SECTION – V EVALUATION OF BIDS / AWARD OF CONTRACT

SECTION – V

EVALUATION OF BIDS / AWARD OF CONTRACT

The bids shall be opened in the following sequence:

· Envelop I – EMD & Integrity pact duly signed by all consortium members

· Envelop II - Mandatory Requirements

· Envelop III - Technical Bid & Commercial Bid

· Envelop IV - Price Bid

These are mandatory requirements to be met by the System Integrator, ERP product vendor, hardware manufacturer & service provider. Only those bidders who meet all the mandatory requirements as provided in Appendix # 2 in this document shall be considered for stage II evaluation.

i) Technical bid and Commercial bid of the vendor shall be opened and evaluated for acceptability of technical suitability, commercial terms and deviations. The bidders should meet the commercial conditions as defined in the bidding documents.

ii) The Technical bid should comply with the following:

100% Confirmation to Technical Requirements specifications of ERP solution as per Appendix # 4 is to be met.

iii) The bidders, who confirm the above and other technical requirements, are considered as technically acceptable.

iv) The bidders, who confirms all the commercial conditions and submitted the required documents as per the tender are considered as commercially acceptable.

v) For Any other deviations (other than the conditions given at (ii) above) will be sorted out in the manner explained at clause. 4.3.6 above.

vi) The marks for technical bid are awarded as per the table shown above.

c) STAGE –III: EVALUATION OF THE PRICE BID

i) Bidders clearing the Stage II of evaluation will have their Price Bids opened.

ii) Total Cost of Ownership (TCO) will be calculated by adding the following elements of prices:

a) Total of Prices – ERP Software, Hardware, and Implementation as per the items at A, B, C - Column (iii) in Form # 8

b) Cost of ATS - ERP Product as per the item at D.1 – Column (iii) in Form # 8) for 5 years.

c) Cost of AMC – Hardware as per the item at D.2 – Column (iii) in Form # 8 for 2 years from the date of completion of PG (being PG for Hardware is available for 3 years from the date of installation)

d) The above values will be arrived net of Service tax and education cess. Details are to be given in the respective columns and table given at Form# 8.

iii) For items at ii.b, ii.c & ii.d, VPT reserves the right to enter into separate contracts with the individual consortium members before completion of respective performance guarantee periods at the price (as mentioned in the price bid) and other terms and conditions as per the scope of this tender to the extent possible.

iv) In the Total Cost of Ownership (TCO), the values including all taxes & duties in respect of items at ii.b, ii.c & ii.d shall be arrived considering the present value of payments to be made in the next 5 years at a discounting rate of 10% p.a. (discounting will be done on yearly basis). Discounting factor shall be arrived both for total prices and applicable service tax & education cess thereon on such amounts for which the discounting factor is applied.

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  Final selection of tenderer for award of this work will be based on a technical and financial evaluation, with a weightage of 60:40. An Evaluated Technical Score (ETS) will be calculated for each of the eligible tenderer as follows:
  
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  ETS = (TS/100) * 60 where TS is the Technical Score, which will be rounded to two decimal points
  
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  An Evaluated Financial Score (EFS) with reference to the lowest eligible tender will be calculated for each of the eligible tenderer as follows:
  
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  EFS = (LFS/FS) * 40 where FS is the price of each tenderer and LFS is the price quoted by the lowest eligible tenderer reduced to a score of 40 points. The tenderer whose financial tender is the lowest, would get a score of 1 and would thus be awarded the maximum points of. 40. The Financial Score will include the price quoted by the tenderer and the NPV of AMC charges for five years after the expiry of warranty period calculated at a discount rate of 10%.
  
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  The EFS will be rounded to two decimal points.
  
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  Total Evaluated Score will be TES = ETS + EFS
  
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  The Tenderer with the highest total evaluated score (TES) will be considered for the award of contract. If more than one Tenderer gets the same total evaluated score, VISAKHAPATNAM Port Trust reserves the right to award the work to the tenderer who scores higher in the technical evaluation.
  

5.7. SIGNING OF CONTRACT

1) Copy of detailed LOA duly signed on all pages as a token of acknowledgement of receipt.

2) Security Deposit as per clause 7.21.

3) Non-Judicial Stamp Paper of value Rs.100/- purchased in Andhra Pradesh, India for the signing of contract.

4) Permanent Account Number allotted by Income Tax Department.

5) Self-attested Photostat copy of Notarized Power of Attorney by the Competent Authority or Board of Director’s resolution authorizing the individual(s), to sign the contract.

6) Self-attested Photostat copy of the Registration under APVAT, Service Tax, as applicable.

5.7.5 Failure to sign Agreement/commence the work

Failure to sign the agreement and/or commence the Work within the date to be agreed upon after issue of Letter of Acceptance (LOA), the LOA will be terminated and the Contractor/Tenderer will be liable to be debarred from participation in the Employer’s Tenders for a period of two (2) years, besides forfeiture of EMD as stipulated in Clause No. 4.2.1 (iii) and forfeiture of Security Deposit as per Clause 7.22, if any, and the Contractor/Tenderer shall also be liable for extra cost incurred by reason the contract being awarded to any other party.