# Cithorum Tender Response Toolkit

Internal-use templates for responding to Indian public-sector and enterprise RFPs. Copy each file into Word, replace placeholders, sign on letterhead or stamp paper as indicated, and file alongside the tender's prescribed annexures.

## Contents

| File | Purpose | Print on |
|---|---|---|
| `Cithorum_Tender_Response_Template.md` | Master template — cover letter, executive summary, technical write-up, project plan, commercial bid placeholder | Cithorum [INDIA LEGAL SUFFIX] letterhead |
| `Annexure_A_No_Blacklist_Declaration.md` | No-blacklist self-declaration — required by virtually every Indian public-sector tender | Cithorum [INDIA LEGAL SUFFIX] letterhead |
| `Annexure_A_No_Deviations.md` | Statement of No Deviations (default) or Statement of Deviations (variant 2) | Cithorum [INDIA LEGAL SUFFIX] letterhead |
| `Annexure_A_NDA.md` | Mutual Non-Disclosure Agreement | ₹100 non-judicial stamp paper, two original copies |
| `Annexure_A_Pre_Integrity_Pact.md` | Pre-Contract Integrity Pact — mandatory for most public-sector tenders | ₹100 (or higher) non-judicial stamp paper, two original copies |
| `Annexure_A_EMD_Exemption_Claim.md` | EMD and tender doc fee exemption claim under the Public Procurement Policy for MSEs | Cithorum [INDIA LEGAL SUFFIX] letterhead, with Udyam Registration Certificate enclosed |
| `_placeholders.json` | Single source of truth for entity-wide placeholders. Update once with confirmed values, then run search-and-replace per bid. | n/a |

## Workflow per tender

1. **Triage**: download the tender doc from `eprocure.gov.in` (or aggregator). Read the prescribed annexure formats — they override these templates wherever they conflict.
2. **Eligibility check**: confirm Cithorum meets eligibility, OR confirm MSE-preference relaxation applies. Where eligibility is structurally infeasible (turnover, prior customers), evaluate consortium/sub-contracting with a Rittal-class system integrator.
3. **Customise**: copy this whole folder, replace `[PLACEHOLDERS]` with tender-specific content. Use the tender's verbatim wording wherever a format is prescribed.
4. **Print + sign**: produce hard copies on the prescribed letterhead / stamp paper. Sign in blue ink. Affix company round seal on every page where applicable. Witness the stamp-paper documents with two adult Indian residents.
5. **Submit**: follow the tender's prescribed submission method — physical (sealed envelope cover A/B/C structure) and/or online via `eprocure.gov.in`.

## Operational checklist (one-time, then maintained)

- [ ] Cithorum [INDIA LEGAL SUFFIX] Udyam Registration Certificate live and downloadable
- [ ] Cithorum [INDIA LEGAL SUFFIX] vendor enrolment on `eprocure.gov.in` complete and TCIL credentials issued
- [ ] Bank Guarantee facility opened with a nationalised or scheduled bank for Performance Security on awarded contracts
- [ ] Authorised signatory list maintained: Director(s), Power-of-Attorney holders, designated bid signatories
- [ ] Two-witness pool maintained for stamp-paper signing (typically office staff or family members with valid ID)
- [ ] ₹100 non-judicial stamp paper kept in stock (10 sheets minimum at any time)
- [ ] Round company seal located and accessible
- [ ] Letterhead printed with current address, CIN, GST, contact details
- [ ] SOC 2 pre-audit framework ready under NDA
- [ ] ISO 27001 control mapping document ready under NDA
- [ ] Audited financial statements for last 3 financial years bound and ready to enclose
- [ ] No-Blacklist Declaration pre-printed batches (5 copies on letterhead, undated, ready to sign)

## Ownership

Cithorum [INDIA LEGAL SUFFIX]. Reviewed by Suraj S Naik (Head of Government Procurement and Tender Relationships) and Nikos Argalias (CEO).