NTPC LTD

(A Government of India Enterprise)

WESTERN REGION-II SSC, SIPAT

BIDDING DOCUMENTS

FOR

DIGITIZATION AND RECORDS MANAGEMENT SYSTEM

(RMS) FOR NTPC WESTERN REGION -II

SECTION- I TO VIII

BIDDING DOCUMENT NO. : 9900187231

(This document is meant for the exclusive purpose of bidding against this Bid

Document No. / Specification and shall not be transferred, reproduced or otherwise

used for purposes other than that for which it is specifically issued).

DETAILED INVITATION FOR BID

NTPC LTD.

(A GOVERNMENT OF INDIA ENTERPRISE)

WESTERN REGION-II SSC SIPAT

BIDDING DOCUMENTS

FOR

DIGITIZATION AND RECORDS MANAGEMENT SYSTEM (RMS) FOR NTPC WESTERN

REGION -II

INVITATION FOR BIDS (IFB)

(Domestic Competitive Bidding)

IFB/ NIT No.: 9900187231 Date: 03.10.2019

1.0 NTPC (SSC WR-II SIPAT) invites online bids on Single Stage Two Envelope bidding

basis (Part-I: Techno-Commercial Bid & Part-II: Price Bid) from eligible bidders for

DIGITIZATION AND RECORDS MANAGEMENT SYSTEM (RMS) FOR NTPC WESTERN

REGION -II, as per the Scope of Work mentioned hereinafter.

2.1

BRIEF SCOPE OF WORK: The Bidder’s scope of work as per the conditions of contract and

technical specifications includes digitization of documents and Records Management Services of

documents which have been digitized. The contract period shall be for 5 years from date of start of

work. Date of start of work shall be mutually decided and shall be intimated by E-I-C.

2.2

Employer intends to finance the subject package through own resources.

3.0 Detailed specification, scope of work and terms & conditions are given in the bidding

documents, which are available for sale as per the following schedule:

NIT No

9900187231

Source IFB/ NIT

WR-II SSC, SIPAT

Document sale Commencement Date & Time

04.10.2019, 10:00 HRS

Document sale Close Date & Time

21.10.2019, 16:00 HRS

Contract Classification

SERVICE

Last Date for receipt of Queries for Clarification

from prospective Bidders

14.10.2019

Pre Bid Conference date & time

NOT APPLICABLE

Last Date and Time for Bid Submission

21.10.2019, 16:00 HRS

Technical Opening Date & Time

23.10.2019, 16:00 HRS

Cost of Bidding Document in INR

₹ 4500

EMD in INR

₹ 10,00,000.00

Estimated Cost of Work

₹ 757.95 (excluding GST)

4.1

As per provisions of bidding documents, the bidders shall submit online/offline, “No Deviation

BIDDING DOCUMENT NO.: 9900187231

DIGITIZATION AND RECORDS MANAGEMENT SYSTEM (RMS)

FOR NTPC WESTERN REGION -II

SECTION-I (IFB)

PAGE

1 OF 6

DETAILED INVITATION FOR BID

Certificate, Tender Fee and EMD Details” in Cover Type Fee, “Techno-Commercial Proposal” in

Cover type Technical and “Price Proposal along with declaration of Local content” in Cover Type

Price, within the bid submission date and time as mentioned above on e-tendering portal https://

eprocurentpc.nic.in. Only Techno-Commercial proposals will be opened on 23.10.2019 at 16.00 hrs

(IST).

4.2

All the bids must be accompanied with No Deviation Certificate, Tender Fee and Bid Security

for an amount equivalent to Rs 10,00,000 (Rupees Ten Lakhs only). Any bid not

accompanied by No Deviation Certificate (Online/offline), an acceptable bid security &

tender fee, in a separate sealed envelope shall be rejected by NTPC as being non-

responsive and returned to the bidders without being opened.

5.0 Qualifying Requirements for Bidders:

The Bidder who wish to participate in the bidding shall satisfactorily establish that they fulfil the

following Qualifying Requirements:

5.1TECHNICAL CRITERIA

5.1.1

The bidder should have ‘its own’ or leased Record Management System Facility having

permanent construction with CCTV surveillance and Fire Detection & Protection System for

safe & secure storage of documents.

5.1.2

The bidder should have executed any one of the following in the preceding seven (07) years

reckoned as on the date of techno-commercial bid opening :–

One ‘similar’ work of value not less than ₹ 6.74 Crores.

Two ‘similar’ works each of value not less than ₹ 4.21 Crores.

Three ‘similar’ works each of value not less than ₹ 3.37 Crores.

Notes for clause 5.1.2 above:

‘Similar’ means the following combinations :–

One ‘similar’ work should have both Digitization and Record Management services (RMS) in a

single work order and of value not less than ₹ 6.74 Crores. However, the value of Digitization and

RMS component individually must not be less than ₹ 1 Crore.

Two ‘similar’ work shall have any one of following combinations:-

One work order for Digitization and One work order for Record Management Services (RMS) and

each of value not less than ₹ 4.21 Crores

BIDDING DOCUMENT NO.: 9900187231

DIGITIZATION AND RECORDS MANAGEMENT SYSTEM (RMS)

FOR NTPC WESTERN REGION -II

SECTION-I (IFB)

PAGE

2 OF 6

DETAILED INVITATION FOR BID

ii.

One work order having both Digitization and Record Management Services components of value

not less than ₹ 4.21 Crores and one work order having Digitization / Record Management Services

/ Digitization and Record Management Services components and of value not less than ₹ 4.21

Crores. However, the work order having both Digitization and RMS components, the value of

Digitization and RMS component individually must not be less than ₹ 1 Crore.

A work order having both Digitization and RMS components, and having value of more than ₹ 4.21

Crores but one of the components value is less than ₹ 1 Crore, such work order shall qualify as

work order for component having value in excess of ₹ 3.21 Crores. However, the bidder has to

provide other work order that shall satisfy the criteria of ‘two similar’ works as defined above.

(For example – Let us say a work order of value ₹ 4.21 Crores is submitted having Digitization

component of values ₹ 3.31 Crores and RMS component of value ₹ 0.90 Crores. The order shall

qualify as work order for Digitization and the vendor has to submit other work order qualifying for

RMS as per conditions above.)

Three ‘similar’ work shall have any one of the following combinations:

One work order for Digitization and Two work orders for Record Management Services and each

of value not less than ₹ 3.37 Crores

ii.

Two work orders for Digitization and One work order for Record Management Services and each

of value not less than ₹ 3.37 Crores

iii.

One work order having both Digitization and Record Management Services components and

Two work orders in any combination having Digitization / Record Management Services /

Digitization and Record Management Services components and each of value not less than ₹ 3.37

Crores.

However, the work order having both Digitization and RMS components, the value of Digitization

and RMS component individually must not be less than ₹ 1 Crore.

A work order having both Digitization and RMS components, and having value of more than ₹ 3.37

Crores but one of the components value is less than ₹ 1 Crore, such work order shall qualify as

work order for component having value in excess of ₹ 2.37 Crores. However, the bidder has to

provide other work orders that shall satisfy the criteria of ‘three similar’ works as defined above.

(For example – Let us say a work order of value ₹ 3.37 Crores is submitted having Digitization

component of values ₹ 2.47 Crores and RMS component of value ₹ 0.90 Crores. The order shall

qualify as work order for Digitization and the vendor has to submit other work order qualifying for

RMS as per conditions above.)

II.

Values excluding taxes and duties will be considered for arriving at order value.

III.

The word “executed” means the bidder should have achieved the criteria specified even if the

total contract is started earlier and / or is not completed / closed.

BIDDING DOCUMENT NO.: 9900187231

DIGITIZATION AND RECORDS MANAGEMENT SYSTEM (RMS)

FOR NTPC WESTERN REGION -II

SECTION-I (IFB)

PAGE

3 OF 6

DETAILED INVITATION FOR BID

IV.

In case of orders under execution, the value of work executed till the date of opening of

Techno-Commercial proposal as certified by the client shall be considered.

5.2

Financial Criteria:

5.2.1

The average annual turnover of the Bidder, in the preceding three (3) financial

years as on the date of Techno-Commercial bid opening, shall not be less than

Rs. 427 Lakhs (Rupees Four Hundred and Twenty Seven Lakhs only).

5.2.2

Net worth of bidder shall not be less than 100% of the bidder’s paid up share

capital as on the last day of the preceding financial year. In case the Bidder

meets the requirement of Net worth based on the strength of its

Subsidiary(ies) and/or Holding company and/or Subsidiaries of its Holding

Companies wherever applicable, the Net worth of the Bidder and its

Subsidiary(ies) and/or Holding company and/or Subsidiary(ies) of the Holding

Company, in combined manner should not be less than 100% of their total

paid up share capital. However individually, their Net worth should not be less

than 75% of their respective paid up share capitals. For Consortiums/Joint

Ventures, wherever applicable, the Net worth of all consortium/ Joint Venture

members in combined manner should not be less than 100% of their paid up

share capital. However individually, their Net worth should not be less than

75% of their respective paid up share capitals

Net worth in combined manner shall be calculated as follows:

Net worth (combined)=(x1+x2+x3)/(y1+y2+y3)x100 where x1, x2, x3 are

individual net worth which shall not be less than 75% of the respective paid

up share capitals and y1, y2, y3 are individual paid up share capitals.

5.2.3

In case the bidder is not able to furnish its audited financial statement on

standalone entity basis, the unaudited unconsolidated financial statement of

the bidder can be considered acceptable provided the bidder furnishes the

following further documents on substantiation of its qualification.



Copies of the unaudited unconsolidated financial statements of the

bidder along with copies of the audited consolidated financial

statements of the Holding company.



A certificate from CEO/CFO of the Holding company as per the format

enclosed statement in the bid documents stating that the unaudited

unconsolidated financial statements form part of the consolidated

annual report of the company.

5.2.4

In case where audited results for the last financial year as on date of techno

commercial bid opening are not available, the financial result certified by a

practicing Chartered Accountant shall be considered acceptable. In case,

Bidder is not able to submit the certificate from practicing Chartered

Accountant certifying its financial parameters, the audited result of three

consecutive financial years preceding the last financial year shall be

considered for evaluating the financial parameters. Further, a Certificate

would be required from the CEO/CFO as per the format enclosed in the

bidding documents stating that the financial results of the company are under

audit as on date of Techno-commercial bid opening and the certificate from

BIDDING DOCUMENT NO.: 9900187231

DIGITIZATION AND RECORDS MANAGEMENT SYSTEM (RMS)

FOR NTPC WESTERN REGION -II

SECTION-I (IFB)

PAGE

4 OF 6

DETAILED INVITATION FOR BID

the practicing Chartered Accountant certifying the financial parameters is not

available.

5.2.5

In case a bidder does not satisfy the financial criteria, stipulated at Cl. 5.2.1

and/ or Cl.5.2.2 above on its own, the holding company would be required to

meet the stipulated turnover requirements at Cl.5.2.1 above, provided that the

net worth of such holding company as on the last day of the preceding financial

year is atleast equal to or more than the paid-up share capital of the holding

company. In such an event, the bidder would be required to furnish along with

its bid, a Letter of Undertaking from the holding company, supported by Board

Resolution, as per the format enclosed in the bid documents, pledging

unconditional and irrevocable financial support for the execution of the

Contract by the bidder in case of award.

Notes:

(i) Net worth means the sum total of the paid up share capital and free reserves. Free

reserve means all reserves credited out of the profits and share premium account but

does not include reserves credited out of the revaluation of the assets, write back of

depreciation provision and amalgamation. Further any debit balance of Profit and Loss

account and miscellaneous expenses to the extent not adjusted or written off, if any, shall

be reduced from reserves and surplus.

(ii) Other income shall not be considered for arriving at annual turnover.

(iii) “Holding company” and “subsidiary” shall have the meaning ascribed to them as per

Companies act of India.

(iv) For annual turnover indicated in foreign currency, the exchange rate as on 7 days prior

to the date of techno-commercial bid opening shall be used.

6.0 Notwithstanding anything stated above, the Employer reserves the right to assess the

capabilities and capacity of the Bidder/ his collaborators / associates/ subsidiaries/ group

companies to perform the contract, should the circumstances warrant such assessment in

the overall interest of the Employer.

7.0 Employer reserves the right to reject any or all bids or cancel/withdraw the Invitation for Bids

without assigning any reason whatsoever and in such case no bidder / intending bidder shall

have any claim arising out of such action.

8.0 A complete set of Bidding Documents may be downloaded by interested Bidder from our NIC

Portal (https://eprocurentpc.nic.in/nicgep/app). For logging on to the NIC Portal, the bidder would

require user id and password which can be obtained by submitting a questionnaire available at

our NIC Portal.

Note: No hard copy Bidding Documents shall be issued.

9.0 Issuance of Bidding Documents to any Bidder shall not construe that such Bidder is

considered to be qualified. Bids shall be submitted online and opened at the address given

below in the presence of Bidder’s representatives who choose to attend the bid opening.

Bidder shall furnish EMD, Tender Fee and power of Attorney to be submitted by the

bidder offline as detailed in Bidding Documents by the stipulated bid submission closing

date and time at the address given below

BIDDING DOCUMENT NO.: 9900187231

DIGITIZATION AND RECORDS MANAGEMENT SYSTEM (RMS)

FOR NTPC WESTERN REGION -II

SECTION-I (IFB)

PAGE

5 OF 6

DETAILED INVITATION FOR BID

10.0 Transfer of Bidding Documents purchased by one intending Bidder to another is not

permissible.

11.0 NTPC shall allow purchase preference, as indicated in the bidding documents to bids from local

supplier as defined in the bidding documents. The bidders may apprise themselves of the relevant

provisions of bidding documents in this regard before submission of their bids.

12.0 Address for Communication:

AGM (C&M)/DGM (C&M),

NTPC Limited,

Western Region-II SSC Sipat

Sipat Super Thermal Power Project

Samaweshi Bhawan, Sipat,

PO-Ujjwal Nagar, Sipat, Bilaspur (C.G.) India, Pin – 495555

Tel. No.: 0091-7752-277158, 0091-7752-277064

E-mail: ukjain01@ntpc.co.in, abhishekkumar02@ntpc.co.in

BIDDING DOCUMENT NO.: 9900187231

DIGITIZATION AND RECORDS MANAGEMENT SYSTEM (RMS)

FOR NTPC WESTERN REGION -II

SECTION-I (IFB)

PAGE

6 OF 6