INVITATION FOR TENDER FOR OUSOURCED MONPOWER SERVICE

INVITATION FOR TENDER FOR OUSOURCED MONPOWER SERVICE Sealed tender offers are invited in two separate sealed covers (Technical and Price offers) from eligible computer application software development/maintenance service providers for supply of the following: Manpower resources, competent to develop/maintain high quality software for Digital Library applications, as per Terms of Reference given in Annexure-I The validity of the bid should be at least four months (120 days) or more from the date of the opening of this tender. Please send offers ALONG WITH AT LEAST 4 (four) CVs FOR EACH CATEGORY/LEVEL OF MANPOWER WHO CAN BE DEPLOYED TO THIS PROJECT WITHIN TWO (2) WEEKS OF RECEIPT OF THE PURCHASE ORDER. Please ensure that your quotation reaches not later than 18 th March, 2016 at 15:00 hrs at the following address: Dr. B. Sutradhar Librarian, Central Library, Indian Institute of Technology Kharagpur, Pin-721 302, West Bengal, India Earnest money of Rs. 20,000/- is to be deposited in the form of Account payee Demand Draft in favour of IIT Kharagpur, payable at Kharagpur, India. Any bid which is not accompanied with an EMD shall be summarily rejected. Earnest money deposited will be forfeited if the tenderer withdraws or amends its tender or impairs or derogates from the tender in any respect within the period of validity of its tender. No interest will be paid on the earnest money of the unsuccessful bidders. Tender Reference Price of Tender Document Last Date and Time for submitting the tender document Time and Date of Opening of Bids IIT/SRIC/LIB/BNA/2015-2016/SER/1, Dated: 15.02.2016 NIL 18 th March, 2016, 15:00 Hrs (Indian time) 18 th March, 2016, 16:00 Hrs (Indian time) Place of Opening tender offers Office of the Chairman, Central Library, IIT Kharagpur 721 302, West Bengal, India Address of Communication As stated above Contact Telephone Numbers +91-3222 - 282432 E-mail: bsutra@library.iitkgp.ernet.in 1/10

TECNICAL TERMS & CONDITIONS 1. Scope of Service 1.1. The service involves deployment of high quality application software development manpower resources for development/maintenance of digital library applications. 1.2. Resources shall have at the minimum, following credentials: 1.2.1. Educational qualification of BE/B. Tech in Computer Science or Information Technology or MCA or equivalent in related field. 1.2.2. At least 0.5 year s hands-on experience in software development work in Java, PHP, Web Technology and DB/XML parsing 1.2.3. Capable to architect, design, code, test, debug, maintain and enhance software based on high level requirements 1.2.4. Capable to build test suite and make regression test set up 1.2.5. Able to carry out software quality assurance, release and version control 1.2.6. Able to do data analysis, curation, validation and version control 1.2.7. Able to do proper developer level as well as user level documentation 1.2.8. Possess excellent analytical and problem solving skill 1.3. The service is required for a period of 6 (six) to 9 (nine) months, the total service quantum during the period is expected to be in the range of 35 (thirty five) to 40 (forty) man-month. 1.4. Manpower shall be deployed on-site, at IIT Kharagpur, and/or at offsite, at successful bidder s premises, as decided by IIT Kharagpur for individual work items. 2. Bidder Pre-qualification 2.1 The bidder shall be in the computer application software development/maintenance service providing business, providing such service to customers of advanced countries such as United States or Europe, for at least ten (10) years. Please attach with the bid supporting documentary evidence for this. 2.2 The bidder currently, and for last 2 years, shall have at least fifty (50) qualified (BE/B. Tech in Computer Science or Information Technology or MCA or equivalent in related field) software development professionals, with experience range varying from 3 months to 20 years (or more), on its permanent roll. Please attach with the bid supporting auditor s certificate. 2.3 The bidder shall have an annual turnover (gross revenue) of at least Rs. 10 Crore (Rupees Ten Crore only) per year for last 3 years. Of this, at least 80% (eighty percent) revenue shall be for providing computer application software development/maintenance service to customers of advanced countries such as United States or Europe. Please attach with the bid supporting auditor s certificate. 2/10

3. Other Terms and Conditions 3.1 Technical bid should contain the followings: 3.1.1 At least 4 (four) CVs for each category/level of manpower who can be deployed to this order within two (2) weeks of receipt of the Purchase Order. 3.1.2 Supporting documentary evidence that the bidder is in the computer application software development/maintenance service providing business, providing such service to customers of advanced countries such as United States or Europe, for at least ten (10) years. 3.1.3 Supporting auditor s certificate that the bidder currently, and for last 2 years, has at least fifty (50) qualified (BE/B. Tech in Computer Science or Information Technology or MCA or equivalent in related field) software development professionals, with experience range varying from 3 months to 20 years (or more), on its permanent roll. 3.1.4 Supporting auditor s certificate that the bidder has an annual turnover (gross revenue) of at least Rs. 10 Crore (Rupees Ten Crore only) per year for last 3 years. Of this, at least 80% (eighty percent) revenue shall be for providing computer application software development/maintenance service to customers of advanced countries such as United States or Europe. 3.2 Technical bid must also contain 3.2.1 A confirmation that the price bid contains fees for the service, in Indian Rupees (INR) per month, excluding Service Tax, in following format: Work Experience Slab 0.5 to 2 years 2+ years On site (at IIT Kharagpur) Monthly Rate (Successful Bidder s Monthly Rate 3.2.2 Compliance to General terms and Conditions 3.3 L1 Bidder will be decided based on the grand total of fees assuming following resource usage pattern Work Experience Slab On site (at IIT Kharagpur) (Successful Bidder s 0.5 to 2 years 15 15 2+ years 5 5 3/10

ANNEXURE-I Terms of Reference for Outsourced Manpower Service A. Type of Manpower Resource 1. The vendor shall provide manpower resources competent to develop high quality software for digital library applications. 2. Resources shall have at the minimum, following credentials: a. Educational qualification of BE/B. Tech in Computer Science or Information Technology or MCA or equivalent in related field. b. At least 0.5 year s hands-on experience in software development work in Java, PHP, Web Technology and DB/XML parsing c. Capable to architect, design, code, test, debug, maintain and enhance software based on high level requirements d. Capable to build test suite and make regression test set up e. Able to carry out software quality assurance, release and version control f. Able to do data analysis, curation, validation and version control g. Able to do proper developer level as well as user level documentation h. Possess excellent analytical and problem solving skill 3. The vendor shall submit the CV of each manpower resource to the Principal Investigator of the project for approval of the resource prior to engagement of the resource. B. Work Outline 1. Architect, design, code, test, debug, maintain and enhance software 2. Build up test suite and make regression test set up 3. Software quality assurance, release and version control 4. Data analysis, curation, validation and version control 5. Documentation C. Work Place The work shall be carried out at on-site at IIT Kharagpur and/or at offsite at vendor s premises as decided by IIT Kharagpur for individual work items. D. Performance 1. Resources shall perform the assigned tasks; deliver the deliverables conforming to the acceptance criteria of the project within agreed schedules, individually and /or collectively. 2. In case any resource individually and/or collectively does not meet the performance requirements, the services of the failing resource(s) shall be terminated and the vendor shall replenish the void(s) created without any loss of time. 4/10

E. Intellectual Property Ownership 1. All inventions, improvements, discoveries and technical developments embodied in the work done as part of the assignment or resulting therefrom, whether or not patentable, which the resource(s) develops solely or jointly with others, and all patents, copyrights, trade secrets and tangible things, produced, developed, improved or otherwise created by the resource(s) of the vendor in the performance of the assignment or resulting therefrom are and shall be exclusive property of IIT Kharagpur, wherever it is legally permissible to be so. 2. The Vendor and its resource(s) allocated to NDL project hereby assigns to IIT Kharagpur, all rights, title and interest to work or work products done as part of the assignment wherever applicable and agrees to cooperate with IIT Kharagpur or its assignee(s) both during and after the term of the assignment, agreement and Purchase Order in procurement and maintenance of the rights of IIT Kharagpur in the work or work product and to sign all documents, including patent and copyright assignments, which IIT Kharagpur may deem necessary and desirable for vesting and perfecting such rights with IIT Kharagpur. 3. It should be noted that use of certain software available as Open Source, including but not limited to GPL licensing norms, will mean adherence to the licensing norms accompanying such software and such norms may not include rights to patent the final product developed building such software, transfer of property or transfer of rights, title and interest of such software which uses the said Open Source software and may additionally include obligations of distribution of the developed software back to the Open Source community,. It is accepted that such restrictions will not apply to IIT Kharagpur in terms of such software if they do not apply in equal measure to vendor. It is therefore agreed that use of any Open Source Software will be done through the mutual consent of both parties. 4. The vendor warrants that the work does not and shall not infringe upon the intellectual property rights of third parties and shall indemnify and defend IIT Kharagpur and hold it harmless from and against any and all liabilities, losses, damages and expenses resulting from any suit or action brought against by IIT Kharagpur alleging that the work infringes any third party intellectual property rights. This condition is applicable when read along with Section E (3) above. F. Performance Assurances 1. The vendor warrants that the work will be performed in a professional and competent manner and will conform to any specifications and acceptance criteria provided by IIT Kharagpur and shall be free from defects in design and workmanship. The vendor shall remedy any deficiencies in the work, at its sole cost and expense, promptly after request from by IIT Kharagpur. 5/10

G. Confidentiality 1. IIT Kharagpur as well as the vendor may disclose to each other Confidential Information which means information or material proprietary to either, whether written or oral, tangible or intangible, relating but not limited to, either s activities/business/products. Confidential Information may include, but is not limited to, data, know-how, trade secrets, designs, plans, processes, drawings, specifications, algorithms, reports, user analytics and pricing information. 2. Any information provided by IIT Kharagpur to the vendor or obtained by the vendor while working at IIT Kharagpur or in the course of performing work, is Confidential Information of IIT Kharagpur. Confidential Information will be treated by the vendor as confidential, using at least the degree of care the vendor uses with its own Confidential Information, but no less than the reasonable care. The vendor shall not use the Confidential Information for any purpose other than performance of the work, and shall not disclose Confidential Information to any person or entity, except for the vendor s employees who are assigned to the work and bound by NDL projectspecific confidentiality obligations. 3. Upon request of IIT Kharagpur, the vendor shall return to IIT Kharagpur, all documents or other information furnished by IIT Kharagpur including all copies thereof. H. Arbitration, Applicable Law and Jurisdiction 1. Any dispute between the parties shall be resolved by mutual discussions. Unresolved disputes, if any, shall be subject to resolution by a panel consisting of the Institute and an independent professional of repute, who shall represent the vendor. If the dispute cannot be resolved by the said panel, the matter shall be resolved by arbitration in accordance with the Arbitration and Conciliation Act, 1996. The venue of the arbitration shall be Kharagpur. The decision of the arbitrator shall be binding on both the parties. 2. This agreement shall be construed, governed and enforced in accordance with the laws of India and subject to exclusive jurisdiction of Courts at Medinipur. I. Validity and Termination This engagement shall be valid for the period mentioned in the Purchase Order and may extended by an amended or new Purchase Order. The engagement may be terminated by IIT Kharagpur, with or without cause, upon 30 days written notice. Upon termination IIT Kharagpur shall make payment till the last date of working on the basis of pro-rated monthly rates. Upon termination, the vendor shall provide to IIT Kharagpur all necessary assistance for smooth transition of work and hand over portions of the work done by the vendor till the last date of working including designs, source codes, test cases, data, documentation, notes/drafts, etc. 6/10

J. Manpower Requisition, Deployment and Billing/Invoicing 1. The Principal Investigator of the project or his nominee shall send a requisition for the skill type, level and number of manpower required over e-mail. 2. The vendor shall submit CV, for each requisitioned manpower, to the Principal Investigator of the project or his nominee, for his approval, within 3 (three) working days of the requisition. 3. The Principal Investigator of the project or his nominee will convey approval or rejection of the CV over e-mail. 4. On receipt of the approval of a CV, the vendor shall deploy the selected manpower within 4 (four) weeks of the approval. However the first batch of resources shall be deployed within two (2) weeks of receiving the confirmed PO. 5. Flat monthly billing shall apply irrespective of the holidays and number of working days in a particular month. 6. The vendor shall be allowed to provide to each person deployed, one day vacation for every completed month of service. Payment will be deducted for any additional vacation taken by a person on a prorated basis assuming 22 working days in a month. 7. Payment will be made on the monthly basis for the services provided during the previous calendar month. At the beginning of each month the Principal Investigator will set the work target for the month. The vendor shall submit a monthly report to the Principal Investigator, indicating the target of the month (as set by the Principal Investigator), detailing the work done during the month, targets achieved, deviation from target, if any, with reason, and manpower deployed, both on-site and off-site. The Principal Investigator shall review the report and if satisfactory, shall approve the same. The vendor shall prepare the invoice for the month, based on this approved monthly report and using the following format: Work Experience Slab No. of persons worked On site (at IIT Kharagpur) On site (at IIT Kharagpur) Rate No. of persons worked (Vendor s (Vendors Rate 0.5 to 2 years a b e g 2+ years c d f h Total amount = (a*b)+(c*d)+(e*f)+(g*h) In case, service of any manpower is provided for part of a calendar month, invoices shall be made, prorated for the partial month. In case of any excess vacation, the same shall be deducted on prorated basis. The vendor shall submit the invoice along with the certified monthly report to the Principal Investigator of the project for certification and payment. 7/10

GENERAL TERMS & CONDITIONS PLEASE SPECIFICALLY INDICATE THE FOLLOWING POINTS IN YOUR QUOTATIONS AND COMPLY THE TERMS AS MENTIONED HEREUNDER:- 1. TENDER ARE INVITED COMPLYING THE REQUIREMENT FOR TENDER AS DETAILED IN THE TENDER SPECIFICATION TO BE SUBMITTED IN THE COMPANY S / FIRM S LETTERHEAD NEATLY PRINTED / TYPED DULY SIGNED BY AUTHORIZED PERSON WITH THE SEAL OF THE BIDDERS. ALL ENVELOPS CONTAINING THE TENDER SHOULD BE PROPERLY SEALED. SEPARATE ENVELOPS SHOULD BE USED FOR TECHNICAL AND PRICE BID AND INDICATION TO THEIR EFFECT MAY PLEASE BE SUPERSCRIBED ON THE ENVELOP. 2. PERIOD OF VALIDITY: BIDS SHALL REMAIN VALID FOR ACCEPTANCE FOR A PERIOD OF 120 DAYS FROM THE DATE OF OPENING. 3. PAYMENT TERMS: A) Payment will be made on the monthly basis for the services provided during the previous calendar month. At the beginning of each month the Principal Investigator will set the work target for the month. The vendor shall submit a monthly report to the Principal Investigator, indicating the target of the month (as set by the Principal Investigator), detailing the work done during the month, targets achieved, deviation from target, if any, with reason, and manpower deployed, both on-site and off-site. The Principal Investigator shall review the report and if satisfactory, shall approve the same. The vendor shall prepare the invoice for the month, based on this approved monthly report and using the following format: Work Experience Slab No. of persons worked On site (at IIT Kharagpur) On site (at IIT Kharagpur) Rate No. of persons worked (Vendor s (Vendors Rate 0.5 to 2 years a b e g 2+ years c d f h Total amount = (a*b)+(c*d)+(e*f)+(g*h) In case, service of any manpower is provided for part of a calendar month, invoices shall be made, prorated for the partial month. In case of any excess vacation, the same shall be deducted on prorated basis. The vendor shall submit the invoice along with the certified monthly report to the Principal Investigator of the project for certification and payment. ENSURE SUBMISSION OF INVOICE AT THE END OF EACH CALENDER MONTH. 8/10

B) 100% PAYMENT THROUGH CROSSED ACCOUNT PAYEE CHEQUE / ELECTRONIC TRANSFER. C) ENSURE MENTIONING a. BANK DETAILS OF THE BENEFICIARY AND PAN NUMBER b. FULL NAME AND ADDRESS OF THE BENEFICIARY ON WHOM ORDER HAS TO BE PLACED 4. DELIVERY PERIOD: a. The Principal Investigator of the project or his nominee shall send a requisition for the skill type, level and number of manpower required over e-mail. b. The vendor shall submit CV, for each requisitioned manpower, to the Principal Investigator of the project or his nominee, for his approval, within 3 (three) working days of the requisition. c. The Principal Investigator of the project or his nominee will convey approval or rejection of the CV over e-mail. d. On receipt of the approval of a CV, the vendor shall deploy the selected manpower within 4 (four) weeks of the approval. However the first batch of resources shall be deployed within two (2) weeks of receiving the confirmed PO. 5. LIQUIDATED DAMAGES: THE FIRST BATCH OF RESOURCES TO BE DEPLOYED NOT LATER THAN THE DELIVERY DATE SPECIFIED. IF THE VENDOR FAILS TO DEPLOY ANY OR ALL THE RESOURCES REQUISITIONED BY THE SPECIFIED DATE, LIQUIDATED DAMAGES AT 1% PER MONTH OR PART THEREOF IN RESPECT OF THE VALUE OF THE SERVICE WILL BE DEDUCTED FROM THE CONTRACT PRICE SUBJECT TO A MAXIMUM OF 5%. ALTERNATIVELY, THE ORDER WILL BE CANCELLED AND THE UNDELIVERED RESOURCES SOURCED FROM ELSEWHERE AT THE RISK AND EXPENSE OF VENDOR. 6. ONLY THOSE BIDDERS WHO S BIDS HAVE BEEN TECHNICALLY FOUND ACCEPTABLE WILL ONLY BE INVITED FOR PARTICIPATION IN THE PRICE BID. 7. THOSE BIDDERS WHO DO NOT RECEIVE ANY COMMUNICATION FOR PARTICIPATION IN PRICE BID OPENING MEETING MAY PRESUME THAT THEIR BID HAS NOT BEEN ACCEPTED BY THE INSTITUTE. 8. CONDITIONAL OFFER WILL NOT BE ACCEPTED. 9. LATE TENDERS I.E. TENDER RECEIVED AFTER THE DUE DATE AND TIME OF SUBMISSION AS MENTIONED ABOVE SHALL NOT BE ACCEPTED. 10. BIDDERS TO ENCLOSE THE FOLLOWING DOCUMENTS:- A) CURRENT INCOME TAX AND SALES TAX CLEARANCE CERTIFICATES AND PAN NO. A) BANKER S SOLVENCY CERTIFICATE C) SUMMARY OF AUDITED STATEMENT OF ACCOUNTS FOR THE LAST THREE YEARS TO BE ENCLOSED AND FINANCIAL HIGHLIGHTS D) CUSTOMER SATISFACTION CERTIFICATE FROM ONE SUCH ORGANIZATION IS TO BE ATTACHED WITH THE TECHNICAL BID AND PRICE BID. 9/10

11. THE INSTITUTE DOES NOT BIND ITSELF TO OFFER ANY EXPLANATION TO THOSE BIDDERS WHO S TECHNICAL BID HAS NOT BEEN FOUND ACCEPTABLE BY THE EVALUATION COMMITTEE OF THE INSTITUTE. 12. ALL TENDERS (UNLESS OTHERWISE SPECIFIED) ARE TO BE SUBMITTED / HANDED OVER TO DR. B. SUTRADHAR, LIBRARIAN, CENTRAL LIBRARY, INDIAN INSTITUTE OF TECHNOLOGY, KHARAGPUR - 721 302 AND ACKNOWLEDGEMENT TO BE OBTAINED. IMPORTANT 1. IIT Kharagpur authority may accept or reject any or all the bids in part or in full without assigning any reason and does not bind itself to accept the lowest bid. The Institute at its discretion may change the quantity / upgrade the criteria / drop any item or part thereof at any time before placing the Purchase Order. 2. Promptly make arrangements for replacement any manpower that is not found competent or arising out of attrition. 3. In case of any dispute, the decision of the Institute authority shall be final and binding on the bidders. 4. For any query pertaining to this bid document correspondence may be addressed to Dr. B. Sutradhar, at the address mentioned above. LAST DATE FOR SUBMISSION OF SEALED BIDS: 18 th March, 2016, 15:00 Hrs (Indian time) 1) Please Note that the Institute remains closed during Saturdays & Sundays and all specified government holidays. 2) Fax, e-mail Tender will not be accepted. 3) The General Terms and Conditions for specific service other terms and conditions of the Institute will apply. ----------------------------------------------------------------------------------------------------- 10/10