Information Technology Department
Head Office, National Housing Bank
Core 5-A, 3 rd Floor , India Habitat Centre, Lodhi Road ,
New Delhi – 110 003
Phone: 011-24626383
E-Mail: padhisk@nhb.org.in

Note: Technical Bids will be opened in the presence of bidders who choose to attend as above.

INSTRUCTION TO BIDDER

National Housing Bank

National Housing Bank (NHB), a statutory organization, is a wholly owned subsidiary of the Reserve Bank of India. NHB is an Apex Financial Institution formed under the Act of the Parliament with a mandate for Promotion, Development and Regulation of the Housing Finance Sector.

Apart from regulating the housing finance companies (HFC), NHB also extends financial support by way equity participation in HFCs and refinance facility to financial institutions such as Banks, HFCs, Co-operative Sector Institutions, Housing Agencies, etc. benefiting the masses both in urban and rural areas.

The head office of NHB is located in New Delhi and it has a regional office located at Mumbai and Hyderabad.

1. PURPOSE

National Housing Bank (hereinafter referred to as the Bank) with Head Office at New Delhi is interested to renovate its Data Centre with latest infrastructure as defined in the scope of work. The scope of the system can be enhanced as per requirements of Bank.

1.1 The purpose of RFP is to solicit proposals from qualified bidders for Data Centre Renovation at Banks’ Delhi office.

1.2 Technical and commercial bids are invited from bidders for carrying out Data Centre renovation job as per the terms and conditions mentioned hereunder. Technical and commercial bids have to be submitted separately.

2. Scope of Work

A brief overview of the Services required is outlined below. However, the complete scope and services required are described inAnnexure –D.
2.1 Project Scope

• Installation of Precision ACs
• Co-ordination with the existing vendor for installation of Smart Card Entry for the Data Centre
• Work related to drainage facility for the water flow and floor ducts arrangement for installation of the AC outdoor units
• Extension of the existing platform
• Shifting of existing MCB and UPS to the adjacent room and related work

General

• Short listed bidder has to complete the work within 60 days from the data of order.
• The vendor has to provide support for the works described in the scope of the project for a period of three years from the date of execution of the agreement.
• The shortlisted bidder has to maintain confidentiality about the Data Centre information and should not divulge it to any person / organization not related to the Bank. In this regard the shortlisted vendor will be required to execute a confidentiality cum non-disclosure agreement with the Bank.
• The work has to be carried out and completed preferably during holidays/weekends.
• The vendors will work at NHB HO: ITD, Core 5A, India Habitat Centre, New Delhi.
• No other allowances will be paid by the Bank. Bank will not provide any accommodation to the vendor personnel.

Detailed user requirements are enclosed in Annexure ‘D’. Applicant should submit unqualified acceptance in the prescribed format (Annexure-B) on fulfillment of our requirements mentioned in Annexure-D.

3. Warranty/AMC

The period of warranty for all the equipment installed and the work carried out will be for 1 year from the date of completion of the work and then it will be covered under AMC for 2 years from the date of expiry of warranty period at the rate mentioned in the Commercial Bid.

4. Penalty Clause

Penalty will be charged as 1% of the total contract rate for each day delay in completing the work and upto a maximum of 15% of the total contract rate. Any delay beyond the stipulated value will cause termination of the contract without any further scope.

5. COST OF BIDDING

The bidder shall bear all the costs associated with the preparation and submission of bid and Bank will in no case be responsible or liable for these costs regardless of the conduct or outcome of the bidding process.

6. BIDDING DOCUMENT

The bidder is expected to examine all instructions, forms, terms and conditions and technical specifications in the Bidding Document. Submission of a bid not responsive to the Bidding Document in every respect will be at the bidder’s risk and may result in the rejection of its bid without any further reference to the bidder.

7. AMENDMENTS TO BIDDING DOCUMENTS

At any time prior to the last Date and Time for submission of bids, the Bank may, for any reason, modify the Bidding Document by amendments at the sole discretion of the Bank.

In order to provide, prospective bidders, reasonable time to take the amendment if any, into account in preparing their bid, the Bank may, at its discretion, extend the deadline for submission of bids.

8. PERIOD OF VALIDITY

Bids shall remain valid for six months from the date of bid opening prescribed by the Bank. A bid valid for shorter period shall be rejected by the Bank as non-responsive.

9. BID CURRENCY

Prices shall be expressed in Indian Rupees only.

10. BIDDING PROCESS (TWO STAGES)

For the purpose of the present job, a two-stage bidding process will be followed. The response to the RFP will be submitted in two parts:

The bidder will have to submit the Technical bid and Commercial portion of the bid separately in two separate red lac-sealed envelopes (wax seal), duly super scribing “DATA CENTRE RENOVATION”, “TECHNICAL BID” or “COMMERCIAL BID” as the case may be.

TECHNICAL BID shall not contain any pricing or commercial information.

The bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person duly authorized by him. The authorization shall be indicated by a written power of attorney accompanying the Bid. All pages of the Bid shall be initialed by the person(s) signing the Bid.

The Bid shall contain no interlineations, erasures or overwriting except as necessary to correct errors made by the Bidder, in which case corrections shall be initialed by the person(s) signing the Bid.

11. SUBMISSION OF BIDS

The bidders shall duly seal each envelope with RED LAC SEAL (Wax Seal) and place both the envelopes in a third envelope, which shall also be only sealed with red lac.

The bid should be addressed to Bank at the following address up to the time and date mentioned on page 2 of this document.

D.G.M.
National Housing Bank,
Information Technology Department
Head Office
Core 5-A, 3rd Floor, India Habitat Centre, Lodhi Road,
New Delhi – 110003

12. LAST DATE AND TIME FOR SUBMISSION OF BIDS

Bids must be received by the Bank at the address specified in the Bid Document not later than the specified date and time as specified in the Bid Document or as extended by the Bank as per clause 7. In the event of the specified date of submission of bids being declared a holiday for the Bank, the bids will be received up to the appointed time on next working day.

13. LATE BIDS

Any bid received by the Bank after the deadline for submission of bids will be rejected and/or returned unopened to the Bidder, if so desired by him.

14. MODIFICATIONS AND/OR WITHDRAWAL OF BIDS

• Bids once submitted will be treated, as final and no further correspondence will be entertained on this.
• No bid will be modified after the deadline for submission of bids.
• No bidder shall be allowed to withdraw the bid, if the bidder happens to be a successful bidder.

15. CONTENT OF DOCUMENTS TO BE SUBMITTED
15.1 Documents required in Technical Bid Envelope (Sealed Cover):

1. Bidder’s information as per part “I” of Annexure-‘A’.
2. Service Information as per part “II” of Annexure –‘A’.
3. Undertaking Letter as per part “III” of Annexure –‘A’.
4. Compliance Statement Declaration – Annexure-‘B’.

15.2 Documents required in Commercial Bid Envelope (Sealed Cover):

I. Commercial offer: The offer should be as per commercial bid format in Annexure ‘C’ and should be all-inclusive, including taxes and other Govt. levies, the cost of equipment, its installation, configuration and maintenance etc.

II. Bidder shall provide the list of the service areas where it intends to provide services and for which rates have been quoted in response to this RFP. The list shall also be mentioned at annexure C along with the quoted price.
16. Payment Schedule:
Terms of payment will be as under:

1. 50 % as advance Payment on delivery of items and start of the project. First time advance payment will be released only on submission of Performance Bank Guarantee of equal amount valid up to the warranty period.
2. 40% of annual rate after completion of the work.
3. 10% will be released after completion of the warranty period.

Note: The successful bidder has to submit the Performance Bank Guarantee of 50% within 7 days of award of contract, valid up to the contract period (i.e. Three year or termination of contract whichever is earlier).

17. BID OPENING AND EVALUATION

The Bank will open the technical bids, in the presence of Bidders representative who choose to attend, at the time and date mentioned in Bid document at the address mentioned at clause-9 titled “Submission of Bids”.

The bidders or their representatives who are present shall sign register evidencing their attendance. In the event of the specified date of bid opening being declared a holiday for Bank, the bids shall be opened at the appointed time and place on next working day.

In the first stage, only TECHNICAL BID will be opened and evaluated. Bidders satisfying the technical requirements as determined by the Bank and accepting the terms and conditions of this document shall be short-listed. In the second stage, the COMMERCIAL BID of short-listed bidders will be opened. Bank reserve right to accept or reject any technology proposed by the bidder without assigning any reason thereof. Decision of the Bank in this regard shall be final and binding on the bidders.

Commercial bids of those bidders whose technical bids are found suitable by the Bank shall only be opened.

17.1 Evaluation Criteria for the Bidding Process

The bids received from the firms would be evaluated on the basis of their technical and financial competencies. The technical competencies would be evaluated first and only the firms having the requisite qualifying technical score would be eligible for the financial bid round. The composite score of the technical and financial competencies would be considered as the final score for the firm and firm with highest composite score would be considered for the project.

Technical Bids will be opened for the bidders who all qualify the Pre-Qualification Criteria mentioned in Annexure – E.

17.1 Technical Bids

Criteria and Point system for the evaluation of the Technical bids are as under:

Bidders have to provide copies of supporting documents against each criteria mentioned above, without which bid may be rejected.

The minimum qualification score for the Technical Bid for empanelment would be 70.

17.2 Financial Bid

Only firms successfully qualifying the requisite criteria of the Technical Bid process would be considered eligible for the Financial Bid Round.

The evaluation of the Financial Bids would be as follows:

• The lowest bid will be assigned the maximum Financial Score of 100 points.
• The Financial Scores of the other Financial Bids will be computed relative to the lowest evaluated Financial Bid.
• The Financial Score computing methodology is as follows:

17.3 Final Processing

• Proposals would be ranked according to their Final Score arrived at in the Commercial Bid
• Weightage for the bids are as follows:

• The firm achieving the highest Financial Score will be invited for negotiations.
• The Bank reserves the right to revise the evaluation criteria, methodology, distribution points and weightages; if it finds it necessary to do so.

18. CLARIFICATIONS OF BIDS

To assist in the examination, evaluation and comparison of bids the Bank may, at its discretion, ask the bidder for clarification and response shall be in writing and no change in the price or substance of the bid shall be sought, offered or permitted.

19. PRELIMINARY EXAMINATION

The Bank will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required information has been provided as underlined in the bid document, whether the documents have been properly signed, and whether bids are generally in order.

The bid determined as not in order as per the specifications will be rejected by the Bank.

20. CONTACTING THE BANK

Any effort by bidder to influence the Bank in the Bank’s bid evaluation, bid comparison or contract award decision may result in the rejection of the Bidders’ bid. Bank’s decision will be final and without prejudice and will be binding on all parties.

21. BANK’S RIGHT TO ACCEPT OR REJECT ANY BID OR ALL BIDS

The Bank reserves the right to accept or reject any bid and annul the bidding process and reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the ground for the Bank’s action.

Bank reserves the right to select more than one bidder keeping in view its large requirements.

22. SIGNING OF CONTRACT.

The successful bidder(s) to be called as vendor, shall be required to enter into a Service level Agreement (SLA) with the Bank, within 7 days of the award of the tender or within such extended period as may be specified by the Bank.

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Annexure ‘A’

PART – I: Bidder Information

Please provide following information about the Company (Attach separate sheet if required): –

Signature of Bidder
PART – II: Service Information
The following information should be provided.

We confirm that, all the details mentioned above are true and correct and if the Bank observes any misrepresentation of facts on any matter at any stage of evaluation, the Bank has the right to reject the proposal and disqualify us from the process.

We hereby acknowledge and unconditionally accept that the Bank can at its absolute discretion apply whatever criteria it deems appropriate, not just limiting to those criteria set out in the RFP document, in short listing of vendors for providing software solution.

We also acknowledge the information that this bid is valid for a period of one year, for the short-listing purpose, from the date of expiry of the last date for submission of bid.

SIGNATURE OF VENDOR WITH SEAL

NAME OF THE AUTHORISED SIGNATORY

PART – III:

Letter to be submitted by bidder along with bid documents

To
The D.G.M.
National Housing Bank,
Information Technology Department
Head Office Core 5-A,
3rd Floor, India Habitat Centre,
Lodhi Road, New Delhi – 110003

Sir

Reg: Our bid for IT Data Centre Renovation

We submit our Bid Document herewith.

If our Bid for the above job is accepted, we undertake to enter into and execute at our cost, when called upon by the Bank to do so, a contract in the prescribed form. Unless and until a formal contract is prepared and executed, this bid together with your written acceptance thereof shall constitute a binding contract between us.

We understand that if our Bid is accepted, we are to be jointly and severally responsible for the due performance of the contract.

We understand that you are not bound to accept the lowest or any bid received by you, and you may reject all or any bid; you may accept or entrust the entire work to one vendor or divide the work to more than one vendor without assigning any reason or giving any explanation whatsoever.

We understand that the names of short listed bidders after the completion of first stage (Technical Bid) and the name of the successful bidder to whom the contract is finally awarded after the completion of the second stage (Commercial Bid), shall be communicated to the bidders either over phone/e-mail/letter.

Dated at ______ / ______ day of _______ 200_.

Yours faithfully
For ________________________
Signature ___________________
Name ______________________
Address _____________________

___________________
(Authorised Signatory)

Annexure-B

COMPLIANCE STATEMENT DECLARATION

Terms and Conditions

We hereby undertake and agree to abide by all the terms and conditions stipulated by the Bank in this RFP including all addendum, corrigendum etc. (Any deviation may result in disqualification of bids).

Signature:
Seal of company

Technical Specification

We certify that the systems/services offered by us for tender confirms to the specifications stipulated by you with the following deviations

List of deviations

1) ___________________________________________________________

2) ___________________________________________________________

3) ___________________________________________________________

4) ___________________________________________________________

(If left blank it will be construed that there is no deviation from the specifications given above)

Signature:

Seal of company

Annexure ‘C’

Format for Commercial Bid:

• The bidder has to submit the commercial bid only in the above format and only consolidated AMC rate for 2 years are to be quoted. All taxes and duties are inclusive.
• For Calculating Final Score the total value will be taken into account.

Note: Providing commercial proposal other than this format may reject the bid.

Annexure – D

Data Centre Renovation

The Data Centre of NHB is equipped with 28 Servers (most of them Rack Mounted), 4 no of Racks (42 U), Network Devices, 1 APC Symmetra Rack Mounted 8/12 KVA UPS.

The DC is spread over in 2 no of rooms (Scale wise diagram depicted in Annexure-I) separated by a partition and door. Each room has its own entry point. The exact arrangement has been furnished in Annexure – F. The proposed data centre has been depicted inAnnexure – G.

Datacenter Renovation

• This activity includes installation of precision ACs, Co-ordination with the existing vendor for installation of Smart Card Access , Work related to drainage facility for the water flow and floor ducts arrangement for installation of the AC outdoor units, Extension of the existing platform, Shifting of existing MCB and UPS to the adjacent room and related work. The vendor has to handover complete documentation and design (scale wise – prepared using specialized engineering design tools which will depict the actual scenario).

Installation of Precision ACs

The Data Centre must be installed with two no of 4.5 TR precision ACs with AC outlet below the platform. There should be system to suck the hot air thrown from the racks and circulate the cool air from the platforms. The data centre should be maintained with a temperature of 20-22 degree Celsius. The humidity must be maintained between 35% to 65% Relative Humidity.

The outdoor unit will be located at 5th floor and the water outlet will be in the same floor. The outdoor units will be connected through the floor ducts.

The existing Data Centre is equipped with 2 no of VOLTAS 2 TON split AC units which were purchased during June, 2005. A proposal for BUY BACK option will be preferred.

Co-ordination with the existing vendor for installation of Smart Card Access

Smart Card Access system has already been installed in the Bank. The vendor has to co-ordinate with the existing vendor for installing the smart card access system. The authorized personnel will be issued with smart cards and they should be permitted to entry only on authorization of the same. In addition to the smart card the system must have either Personal Identification Number or Thumb impression technique to authorize the person, as decided by the Bank. The selected vendor has to extend necessary co-operation to the existing vendor.

The expenditure in installation of the Smart Card Access System is not a part of this RFP. The bidders should note the same as Bank will make payment for installation of the Smart Card Access to the existing vendor separately.

Work related to drainage facility for the water flow and floor ducts arrangement for installation of the AC outdoor units.

The following Works has to be carried out

1. Outdoor units of ACs to be connected through floor ducts. The necessary works has to be carried out by the vendor
2. Work related to the water outlet
3. Removal of the existing wall mounted ACs
4. Removal of the partition between the 2 rooms.
5. All transparent glasses need to be replaced with toughened(or tempered) and opaque ones
6. Windows of the DC and its adjacent rooms need to be sealed properly so that outside air should not enter.
7. Roof and Wall renovation/repair if any need to be carried out.

Extension of the existing platform

The existing Data Centre is having 1ft high platform. The same has to be extended to the adjacent room.

Shifting of existing MCB and UPS to the adjacent room and related work.

The existing DC is equipped with 1 no of APC rack mounted UPS. The same has to be shifted to the adjacent room and the necessary cabling has to be carried out. The existing MCB unit has to be relocated to the adjacent room and the necessary cabling has to be carried out by the vendor.

Annexure – E

Pre Qualification Criteria:

The bidders are also to meet the following pre qualification criteria

1. The turnover of the bidding company (not parent company) for the last three financial years must be not less than 2 Crores.
2. The bidder should have valid ISO 9001:2000 valid certification.
3. The bidder Company should have service centre / Technical support office at NCR
4. The bidder should have experience in providing Data Centre Design and Management with at least two organizations having centralized datacenter.

Note: Bidders are to submit documentary proof to establish the qualification of the above mentioned criteria.

Annexure – F
Data Centre Diagram (Existing)

Annexure – G
Data Centre Diagram (Proposed)

Annexure – H

Data Centre Diagram (Proposed-Scalewise)