ICAI Bhawan, Indraprastha Marg, New Delhi - 110002

REQUEST FOR PROPOSAL

FOR

SUPPLY, INSTALLATION AND COMMISSIONING

OF BIOMETRIC DEVICES FOR FINGER PRINT TIME

ATTENDANCE SYSTEM FOR STUDENTS AT REGIONAL AND BRANCH

OFFICES OF ICAI (CIRC, NIRC, EIRC, SIRC and WIRC) FOR IT AND
SOFT SKILL COURSES

Phase-II

Issued onOctober 25, 2019

THE INSTITUTE OF CHARTERED ACCUNTANTS OF INDIA (ICAI)

NEW DELHI
 TABLE OF CONTENTS

SECTION Page
Particulars
NO. No

RELEVANT INFORMATION AT A GLANCE 3

I NOTICE INVITING TENDER (Press/Website) 4

II ELIGIBILITY CRITERIA 7
III INSTRUCTIONS TO BIDDERS 8
IV SCOPE OF WORK 12
V GENERAL CONDITIONS OF THE CONTRACT 13

VI TECHNICAL SPECIFICATIONS 20
BID OPENING, EVALUATION AND SELECTION
VII 21
PROCEDURE
Annexure-A COVERING LETTER 22
Annexure-B TECHNICAL BID 23
Annexure-C FINANCIAL BID 24
Annexure-D LOCATIONS AND QUANTITIES DETAILS 25

2
 RELEVANT INFORMATION AT A GLANCE

Activities Date
This will be intimated through Institute’s
Pre-bid meeting
website- www.icai.org

Rs 60,000/-(Rupees Sixty Thousand only)

EMD
by way of Demand Draft drawn
in favour of ‘ The Secretary,
The Institute of
Chartered Accountants of India’ payable at
New Delhi
Last date and address for November 14, 2019 up to 5 p.m.
submission of bids Address for submission of bid-
Mr. Manna Dey
Deputy Director, Board of Studies
ICAI Bhawan
A-29, Sector 62,
NOIDA
Opening of the Technical This will be intimated though the Institute’s
Bid and Financial Bid website www.icai.org
Submission of query and Ms. Anindita Kundu,
Assistant Secretary, GMCS Coordination
Contact Person
Group (under BoS)
Phone: +91 33 30840296
Email: anindita.kundu@icai.in

Mr. Alok Gupta

Section Officer, Board of Studies
Phone: +91 0120 3045964
Email: guptaalok@icai.in

3
SECTION -I

THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA,

ICAI BHAWAN, I.P MARG, NEW DELHI – 110002
NOTICE INVITING TENDER (PRESS)

ICAI invites proposalsfrom eligible and experience reputed Vendorsfor the supply,
installation and commissioning of Biometric Devices forFingerprint Time Attendance
System for Students at Regional and Branch Offices of ICAI (CIRC, NIRC, EIRC,
SIRC AND WIRC) for IT and Soft Skill Courses Phase-II. Bidders are advised to go
through the tender document before submitting the bids. The details are available
at ICAI website www.icai.org/tender

Last Date of Bid Submission isNovember 14,2019 up to 5.00 PM.

Acting Secretary, ICAI

4
 TENDER NOTICE (WEBSITE) No.: ICAI/25-10-2019

ICAI invites proposals for the Supply, Installation and Commissioning of

Biometric Devices For Finger Print Time Attendance System for Students at
Regional and Branch Offices of ICAI (CIRC, NIRC, EIRC, SIRC AND WIRC)
for IT and Soft Skill Courses Phase-IIfrom reputed contractors having ability
& experience of executing similar types of work.

PLEASE SUBMIT ALL DOCUMENTS IN DUPLICATE/ XEROX COPIES

INCLUDING PART – I & PART – II.

Supply, Installation and Commissioning of

Sr. Name of Project
1 Scope of Work
2 Cost of RFP
3 Earnest Money Deposit
Biometric Devices for Finger-Print Time attendance
System For Students At Regional And Branch Offices
of ICAI (CIRC, NIRC, EIRC, SIRC and WIRC) for IT And
Soft Skill Courses – Phase-II
As per Section IV
Rs. 2000/- (Non- Refundable) +GST in the form
Document of Pay Order/Demand Draft in favour of
“The Secretary, The Institute of Chartered
Accountants of India” payable at Delhi.
Earnest Money Deposit of Rs 60,000/- (Rupees Sixty
Thousand only) in the form of Demand Draft in favour
of “The Secretary, The Institute of Chartered
Accountants of India” payable at Delhi.

Availability of RFP At ICAI’s Website www.icai.org

4
Document
November 14, 2019 up to 5.00P.M.
Last date, time and
Address for submission of Bids-
address for submission of
5 Mr. Manna Dey
Bids
Deputy Director, Board of Studies
ICAI Bhawan, A-29, Sector 62, NOIDA.
This will be intimated through Institute’s website-
6 Pre-bid meeting
www.icai.org
Date of opening the This will be intimated though the Institute’s website
7
Technical Bid (Cover-1) www.icai.org
Date of opening Financial This will be intimated though the Institute’s website
8
bid (Cover–2) www.icai.org
9 Validity of offer 90 days from the last date for submission of bids.
30 days for supply, installation and commissioning of
Period for supply & biometric devices for fingerprint time attendance
10 Installation of Biometric system for students at regional and branch offices of
devices ICAI (CIRC, NIRC, EIRC, SIRC and WIRC)for IT and
soft skill courses – Phase-II
Locations and number of
Biometric Devices for
11 fingerprint time As per List enclosed at Annexure-D
attendance system to be
installed
12 GST As applicable.

5
1. A Bidder cannot be allowed to submit more than one Bid

2. Bidder should have valid GST registration number and meet all legal
requirements.

3. The Bidder shall NOT sub-let the work or its coordination to any other
party/sister-concern without prior written consent from ICAI.
4. Any amendment/ corrigendum to the RFP document shall be posted
on the ICAI’s Website www.icai.org.
5. The ICAI reserves the right to call for any other details or information
from any of the Bidders.
6. ICAI reserves all rights to reject any bid at any time, at any stage,
fully or partly for whole process and/ or for particular bidder and
also reserves all rights at any time to add, alter, modify, change, edit
& delete any condition at any stage. ICAI also reserves the right to
cancel the entire tender process without assigning any reason. In this
regard, the decision of ICAI shall be final and binding on all the
Bidders.

7. The ICAI shall not be liable for non-receipt of any proposal.

6
 SECTION -II

ELIGIBILITY CRITERIA

This invitation to respond is open to authorized

Distributors/Dealers/Channel Partners/partners of any OEM.

Along with the General Eligibility criteria, the applicant/bidder has to satisfy
the following criteria also.
1. The bidder should be either Authorized Distributors/dealers/channel
partners/partners of any OEM.
2. The bidder should have valid Registration No. of GST and PAN No.
(Copies to be enclosed).
3. The bidder should have average annual turnover of not less than Rs.
100 Lac in the last three financial years (2016-17, 2017-18, 2018-
19). The turnover should be of the bidder and not of the group
companies or consortium. The turnover refers to a company and not
the composite turnover of its subsidiaries/ sister concerns etc. Duly
audited Balance Sheets/ Certificate by the auditor for the relevant
years be enclosed.
4. The bidder must have successfully executed 5 similar projects in last
three years (2016-17, 2017-18 and 2018-19) on All India basis. The
documentary evidence in form of work order/ contract and
performance report must be enclosed on the client’s letterhead.
(Bidder’s past achievement in this regard shall be considered for
technical evaluation).
5. The bidder should not have been blacklisted for any work by
Central/ State Government Departments/ PSUs/ Autonomous
Bodies during last three years. The bidder should also submit an
undertaking to this effect.
6. The Bidder should have self-owned/contracted service centres at
delivery locations mentioned in tender documents (Annexure -D).
7. The Biometric device must be BIS Certified.
8. The bidder should have valid latest ISO 9001:2015 certification/ ISO
27001: 2013 certification/ CMMi level 3 or above.

7
 SECTION -III

INSTRUCTIONS TO BIDDERS

1. Every page of the RFP document shall be signed by the bidder or by a

person duly authorized by the bidder.
2. All the terms and conditions for the supply, installation, payment terms
etc. will be those mentioned in the bid document and no
change/alterations in the terms and conditions by the vendor will be
acceptable.
3. Upon verification, evaluation / assessment, in case, any information
furnished by the bidder is found to be false / incorrect, their bid shall
summarily be rejected and no communication on the same shall be
entertained.
4. All changes, alterations, corrections in the RFP document shall be signed
in full by the person(s) signing the RFP document, with date. No eraser
and/or over writing without authentications is/are permissible.

5. No deviation from tender terms and conditions will be accepted. Any

violation thereof will lead to the rejection of the bid.

6. Bidder shall submit letter of authorization, authorizing the person

signing the RFP document on behalf of the bidder and the written power
of attorney in the name of person who is empowered for making such
authorizations.

7. ICAI will not be responsible for any misinterpretation or wrong

assumption by the bidder, while responding to the tender.

8. ICAI may, for any reason whether at its own initiative or in response to
the clarification requested by the prospective Bidder, issue amendment
in the form of addendum during the Bidding period and subsequent to
receiving the bids. Any addendum thus issued shall become part of the
Tender document and Bidder shall submit ‘original’ addendum duly
signed and stamped in token of his acceptance. For addendum issued
during the Bidding period, Bidder shall consider the impact in his Bid.
For addendum issued subsequent to receiving the Bids, Bidder shall
follow the instructions issued along with addendum with regard to
submission of impact on quoted price/revised price, if any.

9. The bidders are advised to go through the tender document and

advertisement carefully to understand the documents required to be
submitted as part of the bid, number of cover in which bid document
have to be submitted, number of documents – including the name and
content of each of the document that need to be submitted. Any
deviation from these may lead to rejection of the bid.

10. The person signing the RFP document shall sign all changes, alterations,
corrections in the RFP document in full with date. No eraser and/or over
writing without authentications is/are permissible.

11. The complete RFP document along with the documentary evidence
should be numbered.
8
12. The Bidder shall submit its Bid in two (2) parts, namely; Part-I will have
Technical Bid (as enclosed at “Annexure -I”) and Part-II will have
Financial Bid in the specified format given herein, in separate envelopes.
Technical Bid and Financial Bid shall be submitted on the Bidder’s letter
head.

13. Bid submitted shall be in the prescribed formats as given herein and
shall also have the relevant documents including documentary
evidences.

14. The Bids have to be completed in all respects as specified in this RFP
documents shall be sent/submitted in sealed envelope super
scribed“SUPPLY, INSTALLATION AND COMMISSIONING OF
BIOMETRIC DEVICES FOR FINGER PRINT TIMEATTENDANCE
SYSTEM FOR STUDENTS AT REGIONAL AND BRANCH OFFICES OF
ICAI (CIRC, NIRC, EIRC, SIRC and WIRC)FOR IT ANDSOFT SKILL
COURSES- Phase-II” by post/courier to –
Mr. Manna Dey
Deputy Director,
Board of Studies,
ICAI Bhawan,
A-29, Sector-62, Noida
Uttar Pradesh.
15. The Bids shall be valid for a period of 90 days from the last date for
submission of the Bid.
16. The complete bid document should be submitted before due date and
time. Bid received after the stated time and date would not be considered
and is liable for rejection.
17. The ICAI reserves the right to accept/reject any or all the bid(s) including
the lowest bid without assigning any reason and no correspondence in
this regard shall be entertained. The ICAI takes no responsibility for
delay, loss, or non-receipt of response to this RFP.
18. The bidder shall carefully examine and understand the
specifications/conditions of RFP and seek written clarifications, if
required, to ensure that they have understood all
specifications/conditions of RFP Document.
19. The successful Bidder shall be required to enter into an Agreement with
the ICAI, within fifteen (15) days from the date of receipt of letter of
intent or within such extended period, as may be specified by the ICAI in
this regard.
20. Submission of illegible documents shall lead to disqualification of the
bidder.

9
21. Date & Time of opening of Bids- shall be communicated through
Institute’s website www.icai.org

22. The bid must be accompanied with earnest money deposit (interest free)
for the amount indicated in the Notice Inviting Tender in the form of a
Demand Draft drawn on any Nationalized/Scheduled Bank in favour of
“The Secretary, The Institute of Chartered Accountants of India”, payable
at Delhi. Tenders not accompanied with EMD shall be summarily
rejected.

23. If the bidder, after submission, revokes his/its bid or modifies the terms
and conditions thereof during the validity period except where the ICAI
has given opportunity to do so, the earnest money deposit submitted by
Bidder shall, in such case, be forfeited. The Earnest Money Deposit of
unsuccessful bidders shall be returned within reasonable time, after
award of contract.
24. The bidders are cautioned that not giving complete information called for
in the RFP document or not giving it in clear terms or making any change
in the prescribed forms or deliberately suppressing the information may
result in the bidder being summarily disqualified.

25. The bidder is advised to attach any additional information, which he

thinks is necessary in regard of his capabilities to establish that the
bidder is capable in all respects to successfully complete the envisaged
work. He is however, advised not to attach superfluous information. No
further information will be entertained after the bid is submitted, unless
ICAI calls for it.

26. Reference, information and certificates from the respective clients

certifying technical, delivery and execution capability of the bidder
should be signed and the contact numbers of all such clients should be
mentioned. ICAI may also independently seek information regarding the
performance from the clients.

27. No enquiry shall be made by the bidder(s) during the course of evaluation
of the Bids, till final decision is conveyed to successful bidder(s).However,
ICAI can make any enquiry / seek clarification from the bidder(s),which
the bidder must furnish within the stipulated time else bid of such
defaulting bidder will be rejected.

28. Annual Maintenance Contract

Along with the bid, the Bidder must quote charge for comprehensive
Annual Maintenance Contract (AMC) applicable after the expiry of the
period of warranty. Any Tender without quote for the AMC shall not be
considered. The Institute reserves the right for third party maintenance
after expiry of the warranty period. The manufacturer/supplier should
give undertaking that all component/spares would be made available
and comprehensive support will be provided on the whole Biometric
Time attendance System, for a minimum period of 1 year.
Comprehensive support will be as specified under Support and post
Installation warranty.

29. Prices shall be written in both words and figures. In the event of
difference, the price in the words shall be valid and binding.

10
30. The financial bid shall be evaluated for completeness and accuracy.
Arithmetical errors will be rectified on the following basis:

 If there is a discrepancy between unit price and total price that is

obtained by multiplying the unit price with the quantity, Unit
price shall prevail, and total price shall be corrected. If the
bidder does not accept the correction of the errors, its bid will be
rejected. If there is any discrepancy between words and figures,
the amount in words will prevail.

11
 SECTION –IV

SCOPE OF WORK

The Scope of Work shall include:

1. Supply, Installation and Commissioning of Biometric Device for finger

print time attendance system for students as per prescribed technical
specifications as given in Section – VI at the locations mentioned at
Annexure – D.

2. Comprehensive Annual Maintenance after the expiry of warranty period

of one year. The Service Provider shall provide comprehensive
maintenance/ support and would make available all components/spares
for the Biometric Time attendance Systems, during warranty period and
Annual Maintenance Contract (AMC) as well.

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 SECTION -V

GENERAL CONDITIONS OF CONTRACT (GCC)

1. Application

These general conditions shall apply to the extent that provisions in other
parts of the RFP do not supersede them. For interpretation of any clause in
the RFP or contract, the interpretation/clarification of the ICAI shall be final
and binding on the Bidder.

2. RFP Clarifications

During technical evaluation of the bids, ICAI may, at its sole discretion, ask
Bidders for clarifications on their bids. Any word used in singular shall have
the connotation of plural as well.

3. Amendments in RFP

ICAI may, for any reason whether at its own initiative or in response to the
clarification requested by the prospective Bidder, issue amendment in the
form of addendum during the Bidding period and subsequent to receiving
the bids. Any addendum thus issued shall become part of the Tender
document and Bidder shall submit ‘original’ addendum duly signed and
stamped in token of his acceptance. For addendum issued during the
Bidding period, Bidder shall consider the impact in his Bid. For addendum
issued subsequent to receiving the Bids, Bidder shall follow the instructions
issued along with addendum with regard to submission of impact on quoted
price/revised price, if any.

4. Partnership /Company

If the Bidder is a Partnership Firm/Company, the full particulars of the

composition of the firm/Company in detail should be submitted along with
name(s) and address(es) of the partners/Directors, copy of the Partnership
Deed/ Articles of Association & Memorandum of Association /Power of
Attorney/any other relevant document.

5. Disqualifications

The ICAI may at its sole discretion and at any time during the evaluation of
Bid, disqualify any bidder, if the bidder has Submitted the Bid documents
after the response deadline; Made misleading or false representations in the
forms, statements and attachments submitted in proof of the eligibility
requirements; Exhibited a record of poor performance such as abandoning
works, not properly completing the contractual obligations, inordinately
delaying completion or financial failures, etc. in any project in the preceding
three years; submitted bid that is not accompanied by required
documentation or is non-responsive; Failed to provide clarifications related
thereto, when sought; Submitted more than one Bid; Declared ineligible by

13
the Government of India or any other body for corrupt and fraudulent
practices or blacklisted; or modified the terms and conditions of RFP.

6. Preparation of Bid

The Bidder shall comply with the related information during preparation of
the Bid. The Bid and all associated correspondence shall be written in
English and shall conform to prescribed formats. Any interlineations,
erasures or over writings shall be valid only if they are initialed by the
authorized person signing the Bid. The Bid shall be typed or written in
indelible ink and shall be signed by the Bidder or duly authorized person(s)
to bind the Bidder to the contract. The letter of authorization shall be
supported by written power of attorney and shall accompany the Bid.

Bidders are not permitted to modify, substitute, or withdraw bids after its
submission.

7. Earnest Money and Performance Security

A sum of Rs.60,000/- (Rupees Sixty Thousand only) as earnest money

deposit (EMD) in the form of the demand draft drawn on any
Nationalized/Scheduled Bank drawn in favour of ‘The Secretary, the
Institute of Chartered Accountants of India’, payable at New Delhi shall
be furnished by the Bidder along with the Bid.

The successful Bidder shall furnish to ICAI performance guarantee for an

amount equivalent to 10% of contract value in the form of bank guarantee
issued by a Nationalized/scheduled Bank in favour of ‘The Secretary, The
Institute of Chartered Accountants of India, New Delhi’ within Seven (7)
days of the receipt of the Letter of Intent. On the receipt of Performance Bank
Guarantee, EMD will be refunded/returned to the successful Bidder.

EMD/Security Deposit/Performance Security is liable to be

forfeited in case:

a. The successful bidder withdraws its/his offer during the period of tender
validity (The offer shall be valid for a minimum period of 90 days from
the last date of submission of Bid).
b. The successful bidder refuses/fails to execute the Agreement or furnish
the Performance Guarantee.
c. The successful bidder fails to honour the contract or refuses to comply
with any or all terms and conditions of the tender.

The EMD of unsuccessful bidder shall be returned only after finalization of

the tender process.

No interest shall be paid on the amount of Earnest Money and Performance

Guarantee Deposit.

14
8. Submission, Receipts & Opening of Bids

Technical & Financial bids must be submitted in separate and sealed

envelopes respectively. The bids shall be opened on the specified date and
time at the designated venue.

9. Deadline for submission of Bids

Bids from Bidders, complete in all respects must be received by the ICAI at
the address and by the date specified in the RFP.

10. Deliverables

The Bidder shall submit all the deliverables on due date as per the
stipulated delivery schedule. The deliverables include supply, installation of
biometric devices for finger print time attendance system at Regional and
Branch offices of ICAI at the locations mentioned in the “Annexure-D”. The
Bidder will submit the copy of delivery and installation challans to the
authorized officer who signed the ‘Work Order’.

11. Payment Terms

Payment shall be made as per the following:

ICAI, after the supply and installation of Biometric devices at the

specified locations, with 1 year onsite comprehensive warranty, shall
remit payment to the Vendorwithin thirty (30) days from the date of
receipt of invoice subject to submitting all requisite documents
(Successful installation reports, challans from all locations) along with
invoice and verification thereof.Accordingly,tax Invoice shall be
raisedlocation-wise.

Payment of comprehensive AMC shall be payable on quarterly basis at

the end of each quarter on submission of satisfactory performance report
from each installation location and Invoice.

12. Right to Accept Bid

With regard to the RFP, the ICAI has the following rights:

a) Accept or reject any of the proposals, without assigning any reasons

thereof.
b) Ask for re-submission.
c) Request clarification from bidders.
d) to accept any Bid in whole or in part
f) reject whole process

15
13. Conflict of Interest

ICAI requires that Bidders should provide professional, objective, and impartial
advice and at all times hold the ICAI’s interests paramount, strictly avoid
conflicts with other assignments/jobs or their own corporate interests.

14. Confidentiality

Nothing shall be disclosed by any bidder with any other person not officially
concerned with such process until the selection process is over. The undue
use by any Bidder of confidential information related to the process may
result in rejection of its Bid. Except with the prior written consent of the
ICAI, the Bidder(s) and its/their personnel shall not at any time
communicate to any person or entity any confidential information acquired
in the course of the bidding process.

15. Standards of Performance

The selected Bidder i.e. Service Provider shall perform the services and carry
out their obligations under the Contract with due diligence and efficiency.
The Service Provider shall always act in respect of any matter relating to this
contract as faithful advisor to the ICAI. The Service Provider shall always
support and safeguard the legitimate interests of the ICAI in any dealings
with the third party.

16. Assignments

The Service Provider shall not assign/outsource the work to any other
Agency/individual, in whole or in part, to perform its obligation under the
Contract, without the prior written consent of ICAI.

17. Liquidated damages

A. Delay in supply and installation:

If during the contract period, following problems are found, a Liquidated
damages @ 0.5% of contract value per week on each default and maximum
up to 10% of the contract value shall be imposed on the Service provider by
the ICAI:

• Quality of deliverables is not up to the mark (till the quality is

improved to the required extent).

• Delay beyond stipulated schedule in delivery, installation and

commissioning of deliverables.

If the delay of supply/installation/improving the quality of the deliverables

is beyond 2 weeks, then the ICAI may rescind the Contract and will be free
to get it done from other Agency at the risk and costs of the Service Provider.

16
B. Delay in Maintenance and extending support:

The Service Provider shall ensure that the call reported by ICAI must be
attended personally on or before Next Business Day (NBD) and resolved
within 2 working days. In case call is not resolved in 2 days then service
provider shall provide a standby Biometric devise of same configuration. In
case during warranty period, vendor fails to provide maintenance/ standby
Biometric machines of same configuration and the Up time of 95% is not
maintained by the service provider then ICAI reserves the right to impose
Liquidated Damages and/or invoke the Bank Guarantee.

18. Period for supply, install and commissioning of biometric devices

for finger print time attendance system

The biometric devices for finger print time attendance system shall be
installed and made operational at all the locations as mentioned at
Annexure - D within 60 days from the receipt of the Letter of Intent.

19. Warranty and Post installation support

The System shall be under comprehensive on-site warranty for 1 years from
the date of completion of supply of System, its successful
installation/Commissioning and acceptance by ICAI. Bidder must provide
the supporting Manufacturer Authorization Form. During warranty period,
besides service /maintenance, the vendor shall rectify/replace the faulty
systems, supply all spare parts and provide support for all supplied items at
all the locations at its own cost and expenses. The service
Provider/Contractor must furnish a warranty for providing free post
Installation comprehensive support during a warranty period of one year
from the date of successful installation and commissioning.

20. Annual Maintenance Contract

Comprehensive Annual Maintenance Contract (AMC) shall be for one_year

after the expiry of the period of warranty.

21. Term

The contract shall be initially valid for a period of 2 years (1 for warranty + 1
for AMC) from the date hereof. If the parties so desire, the period of contract
may be extended further on mutually agreed terms.

22. Indemnity

21.1 The Service Provider shall keep ICAI indemnified against all actions,
suits and proceedings and all and any costs, charges, expenses, loss or
damage incurred, suffered, caused to/sustained by ICAI by reason of
infringement of intellectual property rights of third party or any default
orbreach or lapse or negligence or non-observance of any rules, regulations,
laws, byelaws etc. or non-performance or any non- payment by/on behalf of
Service Provider.

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21.2 The Service Provider shall, at its own expense, defend, indemnify, and
hold ICAI harmless for damages, liabilities, claims, losses, costs, demands,
suits, actions, and reasonable expenses (including but not limited to
reasonable attorneys' fees and settlement costs) (collectively, "Damages")
arising out of or related to any third party suits or claims brought against
ICAI (i) arising out of or related to the Service Provider's violation of any
applicable laws, gross negligence, or willful misconduct, or (ii) arising out of
or related to any physical damage to property, or personal injury or death,
caused by Service Provider or any of its Affiliates, officers, directors, and
employees.

21.3 If any action in any court of law is brought by a third party against ICAI
or any of its representatives /officers for the failure or neglect on the part of
Service Provider to perform any acts, matter, covenants or things under the
Contract, or for any damage or injury caused by the alleged omission or
negligence on the part of Service Provider, its agents/representatives or
employees, Service Provider shall in all such cases be responsible and
indemnify and keep ICAI and/ or its representative/officers harmless from
all losses, damages, expenses or decrees arising out of such action.

23. Termination

Either party has the right to terminate the contract by giving 30 days
priorwritten notice of termination to the other without assigning any
reason.

The ICAI may, by giving 15 days advance written notice to the Service
Provider, terminate the contract for the following -

 for Default to perform obligations under the Contract or if the

quality is not as per the specifications/satisfaction of the ICAI or in
the event of non-adherence to time schedule by the Service
Provider;

 service becomes incapable of or unable to perform the Contract;
dissolution of Service Provider or commencement of liquidation or
winding up proceedings or appointment of a Receiver or insolvency
of the Service Provider;

 Service Provider assigns or sub-lets the work under the contract
without the prior written permission from the ICAI;

 Service Provider violating any of the terms and conditions of the
contract.

However, the termination notice may be revoked provided the Service

Provider rectifies the default within notice period to the satisfaction of the
ICAI. No consequential damages shall be payable to the Service Provider in
the event of such termination.

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24. Consequences of Termination

Upon Termination of the Contract, the work undertaken by the Service

Provider shall become the property of the ICAI and all its rights shall vest in
the ICAI.

25. Resolution of Disputes

In case any dispute arises between the parties in relation to or in connection

with any of the terms and conditions of RFP documents or the contract
arising thereunder, in the first instance, the parties shall try to resolve the
dispute amicably, failing which the dispute shall be referred to the sole
arbitrator to be appointed mutually by the parties. The Arbitration and
Conciliation Act, 1996 and any statutory modification or re-enactment
thereof, shall apply to these arbitration proceedings. Arbitration proceedings
shall be held at Delhi and the language of the arbitration proceeding and
that of all documents and communications between the parties shall be in
English. The decision of the arbitrator shall be final and binding upon both
the parties. All arbitral awards shall be in writing and shall state the reasons
therefor. The expenses of the arbitration as determined by the arbitrator
shall be shared equally by the parties.

26. Jurisdiction

Subject to the arbitration clause herein contained, all disputes between the
parties pertaining to this contract shall be subject to the jurisdiction of the
competent Courts at Delhi only.

27. Taxes and Duties

The Bidder(s) shall fully familiarize themselves about the applicable taxes
such as GST, etc. on amount payable by ICAI under the contract. The
Service provider shall pay such tax, duties, fees and other impositions
(wherever applicable) levied under the applicable law.

28. Assignment

The Service Provider shall not assign the work to any other
Agency/individual, in whole or in part, to perform its obligation under the
Contract, without the ICAI’s prior written consent.

19
 SECTION -VI

Technical Specifications of Biometric Device for Fingerprint Time

Attendance System

Sr Item Description
.
Biometric Device for Fingerprint Time Attendance System
1 Note: (There may be approx. 20 % to 25% variation in the exact
numberof biometric devices to be installed at centres of ICAI. ICAI
reserves its right to alter the stated figure).
A Technical
specifications
Storage Capacity
Finger print users 1,000
Password User 1,000
Attendance Records 100,000
Verification ID Card, Password
Fingerprint
Combination FP+Card, PIN+Card, FP+PIN+Card
B Biometric sensor
Fingerprint Sensor Optical Sensor
Verification Time >1.0s
False Rejection Rate < 0.01%
False Acceptance Rate < 0.0001%
C Communication RS485, USB Drive/Link, TCP/IP
D Working Humidity 20%-60%
E Working 00C-500C
Temperature
F Display 2.4 inches (Color Display)
G Display Language English
H Power 5V to 12V DC
Idle Current 400mA
Working Current 500mA
Sound Indicator Buzzer, Voice
Access Control Built-in / Optional
Battery Backup Built-in
I Software Features Integration of Compatible Web based
software to pull attendance reports from
the time attendance device to our Online
Registration Portal of the students. The
reports should be available in
Excel/PDF formats.
(i) SDK Services for MySQL Integration (Attendance record pull from
device to Online student Registration)
(ii) Cloud for minimum200 Users

20
 SECTION -VII

Bid Opening, Evaluation and Selection Procedure

Evaluation Process

Response to this RFP would be evaluated in two phases. Initially

technical bids will be opened and evaluated. Those bidders who
satisfy the technical requirements of the work, as per the
requirements/specifications and the terms and conditions of this RFP,
shall be short-listed. Financial bids shall be opened only for the short-
listed bidders who have qualified in the technical bid.

Technical Evaluation

The Bidder should comply minimum technical requirement specified

in Section-VI.
As part of the Technical Bid Evaluation, bidders may be required to
demonstrate to the ICAI, their works of similar nature, which forms
part of the knowledge base of the bidder for the work and also exhibits
bidder’s domain expertise.

Financial Evaluation

The Financial bids of the short listed bidders will be evaluated on the
basis of the amount quoted in the Bid. To decide ’L1 Bidder’, amount
mentioned against Grand Total Value will be taken into account.

21
 Annexure-A

COVERING LETTER (ON THE BIDDER’S LETTER HEAD)

DATE:

Dear Madam/Sir,

Sub: Bid for supply, installation and commissioning of biometric

devices for finger print time attendance system for students at regional
and branch offices of ICAI (CIRC, NIRC, EIRC, SIRC and WIRC) for IT
and soft skill courses- Phase-II

Having examined the RFP, I/we, M/s___________, offer our proposals for the
subject works and are in full conformity with the said RFP. We have read
the provisions of RFP and confirm that these are acceptable to us. We
further declare that additional conditions, variations, deviations, if any,
found in our bid shall not be given effect to.

We agree to abide by the terms and conditions of this Bid, including this
letter, the Technical and Financial Bid, the duly notarized written power of
attorney and all attachments and it shall remain binding upon us and may
be accepted by you at any time before the expiry of the validity period. I/We
enclose herewith following demand drafts: -
1. Earnest Money of Rs. 60,000 /- (Rupees Sixty Thousand only) by
Demand Draft no ….........dated….........drawn on …........................
Bank ….......................Branch.
2. Cost of RFP document of Rs. 2000/- (Non- Refundable) +GST by
Demand Draft no….........dated….........drawn on …........................
Bank….......................Branch.

We hereby declare that all the information and statements made in this bid
are true and any misleading/false information contained in it may lead to
our disqualification.

We understand that you reserve the right to accept or reject any bid.

Signature of Authorized Signatory (in full and initials):

Name and title of signatory:
Duly authorized to sign this Bid for and on behalf of
Name of Firm:
Address:

Note: This will be enclosed in original along with both Technical & Financial
Bid.

22
 Annexure-B
TECHNICAL BID
(On the Letterhead of the Bidder)

1. Name of the Individual /Firm/Company:

2. Physical address:
3. Address of the company/Firm (Pl. Enclose Proof):
4. Contact details (Telephone/email/Fax)
5. Date of incorporation/registration (Pl. Enclose proof., if applicable)
7. Net worth of the company/firm ((Pl. Enclose Proof, If applicable):
8. Name(s) of the directors/Partners:
9. Names of the major customers:
10. Details of similar assignments handled in the past (Pl. Enclose Proof):
11. Current similar assignments on hand (Pl. Enclose Proof):
12. Details of turnover for the past 5 years (Pl. Enclose Proof):
13. Attach copies of audited annual accounts for the past 3 years
14. Number of employees:
15. Number of technical personnel:
17. Persons authorized by the company to execute documents on its
behalf, with ICAI
18. PAN Number (Pl. Enclose Proof):
19. GST Registration Number (Pl. Enclose Proof, if Applicable):
21. CMMI Certification (if applicable)

Declaration: We hereby declare that the above information furnished is

true to the best of our knowledge and information and if it is discovered at
a later date that any or all of the above information is incorrect, we shall
be disqualified and that if the assignment is already awarded, ICAI shall
be within its rights to cancel the contract forthwith without assigning any
reasons whatsoever.

Place: Signature

Date:

23
 ANNEXURE-C

FINANCIAL BID

For supply, installation and commissioning of Biometric Devices for

finger print time attendance system for students at regional and
branch offices of ICAI (CIRC, NIRC, EIRC, SIRC and WIRC) for IT and
soft skill courses

Total Amount
in INR
Unit
Sr. Item Qty inclusive of all
Price
applicable
taxes
Supply, Installation and
Commissioning of Biometric Device
for fingerprint time attendance
1 290
system for students as per
prescribed technical specifications
as given in Section – VI
Annual Maintenance Charges
2

Note:
1. ICAI will not be responsible for any another payment (e.g.
Delivery/transportation, Taxes, insurance etc.) apart from the aforesaid
commercials.
2. ICAI may order all the items together or in part and can be selective in
ordering for respective requirements. There may be an upscale or downscale
variation in ordered quantity by 20% - 25%.
3. No TA/DA and no local conveyance or any travel cost will be reimbursed by
ICAI.

Name:
Date:
Sign:
Address with Phone No and E Mail ID:

Stamp:

24
 Annexure-D

LOCATIONS AND QUANTITIES DETAILS

NO OF BIOMETRIC MACHINES TO
S. No. POU NAME REGION
BE INSTALLED
1 Agra CENTRAL 2
2 Ajmer CENTRAL 2
3 Aligarh CENTRAL 2
4 Allahabad/Prayagraj CENTRAL 2
5 Alwar CENTRAL 2
6 Bareilly CENTRAL 2
7 Beawar CENTRAL 2
8 Bhilai CENTRAL 2
9 Bhilwara CENTRAL 2
10 Bhopal CENTRAL 3
11 Bikaner CENTRAL 2
12 Bilaspur CENTRAL 2
13 Chittorgarh CENTRAL 2
14 Dehradun CENTRAL 1
15 Dhanbad CENTRAL 2
16 Gorakhpur CENTRAL 1
17 Gwalior CENTRAL 1
18 Haldwani CENTRAL 1
19 Haridwar CENTRAL 2
20 Indore CENTRAL 2
21 Jabalpur CENTRAL 2
22 Jaipur CENTRAL 4
23 Jamshedpur CENTRAL 2
24 Jhansi CENTRAL 1
25 Jodhpur CENTRAL 2
26 Kishangarh CENTRAL 2
27 Kota CENTRAL 2
28 Lucknow CENTRAL 2
29 Mathura CENTRAL 2
30 Meerut CENTRAL 2
31 Moradabad CENTRAL 2
32 Muzaffarnagar CENTRAL 2
33 Noida CENTRAL 3
34 Pali CENTRAL 2
35 Patna CENTRAL 2
36 Raipur CENTRAL 2
37 Ranchi CENTRAL 2
38 Ratlam CENTRAL 1
39 Saharanpur CENTRAL 2
40 Sikar CENTRAL 2
41 Sriganganagar CENTRAL 2
42 Udaipur CENTRAL 2
43 Ujjain CENTRAL 2
44 Varanasi CENTRAL 2
45 Asansol EASTERN 2
46 Bhubaneswar EASTERN 2
47 Cuttack EASTERN 2
48 Durgapur EASTERN 2
49 Guwahati EASTERN 2
50 Rourkela EASTERN 1
25
 NO OF BIOMETRIC MACHINES TO
S. No. POU NAME REGION BE INSTALLED
51 Sambalpur EASTERN 2
52 Siliguri EASTERN 1
53 Ambala NORTHERN 2
54 Amritsar NORTHERN 2
55 Bathinda NORTHERN 2
56 Faridabad NORTHERN 2
57 Himachal Pradesh NORTHERN 2
58 Hisar NORTHERN 2
59 Jalandhar NORTHERN 2
60 Jammu NORTHERN 2
61 Karnal NORTHERN 2
62 Ludhiana NORTHERN 2
63 Panipat NORTHERN 1
64 Patiala NORTHERN 2
65 Rewari NORTHERN 2
66 Rohtak NORTHERN 2
67 Sangrur NORTHERN 2
68 Sirsa NORTHERN 1
69 Sonepat NORTHERN 2
70 Yamunanagar NORTHERN 2
71 Alleppey SOUTHERN 2
72 Anantapur SOUTHERN 2
73 Belgaum SOUTHERN 2
74 Bellary SOUTHERN 3
75 Calicut SOUTHERN 3
76 Coimbatore SOUTHERN 5
77 Ernakulam SOUTHERN 4
78 Erode SOUTHERN 2
79 Guntur SOUTHERN 2
80 Hubli SOUTHERN 2
81 Kadapa SOUTHERN 2
82 Kakinada SOUTHERN 1
83 Kalaburgi SOUTHERN 1
84 Kanchipuram SOUTHERN 2
85 Kannur SOUTHERN 2
86 Karimnagar SOUTHERN 2
87 Kottayam SOUTHERN 2
88 Kumbakonam SOUTHERN 2
89 Kurnool SOUTHERN 2
90 Madurai SOUTHERN 2
91 Mangalore SOUTHERN 2
92 Mysore SOUTHERN 2
93 Nellore SOUTHERN 2
94 Ongole SOUTHERN 2
95 Palghat SOUTHERN 2
96 Pondicherry SOUTHERN 2
97 Quilon SOUTHERN 2
98 Rajamahendravaram SOUTHERN 2
99 Salem SOUTHERN 2
100 Sivakasi SOUTHERN 2
101 Tiruchirapalli SOUTHERN 2
102 Tirunelveli SOUTHERN 2
103 Tirupati SOUTHERN 2
104 Tirupur SOUTHERN 2
26
 NO OF BIOMETRIC MACHINES TO
S. No. POU NAME REGION BE INSTALLED
105 Trichur SOUTHERN 2
106 Trivandrum SOUTHERN 2
107 Tuticorin SOUTHERN 2
108 Udupi SOUTHERN 2
109 Vellore SOUTHERN 2
110 Vijayawada SOUTHERN 5
111 Visakhapatnam SOUTHERN 4
112 Warangal SOUTHERN 2
113 Ahmednagar WESTERN 2
114 Akola WESTERN 2
115 Amravati WESTERN 2
116 Anand WESTERN 2
117 Aurangabad WESTERN 3
118 Baroda WESTERN 3
119 Bharuch WESTERN 2
120 Bhavnagar WESTERN 2
121 Bhuj WESTERN 1
122 Dhule WESTERN 2
123 Gandhidham WESTERN 2
124 Goa WESTERN 3
125 Jalgaon WESTERN 2
126 Jamnagar WESTERN 2
127 Kolhapur WESTERN 2
128 Latur WESTERN 2
129 Nagpur WESTERN 4
130 Nanded WESTERN 2
131 Nashik WESTERN 2
132 Navi Mumbai WESTERN 3
133 Navsari WESTERN 2
134 Pimpri Chinchwad WESTERN 2
135 Rajkot WESTERN 3
136 Ratnagiri WESTERN 1
137 Sangli WESTERN 2
138 Satara WESTERN 2
139 Solapur WESTERN 2
140 Vapi WESTERN 3
Total 290

27