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Appointment of E-CommerceAggregator to develop andmanage a dedicated onlinemarketplace, manage end-to-endlogistics and assist with customerservice, for Canteen StoresDepartment (CSD)Request for ProposalVolume-2: Instruction to Bidders and Terms of the RFPJuly 2021Canteen Stores DepartmentMinistry of DefenceGovernment of India
DraftTable of ContentsAbbreviations . 5Invitation for Bids. 71. Data Sheet . 82. Instruction to Bidders . 102.1. Eligible Bidders . 102.2. Proposal Preparation Costs . 112.3. RFP Document Fee. 112.4. Bid Security. 112.5. Integrity Pact . 112.6. Pre-Bid Meeting and Clarif ications . 112.6.1. Bidders Queries . 112.6.2. Responses to Pre-Bid Queries and Issue of Corrigendum . 122.7. Bid Validity Period . 122.8. Submission of Bids. 122.9. Bid Format . 142.9.1. Pre-Qualification Bid Format . 142.9.2. Technical Bid Format. 142.9.3. Commercial Bid . 152.10. Language. 162.11. Authentication of Bids . 162.12. Amendment of Request for Proposal . 162.13. Compliant Proposals Completeness of Response . 162.14. Late Bids. 162.15. Right to Terminate the Process . 172.16. Non-Conforming Proposals . 172.17. Acceptance Rejection of Bids . 172.18. Disqualification. 172.19. Fraud and Corrupt Practices . 182.20. Conflict of Interest . 192.21. Data Room. 193. Selection Process for Bidder. 203.1. Opening of Bids . 203.2. Preliminary Examination of Bids . 203.3. Clarification on Bids. 203.4. Evaluation Process. 203.4.1. Stage 1: Pre-Qualification. 213.4.2. Stage 2: Technical Evaluation. 21Appointment of E-Commerce Aggregator to develop and manage a dedicated online marketplace, manage end -to-endlogistics and assist with customer service, for Canteen Stores Department (CSD)2
Draft3.4.3. Stage 3: Commercial Evaluation. 213.5. Pre-Qualification Criteria . 233.6. Technical Evaluation Framework . 263.6.1. Financial Capability . 273.6.2. Operational Capacity . 283.6.3. Similar Experience . 293.6.4. Technological Capabilities . 303.6.5. Technical Presentation: Approach and Methodology for Canteen StoresDepartment E-Commerce Operations Management . 323.7. Service Level Agreements . 323.7.1. Logistics & Supply Chain Operations SLAs . 333.7.2. Application/Service Availability SLAs. 353.7.3. Inf rastructure Availability SLAs . 373.7.4. Business Service SLAs . 373.7.5. Customer Feedback SLAs. 393.7.6. Project Management SLAs . 403.7.7. SLA Calculation. 414. Award of Contract. 434.1. Notification of Award. 434.2. Signing of Contract. 434.3. Performance Bank Guarantee (PBG) . 434.4. Failure to agree with the Terms & Conditions of the RFP. 43Appendices . 44Appendix A. - Template for Pre-Bid Queries. 44Appendix B. - Formats for Submission of the Pre -Qualification Bid . 45B.1. Pre-Qualification Bid Covering Letter . 45B.2. Template for Integrity Pact . 45B.3. Letter of Authorization/ Power of Attorney . 49B.4. Bid Security Declaration. 50B.5. Consortium Agreement . 51B.6. Profile of the Bidding Firms . 54B.7. Self-certificate for non-blacklisting clause . 55B.8. No Deviation Certificate . 56B.9. Total Responsibility . 56B.10. Non – Disclosure Agreement . 57Appendix C. - Formats for Submission of the Technical Bid. 59C.1. Technical Bid Covering Letter. 59C.2. Bidder’s General Information. 60C.3. Business Information of the Bidder . 61C.4. Curriculum Vitae (CV) of Team Members . 61Appointment of E-Commerce Aggregator to develop and manage a dedicated online marketplace, manage end -to-endlogistics and assist with customer service, for Canteen Stores Department (CSD)3
DraftC.5. Bidder’s Experience - Client Citations . 63C.6. Approach and Methodology. 64C.7. Compliance to the Functional Requirements Specif ications . 65Appendix D. - Formats for Submission of the Commercial Bid . 66D.1. Commercial Bid Covering Letter . 66D.2. Commercial Bid Format . 66Appendix E. - Template for PBG. 68Appendix F. - List of the product categories under each group . 70Table of TablesTable 1 : Abbreviations .5Table 2 : Data Sheet .8Table 3 : Pre-Qualification Bid Format . 14Table 4 : Technical Bid Format. 14Table 5 : 3PL Operations Management Percentage Fees (A). 22Table 6 : E-Commerce Operations Management Percentage Fees (B). 22Table 7 : Example Service Fees Breakup . 22Table 8 : Pre-Qualification Criteria . 24Table 9 : Overview of Technical Evaluation Criteria . 27Table 10 : Financial Capability . 27Table 11 : Operational Capacity . 28Table 12 : Similar Experience . 29Table 13 : Technological Capabilities . 30Table 14 : Approach and Methodology (Technical Presentation) . 32Table 15 : Supply Chain Operations SLAs . 33Table 16 : Application/Service Availability SLAs . 35Table 17 : Inf rastructure Availability SLAs . 37Table 18 : Business Service SLA Structure . 37Table 19 : Business Service SLAs . 38Table 20 : Customer Feedback SLAs . 39Table 21 : Project Management SLAs . 40Table 22 : SLA Penalty Calculation Matrix . 41Table 23 : Sample SLA Severity Level Calculation . 41Table 24 : Template for Pre-Bid Queries. 44Table 25 : Background Information . 54Table 26 : Bidder's General Information. 60Table 27 : Curriculum Vitae . 61Table 28 : Citations . 63Table 29 : Project Plan. 64Table 30 : 3PL Operations Management Percentage Fees Per Transaction. 66Table 31 : E-Commerce Operations Management Percentage Fees Per Product Category . 67Table 32 : Service Fee Breakup . 67Appointment of E-Commerce Aggregator to develop and manage a dedicated online marketplace, manage end -to-endlogistics and assist with customer service, for Canteen Stores Department (CSD)4
AbbreviationsTable 1 : ced Encryption StandardAgainst Firm DemandBill Forwarding AdviceBOACABBoard of AdministrationChange Advisory BoardCERT-INCFICSDIndian Computer Emergency Response TeamConsolidated Fund of IndiaCanteen Stores DepartmentDCDRFRSData CentreDisaster RecoveryFunctional Requirement SpecificationGSTGSTNGoods and Service TaxGoods and Service Tax NetworkHOIDIDSHead Of ficeIdentityIntrusion detection systemINRIPIPSIndian RupeeIntellectual PropertyIntrusion prevention systemISOITInternational Organization for StandardizationInf ormation TechnologyMISMoDNICManagement information systemMinistry of DefenseNational Inf ormatics CentreOSOTPPMOOperating SystemOne-time passwordProject Management OfficePNCPOPrice Negotiation CommitteePurchase OrderQMGRFPRPOQuality Management OrganizationRequest for ProposalRecovery Point ObjectiveRTORTWSKURecovery Time ObjectiveReturn to WarehouseStock keeping unitSLASMSService Level AgreementShort Message ServiceSOPSoWSPoCStandard Operating ProcedureScope of WorkSingle Point of ContactSQLStructured Query Language5
AbbreviationSSLDescriptionSecure sockets layerSTQCTSLUATStandardization Testing and Quality CertificationTransport Layer SecurityUser Acceptance TestingUPIURCURLUnif ied Payment GatewayUnit Run CanteenUnif orm resource locator6
Invitation for BidsInvitation of Bids for Appointment of E-Commerce Aggregator to develop and manage a dedicatedonline marketplace, manage end-to-end logistics and assist with customer service, for Canteen StoresDepartment (CSD)Request for Proposal (RFP) No XXXX Dated XXXX1. Bids in sealed cover are invited for scope as listed in this RFP. Please super scribe the above-mentionedTitle, RFP number and date of opening of the bids on the sealed cover to avoid the bid being declaredinvalid.2. The details of the nodal person in charge of this RFP f or sending bids or seeking clarifications are givenbelow Queries to be addressed to: Manager (E-commerce), CSD HOPostal address for sending the Bids: Canteen Stores Department Head Of f ice, AdelphiBuilding, 119, Maharshi Karve Rd, New Marine Lines, Church gate, Mumbai, Maharashtra400020Telephone numbers of the contact personnel: XXXXE-mail ids of contact personnel: XXXXFax number: XXXX3. This Volume is divided into four parts as follows:(a) Part I – Contains general inf ormation and instructions f or the bidders about the RFP, such asthe time, place of submission and opening of tenders, validity period of tenders, data room etc.(Ref er Section 3)(b) Part II – Contains Evaluation Criteria f or the Bidders covering (Pre-Qualif ication, TechnicalQualif ication and Commercial Evaluation Criteria’s) and Service Level Agreements . (Ref erSection 4)(c) Part III – Contains conditions applicable to the successful bidder. (Refer Section 4)(d) Part IV – Contains Bid Formats (Pre-Qualification, Technical Qualif ication and CommercialEvaluation) (Ref er Appendices)4. This RFP is being issued with no f inancial commitment and the Canteen Stores Department reserves theright to change or vary any part thereof at any stage. Canteen Stores Department also reserves the right towithdraw the RFP, should it become necessary at any stage.7
1. Data SheetTable 2 : Data SheetItemDescriptionName of the PurchaserGeneral Manager (GM), Canteen Stores Department Head Office (Mumbai)Tender Inviting Authority Canteen Stores Department Head Office (Mumbai)Job RequirementAppointment of eCommerce Aggregator to develop and manage a dedicatedonline marketplace, manage end-to-end logistics and assist with customerservice, for the Canteen Stores Department (CSD)Method of SelectionThe method of selection is ‘Lowest One’ (L1*).*L1 - To be selected from the pool of the Bidders which qualify TechnicalQualif ication stage.Tender Fee(Non-Refundable & NotExempted)INR 10,000 (INR Ten Thousand only) by DD from a Scheduled bank in favor ofCanteen Stores Department Head Office, payable at Mumbai. For details referpara 2.3 – RFP Document FeeBid Security/EarnestMoney Deposit (EMD)NILBidder needs to provide Bid Security Declaration (Refer Appendix B.4)Availability of RFPDocumentsRFP Document shall be available on the XXXX Portal (URL: http://XXXX) fromXXst XXXX 2021 onwardsLast date for downloadof RFPXXth XXXX 2021 by 0X:00 PMLast date for Submission XXth XXXX 2021 by 0X:00 PMof Pre-Bid QueriesAll the queries should be received on or before the prescribed date & time,through email only with subject line as follows:“RFP f or appointment of e-Commerce Aggregator Pre-Bid Queries Bidder’sName ”.The queries should be submitted as per the format prescribed in Appendix A.The Pre-Bid queries to be sent to the followingEmail ID: XXXXXXXXEmail ID: XXXXXXXXPre-Bid Workshop &ConferenceTime, Date, & VenueXXth XXXX 2021 at 0X:00 PMAdelphi Building, Maharshi Karve Rd, New Marine Lines, Church gate,Mumbai, Maharashtra 400020Date of Publishing ofResponses to pre-bidqueries by CanteenStores DepartmentXXth XXXX 2021 by 0X:00 PMNote: Purchaser shall not be obligated to respond to any or all the queries.Purchaser may, at its sole discretion, choose to publish responses to the prebid queries and/or any corrigendum on Central Public Procurement Portal(URL: https://eprocure.gov.in/eprocure/app) or may send the same through email or any other means.Last date and time forBid/Proposalsubmission (on orbefore)XXth XXXX 2021 by 0X:00 PMProposals shall be uploaded in the format and mode as provided for in theCentral Public Procurement Portal (URL: https://eprocure.gov.in/eprocure/app)f or this RFP and shall be digitally signed by the authorized signatory of theBidder.8
ItemDescriptionSubmission of IntegrityPact, Bid Securitydeclaration and Letter ofAuthorization (Physicalhard copy submission)XXth XXXX 2021 by 0X:00 PMBidders shall submit the original signed and stamped hard copy of the IntegrityPact, Letter of Authorization along with the Bid Security declaration in a sealedenvelope titled “Integrity Pact, Authorization Letter & Bid Security declaration”Appointment of E-Commerce Aggregator to create and manage a dedicatedmarketplace for Canteen Stores Department and manage end to end supplychain operations to the office of Canteen Stores Department located at AdelphiBuilding, Maharshi Karve Rd, New Marine Lines, Church gate, Mumbai,Maharashtra 400020. Integrity Pact shall be submitted in the proforma providedin Appendix B – B.2 of the RFP. Copy of Bid Security declaration and dulyexecuted Integrity Pact also needs to be uploaded on e-procure portal under aseparate cover as provided above.If the Integrity Pact and Bid Security declaration are not received by theprescribed date and time, the Bid submitted by the Bidder will be liable to bef orthwith and summarily rejected.Pre-Qualification BidOpening Time, Date, & VenueXXth XXXX 2021 at 0X:00 PMCanteen Stores Department, Adelphi Building, Maharshi Karve Rd, NewMarine Lines, Church gate, Mumbai, Maharashtra 400020Technical Bid Opening Time, Date, & VenueXXst XXXX 2021 at 0X:00 PMCanteen Stores Department, Adelphi Building, Maharshi Karve Rd, NewMarine Lines, Church gate, Mumbai, Maharashtra 400020Date for TechnicalPresentation by BiddersTime to be intimated to individual biddersDate & time for Openingof Commercial BidsTo be intimated laterLanguage of BidSubmissionProposals should be submitted in English onlyBid ValidityProposals must remain valid up to 180 (One Hundred & Eighty) days from thelast date of submission of the Bids.CurrencyCurrency in which the Bidders may quote the price and will receive payment isINR onlyName and Address forCommunication andseeking clarificationsManager (e-Commerce), CSD HOAddress: Canteen Stores Department, Adelphi Building, Maharshi Karve Rd,New Marine Lines, Church gate, Mumbai, Maharashtra 400020Phone No.: XXXXFax No.: XXXXEmail ID: XXXX9
2. Instruction to Bidders2.1. Eligible Bidders1. Bids can be submitted by either of the following:a. An e-Commerce Aggregator (having e-Commerce platform) who also manage supply chain operations(including but not limited to warehousing, transportation, delivery and reverse logistics of the goods)b. An e-Commerce Aggregator (having e-Commerce platform) in consortium or joint venture with acompany or companies which manage Logistics/Supply Chain Operations (including warehousing,transportation, delivery, reverse logistics etc.)2. An e-Commerce Aggregator may be def ined as an organization which is reputed in the activities of eCommerce Portal Development, Maintenance, Operations Management and/or also have experience ofmanaging Supply Chain Operations (including warehousing, transportation, delivery, reverse logistics etc.)catering to large user base in India (as defined in the Qualification Criteria)3. Logistics Management entity may be defined as an organization whose major revenue is accrued frommanaging Supply Chain Operations (including warehousing, transportation, delivery, reverse logistics etc.)4. In case of a Consortium at (b) above, the e-Commerce Aggregator would be the “lead bidder”. Only in casebid is submitted by a consortium of legally incorporated entities, the terms and conditions related toconsortium mentioned in the Pre-Qualification Criteria of the RFP will be applicable.5. In case any bidder has undergone corporate restructuring (including merger, demerger, hive off, slump saleetc.), it may showcase credentials of its erstwhile current entity provided sufficient documentary proof issubmitted with the proposal to evince that such credentials have accrued to transferred to are in the name ofthe bidding entity and the bidding entity is authorized to use such credentials. Notwithstanding the foregoing,credentials of parent entity, holding entity, subsidiaries or af f iliates etc. cannot be used (and shall not beconsidered) unless such parent entity, holding entity, subsidiaries or affiliates etc. is an integral part of theconsortium and is itself bidding.6. The "Lead Bidder" will be responsible for meeting all obligations of the consortium and the delivery of goodsand services mentioned in all volumes of this RFP. The Lead Bidder shall also be responsible for ensuringthe successful execution of integrated solution including meeting the SLAs. The list of Consortium Membersneeds to be declared in the bid. Any change in the consortium during the bidding process will lead todisqualification of the Consortium.7. The Lead Bidder will be responsible for:a. Managing e-Commerce platform (Design, Development, maintenance, Operations Management etc.)b. The management of Consortium Member who is also a part of the proposal and f or the delivery of allproducts and services in accordance with the Agreementc. The delivery of all products defined under various categories within the prescribed timelines by thepurchaser to the beneficiaries8. Bids submitted by a consortium should comply with Clauses related to Consortium in Pre-Qualif icationCriteria of this RFP and with the following requirements:a. The Lead Bidder shall be authorized to incur liabilities and receive instructions for and on behalf of anyand all consortium members;10
b. The Lead Bidder cannot be a Consortium Member with another bidderc. A member of one Consortium cannot be a member of any other Consortium.d. It is the responsibility of the Lead Bidder to ensure that the other Consortium Members in t he bid arecompliant to all the clauses as mentioned in the bid, failing which bid can be disqualified.9. If , during the bidding process, the consortium as proposed in the bid is dissolved or the consortium memberschange, then the Bid is liable to be disqualified.2.2. Proposal Preparation Costs1. The Bidder shall bear all costs incurred in connection with participation in the RFP process, including, but notlimited to, costs incurred in conduct of inf ormative and other diligence activities, participation inmeetings/discussions/presentations, preparation and submission of proposal, in providing any additionalinf ormation required by the purchaser to f acilitate the evaluation process, and in negotiating a def initivecontract or all such activities related to the bid process. The Purchaser will in no case be responsible or liablef or these costs, regardless of the conduct or outcome of the entire Bidding Process.2.3. RFP Document Fee1. Notice Inviting Tenders (NIT) can be downloaded from the website URL mentioned in the Data Sheet.2. RFP in hardcopy/softcopy would be available from Canteen Stores Department (CSD) Head Office (Mumbai)af ter payment of Tender Fee, signing an NDA and submission of authority letter from the respective company.The detail of the place for obtaining the RFP is provided in the Data Sheet. It may be noted that the instrumentused f or submitting the RFP document fee should be prepared on or before the date of closure of sale of theRFP.2.4. Bid Security1. The Bidders shall submit the bid security declaration as per GFR 2017. (Format provided in appendix B.4)2.5. Integrity Pact1. The Bidder is required to enter into an Integrity Pact with the Purchaser. For this, the Bidder shall submit theoriginal signed and stamped Integrity Pact as part of an envelope titled “Integrity Pact, Authorization Letter &Bid Security declaration” as per dates mentioned in the Data Sheet above, f ailing which, the Proposalsubmitted by the concerned Bidder will be liable to be f orthwith and summarily rejected. The f ormat for theIntegrity Pact is provided in Appendix B – B.2 of this Volume-2 of this RFP.2.6. Pre-Bid Meeting and Clarifications2.6.1. Bidders Queries1. Any clarif ication regarding the RFP document and any other item related to this project can be submitted toCSD as per the submission mode and timelines mentioned in the Data Sheet. The pre-bid queries should besubmitted in the format as mentioned in Appendix A of this Volume of the RFP, along with name and detailsof the Bidder submitting the queries. Any requests for clarifications received after the expiry of the date andtime mentioned in the Data Sheet shall not be entertained by the Purchaser. Further, the Purchaser reservesthe right to issue or not issue any responses/clarifications/corrigendum at its own discretion.11
2.6.2. Responses to Pre-Bid Queries and Issue of Corrigendum1. The Purchaser will organize a pre-Bid Conference as mentioned in the Data Sheet and may respond to anyrequest f or clarifications on, and/or modifications of this RFP. It may formally respond to the pre-Bid queriesaf ter the pre-Bid Conference as mentioned in the Data Sheet.2. Only persons, duly authorized by the Bidder, will be allowed to p articipate in the pre-bid meeting. Theauthorized representatives should carry a valid proof of identif ication f or verif ication bef ore thecommencement of the pre-Bid Conference. It may be noted here that only those organizations which havef ormally purchased the RFP will be allowed to participate in the Pre-Bid Conference.3. The Purchaser will endeavor to provide timely response to all the queries. However, the Purchaser makesno representation or warranty as to the completeness or accuracy of any response made in good faith, nordoes it undertake to answer all the queries that have been posed by the Bidders. Any modifications of thisRFP, which may be necessary as a result of the pre-Bid Conference or for any other reason, shall be madeavailable by the Purchaser exclusively through a corrigendum. Any such corrigendum shall be deemed to beincorporated into this RFP. However, in case of any su
Request for Proposal (RFP) No XXXX_Dated_XXXX_ 1. Bids in sealed cover are invited for scope as listed in this RFP. Please super scribe the above-mentioned Title, RFP number and date of opening of the bids on the sealed cover to avoid the bid being declared invalid. 2.
