Corrigendum - Jharkhand
Corrigendum - Jharkhand
Corrigendum - Jharkhand
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INVITATION OF PROPOSALS<br />
FOR<br />
Engagement of Agency for providing Recruitment<br />
Services for various District Central Cooperative Banks,<br />
under the Department of Cooperation, Govt. of<br />
<strong>Jharkhand</strong>.<br />
Address for communication:<br />
The Registrar, Cooperative Societies,<br />
Department of Cooperation,<br />
Engineer’s Hostel, Dhurwa, Ranchi- 834004<br />
Ph. No. 0651-2400490, 0651-2400491 (fax)<br />
1
INDEX<br />
Sr. No. Description Page<br />
SECTION I Invitation to Bidders<br />
SECTION II Scope of Work<br />
SECTION III Eligibility Criteria<br />
SECTION Terms of Technical and Financial Offer<br />
IV<br />
SECTION V General Conditions of Contracts<br />
ANNEXURES<br />
1. Bid Proposal Sheet<br />
2. Capability Statement<br />
3. Bidders Authorization Certificate<br />
4. Work Experience Certificate for Volume of<br />
Work Handled<br />
5. Self Declaration<br />
6. Certificate of Conformity<br />
7. Bid Price Form<br />
2
SECTION - I<br />
INVITATION OF PROPOSALS<br />
FOR<br />
Engagement of Agency for providing Recruitment Services for various District Central<br />
Cooperative Banks, under the Department of Cooperation, Govt. of <strong>Jharkhand</strong>.<br />
1.1 Agriculture continues to be the most vital sector of Indian economy, contributing a<br />
major share to our national income and providing livelihood to the majority of our<br />
population. A strong base of agriculture growth is must for the overall economic<br />
development in a country like India. Agricultural growth depends on the increase of<br />
productivity, which in turn requires sustained infusion of finance.<br />
1.2 The growing tendency among the farmers to replace the traditional farming practices<br />
with scientific and modern technology has necessitated the increased use of capital both<br />
for improving farm infrastructure and for meeting the operational cost. However, most<br />
of the Indian farmers being trapped into the vicious circle of indebtedness because of<br />
lack of institutional flow of finance. Rural finance, therefore, plays an important role<br />
not only in production, storage, maintenance and marketing, but contributes immensely<br />
to the expansion of agricultural activities.<br />
1.3 High quantum of credit is required not only for short term cash inputs like use of<br />
improved seeds, fertilizers, insecticides etc., but also medium and long term investment<br />
for irrigation and land development activities by the farmers to enhance farm<br />
productivity and fulfillment of their goals.<br />
1.4 District Central Cooperative Banks through Lamps/ Pacs play an important role in<br />
meeting the growing credit needs of small and marginal farmers.<br />
1.5 The volume of credit flowing through these institutions has increased now. The amount<br />
of credit disbursed has also shown a tremendous rise from Rs. 23 crore in 1950-51 to<br />
Rs. 15448 crore in 2009-10<br />
1.6 Though Cooperative Credit has increased at national level, it has slumped in <strong>Jharkhand</strong><br />
due to lack of adequate and qualified man power in DCCB’s. On one hand this has<br />
affected agricultural production and on the other hand cost of deposit of DCCB’s has<br />
risen.<br />
It is worth mentioning that DCCB’s get refinance from NABARD for<br />
the amount financed by them in agricultural Sector.<br />
1.7 In <strong>Jharkhand</strong>, 8 DCCB’s have 112 branches. It serves all the 32615 Villages of the state<br />
through more than 1500 PACS/LAMPS/ VGCS/FSCS etc.<br />
1.8 In view of Prof. A Baidyanathan and Sri S.K.Mishra committee recommendations to<br />
strengthen human resource in DCCB’s qualified personnel are to be recruited.<br />
1.9 In the light of above, the Department of Cooperation, Govt. of <strong>Jharkhand</strong> has decided to<br />
fill up the vacant posts of DCCB’s, on the requiem of concerned DCCB's which have<br />
so far been lying vacant causing major bottleneck in Cooperative Financing.<br />
1.10 Accordingly, proposal are invited from reputed, well experienced and qualified<br />
agencies of repute, which are capable of handling end to end work as defined in the<br />
scope of work for the Department of Cooperation, Govt. of <strong>Jharkhand</strong>.<br />
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1.7 Tender Procedure<br />
The Bidder should submit the proposals in two parts:<br />
1. Technical Bid<br />
2. Financial Bid<br />
i) Technical part should contain all such details as mentioned in the Bid Document<br />
along with the Earnest Money Deposit (EMD) of Rs.1,00,000/- (One lakh only)<br />
in form of Demand Draft in favour of The Registrar, Cooperative Societies,<br />
Department of Cooperation, Engineer’s Hostel, Dhurwa, Ranchi, payable at<br />
Ranchi.<br />
ii) Financial part should contain the financial bid inclusive of all admissible taxes,<br />
duties and levies etc.. The details of the financial bid should also be included for<br />
iii)<br />
better appreciation of the bid.<br />
These two parts should be submitted in separate sealed and superscribed<br />
envelops.<br />
iv) Both the envelops should then be sealed in a third envelop marked as<br />
INVITATION OF PROPOSALS FOR “Engagement of Agency for providing<br />
Recruitment Services” for various District Central Cooperative Banks, under the<br />
Department of Cooperation, Govt. of <strong>Jharkhand</strong>.<br />
A complete set of Bid Document may be purchased by interested eligible Bidders on the<br />
submission of a written application to the to the Registrar Cooperative Societies, Department of<br />
Cooperation, Govt. of <strong>Jharkhand</strong> upon payment of a non refundable fee of Rs. 10,000/-(Rupees<br />
Ten Thousand) only in the form of Demand Draft in favour of The Registrar, Cooperative<br />
Societies, Department of Cooperation, Engineer’s Hostel, Dhurwa, Ranchi, payable at Ranchi.<br />
The Bid Document may be purchased personally during office hours on all working days from<br />
12-12-2011 to 07-01-2012 It may also be downloaded from www.jharkhand.gov.in or<br />
www.icdpjharkhand.co.in which case the fee in the form of demand draft should be enclosed<br />
with the bid document at the time of submission.<br />
A pre-bid conference will be held on 09-01-2012 at 11:00 hrs in the office of the Department of<br />
Cooperation, <strong>Jharkhand</strong>, Ranchi.<br />
The last date for submission of bid is 13-01-2012 up to 14:00 hrs at the following address:<br />
The Registrar, Cooperative Societies,<br />
Department of Cooperation,<br />
Engineer’s Hostel, Dhurwa, Ranchi- 834004<br />
Ph. No. 0651-2400490, 0651-2400491 (fax)<br />
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The technical bid shall be opened on 16-01-2012 at 11:30 hrs before the duly constituted committee.<br />
The bidder or his duly authorized representative may remain present during opening of the Bid.<br />
The Right of acceptance/ rejection of any offer shall remain reserved with Department.<br />
The Registrar, Cooperative Societies,<br />
Department of Cooperation,<br />
Engineer’s Hostel, Dhurwa, Ranchi- 834004<br />
Ph. No. 0651-2400490, 0651-2400491 (fax)<br />
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Section II<br />
Scope of Work<br />
2. Details<br />
The Scope of Work covers designing, developing & maintaining of online applications,<br />
customization of online application format, hiring & maintenance of online server, provision<br />
for downloading of registration slip, admit card & interview call letters of shortlisted<br />
candidates, conciliation of application/ processing fee, roll number generation, venue booking,<br />
making & printing of question papers and OMR sheets, deputing coordinators to test venue, to<br />
& fro transportation of materials from agency’s office to test venue and back, evaluation of<br />
results & display of result, joining details and other important notifications & sending email<br />
and SMS to candidates etc.<br />
The brief details of the procedure of contract starting from capturing online application to<br />
notifying result are as under:<br />
2.1 A website with URL will be provided by the bidder for online application with details<br />
of General Information.<br />
The link will be made available through ICDP website or could be numeric URL<br />
without agency’s name.<br />
2.2 On clicking on the link, the page will open with proper links for downloading copy of<br />
the advertisement, general instructions to the candidates and to apply for the job.<br />
However, before entering the main application form, eligibility check page will be<br />
shown. There will be checks on age, qualification, category, experience etc. The<br />
eligibility will be checked with reference to the age relaxation provided to BC-I,<br />
SC/ST candidates and also with reference to relaxation in percentage of marks, post<br />
qualification experience, processing fee for BC-II candidates.<br />
2.3 Preview and submission of application by Candidate:<br />
After having filled all required fields and on giving an undertaking that he<br />
has gone through the complete text of the advt. and that he agrees to the terms and<br />
conditions, a preview of the application is made visible to the candidate.<br />
On viewing the preview, the candidate will have the option either to go back<br />
and edit the format or to make the online submission.<br />
A candidate can edit the details as many times as he wants till the last day of<br />
closing application submission form.<br />
2.4 On submission of online application successfully, a Registration Slip with registration<br />
number will be generated, which will be a unique number.<br />
2.5 Candidates should be able to take print of the Registration Slip, Affix photograph, put<br />
signature with an undertaking that the information entered in the online application<br />
form is correct and documents will be verified at the time of the interview.<br />
2.6 Candidates to send Registration Slip to the office of .................<br />
2.7 The agency after validation of the online applications, registration slip, demand draft of<br />
application/processing fee will prepare the final list for calling the candidates for<br />
written test.<br />
2.8 The system will have provision of generation of admit cards along with roll number and<br />
for sending email & SMS to the bonafide candidates. The roll number will be<br />
customized in consultation with The Registrar, Cooperative Societies, Department of<br />
Cooperation, Govt. of <strong>Jharkhand</strong>.<br />
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2.9 The agency will be responsible for preparation & printing of question papers & OMR<br />
sheet, transportation of materials from his office to test venues & back, venue booking,<br />
sending coordinators to test venues, evaluation of result etc.<br />
2.10 Conduct of examination at mutually decided venues.<br />
2.11 Notifying result online in the consultation with Registrar Cooperative Societies or this<br />
authorized representative.<br />
The agency will hand over the result in soft as well as hard copy with certification that<br />
it has been prepared as per the prescribed norms<br />
2.12 Preparation and uploading of interview call letters, sending intimation to the selected<br />
candidates by email and SMS.<br />
2.13 Preparation of photo attendance sheets and evaluation sheets for GD and interview<br />
2.14 Preparation of call letters to be sent through email and attendance sheet of finally<br />
selected candidates for their medical examination and joining.<br />
2.15 Further improvement in the above process may be carried out with mutual consent.<br />
The elaborative procedure is as under:<br />
1.0 Application format to contain fields to capture all information of candidate. The<br />
field includes areas such as:<br />
1.1. Personal Information:<br />
(i) Name of the candidate: Surname, First & Middle<br />
(ii) Father’s name:<br />
(iii) Date of Birth: dd-mm-yyyy format in drop down box form<br />
(iv) Mailing Address: It should contain 3-4 rows of boxes for typing mailing address. In<br />
addition compulsory box will be provided for pin code.<br />
(v) State of domicile – with drop down<br />
(vi) E-mail address to be provided compulsorily.<br />
(vii) Contact Mobile phone for sending SMSs.<br />
(viii) Additional Telephone number (alongwith STD code)<br />
(ix) Gender – Male/ Female – drop down box.<br />
(x) Whether belong to minority community – Yes/no – dropdown. If yes – then choice<br />
of communities through drop down box.<br />
(xi) Category: General/SC/ST/BC-I/BC-II – drop down with provision for writing<br />
caste/Tribe in case of SC/ST/ BC-I/BC-II. For BC further option will be provided to<br />
ask whether belong to creamy layer or not.<br />
(xii) Person with disability: drop down – yes/no, if yes type of disability through drop<br />
down & percentage of disability through drop down.<br />
(xiii) Persons belonging to Minority Community –yes/no, if yes, ask religion through<br />
drop down<br />
(xiv) Centre Choice in dropdown box. The candidate will be asked to choose three<br />
centres in order of preference.<br />
(xv) Name of the bank. where candidate wish to be appointed, if selected, in decreasing<br />
order of preference.<br />
1.2. Educational Qualifications<br />
For filling details of qualifications, table will be provided. Each table shall contain<br />
qualification, Subjects/specialization, Period (from-to), date of passing,<br />
college/Institute/University, percentage of marks etc. 5 rows to be provided for<br />
qualifications with provision to add further if required by the candidate.<br />
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1.3. Experience<br />
(i) For filling details of experience, row with boxes will be provided. Provision for<br />
Name of Organisation, period, position held, nature of experience, Private/public<br />
(drop-down), pay scale details will be in each row, For adding new experience, add<br />
on button will be provided, in case of Public sector, details or scale will be shown.<br />
(ii) Experience commencement date & end date – dd/mm/yyyy – drop down boxes.<br />
(iii) Nature of Experience: drop down. Others provision, will be given in case of nonavailability<br />
in drop down.<br />
(iv) The total no. of years of experience will be shown at the end of experience table.<br />
(v) Experience should be calculated from the date of notification of result provided by<br />
candidate in qualification table. If the experience commencement date is later than<br />
the result notification date, the calculation would be from the later date.<br />
1.4. General Information:<br />
1.4.1 The system should take care age, qualification & percentage of marks on the cut-off<br />
date. The relaxation of age, percentage of marks in qualifying degree, application<br />
fees as provided to Scheduled caste/ Scheduled tribe/ Other Backward Class (creamy<br />
layer/non creamy layer)/ Person will be taken care by the system.<br />
The details of relaxation will be provided by Registrar Cooperative<br />
Societies, Department of Cooperation, Govt. of <strong>Jharkhand</strong>.<br />
1.4.2 Mandatory fields: The application format will contain mandatory fields that a<br />
candidate is required to fill. Unless these mandatory fields are filled by an applicant<br />
he will not be allowed to proceed further and submit the online<br />
application/registration.<br />
Wherever, the system requires filling up of these mandatory fields or<br />
filling up of data in particular format, i.e., numeric/ alphabetical/ restriction on use<br />
of special characters etc., the system will guide the candidates through popup<br />
windows by giving appropriate instructions.<br />
3.0 Registration Slip<br />
3.1 On successful submission of online application, a registration slip with unique<br />
registration number of the candidate will be generated. The registration number<br />
will be the key number for candidates for any type of future<br />
correspondence/queries.<br />
3.2 The candidates will be requested to keep a copy of the registration slip safely with<br />
them to use it later for downloading the admit card.<br />
3.3 Collection of the registration slips received by ordinary post from the office / post<br />
office.<br />
3.4 Agency shall carry out validation of the registration slips with the online data<br />
along with generation and stamping of unique identification number on each<br />
registration slip and its associate documents received in each envelop. Agency<br />
shall also carry out coloured scanning of photographs and signatures of the<br />
candidates from the received registration slips for merging them (photograph &<br />
signature database) with the captured data (database received from online<br />
application) for preparation of attendance sheets with 8 records /sheet.<br />
4.0 Scrutiny, Validation and Communication:<br />
4.1 The agency should have a secure processing center. The premises should be well<br />
defined and should have restricted access.<br />
4.3 The agency will verify the receipt of registration/processing fee and submit the<br />
demand draft.<br />
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4.7 An online application tracking system is to be designed by the vendor, wherein a<br />
candidate can get the information about the status of his application after entering<br />
the registration number and the DOB.<br />
Besides this, agency will send an email to all the candidates immediately<br />
on registration. The agency will have to create a unique email ID for this purpose<br />
on his own server.<br />
4.10 The agency is required to develop a computer based real time MIS system to<br />
capture and monitor the total activities associated with the process for the use of<br />
department officials.<br />
5.0 Venue Booking:<br />
5.1 The agency will finalize the venues in consultation with the department<br />
representatives. The agency will provide list of Official(s) who will be overall<br />
Incharge for conducting test, venue booking, to & fro transportation of materials<br />
etc. for each test centre/venue.<br />
5.2 Selection of the examination venue preferably “well reputed Institutes” having<br />
experience of conducting competitive examination for PSUs / Government bodies/<br />
CAT etc.<br />
5.3 The test centers would be decided mutually. Tentatively it is planned that in the case<br />
of examination for officers grade posts test centers may be in the capital town of<br />
neighboring states also. However, it will depend upon the number of applicants<br />
from other states. In the case of examination for group C posts test centers will be in<br />
Ranchi, Dhanbad, Dumka, Palamu & Jamshedpur only.<br />
5.4 Availability of proper table, chair, lighting, fans / air coolers in each classroom,<br />
drinking water facility, toilets, first aid box at the venue, distance from the railway<br />
station/ bus stand, locality of the venue should be checked for short listing the<br />
venue.<br />
5.5 The venue should have separate and secure room for keeping examination material<br />
and a big room/hall for segregation/collection of examination material. A venue<br />
should normally have minimum 300 candidates.<br />
5.6 Vendor will be required to provide details of all the identified venues in a<br />
prescribed format showing status of all amenities as specified above in para 5.1 to<br />
5.4 above to the Registrar Cooperative Societies along with site map to finalize the<br />
venue(s) for each city.<br />
It is preferred to have alternate choice of venues for taking rational<br />
decision.<br />
5.7 Venue booked for the purpose of conducting test is expected to ensure availability<br />
for the following personals at the venue with a view to conduct test smoothly:<br />
a. One invigilator for each classroom<br />
b. One floor supervisor over five classrooms<br />
c. One peon to assist each floor supervisor<br />
d. One test coordinator to conduct the test at his venue<br />
e. One Assistant test coordinator to assist the test coordinator.<br />
f. One clerk per venue to prepare seating arrangement charts and to fill up the<br />
reports.<br />
g. One Venue Supervisor per venue, who should be a representative of the vendor<br />
and should not be connected to the venue in any manner, to ensure smooth<br />
preparations and conduct.<br />
5.8 Vendor will produce a venue agreement letter from the booked institute for surprise<br />
inspection by Registrar, Cooperative Societies before test.<br />
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6.0 Roll Number generation and Venue allotment:<br />
6.1 Roll number generation of all successfully registered candidates after dropping<br />
and eliminating duplicate / multiple entries, wrong and faculty entry, will be<br />
required to be done in consultation with Registrar Cooperative Societies<br />
representative.<br />
6.2 The generation of Roll No. will be customized discipline wise/ category wise etc.<br />
6.3 The generated roll number should ensure the distribution of candidates at each<br />
class room in each venue and in proportion to the candidates of each discipline at<br />
that venue.<br />
For physically challenged candidates, allocation of convenient seat on<br />
the ground floor is to be ensured.<br />
6.4 The seating plan for each room should be prepared on the basis of roll number<br />
allotted, so that side seating of candidates with same discipline is avoided.<br />
6.5 After venue allotment, vender will send an email to all successfully registered<br />
candidates informing them to down load the Admit Card from the site on the due<br />
date.<br />
The vendor has to create a unique email ID for this purpose on his own<br />
server.<br />
6.6 The vendor will also send an alert SMS to all such candidates allotted roll<br />
number.<br />
7.0 Preparation of Test Material:<br />
Vendor will be required to prepare standard test procedure and test material, in<br />
consultation with the Registrar, Cooperative Societies, with view to conduct the test<br />
uniformly in a fair manner at all venues. The procedure should be exhaustive and<br />
clearly indicate all possible activities keeping in mind conduct of all India test by<br />
different people and venue. For this purpose the vendor is required to prepare a Test<br />
Manual, Standard Formats for capturing information etc.<br />
7.1 Test Manual: The Test Manual will have guidelines for all team members<br />
involved in the execution of the test. This manual will be used by each team<br />
member thoroughly to align themselves with the test procedure and follow the<br />
guidelines conscientiously for efficient administration of the test.<br />
The manual is expected to cover at least following information /<br />
standard formats:<br />
a. Role and responsibilities of various team members.<br />
b. Duty chart of actual deployment personal at venue on test day. This should be<br />
prepared minimum two days in advance under the supervision of Venue<br />
Supervisor who is the representative of the vendor.<br />
c. Seal Intact Certificate<br />
d. Test Material Opening Certificate<br />
e. Room wise Test Material Accounting Format<br />
f. Disparity Report<br />
g. Certificate for use of contingency Material<br />
h. Venue wise Candidate Count report<br />
i. Certificate for packing of Test Material<br />
j. Test Conduct Report<br />
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7.2 Attendance Sheet: Vendor is expected to prepare classroom wise photo<br />
attendance sheet of the candidates for all venues. The Attendance sheet should<br />
clearly indicate the roll number, discipline, name and question booklet series<br />
against each candidate.<br />
7.3 List of candidates: Vendor is expected to provide alphabetical list, roll number<br />
wise list of candidates appearing at venue in soft from. This list is also to be<br />
displayed prominently at the test venue. Summary of the candidates allocated for<br />
each venue in different discipline/ category and some general information.<br />
7.4 Copies of Test Material: Vendor is expected to provide copy of test manual to<br />
each of the team member associated in conduct of the test for all venues.<br />
Copies of all format, guidelines, certificate, seating plan, display board<br />
and other documents required for conducts of test etc. are to be provided and<br />
dispatched by the vendor to the respective venues.<br />
8.0 Designing & Development of Question paper:<br />
8.1 Vendor is expected to prepare multiple choice objective type question papers for<br />
each discipline. Post wise details of the disciplines will be provided to the vendor<br />
for each post.<br />
8.2 The question paper will have two components viz. professional knowledge and<br />
Aptitude test comprising of test of Reasoning, Quantitative Aptitude, General<br />
English and General Awareness. The number of questions in each segment,<br />
marking and test duration will be finalized in consultation with Registrar,<br />
Cooperative Societies representative.<br />
8.3 The entire cross section of the syllabus should be covered for preparation of<br />
professional knowledge part of the question paper.<br />
8.4 Question bank of each discipline should be necessarily prepared from various<br />
Institutes/ Professors/ experts of repute so as to avoid risk associated with<br />
involving single source and for each question paper at least three times as much<br />
question should be used.<br />
8.5 Question paper for each discipline should have a balanced mix of easy (30%),<br />
average (50%) and tough (20%) questions.<br />
8.6 Number of Sets & Sequencing of Question: Each question paper will have four<br />
sets (A, B, C, D) with same question but with changed sequence.<br />
Randomization of questions across all the four sets should be ensured<br />
i.e. each question in each series should be distributed in a unique manner so that<br />
no commonality in position of any question is found across any series. The<br />
process should be 100% accurate and it should not result in any wrong<br />
interpretation of the question.<br />
All sets will be bilingual (Hindi & English). Hindi translation of the<br />
question papers will also be carried out by the vendor.<br />
Instruction on the first page will be decided in consultation with<br />
Registrar, Cooperative Societies.<br />
9.0 Printing of Question paper:<br />
9.1 Question paper as designed at Para 8.0 above should be printed (NO<br />
PHOTOCOPYING) on good quality white / off white paper (thickness – 56 GMS<br />
or more). The Aptitude part will be printed after the professional part.<br />
9.2 Each question paper should be stapled on left hand side twice and sealed from the<br />
other three sides.<br />
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9.3 About 5% of the question booklet of A,B,C,D sets of each disciplines to be<br />
printed extra which will be used as the part of the contingency material.<br />
9.4 The series of question paper should be printed on the top as well as on each page<br />
of the question booklet. A unique test booklet number should be stamped on the<br />
front page of each question booklet. Provision for name, discipline and roll<br />
number of the candidate is to be provided on the first page of the question paper.<br />
9.5 Zero error should be ensured for carrying out page setting and final printing.<br />
However, to take care of an error which might have occurred during the process,<br />
an errata page indicating the page setting / printing error may also be kept after<br />
the first page of each booklet.<br />
10.0 Designing & Printing of OMR answer sheet:<br />
10.1 Vendor is required to design the OMR multiple choice answer sheet of A4 size in<br />
consultation with the Registrar Cooperative Societies.<br />
10.2 Each OMR answer sheet will have unique running serial number.<br />
10.3 The OMR sheet to be printed on good quality (100 GSM) paper. Extra quantity<br />
(say 5%) is to be printed to take care of the contingency at the time of test if any.<br />
11.0 Packing of Test Material:<br />
11.1 The vendor should minimize the handling of test material at the venue before the<br />
starting of the test. Therefore, all the test material (Question booklets, OMR<br />
answer sheet, attendance sheet, various formats, envelopes for packing filed OMR<br />
sheets etc.) should be packed as per the requirement of each classroom for each<br />
venue. The classroom packs (primary box) will eliminate local material handling<br />
at venue. Packing summary sheet for each classroom pack should be pasted on the<br />
top of the primary box. The classroom pack will be packed in the secondary box.<br />
Packing summary sheet for each secondary box should be pasted on the top of the<br />
secondary box. Both primary and secondary boxes should be properly sealed with<br />
a unique seal.<br />
11.2 The question paper for each classroom should be packed in order of attendance<br />
sheet i.e. in order of distribution to candidates.<br />
11.3 The contingency material (extra A-D sets of question paper, OMR sheet) of each<br />
discipline should be packed in separate box for each venue. This box should have<br />
a unique identification marking / colour coding.<br />
11.4 The vendor will ensure proper packing of answer sheet and test material after test.<br />
All the packing material / cartons used for packing the material before and after<br />
the test should be of good quality. All the material should be properly sealed. The<br />
name of the vendor as well as agency should not be written anywhere due to<br />
security reasons. Address of the venues should be properly written on each carton.<br />
12.0 Transportation of Test Material to and from the Venues:<br />
12.1 Properly packed and sealed test material should reach at each Venue in each city<br />
strictly between 48 to 24 hours before the test with strict confidentiality and<br />
utmost care. Mode of transportation of material should be air. Surface transfer<br />
will be used only in the absence of air mode. The vendor will ensure 100% on<br />
scheduled delivery on specifically designated day and will provide the<br />
confirmation report of the same to the Registrar Cooperative Societies.<br />
12.2 The vendor is expected to collect back all the test material including Admit card,<br />
OMR answer sheet, attendance sheet and used question booklet from each room<br />
12
at every venue. No material should be left at venue. The OMR should be packed<br />
in a special envelops to ensure that no OMR gets damaged in the process of<br />
transportation. All properly packed material should be picked up within 2 hours of<br />
completion the test and forwarded to the designated centre / location. This<br />
material will be used for result processing. This material to be returned to the<br />
vendor premises through air. However, the used question booklets may be<br />
returned back through surface mode.<br />
13.0 Deputing Personals for conducting Test at all locations:<br />
13.1 The Registrar Cooperative Societies will depute one test observer at each<br />
venue. The list of test observers will be provided to the agency in advance.<br />
The test observer will observe the quality of the test<br />
implementation on the day of the test. The test observer will facilitate in<br />
solving issue not covered under the prescribed guidelines and requiring the<br />
authorization of the Registrar, Cooperative Societies.<br />
13.2 Vendor is expected to ensure availability for the following personals with a<br />
view to conduct test smoothly:<br />
a) Venue Supervisor: One Venue Supervisor for each venue for overseeing<br />
the smooth conduction of test and to coordinate between the Registrar,<br />
Cooperative Societies and the Venue staff. The Venue Supervisor should be<br />
an independent person associated / appointed by the vendor and is not<br />
connected with the appointed venue in any capacity. Venue Supervisor<br />
should be a senior person with previous experience of conduction similar<br />
test & should have experience of having carried out similar activities for the<br />
vendor. The vendor will render a certificate to this effect. The venue<br />
Supervisor shall receive the test material at the venue and hand over the<br />
same to the Test Coordinator before the start of the test. The Venue<br />
Supervisor shall further help the Test Coordinator in ensuring that all test<br />
implementation guidelines and instructions like strict timings, no unfair<br />
means adopted are properly implemented<br />
b) Regional Coordinator: Regional Coordinators are employees of the vendor<br />
allocated by the vendor for each region. They will coordinate the<br />
functioning of Venue Supervisor.<br />
13.3 Vendor will inform about the conduct of the test to the police station of the<br />
area where the venue is situated with a request to have adequate security<br />
measures.<br />
14.0 Biometric Finger Print Capture, Photograph capture & Authentication<br />
The Agency should provide complete solution comprising of application software and portable<br />
biometric finger imprint capturing devices (hand held) which can manage candidate database<br />
import / export and synchronize data. Portable biometric finger imprint capturing devices<br />
should have the capacity to capture two finger prints, one of the right hand and one of the left<br />
hand and photograph of candidate during the written test.<br />
The agency shall ensure that the biometric devices should function and in case of any<br />
exceptional case of failure of the biometric device, alternative<br />
arrangement for capturing the thumb/finger impression should be made.<br />
13
14.1 On the day of the written Test:<br />
1. Agency shall be responsible for providing adequate number of Biometric Finger Print<br />
Scanning devices (as mentioned above) at each Exam. Centre for capturing finger print<br />
& photograph of the candidates appearing the written test.<br />
2. Candidate’s Biometric Finger print impression & photograph will be taken after she/he<br />
has taken her/his seat in test room at Exam Center.<br />
3. Candidate Biometric finger print impression & photograph data across all examination<br />
centers would be consolidated into a central database by the Agency.<br />
14.2 On the day of the Interview:<br />
1. The representative of the Agency shall be present during the interview. The interview<br />
will be held at Ranchi.<br />
2. Agency shall be responsible for providing Biometric Finger Print scanning Device at<br />
the time of interview for capturing finger print of the candidates appearing in the<br />
interview.<br />
3. Biometric imprint of candidates would be captured for candidates appearing for the<br />
interview process and the same will be authenticated against the pre-existing finger<br />
impression data of the candidates (taken on the day of written test) by the Agency.<br />
4. The representative of the Agency shall immediately bring to the notice of the<br />
designated representative of RSP regarding any discrepancy/mismatch, who will be<br />
present at the venue of the interview.<br />
5. Agency shall also provide a report in respect of above.<br />
15.0 Result Processing.<br />
15.1 Before processing of the result, vendor is expected to carry out validation of the<br />
attendance signed by the candidates with the used OMR answer sheet. The<br />
discrepancy in the quantity noticed, if any should be resolved with the<br />
discrepancy report, recounting etc.<br />
15.2 Double scanning of OMR answer sheet leading to creation of database required<br />
for processing of result. Preparation of result according to merit list – Discipline<br />
wise/ Category wise list.<br />
Manual checking of some results of randomly selected OMR answer<br />
sheets will be done by the Registrar, Cooperative Societies.<br />
15.3 Sending evaluated answer sheets back to the Registrar, Cooperative Societies in<br />
sealed boxes, header number wise so that if required any answer sheet can be<br />
taken out of the lot.<br />
16.0 Data analysis:<br />
16.1 Analysis of candidates enrolled and other statistical report about candidates at the<br />
time of roll number generation, for candidates appeared in the test, for candidates<br />
short listed for interview and on final joining of the candidates in will be carried<br />
out on various dimensions like age/ qualification/ institutes/ category etc. in<br />
consultation with Registrar, Cooperative Societies.<br />
Format for the various statistics would be provided by the Registrar<br />
Cooperative Societies. The agency will also provide toughness analysis of each<br />
paper (all sets)<br />
14
17.0 Handing over of data, statistics and report to the Registrar, Cooperative Societies,<br />
Department of Cooperation, Govt. of Jhakhand:<br />
17.1 The vendor should arrange for safe storage of all material including OMR sheets<br />
of all candidates till six months after the completion of test. After this vendor<br />
should arrange for secure disposal/ destruction of the same as per instructions of<br />
the Registrar, Cooperative Societies.<br />
17.2 All documents submitted by the candidates will be arranged as per processing lot<br />
size and shall be packed accordingly in properly marked cartons & stored at<br />
secure premises by the vendor.<br />
17.3 All other test report should be properly packed in cartons & stored in venue wise<br />
lots at a secure premise till a suitable disposal is ordered by the Registrar,<br />
Cooperative Societies.<br />
17.4 Summary of the discipline wise enrolled candidates vs. appeared candidates will<br />
be provided by the next day morning of the day of the test for each venue.<br />
17.5 Registration slips and admit cards of the candidates called for the interview to be<br />
arranged discipline wise and date wise. The agency shall handover the registration<br />
slips and the admit cards of the Registrar, Cooperative Societies called for<br />
interview along with other documents to the Registrar, Cooperative Societies<br />
representatives.<br />
17.6 The agency should retain the proof of sending the email and sms to the candidates<br />
at each stage and should provide the same to the Registrar Cooperative Societies<br />
immediately after completion of the written test and the interview.<br />
18.0 Preparation of Call letter and Photo Attendance sheet for interview:<br />
18.1 Agency will provide the merit list of the candidates discipline wise and category<br />
wise based on the numbers of posts in each discipline provided by Registrar, Cooperative<br />
Society for each discipline.<br />
18.2 Agency will prepare the interview call letter and attendance sheet of the<br />
candidates shortlisted for GD and/or interview after the written test in the given<br />
format with photograph.<br />
18.3 The interview call letters will be uploaded on the website for the candidates to<br />
download with conditional access. Candidates will be informed by this through<br />
email and sms.<br />
18.4 Preparation of Two set of discipline wise – date wise photo attendance sheet for<br />
the candidates appearing for the interview as per specified format.<br />
19. Time Schedule<br />
The project shall be completed within a period of 90 days from the issue of work order<br />
for which an activity wise time chart would be prepared and adhered to.<br />
20.0 Reviews<br />
20.1 Reviews shall be held at least once every fortnight between the department and<br />
agency to<br />
a.) Assess progress of work<br />
15
.) Sign on deliverable report as part of the check list<br />
c.) Propose additional Manpower requirement over and above the<br />
committed resource for any exigency or new /additional requirement<br />
(over and above that stated under scope of work- Functional Modules ,<br />
Reports , Report Formats and Calculation of Demand)<br />
d.) Check on adherence to timetables<br />
e.) Set-up agenda and check list for next fortnightly review<br />
20.2 This review shall be conducted in the presence of Team Leader for the project<br />
by the agency.<br />
21.0 Responsibilities of the Department of Cooperation, Govt. of <strong>Jharkhand</strong>:<br />
a.) Nominating a nodal officer for the project to coordinate with the Agency.<br />
b.) Checking the Quality of Service (QOS) provided by the Agency.<br />
c.) Facilitating the Agency during the course of the project for necessary<br />
information and support.<br />
d.) Constituting an interview board with representative of NABARD,<br />
member secretary of SLBC, Joint Registrar, Co-operative Society,<br />
Ranchi, M.D. of Dhanbad & Singhbhum DCCB and a representative of<br />
co-operative department to interview the candidate shortlisted after the<br />
written test. The weightage of written test and interview will be 85% and<br />
15% respectively. The interview board will had over the marks of<br />
shortlisted candidate to the representative of agency in a sealed envelop<br />
and final merit list will be prepared by the agency (Bank wise) on the<br />
basis of preference given by the candidate.<br />
16
SECTION III<br />
Eligibility Criteria of Bidders<br />
Keeping in view the complexity & volume of the work involved, the following criteria are<br />
prescribed as the eligibility criteria for the Bidders interested in undertaking the project.<br />
1.1 Agencies having ISO 9001 quality certification in the examination process will<br />
be desired criteria<br />
1.2 Should have handled similar end to end process / tests for Govt. / PSU sector on<br />
an all India basis for over 25,000 candidates in a single sitting in more than 7<br />
cities, at least 5 times in last 3 years.<br />
End to end recruitment process will have to cover activities like<br />
Online Application Form Designing, Customizing, Hosting and<br />
processing, admit card generation, setting, printing of question paper,<br />
written test administration, result processing and merit list generation.<br />
1.3 Should have devised objective type tests in both English and Hindi with<br />
sufficient question bank.<br />
1.4 Should have experience of using portable biometric imprint capturing devices<br />
for capturing finger imprints of candidates appearing in written test.<br />
1.5 Minimum 5 years experience of receipt of applications and<br />
conduct of written test for recruitment of Central/State Govt./PSUs/Leading<br />
Public Sector Banks.<br />
1.6 At least Five Times, should have handled Online Application Form Designing,<br />
Customizing, Hosting and Processing for a minimum of 25000 applicants in a<br />
single recruitment project of Central/State Govt./PSUs/Leading Public Sector<br />
Banks.<br />
1.7 Average annual turnover in last 3 years from the business of conducting written<br />
test should be not less than Rs. Three crores.<br />
1.9 Consultant should have / within its parent group, its own printing press for<br />
printing of test booklets and answer sheets<br />
1.10 The bidder or any of its director should neither be convicted by any court of law<br />
or blacklisted by any Government concern nor any criminal case be pending<br />
against such concern by any government.<br />
17
SECTION- IV<br />
Terms of Technical and Financial Offer<br />
1. The standards, which will be taken into account for the evaluation of the tenders shall<br />
be as follows:<br />
1. Weightage of Technical offer : 70%<br />
2. Weightage of Financial offer : 30%<br />
1.1 The financial offer of only those Bidders will be opened at first instance, who<br />
secure 75 or more marks in the Techincal evaluation.<br />
1.2 If the number of Bidders, securing less than 75 marks, is less then three than the<br />
financial offer of those Bidders will be opened, who secure 80% marks of 75<br />
marks.<br />
1.3 Even then, if the number of Bidders who do not fulfill the above mentioned<br />
criteria, remains less than three then the financial offer of those Bidders will be<br />
opened who secure 60% of 75 marks.<br />
2. Technical Evaluation<br />
2.1 For the evaluation of the Technical offer, the following criteria will be taken into<br />
account:-<br />
Part A: General Experience of the Institution in the assignment & work plan<br />
Part B: Educational qualification of the personnel entrusted to accomplish this<br />
assignment<br />
Total<br />
80 marks.<br />
20 marks.<br />
100marks.<br />
Sl.<br />
no.<br />
2.2 Break up of Part “A” Maximum Marks 80 marks.<br />
The standards, which will be taken into account for the technical evaluation of the tenders,<br />
shall be as follows :<br />
1 Experience of the agency in managing<br />
recruitments for an on behalf of clients<br />
2 Whether agency has conducted end to end<br />
recruitment project with complete<br />
activities as defined in eligibility criteria<br />
of bidders, for at least 5 times in last 3<br />
years for over 25,000 candidates in a<br />
single sitting<br />
3 ISO 9001 Quality Certification in<br />
examination process<br />
4 Experience of having done Biometric<br />
Authentication by capturing finger<br />
imprints during the written test and<br />
Parameter Marking Scale Maximum<br />
Marks<br />
18<br />
i) Less than 3 years : 0<br />
ii) 3- 5 years : 5<br />
iii) More than 5 years : 10<br />
10<br />
10 10<br />
10 10<br />
i) 1 Recruitment Drive : 5<br />
ii) 2......................................: 6<br />
10
verification thereafter during the interview<br />
as part of the end-to-end recruitment<br />
process.<br />
5 Technical infrastructure (for evaluation of<br />
OMR answer sheets and results<br />
processing)<br />
Minimum Computer Specification<br />
Processor – Dual core/Core 2 duo<br />
(minimum 2.8 GHz processor),<br />
Operating system – Microsoft Windows<br />
XP, RAM-2 GB recommended, Hard<br />
disk-100GB, Software-VB (Version 6),<br />
MS Office 2003/2007<br />
6 Whether consultant has/within its parent<br />
group, its own printing press for printing<br />
of test booklets and answer sheets<br />
7 Experience of the firm handling similar<br />
work from Govt./PSU sector<br />
8 Average turnover of the agency for last 3<br />
years (2007-08,2008-09, 2009-10)<br />
iii) 3 Recruitment Drives: 7<br />
iv) 4 and above Recruitment<br />
Drives: 10<br />
Computers :<br />
0-2 computers : 0<br />
3-5 computers : 2<br />
6-7 computers : 3<br />
8+ computers : 5<br />
-----------------------------------------<br />
Scanners :<br />
i) Scanners with capacity of<br />
answer sheet scanning capacity of<br />
at least 7500 sheets per day : 2<br />
ii) Scanners with capacity of<br />
answer sheet scanning capacity of<br />
10000 sheets- 15000 sheets per<br />
day : 3<br />
iii) Scanners with capacity of<br />
answer sheet scanning capacity of<br />
15000 sheets or more per day : 5<br />
5<br />
________<br />
10 10<br />
i) For conducting less than 5<br />
similar drives in past 3 years: 0<br />
ii) 5 drives : 1<br />
iii) 6 Drives : 2<br />
iv) 8 Drives : 4<br />
v) 9 drives : 5<br />
vi) 10 drives : 6<br />
vii) More than 10 drives : 10<br />
i) Upto Rs. 3 crores: 0<br />
ii) For every additional Rs. 2<br />
crores : 1<br />
10<br />
5<br />
10<br />
2.3 Break up of Part “B” Maximum Marks 20 marks.<br />
19
2.3.1 The proposed assignment work shall be carried out by a team consisting of minimum<br />
five personnel as follows :<br />
1. Project Head 1<br />
2. Project Manager 1<br />
3. Operations Manager 1<br />
4. Project Executive 1<br />
5. Operations Executive 1<br />
Total 5<br />
2.3.2 For the evaluation of the educational qualification and expertise in executing such work<br />
by the personnel, who carry out the given assignment successfully, the following<br />
criteria shall be taken into account:<br />
1. General Education/Qualification :<br />
i) If Graduate in Engineering/Computer Application (1 marks for each personnel)<br />
ii)<br />
If Post Graduate Degree MCA, M.Sc./Post Graduate Diploma in Computer<br />
Application/(2 marks for each personnel)<br />
2. Experience of the team members :<br />
Designation Experience Marks Experience Marks<br />
Project Head 5-7 yrs 1 > 7 yrs 2<br />
Project Manager 3-5 yrs 1 > 5 yrs 2<br />
Operation Manager 2-3 yrs 1 > 3 yrs 2<br />
Project Executive 1-2 yrs 1 > 2 yrs 2<br />
Operations Executive 1-2 yrs 1 > 2 yrs 2<br />
2.4. All supporting documents should be annexed along with the index of such documents<br />
depicting the relevant parameter to enable transparent technical evaluation.<br />
3.0 Financial Evaluation :<br />
3.1 The price quoted in the financial bid should be inclusive of all taxes, duties and<br />
levies. The amount should be mentioned both in INR in figures and in words.<br />
3.2. General Information :<br />
3.2.1 Financial offer marks shall be proportionately allotted as per experience.<br />
3.2.2 The Lowest Financial Bid quoted shall be awarded 100 points.<br />
3.2.3 The subsequent bidders shall get proportionately lower points.<br />
3.2.4 The overall points from the above process shall be proportionately reduced<br />
to 30 percent.<br />
20
4.0 Final Scores :<br />
4.1 The final scores for an applicant would be weighted average of technical and<br />
financial bids, where the technical and financial proposals will be assigned a<br />
weight of 70 and 30 percent respectively. The scoring system of this “Quality-<br />
Cum-Cost-Based” to be used for obtaining final scores is illustrated below.<br />
Technical<br />
Proposal<br />
Score<br />
Bid<br />
amount<br />
Financial Proposal<br />
Weighted score=<br />
(minimum<br />
amount/bid<br />
amount) *100<br />
Combined Score<br />
Technical Financial Total<br />
1 2 3 4= 1*0.70 5=4+0.30 6=5+4<br />
45 4.00 100 31.50 30.00 61.50<br />
60 5.00 80 42.00 24.00 66.00<br />
70 6.00 67 49.00 20.10 69.10<br />
80 7.00 5757 56.00 17.117.10 73.10<br />
21
SECTION- V<br />
GENERAL CONDITIONS OF WORK<br />
1. Cost of Bidding<br />
The Bidder shall bear all the costs associated with the preparation and submission of its<br />
bid, and the Tender Committee in no case, will be responsible or liable for these costs,<br />
regardless of conduct or outcome of the bidding process.<br />
2. Bidding Document<br />
a. The Bidder is expected to examine all instructions, forms, terms and<br />
specifications in the bidding documents. Failure to furnish all information<br />
required by the bidding documents or submission of a bid not substantially<br />
responsive to the bidding documents in every respect will be at the Bidder’s risk<br />
and may result in rejection of the bid.<br />
b. The bid proposal must be properly indexed and bound. Any loose document<br />
submitted by bidders will be rejected.<br />
3. Clarification of Bidding Documents<br />
a. A prospective Bidder requiring any clarification of the bidding documents may<br />
notify the Tender Committee in writing to which the Tender Committee will<br />
respond in writing to any request for the clarification of any biding documents<br />
before submission of bids.<br />
b. Bidders may also seek clarification on the document or about any condition of the<br />
Bid in the Pre bid meeting fixed for this purpose. In the event of any clarification<br />
required and issued in writing, it shall form the part of the Bid document.<br />
4. Amendment of Bidding Documents<br />
a. At any time prior to the deadline for submission of bids, the Tender Committee<br />
may, for any reason, whether on its own initiative or in response to the clarification<br />
requested by a prospective Bidder, modify, change, incorporate or delete certain<br />
conditions in the bidding document.<br />
b. All prospective Bidders who have received the bidding documents will be notified<br />
of the amendment in writing, and will be binding on them.<br />
c. In order to allow prospective Bidders reasonable time to take into consideration the<br />
amendments while preparing their bids the Tender Committee, at its discretion, may<br />
extend the deadline for the submission of bids.<br />
5. PREPARATION OF BIDS<br />
a. Language of Bid<br />
The bid prepared by the Bidder, as well as all correspondence and documents relating<br />
to the bid exchanged by the Bidder and the Tender Committee shall be in English only.<br />
22
. Bid Currency<br />
Prices shall be quoted in Indian Rupees only.<br />
6. Documents Comprising the Bids<br />
a. Bid Form<br />
The Bidder shall complete the Bid Form (Annexure 8) and the appropriate<br />
Financial Bid furnished in the documents.<br />
b. Bid Prices<br />
The Proforma of the bid price Form is in Annexure 8.<br />
c. Bid Proposal Sheet<br />
Bid Proposal sheet duly filled in and signed and complete in all respects along<br />
with field of checklist. Proforma in Annexure 1<br />
7. Documents Establishing Bidder’s Eligibility and Qualification<br />
7.1 Bid Proposal Sheet<br />
Bid Proposal sheet duly filled in and signed and complete in all respects along<br />
with field of checklist. Proforma in Annexure-1.<br />
7.2 Balance sheet of last three yrs.<br />
7.3 The certificate of successful handling of the project from the client. Proforma in<br />
Annexure 4. Bidders can submit such certificate in any other format given<br />
by their clients<br />
7.4 Details of the strength of technical personnel with the Registrar Cooperative<br />
Societies. Proforma in Annexure 2.<br />
7.5 Certificate of capability to perform the Contract if his Bid is accepted. Proforma<br />
in Annexure -2.<br />
7.6 Bidder’s Authorization Certificate. Proforma in Annexure 3.<br />
8. Documents Establishing Bidder’s Eligibility and Conformity<br />
8.1 The Bidder shall furnish, as part of its bid, documents establishing the eligibility<br />
and conformity to the bidding documents. Annexure 7.<br />
8.2 The Bidder shall furnish, a Self-Declaration in the Proforma given in Annexure<br />
6.<br />
8.3 The Bidder shall furnish an affidavit in the proforma given in Annexure-5 that<br />
neither the agency nor any of its director has ever been blacklisted by any Govt.<br />
agency/Department/Ministry nor convicted for any criminal offence by any<br />
court of law.<br />
9. Check-List for the Documents Submitted with the Bid<br />
a. If the Bid Document is downloaded from the NET a demand draft for Rs 10000/- in<br />
favour of The Registrar Cooperative Societies, Department of Cooperation,<br />
Engineer’s Hostel, Dhurwa, Ranchi, Payable at Ranchi, to be attached for the<br />
cost of the Bid Document .<br />
b. The Registrar Cooperative Societies should be running for the last three years,<br />
23
Document: Balance Sheet of Last Three years.<br />
c. The bidder should have an annual turnover of not less than Rs. 3 (Three) Crore in<br />
any of the three previous financial year.<br />
Document: Balance Sheet of Last Three years with Annexures/ Schedules/ Profit<br />
& Loss A/c<br />
d. The bidder should have<br />
• Handled similar tests for Govt. / PSU sector on an all India basis for<br />
over 25,000 candidates in a single sitting in more than 7 cities, at least 5<br />
times in last 3 years.<br />
• Minimum 5 years experience of receipt of applications and conduct of<br />
written test for recruitment of Central/State Govt./PSUs/Leading Public<br />
Sector Banks.<br />
• Should have experience of using portable biometric imprint capturing<br />
devices for capturing finger imprints of candidates appearing in written<br />
test.<br />
e. Demand Draft of EMD.(earnest money deposit)<br />
10. Earnest Money Deposit<br />
a. The Bidder shall furnish, as part of its bid, an Earnest Money Deposit (EMD) in<br />
the form of a DD drawn in favour of The Registrar Cooperative Societies,<br />
Department of Cooperation, Engineer’s Hostel, Dhurwa, Ranchi, Payable at<br />
Ranchi for Rs. 1,00,000/- (One lakh only)<br />
b. The EMD shall be in Indian Rupees only.<br />
c. Unsuccessful Bidder’s EMD will be discharged / refunded as promptly as<br />
possible, but not later than 30 days after the decision of the financial bid is taken.<br />
d. The successful Bidder’s EMD will be discharged after the successful completion<br />
of the project i.e. when result of written test is submitted by the consultant.<br />
e. The EMD shall be forfeited:<br />
1 If a Bidder withdraws its bid during the period of Bid validity specified by the<br />
Bidder on the Bid Form. or<br />
2 Fails to perform the work.<br />
f. No exemption for submitting the EMD will be given to any agency including SSI<br />
Units.<br />
11. Period of Validity Of Bids<br />
a. Bids shall be valid for 180 days from the date of bid opening. A bid valid for a<br />
shorter period shall be rejected by the Tender Committee as non -responsive.<br />
b. In exceptional circumstances, the Tender Committee may solicit the Bidders<br />
consent to an extension of the period of validity .The request and response thereto<br />
shall be made in writing.<br />
c. Bid evaluation will be passed on the bid prices without taking into consideration<br />
the above changes.<br />
24
12. Contents of envelopes<br />
a. It will be a two envelope bid comprising of technical bid and financial bid.<br />
b. First envelope shall be marked as Envelope No. 1 Technical Envelope and shall<br />
contain:<br />
1 Demand Draft for Earnest Money Deposit (EMD)<br />
2 Companies Registration certificate in case of companies or Partnership deed<br />
in case of partnership firms or self declaration certificate of proprietorship in<br />
case of proprietary firm<br />
3 The documents establishing Bidder’s eligibility and qualification mentioned in<br />
the clause 7 and 8 of section V.<br />
c. Second envelope shall be marked as envelope No.2 “Financial Envelope” which<br />
will contain only price schedule in the prescribed Performa in Annexure 8<br />
d. The Bid shall be typed or written in indelible ink and shall be signed by the<br />
Bidder or a person or persons duly authorized to bind the Bidder to the Contract.<br />
A Written power-of-attorney accompanying the bid should support the latter<br />
authorization.<br />
The person or persons signing the bid shall initial all pages of the bid.<br />
e. Any interlineations, erasures or overwriting shall be valid only if they are signed by<br />
the person(s) signing the bid. The bid will be summarily rejected if all the<br />
documents mentioned in clause 12.b are not enclosed in technical bid.<br />
13. SUBMISSION OF BIDS<br />
a. Sealing and Marking of Bids<br />
i. The Bidders shall seal the envelope No.1 Technical envelope and envelope<br />
No.2 Financial envelope in separate inner envelopes, duly marking the<br />
envelopes as envelope No.1, Technical Envelope” and “envelope No.2<br />
Financial Envelope”.<br />
He shall then place these two envelopes in an outer envelope. Both the inner<br />
envelopes and the outer envelope should be addressed to:<br />
The Registrar Cooperative Societies, Department of<br />
Cooperation, Engineer’s Hostel, Dhurwa, Ranchi-<br />
834004<br />
ii. The inner and outer envelopes shall bear the words:<br />
“INVITATION OF PROPOSALS FOR Engagement of Agency for providing<br />
Recruitment Services for various District Central Cooperative Banks, under the<br />
Department of Cooperation, Govt. of <strong>Jharkhand</strong>.<br />
iii. Both the inner envelopes shall indicate the name and address of the Bidder.<br />
iv.<br />
If the outer envelope is not sealed and marked, the tender will be summarily<br />
rejected.<br />
v. Telex, cable or facsimile bids will be rejected.<br />
b. Deadline for Submission of Bids<br />
i. Bids must be received by The Tender Committee at the address, not later<br />
25
ii.<br />
c. Late Bids<br />
than the time and date specified in the Invitation for Bids (Section I). In the<br />
event of the specified date for the submission of Bids being declared as a<br />
holiday for the Tender Committee, the bids will be received up to the<br />
appointed time on the next working day.<br />
The Tender Committee may, at its discretion, extend this deadline for<br />
submission of bids by amending the bid documents, in which case all rights<br />
and obligations of The Tender Committee and Bidders subject to the<br />
deadline will thereafter be subject to the deadline as extended.<br />
Any bid received by the Tender Committee after the deadline for submission<br />
of bids prescribed by the Tender Committee, will be rejected and/or returned<br />
unopened to the Bidder.<br />
d. Withdrawal of Bids<br />
i. The Bidder may withdraw its bid after the submission, provided that the<br />
Tender Committee receives written notice of the withdrawal, prior to the<br />
deadline prescribed for submission of bids.<br />
ii.<br />
iii.<br />
In case the Bidder wants to withdraw, the Bidder’s withdrawal notice shall<br />
be prepared, sealed, marked and dispatched to the Tender Committee in<br />
original.<br />
No bid may be withdrawn in the interval between the deadline for<br />
submission of bids and the expiration of the period of the bid validity<br />
specified in the Bid document. Withdrawal of a bid during this interval shall<br />
result in the Bidder’s forfeiture of its bid security.<br />
14. BID OPENING AND EVALUATION OF BIDS<br />
a. The Tender Committee will open all bids as per schedule mentioned Section I.<br />
b. The Bidder’s representative who is present shall sign an attendance. In the event<br />
of the specified date of bid opening being declared holiday for the Tender<br />
Committee, the bid shall be opened at the appointed time and location on the next<br />
working day.<br />
c. The Bidder’s name, bid modifications or withdrawals, bid prices and presence<br />
or the absence of requisite bid security and such other details as, the Tender<br />
Committee at his discretion, may consider appropriate, will be announced at the<br />
time of opening. No bid shall be rejected at the openings except for the late bids,<br />
which shall be returned unopened to the Bidders.<br />
d. Bids that are not opened and read out at bid opening shall not be considered for<br />
further evaluation, irrespective of the circumstances. Withdrawn bids will be<br />
returned unopened to the Bidders.<br />
e. Bids will be opened In the presence of Bidders or their representatives who chose<br />
to attend on the specified date and time.<br />
26
15. Clarification of Bids<br />
During evaluation of bids, Tender Committee may at it’s discretion, ask the Bidder for<br />
clarification of it’s bid.<br />
16. Contacting the Tender Committee<br />
a. No Bidder shall contact the Tender Committee on any matter relating to its bid,<br />
from time of opening to the time the contract is awarded. If he wishes to bring<br />
additional information to the notice of the Tender Committee, he should do in<br />
writing. The Tender Committee reserves the right as to whether such additional<br />
information should be considered or otherwise.<br />
b. Any effort by a Bidder to influence the Tender Committee in its decision on bid<br />
evaluation, bid comparison or contract award may result in disqualification of the<br />
Bidder’s bid and also forfeiture of his bid security.<br />
17. AWARD OF WORK<br />
I. The finalization of the tenders will be done by a committee constituted by<br />
the Tender Committee for this purpose.<br />
II.<br />
The Tender Committee will award the work to the Successful bidder,<br />
whose bid has been determined as the lowest as peer the terms and<br />
condition of this tender.<br />
III. If the Tender Committee feels that a single Bidder cannot accomplish the<br />
said work in the scheduled time, the Tender Committee might consider the<br />
proposal of having multiple agencies.<br />
18. Tender Committee's Right to Accept / Reject Any or All Bids<br />
18.1 The Tender Committee is not bound to accept the lowest or any tender or to assign any<br />
reason for non-acceptance. The Department of Cooperation, Govt. of <strong>Jharkhand</strong><br />
reserves the right to accept the tender either in full or in part. Conditional tenders will<br />
be rejected outright.<br />
18.2 The Tender Committee reserves the right to summarily reject an offer received from any<br />
agency on national security considerations, without any intimation to the bidder.<br />
18.3 The Tender Committee reserves the right to place an order for the full or part quotations<br />
under any items of work mentioned in the scope of work.<br />
19. Notification of Awards<br />
The Tender Committee will notify the successful Bidder in writing & The Bidder will<br />
confirm the same in writing through registered letter.<br />
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22. Corrupt or Fraudulent Practices.<br />
The Tender Committee requires that the Bidders under this tender observe the highest<br />
standards of ethics during the procurement and execution of such contracts. In<br />
pursuance of this policy, the Tender Committee:<br />
a. Defines for the purposes of this provision, the terms set forth as follows:<br />
i. “Corrupt practice” means the offering, giving, receiving or soliciting of any<br />
thing of value to influence the action of the public official in the<br />
procurement process or in contract execution; and<br />
ii.<br />
“Fraudulent practice” means a misrepresentation of facts in order to<br />
influence a procurement process or a execution of a contract to the<br />
detriment of the Tender Committee, and includes collusive practice<br />
among Bidders (prior to or after bid submission) designed to establish<br />
bid prices at artificial<br />
Non-competitive levels and to deprive the Tender Committee of the benefits of<br />
the free and open competition;<br />
b. Will reject a proposal for award if it determines that the Bidder recommended<br />
for award has engaged in corrupt or fraudulent practices in competing for the<br />
contract in question;<br />
c. Will declare a firm ineligible, either indefinitely or for a stated period of time, to<br />
be awarded a contract if it at any time determines that the firm has engaged in<br />
corrupt and fraudulent practices in competing for, or in executing, a contract.<br />
d. The past performance of the Bidder will be crosschecked if necessary. If the<br />
facts are proven to be dubious the Bidders tender will be ineligible for further<br />
processing.<br />
23. Interpretation of the clauses in the Tender Document / Contract Document<br />
In case of any ambiguity in the interpretation of any of the clauses in Tender Document<br />
or the Contract Document, the Tender Committee’s interpretation of the clauses shall<br />
be final and binding on all parties.<br />
24. Decision Taken<br />
The decision taken by the Tender Committee in the process of Tender evaluation will<br />
be full and final and binding on all the bidders.<br />
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25. Payment Schedule:<br />
Payment schedule for the payable amount will be as follows:<br />
SN Particulars Payment<br />
1 On providing the actual number of<br />
valid applications received on the<br />
30%<br />
closing date of receiving online<br />
applications.<br />
2 When the test papers are made ready,<br />
test venues have been booked and<br />
30%<br />
admit cards have been sent / uploaded.<br />
3 On satisfactory conduct of written test<br />
30%<br />
4 On submission of result of written<br />
exam to the Department 10%<br />
26. Delay in the Bidder's performance<br />
a. Performance of the Contract shall be made by the Bidder in accordance with the<br />
time schedule specified by the Department of Cooperation as indicated in tender<br />
document.<br />
b. Any delay of work from the stipulated schedule would invite a penalty of Rs. 1000<br />
per day by the way of deduction from the payable amount for the respective work.<br />
c. Undue Delay by the Bidder in the performance of its contract obligations shall render<br />
the Bidder liable to any or all of the following sanctions:<br />
i) Forfeiture of its security deposit.<br />
ii)<br />
Termination of the Contract for default.<br />
c. If at any time during performance of the Contract, the Bidder encounters conditions<br />
impeding timely completion of the services under the contract and performance of<br />
services, the Bidder shall promptly notify the Department of Cooperation in writing<br />
of the fact of the delay, its likely duration and its causes. As soon as practicable, after<br />
receipt of the Bidder’s notice, the Department of Cooperation shall evaluate the<br />
situation and may at its discretion extend the Bidder's time for performance.<br />
27. Acceptance<br />
The Acceptance Tests, which shall involve testing of each module of each<br />
Application System with live and test data, shall be conducted by the Bidder in the<br />
presence of a core Group of experts nominated by the Department of Cooperation.<br />
The Acceptance Test of each Application System, as a complete System with all<br />
relevant Sub-System, must be completed by the Bidder to the satisfaction of the Core<br />
Group within a period of thirty (30) days after Implementation.<br />
28. Penalty Clause<br />
If the Solution Provider is not executing the contract to the satisfaction of the Tender<br />
Committee then the Tender Committee may invoke any or all of the following<br />
clauses.<br />
i. Forfeit the Security Deposit or/and<br />
29
ii.<br />
Terminate the contract without giving any notice.<br />
Any delay of work from the stipulated schedule would invite a penalty of Rs. 1000<br />
per day by the way of deduction from the payable amount for respective work.<br />
29. Termination for Default<br />
The Tender Committee may, without prejudice to any other remedy for breach of<br />
contract, by written notice of default sent to the Solution Provider, terminate the<br />
Contract in whole or part:<br />
30. Force Majeure<br />
i. If the Solution Provider fails to deliver any or all of the Software solutions<br />
within the period(s) specified in the Contract,<br />
ii. If the Solution Provider fails to perform as per the performance standards.<br />
iii. If the Solution Provider, in the judgment of The Tender Committee has<br />
engaged in corrupt or fraudulent practices in competing for or in executing<br />
the Contract.<br />
a. For purposes of this clause, “Force Majeure” means an event beyond the<br />
control of the Solution Provider and not involving the Solution Provider’s<br />
fault or negligence and not foreseeable. Such events may include, but are<br />
not limited to, acts of the Purchase either in its sovereign or contractual<br />
capacity, wars or revolutions, fires, floods, epidemics, quarantine<br />
restrictions and freight embargoes.<br />
b. If a force Majeure situation arises, the Solution Provider shall promptly<br />
notify the Tender Committee in writing of such conditions and the cause<br />
thereof. Unless otherwise directed by the Tender Committee in writing, the<br />
Solution Provider shall continue to perform its obligations under the<br />
Contract as far as it reasonably practical, and shall seek all reasonable<br />
alternative means for performance not prevented by the Force Majeure.<br />
31. Termination for Insolvency<br />
The Tender Committee may at any time terminate the Contract by giving written notice<br />
to the Solution Provider. If the Solution Provider becomes bankrupt or otherwise<br />
insolvent, in this event, termination will be without compensation to the Supplier,<br />
provided that such termination will not prejudice or affect any right of action or remedy<br />
that has accrued or will accrue thereafter to the Tender Committee.<br />
32. Resolution of Disputes<br />
In case of dispute between the supplier and the Registrar Cooperative Societies the<br />
matter shall be referred to Secretary, Department of whose decision shall be final and<br />
binding upon the both parties.<br />
33. Legal Jurisdiction<br />
All legal disputes are subject to the jurisdiction of Ranchi courts only.<br />
34. Taxes and Duties<br />
The rates quoted shall be in Indian Rupees and shall be inclusive of all taxes, duties and<br />
levies as applicable up to the completion of job. Any increase in the rates will not be<br />
allowed.<br />
30
35. Binding Clause<br />
All decisions taken by The Tender Committee regarding the processing of this tender<br />
and award of contract shall be final and binding on all concerned parties.<br />
36. The Departmental Tender Committee, reserves the right: -<br />
To verify, modify, revise, amend or change any of the terms and conditions mentioned<br />
above or to reject any or all the tender/s without assigning any reason whatsoever<br />
thereof or may terminate the tender process midway without assigning any reason.<br />
37. The Decision regarding acceptance of Tender by the Departmental Tender Committee<br />
will be full and final.<br />
31
ANNEXURE - 1<br />
Bid Proposal Sheet<br />
Tender Reference No. and Date :<br />
Bidders Name and Address :<br />
Person to be contacted :<br />
Name :<br />
Designation :<br />
Phone/Mobile No :<br />
E-mail :<br />
Telephone No(s) :<br />
Telex No. :<br />
Fax No. :<br />
To<br />
The Registrar, Cooperative Societies,<br />
Department of Cooperation,<br />
Engineer’s Hostel, Dhurwa, Ranchi- 834004<br />
Subject:<br />
Proposal for Engagement of Consultant for providing Recruitment Services<br />
involving Written Test<br />
Sir,<br />
1. We, the undersigned Bidders, having read and examined in detail the<br />
Specifications and all the bidding documents in respect of Consultancy Services<br />
for the above mentioned subject do hereby propose to provide Consultancy<br />
Services as specified in the Bidding documents.<br />
2. PRICE AND VALIDITY<br />
All the prices mentioned in our proposal are in accordance with the terms as<br />
specified in bidding documents. All the prices and other terms and conditions of<br />
this proposal are valid for a period of 180 calendar days from the date of<br />
opening of the Bids.<br />
We are an Indian firm and do hereby confirm that our Bid prices include all<br />
taxes, duties and levies.<br />
We hereby declare that all taxes which are leviable under law prevailing at that<br />
time will be paid by us.<br />
32
3. EMD<br />
We have enclosed a Demand draft (dd no. -----------------, Bank ----------------,<br />
Dated--------------------) in favour of The Registrar Cooperative Societies,<br />
Department of Cooperation, Dhurwa, Ranchi, payable at Ranchi for the sum of<br />
Rs. 1,00,000/- (Rs One Lakh) only. This EMD is liable to be forfeited in<br />
accordance with the provisions of Bid documents.<br />
We declare that all the Services/Works shall be performed strictly in accordance<br />
with the Scope of Work.<br />
4. Bid Pricing<br />
We further declare that the prices stated in our proposal are in accordance with<br />
your Instructions to Bidders as stated in Bidding document.<br />
5. Bid Price<br />
We declare that our bid prices are for the entire scope of the work as specified in<br />
the technical specification and bid documents. These prices are indicated in<br />
Annexure 8 attached with our proposal as part of the Financial Bid.<br />
We hereby declare that our proposal is made in good faith, without collusion or<br />
fraud and the information contained in the proposal is true and correct to the best<br />
of our knowledge and belief.<br />
Thanking you,<br />
Yours faithfully,<br />
(Signature)<br />
Printed Name and Designation<br />
Seal<br />
Date :<br />
Place :<br />
Business Address :<br />
33
ANNEXURE- 2<br />
CAPABILITY STATEMENT<br />
Name & Address of the Bidder :<br />
1.<br />
Location<br />
2.<br />
Nearest<br />
Solution<br />
Station<br />
with<br />
Address<br />
and<br />
Phone<br />
No.<br />
3.<br />
Year<br />
of<br />
estab<br />
lish<br />
ment<br />
4.<br />
Details<br />
of<br />
Project<br />
Manage<br />
ment<br />
team<br />
(Attach<br />
CV)<br />
5.<br />
No. of<br />
Administr<br />
ative<br />
Employees<br />
(Attach<br />
CV)<br />
6.<br />
Sectors /<br />
clients for<br />
which firm<br />
has handled<br />
similar work<br />
(Details on<br />
scope of<br />
work, volume<br />
handled, date<br />
of order etc.<br />
to be given<br />
separately<br />
7.<br />
Annual<br />
turnover of<br />
Registrar<br />
Cooperative<br />
Societies in<br />
last 3 years<br />
(Enclose<br />
supporting<br />
documents)<br />
Signature of the Bidder<br />
34
ANNEXURE -3<br />
BIDDER’S AUTHORISATION CERTIFICATE<br />
To,<br />
The Registrar, Cooperative Societies,<br />
Department of Cooperation,<br />
Engineer’s Hostel, Dhurwa, Ranchi- 834004<br />
___________________________________, <br />
____________________ is hereby authorised to sign relevant documents on behalf of the<br />
Registrar Cooperative Societies in dealing with Tender of reference ______________________. He is also authorised to attend meetings & submit Technical<br />
& Financial information as may be required by you in the course of processing above said<br />
tender.<br />
Thanking you,<br />
Authorised Signatory.<br />
_________________________________<br />
<br />
Seal<br />
35
ANNEXURE - 4<br />
WORK EXPERIENCE CERTIFICATE FOR PROVIDING RECRUITMENT<br />
SERVICES INVOLVING WRITTEN TEST<br />
Name of the firm _________________________________________________________<br />
Period from _______________ to _________________.<br />
1. Order no and date<br />
2. Order placed by(full contact address of such agencies)<br />
3. Solutions Provided<br />
4. Value of order in Rupees<br />
5. Date of Completion<br />
a. As per contract<br />
b. Actual<br />
6. Remarks indicating reasons for the delay, if any<br />
Date: ________________<br />
Place: _________________<br />
Signature of the authorized person of the concerned department/organization<br />
36
Annexure- 5<br />
AFFIDAVIT<br />
I, --------------------------- S/o ------------------------------------------ Director/ Proprietor of<br />
M/s................................................. having its Registered Office at ............................... do<br />
hereby solemnly affirm and declare as follows:<br />
1. That I have been authorised to execute this affidavit on behalf of this Registrar<br />
Cooperative Societies /Firm by the Board of Directors vide its Resolution passed<br />
..................................<br />
2. That the Director, Agriculture, <strong>Jharkhand</strong> vide Advertisement published in<br />
........................... had INVITATION OF PROPOSALS FOR “Engagement of Agency<br />
for providing Recruitment Services” for various District Central Cooperative<br />
Banks, under the Department of Cooperation, Govt. of <strong>Jharkhand</strong>.<br />
3. That in response to the said Advertisement as stated in paragraph (2) above, our firm<br />
has submitted its Technical & Financial proposals to the, Registrar, Cooperative,<br />
<strong>Jharkhand</strong> on .........<br />
4. It is here that declare that (agency) or in its office bearer has never been<br />
black listed by Govt./Semi Govt. Agency and there is no legal action pending against<br />
the agency or any punishment order issued in any criminal proceeding against the same.<br />
5. That Technical proposal of our firm M/s......................... containing necessary<br />
information and particulars furnished as per given proforma.<br />
6. That the statements made in paragraphs 1 to 4 of the foregoing Affidavit as above are<br />
true to my knowledge and belief and if anything is found contrary, I stand liable to be<br />
prosecuted under appropriate Act/Laws in force. Solemnly affirmed by the said<br />
............. at ...........on this the ..........day of ..........2011.<br />
on<br />
Deponent:<br />
Identified by me:<br />
37
ANNEXURE-6<br />
Self-Declaration<br />
Ref: ________________________________<br />
Date: ________________<br />
To,<br />
The Registrar, Cooperative Societies,<br />
Department of Cooperation,<br />
Engineer’s Hostel, Dhurwa, Ranchi- 834004<br />
In response to the tender No. _________________________________ dt.<br />
____________Of Ref._____________________________________ as a<br />
owner/partner/Director of ___________________________________________ I / We hereby<br />
declare that our Agency ___________________is having unblemished past record and has not<br />
been declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular<br />
period of time.<br />
Name of the Bidder: -<br />
Signature: -<br />
Seal of the Company/proprietor: -<br />
38
ANNEXURE - 7<br />
Certificate of Conformity<br />
Date:<br />
To,<br />
The Registrar, Cooperative Societies,<br />
Department of Cooperation,<br />
Engineer’s Hostel, Dhurwa, Ranchi- 834004<br />
C E R T I F I C A T E<br />
This is to certify that, the service for providing Recruitment Services involving Written Test<br />
which we shall provide, if we are awarded with the work, shall be in conformity with the<br />
Scope of Work in the Bid document.<br />
We also certify that the price we have quoted is inclusive of all the cost factors (inclusive of<br />
all taxes, duties and levies) involved in the execution of the project, to meet the desired<br />
standards set out in the Conditions of the contract.<br />
Name :<br />
Designation :<br />
Seal :<br />
39
Annexure – 8<br />
Bid Price Form<br />
Prices for providing Recruitment Services involving Written Test, in manner as specified in<br />
specifications and bidding document.<br />
Bidder's Name & Address<br />
To<br />
The Registrar Cooperative Societies,<br />
Department of Cooperation,<br />
Engineer’s Hostel, Dhurwa, Ranchi- 834004<br />
Charges for providing Recruitment Services involving Written Test<br />
Charges for implementation the above mentioned services – Rate per admit card uploaded<br />
(inclusive of all taxes, as per scope of work)<br />
Amount in Rupees (In figures)_______________________<br />
(In Words)_______________________________________<br />
Date_________<br />
Signature of Bidder<br />
40