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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 />

3


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 />

4


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 />

5


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 />

6


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 />

7


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 />

8


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 />

9


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 />

10


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 />

11


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 />

27


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 />

28


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

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