open tender tender for south eastern railway
Contents
1. 5 In addition to the above items I to vii stated above the firm would also supply i ii ii iv v vi 5 nos of PCs Core 2Duo 2 Ghz speed or more 512 MB RAM DVD Combo LAN Card in built 80 GB HDD or more with Windows XP Prof or Vista Ultimate PCs would be of HCL HP IBM Lenovo WIPRO or Dell make 5 sets of computer furniture table and revolving chair with arm would also be supplied along with the PCs A small network would be created with these PCs connecting the Servers for the purpose of customization trial run etc For this purpose required I O box patch cords etc would also be arranged 1 no of 10 KVA on line UPS to provide uninterrupted power supply to the Servers 2 nos of Colour inkjet printer with A3 size printing facility HP Officejet K7108 or similar 1 nos Multi functional Deskjet Printer HP Officejet 6318 or similar One LCD DLP Projector Minimum 1500 Ansi lumens of Epson Sharp In Focus 5 UPS 600 VA or more of APC TVS make for the desk top PCs 6 Railway would merely extend its existing LAN connectivity and electric power connectivity to the primary core switch of the Server of the new System give the data in respect of the on going projects for creating the database of the system organize the consultation and discussion with the users and provide the overall all co ordination for successful and smooth implementation SOUTH EASTIBRN RAILWAY 7 The Firm Exec2. SOUTH EASTERN RAILWAY encountered during the execution of works are taken into account In case they need to again see the site or verify certain conditions which are critical to their evaluation or technical requirement they may get in touch with Sr EDPM and fix a time and date for the same well in advance of the date of receipt of tender document 28 The tenderer whose tender has been accepted shall be required to appear at the office of 29 30 31 32 the Sr EDPM Garden Reach S E Railway in person or if a firm or corporation a duly authorised representative shall so appear to execute the contract documents within seven days after the notice that the contract has been awarded to him them failure to do so shall constitute a breach of the agreement effected by the acceptance of the tender in which case the full value of the earnest money accompanying the tender shall be forfeited without prejudiced to any other rights or remedies In the event of any tenderer whose tender is accepted shall refuse to execute the contract documents as herein before provided the Railway may determine that such tenderer has abandoned the contract and there upon this tender and the acceptance thereof shall be treated as cancelled and the railway shall be entitled to forfeit the full amount of the earnest money and to recover the liquidated damages for such default That work will be carried out on fixed programme approved by the Sr EDPM Garden Reach K
3. 10 of the bill amount till the total Security Deposit amount is recovered Signature of Tenderer s Name amp Address SLEDPM amp S E Railway Garden Reach For and on behalf of President of India SOUTH EASTERN RAILWAY Part V General condition of the tender General conditions of contract and specifications for materials and works are laid down in general conditions of contract and standard specifications 2001 of S E Rly Part l ll lll and which can be seen at the office of the Sr EDPM Garden Reach These terms and conditions form part of the contract unless otherwise mentioned in the special condition and specifications The tenderer shall quote their rates in the tender giving the rates both in figures and words per unit as per details specified therein Tenderer s containing erasers and alterations of the tender documents are liable to be rejected Any correction made by the tenderer s in his their must be attested by him them Validity of the Offer 4 The tenderer shall hold the offer open till 90 days from date of opening of the tender It is understood that the tender documents have been issued to the tenderer and the tenderer is being permitted to submit his offer with the stipulation that after submitting his tender he will not rescind from his offer or modify the terms and conditions thereof in a manner not acceptable to Sr EDPM S E Rly Garden Reach Failure to comply with tender conditions 5
4. Executing Agency will require for execution of the work please quote rate for each individual hardware item that would come under this group Additional Hardware PC as per specification in Part along with 5 networking ina room with CAT 5 cable patch cords I O box all that is required 10 KVA on line UPS 1 500 600VA UPS for PCs 5 MFD Printer HP Officejet 6318 or similar 1 Inkjet Printer with A3 size printing HP 2 Officejet K7108 or similar LCD DLP Projector 1 Computer Table amp chair with arm set 5 l Software The cost of software would include license for 50 users as explained in para 11 of Scope of Work While giving rates rates for each software may be given separately with break up cost for each software Ill System Integration Installation customization of the Software as per the details given in Scope of Work prototype creation data capturing transfer and testing and acceptance by Sr EDPM including operating the system for 2 months IV AMC for five years from the 1 Year date of handing over of the 2 Year sem 3 Year 4 Year 5 Year Total for AMC for 5 years Total cost for all items Ito IV Rates would be inclusive of all taxes If tenderer intends to indicate the tax rates etc separately they may do so However they should indicate the final figure including the taxes by showing the tax components separately
5. QW Sr EDPM For amp on behalf of President of India SOUTH EASTERN RAILWAY Part l Scope of Work The work is for setting up of an On line Project Management Software System using either Microsofts EPM Enterprise Project Management or IBM s RPM Rational Portfolio Manager in an web enabled interface with necessary hardware software training customization and five years comprehensive maintenance The subject has been discussed with both Microsoft and IBM s technical teams twice along their presentations before the officers of this Railway The objective of South Eastern Railway is to derive maximum mileage out of the Software Microsofts EPM or IBM s RPM for effective monitoring of the railway s on going projects 2 It will be a turnkey project in which the Firm Executing Agency who gets the contract would set up the on line web enabled Project Management System by using either Microsoft s Enterprise Project Management EPM or IBM s Rational Portfolio Manager RPM He would bring in the necessary hardware software all other necessary peripherals that are required or otherwise indicated in this tender document install the hardware and software connect it to the existing railway network LAN WAN of South Eastern Railway create the necessary database and applications get the existing data information relating to sanctioned and on going projects transferred or captured in the application with the help and assistance of th
6. certificate from the organization giving details of the work executed value of the work executed and date when the work was completed ii The firm should have received contractual income of at least 150 of the tendered value i e at least Rs 1 32 00 000 in the last three years and the current financial year For this purpose audited accounts of the firm duly certified by a Chartered Accountant should be submitted xc W Signature of Tenderer s Sr EDPM Name amp Address S E Railway Garden Reach For and on behalf of President of India SOUTH EASTERN RAILWAY Part III Eexecution of the Work_and Completion Schedule 1 Location of the hardware The hardware Servers etc would be located in IT Centre previously known as EDP Centre on the 1 floor of New Administrative Building Garden Reach The Agency s technical personnel would be given necessary access to the location and other facilities 2 Sr EDPM or his representatives will interact with the hardware and software team of the executing Agency on day to day basis provide them space and other necessary facilities for setting up the system He would also organize discussion consultation with user departments major users regarding their requirement and expectations from the applications so that the customization is on expected lines 3 The Executing Agency should indicate the no of software hardware personnel who would be working in railway premises for this work so that
7. key areas of a project tasks resources tracking and reporting getting them started more quickly In addition it should be customizable to effectively promote South Eastern Railway s best practices from within the application 20 Wizards should be provided to reduce the time and complexity of setting up projects As users generate new project plans wizards should helps them select custom fields and templates facilitates collaboration and allows supporting documentation to be attached to the project or tasks A new wizard simplifies the setup process for project calendars increasing efficiency Managers can customize tracking views to track projects the way they like percentage of work completed total and remaining work or specific hours per day or week 21 The application should have detailed help menu for the entire application as well as for each facility in the application such that an user can browse through the help menu in order to get the necessary guidance to use various facilities in the application 22 The solution architecture should provide the flexibility and security to share data with other systems using industry standard XML amp API connectors 23 Solution should Project Managers to assign team members from the Project Server Enterprise Resource Pool and add members from any LDAP servers SOUTH EASTBRN RAILWAY 24 Printing Wizard should be provided to help users print the project data Solutio
8. may at its option terminate the contract by giving notice to the other party Determination of Contract Para 61 of GCC Right of Railway to determine the contract Railway shall be entitled to determine and terminate the contract at any time if in the Railway s opinion the cessation of work has become necessary owing to paucity of funds or from any other causes whatever in which case the value of approved materials at site and of work done to date by the contractor will be paid for in full at the rate specified in the contract Notice in writing from the Railway of such determination and the reason thereafter shall be conclusive evidence thereof Payment on determination of contract Should the contract be determined under the above provisions and the contractor claims payment for expenditure incurred by him in the expectation of completing the whole of the work the Railway shall admit and consider such claims as are deemed reasonable and are supported by vouchers to the satisfaction of the railway s representative in charge of the contract Railway s decision on the necessity and propriety of such expenditure shall be final and conclusive The contractor shall have no claim to any payment of compensation or otherwise howsoever on account of any profit or advantage which he might have derived from the execution of the work in full but which he did not derive in consequence of determination of the contract Determination of the contra
9. most of its features hold small training sessions of groups of users The second official may visit the field offices the four Divisions at Kharagpur Chakradharpur Adra Ranchi and Construction Units at a few places in these Divisions and carry out the same exercise with the users there 18 After two months of successful operation during which if any customization is felt required or any modifications are called for the Executing Agency would carry out the same 19 After the exercises from 14 to 18 are over the Executing Agency will formally hand over the System to Railway for which written statement of transfer of the System would be brought out and signed by Sr EDPM and the authorized signatory of the Executing Agency Annual Maintenance of the System 20 After the hand over of the system as explained at 19 above the day to day running of the System updation of the database taking back up fine tuning administration of the System etc would be the responsibility of the Railway IT Centre However maintenance of the hardware System software and other peripherals would be that of the Executing Agency for a period of five years from the date of handing over of the system to South Eastern Railway The AMC would be comprehensive covering all hardware parts labour software originally installed and patches that might have been published in the intervening period However PCs Printers LCD Projectors UPS i e all those part of th
10. software team of the Executing Agency should start attending IT Centre from 4 day onwards after the date of issue of the Acceptance Letter The Software team should not be burdened with the Commercial legal administrative matters relating to the contract These aspects should be handled by other personnel of the Executing Agency It would be expected of the Executing Agency to create the right administrative technical and commercial team arrangement for creating the necessary synergy so that there is no loss of time and there is optimal use of resources time and technical expertise Project Data capturing 11 The details of on going Projects and newly sanctioned Projects would constitute the data base of this Application After customizing configuration of the software the actual data of all our Projects would be captured into the Application The data would be broadly up to date meaning once a details in respect of a Project has been handed over to the Executing Agency generally no further updates on the same Project would be expected to be entered once again by the Agency during the setting up of the system However if any new details not incremental addition progress on the same item already supplied arises in the same Project these may be given to the Agency for entering in the database Volume of Work 12 It would be the responsibility of the Executing Agency to create a data capturing form quickly so that the users can start enter
11. the necessary arrangement for their work space would be organised by Sr EDPM Stay at Kolkata or commuting to Garden Reach for these personnel would be the responsibility of the Executing Agency Creation of a prototype 4 After the hardware and application system are set up a prototype would be created with all the features that has been discussed in the Scope of the Work This prototype may have 2 to 3 super users and at least equal number of client users and should have project data of about 4 to 5 on going projects from two to three departments This prototype should get approved for acceptance by South Eastern Railway through Sr EDPM before proceeding further Once the prototype is mutually agreed the data in respect of all other on going projects would be supplied to the executing team of the Executing Agency for transfer to the database and setting up the full fledged system for the entire South Eastern Railway Project Documentation amp Project Report 5 Documentation of the execution details should be concurrent along with the System set up and Sr EDPM should be kept posted with each development in the shape of a documentation that would ultimately get evolved into the Project Report The Project Report would be part of the System that would be handed over to Railway when the Work is completed It should give details of the hardware software configuration details of the hardware amp software in South Eastern Railway user detai
12. to day basis and get the forms reports various wizards templates menu and other features accepted by the railway through the Sr EDPM Other user departments may also be get involved in this work of validation acceptance of the progress of the work 15 Once the software part is over and the System is ready for operation a centralized training of users would be conducted at Garden Reach in the IT Centre where the software personnel of the Executing Agency would impart hands on training to the user for at least for 15 hours spread over 5 days However full training duration and duration for each day may be changed after mutual discussion with the users If the Executing Agency feels more training hours to be provided the same will be organized by railway 16 Once the Executing Agency is satisfied that all aspects of the work is complete with software data and connectivity the System would be declared live through a process of written confirmation Operation of the new System 17 After the work is declared complete the day to day running of the System would be handled by the Executing Agency for a period of two months During this period the Agency would depute at least two persons to be stationed in IT Centre Garden Reach for two months One of them may be required to run the system at Garden Reach by way of helping the super users at their respective offices who may be Heads of Deptt or other functionaries use the application with
13. Code and Telephone No Fax Telex 3 Form of Business a Propriety b Partnership company Name and address and Telephone No of all partners Attach attested copy of partnership deed 4 Whether the Business partnership registered 5 Whether registered with CPWD Railways MES and other Govt Public Sector undertakings Provide latest copies of registration and validity 6 Name and Address of Banker 7 Authorised and paid up capital A copy of the articles of association to be enclosed 8 Present financial position 9 Any other information that the tenderer may give in support of their credential This information can be given in separate sheet as extensively as the tenderer may wish in order to furnish their profile for the appreciation of their strength and credentials a Sr EDPM S E Railway Garden Reach For amp on behalf of the President of India Signature of tenderer s 22 SOUTH EASTERN RAILWAY PartVIl CHECK LIST Please state Yes No on the items for convenience of both railway and the tenderer Items Yes No Remarks 1 Have you read through all the pages of the tender documents 2 Have you carefully read the provisions relating to EMD SD Security Deposit and Performance Guarantee 3 Have you deposited enclosed EMD amount and the cost of tender document if downloaded from our tender site 4 Have you deposited the cost of Tender document in Cash Office or enclosed
14. OPEN TENDER TENDER FOR Setting up of an ON LINE WEB ENABLED PROJECT MANAGEMENT SOFTWARE SYSTEM using Microsoft s Enterprise Project Management or IBM s Rational Portfolio Manager IN SOUTH EASTERN RAILWAY S E RAILWAY IT CENTRE S E RAILWAY GARDEN REACH SOUTH EASTBRN RAILWAY TENDER FORM SOUTH EASTERN RAILWAY IT CENTRE Garden Reach Setting up of an on line web enabled Project Management Software in South Eastern Railway using either Microsoft s Enterprise Project Management or IBM s Rational Portfolio Manager and with necessary hardware and software TENDER NOTICE NO IT GRC TP 1 2007 ESTIMATED COST Rs 88 00 000 Eighty eight lakh only COMPLETION PERIOD Within 6 months of issue of Acceptance Letter COST TENDER DOCUMENT Rs 5 000 Five thousand only LAST DATE OF SUBMISSION 22 02 08 up to 15 00 Hrs DATE amp TIME OF OPENING 22 02 08 at 15 30 Hrs EARNEST MONEY Rs 1 76 000 Rupees One lakh seventy six thousand only Signature of Tenderer To SOUTH EASTBRN RAILWAY TENDER APPLICATION FORM The President of India Acting through the Sr EDPM S E Railway Garden Reach Kolkata 1 VWE queer E delat E E EEA have read the various conditions to tender and hereby agree to abide by the said conditions I We also agree to keep this tender open for acceptance for a period of 90 ninety days from the date fixed for opening the same and in default thereof I We will be liable for f
15. Should the tenderer fail to observe or comply with the foregoing stipulations the amount deposited as Earnest Money or recovered as Security Deposit in course of the work for the due performance of the above stipulation shall be forfeited to the Railway If the tender is accepted the amount of Earnest Money deposited initially with the tender document will be held as Security Deposit for the due and faithful fulfillment of the contract The Earnest Money of the unsuccessful tenderers will be returned to the unsuccessful tenderers but the Railway shall not be responsible for any loss or depreciation that may happen to the security for the due performance of the stipulation to keep the offer open for the period specified in the tender documents or to the earnest money while in their possession nor be liable to pay interest thereon It shall not be obligatory on the said authority to accept the lowest tender and no tenderer s shall demand any explanation for the cause of rejection of his their tender If the tenderer deliberately gives tenders deliberately give wrong information in his their tender or creates create circumstances for the acceptance of his their tender the Railway reserves the right to reject such tender at any stage If the tenderer expires after the submission of his tender or after the acceptance of his tender the Railway shall deem such tender as cancelled if partner of a firm expires after the submission of their tender or af
16. al transaction transmit etc and such delay shall not be acceptable 12 Tenders would be opened at 15 30hrs on 22 02 2008 in the Office of Sr EDPM in the presence of bidders or their representatives Agreement 13 The successful tenderer s shall be required to execute a formal Agreement with the 19 president of India acting through the Sr EDPM S E Rly Garden Reach for carrying out the work according The person authorized to sign the Agreement should be communicated to Sr EDPM immediately on receipt of the Acceptance Letter The organisation company firm should issue Power of Attorney in favour of the person functionary who would sign the Agreement For all practical purpose the person signing the Agreement would represent the Executing Agency and would co ordinate all affairs with the railway All bills vouchers or statements would be signed by him However for technical liaison and software matters the Agreement signing authority may nominate such technical or competent person as he may decide The names and telephone nos and mobile no of such persons should be communicated to Sr EDPM Should a tenderer be retired engineer of the gazetted rank or any gazetted officer working before his retirement whether in the executive or administrative capacity or whether holding a personable post or not in any of the Railways owned and administered by the PRESIDENT OF INDIA for the time being or should a tenderer being partnership firm have as o
17. alled should be similar for all bidders so that items outside the core software are of the same specifications for all the bidders As regards the items at para 5 these are provided as supporting hardware equipments for the work as a whole and therefore would be of uniform standard or specification i e the bidder can choose from the brands indicated or specifications indicated Key Application Parameters 10 The bottom line is successful implementation of an Enterprise level Project Management software with whatever hardware and software required At the end the objective is that the senior executive in the Railway to i Get a global view of all the projects under execution in its various parameters viz financial physical materials ii Enable the field level executive to capture details of a project viz TOC target date of completion physical details financial details and then capture the progress so that at any point of time various views snapshots can be seen of the project targets in its various parameters and progress in each parameters vis vis the project targets iii Customize the software to generate various views snapshots create Templates of the various reports These report formats would be customized in consultation with the user departments The various reports that are generated at various periods should be available both as non editable report file and should also have the capability of being displayed or s
18. an a browser to work on the application The user should enter the url of the application in their browser and get to the Project Management application Home Page or Portal log in using user id and password and get access to those privileges that are assigned to them in the application The home page should have the various menu links to various works facilities of the application 13 Railway would provide the required IP address of Railnet to the servers where the application would be hosted The other users already have Railnet connectivity and therefore they would be able to get the hosted applications Home Page by entering the URL of the application 14 The Home Page of the Application should be tastefully designed to give it a unique flavour and feel of South Eastern Railway Some of the project pictures or land marks of South Eastern Railway would be given to the executive firm to create animated slides or flash enabled slide to give the feel of a virtual reality The site should have the provision 7 SOUTH EASTBRN RAILWAY for storing uploading of video files and photographs of the projects so that users can upload or and view the video files photos of the on going projects Other important features of the application 15 Project managers should have a rich client tool to create new projects This tool should allow users to work offline as well as online This should seamlessly integrate with the central server where all the projec
19. arter SOUTH EASTERN RAILWAY Part IV Payment terms Payment will be made in phased manner as per details that follows Item of work Payment Details terms Hardware 5096 On supply inspection and submission of OEM s certificates etc 25 On hardware being set up application software installed and a prototype of the Application created and accepted by Sr EDPM 25 On making the System operational and on line with complete data base of sanctioned and on going projects and completing two months of running the system I Software 50 On supply of license certificates and media kits 50 After running of the system for two months Ill System 50 On setting up of the system creation of prototype configuration of the live system and setting 50 On completion of the two months of running up the the System in South Eastern Railway System IV AMC 1 4 of On successful completion of each quarter yearly AMC value Recoveries from bills T The following would be the recoveries from the bills Income Tax at source TDS 2 Surcharge on Income Tax 10 of the I Tax calculated Cess 3 on the total of I T as at i and on IT as at ii West Bengal Sales Tax 9 2 if the Executing Agency is under VAT Act and such registration is valid on the date of making such payment or else 4 in all other cases iii Education surcharge iv registered v Security Deposit
20. aved as a pdf file or as a word excel file so that past reports can be viewed and or progress at various time period can be seen in juxtaposition of each other to see the progress in various time frames in one single shot SOUTH EASTERN RAILWAY iv The software should have a discussion board or bulletin board facility for users executives discuss projects issues on line in an interactive manner The discussion board can be similar to blogs in internet where one user starts a discussion on the subject which others can add their views and thus the discussion continues on that subject while the main page of the discussion board displays the various topics under which discussions are continuing or have taken place This list would be displayed in order of dates when they were started There are many examples in internet to show the kind of discussion board bulletin board that is envisaged For instance the discussion forum in www irastimes org one of railway s own internal sites can be seen as an illustration Similarly the portal should have a storage facility of photos videos which the users can upload themselves and the portal have the facility to play them or display them through user friendly menu It should be similar to ishare of rediff com or etube com or similar sites in vi The software EPM RPM should either have a mailing facility in built or have an interface to a mailing software this too has to be brought in by the Agency along w
21. ct owing to default of contractor The contract may be terminated if the contractor fails to execute the work within the time limit given and if railway does not extend the time and suffers from such deficiencies as has been explained in detail in Clause 62 of the GCC Settlement of Disputes Clause 63 of GCC All disputes and differences of any kind whatsoever arising out of or in connection with the contract whether during the progress of the work or after its completion and whether before or after the determination of the contract shall be referred to by the contractor to the Railway and the Railway shall within 120 days of receipt of contractor s representations make and notify decisions on the matters referred to by the contractor in writing The detailed provision in this regard exists in Clause 63 of the GCC n the even railway fails to take a decision within 120 days on the disputes representations made to them the contractor may in terms of the detailed instructions given in Clause 63 of GCC make representation to the General Manager for appointment of Arbitrator to adjudicate on the disputes under the provisions of Arbitration amp Reconciliation Act 1996 fy Sr EDPM S E Railway Garden Reach For amp on behalf of the President of India Signature of Tenderer s Name amp Address 21 SOUTH EASTERN RAILWAY Part VI Tenderer s particulars FINANCIAL AND OTHER STATUS 1 Name of the Organisation 2 Postal Address STD
22. e list from i to vi at para 5 of Scope of Work would be outside this AMC In other words only the core System would be under this comprehensive AMC for five year The core System would mean the System comprising those hardware and software that would comprise the on line Project Management Software SOUTH EASTERN RAILWAY 21 For providing effective maintenance coverage the Executing Agency has to depute once a month one hardware personnel and one software personnel both being proficient in the respective fields and specifically on the items installed in South Eastern Railway They would inspect the System do preventive check and carry out maintenance work for the hardware as well as the software After their inspection and maintenance work they would submit a Monthly Report to Sr EDPM The Monthly Report should bring out the health of the System and maintenance work carried out It would indicate if any hardware or software upgradation repair or changes being proposed by them and when such work would be carried out Any other events facts that the Inspecting Team may consider relevant for reporting should also be included in the Report 22 f the inspection indicates any repair or replacement of any hardware parts or any software work they would carry out the same or get it done within a very reasonable time frame mutually agreed upon by the Executive Agency and Sr EDPM Up time amp Penalty in AMC 23 The Executing Agency would ind
23. e users customize the applications as per the requirement of the railway users create necessary Reports Templates make the system live run the applications for 2 months after completion of all works after making the system live and on line concurrently train the users carry out the trouble shooting and customization as may arise during the period of use and then finally transfer the entire System to the railway for day to day running but remain responsible for comprehensive maintenance AMC protection of the supplied and installed hardware software and carry out necessary customization if any or trouble shooting if any that may arise from time to time for a period of five years from the date of transfer of the system to railway It should be amply clear to the bidders that the objective of railway is not just to have EPM RPM set up in the railway with necessary hardware through the successful bidder but to ensure that the successful bidder also maintain its uninterrupted operation by way of knowledge skill transfer and through comprehensive maintenance of the system 3 The Firm Executing Agency would be responsible to set up the Project Management Software System for South Eastern Railway dove tail it to South Eastern Railway s existing LAN WAN environment so that the users can use the software application remotely from their desktops 4 Thus it will be the responsibility of the executing Agency to bring in the necessary i Hard
24. ed by the successful contractor after issue of the Letter of Acceptance but before signing of the Agreement and should be valid upto expiry of the maintenance period i e 5 years in this tender The Agreement should normally be signed within 15 days after the issue of L O A and Performance Guaranty should also be submitted within this time limit 11 SOUTH EASTERN RAILWAY c The Performance Guarantee would be released after satisfactory completion of the work and maintenance period is over d If the contract is rescinded due to the failure of the contractor to successfully complete the work the Security Deposit will be forfeited and the Performance Guarantee will also be encashed and the balance work would be got done separately The original contractor shall be debarred from participating in the tender for executing the balance work If the failed contractor is a JV or a partnership firm then every member partner of such a firm would be debarred from participating in the tender for the balance work either in his her individual capacity or as a partner of any other JV Partnership firm Tender must be enclosed in sealed covers and must be sent to the Sr EDPM Garden Reach by registered post so as to reach him within 15 00 Hrs on 22 02 08 or deposited in the special box allotted for the purpose in the office of the Sr EDPM Garden Reach This will be sealed at 15 00 Hrs on 22 02 08 Railway shall however not be responsible for any delay in post
25. icate the contact no or help line to which IT Centre can call up in any case of problem during any time Whenever any call is made the receiver of the call should give a complaint no so that next time the problem complaint can be traced with reference to this complaint no Once a complaint is lodged this should be responded to within 24 hours except Sunday and Gazetted holidays and the system should be made operational within 72 hours i e three working days after complaint is lodged without fail Failure beyond 72 hours would attract penalty Rs 500 per day or part thereof 24 Name address mobile phone no land line number and email of executive level officers of the Executing Agency s organization to whom the problem should be escalated should be given so that if normal channel of complaint redressal fails complaints can be directed to him by Sr EDPM Any change of incumbent in such functionaries should be promptly intimated to Sr EDPM A separate detailed Agreement Penalty provision 25 If there is any break down of the System Server or any application leading to the on line system not working excepting the problem attributable to network disconnection for more than 48 hours excluding Sundays and Gazetted Holidays there would be a penalty of Rs 1000 per day of delay in System restoration D Signature of Tenderer s Sr EDPM Name amp Address S E Railway Garden Reach For and on behalf of President of India qu
26. ing the data The sooner it is done the faster the users can capture the data Sr EDPM would co ordinate with users for expeditious data capturing However the firm Executing Agency should extend the necessary training if required at this stage to the users or data entry operators as the case may be who would enter the data The approximate no of Projects that would be monitored through the System proposed through this tender would be 1000 and the total financial amount involved would be approximately Rs 5000 crore These figures are only illustrative and not exhaustive Each Project would have large no of phases of execution starting from Estimate preparation tendering requisition for stores tender finalization budget allotment Agreement signing materials issue monitoring of physical progress of work and financial progress and final closure Each phase may have many sub phases The 12 SOUTH EASTERN RAILWAY details of procedure time of their capturing and nature of reports to be generated would be given to the technical software team of the Executing Agency as the work commences 13 The five PCs being procured along with the System hardware which the firm would place in a LAN with the Servers may be used for data capturing if required along with the customization works Completion of work and acceptance of by railway 14 As the work progresses the railway team and the team of the Executing Agency would be interacting on a day
27. it for each work should be 5 of the contract value b The amount can be deposited by the successful tenderer either in Cash deposited with Cash Office Garden Reach or they can deposit a DD favouring FA amp CAO S E Railway for the same value or deposit an FDR favouring FA amp CAO S E Railway Otherwise the amount would be recovered from the running bill at the rate of 10 of the bill amount till the full security deposit is recovered c It may also be noted that the Earnest Money initially deposited with the tender form would be retained as Security Deposit The balance amount would be recovered as indicated at b above d Security Deposit will be released after the physical completion of the work as certified by the authority who signs the contract agreement but not less than an officer of the rank of JA Grade in the Railway Before the SD is released the executing Agency the contractor should furnish an unconditional and unequivocal no claim certificate to the railway e Neither SD nor Earnest Money that gets absorbed as part of SD in case of successful contractor would attract interest at the time of release Performance Bank Guarantee P G 12 In addition to Security Deposit the successful tenderer would have to submit a Performance Bank Guarantee a The successful bidder should give a performance guaranty in the form of an irrevocable bank guaranty amounting to 5 of the contract value b The P G should be furnish
28. ith the package to enable the users in the application send receive mails from other users In other words the Home Page of the application should have a mail box that users can use exclusively amongst the Project users i e within the Project Intranet This is the minimum requirement If the mailing application can have the ability to mail outside the Project intranet and receive mail from outside the Project intranet it would still be better but not mandatory The mailing facility should be confined to only the users in the application i e without an user id in the application itself one can not avail of this mailing facility It would be the firm s responsibility to bring in additional mailing application if the project software does not have in built facility lt 11 The Users The users to the project management software would be both at HQ Garden Reach Kolkata and at four divisions via Kharagpur Adra Chakradharpyur and Ranchi All the divisions are connected with Railnet Railway s own LAN WAN connecting all the divisions Users both at Garden Reach S E Rly HQ and Divisions would log on to the management Application site and work on the applications The users would spread over various departments of South Eastern Railway including the Construction Wing Total no of users would be 50 out of which 20 will be Super Users and 30 would be Client Users Home page of the application 12 The user should require nothing more th
29. ls various facilities provided user manual FAQs on the Project etc The Project Report would be a kind of detailed and informed documentation of the work and would work as a kind of guided tour of the Application as implemented in South Eastern Railway Time for completiton of the work 6 These above work should be completed in all respect within a maximum period of 6 months of issue of Letter of Acceptance i e the system would be put on line with all data of on gong projects Therefore the Executing Agency should be pro active in respect of hardware procurement deployment of personnel software customization liaisoning with the railway users of the system It would be expected of the Executing Agency to ideally have two teams working on this work one on setting up of the hardware infrastructure while the other on the software customization The execution should progress concurrently on software and hardware fronts rather than the software part following the actual hardware being set up first For this purpose the Executing Agency may set up its virtual server or use its own off shore server for data capture customization designing of the pages home page and other pages prototype testing etc without waiting for 11 SOUTH EASTERN RAILWAY the hardware of the contract to have been set up in the first place Net connectivity would be made available to the Executing Agency in case they need to work on their remote Servers and make progre
30. n of the engineer in charge as to the period for which the required technical staff has not employed by the contractor and as to the reasonableness of the amount to be deducted on this account shall be final and binding on the contractor Force Majeure Clause If at any time during the continuance of this contract the performance in whole or in part by either party of any obligation under this contract shall be prevented or delayed by reason of any war hostility acts of public enemy civil commotion sabotage serious loss or damage by fire explosions epidemic strikes lockouts or act of God herein after referred to events provided notice of the happening of any such event is 20 35 36 37 SOUTH EASTERN RAILWAY given by either party to the other within 21 days from the date of occurrence thereof neither party shall by reason of such event be entitled to terminate this contract nor shall either party have any claim for damages against the other in respect of such non performance or delay in performance and works under the contract shall be resumed as soon as practicable after such event has come to an end or ceased to exist and the decision of the Sr EDPM as to whether the work have been so resumed or not shall be final and conclusive PROVIDED FURTHER that if the performance in whole or in part of any obligation under this contract is prevented or delayed by reason of any such event for a period exceeding 60 days either party
31. n should have a wizard to create new presentations of Project data in Word PowerPoint and Visio 25 The application should have in built capability of setting up of conditional alerts for various physical limits financial ceilings or time deadlines and then auto generation of messages either an e mail to the user or note in user s work space whenever these limits are crossed 26 Detailed documentation of the Project should be furnished both in soft form and in hard copy X D Signature of Tenderer s Sr EDPM Name amp Address S E Railway Garden Reach For and on behalf of President of India SOUTH EASTERN RAILWAY Part ll ELIGIBILITY CRITERIA OF EXECUTING AGENCY Eligibility conditions Only firms who have considerable experience in setting up of on line web enabled Project Management applications using Microsofts Enterprise Project Management or IBM s Rational Portfolio Manager would be eligible to apply The experience of the firm would be specifically scrutinized on the basis of the following eligibility criteria i The firm bidder should have successfully completed in the last three years and the current financial year at least one work of EPM or RPM implementation in any Govt or semi Govt organization PSUs or reputed Public Limited Companies for a value not less than 35 of the tendered value i e cost of the work so completed should not have been less than Rs 30 80 000 The firm should submit a
32. nd submit along with tenders attested copies of documents like partnership deeds articles and memorandum of association etc if any in support of such disclosure If a tenderer is a firm i e Partnership business it should be stated whether the same is registered under the Indian partnership act and the Name amp Address of al the partners of the firm should be disclosed The Railway administration shall always have liberty to require production of the originals of the said documents and also to make such further and other requisitions regarding the constitutions as may be considered necessary from time to time Doubts 25 Should the tenderer find discrepancies or omissions in the tender document or any of the tender forms or should there be in doubt as to their meanings he should at once notify contact Sr EDPM who may send written instructions to all tenderers if verbal clarifications does not resolve the matter or clear the doubts 26 It shall be under stood that every endeavor has been made to avoid any error which can materially effect the basis of the tender and the successful tenderer shall take upon himself and provided for the risk of any error which may subsequently be discovered and shall make no subsequent claim on account thereof Site verification 27 Before submitting a tender the tenderer will be deemed to have satisfied himself by actual inspection of the site and location of the work that all conditions liable to be 19
33. ne of its partner a retired engineer or a retired gazatted officer as aforesaid or should a tenderer being an incorporated company have any such retired engineer officer as one of its directors or should a tenderer have in his employment any retired engineer or retired gazetted officer as aforesaid the full information as to the date of retirement of such engineer gazetted officer for the said service and in case where such engineer or officer has not retired form Government service at least two years prior to the date of submission of the tender as to whether permission for taking such contract or if the contractor be a partnership firm or an incorporated company to become a partner or director as the case may be or to take employment under contractor has been obtained by the tenderer or the engineer or the officer stated in writing at the time of submitting of the tender Tender with out the information above referred to or a statement to the effect that no such retired engineer or retired gazatted officer is so associated with the tenderer as the case may be shall be rejected 18 SOUTH EASTERN RAILWAY 20 When the tender is received by the administration it will be under stood that the tenderer s has have gone through carefully in details all the instructions conditions general and special conditions of the contact and all general and special instructions for execution of the works and that the tenderer s has have got himself themselves cla
34. olkata The method and system of carrying out the work will be described by him or his representatives A certificate should be attached along with the tender papers as the tenderer s has have purchased copy of the schedule of rates of S E Railway and gone through all conditions of the rates specifications etc embodied herein The deduction of Income Tax at source at the rate of 2 shall be made from the contractor s bills in terms of provision in section 194 C of the Income Tax Act 1961 with 12 surcharge on I T 10 Surcharge and 2 Education Cess West Bengal Sales Tax WBST 2 on the billed amount will also be recovered and remitted to West Bengal Sales Commissioner The contractor shall employ the following technical staff during execution of this work i One Graduate Engineer when the cost of the work to be executed is Rs 15 lakhs or above ii One qualified Diploma Holder Junior Engineer when the cost of the works to be executed is more than Rs 5 lakhs but less than Rs 15 lakhs Technical staff should be available at site whenever required by the Engineer In charge to take instructions In case the contractors fail to employ technical staff as aforesaid he shall be liable to pay a reasonable amount not exceeding a sum of Rs 2 000 Rupees Two Thousand only for each month of default in case of graduate engineer and Rs 1 000 Rupees One Thousand only for each month of Default in case of Diploma Holder overseer The decisio
35. or by including as per their choice Note Tenderer may should use separate sheets in the above format to submit the rate quoting as the space may not be sufficient in this sheet to accommodate all details Please mention on this sheet that you are enclosing separate sheet for in lieu of this one XA Signature of the Tenderer Sr EDPM S E Railway Garden Reach For amp on behalf of the President of India 24
36. orfeiture of my our Security deposits I We offer to do the work of setting up an on line web enabled Project Management System in South Eastern Railway with necessary hardware and software at the rate quoted in attached schedule Tender Sheet for quoting the rates and herby agree to abide by the general and special conditions of contract and to carry out the work according to the specifications and parameters laid down by the railway for the present contract 2 I We will be setting up the System using esee please indicate whether you will Micorosfts EPM or IBM s RPM 3 A sum of Rs 1 76 000 is hereby forwarded as Earnest Money in the form of Money Receipt from Cash Office D D FDR in favour of FA amp CAO S E Railway The full value of the earnest money shall stand forfeited without prejudice to any other rights or remedies if a I We resile from my our offer within the validity period of the tender b I We do not commence the work within ten days after receipt of orders to the effect 4 Until a formal Agreement is prepared and executed acceptance of this tender shall constitute a binding contract between us subject to modification as may be mutually agreed to between us and indicated in the Letter of Acceptance of my our offer for this work Signature of the Tenderers Tenderers postal address pri CCP To be filled by the contractor NGING E Address Telephone No ssseussss
37. rified in all points and doubts and interpretations by the proper authorities of the Railway administrations Rates should be all inclusive 21 The submission of a tender by the contractor implies that he has read and abides by the conditions stated herein and in the notice of tender accompanying the tender forms The tenderer shall quote their rates inclusive of all charges including all taxes levied by the Union of Indian or State Government including sales tax Royalty etc However if the tenderers intends to show the tax portion separately they may do so in a column next to their gross rate and show the net rate after tax Railway would not take the responsibility to compute rates of the tenderers taking tax components Who can sign tender papers 22 When work is tendered for by a firm or a company or a contractor the tender shall be signed by individuals legally authorized to enter into commitments on their behalf 23 The Railway will not be bound by any power of Attorney granted by the tenderer or by changes in the compositions of the firm made subsequent to the execution of the contract it may however recognize such power of attorney and changes after obtaining proper legal advice the cost of which will be chargeable to the contractors 1 For initial vetting Rs 100 2 For subsequent vetting Rs 30 Documents in respect of the Company 24 Tenderer should specially and fully disclose their respective constitution a
38. ss on the software front Resources to be made available to the Executing Agency 7 The IT Centre previously EDP Centre is open six days of the week and if required would be kept open even on Sundays if the Executing Agency requires The Centre is open from 700hrs in the morning till 2100hrs in the evening on all the six days with staff of IT Centre being available in two shifts This would give adequate scope to the Executing Agency to get enough time in terms of office hours for their work Therefore neither lack of office time or any other facility should be a constraint for concurrent progress in software customization in this Work 8 A reasonably spacious room in the IT Centre with a PC and printer railway phone and office furniture would be made available to the Software team from the day they report to IT Centre so that they can start working on the software customization on site without any loss of time This room would work as the Camp Office of the Executing Agency during the execution of the Work The PC would have net connectivity too Expectations from the Executing Agency 9 As soon as the Acceptance Letter is issued the Executing Agency should depute their software team to have discussion with our users explaining them the way the software would evolve to incorporate the requirements of South Eastern Railway and collect the requirements of the Users and start working on the front ends of the Application 10 Ideally the
39. t details amp resource information is stored 16 The solution should provide portfolio analysis capabilities that enable the project managers amp senior officials to view real time project and resource information across South Eastern Railway This portfolio management tool should enable users to interact with time phased data easily through PivotTables and charts Views of project and resource data should be customizable by an administrator to meet the specific reporting needs of an organization Project data shall be stored in the database queries shall be used through for analyzing the project portfolio 17 Solution should provide features to create and evaluate what if scenarios The tool should be web based and shall allow users to interactively modify project schedules and staffing and see the effect of the changes on a project portfolio Modeling what if scenarios is very critical because it allows users to identify potential solutions for at risk projects within the portfolio 18 Solution should provide capability to centrally store link and share information such as documents issues and risk related to project plans Complete document management capabilities such as check in check out and versioning should be provided leveraging central server s operating system capabilities 19 The solutions should provide role based Project Guide for using the system Step by step interactive instructions should enable users to walk through the
40. ter the acceptance of their tender the Railway shall deem such tender as cancelled unless the firm retains its character Cost of Tender document Earnest Money amp Security Deposit 9 The cost of Tender document is Rs 5 000 The bidders can deposit the amount in Cash Office at Garden Reach Kolkata 43 and show the Money Receipt in IT Centre and collect 16 SOUTH EASTERN RAILWAY the tender document However the document can also be downloaded from the web site www tenders gov in If downloaded from the site the cost of tender of Rs 5 000 should be deposited by way of Demand Draft issued in favour of FA amp CAO S E Railway and the DD be enclosed with the Tender 10 The tender must be accompanied by Earnest Money for an amount of Rs 1 76 000 The Earnest Money can be deposited in cash in the Cash Office Garden Reach and the Money Receipt enclosed with the Tender Alternatively the tender may enclose a DD in favors of FA amp FCAO S E Railway payable at Kolkata for the same amount FDR in favour of FA amp CAO can also be accepted Tenderer should note that Tender not accompanied with Earnest Money will be summarily rejected and no request would be entertained on this account Cheques will not be accepted as Earnest Money and such tenders would be rejected summarily 11 Successful tenderer has to pay Security Deposit towards due performance of the contract The Security Deposit would be worked out as follows a Security depos
41. the cost in the form of DD along with the tender 5 Have you carefully gone through the Eligibility Criteria in Part Il of the Tender 6 Have you submitted the necessary certificates and documents to establish your eligibility 7 Have you enclosed your detailed scheme of implementation of the work with details of hardware and software as required in para 7 of Part 1 Scope of the Work of the tender 8 Have you indicated your hardware requirement for the setting up of the system and have indicated their rates for each individual items in the Tender Sheet for Quoting Hates 9 Have you quoted rates inclusive of all taxes and if taxes have been shown separately have you shown the total rate after the taxes 10 Do you have any special condition and if so have you clearly indicated the same in your documents 11 Any other information that you are interested to enclose reveal Signature of the Tenderer amp Sr EDPM S E Railway Garden Reach For amp on behalf of the President of India 23 SOUTH EASTERN RAILWAY PART Vill Tender Sheet for Quoting Rates NAME OF WORK Setting up of an on line web enabled on line project management system with Microsofts EPM or IBM s RPM and necessary hardware and software Rate quoted Total Items of work Figure Word l Hardware Qnty Unit Rate in figure Primary Hardware Servers amp other hardware that the
42. uting Agency would submit the complete scheme of implementation solution lay out architecture of the project of giving the details of hardware including server specifications software along with specifications that the Agency would bring in to execute the work The Scheme would include amongst others i Hardware architecture and details of hardware with their specifications and sizing etc that would be deployed ii Software architecture iii Application features iv Any other details that the Executing Agency may like to explain in detail 8 As already mentioned the work would be a turn key project The bidder would be responsible to bring in everything that they require for a successful implementation of the application software items indicated in para 4 and 5 above are basically broad mandatory requirements If any additional items would be required that would be the choice of the bidder firm executing agency It is possible that the Executing Agency may require to bring in additional hardware or and software for successful implementation of the project software which they are free to indicate 9 The objective of para 4 is to lay down certain parameters for hardware and peripherals e g the Server s should be rack mounted servers the core switch connecting to the Server s should be a layer 3 switch etc This is only meant to ensure that the generic specifications of hardware on which the core software i e EPM or RPM would be inst
43. ware Database Server and or Application Server and any other hardware that may be required for the successful implementation of the set up The specifications and sizing of the database OS of the database etc would be decided by the Executing Agency ii The necessary database application Oracle DB2 SQL Server iii Any other software or interface applications that may be required vi vii SOUTH EASTERN RAILWAY Project Management Software Microsofts EPM Enterprise Project management or IBM s RPM Rational Portfolio Manager for 50 users out of which 20 would be super users in the Head Quarters and 30 would be normal users at the field level One 24 port Layer3 switch and any other switches of CISCO make as would be required to connect to Railway s LAN WAN One Server Rack with kits for 2 system International U format design Modular Steel Aluminum sections holding capacity for 2 nos full twoer Rack servers with their Disk storage amp consoles vertical x horizontal adjustable sections partitions in approx 2 000 mm High x 1000 4 000 mm width overall size single multi units exhaust fans universal socket power strips in each sections Make HCL President ValRack Vero Fire walls Spy ware Anti virus that may be required for protection of the database and the application from virus spyware hacking or any malicious attack The software solution in this case would be decided by the Executing Agency
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