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W e b s i t e D e s i g n & D e v e l o p m e n t P a g e | 1 

PORT MANAGEMENT BOARD 

PHOENIX BAY, PORT BLAIR, 

ANDAMAN & NICOBAR ISLANDS 

TENDER DOCUMENT 

FOR 

Designing, Development and Maintenance of Website for 

Port Management Board 

Andaman & Nicobar Islands 

E M D :- ` ` ` 10,000/- (Rupees Ten thousand only) 

Work Completion Period :- 03 Months 

Pre – Bid Meeting :- 01.02.2012at 11:00 Hrs. 

Date & Time of opening 

of Tender :- 15.02.2012 at 1600 Hrs. 

Cost of tender document :- ` ` 250/-




CONTENTS 

S. No. 

1 

2 

3 

4 

5 

Notice Inviting bids 

SUBJECT 

Section 1 —Instructions to bidders 

Section 2 — Terms and Conditions and Scope of work 

Section 3 — Submission of Bid proposal in two 

envelopes 1 & 2 

Section 4 — Format of the technical & financial bid in 

envelope 2




1. INTRODUCTION 

SECTION 1 

INSTRUCTIONS TO BIDDERS 

During the visit of the then Hon’ble Prime Minister Shrimati Indira Gandhi to the 

Islands in March 1981, representations were made that the infrastructure facilities in 

the Ports of A & N Islands should be provided and a Port Authority should also be set 

up. In pursuance, the cabinet committee on economic affairs decided for setting up 

the Port Management Board on the pattern of smaller Major ports and the Port 

Management Board was established on 1.4.1989 by an executive order of the 

Hon’ble President. 

FUNCTIONS OF PORT MANAGEMENT BOARD 

To conceptualize, plan and construct the port infrastructure in the A&N 

Islands. 

To facilitate safe embarkation and disembarkation and provide passenger 

amenities. 

To make regulations for the conservancy and safety of vessels in the harbour. 

To provide quality service for handling of cargo from ship to shore and vice 

versa. 

To provide local navigational aids for safe berthing of vessels and 

augmentation of ship traffic. 

To provide uninterrupted maritime communication coverage to ships at sea 

in Bay of Bengal and Andaman Waters. 

2. DEFINITIONS - 

"Applicable Law" means all relevant laws in force and effect as of the date hereof 

and which may be promulgated or brought into force and effect hereinafter in India, 

including judgment, decrees, injunctions, Writs or orders of court, as may be in force 

and effect during the subsistence of this Tender Document.




"Bid Document" shall mean the document submitted by the bidder, pursuant to 

understanding and agreeing with the terms and conditions set out in this Tender 

Document. 

"Contract" shall mean the agreement to be entered into between Port Management 

Board and the successful Bidder. 

"Tender Committee" shall mean the committee constituted by Port Management 

Board. 

"Force Majeure Event" shall have the meaning set out in clause 2.2 

"Project" shall mean Designing, Development and Maintenance of Website for Port 

Management Board. 

3. DISCLAIMER 

The information contained in this bid document or subsequently provided to 

Bidder(s), whether verbally or in documentary or any other form by or on behalf of 

Port Management Board is provided to Bidder(s) on the terms and conditions set out 

in this document and such other terms and conditions subject to which such 

information is provided. 

By acceptance of this tender document, the recipient further agrees that this tender 

document may not be distributed, reproduced or used for any other purpose than 

the evaluation of Designing, Development and Maintenance of Website. The 

recipient agrees that it will cause its directors, Partners, officers, employees and 

representatives and any other parties who provide services to the recipient to use 

the tender document for the purposes in the manner stated above. 

Port Management Board do not makes any representation or warranty expressed or 

implied, as to the accuracy, authenticity, timeliness and/or completeness of the 

information contained in this tender document. Each Bidder should, therefore, 

conduct its own investigations and analysis and should check the accuracy, 

adequacy, correctness, reliability and completeness of the assumptions, 

assessments, statements and information contained in this tender document. Port 

Management Board also accept no liability of any nature whether resulting from 

negligence or otherwise howsoever caused arising from reliance of any Bidder upon 

the statements contained in this tender document. 

Port Management Board may in their absolute discretion, but without being under 

any obligation to do so, update, amend or supplement the information, assessment




or assumptions contained in this tender document. The issue of this tender 

document does not imply that Port Management Board is bound to select a Bidder 

and Chief Port Administrator reserves the right to reject all or any of the Bidders or 

Bids without assigning any reason whatsoever. 

4. INTERPRETATION: 

In this Tender Document, unless the context otherwise requires, 

(a) For the purpose of this Tender Document, where the context so admits, (i) the 

singular shall be deemed to include the plural and vice-versa, and (ii) masculine 

gender shall be deemed to include the feminine gender and vice-versa. 

(b) References to a "person" if any shall, where the context so admits, include 

references to natural persons, partnership firms, companies, bodies corporate 

and associations, whether incorporated or not or any other organization or entity 

including any governmental or ministry, department or agency thereof; 

(c) References to Clauses, Recitals or Schedules are references to clauses and 

recitals of and schedules to the Contract and the Tender Document. The 

Schedules, annexure and addendums shall form an integral part of this Contract. 

(d) Any reference herein to a statutory provision shall include such provision, as is in 

force for the time being and as from time to time, amended or re-enacted in so 

far as such amendment or re-enactment is capable of applying to any 

transactions covered by this Contract. Any references to an enactment include 

references to any subordinate legislation made under that enactment and any 

amendment to, or replacement of, that enactment or subordinate legislation. 

Any references to a rule or procedure include references to any amendment or 

replacement of that rule or procedure. 

(e) The headings and sub-headings are inserted for convenience only and shall not 

affect the construction and interpretation of this Tender Document. 

References to the word "include" and "including" shall be construed without 

limitation. Any reference to day shall mean a reference to a calendar day 

including Saturday and Sunday. 

5. INVITATION FOR BIDS 

This "invitation for bids" is for Designing, Development and Maintenance of website 

for Port Management Board.




6. DUE DILIGENCE 

The Bidder is expected to and shall be deemed to have examined all instructions, 

forms, terms and specifications in this Tender Document. The Bid should be precise, 

complete and in the prescribed format as per the requirement of the Tender 

Document. Failure to furnish all information required by the Tender Document or 

submission of a bid not responsive to the Tender Document in every respect will be 

at the Bidder's risk and may result in rejection of the bid. Port Management Board 

shall at its sole discretion be entitled to determine the adequacy / sufficiency of the 

information provided by the Bidder. 

7. COST OF BIDDING 

The Bidder shall bear all costs associated with the preparation and submission of its 

bid and Port Management Board shall in no event or circumstance be held 

responsible or liable for these costs, regardless of the conduct or outcome of the 

bidding process. 

8. PRE-BID MEETING: A pre-bid meeting with prospective tenderers will be held on 

01.02.2012at 11.00 hrs. in the office of Chief Port Administrator, Port Management 

Board Administrative Building at Phoenix Bay, Port Blair in which tenderers may take 

the opportunity of seeking clarification if any. Tenderers are advised to attend the 

pre-bid meeting. Non- attendance of pre-bid meeting shall not be a cause for 

disqualification of the tender. Based on the discussions the technical specifications 

and conditions will be frozen as necessary. Tenderers are advised to seek 

clarification in writing and forward the same to Assistant Engineer (P&S), Port 

Management Board, Port Blair, A&N Islands - 744101 at least Seven (7) days before 

the date fixed for pre-bid meeting. No queries will be entertained after pre-bid 

meeting. The text of questions raised and response of the Port will be sent to all 

tenderers those who attend the pre-bid meeting. 

9. AMENDMENT OF TENDER DOCUMENT 

At any time before the deadline for submission of bids, Port Management Board 

may, for any reason, whether at its own initiative or in response to a clarification 

requested by a prospective Bidder, modify the Tender Document by amending, 

modifying and / or supplementing the same. 

All changes shall be posted on website of www.and.nic.in and prospective Bidders 

are required to go through the same before submission of bid. All such amendments




shall be binding on them without any further act or deed on Port Management 

Board part. 

In the event of any amendment, Port Management Board reserves the right to 

extend the deadline for the submission of the bids, in order to allow prospective 

Bidders reasonable time in which to take the amendment into account while 

preparing their bids. 

10. LANGUAGE OF BID 

The Bid prepared by the Bidder, as well as all correspondence and documents 

relating to the Tender Document and / or the bidding process exchanged by the 

Bidder and Port Management Board shall be written in English language only. 

11. GENERAL INSTRUCTIONS 

11.1 The Bidders are requested to read the tender document thoroughly. 

11.2 Bidder is one who has responded to the Bid for designing, development and 

maintenance of website of Port Management Board. The Bidder shall duly fill 

in all the information specified in the pre-qualification criteria specified. 

In the event of any additional information required by the Port Management 

Board other than that specified in the pre-qualification criteria, the Bidder to 

the Port Management Board shall duly submit such information in the 

prescribed time. The Bidder shall submit the Tender Document duly signed on 

each page as a part of the bid. It shall be expressly agreed herein by the 

bidder that he has read and understood the complete Tender Document and 

other documents / requirements and shall comply with the same except what 

is stated in specified Deviation / Non-Compliance statement format. 

11.3 Port Management Board shall reserve the right to verify the operation and 

performance of Project by the Bidder and the Bidder shall permit Port 

Management Board to do so. The Board will evaluate the information 

submitted by the Bidder with regard to Bidder's capacity. The Bidder cannot 

subcontract the work at any stage. 

11.4 Bids received with incomplete information / documents shall be rejected. 

Bids not adhering to Terms, Conditions, Specifications and other details as 

given in this document may be summarily rejected.




11.5 All deviations from the Terms, Conditions and other details of Tender 

Document should be separately and clearly submitted. 

11.6 This tender document is not transferable. 

11.7 Modification or Withdrawal of Offers is not permissible after its submission. If 

the offer is withdrawn before the validity period, the EMD will stand 

forfeited. 

To assist in the scrutiny, evaluation and comparison of offers, Port 

Management Board may, at its discretion, ask some or all Bidders for 

clarification of their offer. 

11.8 The request for such clarifications and the response will necessarily be in 

writing. 

11.9 Preliminary Scrutiny: Port Management Board will scrutinize the offers to 

determine whether they are complete, whether any errors have been made 

in the offer, whether required technical documentation has been furnished, 

whether the documents have been properly signed, and whether items are 

quoted as per the schedule. Port Management Board may, at its discretion, 

waive any minor non-conformity or any minor irregularity in an offer. 

This shall be binding on all Bidders and Port Management Board reserves the 

right for such waivers. 

11.10 Award Criteria: Technical Offers in Envelope 1 will be evaluated first to check 

whether all required information and documents as specified in the Tender 

Document are submitted and to ascertain whether the Bidder meets all 

Qualifying Criteria. The Bidders whose Technical Offers are found to be in 

accordance with the specifications mentioned in the tender document would 

be short-listed and only their Commercial Bids in Envelope 2 would be 

opened. 

11.11 The Bidder should abide by the terms and conditions specified in the tender 

document. If Bidders submit conditional offers, they shall be liable for 

outright rejection. 

11.12 Port Management Board shall be under no obligation to accept the lowest or 

any other offer received in response to this tender notice and shall be 

entitled to reject any or all offers including those received late or incomplete 

offers without assigning any reason whatsoever. Port Management Board 

reserves the right to make any changes in the terms and conditions of the




tender. Port Management Board will not be obliged to meet and have 

discussions with any of the Bidders and or to listen to any representations. 

11.13 The offers containing erasures or alterations will not be considered. Technical 

details must be completely filled in. Correct technical information of the 

service being offered must be filled in. Filling up of the information using 

terms such as "OK", "accepted", "noted", "as given in brochure / manual" is 

not acceptable. Port Management Board may treat offers not adhering to 

these guidelines as unacceptable. 

11.14 Bidders are allowed to submit bids in consortium as specified in qualification 

criteria. 

11.15 Bidders are not allowed to subcontract in any manner. 

11.16 The contract period for development and launch of website shall be for a 

period of three months from the date of issuing of work order. 

12. QUALIFICATION CRITERIA OF THE BIDDER 

12.1 The bidder should have at least developed and maintained 05 websites 

during last three years for PSU/GOVT/Reputed Pvt. organizations/Institutions. 

12.2 Bidder can be a proprietary or Partnership Firm or Pvt. Ltd. or limited 

company. 

12.3 Supporting documents for fulfilling the qualification criteria will have to be 

submitted in technical envelope No. 1. 

13. TENDER DOCUMENT FEE & EARNEST MONEY DEPOSIT (EMD) 

13.1 Bidders are required to submit Rs. 250/-(Rs. Two hundred & fifty only) 

towards the cost of tender document fee in the form of DD of Nationalized 

Bank / Bank Pay Order drawn in favour of "Sr. Accounts Officer, Port 

Management Board" payable at Port Blair, A&N Islands & Rs. 10,000/- (Rs. 

Ten thousand only) as EMD for the bids in form of Demand Draft of 

Nationalized Bank / Pay Order drawn in favour of “Sr. Accounts Officer, Port 

Management Board" payable at Port Blair, A&N Islands.




13.2 Tender document fee is non refundable. 

13.3 Tender document Fee & EMD Demand Drafts / Pay Orders should be part of 

Envelope1. 

13.4 The EMD is non-interest bearing and is refundable to unsuccessful bidders 

after signing of the Contract by the successful bidder. 

13.5 The successful Bidders EMD will be discharged upon expiry of "Validity 

Period" mentioned in Instruction to Bidder. EMD of unsuccessful bidders shall 

be refunded after finalization of Tender. 

13.6 The EMD will be forfeited; 

� If a bidder withdraws his bid during the period of validity. 

� in case of a successful bidder, if the bidder fails to sign the contract in 

accordance with terms and conditions. 

14. OVERALL EVALUATION METHODOLOGY 

14.1 Port Management Board evaluate and compare the bids determined to be 

substantially responsive. Any effort made by the Bidder to influence Port 

Management Board in the evaluation / contract award decision, may result in 

the rejection of the Bidder's bid. It is Port Management Board intent to select 

the Bid that is most advantageous to Port Management Board and each Bid 

will be evaluated using the criteria and process outlined below. 

14.2 The Technical and Commercial evaluation of Bids shall be carried out by the 

Port Management Board. Only those Commercial Bids who qualify in the 

technical evaluation shall be considered. 

14.3 The Commercial Bid with the lowest price will be the highest evaluated bid, 

eligible for further negotiations with Port Management Board. Should these 

negotiations fail, Port Management Board will invite the next highest 

evaluated Bidder for negotiations. 

15. EVALUATION OF BIDS 

15.1 The Bidding process shall be a two-stage process.




Prior to the detailed evaluation of the Technical Bids, Port Management 

Board shall determine whether each bid is (a) complete (b) is accompanied by 

the required information and documents and (c) is substantially responsive to 

the requirements set forth in the tender document. A substantially 

responsive Bid is one, which conforms to the requirements, terms, conditions 

and specifications of the Tender without any deviation. Port Management 

Board evaluation in this regard shall be final and binding on all Bidders. 

15.2 Based on the results of the Technical evaluation, Port Management Board 

shall then proceed to open and evaluate the Commercial Bid of those Bidders 

who qualify in the Technical evaluation. The Commercial evaluation will take 

into account the information supplied by the Bidders in the Commercial Bid, 

and the same shall be evaluated in accordance with the evaluation criteria 

specified in the tender document. 

15.3 Port Management Board may at its sole discretion, waive any minor 

informality or nonconformity or irregularity in a Bid Document, which does 

not constitute a material deviation, provided such a waiver does not 

prejudice or affect the relative ranking of any Bidder. 

15.4 The Tender Evaluation Committee may choose to conduct technical 

negotiation or discussion with any or all the Bidders. The decision of the 

Evaluation Committee in the evaluation of the Technical and Commercial bids 

shall be final and binding on all the parties. 

15.6 Any effort by a Bidder to influence the Tender Evaluation Committee's 

processing of Bids or award decisions may result in the rejection of the Bid. 

16. UNDERTAKING 

An undertaking from the Bidder stating the compliance with all the conditions of the 

Contract and Technical Specifications of the Bidding Document will be required since 

no deviation will be acceptable to Port Management Board. 

17. BID PRICES 

a) The price i.e. offer must be made by the intending bidder covering all 

important points mentioned in the bid format enclosed in this bid document. 

The financial offer may be submitted keeping in view the terms and 

conditions of this bid document and site conditions.




b) The bidder shall include payment of all dues such as taxes & other statutory 

dues, not specifically mentioned in the specification but essential for 

successful completion of work. The bidder shall not be eligible for any extra 

charges in respect of such payments. Though not mentioned in the bid 

document. Extra charges if any. shall be paid by the bidder only. 

c) All liabilities, whatsoever, on account of copy rights or any other reason, if 

any, shall be borne by the bidder. 

d) Any royalties or patents or the charges for the use of content, images, 

software's etc. thereof that might involve in the contract shall not be paid by 

Port Management Board. The bidder only shall pay for such claims without 

putting any financial burden on Port Management Board. 

18. PERIOD OF VALIDITY OF BIDS 

18.1 Validity Period 

Bids shall remain valid for 120 (One hundred twenty) days after the date of 

bid opening prescribed by Port Management Board, Port Management Board 

holds the right to reject a bid valid for a period shorter than 120 days as nonresponsive, 

without any correspondence. 

18.2 Extension of Period of Validity 

In exceptional circumstances, Port Management Board may solicit the 

Bidder's consent to an extension of the period of validity. The request and the 

response thereto shall be made in writing. Extension of validity period by the 

Bidder shall be unconditional. The EMD provided shall also be suitably 

extended. A Bidder may refuse the request without forfeiting the EMD. A 

Bidder granting extension of validity will not be permitted to modify his 

technical or commercial bid. 

Sd/- 

Assistant Engineer (P&S) 

Port Management Board




SECTION -2 

TERMS AND CONDITIONS AND SCOPE OF WORK 

2.1 DESIGNING, DEVELOPMENT AND MAINTENANCE OF WEBSITE: 

a) WEBSITE OBJECTIVES: 

Port Management Board is working towards the design, development and 

maintenance of website. The objectives of the website are: 

� To display full range of Port Management Board activities and 

functions 

� To built a website, with a dynamic content management system 

behind it 

� To present an appealing and optimized website 

� To coordinate and interact with Port Management Board members 

b) DESIGN AND BRAND RECOGNITION: 

� Professional Graphic Design of website should be load quickly and a 

pleasure to look at. 

� Overall design concept for the website, optimized in terms of identity, 

accessibility, usability and content distribution. Thus, the following will 

be taken into consideration when designing and developing Port 

Management Board website: 

Successful bidder will submit three design options. Successful 

bidder will respond to Port Management Board's feedback and 

refine the design (s) that Port Management Board will prefer. 

Design will be fully optimized to 1024/768 and 800/600 — 

screen resolution compatible. 

Colours and images will be chosen according to Port 

Management Board's requirements.




c) SITE STRUCTURE: 

The logo of Port Management Board will be present on the 

homepage and visible at all times during a person's visit. 

There will be promotional areas on the homepage, which will 

accentuate Port Management Board, and user visitors to 

explore the inner pages of site. 

i) General: 

The website will be run on Internet Explorer 6.0 and above, Netscape7, 

Firefox, Opera, Safari and Chrome. The website will be in the English language 

with partially static and partially dynamic page structure. 

ii) Content Distribution and interactivity: 

Content on Homepage will be distributed as to grasp the visitor's attention, 

encourage the exploration of website, and allow easy access to the most 

important information on the website. 

A path through the sublevels to the site's section will be clearly displayed. 

The main menu on the website will contain following buttons (Which will be 

reviewed and altered during the lifecycle of project). Submenu of website will 

be presented in dropdown menu fashion. 

ii) Website Elements and site structure: 

S. No. Main Menu Sub Menu 

1 Home Page Content of Home Page: Login/logout to 

members / registered port users, New 

members Sign up link, Details of Port 

Management Board, Notice board, Main 

2 About Us 

Menu, links to Benefits to Members, Services., 

facilities, activities etc. 

About Port Management Board, Functions, 

Structures and Facilities. 

3 Ports in A&N Details of all the Ports of Andaman & Nicobar 

Islands 

Islands. 

4 Daily Vessels Daily vessels positions at the Ports of 

Position 

Andaman & Nicobar Islands and at sea. 

5 Port Facilities Port facilities available at all the Ports of 

Andaman & Nicobar Islands.




6 Ports Activities Cargo, vessel and passenger related services, 

Daily Pilotage & Berthing program. 

7 Port Statistics Cargo, Passenger and revenue details of Port 

Management Board. 

8 Port Charges All Port Charges 

9 Development Development plans at the ports of Andaman & 

Plans 

Nicobar Islands. 

10 Tenders Tenders of Port Management Board. 

11 UID Number 12 Digit numeric field in database for 

integrating with Aadhar. 

12 Stevedoring Details of Stevedoring License holder. 

12 Contact Us Contact person address, phone and fax No. 

with contact email facility. 

� WEBSITE SHOULD BE DEVELOPED AS PER THE 

GUIDELINES FOR INDIAN GOVERNMENT WEBSITE AND 

SHOULD COMPLY THE CHECKLIST MANDATORY FOR 

INDIAN GOVERNMENT WEBSITE. 

Note: This structure will be modified after discussion with selected bidder in 

COMMENCEMENT MEETING of project. 

d) OTHER SERVICES: 

Domain name and space will be provided by Port Management Board in the A&N 

Administration website. 

Hosting the website: 

Successful bidder shall host the website in the space provided by National 

Informatics Centre, Port Blair, A&N Islands. Prior to hosting clearance is required 

from the Auditors of NIC for security of website. 

Update and maintenance of website: 

Successful bidder will update the website as and when asked by Port Management 

Board. Successful bidder will maintain the site on annual contract basis. 

Copyright and Trademarks: 

Successful bidder will handover the all the software and graphics to Port 

Management Board for the purpose of copyright and intellectual ownership.




Online Payment Facilities (Online Payment Gateway solution): 

Port users should be able to pay through cheques / DD / credit cards / debit 

cards/Net banking etc. 

e) TECHNICAL SPECIFICATIONS: 

Browser Compatibility 

Website should be compatible to all browsers like Internet Explorer, Firefox, Opera, 

Safari and Chrome. 

Design: 

Bidder should use CSS based design approach, Clear and appropriate graphics, WK 

compatible coding style while designing the web pages. 

Technology: 

Bidder should provide high-quality and new technology content solutions for 

websites but not limited to PHP-5.0, My SQL, Flash-8.0 or .net, MSSQL, JavaScript, 

Flash. 

f) DELIVERABLES OF WEBSITE: 

A Few of the deliverables of website are enlisted below, which will be updated, 

modified by Port Management Board during project implementation. 

Successful bidder will submit the detailed project plan document in commencement 

meeting of project which will include but not limited to technical specifications of 

website, functional specifications of website, project lifecycle details, workflow, 

links, navigation, architecture and structure of website, three design options, other 

services and facilities provided etc. 

A database backed dynamic website used to register members / port users with 

Port Management Board, Online payment options for registration and paid 

subscription of Port Management Board services, validations for form etc. 

Member’s area is restricted to registered members / port users of Port Management 

Board only. 

The site should encourage visitors to explore it. 

Display full range of Port activities and functions.




Coordinate and interact with Port Management Board members / port users through 

bulk email software (Sending bulk emails with personalized mail addresses. Mails 

should be delivered to Inbox rather than junk folder). 

Images and content should be selected as per requirement of Port Management 

Board. 

Site Navigation: 

The site should include following navigation strategies 

Menu system as primary navigation method of the site that is always 

displayed on each page. 

Each section must have a main page where visitors can navigate to the sub 

items under the sections, but still be able to get back on any of the other 

main section home pages. ' 

Overall design concept for the website, optimized in terms of identity, 

accessibility, usability and content distribution. 

Separate login for administrator to view online members / port users, 

number of hits in day/ month, repeat and unique visitors, navigation paths, 

visitor's countries, control email accounts, online applications submitted etc. 

OTHER TERMS AND CONDITIONS: 

Guarantee/ Warranty 

All programming as delivered carries a one year warranty. 

Contract time period: 

The contract period for site Designing, Development will be three months from the 

date of contract. Contract period for update and maintenance will be one year. 

The bidder is not authorized to terminate the agreement before its maturity. 

Payment terms: 

� 100% payment shall be made against successful design, development and 

implementation of the website as per the GUIDELINES FOR INDIAN 

GOVERNMENT WEBSITE and acceptance by Port Management Board.




� TDS shall be recovered as per the rules in force. 

� The Port Management Board shall reserve the right to recover any dues 

payable to the Board from the EMD or any other dues payable to the 

successful tenderer. 

� Subsequent support of one year after implementation and acceptance shall 

be rendered. Maintenance and update charges shall be paid on completion 

of guarantee period of one year. 

� The amount paid by the Successful Tenderer for auditing of the website to 

the auditors of NIC will be paid to the Successful Tenderer by this Board on 

production of the relevant document. 

� No part payment or advance will be paid. 

2.2 LIQUIDATED DAMAGES:- 

A general grace period of 30 days will be permitted beyond the contractual date 

subject to Force Majeure and other permissible delays, if any and there shall be no 

liquidated damages payable by the tenderer during the stipulated grace period. 

After the stipulated grace period for levy of liquidated damages, the tenderer shall 

have to pay liquidated damages @ 0.50% per week on the final cost for the first one 

month and @0.75% per week thereafter subject to a maximum of 10% of the 

ordered Contractual Value. Thereafter, the offer will be stand terminated and the 

E.M.D submitted by the firm will be forfeited. 

2.3 FORCE MAJEURE 

a) If at any time during continuance of this contract, the performance in whole 

or in part in any obligation under this contract shall be prevented or delayed 

by reasons of any war, hostility, acts of public enemy, acts of civil commotion, 

strikes, lockouts, sabotages, fire, flood, explosions, epidemics, quarantine 

restrictions (hereinafter referred to as eventualities) then, the notice of the 

happening of any such eventuality shall be given by the Bidder to Port 

Management Board within a week from the date of occurrence. Neither party 

shall by reasons of such eventuality, be entitled to terminate this contract, 

nor shall have any claim for damages, compensations against the other in 

respect of such nonperformance or delay in performance and deliveries




under this contract. Normal working shall be resumed as soon as such 

eventuality has come to an end or ceased to exist. 

b) Provided that if the performance in whole or in part by the bidder or any 

obligation under this contract is prevented or delayed by reasons of and such 

eventuality for a period exceeding 30 (thirty) days, then Port Management 

Board may terminate this contract by giving notice in writing. 

2.4 SETTLEMENT OF DISPUTE AND ARBITRATION’S:- 

In the event of any dispute relating to arising out of the terms and conditions 

between the parties shall be dealt with as mentioned herein after. 

a) The disputes or differences shall be referred for arbitration to a sole 

arbitrator who shall be an officer of the Andaman and Nicobar 

Administration as may be appointed for the purpose by the Lieutenant 

Governor (Administration), Andaman and Nicobar Islands. The decision of 

the arbitrator appointed under this clause is final, binding and conclusive. 

b) Above all, any dispute or differences shall be referred to the jurisdiction of 

District court, Port Blair. 

2.5 AWARD OF CONTRACT 

Chief Port Administrator reserves the right to accept any Bid and to reject any Bid or 

all Bids. Notwithstanding anything stated herein, Chief Port Administrator reserves 

the right to accept full or part of the Bid or reject any Bid, and to cancel / annul the 

bidding process and reject all Bids at any time before the award of the Contract. 

2.6 NOTIFICATION OF AWARD 

Notification to Bidder 

The Bidder whose Bid has been accepted shall be notified of the award by Port 

Management Board prior to the expiration of the period of validity of the proposal, 

by registered letter or by fax. The Bidder shall acknowledge in writing, the receipt of 

the Letter of Acceptance and shall send his acceptance to enter into the Contract 

within 15 (fifteen ) days from the receipt of the Letter of Acceptance. 

2.7 SIGNING OF AGREEMENT 

Pursuant to the Bidder acknowledging the Letter of Acceptance, the Bidder and Port 

Management Board shall promptly and in no event later than 15 days from the date




of acknowledgement of the Letter of Acceptance, sign the Contract. Port 

Management Board shall have the right and authority to negotiate certain terms 

with the successful Bidder before signing of the Contract. The signing of the Contract 

shall amount to award of the Contract and the Bidder shall initiate the execution of 

the work as specified in the Contract. 

2.8 EXPENSES FOR THE CONTRACT 

All incidental expenses of the execution of the Contract/ agreement shall be borne 

solely by the successful Bidder and such amount shall not be refunded to the 

successful Bidder by Port Management Board. 

2.9 FAILURE TO ABIDE BY THE CONTRACT 

The conditions stipulated in the Contract shall be strictly adhered to and violation of 

any of these conditions shall entail immediate termination of the Contract without 

prejudice to the rights of Port Management Board with such penalties as specified in 

the Bid Document and the Contract. 

2.10 TERMINATION OF CONTRACT 

Termination for Default 

Port Management Board may, without prejudice, to any other remedy for breach of 

Contract, by prior written notice of default sent to the Bidder, terminate the 

Contract in whole without assigning any reason if 

The qualified Bidder fails to perform any other obligation(s) under the 

Contract. 

If the Bidder is in material breach of the representations and warranties 

contained in this Contract. 

2.11 GOVERNING LAW 

The laws of Republic of India shall govern the Tender Document and the Contract. 

Sd/- 






SECTION - 3 

SUBMISSION OF BID, PROPOSAL 

Bid should be submitted in two envelopes - 

Envelop 1 (Technical envelope) and envelope 2 (Commercial envelope). 

Envelope 1 and 2 should be inserted in third envelope. 

3.1 CONTENTS OF TECHNICAL ENVELOPE 1 (TECHNICAL BID) 

3.1.1 Bid Application format on the letter head (as per Section 4A). 

3.1.2 Letter of Undertaking regarding acceptance of terms and conditions / Signed 

Tender document as acceptance of the terms and conditions . 

3.1.3 Business profile clearly indicating name of the proprietor/firm/company, 

address, contact persons with mobile numbers and notable credentials if any. 

3.1.4 Proof of having successfully designed and implemented 05 nos. websites for 

PSU/GOVT/Reputed Pvt. organizations/Institutions during the last 3 years. 

3.1.5 References of all the organization for whom the tenderer has successfully 

executed such projects (name with contact numbers and address) 

3.1.6 PAN Card copy. 

3.1.7 Service tax registration number 

3.1.8 In case tender document is downloaded from website, tender document Fee 

of Rs.250/- (DD in the name of "Sr. Accounts Officer, Port Management 

Board” payable at Port Blair. 

3.1.9 EMD of Rs. 10,000/- (Rs. Ten thousand only) drawn in the name of "Sr. 

Accounts Officer, Port Management Board” payable at Port Blair. (Please 

refer para 13.1 of section 1 of the tender document.) 

3.1.10 Tender Document purchase receipt, if it is purchased from Port Management 

Board. 

3.1.11 Note explaining the scope of work as understood by the agency and which 

shall be executed by them. 

3.2 CONTENTS OF THE COMMERCIAL ENVELOPE II, 

(COMMERCIAL BID) 

Price bid as per format in Section 4B. 

3.3 AUTHENTICATION OF BID 

The original and all copies of the Bid Document shall be a computer print out and 

shall be signed by a person or persons duly authorized to bind the Bidder to the




Contract. A duly stamped Power-of-Attorney accompanying the Bid Document shall 

support the letter of authorization. The person or persons signing the Bid Document 

shall initial all pages of the Bid Document, including pages where entries or 

amendments have been made. 

3.4 VALIDATION OF INTERLINEATIONS IN BID 

Any interlineations, erasures, alterations, additions or overwriting shall be valid only 

if the person or persons signing the bid have authenticated the same with signature. 

3.5 SEALING AND MARKING OF BIDS 

Enclosing of Bid 

The copies of the Technical Bid shall be placed in lacquer sealed envelope 1 clearly 

marking each "Technical Bid”. The Commercial Bid shall be placed in separate 

lacquer sealed envelope 2 clearly marking it as "Commercial Bid Do not open with 

Technical Bid". The two envelopes shall then be placed in third envelope, which shall 

also be appropriately lacquer sealed and marked as Bid for designing, development 

and maintenance of Port Management Board's website. 

3.6 ADDRESS FOR SUBMISSION OF BIDS 

Last date of submission of bid 15th February, 2012 upto 03.00 P.M. Bids complete in 

all respect shall be delivered to 

Chief Port Administrator, 

Port Management Board 

Post Box No. 52, 

Phoenix Bay, 

Port Blair, 

Andaman & Nicobar Islands – 744 101 

Phone :- 03192 - 233679 / 03192 - 237804 

In addition to the above, the inner envelopes shall indicate the name and address of 

then Bidder to enable the bid to be returned unopened in case it is declared "late". 

Date for Technical bid opening will be conveyed to all bidders through email, fax or 

telephone. 

3.7 RESPONSIBILITY OF BIDDER 

If the outer envelope is not sealed and marked as required. Port Management Board 

will assume no responsibility for the Bid's misplacement or premature opening.




3.8 REJECTION OF BID 

The Bid Document shall be submitted in the form of printed document. Bids 

submitted by Telex, fax or email would not be entertained. Any condition put forth 

by the bidder not conforming to the bid requirements shall not be entertained at all 

and such bid shall be rejected. 

3.9 LATE BIDS 

Any bid received by Port Management Board after the deadline for submission of 

bids prescribed by Port Management Board, will be summarily rejected and returned 

unopened to the Bidder. Port Management Board shall not be responsible for any 

postal delay or non-receipt / non-delivery of the documents. No further 

correspondence on this subject will be entertained. 

3.10 OPENING OF TECHNICAL BIDS 

Opening of Bids 

Port Management Board will open all Technical Bids (except those received late), in 

the presence of Bidders' representatives who choose to attend the Technical Bid 

opening session in the Port Management Board Administrative Office at Port Blair. 

The date of technical bid will be opened on 15/02/2012 at 1600 Hrs. The Bidder's 

representatives who are present shall sign a register evidencing their attendance. In 

the event of the specified date of Bid opening being declared a holiday for Port 

Management Board the Bids shall be opened at the appointed time and location on 

the next working day. 

3.11 ANNOUNCEMENT OF BIDS 

The Bidder's names, Bid modifications or withdrawals and the presence or absence 

of requisite bid security and such other details will be declared at the opening. No 

bid shall be rejected at bid opening, except for late bids. 

3.12 BIDS NOT CONSIDERED FOR EVALUATION 

Bids those are rejected during the bid opening process shall not be considered for 

further evaluation, irrespective of the circumstances. 

3.13 OPENING OF COMMERCIAL BIDS 

Opening of Bids 

Commercial Bids will be opened and compared after the technical evaluation has 

been completed for those Bidders whose Technical Bids are found valid.




The name of Bidder, bid prices, total amount of each Bid, etc. shall be declare by the 

Port Management Board at the Commercial Bid opening. The date, time and venue 

of opening of commercial bid will be advised to the short listed bidders separately. 

3.14 CLARIFICATION OF BIDS 

To assist in the evaluation, comparison and an examination of bids, Port 

Management Board may, at its sole discretion, ask the Bidder for a clarification of its 

bid including breakdown of rates. The request for clarification and the response shall 

be in writing. If the response to the clarification is not received before the expiration 

of deadline prescribed in the request, Port Management Board reserves the right to 

make its own reasonable assumptions at the total risk and cost of the Bidder. 

3.15 COMPLETENESS OF BIDS 

Port Management Board will examine the bids to determine whether they are 

complete, whether they meet all the conditions of the Tender Document and 

Technical Specifications, whether any computational errors have been made, 

whether required sureties have been furnished, whether the documents have been 

properly signed and whether the Bid Documents are substantially responsive to the 

requirements of the Tender Document. 

3.16 RECTIFICATION OF ERRORS 

Arithmetical errors will be rectified on the. following basis: - 

If there is a discrepancy between the rates in words and figures, the rate in words 

will govern. If the bidder does not accept the correction of errors, his bid will be 

rejected and his EMD may be forfeited. 

3.17 REJECTION OF BID 

A bid that does not meet all pre-qualification criteria or is not responsive shall be 

rejected by Port Management Board and may not subsequently be made responsive 

by correction or withdrawal of the non-conforming deviation or reservation by the 

Bidder. 

Sd/- 






SECTION – 4 

FORMAT OF TECHNICAL & FINANCIAL BIDS 

A) TECHNICAL BID (To be submitted on the letter head of Bidder) 

TENDER PROFORMA 

PROFORMA TO BE FILLED IN BY THE TENDERER 

ON THEIR LETTER HEAD 

1 Name of the work Designing, Development and Maintenance of 

Website for Port Management Board, Andaman & 

Nicobar Islands 

2 Name & Address Port Management Board, Phoenix Bay, Port Blair, 

Andaman & Nicobar Islands - 744101 

3 Name of the 

Tenderer / Bidder 

3.1 PAN No. 

3.2 Registered 

Address 

3.3 Phone No. with 

STD Code 

3.4 Fax No. 

3.5 Address for all 

communications 

during the 

execution of 

project 

3.6 Name of Contact 

Person(s) with 

contact numbers 

4 Experience in 

the line of 

design and 

development of 

website (it should 

be supported by 

necessary 

documentary 

evidence)




The details should 

be provided as per 

the terms 

stipulated for 

technical 

qualification in bid 

document 

5 Specifications and 

scope of work 

As per terms & conditions mentioned in the Bid 

document. 

5.1 Any special 

technical 

qualification 

I / We declare that I / We have examined the terms and conditions mentioned in 

the Bid document and accordingly agree and accept the same 

for tender / bid filing. 

Seal of the firm/company Signature of the Authorized 

Representative of Bidder/ Tenderer 

Date: 

The above tender cum bid format should be typed on the official letter head of the 

bidder. Separate sheet is to be enclosed if the space provided is not sufficient for the 

data to be provided. List of enclosures should be attached with the bid form.




B) FINANCIAL BID 

(To be submitted on the letterhead of bidder) 

Format of the financial Bid in Commercial envelope 2 

To, 

The Chief Port Administrator, 

Port Management Board, 

Phoenix Bay, 

Port Blair, 

Andaman & Nicobar Islands – 744101 

Subject:- Financial Bid for Design, Development, maintenance and other related 

activities of Port Management Board website 

Sir, 

With reference to tender document for Design, Development, maintenance 

and other related activities of Port Management Board website , we submit our 

commercial bid as under :- 

S. No. 

Cost “A” 

Particular Rate per 

Unit 

1 Design & Development of Home Page 

(Animated as per our requirement) 

60-70 K 

2 Design & Development of web pages 

with text / graphics / animation 

3 Design & development of Interactive 

Forums 

4 Web page for daily data base 

updating by Administrator for Vessel 

position, availability of berth, cargo 

handling equipments, etc. 

5 Development of e-mail facility 

6 Implementation in Bilingual (English Entire 

and Hindi) 

…………………………………………………… 

…………………………………………………… 

Website 

Price in Rupees




Cost “B” 

7 Update & maintenance of website 

8 Design & Development of New Pages 

9 …………………………………………………… 

10 …………………………………………………… 

4.1 I / We hereby submit our financial bid for design, develop and maintain Port 

Management Board website and provide other related services. 

4.2 Offer price is inclusive of all not specifically mentioned in the specification but 

essential for successful running of the website. 

4.3 I / We agree to keep this offer valid for 120 (One hundred & twenty days) 

days from the Bid Due date (last date of submission of Bid) specified in the 

bid document. We shall also be agreeable to extent the validity of the bid, if 

so desired by the Port Management Board. 

4.4 I / We agree and undertake to abide by all the terms and conditions of the bid 

document. In witness thereof, I/We submit this Bid under and in accordance 

with the terms of the bid document. 

Yours faithfully, 

(Signature of the Authorized Signatory) 

(Name and designation of the Authorized Signatory) 

Name and seal of Bidder/ Firm

PORT MANAGEMENT BOARD PHOENIX BAY, PORT BLAIR - Imimg

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