ICSI
Tender Cost: Rs. 200/-
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TENDER DOCUMENT
FOR
Procurement of Services for Online Acceptance of Application Forms and Fees
Tender No. PC:2011-12 (SOAAFF)
(General Conditions of Contract)
Issued by
THE INSTITUTE OF COMPANY SECRETARIES OF INDIA
ICSI HOUSE, 22, INSTITUTIONAL AREA, LODI ROAD, NEW DELHI -110003
Fax: 011 – 24626727
Tel: 011 – 45341015
E-Mail: info@icsi.edu
Visit us at
Tender Cost: Rs. 200/-
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Tender No.: PC: 2011-12(SOAAFF) November 18, 2011
PART ‘A’
The Institute of Company Secretaries of India is a statutory body constituted under an Act of Parliament, i.e Company Secretaries Act, 1980. It is functioning under the overall administrative jurisdiction of Ministry of Corporate Affairs, Government of India, and its headquarters is located at “ICSI House” 22 Institutional Area, Lodi Road New Delhi-110 003, intends to implement e-Acceptance of Applications Forms and Fees in the Institute for its offices situated all over India.
Sealed tenders / Quotations are invitedby the Secretary & CEO, The Institute of Company Secretaries of India (“ICSI”), ICSI HOUSE, 22, Institutional area, Lodi Road, New Delhi from experienced contractors/agencies for ‘Procurement of services for online Acceptance of Application Forms and Fees’ for the Institute, as per the details given. The terms and conditions governing the instant Tender are as under:
1. The tender document may be obtained during working hours from 18thNovember, 2011 to 29thNovember 2011between 10.00 AM and 1.00 PMon all working days (except Saturday, Sunday & Gazetted Holidays)from the Reception counter of the Institute on payment of non-refundable tender cost of Rs. 200/- (Rupees Two Hundred Only) by Cash / Demand Draft drawn in favour of “The Institute of Company Secretaries of India” payable at “New Delhi”. The tender document can also be down loaded from the website of the Institute(icsi.edu)for which tenderer would be required to enclose a demand draft of Rs. 200/- as mentioned above towards the cost of the tender document along with their quotes, failing which the tender shall be summarily rejected.
2. In addition the tenderer is also required to deposit an Earnest Money of Rs. 5,000/- (Rupees Five Thousand only) by way of demand draft drawn in favour of the Institute of Company Secretaries of India, payable at New Delhi. The tender not accompanied with Earnest Money shall be summarily rejected. The Earnest Money of unsuccessful tenderers will be returned without any interest/Bank commission/collection charges after the acceptance of the tender / award of the contract to the successful bidder.
3. The sealed tenders are to be submitted as prescribed herein below on the business letter head duly stamped and signed and dated on each page of Part ‘A’ & ‘B’ and ‘C’ as unconditional acceptance to the terms prescribed by the Institute. Details/supporting documents wherever applicable, if attached with the tender should be fully authenticated by the tenderer/s. No over-writings shall be accepted unless authenticated with full signature of the tender/s.
4. The sealed tender duly superscribed, “Tender for Procurement of Services for Online Acceptance of Application Forms and Feesdue on 29th November 2011”, should be addressed by name to Shri N.K. Jain, Secretary & Chief Executive Officer, The ICSI and sent at the Institute’s address given below either by registered post/speed post/or by dropping in the tender box placed at IIIrd floor of Institute’s Headquarter & should reach on or before 2:00 PM on 29thNovember, 2011.
Address:
Shri N.K. Jain
Secretary & CEO
The Institute of Company Secretaries of India
ICSI House, 22, (IIIrdFloor : Tender Box)
Institutional Area, Lodi Road
New Delhi-110003
Tenders received after the stipulated date and time shall not be entertained. The tenders will be opened on 29th November 2011at 3:30 PM for which no separate communication will be made.
5. The Institute shall not be liable for any postal delays what so ever and tender received after the stipulated time/date will be rejected summarily without assigning any reason.
6. In the event of due date being a closed holiday or declared Holiday for Central Government offices, the due date for opening of the bids will be the following working day at the appointed date, time & venue.
7. Bids Shall be valid for a minimum period of 90 (Ninety) days after the due date.
8. Non acceptance of the terms & conditions as stated in Part A and non-submission of the stipulated Earnest Money Deposit (EMD) shall render the Tender invalid. Only Tenderers whose experience particulars as stated in Part B are determined to be in consonance with Institute’s requirements shall be considered further in the Tender Evaluation Process.
9. Commercial Bid: The commercial bid shall be invited from the firms who are shortlisted after the proof of concept.
10. Contract Period: The contract shall be initially for a period of one year, which may be extended for a further period of one year on mutually agreed terms and conditions in writing. In case of any default in services the period of contract may be decreased by the Institute.
11. Successful party will be required to visit personally once in a month to review whole process of Procurement of services for online Acceptance of Application Form and Fee at Institute’s Noida office.) Party will be responsible for the trouble free implementation / working of online Acceptance of Application Form and Fee and creation of roadmap ahead.
12. Successful party(s) are required to deposit an amount of Rs. 5,00,000/- (Rupees Five Lacs only) as security deposit by way of crossed demand draft in favour of “The Institute of Company Secretaries of India” payable at New Delhi. The security deposit shall be refunded without interest subject to satisfactory performance, after the expiry of the contract after adjusting the dues, if any, recoverable by the Institute from the Contractor,. In the case of contravention of the various terms and conditions as stated in the tender documents, the security deposit shall be liable to be forfeited.
13. All disputes, differences, claims and demands arising under or pursuant to or touching the contract shall be referred to the Arbitrator to be appointed by the Secretary & CEO of the Institute of Company Secretaries of India, New Delhi. The award of the Sole Arbitrator shall be final and binding on both the parties under provisions of the Arbitration and conciliation Act, 1996 or any statutory modifications on re-enactment thereof as in force. Place of such Arbitration proceedings shall be at Delhi.
14. The Institute reserves the right to accept or reject any or all tenders including the lowest tender/s without assigning any reason at its sole discretion and the decision of the Institute shall be final and binding on all concerned
15. Incomplete quotations shall be rejected.
16. For any details / clarifications, Shri Ankur Yadav Senior Director of IT (0120-4522012) may be contacted.
Date: November 18, 2011 ( P K Grover )
Director (Admin. & Purchase)
THE INSTITUTE OF COMPANY SECRETARIES OF INDIA
‘ICSI HOUSE’, 22 INSTITUTIONAL AREA, LODI ROAD
NEW DELHI – 110 003
PART ‘B’ INFRASTRUCTURAL BID
Sl.No. Particulars Response
1. Name and complete address of the Company submitting the tender
2. Tele/Fax/E-mail/Cell No. Of the company submitting the tender
3. Contact person’s name & residence telephone No.
4. Details of registered office,
along with contact person’s name and tele. No.
5. Income-tax registration number along with documentary evidence
6.
A) Sales tax registration number along with documentary evidence
B) Please also specify, if you are registered with appropriate Authority
under Works Contract Act, 1999. (Please provide details)
7. List of existing clients to whom services in last 2 years provided with
details of company, value of business, concerned person name &
his telephone no. (Please attach full details)
8. Toll Free number, if any which will be used to support the students.
The number of lines may be clearly mentioned.
9. Please indicate in full the following details:
A) Manpower available – Technical & Functional who can provide support,
in case of requirement.
B) Turnover of the company as a whole for last 3 financial years
(Please attach supporting documents)
10. Paid up capital of the firm.
11. A detailed project report / presentation should be submitted on the workflow life cycle of the process, facilities to the student, payment gateway mechanism and integration of the data with the Institute, online and personal support to the students.
Part – C
The Institute of Company Secretaries of India is a statutory body constituted under an Act of Parliament having its head office at 22, Institutional Area, Lodi Road, New Delhi.
Financial Terms
The Institute shall make the payment for every successful registration made through the portal of the party. No other charges for development of website and incidental expenses shall be borne by the Institute. The transaction charges for the payment gateway on actuals uptoan upper limit of 2.25% on receipt of proof shall be payable to the party. The party has to transfer the total amount as received and seek reimbursements from the Institute on monthly basis after final processing of the registration form in the Institute.
Scope of the Work
The Institute has an existing scheme under which Counselors have been nominated to ensure that the Institute is able to reach out to the students in various town and cities. The scheme of Counselors is being extended through this tender to cover the digital platform. Under this scheme, firms shall be inducted to provide for the following services
1. Setting up of telephonic helpdesk
2. Providing of help through chat on online portal.
3. Capture of information and documents online as are required by the Student Services for registration.
4. Designing the flow of events to ensure speedy registration.
5. Projecting the status of the registration to the students till the issue of study material / registration number / letter.
6. Development of control mechanism of issue of study material and related reports.
7. Providing help / maintaining repository of information as shall be required during the life cycle of the students.
8. Development of a micro site under icsi.edu to provide for the services pertaining to registration, monitoring of registration, administrative control to ICSI, real time display of information pertaining to fees and payment gateway, display of information in real time which will capture the details from ICSI servers.
9. The firm shall also ensure while developing system that a ‘Study Material Collection Slip’ is generated through which the students will be able to collect the study materials from the nearest Regional Council/ Chapter or otherwise a mailing list will be provided so that it can be sent by Courier. Also, relevant reports in this regard will be developed and provided by the firm.
10. The firm shall provide an administrative interface to the Institute such that all registration and queries are equally available to the administrator/ representative of the Institute.
11. The firm shall provide for an interface to reflect the real time financial position for the various remittances pertaining to fees and amount transferred to the Institute or received by the firm.
12. The firm shall also provide status to candidates from time to time through SMS.
13. The firm shall provide for audited balance sheet on quarterly and annual basis on the amount as received and remitted to the Institute with detailed description as required by the Institute.
14. The small chapters (B, C and D Grade Chapter only) of the Institute can also make use of this online facility. The accepted user interface shall be provided to these offices. In such cases, a major portion of the service charges shall be shared with the chapter office. The firm shall be reimbursed only 20% as facilitation charges and 80% of the service charge shall be transferred by the Institute to the designated Regional Council or Chapter. A monthly report on this account shall be created and the reimbursements shall be requested from the Institute by the party.
15. Designing of related components for the Website including architectural and interface design
• File upload facility (Text/Images)
• Development of Application Form Acceptance System
• Providing multiple payment formats such as Cash collection, Credit / Debit Card, Net banking, etc.
• Ensuring backup at the server level and undertaking restore, if required
• Development and sharing of administrative control for ICSI through which data on real time basis shall be shared with ICSI regarding number of queries handled, status of any candidate, overall financial sheet between any two dates. MIS Status of the candidates.
• No advertisement shall be allowed on the registration portal
16. The application fees collected from the students through the banking channel should have a protection from the bank. The party shall open a separate account with the Bank for collection of fees. Bank will have standing instructions to transfer funds to ICSI account with the Bank after deducting the transaction charges. The firm shall also be having a system to give ICSI data of the students along with the fees deposited which will match the amount deposited with the ICSI Bank account.
Minimum Eligibility Criteria for the award of work
1. The firm must have offered similar services to other institutes for a minimum of 3 years.
2. Collaboration with banks for cash Collection at a minimum of 1000 locations on all India basis must be available.
Specific Deliverables
← Data in specified format as required to the Student Services and Finance & Accounts department of the Institute with specified reports
← Scanned images of the form, all supporting certificates (qualifications, date of birth, category, etc.), signature and photo.
← MIS of the statistical information as expected by the Institute from time to time.
← The source code of the application developed.
Other Terms
← All communications to the employees or third party agencies would be through designated channels as directed to by the Institute.
← The term of the contract would initially be for a period of one year only. In case of any default in services the period of contract may be decreased by the Institute without assigning any reason what so ever .
Commercial Bid
The commercial bid shall be invited from the firms who are shortlisted after the proof of concept.
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