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1 Tender fforr Supply off Custtomi ised Soffttware For Salles and IInventtorry Managementt.. Bureau of Indian Standards, Manak Bhavan, 9, Bahadur ShahZafar Marg, New Delhi INDIA Tel: , , , Ext: 4288 Fax: Website:

2 TABLE OF CONTENTS Sl No Content Page Number 1 Introduction 3 2 Definitions and abbreviations 3 3 Scope of work 4 4 Eligibility criteria 4 5 Submission of Bids 4 6 Technical requirements 5 7 General requirements 8 8 Criteria for evaluation of Bids 9 9 Signing of Agreement 9 11 Liability Confidentiality Performance security deposit Force Majeure Technical Bid --- Annexure-1 Check-list for submission of documents. --- Annexure-2 List of customers. 16 Financial Bid ( Annexure -3 ) ---Instructions ---Fixed charges ---Annual charges 12 to to Page 2 of 15

3 1. Introduction: Bureau of Indian Standards (BIS) is the national standards body of India, functioning under the aegis of Ministry of Consumer Affairs and Public Distribution, Government of India. BIS has published more than Indian Standards which are available for sale as printed copies through BIS sales offices located at Eighteen locations across India. Soft copies of Indian Standards can also be purchased and downloaded from the e-sale portal of BIS ( Indian Standards are also available for lease as complete set or technical division wise. BIS intends to purchase a customised software for sales and inventory management. The intent of this tender document is to provide the bidders with adequate information to enable them to participate in the bidding process. 2. Definitions and abbreviations: Beta version of software: Beta version is the pre-release version of software supplied by the contractor, which will be given by BIS to selected users to use under real conditions. The software supplied will qualify as Beta version only after it passes testing at contractor s end and only if it is close in look, feel and functionality to the final version of the software. It is clarified that the purpose of testing of Beta version of the software is to understand conflicts, usability, functionality and co-existence with other software. Bidder: The entity submitting the bid. Contractor: The successful bidder who will be executing the project. Customer: A person or organisation that purchases or intends to purchase Indian Standards in printed form/ soft copy or lease IS on DVDs. Days: All Calendar days including working days, holidays and closed days. E.g.: 90 days from 7 May 2012 will be 5 Aug Bid Security (EMD): Earnest Money Deposit. Fixed Charges: Total Price for supplying the customized sales and inventory software meeting all requirements specified by BIS. { No additional cost on account of any other element like Cost of third party software etc, will be payable } Annual Charges: Charges for software maintenance and modification, for customer support, for administrative expenses, etc. Annual charges will be applicable after expiry of warranty period. IS: Indian Standards, including Special Publications and Amendments thereof. Page 3 of 15

4 3. Scope of work: (a) Supplying a secure, customized software for sales and inventory, compatible with Windows Operating System, for managing Sale of Indian Standards. (b) Maintain and modify the software at (a) above, as per the requirements of BIS. (c) Provide technical support to offices of BIS for all the problems faced by them in connection with installation / use of this software. Please see clauses 7(a) & 7(b) also. 4. Eligibility criteria: a) The bidder should be a legal entity having an office in India and must have necessary registration for carrying out such or related business in India. All documents as per Annexure-1 are required to be submitted. b) The bidder must have supplied software for sales and inventory (or equivalent software) costing more than 10 lacs. Minimum two such work should have been carried out during the past four years (1 April 2008 to 31 Mar 2012). Evidences in this regard, like completion certificates issued by the client, are required to be submitted. (Annexure- 2). 5. Submission of Bids: a) The bids are invited under the two bid system (Technical and Financial) and are required to be submitted along with a covering letter and the annexure mentioned in the tender document. The technical bid ( Annexures-1 and 2) along with EMD of Rs ( Demand Draft for Rupees Fifty Thousand Only, drawn in favour of Bureau of Indian Standards,Payable at New Delhi ) and related documents are to be placed in an envelope called the first envelope and has to be super-scribed Technical Bid. The financial bid (Annexure-3) must be placed in a separate envelope called the second envelope and has to be super-scribed Financial Bid. Both these envelopes (first and second) must be sealed and further placed in a bigger envelope which must also be sealed and super-scribed Bid for Supply of Customised software for Sales and Inventory Management. b) The last date for submission of Bids is 25 Mar 2013, before 1500 h. The bid must reach at the following address before due date and time: Head, ITS Department, Bureau of Indian Standards, Room No. 105, Manak Bhavan, 9, Bahadur Shah Zafar Marg, New Delhi Fax: Tel: , , Ext: 4288 c) While sending a bid, bidder must send an at informing that bidder has submitted a bid in response to tender (dated 04 Mar 2013 Ref ITS/24:4) floated by BIS indicating despatch date and mode of dispatch (eg Speed post/ Page 4 of 15

5 Registered post / Courier/By hand etc), so that ITS Department has the information about all the bidders. d) Bids failing to reach at the above mentioned address in 5(b), within stipulated date and time would be summarily rejected and no query/request would be entertained in this regard. All queries related to the Tender may be sent in writing to Head, ITS Department, at the address given above before the last date mentioned above. Clarifications may also be sought over telephone/ /fax. The last date for submission of Bids mentioned above will remain the same irrespective of the clarifications sought by the Bidders. e) The price quoted should remain valid for a period of 120 days from the last date for submission of the Bid. The Bids in the prescribed format must be complete in all respects. BIS has a right to reject any bid if it is not complete in any respect or if the bidder specifies any requirement which is not matching the requirement(s) specified in the tender document. BIS also has a right to reject any or all Bids without assigning any reason whatsoever. f) All costs incurred in connection with submission of Bids like preparation, mailing, submission, cost involved in obtaining clarifications, subsequent processing will have to be borne by the bidders only. g) The EMD amount will be forfeited if the bidder withdraws or alters or fails or refuses to accept the assignment during the validity period of the bid. h) Bids with conditions or conditional offers will not be accepted. 6. Technical requirements: a) The contractor will be required to supply a customised software with security features for sales and inventory within Ninety days from the date of signing of the contract. However, the total time taken by BIS to provide information / clarification to the contractor will be deducted from the total time taken by the contractor to develop the software. The software will be required to be developed as per the requirements of BIS, within the overall objective of the project. b) Presently all Indian Standards are categorized under one of the 14 technical divisions (Civil, Chemical, Mechanical, Textiles, Transport, etc.). BIS has 18 sales outlets ( one in BIS, HQ, New Delhi and 17 at various locations in India. Details are available in BIS website at : c) The software is required to work on standalone computers at each of the sales outlets (sales office of BIS). The software shall have provision for updating data obtained from branch and regional offices through or by directly accessing the computer at the branch /regional office. The regional office data is required to be updated by Branch office data and the Sales Dept BIS HQ needs to be updated from Regional office data. d) The software shall have provision for generating / printing the following: Page 5 of 15

6 i) Cash Receipt: Receipt for payment received against cash, cheque, DD. ii) Invoice /Bill: Invoice and Bill for purchase through BIS sales portal ( ) but payment received through DD at BIS, purchase of printed copy, leasing of Indian Standards on DVD etc. iii) Proforma Invoice / Quotation: For printed copy, download through BIS sales portal and leasing of IS on DVDs. iv) Indent, Challan, Cash Bill, Invoice, Receipt, forwarding of cheque/dd to accounts section, credit note, v) Facility for generating /letters for a section of customers based on the Standard Number, Technical Division, type of purchases made ( Printed copy, download through sales portal, leasing on DVD etc) Discount is given to bona-fide students, teachers and educational institutions, book sellers registered with BIS, Committee Members, BIS Employees, bulk indents on each supply of value Rs 20000/- and above. This aspect has to be accounted for in the software. e) The software shall have the following reports / statements: i) Sale of printed copy. ii) Download through esale portal ( payment received through DD) iii) Leasing of IS on DVDs iv) Sale within, outside India for (i) to (iii) above v) Sales report for a particular Standard, particular type of standard, particular technical division, technical committee, Branch office, Region wise, List of Nonselling standards. vi) Year wise sales comparison, sales statement for each price Group, Price/group wise Sales Analysis for a particular period. vii) Sales day book for a given period. List of customers, discount list (printed copy, esale and leasing on DVD) with address. viii) Monthly sales against advance payment, summary of invoice for a period, etc. All reports, outputs shall be bi-lingual i.e. in Hindi and in English. f) The software shall have provision for the following: i) Updation of price, withdrawal of standard, addition of new standard, priced amendments to Standards, stock receipt, stock adjustment. ii) Creation of users, deletion of users, backup, iii) The following Currency shall be permitted INR and US$. g) The software should include following requirements, Input Proformae and Output Reports:- i). Requirement of software package BIS has 18 Sales Outlets located in the all states of India. All the files including Master file have to be maintained individually and at BIS intranet. The transaction file of intranet has to be updated from the files of 18 Sales Outlets at regular interval preferably fortnightly. The package should generate Cash Receipt No., Credit note No., etc, starting with Sr. No.1. Various type of bi-lingual print-outs like Cash Receipt, Invoice, Sales Day Book, Credit Note, etc, and reports like Sale of a standard Total/Branch wise, total sale of all sales outlets for a particular period, value wise/quantity wise sale, Analysis for Page 6 of 15

7 Non/Slow/Fast selling standards, Indents, Quotations, etc. are required to be generated. Provision should be there to upgrade the software package in order to generate more reports. 2. Input Proformae (i) Intimation of new/revised standards (ii) Indent of Standards (iii) Customer requirements (iv) Challans (v) Printed Standards (vi) Circulars for withdrawal/re-affirmation of Standards 3.Output Report (i) Cash Bill (ii) Invoice (iii) Receipt for DD/Cheque received (iv) Forwarding of DD/Cheque to Accounts Department (v) Intimation of monthly sale against advance payment to Accounts Department (vi) Credit Note (vii) Quotation/Proforma Invoice (viii) Cash Sale Day Book including Credit Note (if any) (ix) Summary of Invoice prepared for a period (x) Various Sales Reports Sale for a period, Area-wise sale, Discounted Sale, Sale for last 1-5 years, Non/Slow/Fast selling (xi) Receipt for Demand Draft received (xii) Summary Report for forwarding DDs to Accounts Department (xiii) Various reports on outstaning dues of parties-sundry Debtors report/partywise/year-wise/alphabetical Ledger (xiv) Management Control Report (xv) Report on data feedng-indent, advance copy etc. and other reports. h) The software shall have provision for Importing data from existing software for sales and inventory wherever available / possible. The software shall also have provision for Backup, restoration of data with following features: backup of data at regular intervals and also at the end of financial year, compression of data during financial year-end backup, restoration of data backed up, preparation of reports using the backup data for the previous financial years. i) Details of Hardware required for the software and compatibility with popular OS may also be mentioned in the quotation. User friendly installer must be provided for the software. The software will be required to have user profiles and will be required to keep track of user activity (like login time, log off time etc ). System Manual with System Flowchart, User manual (operation manual), installation guide (in soft form), Help Menu will also be required to be provided. j) Each customer of BIS must be identified by the software through a unique customer code, which will be generated by the software based on name and complete address of the customer. Page 7 of 15

8 k) The software must be reliable, fool-proof and secure. Modification and up-gradation of the software can become necessary due to change in BIS policies, change in customer requirements etc. Thus, the software will have to be maintained, modified and upgraded by the contractor, as per the requirements specified by BIS, during the tenure of the contract. 7. General requirements: a) The contractor must himself execute the work. The contractor should not subcontract the work mentioned in this tender. b) BIS has 18 sales offices located throughout India.Details are available in BIS website at: The contractor will be required to provide Technical support through telephone, fax, letter, remote access software viz Team Viewer etc at all the sales offices of BIS for issue relating to installation and use of software. If the contractor is unable to solve the problem through telephone/ remote access software he will be required to visit the concerned sales office to resolve the issue. It will be the responsibility of the contractor to satisfactorily solve all the technical difficulties faced by BIS sales offices. Other than annual charges no additional payment would be made by BIS to the contractor for providing technical support. c) The contractor will be required to make the concerned staff available to BIS to answer any questions, over the telephone or in person, during the validity of the contract. The contractor will have to notify BIS about all material defects in the software, within 7 working days of their discovery and solve the same immediately. The contractor will be bound to surrender to BIS all property belonging to BIS, upon completion or termination of the contract. d) The contractor will be required to provide full access to BIS to inspect hardware, software used in connection with this project. All equipments and instruments will have to be properly maintained. Details of hardware, software used for the project and any inclusion / deletion / modifications to these will have to be informed to BIS. e) Beta version and final version of the software supplied by the contractor to BIS will be reckoned as Beta version and final version, respectively, only after it has been accepted as such by BIS. Beta version of the software must be delivered to BIS within 60 days of signing of contract. Subsequent changes required will have to be incorporated in the software and the final version meeting all requirements specified by BIS, must be delivered within 90 days of signing of contract. A penalty of 5% of the fixed charges will be levied by BIS for delay of each week in delivering final version of software. BIS has a right to terminate the contract if the delay is prolonged or if the work done by the contractor is not found satisfactory. The contractor may seek extension from BIS in writing, in case of genuine ground, by furnishing the reasons for delay. It will be at the sole discretion of BIS to accept or reject the request for extension of time for submission of the final version of the software. Page 8 of 15

9 f) Warranty: The software will be under warranty for a period of 180 days from the date of implementation of the final version of the software. Any modification / maintenance / improvement required in the software during the warranty period has to be done free of cost by the contractor. Annual charges will be applicable after expiry of warranty period. g) Disclaimer: This tender document is not to be construed in whole or in part as direct or indirect order or as a request or authorization to perform work at the expense of BIS. The information in this Tender Document is intended only to enable the bidder to formulate a bid in response to the project requirements set forth herein. Although this tender document contains enabling information, the bidder must make an independent assessment regarding the subject matter of this tender document. The bidder will be solely responsible for identifying any additional information required to prepare the bid. 8. Criteria for evaluation of Bids: The bids received will be evaluated for technical feasibility. Bids which do not qualify technically and bids which are incomplete will not be processed further. Financial bids of all the technically qualifying bidders will be evaluated based on cost effectiveness, using the following criteria: Fixed Charges + Annual charges for four years. 9. Signing of agreement with the successful bidder: a) A meeting will be arranged with the successful bidder before award of work, to brief them about the detailed requirements of the project. After the meeting, BIS will send the letter of award of work to the successful bidder. The successful bidder will be required to provide a project plan within 10 days of receipt of letter of award of work, showing time in days for each of the tasks to be completed within each phase.bis will then enter in to a contractual agreement with the successful bidder. b) The contract will be effective from the date of signing of the agreement, and will be valid for five years or till the termination of contract, whichever is earlier. The work to be done will have two phases (Phase-1 and Phase-2), as mentioned below: Phase-1: Supply of customized software for sales and inventory as per technical requirements of BIS. Phase-2: i) Providing technical support to BIS for all the problems faced in connection with installation / use of software. ii) Maintaining and modifying the software as per the requirements of BIS. Work of Phase-2 will commence after successful completion of Phase-1. c) The agreement may be renewed, at the end of the five year period, if BIS is satisfied with the performance of the contractor. Page 9 of 15

10 d) Terms and Conditions of Payment: BIS will not be subjected to any late payment charges. Request for payment along with bills will have to be sent to BIS, New Delhi, after completion of each phase. BIS will release the payment only if it is satisfied that all contractual obligations have been met for the period /work for which the payment is being claimed. Payments will be released after 30 days of successful completion of part of work / time period, as per the following criteria : Sl Criteria 1 Acceptance and approval of Beta version of the software by BIS. 2 Implementation of final version of software and submission installation guide and user manual to BIS. 3 At the end of every quarter, after expiry of warranty period. i.e. end of Mar, Jun, Sep and Dec every year. Charges will be paid on prorata basis if a full quarter is not completed. Payment Term 20% of Fixed Charges 80% of Fixed Charges 25% of Annual Charges. e) Termination of Contract: i) Termination due to unsatisfactory performance: If the contractor neglects or fails to perform work (of Phase-1 or Phase-2 or both), as per the requirement of BIS, or refuses or delays extensively to rectify any inferior quality workmanship, or in any manner fails to perform any provision of this contract, BIS, after giving advance written notice of 15 days, will terminate the contract and make good such deficiencies by deducting the cost thereof from any payment due to the contractor. ii) Termination at Will: BIS may, at any time, after giving advance written notice of 90 days to the contractor, which notice will specify the portion of the work (of Phase-1 or Phase-2 or both) to be terminated and the date the said termination will take effect, terminate, whole or any portion of the work, for the convenience of BIS. In such an eventuality the contractor will be paid for such portion of the work as was completed till the date of termination of contract. f) Right of BIS to impose Penalty: BIS will have the right to impose penalty on the contractor, as per details given below, if the work done by the contractor is found unsatisfactory: i) During Phase-1 of the work to be done, a penalty of 5% of the fixed charges will be levied by BIS for each week (7 calendar days) of delay by the contractor, in delivering the Beta or final version of software (beyond the stipulated period). BIS will have the right to terminate the contract if the delay is prolonged or if the work done by the contractor is not found satisfactory ii) During Phase-2 of the work to be done, BIS will have the right to impose penalty of up to 10% of the annual charges payable to the contractor, for each case of non-compliance. If the contractor is not interested in renewal of the Page 10 of 15

11 contract, he should inform BIS in writing, at least 12 months prior to the last day of validity of the contract. If the contractor fails to do so or if the contractor stops operations any time during Phase-2 of the work to be done, BIS will also have the right to impose a penalty of 50% of the annual charges. iii) The penalty imposed by BIS will be binding on the contractor. BIS will also have the right to en-cash the performance bond and get the work, in full or in part, done through some other agency at the cost and risk of the contractor. The decision of BIS in this regard will be final and binding on the contractor. g) BIS has a right to reject the software supplied, if BIS is convinced that it is of inferior quality or if it contains bugs or if there is frequent breakdown or if there is interruption in the software. h)jurisdiction: The contractor will be governed by the laws and procedures established by the Govt. of India. In case of any dispute arising out of the business or in interpretation of any clause of the document, the Courts at Delhi alone shall have the jurisdiction to try and decide. 10) Liability: BIS will not be liable for any loss or damage resulting from personal injury, physical loss, and harassment of employees of contractor, caused by the acts or omissions of the contractor, their agents or their employees. 11) Confidentiality: The contractor, his employees, agents, and representatives will be required to hold all items and knowledge in their possession as confidential, including but not limited to drawings, documents, IS, publications and personal knowledge of BIS computer network, as well as the use, purpose, and location of BIS facilities. If the contractor or any of its representatives is required by law to disclose any confidential information, the same has to be informed to BIS, prior to making the disclosure. 12) Performance security deposit: Before signing the contractual agreement, the contractor will be required to deposit a sum equivalent to 5% of the fixed charges and annual charges for four years, towards performance security deposit in the form of Demand Draft. The performance security deposit will be retained by BIS during the period of validity of the contract, including the extensions/renewals, if any, and an additional period of six months. No interest will be payable by BIS, on this amount. This amount will be refunded six months after the expiry / termination of the contract, after deduction of penalty / dues, if any. 13) Force Majeure: The term "Force Majeure" means act of God, War, Civil riots, fire, floods and Acts and Regulations of Government directly affecting the performance of the contract. Upon occurrence of such an event and upon its termination, the party alleging that it has been rendered unable as aforesaid will, within seventy two hours of the alleged beginning and ending thereof, give full particulars and satisfactory evidence in support of its claim. If deliveries are suspended by Force Majeure conditions lasting for more than two months, BIS will have the option of terminating the contract in whole or part at its discretion without any liability on its part. Page 11 of 15

12 14. Technical Bid ( Annexures-1 and 2 ) Annexure-1 Check-list for submission of documents with the Bid. Name of the firm: Address: Ph: Fax: Name of Contact Person: Phone Number of Contact Person: address of Contact Person: Sl. No Description 1 Documents indicating set up of organization ( partnership deed, certificate of registrar of companies etc ) 2 Composition of Top Management (Partners /Directors/ Proprietor) of the Company giving details of Name, Designation, contact address, Telephone Number, address. 3 Details of background and current areas of activity of the organization. 4 List of customers where a similar solution has been implemented during the previous four financial years (1 April 2008 to 31 Mar 2012) as per Annexure-2, along with completion certificate from customers. 5 Copy of PAN No. service tax registration, Page Number 6 Details of office(s) in India for liaison with BIS. 7 Details of penalty imposed by any customer. Details of court case/arbitration pending. We have clearly understood the terms and conditions of the tender document. We hereby undertake that we accept all terms and conditions of the tender unconditionally. Place: Signature of Authorized Signatory with Seal Date: (Name and Designation) Page 12 of 15

13 Annexure- 2 List of customers where software for sales and inventory ( or equivalent ) was supplied during the past four years ( 1 April 2008 to 31 Mar 2012) : Information in the following format along with completion certificates issued by the customers are required to be furnished: Sl No 1 Name and Address of Customer with name and designation of contact person Id Telephone and Fax Website Reference number, date of completion certificate of customer enclosed. Specific details of Solutions of similar nature provided. 2 3 Signature of Authorized Signatory with Seal Place: Date: (Name and Designation) Page 13 of 15

14 15. Financial Bid Annexure-3 Financial Bid for Supply of Customised Software For Sales and Inventory Management Name of the firm: Address: PinCode Telephone: Fax: Important instructions: i) The bidder should quote the price for each of the items in the tables A and B below. Only one fixed price must be quoted against each item. Mention N.A. against an item if that is not applicable and mention Nil against an item for which you will not be charging. The bid may be rejected if quotation for any entry is not filled in or if it is incorrectly filled in. ii) The total price quoted should be inclusive of all royalty, government taxes, duties, levies office and documentation expenses, consumables, cost of handling, carriage, incidental expenses, etc., required for executing the work / providing the product. Details of cost analysis giving break up and details of government tax, duty, incidental charges, office expense etc may be attached to the financial bid. The basic price quoted must also be firm and should not be in terms of percentage of the total cost of work etc. The bidder will be responsible for paying all taxes, duties, levies etc payable by him. iii) Service Tax will be paid at applicable rates. However escalation of basic price quoted will not be permitted due to any reason including, change in government tax, duty etc. A. Fixed charges: Sr. Description of item 1 Total Price for supplying the customized sales and inventory software meeting all requirements specified by BIS. { No additional cost on account of any other element like Cost of third party software etc, will be payable } Basic Price (INR) Service Tax (INR) Total Price ( INR) Page 14 of 15

15 B. Annual Charges: ( Annual charges will be applicable after expiry of warranty period.) Sr. Description of item Basic Price Total Price (INR) ( INR) 1 Annual charges for software maintenance and modification, for customer support, for administrative expenses, etc. Service Tax (INR) C. Any other relevant information: D. Confirmation: It is hereby confirmed that the total price quoted at (A) and (B) above are inclusive of all taxes, duties, levies etc and it is clearly understood that escalation in price will not be permitted due to any reason whatsoever. Place: Signature of Authorized Signatory with Seal Date: (Name and Designation) Page 15 of 15

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