GOVERNMENT OF INDIA - Information Resource & Facilitation ...

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GOVERNMENT OF INDIA 

INTEGRATED HEADQUARTERS OF MINISTRY OF DEFENCE (NAVY)/DNAM 

Tele : 00-91-11 23793011 Directorate of Naval Air Materiel 

FAX No : 00-91-11-23010388 „A‟ Block Hutments 

e-mail : dnam@nic.in New Delhi-110011 

India 

Invitation of Bids for CONSULTANCY FOR IMPLEMENTATION OF PROJECT „NAMS‟ 

Request for Proposal (RFP) No. AR/0422/NAMS Dated 16 Aug 11 

1. Bids in sealed cover are invited from Indian Firms for supply of Consultancy as per the 

Terms of Reference listed in Part III of this RFP. Please superscribe the above mentioned 

Title, RFP number and date of opening of the Bids on the sealed cover to avoid the Bid being 

declared invalid. 

2. The address and contact numbers for sending Bids or seeking clarifications regarding 

this RFP are given below – 

(a) Bids/queries to be addressed to : Directorate of Naval Air Materiel 

(b) Postal address for sending the Bids: Directorate of Naval Air Materiel 

IHQ MoD (N), Government of India, 

A- Block Hutments 

Dalhousie Road 

New Delhi- 110 011 

(c) Name/designation of the contact personnel: Cdr Goutam Banerjee, JDNAM 

(d) Tele numbers of the contact personnel: 00-91-11 23793011 

(e) e-mail ids of contact personnel: dnam@nic.in 

(f) Fax number: 00-91-11-23010388 

3. This RFP is divided into five Parts as follows: 

Part I – Contains General Information and Instructions for the Bidders about the RFP 

such as the time, place of submission and opening of tenders, Validity period of 

tenders, etc. 

Part II – Contains essential details of the items/services required, such as the 

Schedule of Requirements (SOR), Technical Specifications, Delivery Period, Mode of 

Delivery and Consignee details. 

Part III – Contains Standard Conditions of RFP, which will form part of the Contract 

with the successful Bidder. 

Part IV – Contains Special Conditions applicable to this RFP and which will also form 

part of the contract with the successful Bidder. 

Part V – Contains Evaluation Criteria and Format for Price Bids. 

4. This RFP is being issued with no financial commitment and the Buyer reserves the 

right to change or vary any part thereof at any stage. Buyer also reserves the right to 

withdraw the RFP, should it become necessary at any stage. 

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Part I – General information 

5. DIRECTORATE OF NAVAL AIR MATERIEL (DNAM), INTEGRATED 

HEADQUARTERS OF MOD (NAVY) [IHQ MoD(N)/DNAM] hereinafter referred to as Buyer, 

is interested in obtaining the Consultancy services of an appropriate Seller (Consultancy 

Firm), for implementation of Enterprise Wide Solution called „Naval Aviation Management 

System (NAMS)‟. A Brief description of NAMS can be obtained from the Director NAMS at 

address at para 12 (b) below. 

6. Last date and time for depositing the Bids will be : 11 Oct 11 / 1200 hours 

The sealed should be deposited/reach by the due date and time. The responsibility to ensure 

this lies with the Bidder. 

7. Manner of depositing the Bids 

(a) The proposal shall be submitted in two separately sealed envelopes clearly 

marked „Technical Bid‟ and „Commercial Bid‟. 

(b) These two sealed envelopes should be enclosed in another sealed main 

envelope super-scribed on top as “Bid for Consultancy for Project NAMS for Naval 

Aviation” along with a letter of authorization comprising of persons authorized and 

mandated to clarify queries and negotiate on behalf of the company. 

(c) 

(d) 

No financial data of any sort shall be included in the technical proposal. 

Only Technical Proposal envelope shall be opened on the due date and time. 

(e) Financial proposals shall be kept sealed in safe custody until the technical 

evaluation is complete. 

(f) Sealed Bids should be either dropped in the Tender Box marked as “DNAM” 

PLACED AT RECEPTION OFFICE OF „A‟ BLOCK HUTMENTS(Open from 0900h 

to 1700h from Monday to Friday) or sent by registered post only (and not by 

Courier as no record / priority is maintained for courier) at the address given above so 

as to reach by the due date and time. Late tenders will not be considered. No 

responsibility will be taken for postal delay or non-delivery/ non-receipt of Bid 

documents. Bids sent by FAX or e-mail will not be considered (unless they have been 

specifically called for by these modes due to urgency). 

8. Opening of Bids 

(a) Only the „Technical Bid‟ envelope inside the main envelope shall be 

opened on 11 Oct 11 at 1500 hrs by Chairman Tender Opening Committee. (If due 

to any exigency, the Bids are not opened on due date, the Technical Bids will be 

opened on the next working day). 

(b) The „Commercial Bid‟ shall be kept sealed in safe custody until the technical 

evaluation is complete. 

(c) The Commercial Bids of only those vendors whose Technical Bids meet 

the Technical Evaluation Criteria will be opened subsequently. All short-listed 

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bidders (whose technical offers are found eligible) would be advised about the date 

and time of opening of the Commercial Bid. 

9. Location of the Tender Box: RECEPTION OFFICE OF „A‟ BLOCK HUTMENTS, 

DALHOUSIE ROAD, NEW DELHI 110011 (Open from 0900h to 1700h from Monday to 

Friday). 

Only those Bids that are found in the tender box will be opened. Bids dropped in the wrong 

Tender Box will be rendered invalid. 

10. Place of opening of the Bids: DNAM 

The Bidders may depute their representatives, duly authorized in writing, to attend the 

opening of Bids on the due date. Rates and important commercial/technical clauses quoted 

by all Bidders will be read out in the presence of the representatives of all the Bidders. This 

event will not be postponed due to non-presence of your representative. 

11. Forwarding of Bids : Bids should be forwarded by Bidders under their original memo 

/ letter pad inter alia furnishing details like TIN number, VAT/CST number, Bank address with 

EFT Account if applicable, etc and complete postal & e-mail address of their office. As 

mentioned in Para 3 above, a Two-Bid system is to be followed. The proposal shall be 

submitted in two separately sealed envelopes clearly marked 'Technical Bid' and 

'Commercial Bid'. These two sealed envelopes should be enclosed in another sealed main 

envelope super-scribed on top as "Bid for Consultancy for Project NAMS for Naval 

Aviation" along with a letter of authorization comprising of persons authorized and 

mandated to clarify queries and negotiate on behalf of the company 

12. Clarification regarding contents of the RFP: 

(a) A prospective bidder who requires clarification regarding the contents of the 

bidding documents shall notify to the Buyer in writing about the clarifications sought 

not later than 14 (fourteen) days prior to the date of opening of the Bids. 

(b) In order to familiarize themselves with the NAMS project and resolution of 

queries before submitting their offer, the Bidder may wish to visit / contact the under 

mentioned officer after prior appointment on any working day from 1000hrs to 

1600hrs, Monday to Friday:- 

The Director ILMS (Air) / Project Director NAMS 

c/o ILMS (Air), Wellingdon Island, Naval Base 

Kochi – 682004 

Tele. 0484 -2873700 to 3704 

(c) To gain better insight, the Bidder is at liberty to request for visit to aviation units 

in Kochi. 

(d) The bidder would be required to sign a non disclosure agreement (NDA) prior 

to being provided with detailed specifications regarding the project and visit to any 

aviation units. The format of the same could be obtained from the Project Director 

NAMS. 

(e) A „Pre bid Meeting‟ will be held at the office of the Director ILMS (Air), Naval 

Base, Kochi - 682004 on 15 Sep 11 at 1030 hrs. It is recommended that all firms 

interested in responding to this RFP, attend the meeting in order to obtain better 

clarity of the scope of work, terms and conditions and resolve queries if any. 

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13. Clarification regarding contents of the Bids: During evaluation and comparison of 

bids, the Buyer may, at its discretion, ask the bidder for clarification of his bid. The request 

for clarification will be given in writing and no change in prices or substance of the bid will be 

sought, offered or permitted. No post-bid clarification on the initiative of the bidder will be 

entertained. 

14. Rejection of Bids: Canvassing by the Bidder in any form, unsolicited letter and posttender 

correction may invoke summary rejection with forfeiture of EMD. Conditional tenders 

will be rejected. 

15. Validity of Bids: The Commercial Bids should remain valid for at least 180 days from 

the last date of submission of the Bids. 

16. Earnest Money Deposit: Bidders are required to submit Earnest Money Deposit 

(EMD) for amount of Rs 5,00,000 (Rupees Five lakh) along with their bids. The EMD may be 

submitted in the form of an Account Payee Demand Draft, Fixed Deposit Receipt, Banker's 

Cheque or Bank Guarantee from any of the public sector banks or a private sector bank 

authorized to conduct government business as per Form DPM-13 (Available in MoD website 

and can be provided on request) drawn in favour of „Principal Controller Defence 

Accounts(Navy), Mumbai‟. EMD is to remain valid for a period of forty-five days beyond the 

final bid validity period. EMD of the unsuccessful bidders will be returned to them at the 

earliest after expiry of the final bid validity and latest on or before the 30 th day after the award 

of the contract. The Bid Security of the successful bidder would be returned, without any 

interest whatsoever, after the receipt of Performance Security from them as called for in the 

contract. The EMD will be forfeited if the bidder withdraws or amends, impairs or derogates 

from the tender in any respect within the validity period of their tender. 

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Part II – Essential Details of Items/Services required 

17. Schedule of Requirements. The details of the Services expected from the 

Consultant in assisting the Indian Navy is as follows:- 

Phase I (Decision regarding Approach) 

(a) Understand the processes and functions of various verticals of NAMS through 

assimilation of the User Requirement Specifications (URS) and Software / Systems 

Requirements Specifications (SRS) Documents, interaction with nominated officers 

and visits to essential location(s) if necessary and process / system studies. 

(b) Study the existing ILMS (Air) system (its database, entity relationships, workflow 

etc.) and advise the Navy on the methodology of interfacing ILMS (Air) to NAMS 

with a view to ensure that eventually, a SINGLE-system is available to the users for 

carrying out Operations, Maintenance and Logistics functions and maintenance / 

administration efforts are optimized. Director ILMS (Air) / Project Director NAMS at 

Kochi shall provide assistance for the same. 

(c) Carry out analysis of various COTS products (at least five products) available in 

the market wrt to their ability to meet the Navy‟s URS/SRS and carry out a GAP 

analysis. 

(d) Having analysed the various COTS products available in the market, carry out 

comparison of “Bespoke / „Ground Up‟ development” (using the latest 

platforms/development tools available) vis-à-vis “COTS / Customisation” for 

implementing NAMS. Main factors to be considered: Ability to meet user 

requirements, time for „roll-out‟, Cost Benefit Analysis, security aspects, Total Cost of 

Ownership, support from more than one vendor and Change Management. 

(e) Advise / assist the IN in finalisation of the NAMS solution considering the 

following aspects – approach to hardware and software selection, training for core 

team, design of the system, method of data capture to be followed, testing, roll-out 

strategy and plans, user acceptance test parameters and go-live parameters, enduser 

training and support. 

(f) 

Suggest the Hardware architecture for NAMS. 

Phase II (Preparation of Draft RFP) 

(g) Carry out market survey (through Expression of Interest/Request for 

Information) and identification of suitable vendors for the chosen approach (Bespoke 

or COTS/Customisation). 

(h) Prepare the analytical criteria / Qualitative Requirements (QRs) based on which 

effective selection of the NAMS platform and the vendor can be carried out. 

(j) Prepare draft RFP in the latest DPP / DPM format to include: the detailed 

implementation methodology, deliverables and timelines, vendor‟s qualifications / 

requirements expected, technical evaluation criteria for vendors, etc. 

Phase III (Placing of NAMS Order) 

(k) Scrutiny of the bids received in response to the RFP. Technical evaluation of 

the bids with respect to the criteria outlined in the RFP. Clarifications to be obtained 

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from the vendors if required. Visits to the vendors‟ premises if required. 

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(l) Prepare the detailed scripts for POC. The Scripts should be unambiguous, 

specific, objective in order that the vendors clearly understand what is expected of 

them. Define the parameters to be tested during the „Proof of Concept‟/Field Trials. 

(m) 

Evaluation of POC. Technical negotiations and resolution of queries. 

(n) Comparison of commercial bids based on „Cost benefit analysis‟ and „Total cost 

of ownership‟ to arrive at the L1 Firm. 

(p) 

Contract / Price negotiation. 

(q) Framing of the draft Contract as per the current DPP/DPM to include all 

relevant clauses pertaining to IT Act, exclusion of malicious content code / security 

breach, performance evaluation indicators, long term support (for version upgrades, 

re-configuration, network administration, hardware support etc) are included in the 

same. 

Phase IV (NAMS Implementation post Order): 

(r) 

(s) 

Project management post signing of Contract till the implementation of NAMS. 

Incorporation of „Industry Best Practices‟ into the NAMS implementation. 

(t) Associate with IN post signing of NAMS contract till „Roll-out‟ to ensure 

successful NAMS implementation through:- 

(i) 

(ii) 

Interface / migration of ILMS (Air) to NAMS platform. 

Incorporation of Industry best practices / policies. 

(iii) Liaison with the NAMS vendor at all stages to ensure optimum „returns‟ 

for the IN. 

(iv) 

(v) 

Monitoring of vendor performance / compliance. 

Mapping the future Road Map to ensure effective utilization. 

18. The bidder must offer most of the onsite consultancy primarily at Naval Base, Kochi 

with meetings as necessary, at other locations such as IHQ of MoD (Navy), New Delhi & 

HQNA, Vasco-da-Gama, Goa. 

19. Technical details. The Consultant shall supply the Services as per schedule of 

requirements listed above. The Technical Bid (format attached as Appendix A) should 

demonstrate the Consultant's knowledge of the project requirements and their 

understanding of the requisite tasks set forth in the scope of work and terms of 

reference. Provision of the requested information, in full, must be set in the following 

sequence: - 

(a) A brief description of the firm or academic institution, an outline of its recent 

experience on assignments of a similar nature and specifically the firm's work 

experience, especially for Defence / PSU / Governmental departments clients. The 

experience claimed should be limited to those projects which the firm or institution was 

legally contracted to carry out for clients. Assignment(s) completed by individual 

experts working privately or through other firms / institutions cannot be claimed as the 

experience of your firm / institution. The claimed experience should be substantiated 

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by providing contractual or other evidence as proof. Information on the current 

workload of the firm / institution in the relevant areas of this assignment should also be 

presented. 

(b) Understanding of detailed scope of work with regard to Naval Aviation‟s 

functioning in the field of Air Operations, Aircraft maintenance and Air logistics. 

(c) General approach or methodology which you propose for carrying out the 

services, including such detailed information as you deem relevant, the description of 

the manner in which the consultants plan to execute the task, approach and work 

plan, teams and personnel to be employed, man-months, etc. 

(d) Composition of the team which the consultants would provide, together with 

CVs of individual team members (Format in Annexure 1 to Appendix A), and the 

specific task(s) to which each team member would be assigned. The team leader 

should be specifically identified. 

(e) Work program including an organization chart, a bar-chart and a staffing 

schedule (format in Annexure 2 & 3 to Appendix A). The bar-chart should indicate 

estimates of the duration and total man-months that would be provided for each 

task. The staffing schedule should indicate clearly the estimated duration and the 

probable timing of the assignment of each professional to be used. (Please ensure 

that the project plan dovetails with the deliverables / time-frame specified in delivery 

schedule along with requisite cushions). 

(f) 

Any additional information / value addition that you need to disclose / make. 

20. In preparing the proposals, the consultants should give particular attention to the 

following: - 

(a) Members of the team should be only Indian Nationals and should have the 

requisite experience especially in India, on similar work. 

(b) Majority of the personnel (about 60%) comprising the consultant's team should 

be drawn from the permanent staff of the firm. 

21. Consultants are at liberty to address any other relevant issue / detail. Additional 

sheets, duly authenticated, may be attached to elucidate specifications or clarify specific 

issues. 

22. As mentioned earlier, in order to familiarize themselves with the NAMS project and 

resolution of queries before submitting their offer, the seller may wish to visit / contact the 

under mentioned officer after prior appointment on any working day from 1000hrs to 1600hrs, 

Monday to Friday and attend the Pre-Bid Meeting on 15 Sep 11 :- 

The Director ILMS (Air) / Project Director NAMS 

C/o ILMS (Air), Naval Base 

Kochi – 682004. 

Tele. 0484 -2873700 (- „3704‟) 

23. To gain better insight, the seller is at liberty to request for visit to aviation units in 

Kochi. This can be arranged through Director ILMS (Air) / Project Director NAMS. 

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24. However, it should be clearly understood that any costs incurred by you for collection 

of preliminary information, for preparation of the proposal, for attending the pre-bid 

conference or for any subsequent negotiations / meetings will not be reimbursable as a 

direct cost of the assignment. 

25. The Consultant will also organize PC, Laptops, peripherals and other ancillaries 

required for documentation. 

26. Pre Qualification Criteria. The invitation for bids is open to all Indian firms only 

who fulfill all the pre-qualification criteria as specified in this section. The prequalification 

criteria are as follows:- 

(a) The bidder should be an Academic Institution or a Company incorporated and 

registered in India under the Companies Act, 1956 and 

(b) The bidder should have been in operation for a period of at least six years as 

on 31 Mar 2011 (enclose certificate of Incorporation issued by Registrar of 

Companies); and 

(c) The bidder should have competent experience in Consultancy and Program 

Management of computerization / EAM / MRO / ERP implementations in Defence / 

public sector / Government undertakings; and 

(d) The bidder should have successfully completed, within the previous three 

years, similar envisaged scope of work, i.e. Consultancy and Project Management for 

implementation of EAM/MRO/ERP and Business Process Re-engineering in at least 

three projects, out of which at least one should be for Defence / a public sector 

undertaking /Central or State Government Organization or a foreign government 

organisation ; and 

(e) The bidder should have provided / be providing Consultancy and Program 

Management for at least three projects with a Project outlay of Rs. 100 Crore or 

more and at least two such projects shall be of packaged solution like 

EAM/MRO/ERP for a defence / public limited company or Central or State 

Government Organization or a Public Sector Undertaking; and 

(f) The Team Leader proposed by the bidder should have end-to-end experience 

of at least ten years in such work of preparation of such deliverables, preparation of 

RFP, techno commercial evaluation matrix, and contract document and finally, project 

monitoring during the implementation till the Go-Live stage, and should have headed 

the teams for at least two such projects; and 

(g) The other team members should have a minimum experience of three years 

in anyone of the major areas of work indicated. The team leader and all members 

should be Indian Citizens only having the requisite experience preferably in India, on 

similar work.; and 

(h) In any given stage / phase of the Project, at least 80% of the team earmarked 

for that stage/phase should remain unchanged and not more than 50% of the overall 

manpower earmarked for the entire project should be changed. This rule would 

however not be applicable in case the change is requested by the Navy (for valid 

reasons such as incompetence, unsuitability, lack of attendance etc.); and 

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(j) 

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The consultancy team should have members to demonstrate the following: 

(i) Domain expertise in the field of Military aviation (regular commissioned 

technical officer / pilot) or expertise in civil aviation (managerial cadre only) in a 

mid management/ higher management capacity for at least 7 years. 

(ii) Expertise in distributed database design & administration. 

(iii) Risk managing & information security. 

(iv) Expertise in design & implementation of wide area network system & 

hardware architecture. 

(k) Majority of the personnel (about 60%) comprising the consultant's team should 

be drawn from the permanent staff of the firm. 

27. Additional Pre-Qualification Criterion for Companies (Non Academic 

Institutions) Bidding for the Consultancy. 

(a) The bidder should have an annual turnover of at least Rs. 100 Crores in each 

of the past three years (2008-09, 09-10 and 2010-11). The bidder should have an 

average turnover of Rs. 30 crores or more for the past three years in IT related 

consultancy / advisory services. The bidders shall submit a certification from its 

auditor in respect of this requirement & also latest audited annual accounts of the 

organization. 

(b) The bidder should have expertise in the field of IT/EAM/MRO/ERP Consultancy 

Services and Implementation and should have a minimum of 500 employees working 

in these areas as on 31 Mar 2011. 

28. Important Note. 

(a) Letters of acceptance/award letters / completion certificates from clients / self 

certified details for each project claimed for each of the eligibility conditions should 

invariably accompany the proposal as supporting documents, in the absence of which, 

the offer would not be considered further. The bidders should submit all the above 

information in their prequalification proposals, so as to get eligible for technical 

evaluation. All documents submitted can be subjected to verification. 

(b) The Bidder may form a consortium to bid for the project only for meeting the 

requirements listed at para 26(j) above. All other qualification criteria would be 

evaluated only with respect to the firm in whose name the bids are submitted 

(and not its consortium partner). In case the bidder forms a consortium for this 

project, then a certificate from the consortium partner / freelance consultant, if 

applicable must be attached stating that “the consortium partner / freelance 

consultant has not offered his service to any other firm / institution that is 

responding to this RFP”. 

29. The other critical requirements are as follows: - 

(a) The adequacy and quality of the proposed work plan i.e., the approach and 

methodology in responding to the scope of work. 

(b) The qualifications, experience and competence of the team of personnel 

proposed for the assignment, as per the formats specified. The Team leader and the 

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majority of proposed personnel should be assigned to the permanent staff of 

firm/institution. 

(c) CV for all consultants' personnel proposed for the assignment shall be included 

with the proposal, as per the format at Annexure 1 to Appendix A. 

(d) The consultant firm & its consortium partners (if any) (including its other 

group/sister concerns) / Institute will not be eligible to respond to the Tender for 

implementation of the NAMS (main) project. 

30. Two-Bid System. Bidders are required to furnish clause by clause compliance of 

the above pre-qualification criteria and requirements bringing out clearly the deviations from 

required criteria, if any. The Bidders are advised to submit the compliance statement in the 

following format along with Technical Bid 

Para of RFP 

Criteria / 

requirement - 

wise 

Specification / 

details of 

services offered 

Compliance to RFP 

specification – 

whether Yes / No 

In case of non-compliance, 

deviation from RFP to be 

specified in unambiguous 

terms 

31. Activity, Deliverable, Time Frame and Payment. The entire contract for consultancy 

has been divided into four phases. Payments will be made on completion of each of the 

phases. The activities that are envisaged to be carried out during these phases along with 

the deliverables and the time frames are as follows:- 

Phase I (Decision regarding Approach): D(Contract signing date) + 60 days [ = (T1)] 

Sl Activity Deliverables 

(a) 

(b) 

Understand the processes and functions 

of various verticals of NAMS through 

assimilation of the User Requirement 

Specifications (URS) and Software / 

Systems Requirements Specifications 

(SRS) Documents, interaction with 

nominated officers and visits to essential 

location(s) if necessary and process / 

system studies. 

Carry out analysis of various COTS 

products (at least five products) available 

in the market wrt to their ability to meet 

the Navy‟s URS/SRS. 

„As Is‟ Process Document 

Product-wise Analysis Report and the 

minimum percentage of 

customization that would be required in 

each case. 

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Sl Activity Deliverables 

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(c) 

(d) 

(e) 

Having analysed the various COTS 

products available in the market, carry out 

comparison of “Bespoke / „Ground Up‟ 

development” (using the latest 

platforms/development tools available) 

vis-à-vis “COTS / Customisation” for 

implementing NAMS. Main factors to be 

considered: Ability to meet user 

requirements, time for „roll-out‟, Cost 

Benefit Analysis, Total Cost of 

Ownership, support from more than one 

vendor, change management, resource 

commitment, Cost etc. 

Suggest the Hardware architecture for 

NAMS. 

Study the existing ILMS (Air) system (its 

database, entity relationships, work-flow 

etc.) and advise the Navy on the 

methodology of interfacing ILMS (Air) to 

NAMS with a view to ensure that 

eventually, a SINGLE-system is available 

to the users for carrying out Operations, 

Maintenance and Logistics functions and 

maintenance / administration efforts are 

optimized 

(i) Comparison matrix “Bespoke / 

„Ground Up‟ development” vis-à-vis 

“COTS / Customisation” and firm 

recommendations regarding the 

approach best suited for the Navy‟s 

requirements. 

(ii) Potential benefits (tangible and 

intangible) as well as the ROI Navy 

would accrue by implementing NAMS. 

(ii) Time Lines for implementation of 

NAMS considering system design, data 

capture, training, testing, and 

implementation. 

Hardware architecture document 

ILMS (Air) migration plan document 

On completion of the phase I part payment will be released to the firm. 

Phase II (Preparation of Draft RFP) : (T1) + (Time for IN‟s approval for 

approach) + 60 days [= T2] 

(f) Market survey (through Expression of 

Interest/Request for Information) and 

identification of suitable vendors for the 

chosen approach (Bespoke or 

COTS/Customisation) 

(g) Finalise the NAMS implementation 

methodology: System design, method of 

data capture, type of training required, 

network architecture, testing / Proof of 

Concept, user acceptance, period of 

support etc. 

List of probable vendors with address, 

details of contact persons. 

NAMS Project Implementation Plan with 

time lines. 

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(h) 

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Prepare draft RFP in DPP / DPM format 

to include: the detailed implementation 

methodology, deliverables and timelines, 

vendor‟s qualifications / requirements 

expected, technical evaluation criteria for 

vendors, etc. 

Draft RFP 

On completion of the phase II part payment will be released to the firm. 

Phase III (Placing of NAMS Order) : (T2) + (Time for IN‟s approval for placing 

order) + 90 days [= T3] 

(i) Scrutiny of the bids received in response 

to the RFP. Technical evaluation of the 

bids with respect to the criteria outlined in 

the RFP. Clarifications to be obtained 

from the vendors if required. Visits to the 

vendors‟ premises if required. 

Short listing of vendors who would be 

eligible to participate in the „Field Trials‟ / 

Proof of Concept (POC) 

(j) 

Prepare the detailed scripts for POC. The 

Scripts should be unambiguous, specific, 

objective in order that the vendors clearly 

understand what is expected of them. 

POC Scripts 

(k) Evaluation of POC. Technical Evaluation Report mentioning 

the vendors who are eligible to 

participate in the opening of commercial 

bids. 

(l) 

Comparison of commercial bids based on 

„Cost benefit analysis‟ and „Total cost of 

ownership‟ 

(m) Contact / Price negotiation - 

Comparative statement of bids 

(n) 

Framing of the draft Contract as per 

DPP/DPM to include all relevant clauses 

pertaining to IT Act, exclusion of 

malicious content code / security breach, 

performance evaluation indicators, long 

term support (for version upgrades, reconfiguration, 

network administration, 

hardware support etc). 

Draft Contract 

On completion of the phase III part payment will be released to the firm. 

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Phase IV (NAMS Implementation post Order): T3 + Ideally 18 – 24 months from Order 

date 

(p) 

Associate with IN post signing of NAMS 

contract till „Roll-out‟ to ensure 

successful NAMS implementation 

through:- 

(i) Interface / migration of ILMS (Air) to 

NAMS platform. 

(ii) Incorporation of Industry best 

practices / policies. 

(iii) Liaison with the NAMS vendor at all 

stages to ensure optimum „returns‟ for the 

IN. 

(iv) Monitoring of vendor performance / 

compliance. 

(v) Mapping the future Road Map to 

ensure effective utilization 

Compliance Statement, Project Progress 

Reports 

Please note 

(a) That Contract can be cancelled unilaterally by the Buyer in case items are not 

received within the contracted delivery period. Extension of contracted delivery period will be 

at the sole discretion of the Buyer, with applicability of LD clause. 

(b) All deliverables are amenable to one or more iterations / corrections prior to 

acceptance. Additional time sought for these would not normally contribute towards 

liquidated damages I penalizations to the consultant but considered for waiver. All 

deliverables, once accepted, would become the sole proprietary of the Indian Navy. 

(c) All deliverables will be submitted in one soft and three hard copies in industry 

standard formats. An executive summary in duplicate will also be submitted by the consultant 

at 0+135. 

(d) 

Assumptions if any would be clearly brought out. 

32. INCOTERMS for Delivery and Transportation – (“E” / “F” / “C” / “D” Terms). 

Unless otherwise specifically agreed to by the Buyer and the Seller and incorporated in the 

contract, the applicable rules & regulations for transportation of goods from foreign countries 

will be as per the contemporary version of International Commercial Terms (INCOTERMS) 

evolved by International Chamber of Commerce, Paris. Definition of Delivery Period is given 

below – 

TERMS OF DELIVERY 

(a) Local Delivery at Site: 

(b) C.I.P. Destination: 

DATE OF DELIVERY 

The date on which the delivery is made at the 

consignee‟s site mentioned in the contract. 

The date on which the delivery is effected at the 

destination mentioned in the contract. 

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14 

33. Consignee details – Integrated Headquarters Ministry of Defence 

(Navy)/Directorate of Naval Air Material, „A‟ Block Hutments, Dalhousie Road, New Delhi – 

110011. 

Part III – Standard Conditions of RFP 

The Bidder is required to give confirmation of their acceptance of the Standard Conditions of 

the Request for Proposal mentioned below which will automatically be considered as part of 

the Contract concluded with the successful Bidder (i.e. Seller in the Contract) as selected by 

the Buyer. Failure to do so may result in rejection of the Bid submitted by the Bidder. 

34. Law: The Contract shall be considered and made in accordance with the laws of the 

Republic of India. The contract shall be governed by and interpreted in accordance with the 

laws of the Republic of India. 

35. Effective Date of the Contract: The contract shall come into effect on placement of 

purchase order and shall remain valid until the completion of the obligations of the parties 

under the contract. The deliveries, supplies and performance shall commence from the 

effective date of the contract. 

36. Arbitration: All disputes or differences arising out of or in connection with the 

Contract shall be settled by bilateral discussions. Any dispute, disagreement or question 

arising out of or relating to the Contract or relating to construction or performance, which 

cannot be settled amicably, may be resolved through arbitration. The standard clause of 

arbitration is as per Forms DPM-7 and DPM-8 (Available in MoD website and can be 

provided on request). 

37. Penalty for use of Undue influence: The Seller undertakes that he has not given, 

offered or promised to give, directly or indirectly, any gift, consideration, reward, commission, 

fees, brokerage or inducement to any person in service of the Buyer or otherwise in 

procuring the Contracts or forbearing to do or for having done or forborne to do any act in 

relation to the obtaining or execution of the present Contract or any other Contract with the 

Government of India for showing or forbearing to show favour or disfavour to any person in 

relation to the present Contract or any other Contract with the Government of India. Any 

breach of the aforesaid undertaking by the Seller or any one employed by him or acting on 

his behalf (whether with or without the knowledge of the Seller) or the commission of any 

offers by the Seller or anyone employed by him or acting on his behalf, as defined in Chapter 

IX of the Indian Penal Code, 1860 or the Prevention of Corruption Act, 1986 or any other Act 

enacted for the prevention of corruption shall entitle the Buyer to cancel the contract and all 

or any other contracts with the Seller and recover from the Seller the amount of any loss 

arising from such cancellation. A decision of the Buyer or his nominee to the effect that a 

breach of the undertaking had been committed shall be final and binding on the Seller. 

Giving or offering of any gift, bribe or inducement or any attempt at any such act on behalf of 

the Seller towards any officer/employee of the Buyer or to any other person in a position to 

influence any officer/employee of the Buyer for showing any favour in relation to this or any 

other contract, shall render the Seller to such liability/ penalty as the Buyer may deem 

proper, including but not limited to termination of the contract, imposition of penal damages, 

forfeiture of the Bank Guarantee and refund of the amounts paid by the Buyer. 

38. Agents / Agency Commission: The Seller confirms and declares to the Buyer that 

the Seller is the original manufacturer of the stores/provider of the services referred to in this 

Contract and has not engaged any individual or firm, whether Indian or foreign whatsoever, 

Page 14 of 30

15 

to intercede, facilitate or in any way to recommend to the Government of India or any of its 

functionaries, whether officially or unofficially, to the award of the contract to the Seller; nor 

has any amount been paid, promised or intended to be paid to any such individual or firm in 

respect of any such intercession, facilitation or recommendation. The Seller agrees that if it is 

established at any time to the satisfaction of the Buyer that the present declaration is in any 

way incorrect or if at a later stage it is discovered by the Buyer that the Seller has engaged 

any such individual/firm, and paid or intended to pay any amount, gift, reward, fees, 

commission or consideration to such person, party, firm or institution, whether before or after 

the signing of this contract, the Seller will be liable to refund that amount to the Buyer. The 

Seller will also be debarred from entering into any supply Contract with the Government of 

India for a minimum period of five years. The Buyer will also have a right to consider 

cancellation of the Contract either wholly or in part, without any entitlement or compensation 

to the Seller who shall in such an event be liable to refund all payments made by the Buyer in 

terms of the Contract along with interest at the rate of 2% per annum above LIBOR rate. The 

Buyer will also have the right to recover any such amount from any contracts concluded 

earlier with the Government of India. 

39. Access to Books of Accounts: In case it is found to the satisfaction of the Buyer that 

the Seller has engaged an Agent or paid commission or influenced any person to obtain the 

contract as described in clauses relating to Agents/Agency Commission and penalty for use 

of undue influence, the Seller, on a specific request of the Buyer, shall provide necessary 

information/ inspection of the relevant financial documents/information. 

40. Non-disclosure of Contract documents: Except with the written consent of the 

Buyer/ Seller, other party shall not disclose the contract or any provision, specification, plan, 

design, pattern, sample or information thereof to any third party. 

41. Liquidated Damages: 

(a) In the event of the Seller‟s failure to submit the Bonds, Guarantees and 

Documents, supply the stores/goods and conduct trials, installation of equipment, 

training, etc as specified in this contract, the Buyer may, at his discretion, withhold any 

payment until the completion of the contract. The BUYER may also deduct from the 

SELLER as agreed, liquidated damages to the sum of 0.5% of the contract price of 

the delayed/undelivered stores/services mentioned above for every week of delay or 

part of a week, subject to the maximum value of the Liquidated Damages being not 

higher than 10% of the value of delayed stores. Thereafter, the Customer will have 

right to terminate the supply order in case of such delay beyond 10 weeks, and the 

Customer would have the option to execute the project from the market at the firm / 

institute‟s risk and cost. The mode and method of such risk purchase would be at the 

total discretion of the Customer. 

(b) Non Continuation of Consultancy Until Implementation. If the firm / institute 

fails to continue to provide the consultancy till implementation of NAMS as given in the 

scope of work and deliverables, the Customer will have right to terminate the supply 

order, and the Customer would have the option to execute the project from the market 

at the firm / institute‟s risk and cost. The mode and method of such risk purchase 

would be at the total discretion of the Customer. The bank guarantee would also be 

forfeited. 

(c) Extension of Time. Any delays / non-performance arising out of / caused by 

Force Majeure events or due to reasons not attributable to the consultant, shall not 

attract the sanctions mentioned above. If at any time during performance of the 

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16 

Contract, the Consultant should encounter conditions impeding timely completion of 

the work under the Contract and performance of services, the Consultant shall 

promptly notify the customer in writing of the fact of the delay, it‟s likely duration and 

its causes. As soon as practicable, after receipt of the Consultant‟s notice, IHQ 

MoD(N)/DNAM shall evaluate the situation and may at its discretion or after necessary 

approval of the competent authority extend the Consultant‟s time for performance, in 

which case the extension shall be ratified by the parties by amendment of the 

Contract, if IHQ MoD(N)/DNAM thinks fit and proper according to genuine facts 

regarding delay. 

42. Termination of Contract: The Buyer shall have the right to terminate this Contract in 

part or in full in any of the following cases :- 

(a) The delivery of the material is delayed for causes not attributable to Force Majeure 

after the scheduled date of delivery. 

(b) The Seller is declared bankrupt or becomes insolvent. 

(c) The Buyer has noticed that the Seller has 16utilized the services of any 

Indian/Foreign agent in getting this contract and paid any commission to such 

individual/company etc. 

(d) As per decision of the Arbitration Tribunal. 

43. Notices: Any notice required or permitted by the contract shall be written in the 

English language and may be delivered personally or may be sent by FAX or registered prepaid 

mail/airmail, addressed to the last known address of the party to whom it is sent. 

44. Transfer and Sub-letting: The Seller has no right to give, bargain, sell, assign or 

sublet or otherwise dispose of the Contract or any part thereof, as well as to give or to let a 

third party take benefit or advantage of the present Contract or any part thereof. 

45. Patents and other Industrial Property Rights: The prices stated in the present 

Contract shall be deemed to include all amounts payable for the use of patents, copyrights, 

registered charges, trademarks and payments for any other industrial property rights. The 

Seller shall indemnify the Buyer against all claims from a third party at any time on account of 

the infringement of any or all the rights mentioned in the previous paragraphs, whether such 

claims arise in respect of manufacture or use. The Seller shall be responsible for the 

completion of the supplies including spares, tools, technical literature and training aggregates 

irrespective of the fact of infringement of the supplies, irrespective of the fact of infringement 

of any or all the rights mentioned above. 

46. Confidential Information 

(a) The Consultant must agree at all times to treat all Confidential information as 

secret and confidential to IHQ MoD(N)/DNAM, and; 

(b) The Consultant shall not, save for in consequence of paragraphs (c) and (d) 

below, at any time, for any reason, disclose or permit to be disclosed to any person 

any Confidential information and the consultant shall not otherwise make use of or 

permit any use to be made of any Confidential information by any person. 

(c) Without prejudice to paragraph (a) the Consultant may disclose Confidential 

information to those of its personnel as needs to know in order to provide the Service. 

However, in doing so the Consultant shall at all times ensure that its personnel 

involved in providing the Service, or who otherwise come across Confidential 

information in the course of their duties are made aware of the nature of the 

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17 

Confidential information and do not disclose it or otherwise breach the provisions of 

this section. 

(d) On termination of the contract (however such termination may arise) the 

Consultant shall deliver if so required to the IHQ MoD(N)/DNAM all working papers, 

computer disks and tapes or other material and copies provided or prepared by it 

pursuant either to the contract or to any previous obligation owed to the IHQ 

MoD(N)/DNAM regarding the Project. 

47. Intellectual Property. The copyright and any other intellectual property right in any 

materials produced in the course of or in consequence of providing the Services shall belong 

to IHQ MoD(N)/DNAM absolutely. IHQ MoD(N)/DNAM can use the same anywhere else, 

without permission and without paying extra compensation to the consultant. 

48. Amendments: No provision of present Contract shall be changed or modified in any 

way (including this provision) either in whole or in part except by an instrument in writing 

made after the date of this Contract and signed on behalf of both the parties and which 

expressly states to amend the present Contract. 

49. Taxes and Duties 

(a) 

General 

(i) If Bidder desires to ask for excise duty or Sales Tax / VAT extra, the 

same must be specifically stated. In the absence of any such stipulation, it will 

be presumed that the prices include all such charges and no claim for the same 

will be entertained. 

(ii) If reimbursement of any Duty/Tax is intended as extra over the quoted 

prices, the Bidder must specifically say so. In the absence of any such 

stipulation it will be presumed that the prices quoted are firm and final and no 

claim on account of such duty/tax will be entrained after the opening of tenders. 

(iii) If a Bidder chooses to quote a price inclusive of any duty/tax and does not 

confirm inclusive of such duty/tax so included is firm and final, he should clearly 

indicate the rate of such duty/tax and quantum of such duty/tax included in the 

price. Failure to do so may result in ignoring of such offers summarily. 

(iv) If a Bidder is exempted from payment of any duty/tax upto any value of 

supplies from them, he should clearly state that no such duty/tax will be 

charged by him up to the limit of exemption which he may have. If any 

concession is available in regard to rate/quantum of any Duty/tax, it should be 

brought out clearly. Stipulations like, the said duty/tax was presently not 

applicable but the same will be charged if it becomes leviable later on, will not 

be accepted unless in such cases it is clearly stated by a Bidder that such 

duty/tax will not be charged by him even if the same becomes applicable later 

on. In respect of the Bidders, who fail to comply with this requirement, their 

quoted prices shall be loaded with the quantum of such duty/tax which is 

normally applicable on the item in question for the purpose of comparing their 

prices with other Bidders. 

(v) Any change in any duty/tax upward/downward as a result of any statutory 

variation in excise taking place within contract terms shall be allowed to the 

extent of actual quantum of such duty/tax paid by the supplier. Similarly, in 

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case of downward revision in any duty/tax, the actual quantum of reduction of 

such duty/tax shall be reimbursed to the Buyer by the Seller. All such 

adjustments shall include all reliefs, exemptions, rebates, concession etc. if any 

obtained by the Seller. 

(b) 

Services Tax 

(i) If it is desired by the Bidder to ask for Services tax to be paid as extra, the 

same must be specifically stated. In the absence of any such stipulation in the 

bid, it will be presumed that the prices quoted by the Bidder are inclusive of 

Services tax and no liability of Services tax will be developed upon the Buyer. 

(ii) On the Bids quoting Services tax extra, the rate and the nature of 

Services Tax applicable at the time of supply should be shown separately. 

Services tax will be paid to the Seller at the rate at which it is liable to be 

assessed or has actually been assessed provided the transaction of Services is 

legally liable to Services tax and the same is payable as per the terms of the 

contract. 

(c) 

Octroi Duty & Local Taxes 

(i) Normally, materials to be supplied to Government Departments against 

Government Contracts are exempted from levy of town duty, Octroi Duty, 

Terminal Tax and other levies of local bodies. The local Town/Municipal Body 

regulations at times, however, provide for such Exemption only on production 

of such exemption certificate from any authorised officer. Seller should ensure 

that stores ordered against contracts placed by this office are exempted from 

levy of Town Duty/Octroi Duty, Terminal Tax or other local taxes and duties. 

Wherever required, they should obtain the exemption certificate from the Buyer, 

to avoid payment of such local taxes or duties. 

(ii) In case where the Municipality or other local body insists upon payment 

of these duties or taxes the same should be paid by the Seller to avoid delay in 

supplies and possible demurrage charges. The receipt obtained for such 

payment should be forwarded to the Buyer without delay together with a copy 

of the relevant act or bylaws/notifications of the Municipality of the local body 

concerned to enable him to take up the question of refund with the concerned 

bodies if admissible under the said acts or rules. 

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Part IV – Special Conditions of RFP 

The Bidder is required to give confirmation of their acceptance of Special Conditions of the 

RFP mentioned below which will automatically be considered as part of the Contract 

concluded with the successful Bidder (i.e. Seller in the Contract) as selected by the Buyer. 

Failure to do so may result in rejection of Bid submitted by the Bidder. 

50. Performance Guarantee. The Bidder will be required to furnish a Performance 

Guarantee by way of Bank Guarantee through a public sector bank or a private sector bank 

authorized to conduct government business (ICICI Bank Ltd., Axis Bank Ltd or HDFC Bank 

Ltd.) for a sum equal to 10% of the contract value within 30 days of receipt of the confirmed 

order. Performance Bank Guarantee should be valid up to 60 days beyond the contract 

period. The specimen of PBG is given in Form DPM-15 (Available in MoD website and can 

be provided on request). 

51. Payment Terms for Indigenous Sellers. Stage Payment will be made as per the 

table shown in paragraph 31 of Part II, on completion of the stage-wise activities and receipt 

and acceptance of the „Deliverables‟ by the Buyer. It will be mandatory for the Bidders to 

indicate their bank account numbers and other relevant e-payment details so that payments 

could be made through ECS/EFT mechanism instead of payment through cheques, 

wherever feasible. A copy of the model mandate form prescribed by RBI to be submitted by 

Bidders for receiving payments through ECS is at Form DPM-11 (Available in MoD website 

and can be given on request). 

52. Advance Payments: No advance payment(s) will be made. 

53. Paying Authority. Payment by cheque / Electronic fund transfer by Accounts 

office(Navy) Mumbai in respect of Indian Firms within 30 days of submission of bills and 

following documents: 

(i) Ink-signed copy of Commercial invoice / Seller‟s bill. 

(ii) CRVs in duplicate. 

(iii) Inspection note. 

(iv) Claim for statutory and other levies to be supported with requisite 

documents / proof of payment such as Customs duty clearance certificate, 

Octroi receipt etc as applicable. 

(v) Exemption certificate for Customs duty, if applicable. 

(vi) Warranty certificate and Certificate of Conformity if applicable. 

(vii) Performance Bank guarantee where applicable. 

(viii) Details for electronic payment viz Account holder‟s name, Bank name, 

Branch name and address, Account type, Account number, IFSC code, MICR 

code (if these details are not incorporated in supply order/contract). 

54. Risk & Expense clause 

(a) Should the stores / documents or any installment thereof not be delivered 

within the time or times specified in the contract documents, or if defective delivery is 

made in respect of the stores / documents or any installment thereof, the Buyer shall 

after granting the Seller 45 days to cure the breach, be at liberty, without prejudice to 

the right to recover liquidated damages as a remedy for breach of contract, to declare 

the contract as cancelled either wholly or to the extent of such default. 

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(b) Any excess of the purchase price, cost of manufacturer, or value of any stores / 

documents procured from any other supplier as the case may be, over the contract 

price appropriate to such default or balance shall be recoverable from the SELLER. 

(c) In case of a material breach that was not remedied within 45 days, the BUYER 

shall, having given the right of first refusal to the SELLER be at liberty to purchase, 

manufacture, or procure from any other source as he thinks fit, other stores / 

documents of the same or similar description to make good:- 

(i) Such default. 

(ii) In the event of the contract being wholly determined the balance of the 

stores remaining to be delivered there under. 

55. Force Majeure clause 

(a) Neither party shall bear responsibility for the complete or partial 

nonperformance of any of its obligations (except for failure to pay any sum which has 

become due on account of receipt of goods under the provisions of the present 

contract), if the non-performance results from such Force Majeure circumstances as 

Flood, Fire, Earth Quake and other acts of God as well as War, Military operation, 

blockade, Acts or Actions of State Authorities or any other circumstances beyond the 

parties control that have arisen after the conclusion of the present contract. 

(b) In such circumstances the time stipulated for the performance of an obligation 

under the present contract is extended correspondingly for the period of time of action 

of these circumstances and their consequences. 

(c) The party for which it becomes impossible to meet obligations under this 

contract due to Force Majeure conditions, is to notify in written form the other party of 

the beginning and cessation of the above circumstances immediately, but in any case 

not later than 10 (Ten) days from the moment of their beginning. 

(d) Certificate of a Chamber of Commerce (Commerce and Industry) or other 

competent authority or organization of the respective country shall be a sufficient proof 

of commencement and cessation of the above circumstances. 

(e) If the impossibility of complete or partial performance of an obligation lasts for 

more than 6 (six) months, either party hereto reserves the right to terminate the 

contract totally or partially upon giving prior written notice of 30 (thirty) days to the 

other party of the intention to terminate without any liability other than reimbursement 

on the terms provided in the agreement for the goods received. 

56. Transportation: The following Transportation clause will form part of the contract 

placed on successful Bidder – 

(a) CIP – The stores / documents shall be delivered to IHQ MoD(N)/DNAM, New 

Delhi. Seller will bear the costs and freight necessary to bring the goods to the 

consignee. 

57. Quality: The quality of the stores delivered according to the present Contract shall 

correspond to the technical conditions and standards enumerated as per this RFP. 

58. Claims: The following Claims clause will form part of the contract placed on 

successful Bidder – 

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(a) The claims may be presented either: (i) on quantity of the stores / documents, 

where the quantity does not correspond to the quantity shown in the Packing 

List/Insufficiency in packing, or (ii) on quality of the stores / documents, where quality 

does not correspond to the quality mentioned in the contract. 

(b) The Seller will settle the claims within 45 days from the date of the receipt of 

the claim at the Seller‟s office, subject to acceptance of the claim by the Seller. In 

case no response is received during this period the claim will be deemed to have been 

accepted. 

(c) The Seller shall collect the defective or rejected goods from the location 

nominated by the Buyer and deliver the repaired or replaced goods at the same 

location under Seller‟s arrangement. 

(d) Claims may also be settled by reduction of cost of goods under claim from 

bonds submitted by the Seller or payment of claim amount by Seller through demand 

draft drawn on an Indian Bank, in favour of Principal Controller/Controller of Defence 

Accounts concerned. 

(e) The quality claims will be raised solely by the Buyer and without any 

certification/countersignature by the Seller‟s representative stationed in India. 

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Part V – Evaluation Criteria & Price Bid issues 

Evaluation Criteria 

59. The broad guidelines for evaluation of Bids will be as follows:- 

(a) Only those Bids will be evaluated which are found to be fulfilling all the 

eligibility and qualifying requirements of the RFP. 

(b) 

The tenders without EMD will be summarily rejected. 

(c) Tenders with incomplete information, subjective and conditional offers as well 

as partial offers will be liable for rejection. 

(d) Tenders submitted without the enclosures to prove about Bidder's specific 

experience in Consultancy project, Order value in Consultancy projects, proposed 

work plan, approach and methodology and CVs of experts to be deployed are liable to 

rejection. 

(e) Tenders with variance / contradiction between technical and commercial bid will 

be liable for rejection. 

(f) If the offer does not meet the tender requirements, IHQ MoD(N)/DNAM 

reserves the right to reject any or all the tenders without assigning any reasons 

whatsoever. 

(g) Tenders without the signed copy of Tender Documents in the respective 

envelopes will be summarily rejected. 

(h) In addition to the above rejection criteria, if there is non-compliance of any of 

the clauses of this Tender Document, the tenders are liable for rejection. Incomplete 

details as above will be treated as a non-responsive offer and the tender is liable for 

rejection 

(j) The Lowest Bid will be decided upon the lowest price quoted (for the full period 

of consultancy) by the particular Bidder as per the Price Format given at Para 66 

below. 

(k) The Bidders are required to spell out the rates of VAT, Service Tax, etc in 

unambiguous terms; otherwise their offers will be loaded with the maximum rates of 

duties and taxes for the purpose of comparison of prices. 

(l) If there is a discrepancy between the unit price and the total price that is 

obtained by multiplying the unit price and quantity, the unit price will prevail and the 

total price will be corrected. If there is a discrepancy between words and figures, the 

amount in words will prevail for calculation of price. 

(m) The Lowest Acceptable Bid will be considered further for placement of contract 

/ Supply Order after complete clarification and price negotiations as decided by the 

Buyer. 

60. Please note that if you combine the functions of consulting with those of an 

EAM/MRO/ERP Vendor/Implementation Partner/System Integrator or Hardware 

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23 

Manufacturer/Supplier or if you are associated with, affiliated to, or owned by a 

EAM/MRO/ERP Vendor/implementation Partner or Hardware Manufacturer/Supplier, you 

should include in your proposal relevant information of such relationships along with a 

statement to the effect that you limit your role to that of consultant and disqualify yourself and 

your associates/affiliates from work in any other capacity (including bidding on any part of the 

project later) except that of consulting services for any follow-on services of IHQ 

MoD(N)/DNAM. 

61. A firm will also be excluded from the evaluation if, in the judgment of customer, the 

firm has been, or might be, placed in a position where its judgment in the execution of the 

project may be biased for a particular OEM or Vendor. Firms which believe such a situation 

may exist should 

(a) 

Not participate; or 

(b) Seek guidance from IHQ MoD(N)/DNAM prior to preparing its technical 

proposal and enclose a certificate that it would remain unbiased throughout the 

conduct of the proposal. 

62. Since the selection will be undertaken on a competitive basis, IHQ MoD(N)/DNAM will 

not entertain subsequent requests to change the personnel proposed, except in exceptional 

circumstances and on specific approval of IHQ MoD(N)/DNAM with persons of similar or 

higher qualification, experience and caliber. Delays in the project due to change of personals 

will be at the risk and expense of the Consultant. 

63. Financial proposals shall be opened and evaluated only after the technical evaluation 

has been completed, as mentioned above. All short listed bidders (whose technical offers are 

found eligible) would be advised about the date and time of opening of the financial offers. 

The price envelopes of only those firms/institutions shall be opened for financial evaluation 

that fulfills the technical eligibility requirements specified above. The price envelopes of the 

remaining firms/institutions shall remain unopened and will be returned to them after IHQ 

MoD(N)/DNAM has issued the supply order to the selected firm. 

Price Bid Format 

64. Your financial proposal should be submitted in the enclosed format attached as 

Appendix B (separately for every phase of the project) in following manner:- 

(a) You will quote a lump-sum amount as your fee including all expenditure like 

conveyance, incidentals, out-of-pocket expenses, etc to be incurred. The cost should 

be inclusive of all taxes and duties and nothing extra shall be payable. 

(b) The fee of the consultant shall be inclusive of all costs related to visits to any 

location of the Navy if necessary, boarding and lodging, attending meetings, 

conferences and making suitable presentations etc. Extended visits to Kochi (for 

discussions / interaction with the NAMS Project Team stationed there) and some visits 

to Delhi (for technical vetting, contract / price negotiations, presentations to senior 

officers, contract signing, project review etc.) would be required. In addition, there may 

be a few visits to Headquarters Naval Aviation at Goa. 

(c) The lump-sum fee quoted should be roughly justified based on costs to be 

incurred by you as an Annexure to the Appendix B. The costs shown should include a 

breakdown of the monthly remuneration rate for each professional staff to be assigned 

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24 

and number of man-days required for each professional to be engaged for the 

purpose along with amount in Rupees and a general break-down of other 

miscellaneous expenses. 

65. Commercial offer as submitted by your firm will be considered in evaluation and 

selection of consultants. However, each element of the financial proposal of the selected firm 

may be reviewed during contract negotiations, if any, to determine the final contract price. 

66. The Price Bid Format is given below and Bidders are required to fill this up correctly 

with full details: 

(a) 

(b) 

Basic cost of the item/items: 

Item Unit price Qty Total 

i. A 

ii. B 

iii. C 

iv. Total of Basic Price 

Is VAT extra? If yes, then mention the following: 

(i) 

(ii) 

(iii) 

Total value on which VAT is leviable: 

Rate of VAT: 

Total value of VAT leviable: 

(c) 

(d) 

(e) 

(f) 

(g) 

Is Service Tax extra? If yes, then mention the following: 

(i) Total value of Services on which Service Tax is leviable: 

(ii) Rate of Service Tax leviable: 

(iii) Total value of Service Tax leviable: 

Is Custom Duty Exemption (CDE) required ? If yes, then mention the following: 

(i) Custom notification number under which CDE can be given(Enclose a 

copy): 

(ii) CIF value of stores to be imported: 

(iii) Rate of Customs Duty payable: 

(iv) Total amount of Customs Duty payable: 

Octroi / Entry taxes if any: 

Any other Taxes / Duties / Overheads / Other costs: 

Grand Total: 

(Sanjeev Dureja) 

Captain 

Director Naval Air Materiel 

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Appendix A 

(Refers to Para 19 of IHQ MoD(N) 

letter AR/0422/NAMS dt 16 Aug 11) 

TECHNICAL PROPOSAL FORMAT 

(Please sign all pages of the completed bid form, including enclosures) 

We would like to clearly state that we qualify for this work as our firm meets all the eligibility 

criteria indicated by you in the 'Instructions for Consultants'. The details are as under:- 

Sl. Item Compliance 

Yes/No 

1. Name of bidding organisation 

2. Academic institution or a Company 

3. In operation for a period of at least 

six years as on 31 Mar 2011 

4. Successfully completed, within the 

previous three years, similar 

envisaged scope of work, in at least 

three projects, out of which at least 

one should be for Defence / a public 

sector undertaking /Central or State 

Government Organization or a 

foreign government organisation 

5. Provided / be providing Consultancy 

and Program Management for at 

least three projects with a Project 

outlay of Rs. 100 Crore or more 

and at least two such projects shall 

be of packaged solution like 

EAM/MRO/ERP for a defence / 

public limited company or Central or 

State Government Organization or a 

Public Sector Undertaking 

6. Team Leader proposed by the 

bidder should have end-to-end 

experience of at least ten years 

7. Team members should have a 

minimum experience of three 

years in their respective areas of 

specialisation. 

8. Statement that at any stage / phase 

of the Project, at least 80% of the 

team earmarked for that 

stage/phase would remain 

unchanged and not more than 50% 

of the overall manpower earmarked 

for the entire project would be 

changed 

9. The consultancy team demonstrates 

Related 

Page 

No. in your 

Technical 

Bid 

Supporting 

Documents 

Page 25 of 30

Sl. Item Compliance 

Yes/No 

expertise in the relevant area of 

specialisation. 

10. Majority of the team has been drawn 

from the permanent staff of the firm. 

11 Annual turnover of at least Rs. 100 

Crores in each of the past three 

years (2008-09, 09-10 and 2010-11). 

The bidder should have an average 

turnover of Rs. 30 Crores or more 

for the past three years in IT related 

consultancy / advisory services 

12 Have a minimum of 500 employees 

working in these areas as on 31 Mar 

2011. 

13. Certificate from the consortium 

partner / freelance consultant (if 

applicable) attached, stating that the 

consortium partner / freelance 

consultant has not offered his 

service to any other firm / institution 

that is responding to this RFP. 

26 

Related 

Page 

No. in your 

Technical 

Bid 

Supporting 

Documents 

We understand that if the details given in support of claims made above are found to be 

untenable or unverifiable or both, then our bid may be rejected without any reference. We further 

clearly understand that IHQ MoD(N)/DNAM is not obliged to inform us of the reasons for rejection 

of our bid. 

Address and Contact Nos: 

Authorised Signatory 

Name, designation, Postal and Email address and telephone no. of the authorized 

signatory 

Page 26 of 30

27 

Annexure 1 to Appendix A 

(Refers Para 19 (d) of IHQ MoD(N) letter AR/0422/NAMS dt 16 Aug 11) 

CV FORMAT 

1. Proposed position for this project (only one candidate should be nominated for each position) : 

2. Name: 

3. Date of birth: 

4. Nationality: 

5. Personal (Residential address, Telephone no. and E-maiI ID) 

6. Official (Address, Telephone no. Fax no., E-maiI ID) 

7. Education (the years in which various qualifications were obtained must be stated) : 

8. Other training: 

9. Membership in professional societies: 

10. Areas of main work experience: 

11. States in India where work experience has been acquired: 

12. Employment record (Starting with present position, list in reverse order every employment held 

and state the start and end dates of each employment. Clearly distinguish if the consulting firm was 

either (a) your "employer" i.e. You are/were a regular full-time employee of the consulting firm or (b) a 

"client" i.e. you are/or have worked as a consultant or an adviser with the consulting firm): 

(a) Duration: 

(b) Employer: 

(c) Position held and description of duties: 

(d) Detailed Tasks Assigned (In this column, list tasks one by one and support each task by 

project experience in the right hand side column.): 

(e) Work undertaken that best illustrates capability to handle the tasks assigned (In this 

column, list project name, location, year, position held, i.e. Team Leader, Assistant, etc. and 

exact duties rendered and time spent on each project. Bring out the qualification as per 

eligibility condition). 

13. Personal/Permanent Employment Status Certification (Please follow the following format exactly. 

Omission will be treated as noncompliance. Please indicate Yes / No) 

(a) I am a free lance consultant / adviser, not in the regular employment of the Consultant firm 

or associated firm. 

(b) I am a regular full-time employee of the Consultant or associated 

14. I, the undersigned, confirm that to the best of my knowledge, this CV correctly describes me, 

my qualifications, and my experience. 

15. I understand that any willful mis-statement in this CV may lead to my disqualification or 

dismissal, if engaged. 

16. I have not offered my services to any other firm / institution that is responding to this 

RFP. 

Signature of Consultant and Date of Signing: Day Month Year 

COUNTERSIGNED (AUTHORIZED SIGNATORY of the bidding firm) 

Page 27 of 30

28 


(Refers Para 19 (e) of 

IHQ MoD(N) letter AR/0422/NAMS dt 16 Aug 11) 

STAFFING SCHEDULE 

Note: Personnel in the employment of the Consultant, and those to be engaged from outside 

may be grouped separately. 

Page 28 of 30

S. 

N. 

29 


Refers Para 19 (e) of 

IHQ MoD(N) letter AR/0422/NAMS dt 16 Aug 11) 

Deliverables Time line and number of persons 

Phase I: decision regarding approach (60 days) 

Effort in 

personmonths 

M1 M2 M3 M4 M5 M6 M7 M8- 

M36 

(Rate per 

person 

month) X 

(Personmonths) 

a. As-Is Process document 

b. Product -wise analysis report and the minimum 

%age of customization that would be required in 

each case 

c. 1. Comparison matrix “Bespoke / Ground-up 

development” vis-à-vis “COTS / Customization” 

and firm recommendations about best suited 

approach 

2. Potential benefits (Tangible and intangible) and 

RoI that will be accrued 

3. Implementation timelines 

d. Hardware architecture document 

e. ILMS (Air) migration plan 

Phase II: Preparation of draft RFP (60 days) 

e. List of probable vendors with contact details 

f. NAMS project implementation plan with timelines 

g. Draft RFP 

Phase III: Placing of NAMS order (90 days) 

h. Vendor shortlist for PoC 

j. PoC scripts 

k. Technical evaluation report 

l. Comparative statement of bids based on TCO and 

cost benefit analysis 

m. Contract and price negotiation 

n. Draft contract 

Phase IV: NAMS implementation post order (24 months) 

p. Compliance statement, project progress reports 

Total 

Page 29 of 30

30 

Appendix B 

(Refers to Para 64 of IHQ MoD(N) letter AR/0422/NAMS dt 16 Aug 11) 

COMMERCIAL PROPOSAL FORMAT 

1. We, the undersigned, offer to provide consultancy services in accordance with your Terms 

of Reference and other conditions mentioned in the above tender. We also accept, without any 

deviation, the terms and conditions of the above tender. Our lumpsum fee for the above services 

including all the anticipated cost, taxes and levies would be Rs (Rupees 

_____________________ Only). (Taxes and levies to be shown separately also). 

2. The breakdown of the cost (as per details specified in para 64) as calculated by us is 

attached as Annexure to this Appendix. 

3. We understand clearly that you are not bound to accept any proposal you receive. 

4. We also understand that incomplete offers would be summarily rejected. 

5. We agree to keep this financial offer open for 180 days from date of opening of the 

technical offer. 

Name Stamp 

(Please sign all pages of the completed bid form) 

Page 30 of 30

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