NOTICE INVITING TENDER

VISAKHAPATNAM PORT AUTHORITY

I.T.CENTRE/ R&P DIVISON

TENDER NOTICE No. IRNP/IT/DIGITAL ASSET REGISTER/2024/,Dt.27-06-2025

SLNo. CONTENT OF TENDER DOCUMENT PG. NO.

1 Notice Inviting Tender (NIT) 2-3
2 Procedure for bid Submission 4-7
3 Qualification Criteria 8 -9
4 Terms and Conditions 10- 14
5 Memorandum 15
6 Annexure & Declarations 16- 18

JOINT DIRECTOR (R&P)

1
 VISAKHAPATNAM PORT AUTHORITY
I.T.CENTRE/ R & P DIVISON
NOTICE INVITING TENDER (NIT)

1. ORGANISATION VISAKHAPATNAM PORT AUTHORITY

2. DEPARTMENT R & P DIVISON
DIVISION INFORMATION TECHNOLOGY

3. IRNP/IT/DIGITAL ASSET REGISTER/2024/,

NIT NO.
Dt.20-06-2025
Design, Development, Implementation, Commissioning
4. and Maintenance of Customized Digital Asset Register
NAME OF WORK
for IT & Non-IT Assets of VPA and 3 Years AMC after
Go-Live and 3 months stabilization period
5. Estimated Price Put to Tender Rs.98,50,000/- (Excluding of Taxes)
6. DELIVERY PERIOD 16 weeks From the Date of Acceptance of Work Order
JOINT DIRECTOR, I.T. Data Centre, Administrative
7. DELIVERY LOCATION Office Building, Visakhapatnam Port Authority,
Visakhapatnam
8. TYPE OF BID COVER TWO COVER (Technical and Price Bids)
9. BIDDING TYPE OPEN
10. BIDDING CALL NO. 3rd CALL
11. TRANSACTION FEE Rs.1500/- +18% GST Payable through online only

12. Rs.1,90,000/- (Rupees One Lakh Ninty Thousand

EMD
only) Payable through online only
13. BID DOCUMENT DOWNLOADING 02/07/2025 From 18:00 hours
START DATE
23/07/2025 at 14:00 hours
14. BID DOCUMENT DOWNLOADING
END DATE

15. LAST DATE AND TIME FOR

23/07/2025 at 15:00 hours
RECEIPT OF BIDS
16 BID VALIDITY 120 days
17. TECHNICAL BID OPENING DATE 24/07/2025 at 15:00 hours
18. OFFICER INVITING BIDS JOINT DIRECTOR, Visakhapatnam Port Authority
19. BID OPENING AUTHORITY Traffic Manager, Visakhapatnam Port Authority,
JOINT DIRECTOR, R & P DIVISION, IV TH
20. ADDRESS FOR
FLOOR,AOB,VISAKHAPATNAM PORT AUTHORITY,
COMMUNICATION
AP STATE, INDIA,530035 2
21 CONTACT DETAILS 0891-287 3446 / 3200 /3555
 The tenderers who wish to participate shall upload the tender documents into the VPA
e-procurement website meeting with the eligibility criteria mentioned in the tender document.

Tenderers shall take note of the any amendment or corrigendum published before
submitting

Documents that are uploaded online on VPA e-Procurement website

(www.etenders.gov.in) will only be considered for evaluation.

JOINT DIRECTOR (R&P)

3
 BoQ requirement for the tender: Design, Development, Implementation of Digital Asset
Register along with 3 years AMC services after Go-Live with suitable softwares/ software
tools/ databases

Sl.No. Module Name Macro level coverage Compliance

(Yes/No)
1. Admin Module -Registrations of employees/nodal officers of VPA
-Workflow management of each department
-Login provision for registered employees
2. Inventory module Digital record management of inventory procured at VPA
-SLA management of asset
- one time data entry for managing all assets details of
VPA
3. Lifecycle Tracking end to end movement of VPA assets from one
management location to another location
module -status of asset (end to end)
4. BI/MIS reports Need to obtain the following data

A. Live assets(IT&Non-IT) details located at each

department (templates to be provided during
implementation)
B. Preventive maintenance/ corrective maintenance
C. Waste generated(IT&Non-IT) in particular period
D. Employee wise asset utilization report
E. Other necessary reports against assets

5. Integration module Integration with SAP , EMR application and other

necessary modules will be in scope
6 Licenses Valid licenses for
management
A. Database- for one year period after Go-Live
B. Any other commercial software tools required

7 Scope of design ,  Portal should be platform independent

development and  Portal should tolerate latest malware/threats
implementation of  Portal should be bug free
digital asset register  Portal should follow SDLC

8 Documentations  Configuration document

 Deployment document
 End user manual

9 Training  Training for VPA nominated employees for Level-

1, level-2 and level-3 on digital asset register

10 AMC services 3 years period- after Go-Live and 3 months stabilization 4

period for of Digital asset portal
1. PROCEDURE FOR BID SUBMISSION:
a. Bids shall be submitted online on VPA e-Procurement website (www.etenders.gov.in)
platform.

b. All bidders are requested to enrol in the Portal (https://etenders.gov.in), if not already
enrolled with their user ID in the new portal (https://etenders.gov.in). Those bidders
who have already enrolled in the new portal (https://etenders.gov.in) can participate in
all tenders using the existing user id and password and their Digital Signature
Certificate (DSC). New users should use the online bidders enrolment button available
in the Home page for enrolling in the portal (https://etenders.gov.in) considering
enhanced security, Digital Signature Certificate Class III is enforced for new
enrollments. Bidders are requested to use Class III certificate for using the system.

c. The participating bidders in the tender should register themselves free of cost on e-
procurement platform (http://vpttenders.gov.in). Bidders can log-in to e- procurement
platform in secure mode only by signing with the Digital signature certificates. Digital
Signature Certificates can be obtained from one of the Authorized Certifying Authority,
such has SIFY (www.safescrypt.com) / Tata Consultancy Services
(www.tcs.ca.tcs.co.in) / n code (www.ncode solutions.com) etc., The bidders, who are
desirous of participating in e-procurement shall submit their bids as per the standard
formats available at the site (vpttenders.gov.in).
d. Transaction fees / EMD to be done online only. Only those bids in which the
Transaction Fees / EMD has been remitted online will be considered for opening
and evaluation and those bids in which offline payments have been made will be
automatically rejected
e. All the eligible Bidders, who are registered with NSIC / Ministry of MSME are
exempted from payment of EMD subject to fulfilling of following conditions:-

i)The Bidder has to submit the self-certified copy of the Registration Certificate issued
by NSIC / Ministry of MSME for the works / services relevant to the“Subject Tender”.
ii)The above Registration certificate should have validity on the date of opening of the
technical bid.
iii)In case the Registration certificate issued by NSIC / Ministry of MSME is found to be
invalid (date expired) or irrelevant works or services i.e. other than the tendered
works/services, then the above Registration certificate cannot be considered for
exemption of Tender Document Cost and the Bid received will be treated as “Bid
submitted without Tender Document Cost”, which would attract disqualification.

iv) Copy of “Application for obtaining NSIC/MSME Registration” or pending renewal of

NSIC will not be entertained. Such offers will be treated as offers received without
Tender Document Cost.

v)The Monitory limit of the Registration Certificate shall be more than the “Amount put
to Tender”. In case the monitory limit of the above Registration Certificate is less than
the estimated cost (put to tender), then the above certificate will be treated as invalid
for the subject tender value. 5
 f. If any of the certificates, documents etc., furnished by the tenderer are found to be
false / fabricated / bogus, the successful bidder will be suspended from participating in
tenders on e-procurement platform for a period of three years.

g. VPA will not hold any risk and responsibility for non-visibility of the scanned and
uploaded documents.
h. Documents that are uploaded online on VPA e-procurement website
(vpttenders.gov.in) will only be considered for Bid Evaluation.
i. Any other condition regarding receipt of tenders in conventional method appearing in
the tender documents may please be treated as “not applicable”.
j. The bidder shall authenticate the bid with his digital signature certificate for submitting
the bid electronically on e-procurement platform and the bids not authenticated by
digital signature certificate of the bidder will not be accepted on the e-procurement
platform.
k. The successful bidder found defaulting in submission of hard copies of uploaded
certificates / documents, within the stipulated time i.e. before concluding the
agreement or if any variation is noticed between the uploaded documents and the
hard copies submitted by the successful bidder, the successful bidder will be
suspended from participating in the tenders on e-Procurement platform for a period of
three years.

2) Even though the tenderers meet the qualifying criteria, they are liable to be
disqualified /debarred / suspended / blacklisted, if they have furnished false /
fabricated particulars in the forms, statements and / annexure submitted in proof of the
qualification requirements and/or not turned up for entering into agreement when
called upon.
Record of poor performance such as abandoning the work, not properly completing
the contract, inordinate delays in completion, litigation history or financial failures etc.
and/or participated in the previous bidding for the same work and had quoted
unreasonably high tender rates and / or even while execution of the work, if found that
the work was awarded to the Contractor based on false / fake certificates of
experience.
3) A tenderer / Bidder submitting a Tender or Bid which the tender accepting authority
considers excessive and or indicative of insufficient knowledge of current prices or
definite attempt of profiteering will render himself liable to be debarred permanently
from tendering or for such period as the tender accepting authority may decide.

4) One Tender per Tenderer: Each Tenderer shall submit only one Tender for the work.
A Tenderer who submits more than one Tender will cause dis-qualification of all the
Tenders submitted by the Tenderer.

5) Last date / time for submission of the Tenders: Tenders must be submitted not later
than the date and time specified in NIT. In the event of the specified date / time for the
submission of bids declared as holiday, the bids will be received / opened on the next
working day.
6) Tender Opening and Evaluation:
The tenderers or their authorized representatives can be present at the time of
opening of the tenders. Either the tenderer himself or one of his representative with 6
proper authorization only will be allowed at the time of tender opening. The technical
bid containing qualification requirements will be evaluated by the tender committee
and the minutes are recorded which will be signed by the tender committee.
7) Clarification on the Technical Bid:
 a. The tender opening authority may call upon any Tenderer / Bidder for clarification
on the statements, documentary proof relating to the technical bid. The request for
clarification and response thereto shall be in writing and it shall be only on the
qualification information furnished by the Tenderer. The clarification called for from
the tenderers / Bidders shall be furnished within the stipulated time.

b. The tenderer / bidder if so desirous shall agree in writing to furnish the clarification
called for within the stipulated time and, for disqualification and rejection of his tender
in the event of failure to do so.

8) Price Bid Opening:

Only the Price Bids of technically qualified bidders/tenderers shall be opened in the
presence of the qualified Tenderers / Bidders who ever is interested or their
authorized representatives present on the date and time fixed.
The Price Bid of the Unqualified Tenderers will not be opened. After finalisation of the
Tender the EMD of the unsuccessful / disqualified bidders will be returned.
Tenders shall be scrutinized in accordance with the conditions stipulated in the Tender
document. In case of any discrepancy of non-adherence to the Conditions, the
decision taken by the Tender committee on tenders shall be final.
9) Evaluation and Comparison of Price Bids:
The Tender Committee will evaluate and compare the price bids of all the qualified
Tenderers based on the combined L 1 (Lowest) rate.

10) Information relating to the examination, clarification, evaluation and comparison of

Tenders and recommendations for the award of a contract shall not be disclosed to
Tenderers or any other persons not officially concerned with such process until the
awarding of the work to the successful Tenderer has been announced by the tender
accepting authority. Any effort by a Tenderer to influence the processing of Tenders
or award decisions may result in the rejection of his Tender.

11) If any amendment or addendum will be issued before opening of the tenders and the
same may be looked in the e-tenders portal without any separate correspondence
individually and any further clarification can also obtained from Joint Director, R&P /
VPA

vii) NOTE: All the BG Applicants (Vendors/Users/BG provider etc.) to furnish

the ports full bank details, Bank Account Number, IFSC with Address, Branch
code to the issuer Bank Guarantee. Only the BG received with the above facility
shall be accepted by the VPA.

All the Vendor / users / BG providers is informed to the issuer bank of BG that the
unique code i.e. “VPA521470257” is to be entered by the issuer bank in the Field
of 7037 of IFIN 760COV or IFIN767COV in their portal. In turn, the issuer bank will
transmit the Bank Guarantee via SFMS to the beneficiary bank of the port digitally

The concerned department on receipt of BG has to check the authenticity/

Genuineness of BG through ICICI Bank website, login credentials to check the
confirmation of the bank Guarantee will be provided to the respective department
7
in due course.
 Any BG received by the port / submitted by the bidder without complying to the
above, such BG will be considered as not valid and shall not be considered for bid
valuation and “Bank Guarantee obtained from the Nationalized/Scheduled banks
in the format prescribed by the port shall be in compliance with for a digital
confirmation for the Bank Guarantee”.

Performance cum Security Deposit:

The Contractor is required to submit E-Bank Guarantee for 10% (Ten Percent) of
the contract value towards PG/SD in VPA Pro-forma within 30 days from the date
of issue of Work Order with validity covering the contract period and along with
additional claim period of 03 months failing which 5% of the contract value will be
recovered from the contractors bill in lump-sum and the remaining 5% of the
contract value will be recovered from the subsequent on account bills @ 10% of
the executed value till completion of recovery of entire 5% value. The amount
recovered will be released to the contractor on successful completion of the
contract guarantee period.

The following are the details of VPA for submitting E-Bank Guarantee.

Beneficiary Bank : ICICI Bank

Account No : 6005008974
IFSC Code : ICIC0000060
Unique Code : VPT521470257
b. Additional Security Deposit: In case, the successful bidder quotes less than
25 % estimate cost put to tender, additional security deposit in the form of
RTGS/NEFT/Bank Transfer (as applicable) shall be submitted by the bidder before
awarding the work for an amount equal to the difference between quoted
Percentage and limit of–25 %. However, additional security deposit shall be to a
maximum of 10% of the estimated cost put to tender only.

For example: In case, bidder quoted value is-28%, the additional SD to be paid by
the bidder will be 28-25 i.e., 3% of the estimate cost put to tender.

Rejection of Tender: Tenders which do not fulfil all or any of the above conditions or
incomplete in any respect, are liable for summary rejection.

12) TRANSACTION FEE: All the participating bidders shall pay a transaction fee (non-
Refundable) in on-line transaction for Rs.1500/- +18% GST Payable through online
Only
13) Earnest Money Deposit: E.M.D. Rs. Rs.1,90,000/- (Rupees One Lakh Ninty Thousand
only) Payable through online only (to be paid online only). Please refer to the
document “Online Payment Procedure” available in the Bidders Manual kit on the
home page of the e-procurement portal. TheE.M.D. paid will not carry any interest. The
Earnest Money of unsuccessful Tenderers will be refunded. Bids received without EMD will
be summarily rejected.
1. Forfeiting of EMD: Should the successful bidder failed to furnish security or refuse to
execute the work in accordance with his accepted tender, EMD will be forfeited and 8
Board may thereon award the contract to another bidder.

JOINT DIRECTOR
 1. Notice Inviting Tender

Pre-qualification criteria:

S. No. Criteria Supporting

document to be
submitted
1 Successfully completed at least three similar works Work orders and
whose value is not lessthan 40% of estimation cost completion
or Certificate.

two similar works whose value is not less than 50% of

estimation cost
or

one work whose value is not less than 80% of

estimation cost

Similar work means design, development, installation

and maintenance of software applications like digital
asset register, inventory management system, asset
management system...etc. for IT and non-It items or
maintenance and upgradation of digital asset register
portal in line with scope of work at work schedule or
any other softwares related to asset management
system for Government/ Semi-
Government/Government of India Undertaking,
during last 05 years ending up to 31 March2025.
2 Turnover of the firm during last 03 years (year – Chartered
wise): Annual turnover of the firm during last three Accountant/CAAUDIT
years With an average of 2crore/year(i.e2022- certified copy need
23,2023-24, 2024-25) and also profit making to be attached
confirmation from CA
4 Bidder should furnish the Firm Registration Certificate, self – Need to be attached
attested non-blacklisting certificate from any govt
organization, minimum 5 years software development
experience and maintenance experience
9
 5 Bidder should have PAN,GST,ISO - 9001 certificates. Need to be attached

JOINT DIRECTOR

Terms & Conditions

Failing which, VPA may impose a penalty as per the VPA’s competent authority directions of
up to 20 % tender cost after detailed analysis of delays occurred during the project time.
Competent authority of VPA’s decision is final.

2.1 Conditions of the TENDER:

2.1.1 Specific authorization from the original manufacturer of the Software (wherever
applicable) would be required for this tender.

2.1.2 The bidder has to submit supporting documents along with the Technical bid that the
bidder is authorized to bid the Software (wherever applicable) [which are not his products]
recommended by him in the proposal.

2.1.3 Submission of proposal in response to the Tender enquiry does not bind VPA to
award a Work Order for any service or product. VPA would only deal with the successful
bidder in matters related to Technical, Commercial and Legal aspects.

2.1.4 VPA will have all rights to finalize the scope of work and other technical issues related
to scope of work, if any ambiguity will occur as per NIT during the execution of work.

2.1.5 VPA reserves the right to reject any particular bid or all the bids without assigning any
reason whatsoever. Failure to select a bidder by VPA shall not make VPA liable to pay claim.
2.1.6 The bidder acknowledges the responsibility to respond promptly in contract with VPA by
submitting the proposal against this Tender enquiry. Failure to do so shall relieve VPA of any
contractual obligation to the bidder and VPA reserves the right to select any other bidder for
the awarded work.

2.1.6 Any response or Communications whatsoever from the bidder received after the last
date/time shall be strictly treated as invalid unless called for by VPA. 10
2.1.7 No expense incurred by the bidder in the preparation of the quotation against the
present tender enquiry shall be borne by VPA. The submitted bids once opened shall not be
returned to the bidder.

2.1.8 The price quoted for all components/products/services in the proposed solution should
be competitive. VPA reserves the right to verify the same independently and rejects bids not
complying with this criterion.

2.1.9 The technical & functional specifications of all the items should comply with the criteria
given under the relevant section of this tender. VPA reserves the right to accept or reject any
tender based on deviations (as per the discretion of VPA), if any, from the technical
specifications.

2.1.10 the bidder shall responsible for successful maintenance of E-Measurement during the
project period failing which VPA may impose the penalty as per VPA’s competent authority’s
directions

2.1.11 the software and the overall system shall be supported by the successful bidder for
the entire period of AMC. The successful bidder needs to provide technical training, user
manuals and admin level manuals for VPA after go –Live of the product along with Source
code of the product. The bidder is required to submit an undertaking to this effect along with
the technical offer. Absence of the undertaking shall make the offer liable for rejection.

2.2 License period

During the Go-Live period the successful Bidder shall provide off-line support services for
installation, configuration and deployment of digital asset register and also troubleshoot the
application even during stability period of the application and also to provide necessary
training for VPA employee. In addition to this, the Bidder shall update/upgrade the Software
and also provide any new versions released as part of warranty which are using for working
digital asset register portal as per the latest cyber security guidelines, IT act-2000 and DPDP-
2023 guidelines. During the warranty period, the vendor should be responsible to fix any
update, security patches, bug fixes..etc. in the digital asset register portal.

The bidder needs to install licensed software tools including database licenses for one year
period after Go-Live of the application and for deployment of digital asset register portal in
VPA’s premises. No extra cost will be paid by VPA. The same will be included in the quoted
cost of the total project only
(Note: VPA will provide necessary hardware resources (i.e server specifications) for the
deployment of product only)

2.3 Performance

2.3.1 Response Time to errors

The vendor undertakes and guarantees that all the Critical Errors will be resolved within
twenty four hours of the VPT intimating the same through e-mail, telephone or fax.

2.3.2 Security Deposit

The L1firm is required to submit Bank Guarantee of 10% of the contract value towards 11
PG/SD in VPA Pro-forma within 30 days from the issue of w. o. failing which Security Deposit
will be recovered from the contract value and the amount recovered will be released to the
contractor on successful completion of the Guarantee period.
2.4 Terms of Payment
Payment will be made by VPA according to the procedure and schedule mentioned below.

2.4.1. PAYMENT TERMS: 100% of work order value on successful delivery scope of work
will be duly inspected and acceptance of the user, certified by Officer i/c, Invoice to be
submitted along with certified copies of completed works, videos, photos, GST paid
details / acknowledgement of IT return for immediate past 02 years, and TDS will be
deducted as per IT rules in force by Government of India.

Payment milestones
S.No Milestone Payment
1 a). Design, Development, Implementation, 80% total value of quoted
Commissioning and Maintenance of value against line item 1 of
Customized Digital Asset Register for IT & BOQ
Non-IT Assets of VPA
b) training & documentation 20% of quoted values
against line item 1 of BOQ
2 Database, OS & Other required Software 100% quoted values
Licenses-ONE YEAR against line item 2 of BOQ
3 3 Years AMC after Go-Live Every quarterly payment
against submitted invoice
quoted values against line
item 3 of BOQ

2.5 Term of execution of work

Should implement within three months from the date of acceptance of Work Order.

2.6 Timely completion and Liquidated Damages

If the Bidder fails to effect and complete the work within the time as stipulated under the
Section: "Term of execution of work", the Bidder shall be liable to pay VPA liquidated
damages and not by way of penalty, a sum of 0.5% of the contract price for each completed
week of delay in completion of work. The Bidder‘s such liability for the delay in completing
the work shall not in any case exceed 10 % of the contract price. However, competent
authority of VPA’s decision is final on this issue

2.7 Settlement of disputes by Arbitration

a) The bid and any contract resulting there from shall be governed by and construed
according to the Indian Laws.

b) All settlement of disputes or differences whatsoever, arising between VPA and the
Bidder out of or in connection to the construction, meaning and operation or effect of
12
this bid or in the discharge of any obligation arising under this bid,whether during the
course of execution of the order or after completion and whether before or after
termination, abandonment or breach of the Agreement) shall be resolved amicably
between the VPA's representative and the Bidder's representative.
 c) In case of failure to resolve the disputes and differences amicably within 30 days of
the receipt of notice by the other party, then such unsettled dispute or difference shall
be referred to arbitration by sole arbitrator mutually agreed in accordance with the
Arbitration and Conciliation Act, 1996. If no agreement is arrived at within 30 days
from the date of notice as to who shall be the sole arbitrator, VPA shall send to the
Bidder a panel of five names of persons who shall be presently unconnected with VPA
or the Bidder. The Bidder shall on receipt of the names as aforesaid, select any one of
persons so named to be appointed as sole arbitrator and communicate his name to
VPA within 30 days of receipt of the names. VPA shall there upon without delay
appoint the said person as the sole arbitrator. If the Bidder fails to select the person as
sole arbitrator within 30 days of receipt of the notice from panel and inform VPA
accordingly, VPA shall be entitled to appoint one of the persons from the panel as
sole arbitrator and communicate his name to the Bidder. If the person so appointed is
unable or unwilling to act or refuses his appointment or vacates his office due to any
reason whatsoever; another person shall be appointed by VPA from the above list of
persons.

d) If any legal disputes arise during the execution of work, may be resolved at
Visakhapatnam jurisdiction only.

e) The venue of the arbitration shall be at Visakhapatnam jurisdiction only and the
language of arbitration shall be in English.
f) The award of Arbitration shall be final and binding on both the parties.

Work under the contract shall be continued by the Bidder during the arbitration Proceedings
unless otherwise directed in writing by VPA, unless the matter is such that the work cannot
possibly be continued until the decision of the arbitrator is obtained. Save as those which are
otherwise explicitly provided in the contract, no payment due or payable by VPA to the
Bidder shall be withheld on account of the ongoing arbitration proceedings. If any, unless it is
the subject matter, or one of the subject matters thereof.

2.8 Force Majeure

2.8.1 The parties shall not be liable for default or non-performance of the obligations under
the contract, if such default or non-performance of the obligations under this contract is
caused by Force Majeure.

2.8.2 For the purpose of this clause. "Force Majeure" shall mean an event beyond the control
of the parties, due to or as a result of or caused by acts of God, wars, insurrections, riots,
earthquake and fire, events not foreseeable but does not include any fault or negligence or
carelessness on the part of the parties, resulting in such a situation.

13
2.8.3 In the event of any such intervening Force Majeure, each party shall notify the other
party in writing of such circumstances and the cause thereof immediately within five calendar
days. Unless otherwise directed by the other party, the party pleading

Force Majeure shall continue to perform/render/discharge other obligations as far as they

can reasonably be attended/ fulfilled and shall seek all reasonable alternative means for
performance affected by the Event of Force Majeure.

2.8.4 In such a case, the time for performance shall be extended by a period(s) not less than
the duration of such delay. If the duration of delay continues beyond a period of three
months, the parties shall hold consultations with each other in an endeavour to find a solution
to the problem.

2.8.5 Notwithstanding above, the decision of VPA shall be final and binding on the Bidder.

SLA for the AMC support

Any Technical issue in digital asset register portal can be resolved as follows failing which
VPA may impose penalties as mentioned in the below table.
Problem Duration Penalty(Total work order
value)
Digital asset register Portal 0-8 Hours 0%
down 8-48 Hours 0.05%
48-96 hours 0.10%
96 or above 2%
Digital asset register 0-8 Hours 0%
technical support not 8-48 Hours 0.02%
available 48-96 hours 0.05%
96 or above 0.10%

JOINT DIRECTOR

14
 MEMORANDUM

GENERAL DESCRIPTION

Name of the work: Design, Development, Implementation, Commissioning and

Maintenance of customized Digital Asset Register with three years AMC
Book for VPA after Go-Live

A) Transaction Fess : Rs.1500/- + Rs.18/-(GST) = Rs.1770/-

Transaction fees to be done online only. Only those bids in
which the Transaction Fees has been remitted online will
be considered for opening and evaluation and those bids in
which offline payments have been made will be
automatically rejected by the system.
B) Earnest Money Deposit : Rs.1,90,000/- (to be paid through online only
Available in e-tenders portal)
(Rupees One Lakh ninety Thousand only)

C) Performance cum : 10% of the contract value by way of

Security Deposit Bank Guarantee from Scheduled / Nationalized
Bank in VPA proforma.

D) Work Completion period : Should implement within Four months from the date of
Acceptance of Work Order.

JOINT DIRECTOR

15
 ANNEXURE-1

IMPLEMENTATION OF DIGITAL ASSET REGISTER

WORK SCHEDULE

Name of work: Design, development, Implementation of customized Digtial asset register with 3
years AMC after Go-Live
Sl.No. Module Name Marco level coverage Compliance
(Yes/No)
1. Admin Module -Registrations of employees/nodal officers of VPA
-Workflow management of each department
2. Inventory module Digital record management of inventory procured
at VPA
-SLA management of asset
3. Lifecycle management Tracking end to end movement of VPA assets from
module one location to another location
-status of asset
4. BI/MIS reports Need to obtain the following data

F. Live assets details at each department

G. Waste generated in particular period
H. Employee wise asset utilization report
I. Other necessary reports against assets

5. Integration module Integration with SAP , EMR application and other

necessary modules will be in scope
6 Licenses Valid licenses for
management
C. Database
D. Any other commercial software tools
required

7 Scope of design ,  Portal should be platform independent

development and  Portal should tolerate latest malware/threats
implementation of  Portal should be bug free
digital asset register  Portal should follow SDLC

8 Documentations  Configuration document

 Deployment document
 End use manual

9 Training  Training for VPA nominated employees for

Level-1, level-2 and level-3 on digital asset
register

10 AMC services 3 years period after Go-Live and 3 months

stabilization period of application 16

Note: scope of work will be taken into the consideration during requirements gathering stage with all
departments of VPA
 Part- I
Schedule 1

Acceptance of Terms and Conditions (Letter to VPA on Bidder's letterhead)

(It may be ensured that Part I and schedule 1 indicated above does not appear on the
letterhead)

To,

The JOINT DIRECTOR

4th Floor,AOB, Visakhapatnam Port Authority.
Visakhapatnam

Dear Sir,

Sub: DESIGN, DEVELOPMENT, IMPLEMENTATION OF DIGITAL ASSET

REGISTER for VPA WITH 3 YEARS AMC contract after Go-Live of
The Portal.

With reference to the above Notice Inviting tender having examined and
understood the instructions, terms and conditions forming part of your above inquiry, we
hereby enclose our offer for supply of the services as detailed in your above referred
inquiry.

We confirm that the offer is in conformity with the terms and conditions as
mentioned in your above referred tender and enclosures.

We also understand that VPA is not bound to accept the offer either in part or in
full. If VPA rejects the offer in full or in part, VPA may do so without assigning any
reasons thereof.

Yours faithfully,

Authorized Signatories

(Name & Designation, seal of the firm)

Date:
17
 Part-I
Schedule 3

Organizational / Financial Profile of the Vendor/Bidder

1. Name of the Vendor

2. Registered Office Address
Telephone No.
Fax No.
E-mail
3. Visakhapatnam Office Address
Telephone No.
Fax No.
E-mail
4. Name and Designation of the person
authorized to make commitment to the
Bank
Telephone No.
E-mail
Mobile phone no.
5. Vendor’s web site
address, if any
6. Type of Organization ( Whether sole
proprietorship / private limited/public
limited company or cooperative body)
7. Registration details :
Registration No. and date
Place of Registration
Registering Authority
8. Sales Tax no. / VAT No.
9. Income Tax No. ( PAN/ TAN)
10. Clientele ( Kindly furnish Certificate
regarding after sales and service from the
mentioned companies)
11. Details of qualified engineer at
Visakhapatnam providing service to
Banks, FIs, Govt. reputed concerns etc.
18
12. Whether the vendor is a system
integrator (Details of system integration
work done may be given)
13. Name and Location of Work
14. Value and nature of Order
15.Whether executed satisfactory and on
time
16 . Date of completion of work
17. Annual Turn Over
Sales Turnover (Rs In Net Profit (Rs In Lakh)
Lakh)
Year
2022-23
2023-24

2024-25
Furnish Audited Balance Sheet, P&L a/c and Annual Report for the year
2024-25
18. Name and Address of
bankers
19.
Bank a/c no - Bank
name - Branch IFSC
no. - Branch address -
*for e-payment ( kindly attach cancelled cheque)

Seal and Sign of Bidder

Signature Not Verified 19

Digitally signed by VENKATA NARASIMHA
SURESH BABU GEDELA
Date: 2025.07.02 12:00:38 IST
Location: eProcurement System for Central
PSUs