Tender Document For Conduct Of Computer Based Tests

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Tender DocumentForConduct of Computer Based TestsNATIONAL BOARD OF EXAMINATIONSNAMS BUILDING, ANSARI NAGARNEW DELHI – 110029 (India)www.natboard.edu.inCost: Rs 2500/-1

Table of erAbout NBEOverview of Computer Based Tests (CBTs) conducted by NBEPurpose of this DocumentBidding Processa)Time linesb)Eligibility Criteria / Pre-Requisitec)General Information and Instruction to the BiddersPrice QuotationSecurity Deposit/EMDAcceptance of offerEvaluation ProcessDeliverablesIT Competenciesa) For online submission of application formsb) Website maintenance and supportc) IT Securityd) IT support for online payment of feese) CertificationsScope of worka) Pre Examination workb) Conduct of Online Examinationsc) Post Examination workExam SecurityGeneral clausesa) Standard of performanceb) Intellectual Property Rightsc) Applicable Lawd) Performance Securitye) Governing Languagef)Consortiumg) Penalty Clause / Liquidated Damageh) Pricesi)Fall 33343435353536361

1415j)Integrity Pactk) Subcontractsl)Delays in the Bidder’s Performancem) Termination for Defaultn) Termination for convenienceo) Termination for Insolvencyp) Suspensionq) Confidentialityr)Force Majeures) Resolution of Disputest)Legal Jurisdictionu) Local Conditionsv) Responsibilities of the successful Bidderw) InterpretationQuotation FormatsForm I : Bid FormForm II : ChecklistForm III : Particulars and qualifications of the biddersForm IV : Duly authenticated list of full time Technical andAdministrative Personnel to be employed for the workForm V : Details of Similar completed works during last 2 yearsForm VI : Details of work under execution or awardedForm VII : List of Satisfactory Performance report from clientsForm VIII: Undertaking (on Rs.10 Non Judicial stamp duly notarized)Form IX : Price BidDefinitions & 6525354555657582

DisclaimerThis Tender is not an offer by the National Board of Examinations, butan invitation to receive offers from vendors.No contractual obligation whatsoever shall arise from the tender processunless and until a formal contract is signed and executed by dulyauthorized Officers of the National Board of Examinations with thevendor.3

1. About NBEThe National Board of Examinations (NBE) is an autonomous body ofMinistry of Health and Family Welfare (MOHFW), Govt. of India,entrusted with the task of conducting uniform and high standard examsat Post Graduation level in the field of Modern Medicine.All entrance tests for admission to Medical courses, with the exception ofNEET (UG) are being conducted by the NBE.Additionally, the NBE conducts its Flagship programme, a three yearPost Graduation level course called the Diplomate of National Board(DNB) in 55 Medical Specialties and offers around 6850 PG seats eachyear.A two year Fellowship of National Board (FNB) Course, in 19 MedicalSub-Specialties is also conducted by the NBE. Around 319 FNB seats areoffered annually. Both the DNB and FNB courses are conducted in about514 NBE’s Accredited Institutions / Hospitals of the public and privatesector, located all over the country.4

2. Overview of Computer Based Tests (CBTs) conducted by NBE:In addition to the offline examinations for our DNB and FNB courses heldtwice a year, the following Computer Based Tests (using Intranet / LAN, on apan India basis), are being conducted by the National Board of Examinations:Sr.No.*Name of Exam.Mode/ Type/No. of Questions/Duration of Exam *Frequency ofexam.ApproximateNumber ofcandidatesin last exam.Online;MCQ based;200 questions:2½ hrs.Once in a year,in June14,0001.NEET-SS(for admission toDM/MCh courses)Online;MCQ based;300 questions:3½ hrs.Once in a year,in Dec. / Jan.1,34,0002.NEET-PG(for admission toMD/MS/PGDiploma seats)Online;MCQ based;240 questions:3 hrs.Once in a year,in Dec. / Jan.24,0003.NEET-MDS(for admission toMDS courses)4.Twice a year, inJune &Dec. / Jan.Once in a year,in June25,0005.DNB CET(for admission toDNB Broadspecialty courses)Online;MCQ based;300 questions:5 hrs.Online;MCQ based;300 questions:3½ hrs.15,000FMGE(Screening Test)Online;MCQ based;200 questions:3 hrs.Once in a year,in Dec. / Jan.5,2006.DNB CET (SS)(for admission toDNB Superspecialty courses)Online;MCQ based;300 questions:3½ hrs.Twice in a year,in June &Dec./ Jan.4,0007.DNB PDCET(for admission toDNB Post Diplomacourses)Number of CBTs, questions and duration of exams may vary as per the decisions of NBE.5

3. Purpose of this DocumentThis Tender document establishes the fundamental requirements forConduct of Computer Based Tests for the NBE, New Delhi, for entering into acontractual relationship with a qualified respondent entity which is willingand able to meet the expectations of NBE.6

4. Bidding processa) Time lines:Name of WorkConduct of Computer Based TestsLast date and address forsubmission of sealed bidsWednesday, the 28th March, 2018 (12 noon)Earnest Money DepositRs. 50,00,000/- (Rupees Fifty Lakhs)National Board of Examinations,NAMS Building, Ansari Nagar,New Delhi-110029Date of opening of Technical Wednesday, the 28th March, 2018 (3.30 pm)BidsDate of opening of FinancialBids, of eligible andtechnically compliantbiddersFriday, the 06th April, 2018 (3.30 pm)(tentative, subject to change)7

b) Eligibility Criteria /Pre requisitesi).The agency/firm (bidder) should be a body registered for more than 5years, operating in India for more than 3 years, having branch office inDelhi NCR.;ii).Should have been Registered with appropriate Tax authorities likeIncome Tax and GST;iii).The Bidder must have its own CERT-In certified Datacenter located inIndia. Datacenter should be a Tier III and above;iv).The agency must use 256 bit encryption;v).The agency must have authorized and globally accepted softwarecertifications i.e. ISO-27001, ISO 9001 and SEI CMMi Level 5 for theSoftware and Services.vi).Bidder should be an OEM and should own the complete source code ofthe software being used for conducting the CBT, Copyrights of thesource codes and its components.vii).The Bidder has not been blacklisted by the Central / State Govt.departments / undertakings;viii).Bidder should not have incurred any loss during the last preceding 3years;ix).The Annual Turnover of the CBTs Unit / Division of the Bidder, fromthe Conduct of CBTs, (in India) during last preceding 3 years should be10 Crores or more on incremental basis in each year over the last threeyears. Copies of Company balance sheet, certified by the charteredaccountant to be submitted.; (Parent Company / Group’s turnovershall not be considered);x).Bidder should have successfully conducted CBTs, in a single day in asingle session, on all India basis in 100 or more cities covering at least20 states. (Documentary evidence in form of work order andperformance report must be enclosed on client letter head).xi).The agency must have successfully conducted computer based exams,in a single day in a single session, on pan India basis for at least 1.5lakh candidates, once in the last 3 preceding years.xii).Bidder should have capabilities of Video Surveillance of CBTs;8

xiii).Should be capable of providing Post Examination Analytic Reports;xiv).The bidder should have at least 500 or more technical employeesemployed in-house on regular basis (in India) for conduct of exam,development of software, maintenance of software, networking and datasecurity, the proof of ESI/PF registration etc. shall be submitted.c) General Information and Instruction to the Bidders:Submission of offersThe Vendor shall submit their proposals in two parts i.e. as Technical Bid& Financial Bid, as mentioned below:i). The tender is a “Two Bid’ document. The technical Bid shouldcontain all the relevant information and desired enclosures in theprescribed format along with Earnest Money Deposit (EMD). Thefinancial Bid should contain only price Bid Form - IX. In case, anybidder encloses the financial bid within technical bid, the same shallbe rejected summarily.ii). All information called for in the enclosed forms should be furnishedagainst the respective columns in the forms. If information isfurnished in a separate document, reference to the same should begiven against respective columns in such cases. If any particularquery is not applicable, it should be stated as “Not Applicable”.However, the bidders are cautioned that not giving completeinformation called for in the tender forms or not giving it in clearterms or making any change in the prescribed forms or deliberatelysuppressing the information may result in the bidder beingsummarily disqualified.iii). The Tenders should be typewritten. There should not be anyoverwriting or cutting or interpolation. Correction, if any, shall bemade by neatly crossing out, initialing, dating and rewriting. Thename and signature of bidder’s authorized person should berecorded on each page of the application. All pages of the tenderdocument shall be numbered and submitted as a package alongwith forwarding letter on agency’s letter head.9

iv). Bidders must keep their offer open for a minimum period of 120days from the date of opening of the tender, within which thebidders cannot withdraw their offer. However, subject to the periodmay be extended further, if required, by mutual agreement fromtime to time.v).Reference, information and certificates from the respective clientscertifying technical, delivery and execution capability of the biddershould be signed and the contact numbers of all such clients shouldbe mentioned. The NBE may also independently seek informationregarding the performance from the clients.vi). The bidder is advised to attach any additional information, whichhe/she thinks is necessary in regard to his/her capabilities toestablish that the bidder is capable in all respects to successfullycomplete the envisaged work. He/She is however, advised not toattach superfluous information. No further information will beentertained after tender document is submitted, unless the NBEcalls for it.vii). Incorrect or misleading information: If the bidder deliberatelygives incorrect or misleading information in their tender orwrongfully creates circumstances for the acceptance of thetender, NBE reserves the right to reject such a tender at anystage and appropriate administrative action would be taken byNBE.viii). All explanatory remarks and clarifications, which the Bidder maydesire to make, must be, incorporated in the offer form, failing whichthe remarks / clarifications shall be ignored and the tender dealtwith as it stands.ix). Even though agency may satisfy the qualifying criteria, it is liable todisqualification if it has record of poor performance or not able tounderstand the scope of work etc.x). Prospective bidders may seek clarification regarding the project and/or the requirements for pre-qualification through fax 011-45593009,or through email (admin1@natboard.edu.in) from NBE, tillWednesday, the 28th March, 2018 – 12 noon.10

xi). The tender document has to be downloaded from NBE’s web site(www.natboard.edu.in and be submitted along with a fee ofRs. 2,500/- (non refundable) in form of demand draft in favour ofNational Board of Examinations payable at New Delhi. There isno exemption from payment of tender document fees and tenderswithout requisite fees shall not be accepted. The Technical andFinancial bids should be kept separately in sealed envelopes andboth of these envelopes should be kept in one envelope,superscribing “Tender for Conduct of Computer Based Tests” soas to reach the Honorary Executive Director, National Board ofExaminations, NAMS Building, Ansari Nagar, New Delhi– 110029, by Wednesday, the 28th March, 2018 (up to 12.00Noon). Late tenders shall not be accepted. The technical bid shall beopened as per schedule in clause (4.a) in presence of bidders whomay like to be present.xii). Offers sent by post should be sent by Registered Post with date/Postmark so as to reach us before closing date i.e. by Wednesday,28th March, 2018 (up to 12.00 Noon) with acknowledgement due.xiii). Apart from the original quotation to be submitted in the mannerdetailed above, no copies should be sent to any other office of NBE.Such offers will not be valid quotations. Offers not submitted in thestandard formats given in the tender document will be summarilyrejected.xiv). The payment shall be in Indian Rupees and shall be paid only aftersuccessful completion of work without error and delays. Noadvance payment shall be made and the successful bidder has tosign an agreement on non-judicial stamp paper which shall containclauses related to liquidated damages on account of delays, errors,cost and time over- run etc. In case the bidder fails to execute thecontract, the NBE shall have liberty to get it done through any otheragency with full cost recoverable from the bidder in addition todamages and penalty.xv). Bidders are neither allowed to join hands to participate in the tendernor allowed to submit multiple bids. In case of detection of such,their bid (s) is/are liable to be rejected. Bidding though consortiumis not allowed.11

xvi). NBE reserves right to award the work/cancel the award withoutassigning any reason. In case of differences, if any, the decision ofthe NBE shall be final. The work can be awarded to one or moreagencies if need arises.xvii). Initially the contract will be for three years extendable for anotherone year at the discretion of competent authority.xviii). The contract can be terminated at any point of time, in case ofunsatisfactory service. Separate Agreement shall be executed in thisregard on finalization of tender with successful bidder.5. Price Quotationa) The bidder shall indicate the prices/rates as specified in thequotation format.b) The bidders should quote their most competitive prices/rates and itshould be noted that their quotations would not ordinarily besubject to further negotiations. Negotiations may however, becarried out as per rules and instructions on the subject at thediscretion of the NBE, New Delhi.c) All prices/rates should be clearly written both in figures and inwords. Failure to write prices/rates both in figures and in wordsshall render the tender liable for rejection. Bidders should avoidalterations / corrections in the prices/rates submitted by them.However, if alterations / corrections in prices/rates are inescapableeach alteration / correction should be indicated both in figures andwords and duly attested under the full signature of theBidder/Authorized Signatory.d) In case of a discrepancy between the prices/rates in figures andwords, the prices/rates in words will be considered correct.e) The prices/rates quoted shall be firm throughout the period of thevalidity of the offer and subsequently during the currency of thecontract and shall not be subject to any variation/revision.12

6. Security Deposit/EMDa) The bidder should enclose EMD of Rs. 50,00,000/- (Rupees FiftyLakhs only) in the form of Demand Draft drawn in favour ofNational Board of Examinations and payable at New Delhi, with theTechnical proposal/bid.b) The tenders without EMD (except those having exemption fromdepositing EMD) shall be summarily rejected.c) The successful bidder shall be required to deposit Performance BankGuarantee equivalent to 10% of annual contract value to NBEbefore release of his EMD.d) Earnest money will be returned to unsuccessful bidders withoutinterest after award of contract or setting aside the tender, as thecase may be. However, the Earnest money of successful bidder willbe returned after submitting the performance guarantee.e) Earnest money will be forfeited if the bidder unilaterally withdrawsthe offer, or unilaterally amends, impairs or rescinds the offerwithin the period of its validity.7. Acceptance of offerNBE reserves the right to accept any bid under this tender in full or inpart, or to reject any bid or all bids without assigning any reason.13

8. Evaluation Processa) Detailed technical evaluation shall be carried out by TechnicalEvaluation Committee pursuant to Technical prerequisite /criteriaand other conditions in the tender document to determine thesubstantial responsiveness of each tender. For this clause, thesubstantially responsive bid is one that conforms to all theeligibility terms and conditions (mandatory as well aspreferable/optional) of the tender without any material deviation.b) Each proposal would be evaluated against the 70-30 criteria on theparameters mentioned below. This means 70% weightage will begiven to Technical proposal and 30% to financial proposal.i).Technical Proposal Evaluation:As a first step, the Technical proposal submitted by eachorganization would be assessed against the following 12technical eligibility criteria set by the Tender evaluationcommittee of NBE :a) ISO-27001, ISO 9001:2008 or higher certifications;b) Ownership of Cert-in Tier 3 or higher certificationData Centre located in India;c) Bidder should be an OEM and should own thecomplete source code of the software being usedfor conducting the CBT, Copyrights of the sourcecodes and its components.d) Bidder should have authorized and globallyaccepted software certification CMMi level 5.e) Bid is on “End to End outsourced basis” or not;f) Adequate no. of Technical & Admin. manpower;g) Capabilities of providing Video Surveillance;h) Capabilities of providing Post Examination AnalyticReports;i) Quality of Emergency Management Plan;j) Entire solutions support centre on 24x7x365basis;k) Quality of Presentation;l) Quality of Demonstration;14

ii).Financial Proposal Evaluation:In the next step, the financial proposals would be would beassessed against the following 18 mandatory eligibilitycriteria set by the Tender evaluation committee of NBE :a) Payment of Cost of Tender;b) Submission of Earnest Money Deposit;Tender submitted in two bid system;d) Tender submitted with Forms I to VIII duly filled;c)e)f)g)Offer open for a minimum period of 120 days;Bidder registered for more than 5 years, operatingin India for more than 3 years, having branchoffice in Delhi NCR.;Bidder should not have incurred any loss duringthe last preceding 3 years;h) Registered with appropriate Tax authorities;i)Annual Turnover of the Bidder’s CBTs Unit /Division, exclusively from Conduct of CBTs, (inIndia) during last preceding three years should be10 Crores or more; (Parent Company / Group’sturnover shall not be considered);j)Submission of Affidavit that, the Bidder has notbeen blacklisted by the Central / State Govt.departments / undertakings;k) Submission of Affidavit that, the Bidder is notproviding identical services of conduct of CBTs toCentral / State Govt. department / undertakings,at rates quoted in Financial Bid;l)Name and Signature of bidders on each page ofthe Bid;m) Submission of Certificates/References/ Info. etc.,of respective clients, duly signed;n) Participation of Bidder in self bidding or multiplebidding.o)Successful conduct of CBTs, in a single day in asingle session, on all India basis in 100 or morecities covering at least 20 states.15

p) Successful conduct of computer based exams, in asingle day in a single session, on pan India basisfor at least 1.5 lakh candidates, once in the last 3preceding years.q)The bidder should have at least 500 or moretechnical employees employed in-house on regularbasis (in India) for conduct of exam, developmentof software, maintenance of software, networkingand data security, the proof of ESI/PF registrationetc. shall be submitted.c) TheTechnical Evaluation Committee may invite eligible andtechnically compliant bidders for demonstration/ presentation forabout 30 minutes, to facilitate and assess their understanding ofthe scope of work and its execution.d) Date, time and venue for the said demonstration/ presentationshall be intimated in due course.e) Financial bids of only those eligible and technically compliantbidders shall be opened at 3.30 pm

MCQ based; 240 questions: 3 hrs. Once in a year, in Dec. / Jan. 24,000 4. FMGE (Screening Test) Online; MCQ based; 300 questions: 5 hrs. Twice a year, in June & Dec. / Jan. 15,000 5. DNB CET (for admission to DNB Broad specialty courses) Online; MCQ based; 300 questions: 3½ hrs. Once in a year, in June 25,0

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THE TENDER PROCESS A tender, proposal or application (herein referred to as a ‘tender’) is the response to an opportunity and is a way for an organisation to showcase its products, services, skills and talents to others. The most important goal of a tender is to convince a funder of an