(Under Jurisdiction of Nagpur Court only) - Western Coalfields Ltd ...
(Under Jurisdiction of Nagpur Court only) - Western Coalfields Ltd ...
(Under Jurisdiction of Nagpur Court only) - Western Coalfields Ltd ...
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OFFICE OF THE GENERAL MANAGER (MM)<br />
MATERIAL MANAGEMENT WING<br />
COAL ESTATE, CIVIL LINES,<br />
NAGPUR-440 001<br />
(<strong>Under</strong> <strong>Jurisdiction</strong> <strong>of</strong> <strong>Nagpur</strong> <strong>Court</strong> <strong>only</strong>)<br />
WESTERN COALFIELDS LIMITED<br />
PH.PBX. 0712-2511381, 2524382, 2511383<br />
FAX NO. 0712-2510284<br />
WEBSITE ; westerncoal.gov.in<br />
E MAIL : gmmm.wcl@coalindia.in<br />
NGP/WCL/MMW(HQ)/S&D/SP/P-40/10-11/2258 Date : 6.12.2010<br />
To<br />
M/s. MJunction Services <strong>Ltd</strong>.,<br />
Godrej Water Side, 3 rd floor, Tower -1<br />
Plot V, Block – DP<br />
Sector –V, Salt Lake<br />
KOLKATA – 700091.<br />
Dear Sir,<br />
BY REGISTERED POST<br />
Sub : Appointment <strong>of</strong> Service Provider for Disposal <strong>of</strong> Scrap Material<br />
Through E.Auction.<br />
Ref : 1.Our Tender No. NGP/WCL/MMW/SP/P-040/10-11 opened on 20-08-10<br />
2.Your <strong>of</strong>fer no. Nil dated 18-08-2010.<br />
3.Our letter no. WCL/NGP/MMW/P-40/10-11/1641 dt. 21/09/2010.<br />
4.Your letter no. Nil dated 23-09-2010 and dt.29/09/2010<br />
With reference to above, we are pleased to appoint you as service provider for<br />
disposal <strong>of</strong> scrap material through e.auction on the following terms and conditions:<br />
1. Scope –. This Agreement is for the disposal /sale <strong>of</strong> scrap, rejected/obsolete materials,<br />
unserviceable Plant and Machineries, surplus stores/spares and miscellaneous articles<br />
available at different locations in the command area <strong>of</strong> <strong>Western</strong> <strong>Coalfields</strong> Limited<br />
through e.auction .WCL, however, shall reserve the right to add subsequently other<br />
items also for disposal and the items thus added shall be deemed to be covered by the<br />
agreement concluded.<br />
2. WCL shall furnish the list <strong>of</strong> items to be disposed <strong>of</strong>f, time to time on “as is where is”<br />
basis The service provider shall conduct the e.auction on their website. The service<br />
provider shall arrange to conduct the e.auction/s at their own expense which would<br />
include the preparation <strong>of</strong> the lot catalogue, terms and conditions <strong>of</strong> the auctions [as<br />
approved by WCL], publicity and advertisement <strong>of</strong> the e-auction in national & Local<br />
newspapers & in trade journals and any other expenses involved in conducting the eauction.<br />
The decision for the acceptance/rejection <strong>of</strong> the rates <strong>of</strong>fered by the bidders<br />
shall be as per the norms fixed by WCL time to time. In the event <strong>of</strong> acceptance <strong>of</strong> a<br />
lot, all the remaining works i.e. realization <strong>of</strong> money, issue <strong>of</strong> release order and other<br />
formalities etc. would be required to be completed by the service provider.<br />
3. In all cases where release orders are issued by the service provider confirming the sale<br />
<strong>of</strong> lot/s on behalf <strong>of</strong> WCL , Sale Release Order/s shall be issued by WCL for the<br />
delivery <strong>of</strong> materials from the respective locations.<br />
4. Service provider shall not in any case initiate disposal action without prior consent /<br />
Page 1 <strong>of</strong> 23
approval <strong>of</strong> highest bid price received in the e-auction by WCL.<br />
5. The service provider shall be responsible for deciding financial agreement with<br />
customers/buyers for disposal <strong>of</strong> materials as it deems expedient.<br />
6. The service provider shall deal with all claims and complaints <strong>of</strong> the customers/buyers<br />
and forward the recommendation to WCL for final settlement. However, refund <strong>of</strong><br />
money on account <strong>of</strong> non- delivery <strong>of</strong> materials shall be made by WCL.<br />
7. The service provider will collect Sales Tax Declaration Form and any other documents<br />
statutory required from the customers and pass them on to WCL alongwith payment.<br />
8. The contractor shall act as Service Provider for disposal <strong>of</strong> items. WCL will however<br />
have option to decide upon the items for getting them disposed <strong>of</strong>f either at their own<br />
or through the service provider.<br />
9. WCL shall be responsible for raising invoices as per the terms <strong>of</strong> Sale Order booked<br />
by the service provider.<br />
10. Wherever any amount is due from buyers, recovery shall be done by the service<br />
provider.<br />
11. The service provider will nominate one <strong>of</strong>ficial and WCL will nominate one <strong>of</strong>ficial for<br />
dealing with all matters relating to this agreement.<br />
12. All the lots submitted for disposal by WCL till the date <strong>of</strong> expiry <strong>of</strong> the agreement shall<br />
be finalized for disposal as per the terms and conditions <strong>of</strong> the agreement concluded.<br />
13. Any amendment <strong>of</strong> this agreement will be applicable <strong>only</strong> if made in writing and<br />
signed by duly authorized representative <strong>of</strong> the respective parties on their behalf.<br />
14. WCL and/or the service provider shall not be liable for any failure or delay in<br />
performance due to any cause beyond its control including fires, strikes, go slow, lock<br />
outs closure, pestilence uncertain and unstable labor situation, accident war riots, civil<br />
commotion, political upheavals, Government actions, epidemics, breakdown <strong>of</strong><br />
machinery acts, demands or otherwise or any other causes or conditions beyond the<br />
control <strong>of</strong> WCL and/or service provider whether directly due to or inconsequence <strong>of</strong><br />
the aforesaid cause or not, and the existence <strong>of</strong> such cause or consequences shall<br />
operate to extend the time <strong>of</strong> performance on the part <strong>of</strong> WCL and/or the service<br />
provider by such period as may be necessary to enable WCL and/or service provider to<br />
effect performance after the cause <strong>of</strong> delay shall have ceased to exit. The provisions<br />
aforesaid shall not be limited or abrogated by any other terms and agreement whether<br />
written or printed.<br />
15. WCL shall not be responsible for any liability in respect <strong>of</strong> labour/employee<br />
appointed/engaged by the service provider for execution/performance <strong>of</strong> this contract.<br />
All formalities required under the provision <strong>of</strong> respective Labour Laws /Rules shall be<br />
duly and punctually observed at their own cost and they alone shall be responsible for<br />
payment <strong>of</strong> any dues, compensation or any amount, required to paid under any<br />
provisions <strong>of</strong> Laws/Rules in any case for default on the part <strong>of</strong> service provider. If<br />
WCL in any case is held liable under any Laws/Rules then in such cases the service<br />
provider shall not <strong>only</strong> make payment <strong>of</strong> such dues and/or caused but also be<br />
responsible for payments <strong>of</strong> damages <strong>of</strong> WCL.<br />
16. In case <strong>of</strong> any dispute or difference between the parties arising out <strong>of</strong> or in connection<br />
with this agreement, or in the matter <strong>of</strong> any interpretation <strong>of</strong> any clause(s)<strong>of</strong> the<br />
agreement, or any <strong>of</strong> its terms, or in the matter <strong>of</strong> any claim or enforcement <strong>of</strong> any<br />
right or obligation <strong>of</strong> the parties, the same shall be referred for arbitration to an<br />
arbitrator appointed by the Chairman–Cum–Managing Director <strong>of</strong> <strong>Western</strong> <strong>Coalfields</strong><br />
Limited, and the award <strong>of</strong> such Arbitrator shall be final and binding on the parties to<br />
this agreement. Subject as foresaid, the Arbitration Act 1940 and the Rules and<br />
Schedule there under and statutory amendment thereon for the time in force shall be<br />
deemed to apply to the arbitration proceedings under this clause.<br />
Page 2 <strong>of</strong> 23
17. WCL reserves to the right to extend the validity <strong>of</strong> the agreement, if concluded with<br />
the service provider, with mutual consent for a further period <strong>of</strong> 1(one)year at the<br />
same rates and terms and conditions.<br />
18. WCL shall be liberty to terminate the agreement concluded at any time during the<br />
existence <strong>of</strong> the agreement by giving clear three months notice. The service provider<br />
shall be responsible for clearing the entire account and payment dues, if any to WCL..<br />
19. The Contract can also be terminated by WCL, if there is any breach <strong>of</strong> any <strong>of</strong> the<br />
terms <strong>of</strong> the contract by service provider. In that case, the service provider shall be<br />
liable for damages as assessed and claimed by WCL besides the dues payable to WCL,<br />
under the Contract.<br />
20. WCL reserves the right to use the price discovered through the e-auctioning process<br />
for its future sale transactions without any additional payments whatsoever to the eauctioning<br />
service provider.<br />
21. Validity Period : The Agreement is valid for a period <strong>of</strong> two years from date<br />
<strong>of</strong> issue <strong>of</strong> this letter<br />
22. PAYMENT OF SERVICE CHARGES:<br />
a. In consideration <strong>of</strong> service, as detailed above, WCL shall pay Service charge @<br />
0.80% <strong>of</strong> the actual value <strong>of</strong> materials delivered against sale <strong>of</strong> lots finalized by<br />
you. The value <strong>of</strong> the Service Charges will be calculated on the actual value <strong>of</strong><br />
materials delivered excluding E.D. Sales Tax /any other taxes applicable.<br />
b. Payment <strong>of</strong> the Service Charges, as admissible against the bills submitted shall<br />
be made by the Office <strong>of</strong> the GM (Finance) within 21 days <strong>of</strong> the receipt <strong>of</strong><br />
the bills.<br />
23. Security deposit : You are required to deposit Security Deposit @10% <strong>of</strong> the<br />
value <strong>of</strong> the agreement (`.17,64,800/- for two years) in the form <strong>of</strong> Bank Draft/Bank<br />
Guarantee within 15 (fifteen) days <strong>of</strong> the date <strong>of</strong> issue <strong>of</strong> this letter. The amount <strong>of</strong><br />
Earnest Money (Rs.40,000/=) shall be adjusted against the Security Deposit.<br />
Security Deposit shall be refunded after the satisfactory execution <strong>of</strong> the agreement.<br />
For unsatisfactory performance and/or contractual failure, the Security Deposit shall<br />
be forfeited.<br />
All other terms and conditions <strong>of</strong> this contract are governed by standard terms<br />
and conditions <strong>of</strong> NIT agreed by you in the tender.<br />
Yours faithfully,<br />
( Sanjay Pawar ) ( M.P. Singh )<br />
Sr. Manager (S&D) Chief Manager (S)<br />
copy to:<br />
1 GM(Excv)I/c / GM(E&M)I/c, WCL, <strong>Nagpur</strong><br />
2 GM(Fin)I/C, GM(F)(C&B), WCL, <strong>Nagpur</strong><br />
3 S.O.(MM) / Depot Officers, Regional Stores – All Areas <strong>of</strong> WCL<br />
4. AFM's – All Areas <strong>of</strong> WCL<br />
5. Chief Manager, WCL, Central Stores, Tadali<br />
6. GM, Central Workshop, Tadali<br />
( Sanjay Pawar ) ( M.P. Singh )<br />
Sr. Manager (S&D) Chief Manager (S)<br />
Page 3 <strong>of</strong> 23
1.<br />
2. WESTERN COALFIELDS LIMITED<br />
(A Govt. <strong>of</strong> India <strong>Under</strong>taking)<br />
Office <strong>of</strong> the General Manager<br />
Coal Estate, Civil Lines<br />
NAGPUR – 440 001.<br />
Telephone: 0712-2511214 Fax: 0712-2510284<br />
3. E-mail: gmmm.wcl@coalindia.in<br />
4. Website – www.westerncoal.gov.in<br />
Page 4 <strong>of</strong> 23<br />
5. TENDER NOTIFICATION<br />
TENDER FOR APPOINTMENT OF SERVICE PROVIDER<br />
FOR CONDUCTING E-AUCTIONS<br />
1. Sealed tenders are invited from interested parties to act as service<br />
provider for conducting E-auction for sale <strong>of</strong> scrap materials <strong>of</strong><br />
<strong>Western</strong> <strong>Coalfields</strong> limited (WCL)<br />
2. Tender papers can be downloaded from our website mentioned<br />
above and should be submitted along with a Demand Draft for<br />
Rs.2000/- drawn in favour <strong>of</strong> ‘<strong>Western</strong> <strong>Coalfields</strong> Limited”<br />
Payable at <strong>Nagpur</strong>.<br />
3. The last date for submission <strong>of</strong> duly filled in tender documents is<br />
at 15:00 Hrs. on 20/08/2010.<br />
(<strong>Under</strong> <strong>Jurisdiction</strong> <strong>of</strong> <strong>Nagpur</strong> <strong>Court</strong> <strong>only</strong>)
WESTERN COALFIELDS LIMITED<br />
OFFICE OF THE GENERAL MANAGER (MM)<br />
MATERIAL MANAGEMENT WING<br />
COAL ESTATE, CIVIL LINES, NAGPUR-440 001<br />
PH.PBX. 0712-2511214, 2510691<br />
FAX NO. 0712-2510284<br />
WEBSITE; <strong>Western</strong>coal.gov.in<br />
Tender No.NGP/WCL/MMW(HQ)/Stores/SP/P-040/2010-11 Dated:05/07/2010<br />
NOTICE INVITING TENDER(NIT)<br />
Tender Fee: Rs. 2000.00<br />
(Vide D/D/MR No. dated )<br />
Signature <strong>of</strong> Issuing Officer<br />
In case tender is downloaded from the website the tenderers are required to submit<br />
the tender fee in the form <strong>of</strong> Demand Draft <strong>only</strong> in favour <strong>of</strong> <strong>Western</strong> <strong>Coalfields</strong><br />
Limited, payable at <strong>Nagpur</strong>. No. other mode <strong>of</strong> payment is acceptable. Instruction for<br />
the tenderers who have downloaded the tender documents may also be seen in<br />
Clause-VII<br />
<strong>of</strong> the tender. The tender fee is not required to be paid by Central and<br />
State Government, their <strong>Under</strong>takings and Ancillaries <strong>of</strong> WCL against submission<br />
<strong>of</strong> necessary documents.<br />
TENDER VALUE: Rs. 20,00,000.00<br />
EMD VALUE: Rs. 40,000.00<br />
MAIL<br />
To,<br />
M/s ------------------------------------------------------<br />
-----------------------------------------------------------<br />
-----------------------------------------------------------<br />
Dear Sir,<br />
BY REGD.POST/HAND/AIR<br />
Sub: TENDER FOR APPOINTMENT OF SERVICE PROVIDER FOR<br />
DISPOSAL OF SCRAP MATERIAL THROUGH E.AUCTION.<br />
Type <strong>of</strong> Tender: THREE COVER BID<br />
LAST DATE OF SUBMISSION: 20-08-2010 upto 3.00 P.M.<br />
DUE DATE OF OPENING : 20-08-2010 upto 3.30 P.M.<br />
OFFICE AT WHICH THE TENDER SHALL BE SUBMITTED: - GENERAL<br />
MANAGER (MM) M.M.WING WCL (HQ), COAL ESTATE, CIVIL LINES, NAGPUR -<br />
440 001.(M.S)<br />
PART-I (TECHNO-COMMERCIAL BID)<br />
INSTRUCTION TO BIDDERS (ITB) & SUBMISSION OF BIDS<br />
Page 5 <strong>of</strong> 23
1. BIDDING DOCUMENTS:<br />
The Bidder is expected to examine all instructions, forms, terms and specifications in the<br />
bidding documents. Failure to furnish all information required by the bidding documents or<br />
submission <strong>of</strong> a bid not substantially responsive to the bidding documents in every respect will<br />
be at the Bidder ’s risk and may result in rejection <strong>of</strong> the bid.<br />
2. AMENDMENTS TO BIDDING DOCUMENTS:<br />
At any time prior to the deadline for submission <strong>of</strong> bids, the Tendering Authority, (WCL)<br />
may, for any reason, whether on its own initiative or in response to the clarification requested<br />
by a prospective bidder, modify, change, incorporate or delete certain conditions in the<br />
bidding document. All prospective bidders who have received the bidding documents will be<br />
notified <strong>of</strong> the amendment on the <strong>of</strong>ficial website <strong>of</strong> the Company. No intimation will be sent<br />
by post. Tenderers are adviced to check the website regularly for any amendment etc to<br />
tender.<br />
3. COST OF BIDDING:<br />
The Bidder shall bear all the costs associated with the preparation and submission <strong>of</strong> its bid,<br />
and the Tendering Authority shall not be responsible or liable for these costs, regardless <strong>of</strong><br />
conduct or outcome <strong>of</strong> the bidding process.<br />
4. PERIOD OF CONTRACT:<br />
The contract will be for a period <strong>of</strong> two years starting from the day <strong>of</strong> signing the contract.<br />
The contract may be extended for a further period <strong>of</strong> one year with same terms & conditions<br />
and at the same price, with mutual consent.<br />
5. EARNEST MONEY DEPOSIT:<br />
Bidder shall furnish an interest free EMD for Rs.40,000/- (Rs. Forty Thousand <strong>only</strong>) in the<br />
form <strong>of</strong> Bank Draft in favour <strong>of</strong> ‘<strong>Western</strong> coalfields limited” Payable at <strong>Nagpur</strong> along<br />
with the Tender.<br />
(a). The EMD will be returned to unsuccessful bidders after finalization <strong>of</strong> the tender.<br />
In the case <strong>of</strong> successful bidder, the EMD will be adjusted towards ‘SECURITY<br />
DEPOSIT’. The security deposit will be released on successful completion <strong>of</strong> the contract.<br />
No interest shall be payable by WCL for either EMD or Security Deposit.<br />
Security deposit shall be forfeited in case <strong>of</strong> any breach <strong>of</strong> the terms and conditions <strong>of</strong> this<br />
agreement.<br />
(b). In case the bidder withdraws the tender before the tender validity requested in this tender<br />
document, the EMD amount will be forfeited irrespective <strong>of</strong> whether the bidder has <strong>of</strong>fered<br />
shorter validity than the validity stipulated in this tender document.<br />
6. SPECIFICATION FOR TECHNICAL BID<br />
a. Objectives to be achieved by deployment <strong>of</strong> E-AUCTIONING would include:<br />
• Strict control at all phases <strong>of</strong> the E-auction process.<br />
Page 6 <strong>of</strong> 23
• To display auction notices online and in press for all the bidders to see.<br />
• To send out advertisement in newspaper and e-mail and/or SMS alerts about auction<br />
modifications.<br />
• To provide auction documents for download in the Micros<strong>of</strong>t* Word, PDF and<br />
HTML formats.<br />
• To enable online electronic bid preparation.<br />
• To support a transparent and accountable system.<br />
• Ensure use <strong>of</strong> a unique encryption mechanism that ensures the privacy and integrity <strong>of</strong><br />
data during the bid preparation, submission and opening processes.<br />
b. E-commerce Experience:<br />
The Bidders shall demonstrate the current successful usage <strong>of</strong> their E-Commerce System by a<br />
minimum 2 or more Government Departments or PSU’s or large industrial house with<br />
turnover <strong>of</strong> Rs.2.00 Crores [Two crores]and above. This is a pre requisite for considering their<br />
<strong>of</strong>fer.<br />
c. RA/Sub CA:<br />
The Bidder should be authorized Certifying Agency (CA), Sub Certifying Agency (Sub CA),<br />
Registration Agency (RA) to issue digital certificate or should have a technical tie-up with a<br />
Certifying Agency (CA), Sub Certifying Agency (Sub CA), Registration Agency (RA) to issue<br />
digital certificate. Bidder is required to furnish Documentary Pro<strong>of</strong> in this regard.<br />
d. Ownership <strong>of</strong> S<strong>of</strong>tware:<br />
Bidders who own the S<strong>of</strong>tware and its source code will be allowed to participate in this<br />
auction. Bids received from those agencies, which do not own the source code, will be out<br />
rightly rejected.<br />
e. Readiness <strong>of</strong> S<strong>of</strong>tware:<br />
Only those bidders who have ready s<strong>of</strong>tware should apply. The selected bidder should be in a<br />
position to launch the e-auction Service immediately.<br />
f. Scope <strong>of</strong> Work:<br />
The Proposed e-auction service should support the following stages <strong>of</strong> the Auction Process<br />
briefly described below:<br />
• WCL Officials Registration & Rights Allocation<br />
• Publishing Online Auctions & Corrigendum to buyers.<br />
• Auction Document Management<br />
• Auction Promotion via Email Alerts and news paper advertisements.<br />
• Conducting Online Pre Bid Meeting/<strong>of</strong>fering clarifications when required.<br />
. Online management <strong>of</strong> auctioning process and receipt <strong>of</strong> bids within the stipulated time<br />
. Automatic rejection <strong>of</strong> bids submitted after the stipulated time with appropriate time<br />
stamping so as to justify rejection at a later date.<br />
- Bids to be accepted on ‘Subject-to-approval-basis’ <strong>only</strong> and to be submitted to WCL<br />
Page 7 <strong>of</strong> 23
for approval.<br />
• Site Access Reports / Web Statistics<br />
7. QUANTUM OF BUSINESS:<br />
WCL proposes to conduct upto four E-Auction <strong>of</strong> each scrap lot until it is sold in a single or<br />
multiple lots amounting to more than Rs.10.00 Crores every year.<br />
WCL reserves the right to not to conduct E-Auction or conduct more than one E-Auction<br />
during a month.<br />
8. RESPONSIBILITY OF SERVICE PROVIDER<br />
a).Service provider shall enter into sale contracts with successful bidders / intending<br />
buyers / customers by issuing Acceptance Letters / Sale Orders/Deliver orders on behalf<br />
<strong>of</strong> WCL as per approval provided.<br />
b) Service provider shall obtain the bid security in the form <strong>of</strong> DD in favour <strong>of</strong> WCL ,<br />
and send the same to WCL within the next three working days. Signed copy <strong>of</strong> terms<br />
and conditions <strong>of</strong> auction should also be collected from each bidder and forwarded to<br />
WCL.<br />
c) Service provider shall be responsible for collection <strong>of</strong> material value, sales tax and other<br />
duties, penalties and other statutory levies, as applicable and other declaration forms<br />
such as ‘C’ forms as a registered body for submission <strong>of</strong> the same to WCL. Service<br />
provider shall prepare the final Delivery Orders.<br />
d) Service provider shall also be responsible for follow up till the sales are finalized.<br />
e) Whenever any e-auction is cancelled / deferred / postponed by WCL the cost <strong>of</strong><br />
advertisement, other expenditures etc will not be reimbursed to service provider.<br />
f) Further, the e-auction shall be inclusive <strong>of</strong> the following:<br />
• Compliance to Information Technology Act 2000<br />
• Issue <strong>of</strong> digital signatures to registered buyers.<br />
• Public Key Encryption<br />
• 128 Bit SSL encryption<br />
• Back Up & Disaster Management & Business Continuity<br />
• Compliance with guidelines provided by CERT-In, Dept. <strong>of</strong> IT, GOI.<br />
• Training & Help Desk<br />
- Training <strong>of</strong> both WCL Personnel and the bidders on the usage <strong>of</strong> e-auctioning system.<br />
The training imparted shall be properly structured to meet the different requirements <strong>of</strong><br />
WCL and the bidders.<br />
- Digital signatures to be issued by the Service provider to all bidders. The quoted price<br />
shall be inclusive <strong>of</strong> this service.<br />
- Capturing <strong>of</strong> all the transactions during the e-auctioning process and providing this<br />
information to WCL in the form <strong>of</strong> a s<strong>of</strong>t copy.<br />
• Adequate security to effect denial <strong>of</strong> accesses both from outside and LAN, denial <strong>of</strong><br />
price corrections after auction submission and other normal protections. The Bidder may<br />
Page 8 <strong>of</strong> 23
furnish the details <strong>of</strong> the security management system incorporated in the e-auction service<br />
<strong>of</strong>fered.<br />
• Maintaining the confidentiality <strong>of</strong> information shared<br />
9. ROLE OF WCL:<br />
a) Formulating <strong>of</strong> bid terms in consultation with Service provider.<br />
b) Receive training regarding conduct <strong>of</strong> E-Auction process from Service<br />
Provider.<br />
c) Provide copies <strong>of</strong> documents such as Instructions to bidders for participating in<br />
E-Auction process, Draft Contract copy, Integrity Pact etc.<br />
d) Evaluating the pricing information received from Service Provider obtained<br />
through conduct <strong>of</strong> E-Auction.<br />
e) Communicate the decision regarding acceptance or otherwise <strong>of</strong> price obtained.<br />
f) In case <strong>of</strong> acceptance <strong>of</strong> price obtained through E-Auction, supplying the<br />
tendered quantity to the successful bidder after obtaining necessary approvals<br />
g) Release payment to Service Provider as per payment terms.<br />
h) In case <strong>of</strong> rejection <strong>of</strong> bid, communicate the same to Service Provider and<br />
advise him to re-conduct E-Auction at no additional cost to WCL.<br />
10. NATURE AND SCOPE OF WORKS OF THE SERVICE PROVIDER<br />
Page 9 <strong>of</strong> 23<br />
a. In consideration <strong>of</strong> the Service Charges as decided, the tenderer shall agree to<br />
be appointed as a Service Provider, for a period <strong>of</strong> two years from the date<br />
<strong>of</strong> conclusion <strong>of</strong> the agreement, for the disposal /sale <strong>of</strong> scrap,<br />
rejected/obsolete materials, unserviceable Plant and Machineries, surplus<br />
stores/spares and miscellaneous articles available at different locations in the<br />
command area <strong>of</strong> <strong>Western</strong> <strong>Coalfields</strong> Limited through e.auction .WCL,<br />
however, shall reserve the right to add subsequently other items also for<br />
disposal and the items thus added shall be deemed to be covered by the<br />
agreement concluded.<br />
b. WCL shall furnish the list <strong>of</strong> items to be disposed <strong>of</strong>f, time to time on “as is<br />
where is” basis The service provider shall conduct the e.auction on their<br />
website. The service provider shall arrange to conduct the e.auction/s at their<br />
own expense which would include the preparation <strong>of</strong> the lot catalogue, terms<br />
and conditions <strong>of</strong> the auctions [as approved by WCL], publicity and<br />
advertisement <strong>of</strong> the e-auction in national & Local newspapers & in trade<br />
journals and any other expenses involved in conducting the e-auction. The<br />
decision for the acceptance/rejection <strong>of</strong> the rates <strong>of</strong>fered by the bidders shall be<br />
as per the norms fixed by WCL time to time. In the event <strong>of</strong> acceptance <strong>of</strong> a<br />
lot, all the remaining works i.e. realization <strong>of</strong> money, issue <strong>of</strong> release order and<br />
other formalities etc. would be required to be completed by the service<br />
provider. In all cases where release orders are issued by the service provider<br />
confirming the sale <strong>of</strong> lot/s on behalf <strong>of</strong> WCL , Sale Release Order/s shall be<br />
issued by WCL for the delivery <strong>of</strong> materials from the respective locations.<br />
c. Service provider shall not in any case initiate disposal action without prior<br />
consent / approval <strong>of</strong> highest bid price received in the e-auction by WCL.<br />
d. The service provider shall be responsible for deciding financial agreement with
Page 10 <strong>of</strong> 23<br />
customers/buyers for disposal <strong>of</strong> materials as it deems expedient.<br />
e. The service provider shall deal with all claims and complaints <strong>of</strong> the<br />
customers/buyers and forward the recommendation to WCL for final<br />
settlement. However, refund <strong>of</strong> money on account <strong>of</strong> non- delivery <strong>of</strong> materials<br />
shall be made by WCL.<br />
f. The service provider will collect Sales Tax Declaration Form and any other<br />
documents statutory required from the customers and pass them on to WCL<br />
alongwith payment.<br />
g. The contractor shall act as Service Provider for disposal <strong>of</strong> items. WCL will<br />
however have option to decide upon the items for getting them disposed <strong>of</strong>f<br />
either at their own or through the service provider.<br />
h. WCL shall be responsible for raising invoices as per the terms <strong>of</strong> Sale Order<br />
booked by the service provider.<br />
i. Wherever any amount is due from buyers, recovery shall be done by the<br />
service provider.<br />
j. The service provider will nominate one <strong>of</strong>ficial and WCL will nominate one<br />
<strong>of</strong>ficial for dealing with all matters relating to this agreement.<br />
k. All the lots submitted for disposal by WCL till the date <strong>of</strong> expiry <strong>of</strong> the<br />
agreement shall be finalized for disposal as per the terms and conditions <strong>of</strong> the<br />
agreement concluded.<br />
l. Any amendment <strong>of</strong> this agreement will be applicable <strong>only</strong> if made in writing<br />
and signed by duly authorized representative <strong>of</strong> the respective parties on their<br />
behalf.<br />
m. WCL and/or the service provider shall not be liable for any failure or delay in<br />
performance due to any cause beyond its control including fires, strikes, go<br />
slow, lock outs closure, pestilence uncertain and unstable labor situation,<br />
accident war riots, civil commotion, political upheavals, Government actions,<br />
epidemics, breakdown <strong>of</strong> machinery acts, demands or otherwise or any other<br />
causes or conditions beyond the control <strong>of</strong> WCL and/or service provider<br />
whether directly due to or inconsequence <strong>of</strong> the aforesaid cause or not, and the<br />
existence <strong>of</strong> such cause or consequences shall operate to extend the time <strong>of</strong><br />
performance on the part <strong>of</strong> WCL and/or the service provider by such period as<br />
may be necessary to enable WCL and/or service provider to effect<br />
performance after the cause <strong>of</strong> delay shall have ceased to exit. The provisions<br />
aforesaid shall not be limited or abrogated by any other terms and agreement<br />
whether written or printed.<br />
n. WCL shall not be responsible for any liability in respect <strong>of</strong> labour/employee<br />
appointed/engaged by the service provider for execution/performance <strong>of</strong> this<br />
contract. All formalities required under the provision <strong>of</strong> respective Labour<br />
Laws /Rules shall be duly and punctually observed at their own cost and they<br />
alone shall be responsible for payment <strong>of</strong> any dues, compensation or any
amount, required to paid under any provisions <strong>of</strong> Laws/Rules in any case for<br />
default on the part <strong>of</strong> service provider. If WCL in any case is held liable under<br />
any Laws/Rules then in such cases the service provider shall not <strong>only</strong> make<br />
payment <strong>of</strong> such dues and/or caused but also be responsible for payments <strong>of</strong><br />
damages <strong>of</strong> WCL.<br />
o. In case <strong>of</strong> any dispute or difference between the parties arising out <strong>of</strong> or in<br />
connection with this agreement, or in the matter <strong>of</strong> any interpretation <strong>of</strong> any<br />
clause(s)<strong>of</strong> the agreement, or any <strong>of</strong> its terms, or in the matter <strong>of</strong> any claim or<br />
enforcement <strong>of</strong> any right or obligation <strong>of</strong> the parties, the same shall be referred<br />
for arbitration to an arbitrator appointed by the Chairman–Cum–Managing<br />
Director <strong>of</strong> <strong>Western</strong> <strong>Coalfields</strong> Limited, and the award <strong>of</strong> such Arbitrator shall<br />
be final and binding on the parties to this agreement. Subject as foresaid, the<br />
Arbitration Act 1940 and the Rules and Schedule there under and statutory<br />
amendment thereon for the time in force shall be deemed to apply to the<br />
arbitration proceedings under this clause.<br />
p. WCL reserves to the right to extend the validity <strong>of</strong> the agreement, if concluded<br />
with the service provider, with mutual consent for a further period <strong>of</strong><br />
1(one)year at the same rates and terms and conditions.<br />
q. WCL shall be liberty to terminate the agreement concluded at any time during<br />
the existence <strong>of</strong> the agreement by giving clear three months notice. The service<br />
provider shall be responsible for clearing the entire account and payment dues,<br />
if any to WCL..<br />
r. The Contract can also be terminated by WCL, if there is any breach <strong>of</strong> any <strong>of</strong><br />
the terms <strong>of</strong> the contract by service provider. In that case, the service provider<br />
shall be liable for damages as assessed and claimed by WCL besides the dues<br />
payable to WCL, under the Contract.<br />
s. WCL reserves the right to use the price discovered through the e-auctioning<br />
process for its future sale transactions without any additional payments<br />
whatsoever to the e-auctioning service provider.<br />
11. CAPACITY ASSESMENT:<br />
Where required, WCL will carryout Capacity Assessment <strong>of</strong> bidders prior to opening <strong>of</strong> the<br />
price bids and decision <strong>of</strong> WCL regarding allowing a firm to continue its participation in<br />
present tender will be final.<br />
12. HOW TO QUOTE PRICES:<br />
Bidder should submit their prices <strong>only</strong> in the Price Bid Forms given in the Tender. Price<br />
quoted other than on the Price Bid Form shall be liable to be rejected. The Price Bid Form<br />
must be filled in completely, without any errors, erasures or alterations.<br />
13. SERVICE CHARGES:<br />
a. Price quoted shall be in terms <strong>of</strong> percentage <strong>of</strong> total basic sale value <strong>of</strong> each auction,<br />
exclusive <strong>of</strong> applicable duties and taxes.<br />
Page 11 <strong>of</strong> 23
. Bidder shall note that payment to e-auction service provider shall be made auction-wise<br />
<strong>only</strong> if the sale <strong>of</strong>fers received through the e-auction are approved / accepted by WCL and<br />
auction value payment is received in full from buyers.<br />
c. Service Charges will not be payable on the amount <strong>of</strong> forfeited Security Deposit <strong>of</strong><br />
buyers.<br />
14. BID CURRENCY:<br />
Prices shall be quoted in Indian Rupees <strong>only</strong>. The prices shall remain Firm for the period <strong>of</strong><br />
the contract and no changes for any reason what so ever shall be allowed.<br />
15. PERIOD OF VALIDITY:<br />
Bids shall be valid for a period <strong>of</strong> 180 days from the date <strong>of</strong> opening <strong>of</strong> the bid. WCL shall<br />
reject a Bid valid for a shorter period as non-responsive. In exceptional circumstances, WCL<br />
may solicit the Bidder’s consent to an extension <strong>of</strong> the period <strong>of</strong> validity. The request and the<br />
responses thereto shall be made in writing.<br />
16. FORMATS AND SIGNING OF BID:<br />
All the envelopes and its contents shall be typed, signed and seals affixed by the Bidder or a<br />
person or persons duly authorized. A written power-<strong>of</strong>-attorney shall accompany the bid<br />
authorizing the person/s signing the bid documents. The person or persons signing the bid<br />
shall initial all pages <strong>of</strong> the bid. Any interlineations, erasures or overwriting / corrections shall<br />
be valid <strong>only</strong> if the person or persons signing the bid attest them.<br />
17. SUBMISSION OF BIDS:<br />
The tender complete in all respects conforming to the Terms & Conditions <strong>of</strong> Instructions to<br />
the bidders & other documents <strong>of</strong> this tender shall be submitted as under:<br />
(A) Cover.1 – Earnest Money Deposit & Tender Document Fee:<br />
(a) Earnest Money Deposit: Earnest Money Deposit for Rs.40,000/- (Rupees Forty thousand<br />
<strong>only</strong>) in the form <strong>of</strong> Demand Draft drawn in favour <strong>of</strong> ‘<strong>Western</strong> coalfields limited’ payable<br />
at <strong>Nagpur</strong> from a Public Sector / Scheduled bank.<br />
(b) Tender Document Fee: The bidder has to down-load the tender document from our<br />
Website and shall furnish a Tender Document Fee <strong>of</strong> Rs.2000/- per tender in the form <strong>of</strong><br />
Demand Draft from a Public Sector/Scheduled bank in favour <strong>of</strong> ‘<strong>Western</strong> coalfields limited’<br />
payable at <strong>Nagpur</strong>. The tender document fees in any other form will not be accepted.<br />
The Earnest Money Deposit & Tender Document Fee shall be enclosed in a separate sealed<br />
cover duly super scribed as "COVER.1 – EARNEST MONEY DEPOSIT & TENDER<br />
DOCUMENT FEE" and with Tender number & Date and Date <strong>of</strong> Opening. The tender will<br />
not be accepted in the absence <strong>of</strong> Earnest Money Deposit and Tender Document Fee.<br />
(B) Cover.2 – Techno Commercial Tender comprising <strong>of</strong><br />
Page 12 <strong>of</strong> 23
(a) Copy <strong>of</strong> Instructions to Bidders duly signed on each page accepting the terms<br />
indicated in Instructions to Bidders [Part-I]<br />
(b) Duly filled and signed Check Lists [Annexure-I]<br />
(c) Duly signed Copy <strong>of</strong> the Price Bid blanking the price portion (Part II ) accepting<br />
the terms <strong>of</strong> price bid.<br />
(d) Duly filled and signed Basic Information about the Service Provider format (Part<br />
III ).<br />
The Techno-Commercial tender comprising the above shall be enclosed in a separate sealed<br />
cover duly super scribed as "COVER.2 – TECHNO-COMMERCIAL BID' and with Tender<br />
number & Date and Date <strong>of</strong> Opening.<br />
(C) Cover.3 – Price Tender:<br />
Cover 3 shall contain <strong>only</strong> the price bid format (Part II ) duly filled for price etc.and signed.<br />
This cover shall be sealed and super scribed as “COVER 3 – PRICE BID” and with Tender<br />
Number & date and Date <strong>of</strong> opening.<br />
(D) Cover.4 – Common Outer Cover:<br />
Cover at (A), (B) & (C) above shall be kept in a common sealed outer cover duly super<br />
scribed as "TENDER FOR APPOINTMENT OF SERVICE PROVIDER FOR DISPOSAL<br />
SERVICES" and with our Tender Number & Date and Date <strong>of</strong> Opening.<br />
• The bids cannot be withdrawn after the tender closing time.<br />
• Emailed, Telex, cable or facsimile bids will be rejected.<br />
• If the outer cover is not sealed and marked as required, WCL will not assume any<br />
responsibility for the bid’s misplacement or premature opening.<br />
Please note that Declaration in cover 2 should not indicate service charge, which otherwise<br />
would lead to disqualification from the tender.<br />
18. DEADLINE FOR SUBMISSION OF BIDS:<br />
Bids must be received by WCL at the address specified under Tender Notice not later than the<br />
time and date specified in the Tender notice. In the event <strong>of</strong> the specified date for the<br />
submission <strong>of</strong> bids being declared as a holiday for WCL, the bids will be received up-to the<br />
appointed time on the next working day.<br />
WCL, at its discretion, may extend the deadline for submission <strong>of</strong> bids.<br />
19. LATE BIDS:<br />
Late bids will not be accepted and will not be considered for evaluation.<br />
20. BID OPENING AND EVALUATION OF BIDS:<br />
1.<br />
2. OPENING OF TECHNO-COMMERCIAL BIDS<br />
• WCL will open the Techno-commerciall Bids on the same day at 3.30 P.M..<br />
• Bids not submitted as explained in clause-13 above shall be liable for rejection.<br />
CLARIFICATION OF TECHNO-COMMERCIAL BIDS:<br />
During evaluation <strong>of</strong> technical bids, WCL may, at its discretion, ask the Bidder for a<br />
Page 13 <strong>of</strong> 23
clarification <strong>of</strong> its bid. The request for a clarification and the response shall be in writing and<br />
no change in prices or substance <strong>of</strong> the bid shall be sought, <strong>of</strong>fered or permitted. However no<br />
post bid clarification at the initiative <strong>of</strong> the bidder shall be entertained.<br />
OPENING OF PRICE BIDS:<br />
Price Bids <strong>of</strong> <strong>only</strong> those bidders whose Techno-commerciall Bids meet all the Tender terms &<br />
conditions will be opened on a later date which will be intimated. The bidder or his<br />
representative may attend the price bid opening if they choose to.<br />
WCL reserves the right to accept or to reject any or all proposals at any time prior to any<br />
award <strong>of</strong> contract without incurring any liability to the affected party or without any obligation<br />
to inform the affected party <strong>of</strong> the ground for such decision.<br />
21. PAYMENT TERMS:<br />
Payment to the service provider shall be made after successful lifting <strong>of</strong> sold lot against an<br />
invoice raised by the service provider within 21 days from the date <strong>of</strong> receipt <strong>of</strong> the invoice<br />
from the service provider, subject to fulfillment <strong>of</strong> condition in Clause 13 (b).<br />
22. <strong>Jurisdiction</strong> Of The <strong>Court</strong>:<br />
Any dispute arising out <strong>of</strong> this Agreement shall be subject to the jurisdiction <strong>of</strong> the <strong>Court</strong>s (s)<br />
at <strong>Nagpur</strong> <strong>only</strong>.<br />
Name<br />
Company<br />
Signature<br />
Official Seal<br />
Date<br />
Page 14 <strong>of</strong> 23
Annexure – I Check Lists<br />
A. Checklist for Eligibility Criteria for E-auctioning System Service Providers<br />
Description WCL requirement Service Provider’s<br />
<strong>of</strong>fer<br />
2.<br />
Scope<br />
A. Internet based<br />
e-auctioning <strong>of</strong><br />
scrap materials <strong>of</strong><br />
WCL and all<br />
associated services<br />
as specified.<br />
Execution/delivery<br />
period<br />
a) Upload auctions catalogues<br />
prepared by WCL<br />
b) Upload corrigendum prepared by<br />
WCL<br />
c) Publish Internet advt. and<br />
Newspaper advertisements<br />
d) Online receipt <strong>of</strong> <strong>of</strong>fer<br />
e) Evaluation <strong>of</strong> <strong>of</strong>fers<br />
f) Display <strong>of</strong> bid prices<br />
g) MIS for decision<br />
h) Bidder to provide training to WCL<br />
personnel and Bidders<br />
i) Bidder to provide online demo.<br />
j) Issue <strong>of</strong> digital signatures to all the<br />
bidders.<br />
k) Capturing <strong>of</strong> all transactions during<br />
the e-auction process and<br />
providing the same to WCL as a<br />
s<strong>of</strong>t copy.<br />
l) Providing all other associated<br />
services as specified in the bid<br />
documents.<br />
WCL requires least executing period<br />
for the solutions<br />
Payment terms As per WCL’s Std terms & Conditions<br />
Validity <strong>of</strong> <strong>of</strong>fer Valid for 180 days<br />
Taxes & duties Applicable taxes & duties as extra<br />
WCL requirement<br />
The Intellectual Property Right (IPR) <strong>of</strong> the E-AUCTION<br />
should be owned by the Bidder<br />
The Bidder is a CA/Sub CA/RA or should have a technical<br />
tie-up with a CA, Sub CA, RA to issue digital certificate that<br />
is authorized to issue Digital Certificates. Furnish<br />
documentary pro<strong>of</strong> in this regard. Specify the number <strong>of</strong><br />
Digital Certificates issues till date.<br />
Bidder possess ready s<strong>of</strong>tware which they can demonstrate<br />
and the same can be customized and launched within one<br />
Page 15 <strong>of</strong> 23<br />
Confirm (Tick)<br />
Service Provider’s<br />
<strong>of</strong>fer<br />
Confirm (Tick)
week from date <strong>of</strong> award <strong>of</strong> Tender. Bidder must ensure that<br />
customization done to meet procedural requirement <strong>of</strong><br />
purchase guidelines laid down by the company<br />
Bidder confirms that their e-auction is currently being used<br />
by at least 2 Government Departments, PSU or large<br />
Industrial House in India with a turnover <strong>of</strong> Rs.2.00 Crores.<br />
Please furnish the following details<br />
a) Name <strong>of</strong> Dept./PSU/Industrial House<br />
b) Contact Details<br />
c) URL<br />
d) Number <strong>of</strong> Auctions conducted<br />
e) Letter <strong>of</strong> satisfaction and past experience from existing<br />
user<br />
Bidder agrees that their existing e-auction fulfills the scope <strong>of</strong><br />
work as defined in this Tender document<br />
Bidder confirms that their e-auction complies to Information<br />
Technology Act 2000 & guidelines <strong>of</strong> CVC<br />
Bidder agrees that theirs e-auction is PKI Enabled.<br />
Bidder agrees that theirs e-auction uses 128 Bit SSL<br />
encryption<br />
Bidder agrees that they can give Live demonstration <strong>of</strong> any<br />
one site they are maintaining if required.<br />
Bidder agrees that payment to e-auction service provider shall<br />
be made <strong>only</strong> if the <strong>of</strong>fers received through the e-auction are<br />
approved/accepted by WCL and actual sale takes place.<br />
B. Bidders must have the system capable <strong>of</strong> addressing the following security issues<br />
identified by CVC in the manner recommended herein and indicate their confirmation ;<br />
B.1 Security Infrastructure level:<br />
Issues Best practices to achieve security<br />
Perimeter<br />
defence<br />
considerations<br />
Deployment <strong>of</strong> routers, Firewalls, IPS/IDS,<br />
Remote Access and networking<br />
segmentation.<br />
Authentication Network authentication through deployment<br />
<strong>of</strong> password policy for accessing the network<br />
resources. To minimize unauthorized access<br />
to the e-procurement system at system level.<br />
Monitoring Deployment <strong>of</strong> logging at OS / network level<br />
Secure<br />
configuration <strong>of</strong><br />
network host<br />
and monitoring the same.<br />
The security <strong>of</strong> individual servers &<br />
workstations is a critical factor in the defence<br />
<strong>of</strong> any environment, especially when remote<br />
access is allowed. Workstations should have<br />
safeguards in place to resist common attacks.<br />
System patching As the vulnerability <strong>of</strong> the system are<br />
Page 16 <strong>of</strong> 23<br />
Confirmation<br />
by Bidder
Control <strong>of</strong><br />
Malware<br />
Structured<br />
cabling<br />
discovered almost regularly and the system<br />
vendors are also releasing the patches. It is<br />
expected the host are patched with latest<br />
security updates released by the vendors.<br />
Suitable control like anti-virus, anti spyware<br />
etc. should be deployed on the host<br />
associated with e-procurement system.<br />
However, option for running the services at<br />
non-privilaged user pr<strong>of</strong>ile may be looked<br />
for. Otherwise suitable operating system<br />
which is immune to virus, Trojans and<br />
malware may be deployed.<br />
The availability <strong>of</strong> the network services is<br />
critically dependent on the quality <strong>of</strong><br />
interconnection between the hosts through<br />
structured including termination and marking.<br />
It is expected the e-procurement system has<br />
implemented structured cabling and other<br />
controls related with network and<br />
interconnection.<br />
B.2 Security at Application level [during design]<br />
Issues Best practices to achieve security<br />
considerations<br />
Authentication The authentication mechanism <strong>of</strong> the eprocurement<br />
application should ensure that<br />
the credentials are submitted on the pages<br />
that are server under SSL.<br />
Access control The application shall enforce proper access<br />
control model to ensure that the parameter<br />
available to the user cannot be used for<br />
Session<br />
management<br />
launching any attack.<br />
The design should ensure that the session<br />
tokens are adequately protected from<br />
guessing during an authenticated session.<br />
Error handling The design should ensure that the application<br />
does not present user error messages to the<br />
outside world which can be used for<br />
attacking the application.<br />
Input validation The application may accept input at multiple<br />
points from external sources, such as users,<br />
client applications and data feeds. It should<br />
perform validation checks <strong>of</strong> the syntactic<br />
and semantic validity <strong>of</strong> the input. It should<br />
also check that input data does not violate<br />
limitations <strong>of</strong> underlying or dependent<br />
components, particularly string length and<br />
character set. All user supplied fields should<br />
be validated at the server side.<br />
Application Logging should be enabled across all<br />
Page 17 <strong>of</strong> 23<br />
Confirmation<br />
by Bidder
logging and<br />
monitoring.<br />
applications in the environment. Log file dat<br />
is important for incident and trend analysis as<br />
well as for auditing purposes.<br />
The application should log failed and<br />
successful authentication attempts, changes<br />
to application adta including user accounts,<br />
server application errors and failed and<br />
successful access to resources when writing<br />
log data, the application should avoid writing<br />
sensitive data to log files.<br />
B.3 Security during application deployment and use.<br />
Issues Best practices to achieve security<br />
Availability,<br />
clustering, load<br />
balancing<br />
Application and<br />
data recovery<br />
Integrity <strong>of</strong> the<br />
application,<br />
control <strong>of</strong><br />
source code,<br />
configuration<br />
management.<br />
considerations<br />
Depending on the number <strong>of</strong> expected hits<br />
and access the options for clustering <strong>of</strong> server<br />
and load balancing <strong>of</strong> the web application<br />
shall be implemented.<br />
Suitable management procedure shall be<br />
deployed for regular back-up <strong>of</strong> application<br />
and data. The regularity <strong>of</strong> data backup shall<br />
be in commensurate with the nature <strong>of</strong><br />
transaction / business translated into the e-<br />
procurement system.<br />
Suitable management control shall be<br />
implemented on availability <strong>of</strong> updated source<br />
code and its deployment. Strict configuration<br />
is recommended to ensure that the latest<br />
s<strong>of</strong>tware in the production system<br />
B.4 Security in Data storage and communication.<br />
Issues Best practices to achieve security<br />
considerations<br />
Encryption for<br />
data storage<br />
Page 18 <strong>of</strong> 23<br />
Sensitive data should be encrypted or hashed<br />
in the database and file system. The<br />
application should differentiate between data<br />
that is sensitive to disclosure and must be<br />
encrypted, data that is sensitive <strong>only</strong> to<br />
tampering and for which a keyed hash value<br />
(HMAC) must be generated and data that can<br />
be irreversibly transformend (Hashed) without<br />
loss <strong>of</strong> functionality (such as passwords). The<br />
application should store keys used for<br />
decryption seperatly from the encrypted data.<br />
Examples <strong>of</strong> widely accepted strong ciphers<br />
are 3DES, AES, RSA, RC4 and blowfish.<br />
Use 128-bit keys(1024 bits for RSA) at a<br />
minimum.<br />
Confirmation<br />
by Bidder<br />
Confirmation<br />
by Bidder
Data transfer<br />
security<br />
Sensitive data should be encrypted prior to<br />
transmission to other components. Verify that<br />
intermediate components that handle the data<br />
in clear- text form, prior to transmission or<br />
subsequent to receipt , do not present an<br />
undue threat to the data. The application<br />
should take advantage <strong>of</strong> authentication<br />
features available within the transport security<br />
mechanism.<br />
Specially, encryption methodology like SSL<br />
must be deployed while communicationg with<br />
the payment gateway over public network.<br />
Access control Application should enforce an authorization<br />
mechanism that provides access to sensitive<br />
data and functionality <strong>only</strong> to suitably<br />
permitted users or clients.<br />
Role based access controls should be enforced<br />
at the database level as well as at the<br />
application interface.<br />
This will protect the database in the event that<br />
the client application is exploited.<br />
Authoristaion checks should requires prior<br />
successful authentication to have occurred.<br />
All attempts to obtain access without proper<br />
authorization should be logged.<br />
Conduct regular testing <strong>of</strong> key applications<br />
that process sensitive data and <strong>of</strong> the interface<br />
available to users from the internet include<br />
both ‘black box informed’ testing against the<br />
application. Determine if users can gain access<br />
to data from other accounts.<br />
C. Other Important issues :<br />
Third party<br />
audit<br />
Public key<br />
infrastructure<br />
(PKI)<br />
implementation<br />
It is recommended that the implemented<br />
solution be audited by a competent third party<br />
at least once a year<br />
This is one <strong>of</strong> the most critical security feature<br />
that are required to be implemented in order to<br />
establish non-repudiation and to ensure the<br />
security <strong>of</strong> the online system. <strong>Under</strong> the<br />
system, participating contractors and the<br />
suppliers, as well as departmental users are<br />
issued digital signature certi<strong>of</strong>icate (DSC) by a<br />
licensed certification authority<br />
D. CHECKLIST TO ACHIEVE SECURITY CONSIDERATIONS IN E-<br />
TENDER/AUCTION / PROCUREMENT SOLUTIONS (Compliance to CVC circular<br />
no.18/04/2010 Dt. 26-04-2010)<br />
Page 19 <strong>of</strong> 23
Bidders are required to confirm the following security considerations :<br />
S.N. SECURITY CONSIDERATIONS BIDDER<br />
TO<br />
CONFIRM<br />
YES / NO<br />
1 Whether the application is secure from making any temporary<br />
distortion in the electronic posting <strong>of</strong> Tender/Auction notice, just<br />
to mislead certain bidders ?<br />
2 If yes to above, then whether any automatic systems alert is<br />
provided in the form <strong>of</strong> daily exception report in the application<br />
3 Whether application ensures that the Tender/Auction documents<br />
issued to / downloaded by bidders are complete in shape as per<br />
the approved Tender/Auction documents including all its<br />
corrigendums?<br />
4 Is there is any check available in the application detect & alert<br />
about the missing pages to the Tender/Auctioner, if any?<br />
5 Whether application ensures that all the corrigendum issued by<br />
competent authority are being fully communicated in proper<br />
fashion to all bidders including those who had already purchased /<br />
downloaded the bid documents well ahead <strong>of</strong> the due date &<br />
before uploading the corrigendum?<br />
6 Whether system is safe from sending discriminatory<br />
communication to different bidders about the same e-<br />
Tender/Auctioning process ?<br />
7 Whether E-procurement solution has also been customized to<br />
process all type <strong>of</strong> Tender/Auctions viz limited / open / global<br />
Tender/Auctions ?<br />
8 Whether online public Tender/Auction opening events feature are<br />
available in the application ?<br />
9 Whether facilities for evaluation / loading <strong>of</strong> bids, strictly in terms<br />
<strong>of</strong> criteria laid down in bid documents are available in the<br />
application ?<br />
10 Whether sufficient safeguards have been provided in the<br />
application to deal with failed attempt blocking ?<br />
11 Whether application is safe from submission <strong>of</strong> fake bids ?<br />
12 Whether encryptions <strong>of</strong> bids are done at clients ends ?<br />
13 Whether safety against tampering and stealing information <strong>of</strong><br />
submitted bid, during storage before its opening, is ensured ?<br />
14 Whether application is safe from siphoning <strong>of</strong>f and decrypting the<br />
clandestine copy <strong>of</strong> a bid encrypted with public key <strong>of</strong><br />
Tender/Auction opening <strong>of</strong>ficer?<br />
15 Whether application is safe from mutilation /sabotage or<br />
otherwise rendering the encrypted bid in the e-Tender/Auction<br />
box during storage, to make it unreadable / invalid in any form ,<br />
before opening <strong>of</strong> the bids ?<br />
16 Whether introduction <strong>of</strong> special characters / executable files etc<br />
by users are restricted in the application ?<br />
17 Whether validity check <strong>of</strong> DSC is being done at server end ?<br />
Page 20 <strong>of</strong> 23
18 Whether system supports the feature that even though if a<br />
published Tender/Auction is being deleted from the application,<br />
system does not allow permanent deletion <strong>of</strong> the published<br />
Tender/Auction from the database ?<br />
19 Whether sufficient security features are provided in the<br />
application for authentication procedure <strong>of</strong> the system<br />
administrator like ID, password, digital signature, biometric etc.?<br />
20 Whether audit trails are being captured in the application on<br />
media not prone to tampering, such as optical write once ?<br />
21 Whether log shipping feature is available, whether a separate<br />
dedicated server receives the logs from the application over web<br />
service in real time?<br />
22 Whether integrity and non-tampering is ensured in maintaining<br />
the server clock synchronization & time stamping ?<br />
23 Whether application generates any exception report / system alerts<br />
etc. to indicate the resetting <strong>of</strong> the clock, in case the application<br />
for time stamping is killed at the server lavel and time is<br />
manipulated ?<br />
24 Whether application ensures that the quotes from various bidders<br />
with their names are not being displayed to any one including to<br />
the organization during carrying out <strong>of</strong> the e-reverse<br />
Tender/Auctioning process ?<br />
25 Whether application is fit for usage complying with the<br />
requirement <strong>of</strong> Tender/Auction processing viz authencity <strong>of</strong><br />
Tender/Auction, non-repudiation and secrecy <strong>of</strong> information till<br />
the actual opening <strong>of</strong> Tender/Auctions.<br />
26 Whether any comprehensive third party audit [as per statutory<br />
requirement and also as per the requirement <strong>of</strong> e-Tender/Auction<br />
processing (compliance to IT Act 2000) was got conducted<br />
before first putting it to public use ?<br />
27 Whether application complies with the CVC’s guidelines dated<br />
17.09.2009 on security considerations for e-tendering /<br />
procurement systems. (Compliance to clause B above)<br />
Any additional features not specifically mentioned below, can be described by Bidders and<br />
appended at the end <strong>of</strong> this sheet. Extra Sheet as required may be attached.<br />
Authorised Signatory:<br />
Date :<br />
Stamp <strong>of</strong> the firm<br />
Page 21 <strong>of</strong> 23
Part II: Price Bid<br />
Financial Bid Format<br />
Description<br />
Conducting E-AUCTION for sale <strong>of</strong> scrap, rejected /<br />
obsolete materials, unserviceable plant &<br />
machineries, surplus stores / spares and<br />
miscellaneous articles etc. and lying in Areas in<br />
command <strong>of</strong> WCL in the state <strong>of</strong> Madhya Pradesh<br />
and Maharashtra..<br />
The e-auction shall be conducted as per the terms<br />
and conditions <strong>of</strong> WCL.<br />
The scope <strong>of</strong> e-auctioning service shall cover all the<br />
aspects as mentioned in Part – I, Technical Bid<br />
Specification.<br />
The Service Charge shall be as percentage <strong>of</strong> total<br />
auctioned basic sale value (excluding duties &<br />
Taxes). The prices shall remain Firm for the period<br />
<strong>of</strong> the contract and no changes for any reason what<br />
so ever shall be allowed.<br />
Service Charge as<br />
percentage <strong>of</strong> basic<br />
sale value<br />
The Service Charges shall include the charges for the following services as applicable:<br />
- Government Registration, if any<br />
- Auction Notice and corrigendum Creation and Approval<br />
- Auction Document Management<br />
- Auction Promotion through newspaper advertisements in All India edition/Internet<br />
advertisements.<br />
- Bid Creation, Bid Submission, Bid Evaluation<br />
- E-Auctions<br />
- Statistics/Reports/ Evaluation statement.<br />
- Providing Digital signature to all bidders.<br />
- WCL reserves the right to use the price discovered through the e-auction<br />
process for its future sale transactions without any additional payments<br />
Whatsoever to the e-auctioning service provider<br />
- Help Desk/Vendor Training for WCL personnel and the bidders<br />
Page 22 <strong>of</strong> 23
- Site Access Reports / Web Statistics<br />
- Capturing all transactions during the e-auctioning and providing the same to WCL in<br />
the form <strong>of</strong> a s<strong>of</strong>t copy as well as hard copy..<br />
Authorised Signatory:<br />
Date :<br />
Stamp <strong>of</strong> the firm<br />
PART-III: Basic Information about the Service Provider<br />
1. Name <strong>of</strong> Company :<br />
2. Ownership Details :<br />
3. PAN Number :<br />
4. Bank Account Details:<br />
Name <strong>of</strong> Bank –<br />
Address -<br />
9-digit MICR code –<br />
Account No. –<br />
5. Contact Person’s Name :<br />
Phone Number :<br />
Mobile Number :<br />
Fax Number :<br />
Email Id :<br />
21. Financial Details<br />
22. Major Clients :<br />
Authorised Signatory:<br />
Date :<br />
Stamp <strong>of</strong> the firm :<br />
Page 23 <strong>of</strong> 23<br />
Financial year Turnover in Rs. (crores)<br />
2007-08<br />
2008-09<br />
2009-10