
4.2. Network, LAN and Firewall Services
I. The MSP shall install, maintain and upgrade local network infrastructure
components in line with the equipment manufacturers’ guidelines and ensure
that firmware and security patches are up-to-date.
II. Network equipment components include but are not limited to, routers, firewall
and load balancers, switches, hubs, modems and patch panels.
III. Other LAN components comprise the Traffic prioritization, Network Client
Services, Network Monitoring servers, software and Scripts, networking
protocols, address management, name resolution services.
IV. The MSP shall administer the cable and patch panel management and perform
patching to resolve problems or reconfigure the LAN. The MSP shall make
recommendations on patches released by Manufacturers.
6
V. The MSP shall ensure that any maintenance action leading to a Scheduled
Outage or a noticeable degradation of service is planned via the appropriate
Change and Release Process in order to minimize disruption to the service.
VI. The MSP shall manage and support a wireless LAN for visitors, staff, faculty and
students at the NLSIU premises.
VII. The MSP shall perform necessary DNS setup and configuration as and when
required.
VIII. The MSP shall allocate necessary IP addresses when necessary and maintain a
register of used and available IP addresses.
IX. The MSP shall implement access and authentication controls relating to the
management and configuration of all network components of the network.
X. The MSP shall ensure that wherever the NLSIU Network connects to other
networks, the MSP shall co-ordinate with the relevant parties to ensure that
appropriate security is put in place with a view to protecting the Network and
its components from malicious attack and unauthorized access. The MSP shall
also ensure that users on the Network are prevented from making malicious
attacks on other networks and shall monitor the Network for any attempted or
actual security breaches.
XI. The MSP shall perform or assist any third parties in installation / de-installation
of structured cabling system, floor outlets, data points, active equipments and
its associated equipment cabinets, drop leads, patch cords, network interface
cards, modems and any other network peripheral.
XII. The MSP shall provide input into the Capacity Planning exercise to ensure that
the networks are sized at the level required for the services to be provided.
XIII. All LAN (including both fixed wired and wireless networks ) design, installation
and testing works supplied / managed by MSP will have to comply with
international standards like IEEE, ISO, TIA/EIA.
4.3. IMAC, Desktop & Email Services
I. The MSP in close coordination with the NLSIU’s Estate Department shall be
responsible for installation of user workstations along with necessary
inspections pertaining to desk space, power availability and network
availability.
II. The MSP shall install necessary computer peripherals linked to workstations
that include printers, hard drives, monitors among others. The MSP shall
activate necessary network ports to ensure internet connectivity at each
workstation. In case of laptops, MSP shall allow select IP addresses to access the
internet.
III. The MSP shall assist the NLSIU in asset management of IT assets through
maintenance of an asset register which is up-to-date. The MSP in close
coordination with the vendors and suppliers of IT assets shall ensure that
repair, maintenance and upgrade of hardware is undertaken periodically. The
MSP shall also assist in scrapping / repurchase of depreciated assets and
7
prepare technical specifications of IT hardware that needs to be procured on a
rolling basis.
IV. The MSP shall use a ticketing system to ensure issues and requests are
addressed in a structured fashion.
V. The MSP shall assist NLSIU in procurement, license management and
installation of basic softwares like operating systems, office applications and
custom applications (on a need basis) subject to approvals as per the NLSIU’s
internal workflows.
VI. The MSP shall ensure that antivirus is installed and its associated databases are
up-to-date in NLSIU’s workstations and laptops.
VII. The MSP shall assist the NLSIU in management of email service (physical and
cloud email servers that include but not limited to GSuite, Outlook etc.). This
includes management of the email servers, user and email ID creation, setting
up of necessary spam filters and any other related activities.
VIII. The MSP shall assist NLSIU in procurement, license management and
provisioning of video conferencing solutions that include but not limited to
Zoom, Webex, Microsoft Teams etc.
IX. The MSP shall conduct necessary trainings, prepare and archive necessary
training materials that include videos and user manuals.
X. In addition to the above activities, based on the digital transformation
requirements of NLSIU, the MSP shall explore existing available software
solutions and propose suitable options.
5. Operating Hours and Deployment
I. The operating hours for all the services mentioned in the scope of work is 24x7
for all the days in a year.
II. The MSP shall deploy one named member of the staff full-time on all working
days of NLSIU from 9:30 AM till 5:30 PM.
III. The MSP shall support through Email and Phone on NLSIU’s designated
holidays and during non-working hours of regular days.
6. Contractual Term
I. The contractual term for this engagement is for a period of One Year from the
date of signing of the contract.
II. Subject to performance and mutual understanding, the contract may be
extended by two terms of one year each (1 + 1 + 1) under the same conditions
and bid amounts as specified and proposed under this RFP.
III. The Bidder shall name a minimum of 2 personnel who will be deployed to
NLSIU. It is mandatory to provide the CVs of the named personnel. The Bidder is
encouraged to name all other personnel who shall provide management
oversight to the engagement. The exact deployment plan of all the personnel
shall be provided as per Annexure I.
8
IV. The Bidder shall not replace the named personnel unless the replacement is
due to unforeseen circumstances that include but not limited to separation of
the employee from the Bidder firm.
7. Tender Opening Process
I. The University will first open the Pre-Qualification Proposal covers of all the
bidders received (except those received late or withdrawn),.
II. The Pre-Qualification Proposals will be evaluated by the Proposal Evaluation
Committee and only those bidders who meet the requirements will be eligible
for next set of evaluations.
III. The University will notify the bidders whether or not they have met the
Pre-qualification criteria within one day of opening of the Pre-Qualification
Proposals. The Technical Proposal and Commercial Proposal covers of Bidders
who do not meet the Pre-Qualification criteria will be returned without
opening.
IV. The Technical Proposal covers of the qualified bidders will be opened by the
University at the appointed date and time, in the presence of the bidders or
their representatives. The covers shall be opened and submissions therein read
out in appropriate detail.
V. After the initial scrutiny of the technical bid, a technical interview shall be
scheduled and interview timings will be intimated to the successful Bidders.
The named personnel shall mandatorily be present for the technical interview.
VI. The Proposal Evaluation Committee shall, on the basis of the Technical Proposal
and the interviews, evaluate the qualified bidders and assign a technical score
for each qualified bidder, calculated as per the criteria detailed in Section 8.2
below. All the bidders who achieve at least 50 marks in the technical evaluation
would be eligible for the next stage, i.e. Commercial Proposal cover opening.
VII. The University shall notify the bidders on whether they qualify for the
Commercial Proposal opening within two days of the opening of the Technical
Proposal. The Commercial Proposal covers of the eligible bidders will be
opened on the appointed date and time in the presence of the bidders and their
representatives.
VIII. The Proposal Evaluation Committee shall assign a Financial Score as per the
criteria detailed in Section 8.3 below to each of the eligible bidders.
9
8. Criteria for Evaluation
8.1. Pre-Qualification Criteria
S.
No.
Qualification Criteria
Documents/Information to be
provided in the submitted
proposal
1
The responding firm / agency should
have submitted an EMD of Rs. 25,000
(Rupees Twenty Five Thousand only)
1. DD for Rs. 25,000
2
Legal Entity
a. Company should be registered
under Companies Act, 1956
b. Registered with the GST
Authorities
c. Should have been operating for
the last three years (FY
2020-21, FY 2019-20 and FY
2018- 19)
1. Certificate of Incorporation
2. Registration Certificate
3. GST Certificate
4. PAN
3
The Firm / Company should be in the
business of IT Infrastructure Managed
Services for at least 3 years as of 31st
March 2021
1. Memorandum & Articles of
Association
2. Work orders confirming years
of activity
4
The responding firm shall not be under
a declaration of ineligibility for corrupt
or fraudulent practices.
Annexure I, Form 1, 2 and 8
8.2. Technical Qualification Criteria
I. The Technical proposal of the bidders who meet all the prequalification criteria
will be opened and evaluated.
II. The Proposal Evaluation Committee will evaluate the Technical Proposals on
the basis of the technical evaluation criteria as provided below.
S. No.
Criteria
Max Criteria/ Sub
Criteria Marks
1
Experience of the responding firm
40
2
Adequacy and Quality of Resources proposed
for Deployment
30
3
Technical Interview
30
10
Total Points
100
S. No.
Criteria /
Sub-criteria
Point System
Max
Criteria /
Sub-criteria
Points
Documents to be
attached as proof
Experience of the responding firm
1
Average Annual
Sales Turnover
generated from
services related
to IT
Infrastructure
Managed
Services during
the last three (3)
financial years
(FY 2020-21, FY
2019-20, and FY
2018- 19) as per
the last audited
balance sheets
If average
annual sales
turnover <20
Lakhs: 0
Points
If average
annual sales
turnover
greater than or
equal to 20
Lakhs and less
than 25 Lakhs:
3 Points
If average
annual sales
turnover is
greater than or
equal to 25
Lakhs and less
than 30 Lakhs:
7 Points
If average
annual sales
turnover >30
Lakhs: 10
Points
10 Points
1. Auditor’s certificate
OR
2. Audited Balance
Sheets
2
Number of IT
Infrastructure
Managed
Services
engagements
Note:
If number of
engagements <
5 engagements:
0 Points
5 Points
These engagements
should be part of
Project Citations as per
the format in Annexure
I, Form 6
11
An engagement
is defined as –
Project * Years
If number of
projects is
greater than or
equal to 5
engagements
and Less than
10
engagements:
3 Points
If number of
engagements is
greater than 10
engagements:
5 Points
Additionally, the
following documents
should be furnished:
1. Work order(s)
specifying scope of
work
OR
2. Work order(s) along
with RFP specifying
the scope of work
3
Experience in IT
Infrastructure
Managed
Services for an
Indian
University
(recognized by
UGC / AICTE /
MCI ).
Note: The
experience
should be at a
University level
and not for a
specific college
within
University.
If the firm has
experience
with one or
more
engagements
in one or more
Universities: 5
points
If the firm has
no experience
with
Universities: 0
points
5 Points
These engagements
should be part of
Project Citations as per
the format in Annexure
I, Form 6
Additionally, the
following documents
should be furnished:
1. Work order(s)
specifying scope of
work
OR
2. Work order(s)
along with RFP
specifying the
scope of work
4
Experience in
areas mentioned
in the Scope of
Work.
Note: The
experience is
counted if the
Server support
and
administration
for physical
servers: 2
Points
20 Points
These engagements
should be part of
Project Citations as per
the format in Annexure
I, Form 6
12
scope of work
is covered in at
least 1 project.
Server support
and
administration
specifically
pertaining to
AWS / Google
Cloud / Azure:
3 Points
Installation,
maintenance
and upgrade of
local network
infrastructure
components
(as specified in
scope of work):
5 points
Experience in
providing IMAC
services: 5
points
Experience in
management of
Cloud based
Email services
like GSuite,
Outlooks etc.: 3
points
Experience in
procurement,
management of
licenses of
Video
conferencing
solutions like
Zoom, Webex,
Additionally, the
following documents
should be furnished:
1. Work order(s)
specifying scope of
work
OR
2. Work order(s)
along with RFP
specifying the
scope of work
OR
3. Certificate from
the client(s)
indicating
completion of
work specifying
the evaluation
items as per scope
of work.
13
MS Teams: 1
point
Experience in
procurement
and
management of
licenses of
common
desktop
softwares that
include but not
limited to
antivirus, MS
Office: 1 point
Adequacy and Quality of Resources proposed for Deployment
5
All Named
personnel who
shall be
deployed have
completed one
of the following
undergraduate
degrees – BCA /
BTech / BE
If complied –
10 points
If not complied
- 0 points
10
The CVs should follow
the format as specified
in Annexure I, Form 5
6
Named
resource #1 has
relevant work
experience in IT
Infrastructure
Managed
Services (as
specified in
Scope of Work)
Note:
<1 Year: 0
points
1-3 Years: 3
points
3-5 Years: 7
points
>5 Years: 10
points
10
The CVs should follow
the format as specified
in Annexure I, Form 5
7
Named
resource #2 has
relevant work
experience in IT
Infrastructure
Managed
Services (as
<1 Year: 0
points
1-3 Years: 3
points
10
The CVs should follow
the format as specified
in Annexure I, Form 5
14
specified in
Scope of Work)
Note:
3-5 Years: 7
points
>5 Years: 10
points
III. The bidders should clearly indicate, giving explicit supporting documentary
evidence, with respect to the above, in absence of which their proposals will be
rejected summarily during the initial scrutiny of the technical bid.
IV. After the initial scrutiny of the technical bid, a technical interview shall be
scheduled on the same day (day of opening of the technical bid). The named
personnel shall mandatorily be present for the technical interview.
V. A bidder is technically qualified if they receive a score of 50 or above.
8.3. Financial Bid Evaluation
I. The Financial Bids of technically qualified bidders (i.e. above 50 marks) will be
opened on the prescribed date in the presence of bidder representatives.
II. Only fixed price financial bids indicating total price for all the deliverables and
services specified in this bid document will be considered.
III. The bid price shall be quoted as per Annexure II, Form 2.
IV. Any conditional bid would be rejected.
V. Errors & Rectification: Arithmetical errors will be rectified on the following
basis: “If there is a discrepancy between the unit price and the total price that is
obtained by multiplying the unit price and quantity, the unit price shall prevail
and the total price shall be corrected. If there is a discrepancy between words
and figures, the amount in words will prevail”.
VI. If there is no price quoted for certain material or service, the bid shall be
declared as disqualified.
VII. The Financial Score of the bidder is calculated using the below formula –
Financial Score = Least Financial Bid Amount * 100 / Financial Bid Amount
8.4. Consolidated Technical and Financial Score
I. The Consolidated Technical and Financial Score (CTFS) is calculated using the
below formula –
CTFS = 60% (Technical Score) + 40% (Financial Score)
9. Appointment of IT Infrastructure Managed Services
Provider
9.1. Award Criteria
NLSIU will award the Contract to the successful bidder whose Consolidated
Technical and Financial Score (CTFS) is the highest and would consider it as
substantially responsive as per the process outlined above.
15
9.2. Right to Accept Any Proposal and To Reject Any or All Proposal(s)
NLSIU reserves the right to accept or reject any proposal, and to annul the
tendering process / Public procurement process and reject all proposals at any
time prior to award of contract, without thereby incurring any liability to the
affected bidder or bidders or any obligation to inform the affected bidder or
bidders of the grounds for NLSIU action.
9.3. Notification of Award
I. Prior to the expiration of the validity period, NLSIU will notify the successful
bidder in writing or by fax or email, that its proposal has been accepted. In case
the tendering process / public procurement process has not been completed
within the stipulated period, NLSIU, may like to request the bidders to extend the
validity period of the bid.
II. . Upon the successful bidder's furnishing of Performance Bank Guarantee, NLSIU
will notify each unsuccessful bidder and return their EMD.
9.4. Contract Finalization and Award
I. The NLSIU shall reserve the right to negotiate with the bidder(s) whose proposal
has been most responsive. On this basis the draft contract agreement would be
finalized for award & signing.
9.5. Performance Guarantee
I. The NLSIU will require the selected bidder to provide a Performance Bank
Guarantee, within days from the Notification of award, for a value equivalent to of
the 10% of the total contract value. The Performance Guarantee shall be kept
valid till completion of the engagement. The Performance Guarantee shall contain
a claim period of three months from the last date of validity. The selected bidder
shall be responsible for extending the validity date and claim period of the
Performance Guarantee as and when it is due on account of non-completion of
the project and Warranty period. In case the selected bidder fails to submit
performance guarantee within the time stipulated, the NLSIU at its discretion
may cancel the order placed on the selected bidder without giving any notice.
NLSIU shall invoke the performance guarantee in case the selected Vendor fails to
discharge their contractual obligations during the period or NLSIU incurs any
loss due to Vendor’s negligence in carrying out the project implementation as per
the agreed terms & conditions.
9.6. Signing of Contract
I. After the NLSIU notifies the successful bidder that its proposal has been
accepted, NLSIU shall enter into a contract, incorporating all clauses, pre-bid
clarifications and the proposal of the bidder between NLSIU and the successful
bidder.
9.7. Failure to Agree with the Terms and Conditions of the RFP
I. Failure of the successful bidder to agree with the Terms & Conditions of the RFP
shall constitute sufficient grounds for the annulment of the award, in which event
16
NLSIU may award the contract to the next best value bidder or call for new
proposals from the interested bidders.
II. In such a case, the NLSIU shall invoke the PBG of the most responsive bidder.
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10. Annexure I: TECHNICAL BID TEMPLATES
The bidders are expected to respond to the RFP using the forms given in this
section and all documents supporting Technical Evaluation Criteria.
Technical Proposal shall comprise of following forms:
Forms to be used in Technical Proposal
Form 1: Particulars of the Bidder
Form 2: Letter of Proposal
Form 3: Project Citation Format
Form 4: Team Composition
Form 5: Curriculum Vitae (CV) of Key Personnel
Form 6: Deployment of Personnel
Form 7: Undertaking on Exit Management and Transition
Form 8: Self-declaration on bidder not being blacklisted
10.1. Form 1: Particulars of the Bidder
S.
No.
Information Sought
Details to be Furnished
A
Name and address of the
bidding Company
B
Incorporation status of the firm (public
limited / private
limited, etc.)
C
Year of Establishment
D
Date of registration
E
ROC Reference No.
F
Details of company registration
G
Details of registration with appropriate
authorities for service tax
H
Name, Address, email, Phone nos. and
Mobile Number of Contact Person
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10.2. Form 2: Letter of Proposal
To:
<Location, Date>
<Name>
<Designation>
<Address>
<Phone Number>
<Fax Number>
<Email ID>
Subject: Submission of the Technical bid for IT Infrastructure Managed Services
Engagement
Dear Sir/Madam,
We, the undersigned, offer to provide services to the NLSIU on the IT Infrastructure
Managed Services Engagement with your Request for Proposal dated <date of RFP> and
our Proposal. We are hereby submitting our Proposal, which includes this Technical bid
and the Financial Bid sealed in a separate envelope.
We hereby declare that all the information and statements made in this Technical bid
are true and accept that any misinterpretation contained in it may lead to our
disqualification.
We undertake, if our Proposal is accepted, to initiate the services related to the
assignment not later than the date indicated in Fact Sheet.
We agree to abide by all the terms and conditions of the RFP document. We would hold
the terms of our bid valid for 180 days as stipulated in the RFP document.
We hereby declare that we are not insolvent, in receivership, bankrupt or being wound
up, our affairs are not being administered by a court or a judicial officer, our business
activities have not been suspended and we are not the subject of legal proceedings for
any of the foregoing.
We understand you are not bound to accept any Proposal you receive.
Yours sincerely,
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
Address: Location: _____________________________________
Date: ___________________________
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10.3. Form 3: Project Citation Format
Relevant IT project experience (provide no more than 5 projects in the last 5 years)
General Information
Name of the project
Client for which the project was executed
Name and contact details of the client
Project Details
Description of the project
Scope of services
Technologies used
Outcomes of the project
Other Details
Total cost of the services provided by the
respondent
Duration of the project (no. of months, start
date, completion date, current status)
Other Relevant Information
Letter from the client to indicate the
successful completion of the project
Copy of the Work Order
10.4. Form 4: Team Composition
Name of the
staff with
qualification
and experience
Area of
Expertise
Position
Assigned
Task Assigned
Time committed
for the
engagement
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10.5. Form 5: Curriculum Vitae (CV) of Key Personnel
Information
Name of the person
Current Designation / Job Title
Current job responsibilities
Proposed Role in the Project
Proposed Responsibilities in the Project
Academic Qualifications:
● Degree
● Academic institution graduated from
● Year of graduation
● Specialization (if any)
● Key achievements and other relevant
information (if any)
Professional Certifications (if any)
Total number of years of experience
Number of years with the current company
Summary of the Professional / Domain
Experience
The names of customers (Please provide the
relevant names)
Past assignment details (For each assignment
provide details regarding name of
organizations worked for, designation,
responsibilities, tenure)
Prior Professional Experience covering
● Organizations worked for in the past
o Organization name
o Duration and dates of entry
and exit
o Designation
o Location(s)
o Key responsibilities
● Prior Project Experience
o Project name
o Client
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o Key project features in brief
o Location of the project
o Designation
o Role
o Responsibilities and activities
o Duration of the project
Please provide only relevant projects.
Proficient in languages (Against each
language listed indicate if speak/read/write)
Certification: I, the undersigned, certify that
to the best of my knowledge and belief, this
CV correctly describes myself, my
qualifications, and my experience. I
understand that any wilful misstatement
described herein may lead to my
disqualification or dismissal, if engaged.
Signature of staff member:
Place:
Date:
Full name of authorized representative:
Place:
Date:
10.6. Form 6: Deployment of Personnel
S.
No.
Nam
e of
staff
Staff input in Months
Total
Staff
man-m
onths
propose
d
1
2
3
4
5
6
7
8
9
10
11
12
Total
1
2
3
Note:
1. Months are counted from the start of the assignment.
2. Indicate the percentage involvement of personnel in parenthesis after the Name of staff.
22
10.7. Form 7: Undertaking on Exit Management and Transition
No.
Date:
To:
Dear Sir,
Sub: Undertaking on Exit Management and Transition
1. I/We hereby undertake that at the time of completion of our engagement with the
Department, either at the End of Contract or termination of Contract before planned
Contract Period for any reason, we shall successfully carry out the exit management and
transition of this Project to the NLSIU or to an agency identified by NLSIU to the
satisfaction of the NLSIU.
2. I/We further undertake to complete the following as part of the Exit management and
transition:
a. We undertake to complete the updation of all Project documents and other
artefacts and handover the same to NLSIU before transition.
b. We undertake to design standard operating procedures to manage system
(including application and IT systems), document the same and train NLSIU
personnel or any other personnel/agency authorized by NLSIU on the same.
c. If NLSIU decides to take over the operations and maintenance of the services on
its own or identifies or selects any other agency for providing operations &
maintenance services on this Project, then we shall provide necessary
handholding and transition support, which shall include but not be limited to,
conducting detailed walkthrough and demonstrations for the IT Infrastructure,
handing over all relevant documentation, addressing the queries/clarifications of
the new agency with respect to the working / performance levels of the
infrastructure, conducting Training sessions etc.
3. I/We also understand that the Exit management and transition will be considered
complete on the basis of approval from NLSIU.
Yours faithfully,
(Signature of the Authorized signatory of the Bidding Organisation)
Name :
Designation :
Date :
23
Time :
Business Address:
10.8. Form 8: Declaration that the bidder has not been blacklisted
(To be submitted on the Letterhead of the responding agency)
{Place}
{Date}
To,
Ref: RFP Notification no. <Reference Number of RFP> dated <Date of publishing of RFP>
Subject: Self Declaration of not been blacklisted in response to the RFP for Selection of
Services Provider for IT Infrastructure Managed Services.
Dear Sir,
We confirm that our company, ____________, is not blacklisted in any manner whatsoever
by any of the State/UT and/or central government in India on any ground including but
not limited to indulgence in corrupt practice, fraudulent practice, coercive practice,
undesirable practice or restrictive practice.
Place:
Date:
Bidder’s Company Seal:
Authorized Signatory’s Signature:
Authorized Signatory’s Name and Designation:
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Note: The Bidder shall necessarily provide a copy of ‘Power of Attorney’ authorizing the
signatory for signing the Bid on behalf of the Bidder in its Pre-Qualification Bid
11. ANNEXURE II: FINANCIAL PROPOSAL TEMPLATES
The bidders are expected to respond to the RFP using the forms given in this section.
Financial Proposal shall comprise of following forms:
Form 1: Covering Letter
Form 2: Financial Proposal
11.1. Form 1: Covering Letter
To:
Subject: Submission of the Financial bid for IT Infrastructure Managed Services
Engagement
Dear Sir/Madam,
We, the undersigned, offer to provide the services for IT Infrastructure Managed
Services in accordance with your Request for Proposal dated <Date of RFP> and our Proposal
(Technical and Financial Proposals). Our attached Financial Proposal is for the sum of <Amount
in words and figures> only. This amount is inclusive of the local taxes.
1. PRICE AND VALIDITY
a. All the prices mentioned in our Tender are in accordance with the terms as
specified in the RFP documents. All the prices and other terms and conditions of
this Bid are valid for a period of 180 calendar days from the last date of
submission as specified in the RFP.
b. We understand that the payments will be subject to deduction of taxes at source
as per the prevailing applicable laws.
2. DEVIATIONS
We declare that all the services shall be performed strictly in accordance with the Tender
documents except for the variations and deviations, all of which have been detailed out
25
exhaustively in the following statement, irrespective of whatever has been stated to the
contrary anywhere else in our bid.
Further we agree that additional conditions, if any, found in the Tender documents, other
than those stated in deviation schedule, shall not be given effect to.
3. TENDER PRICING
We further confirm that the prices stated in our bid are in accordance with your
Instruction to Bidders included in Tender documents.
4. QUALIFYING DATA We confirm having submitted the information as required by you in
your Instruction to Bidders. In case you require any other further
information/documentary proof in this regard before evaluation of our Tender, we agree
to furnish the same in time to your satisfaction.
5. BID PRICE
We declare that our Bid Price is for the entire scope of the work as specified in the
<Refer Section No.>. These prices are indicated Commercial Bid attached with our
Tender as part of the Tender.
We understand you are not bound to accept any Proposal you receive.
We hereby declare that our Tender is made in good faith, without collusion or fraud and the
information contained in the Tender is true and correct to the best of our knowledge and belief.
We understand that our Tender is binding on us and that you are not bound to accept a Tender
you receive.
Thanking you,
Yours sincerely,
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:
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11.2. Form 2: Financial Proposal
Annual Contract value in
INR
Taxes in INR
Total Contract
Value in INR
27
