Rfpcmo_final After Pre Bid

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid

Revised RFP for Software Development of Chief Minister’s Office, Government of Rajasthan, Jaipur

NIT No. F4.2 (197)/RajCOMP/Tech/09/1893

Dated: 21/10/2009

EMD

Approx. Project Cost

Time Period

Rs. 30,000.00

Rs. 15,00,000.00

195 Days

Name of the Firm/company/ Firm:

Address for the Correspondence:

Telephone No.:

Fax No.:

Contact Person

Mobile Number

(Last Date & Time for online Submission of Tender form: 30/11/2009 till 15:00 hrs)

(Bid to be opened on 30/11/2009 at 1530 hrs in office of RajCOMP)

B-Block, 1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur – 302005 Tel: 141-2228701, 2229394, Fax:141-2228701 Website : www.rajcomp.net

Price: Rs. 100/- Only

Page 1 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid

Dated: 21.10.09

NIT No. F4.2 (197)/RajCOMP/Tech/09/1893

TABLE OF CONTENTS S.No.

Contents

Page

1.

Definitions & acronyms

3

2.

Invitation of Bids

4

3.

NIT

5

4.

Project profile

7

5.

Scope of Work

9

6.

Deliverables

15

7.

Time schedule

18

8.

Terms of Payment

20

9.

Eligibility Criteria

21

10.

Earnest Money Deposit (EMD)

23

11.

Bidding Process

24

12.

Disqualification

26

13.

Bid evaluation process

27

14.

Bid submission and Validity

30

15.

Performance Security & Liquidation Damage

31

16.

General Terms & Conditions

34

17.

Tender Form

43

18.

Checklist

46

19.

Technical specifications

48

20.

Financial Bids

52

21.

Annexure

53-58

Name & Signatures of the Bidder along with Seal Page 2 / 53

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 1 DEFINITIONS & ACRONYMS Bidder

The eligible firms who will participate in tendering process

Tendering Authority

RAJCOMP

DOIT&C

Department of Communications

GoR

Government of Rajasthan

Campus

Offices/ Sections of the CMO.

Purchaser

RajCOMP

RFP

Request for Proposal

SLA

Service level agreement

CMO

Chief Minister’s Office, Jaipur

EMD

Earnest Money Deposit

Project

Software Development for CMO, Jaipur

SDC

State Data Center alias NOC

PSU

Public Sector Units of India or Abroad.

TSP

Total Service Provider is that successful bidder whose offer is accepted by RajCOMP for project.

GF & AR

General Financial & Accounts Rules

FMS

Facility Management Support

Application Software

Web enabled software.

SRS

System Requirement Specifications

Page 3 of 53

Information

Services/

Technology

Post

and

Implementation

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 2 INVITATION FOR BIDS 2.1

RajCOMP is planning to carry out software development of the Chief Minister’s Office, Govt. of Rajasthan, so intends to select a Total service provider (TSP) on turnkey basis. Online bids are invited from interested reputed IT solution provider in sealed bids for study, Design, development, supply, installation, implementation, Training, Rollout, Data migration/ Data entry for application software.

2.2

The broad scope of the project consist of the following tasks: Task No.

Task Description

1.

Study design, Development & Deployment of Application Software.

2.

Comprehensive Training for Application Software.

3.

Conversion of data from existing system to new system.

4.

To provide facilities management services for software application for a period of one year (extendable for 3 years) from the data of acceptance of deployment by the CM office, Jaipur.

2.3

Each bidder shall submit only one online bid.

2.4

Complete bidding procedure has been defined in ensuing chapters.

2.5

No further discussion / interface will be held with the bidders whose bids have been Rejected / Disqualified / Technically Disqualified.

2.6

Bidder has to submit the bid online through eproc.rajasthan.gov.in. The tender fee and EMD should be deposited physically to RajCOMP office before the due time and date of the online tender submission.

Signature of the issuing authority

Page 4 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 3 Notice Inviting Tender (RFP for the software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur)

Government of Rajasthan intends to carry out software development which covers system study, design, development, implementation, training, data conversion for application software for Chief Minister’s office, Government of Rajasthan, Jaipur. For this a Total solution provider (TSP) is needed. The TSP would also be required to provide FMS services for application software for the one year. RajCOMP, Jaipur, now invites bids in electronic format through e- procurement portal (http://eproc.rajasthan.gov.in)

from

eligible

bidders,

who

have

the

required

experience & capabilities of taking up this assignment as per guidelines of the Tender. The details of the tender are as follows: Tender Reference No.

F4.2(197)/RajCOMP/Tech/09/1893

Cost of Tender document

Rs. 100/-

Tender document available for downloading

From 28/10/2009 upto 13:00 hrs of

from eproc.rajasthan.gov.in

30/11/2009

Estimated Project Cost of the project and

Department Name

EMD

dated 21/10/2009

Estimated

EMD

Cost of the

(2%)

Project CM Office Date of online pre-bid meeting

04/11/2009 at 15:00 hrs

Last Date and time of Submissions of online

30/11/2009 upto 15:00 hrs

15 Lac.

30,000/-

bids Date and time of opening of technical bids

30/11/2009 at 15:30 hrs

online

Committee Room, Department of Information Technology & Communication, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur

Date and time of opening of Financial Bids

Technically Qualified bidders shall be notified individually.

online Tender document can be downloaded from

http://eproc.rajasthan.gov.in,

websites

www.rajasthan.gov.in, www.dipronline.org

www.rajcomp.net,

Instruction to bidders for e-tendering a. The bidders who are interested in bidding can download tender documents from http://eproc.rajasthan.gov.in b. Bidders who wish to participate in this tender will have to register on http://eproc.rajasthan.gov.in and In order to submit the bids online through eprocurement system, bidders are required to procure Digital Signature Page 5 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Certificate of type 3 with encryption / decryption facility as per Information Technology act-2000 using which they can sign their electronic bids. Bidders can procure the same from any of the following eight CCA approved certifying agencies: (i) Safescrypt (ii) NIC (iii) IDRBT (iv) TCS (v) MtnITrustline (vi) iCertCA (vii) GNFC (viii) e-MudhraCA Bidders who already have a valid required Digital Certificate need not procure a new Digital Certificate. c. Bidder shall submit their offer only in Electronic format on above mentioned web site up to 15:00 hours on 30.11.2009 after Digitally Signing the same. Offers, which are not digitally signed, will not be accepted. No offer in physical form will be accepted and any such offer if received by the RajCOMP will be out rightly rejected. d. Bids will be opened online as per time schedule mentioned above. e. Before submission of online bids, bidders must ensure that scanned copy of all the necessary documents have been attached with bid. f. The department will not be responsible for delay in online submission due to any season. g. All the information required for bid must be filled and submitted online. h. This tender notice can also be seen on the DIPR web site www.dipronline.org & www.rajasthan.gov.in, Departmental web site www.rajcomp.net, eprocurement portal (eproc.rajasthan.gov.in). i. Other details can be seen in the bidding documents. j. Before electronically submitting the tenders, it should be ensured that all the tender papers including conditions of contract are digitally signed by the tenderer and uploaded. Mandatory Conditions

1. Tenders will not be accepted without earnest money (Cottage and SSI units registered with Director of Industries, Rajasthan, Jaipur are required to submit Earnest Money @0.5% of the estimated tender value). Tenders received after the prescribed time and date will not be accepted & considered. 2. The Tender comprises of two Bid systems i.e. Technical Bid and Financial Bid. The tenderer has to submit the EMD and tender fees physically in RajCOMP before opening of online technical bids. Failing which their bid would be liable for rejection. Bids must be submitted in accordance of bidding process defined in ensuing chapters. 3. Tenders not submitted in prescribed form will be rejected. 4. The tendering authority is Managing Director, RajCOMP, Ist Floor, Yojna Bhawan, Tilak Marg, Jaipur (Rajasthan). Page 6 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

5. Tendering authority is not bound to accept the lowest tender and may reject any tender or any part of the tender without assigning any reason thereof. 6. The Tenderers will have to submit invariably Service Tax registration number and “IT Registration no.” from the Commercial Taxes Officer concerned without which the tenders will not be considered (Exemption certificate if any is to be enclosed). 7. Online tender received after the prescribed time & date shall be rejected. 8. Only those firms/bidders and their representatives are allowed to attend the prebid meeting who has deposited the tender fee prior to the pre-bid meeting. Queries of only those prospective bidders will be entertained who has submitted the tender fee before pre-bid meeting.

Date: 28/10/2009

Signatures of the Issuing Authority

Executive Director

Page 7 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 4 PROJECT PROFILE 4.1

Govt. of Rajasthan is having Chief Minister’s Office situated in Jaipur that is facing new challenges getting the required information on time after processing. Various methods are being used by the department to keep this information upto date for fast decision-making. However, these methods are less efficient. As an alternative Government of Rajasthan has initiated efforts to prepare a web enabled system for efficient monitoring and control.

4.2

This web-enabled system would primarily be utilized for monitoring of various activities / projects being carried out by various departments and sharing of information among the various Govt. Departments and CMO.

The major benefits expected are :

4.3

•

Compiling, approving and distributing agendas

•

Difficulty controlling access to and distribution of sensitive records

•

Save time and labor

•

Retrieve records instantly with Intelligent Search capabilities

•

Streamline management processes

•

Structured work environment

•

Automation and integration of workflow.

•

Efficient and transparent administration

•

Effective internal information exchange.

•

Building a knowledge base, enabling a robust decision support system.

•

A Structured and collaborative work environment in govt. departments.

•

Better communication & coordination.

•

Support effective policy making and its implementation.

•

Roles and right bases access.

•

Faster information collection and compilation.

Stakeholders a. b. c. d.

Page 8 of 53

Chief Minister’s Office, Govt. of Rajasthan, Jaipur Chief Minister’s residence, Govt. of Rajasthan, Jaipur DoIT & C, RajCOMP, Jaipur Government Departments. Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 5 SCOPE OF WORK 5.1.

Scope of Work

The scope of work for this tender is as given below: 5.1.1 RajCOMP intends to take the services of Total solution Provider (TSP) for the development of web enabled application software to automize the various processes of CMO covering system study, design, development, testing and implementation of web enabled application software. The TSP would also be required to provide FMS services for application software for one year (extendable for 3 years). 5.1.2 Bidders are required to conduct system study at Governor’s Office also in order to customize and implement the Appointment Management System module at Governor’s office. 5.1.3 TSP would be required to suggest process re-engineering issues if any required for implementation of the web enabled system. 5.1.4 The broad scope of the project is as below: Task No.

Task Description

1

System

study,

design,

development

and

Deployment

of

application software (Application will be deployed at CM Office/ State Data Center, DoIT & C, GOR) 2

Comprehensive Training for application software

3

Data conversion of the existing data available to the new system

4

Facility

Management

services

-

One

year

maintenance

(extendable for 3 years) support for web based application software after successful deployment of the application 5.1.5 System Study of application software: The bidder shall accomplish the following tasks as a part of requirement study for web enabled application development of CMO, Jaipur. •

Requirements Study o

Page 9 of 53

System

study

of

the

functional

aspects

of

the

existing

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

departmental processes of the application required to be developed. •

Gaps and requirements gathering Gap analysis should be done incorporating o

Study of existing systems of the CMO, Jaipur.

o

Subsequently the Gap Analysis Report for the same should be prepared based on the gaps found and the requirements gathered and submitted to CMO, Jaipur for necessary approval.

•

Business Process Re-Engineering: The bidder shall suggest necessary fine-tuning of the said processes in concurrence with the CMO so as to enable adoption and smooth implementation of the proposed solution.

After going through the

existing SRS, The Bidder shall submit its observations on the existing System & Procedures and recommendations on business process re-engineering. •

Preparation of Final SRS Preparation of Final SRS incorporating the approved changes as per the System Study, Gap Analysis Document and Business ReEngineering Document.

5.1.6 System Design of application software: Following activities will have to be performed by the bidder as part of System Design, Development & Testing with respect to solution Applications: •

Designing of the system including o

Preparation of systems flow-charts, depicting boundaries of each system and inter-system linkages.

o

Designing of input screens.

o

Designing of output report forms and reporting procedures including reporting levels, frequency of reporting.

o

Designing of screen formats and menus for queries.

o

Designing of database structures.

o

Design of security levels.

o

System for ‘scalability’ of the application software for each of its activities/operations.

Page 10 of 53

o

Backup and restore facility for all transactions.

o

Website design

o

Database archival & retrieval technique Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

o

Integration with existing web enabled system. (The existing web enabled system has been developed using ASP & ASP.net as front end and Ms Access & SQL Server 2000 as backend. These applications are also required to be integrated with in the application to be developed)

•

Bidder shall be required to submit the System Design Document

prepared on the basis of SRS. 5.1.7 Development & Deployment of Web enabled Application Software: o

Deployment

shall

comprehensive

include

training,

implementation,

customization,

operationalisation,

testing

in

the

CMO

departments. o

Testing of the developed software and website on basis of Test Cases

o

The bidder should design, develop and conceptualize portal to enable citizen,

business

associates,

Government

employees

and

other

stakeholders for interactions with the CM office. o

Implementation & User Acceptance Testing: Following activities will have to be performed by the bidder as part of Implementation & User Acceptance Testing: o

Implementation and rollout of the developed / customized solution at the CMO.

o

Creation of database/ inclusion in the existing database.

o

User Acceptance Testing by the client & the subsequent application acceptance Sign Off

o

Incorporation of changes, if any, in application Software.

o

Suggesting the business continuity, disaster recovery and IT security plans to ensure continuity of business and fast recovery in case of a disaster.

5.1.8 Documentation: Following activities will have to be performed by the bidder as part of Documentation: o

Preparation of user manuals for the applications, preparation of the installation manual & System manual for the developer.

o

Defining overall training requirements and preparation of the training plan in consultation with the user department and RajCOMP.

Page 11 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

o

The documentation will be provided in 2 copies to CMO, Jaipur and RajCOMP in print out and electronic medium.

5.1.9 Comprehensive Training for Application Software o

Bidder is required to provide training manuals for all the modules and applications. The manuals should be updated as and when features / functionalities in the system changes.

o

Based

on

the

skills

of

the

users,

the

bidder

has

to

provide

comprehensive training and recommend approach for the same. o

Bidder is required to provide application software training to end-user (officials of CM office and various Departments (tentatively 200 officers/

officials).

The

training

would

be

organized

at

the

Government premises at Jaipur. 5.1.10 Data conversion: o

Bidder is required to port the data available in the existing system into new system to be developed by the bidder. The successful bidder(s) will have to ensure that the entire work of data conversion is done at the CM office only and that no document(s) is / information is taken out of the Office at any time.

5.1.11 Bidder is required to provide an interface / connectivity with existing eSanchar application. 5.1.12 Providing Facility Management Services for Application Software for a period of one year after successful deployment of application: The following activities will have to be undertaken by the Bidder: o

Database Administration Support

o

User maintenance and authorizations

o

Back-up Management

o

Debugging, modification, tuning, monitoring and updation in the application software as and when required by the department for smooth functioning of application.

o

Proper functioning of the application software

o

Changes / Version Control

o

Logging and resolution of first level of problem & Bug fixing.

o

Supervision and training of personnel of user department on new features added to solution.

Page 12 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

o

Proper Complaint Handling System. The Bidder should establish a help desk support to provide technical support to the users of the application. Applications required to be developed :

Invitation & Phone Calls Management System: • • • • •

Citizen/ Ministers/ MLA / MP/ officers etc. invite Hon’ble Chief Minister on different occasions. The software should capture the details of the Phone calls received for Hon'ble Chief Minister and their follow-up. The software should be able to capture the details of organizer with occasion, chief guest, program details and persons going with Hon’ble CM etc. If the occasion is outside of Jaipur city then said software should be linked with Tour Program Management System which can be identified by the TSP during detailed system study. The system should be having various types of reports generation facility like regret letter, program fixing letter, telegram message etc and other summary and detail type of reports.

Quotes of the politicians:

• •

• •

Various MLA/MP/ Ministers are visiting in different constituencies. They are giving some speech/ comments or giving some statements at that place, which is publicized in news papers. The software should be able to store, maintain and monitor of all these statements/ comments and speeches of newspapers as attachments etc, details of the software can be identified by the TSP during the detailed system study. The software should also be having the search facility by VIP, News paper etc. The system should be linked with News paper cutting monitoring system.

CM Directions:

• • •

Sometimes Hon’ble Chief Minister issues some directions on file or verbally for taking action in the matter. The software should be capable of handling of all the directions issued by the Hon’ble Chief Minister. This system should be linked with Barcode enabled File Tracking System.

Representation received:

Page 13 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

• • •

Sometimes some representatives of any union/ organization/ citizens etc. are meeting with Hon’ble Chief Minister and giving their representation related to their problem. The software should be capable of handling of all the representations received. This system should be linked with CM directions module and PUC (Paper under consideration/ Letter monitoring system).

Transfer/Proposal Monitoring System:

• • •

Sometimes some peoples are sending there desires to the CM office related to the transfer posting. The system should be able to handle all these type of applications and processing on these applications. This system should be linked with Letter monitoring system.(Any more information required may be identified by the TSP during the detailed system study.)

Appointment & Visitor Management System: • • • • •

Various peoples / VIP’s/ VVIP’s are visiting to the CMO for their work. The system should be able to capture the details of visitor. Online request for appointment for groups or individual for one or more days. Appointment approval and rejection. SMS and Email notification about appointment approval and rejection. (SMS gateway will be provided by RajCOMP) Printing of today’s appointments.

Meeting Management System: •

• • •

This system should be able to schedule and keep track of meetings in CMO. This software should be able to organize meetings, inform attendees and to track post meeting Action points till closure. Meeting rooms and resources can be scheduled. SMS and Email notification about meeting details. A meeting may have one or more agenda related with one or more departments. The system should be able to generate various reports like meeting notices, minutes of meeting etc.

Application should be developed using Client Server Technology in Visual Basic Invitation & Phone Calls Management System

Application should be developed using Client Server Technology using ASP.net and SQL Server Quotes of the politicians CM Directions Representation received Transfer/Proposal Monitoring System Appointment & Visitor Management System

Page 14 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Meeting Management System

Development & Implementation of User Manager and Single sign-on facility:

• • • • •

Page 15 of 53

A user authentication system should be in the software. The complete system should be handled with single sign-on facility. This software must be having the facility to create different levels, users of different levels, roles and responsibility to different users and levels. It should be made generalized, so that it could be implemented with little/no customization with any other web enabled application. It should be integrated with existing web enabled modules of CMIS and other applications which are being developed and which are to be developed.

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 6 DELIVERABLES The Project deliverables will be as under: 1.

Bidders are required to submit the following documents in two hard copies and soft copies on the DVDs to CM office and RajCOMP. •

Project plan & Schedule

•

Submission of final SRS along with the Gap analysis Document and Process reengineering document if any

•

System Design Document for application software a.

Preparation of systems flow-charts, depicting boundaries of each system and inter-system linkage.

b.

Designing of input screens.

c.

Designing of reporting formats & procedures including reporting levels, frequency of reporting.

d.

Designing of screen formats and menus for queries.

e.

Designing of database structures

f.

Designing of security levels.

g.

System for ‘scalability’ of the application software for each of its activities/ operations.

h.

Backup and restore facility for all transactions.

•

Prototype of application software

•

UAT Report along with test cases

•

Security and backup plans

•

Validation and verification reports should be signed by the competent authority of CM Office.

2.

Development and deployment of application software: •

Application Software with source code and executable, in two sets of CD/DVD along with source code.

•

Two sets of copies of the following items are to be submitted to the CM office / RajCOMP after development and implementation of the modules along with its soft copies on the latest media available at that time.

Page 16 of 53

a.

Installation manual.

b.

User manual of the application software.

c.

Technical Manual of the application for the developer. Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

3.

Comprehensive Training for Application Software: The TSP should provide the following as part of training program. a. Training Plan. b. Training Material of application software & video training kit. c. Installation manual d. User Manual of the Application Software. e. User Acceptance of the Operational Training (Format at annexure ‘D’)

4.

Data conversion a.

Data conversion verification report duly signed by the official of CMO

5.

Providing Facility Management Services for Software’s for a period of one year (extendable for 3 years) from the date of acceptance of deployment by the User department. a.

Help desk- The firm has to establish their office in Jaipur for the above FMS period.

b.

Software upgrades/ enhancements as per the users need along with the source code (changes/ version control)

c.

Following reports are to be provided for all the activities in FMS Phase: i.

Weekly status reports for all activities / services defined in scope FMS.

ii.

Monthly SLA attainment reports.

iii.

Monthly reports on implementation of software.

iv.

Report within 24 hours on the security breach in the complete system as and when detected and action taken by TSP for its removal

v.

Monthly report on number of requests referred to help desk and resolution status.

vi.

Root cause analysis report for all SLA and critical services failure and any other major problems.

vii.

Change request reports.

viii.

Revised documents once in a year

ix. Page 17 of 53

1.

Installation Manual

2.

User Manual of the system

3.

Training Material of application software

4.

Technical manual of the software developed.

Training report to officers/ officials of user departments. Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 7 TIME SCHEDULE Sr.

Activity

Time Schedule

No. Phase I: 1.

Project Plan and schedule

Within 15 days from the date of work order

2.

Submission of Final SRS based on

Within 30 days from the date of work

of System study of RajCOMP, Gap

order.

analysis document and process Reengineering document. 3. 4. 5.

Design document for application

Within 15 days from the date of acceptance

software

of Final SRS by CMO.

Presentation of the prototype of

Within 30 days from the acceptance of the

the application software

design document.

Development & Deployment of the

Within 80 days from the date of acceptance

beta

of prototype.

version

of

Application

Software 6.

Delivery and deployment of final

Within 15 days of successful testing of beta

application software at CMO or

version by the user department.

SDC. 7.

Comprehensive

Training

for

application software

Minimum 15 days of application software operation

training

to

personal

of

user

department, which should be done within four weeks of supply and installation of software. 8.

Conversion of data from existing

Within

10

system to new system.

comprehensive

days training

after for

successful application

software. Maximum available time period:

Page 18 of 53

195 days.

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

FMS after successful deployment:

Sr.

Activity

Time Schedule

No. Phase II: 9.

Modification / Enhancement in the

Within a weeks time after receipt from the

application software

user.

10. Day

to

day

management

operations of

and

Same day

application

software as per the scope of work 11. Maintenance / Enhancement of the software as per requirement and submission of quarterly report

Once in every quarter for entire duration of Task III. For the quarter ending

of changes made in the software.

Report to be submitted

1st April to 30th June

By 7th July

1st July to 30 September

By 7th Oct.

1st

By 7th Jan.

October

to

31

December 1st January to 31 March 12. Revised user and technical manual according to the change request. 13. Submission of monthly/ quarterly reports as per scope. 14. Comprehensive Training

By 7th April.

Once in a year for entire duration of task IIIrd. Reports are to be submitted within time limits for entire duration of task IIIrd. Training

to

department

the

personnel

according

to

of

user

the

user

requirements.

Page 19 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 8 TERMS OF PAYMENT 8.1

The payment to the Firm shall be made by the purchaser only after successful completion of work to the entire satisfaction of the purchaser and user department. The purchaser may consider making payments, which shall be subject to the following conditions on various tasks as under:

S.No

Task description

Amount

payable

(in % of col. 2) 1

2

3

Task I 1.

Installation, customization and acceptance by user department

70

(UAT) and supply of deliverables ( e.g. Application software with source code in two sets of CD ROMs , User Manual, Configuration document,

Technical

Architecture

Document,

Application

flow

document, Training Manual, UAT Report along with test cases) 2.

After 3 months on successful running.

15

3.

After the end of support period for the software (on Successful

15

Completion,

functionality

&

utilization

certificate

by

the

user

department). Task II 1.

After successful completion operational training on the application

100

software Task III 1.

After successful conversion of existing data to new system

100

Equal installment payable on quarterly basis after receipt of

100

Task IV 1.

satisfactory report from the user department.

8.2

No Advance payment shall be made.

8.3

All remittance charges will be borne by the tenderer.

8.4

In case of disputed items 10% to 25% of the amount shall be withheld and will be paid only after settlement of the dispute.

8.5

Bills for payment should be submitted in the name of the Department A/c the Managing Director, RajCOMP, Jaipur in triplicate along with all necessary documents and certificates.

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Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 9 ELIGIBILITY CRITERIA The bidder firm should meet the following eligibility criteria:

9.1 The bidder should submit the relevant registration certificate, if applicable. 9.2 The bidder should be established, reputed and reliable firm in Web based application

development. The bidder must have annually minimum average turnover Rs. 50.00 lacs during last three financial years. The firm must be a profit making firm/company. Attested & audited copy of the bidder’s annual report has to be attached along with the bid. 9.3 The firm/company is required to open their office at Jaipur for the complete FMS period. 9.4 The bidder should be established, reputed and reliable firm/company in this field.

Firm/company should have completed minimum two projects for Government / PSU’s/ International Level projects(duly certified by STPI)/ firms with similar work experience of successful development/customization and implementation of web enabled large IT based information processing and management system and solution where the cost of each order value should be minimum of Rs. 15.00 lacs. 9.5 The bidder should attach copies of the work orders / contracts clearly having mentioned work details, nodal officer name of that department for this work with the designation and contact number and work completion certificates indicating total value of work which should indicate the deliverables and the scope of work for the projects.

9.6 The bidder must have proper communication as and when required with the RajCOMP to ensure completion of the project in due time period.

9.7 The consortium/ collaboration / partnership / joint venture of companies is not allowed to meet the eligibility. In case of share purchase or merger of management, certificate from Registrar of Companies has to submit.

Page 21 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

9.8 The bidder has to setup office for the execution and completion of the project and local support during the project.

9.9 The software developing agency shall ensure that intellectual property right (IPR) for customization of the software will be that of RajCOMP.

9.10 The bidder must be a reputed IT firm/company possessing ISO 9001:2001 or latest certification or SEI-CMM level – 3 certification, before the issuing tender date (28th October 2009). The copy of the same should be enclosed.

9.11 The bidder should not be blacklisted by any State or Central Government Department in India.

Page 22 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 10 EARNEST MONEY DEPOSIT 10.1

The bidder shall deposit the tender fees and Earnest Money (EMD) to RajCOMP office before online submission date and time of the tender document. The reference details of the tender fee and EMD should be made in the online tender document.

10.2 The EMD shall be in Indian Rupees and shall be a Bankers Cheque or Demand Draft payable to Managing Director, RajCOMP payable at Jaipur. The instrument should be issued by a Bank having at least one branch at Jaipur. Such negotiable instrument should be valid for a period of Six months (180 days) from the last date of bid submission. 10.3 Earnest Money of unsuccessful bidders will be returned within 60 days after the expiration of the period of bid validity prescribed in the bid document. 10.4 Earnest Money of the successful bidder may be released once the bidder signs the agreement and furnishes the performance guarantee. 10.5 The earnest money/ Security deposit lying with the department/ office in respect of other tender awaiting approval or rejected or on account of contracts

being

completed

will

not

be

adjusted

towards

earnest

money/security money for the fresh tenders. The earnest money may however, be taken into consideration in case tenders are re-invited.

10.6 Forfeiture of earnest money The Earnest Money will be forfeited on account of one or more of the following reasons: a) The Bidder withdraws or modifies the offer after opening of tender but before acceptance of tender. b) When tenderer does not execute the agreement if any, prescribed within the specified time. c) When the tenderer does not deposit the security money after the supply order is given. d) When he fails to commence the supply of the items as per supply order within the time prescribed.

Page 23 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 11 BIDDING PROCESS 11.1

This is online bidding & documents have to be digitally signed.

11.2

The bidding comprises of two-bid system. The Technical Bid and the Financial Bid.

11.3 The bidder shall deposit the tender fees and Earnest Money (EMD) to RajCOMP office before online submission date and time of the tender document. The reference details of the tender fee and EMD should be made in the online tender document. 11.4

The online submitted bids through eproc.rajasthan.gov.in shall be opened online as per the date and time in the NIT.

11.5

The Financial bid of only the technically short listed bidders would be opened. The dates for the same would be intimated separately.

11.6

Prices must not be indicated in the technical bid and must be quoted in the financial bid only.

11.7

Financial bid should only indicate prices without any conditions or qualifications whatsoever and should include all taxes service taxes, duties, fee, levies, and other charges levied by central and state Government/ Government Bodies, as may be applicable in relation to activities proposed to be carried out. If there would be any increase in the taxes, levies, duties, fee and other charges during tenure of the contract the financial burden of the same shall be borne by the bidder.

11.8

Bidder should express the price of their services in Indian currency only.

11.9

The rate quoted by the firm must be inclusive of all taxes.

11.10 Pre-bid meeting 11.10.1

The purpose of the meeting will be to clarify issues and to answer questions on any matter that may be raised at that stage.

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Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

11.10.2

The bidder or its official representative are invited to attend a pre-bid meeting which will take place at RajCOMP office, Yojana Bhawan, Tilak Marg, Jaipur on date and time mentioned in chapter 3.

11.10.3

The bidder shall submit any question/seek clarifications in writing / e-mail to reach the office of RajCOMP upto pre bid meeting.

11.10.4

Any modifications in the bidding documents which may become necessary as a result of the pre-bid meeting shall be made available by RajCOMP exclusively through the issue of an addendum on the website.

Page 25 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 12 DISQUALIFICATION 12.1

RajCOMP may in its sole discretion and at any time during the processing of Tender, disqualify any bidder from the Tendering process if the bidder has – •

Submitted online bids after the prescribed date and time of submission of bids.

•

Firms not meeting eligibility criteria.

•

Made misleading or false representations in the forms, statements and attachments submitted in proof of the eligibility requirements.

•

If found to have a record of poor performance such as abandoning works, not properly completing the contract, inordinately delaying completion, being involved in litigation or financial failures, etc.

•

Online bid document not accompanied by required documentation and non submission of Earnest Money Deposit (EMD), tender fee.

•

Failed to provide clarifications related thereto, when sought.

•

Submitted more than one bid. This will cause disqualification of all bids submitted by such applicants.

•

Reproduced and re-processed formats or tenderer own formats for the price quotations will disqualify the tender.

12.2

A Bid not valid for at least 180 days shall be considered as non-responsive and would be disqualified.

Page 26 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 13 BID EVALUATION PROCESS 13.1

Opening of Technical Bids

The

bids

shall

be

opened

online

through

e-procurement

portal

(eproc.rajasthan.gov.in) 13.2

Preliminary Examination of Technical Bids

The Tendering Authority will examine the technical bids to determine whether they are complete, whether the documents have been digitally signed, whether the required EMD has been physically submitted to RajCOMP. Any bids found to be nonresponsive for any reason or not meeting the minimum levels of the performance or other criteria specified in the bidding documents will be rejected by the Tendering Authority and not included for further consideration. 13.3

Evaluation of Technical Bids

The Tendering Authority will carry out a detailed evaluation of the bids in order to determine whether the bidders are qualified and whether the technical aspects are substantially responsive to the requirements set forth in the bidding documents. In order to reach such a determination, the Tendering Authority will examine the information online submitted by the Bidders and other requirements in the bidding documents, taking into account the criterion mentioned in Chapter 9. The Tendering authority may take presentation or visit sites of the installation in order to examine the technical competence of the bidder. 13.4

Clarification of Technical Bids and Contacting the Tendering Authority

The Tendering Authority may conduct clarification meetings with each or any Bidder to discuss any matters, technical or otherwise. The bidder may be required to make presentations on his methodology for carrying out the tasks. If considered necessary the Tendering Authority may like to visit projects being handled by the bidder.

Page 27 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Any effort by the bidder to influence the Tendering Authority in the Tendering Authority’s evaluation of technical Bids, bid comparison or the Tendering Authority’s decisions on acceptance or rejection of bids may result in rejection of the bidder’s bid. 13.5

Invitation to Attend Opening of Financial Bids

At the end of the evaluation of the Technical Bids, Tendering Authority will invite technically qualified bidders i.e. who have submitted substantially responsive Technical Bids and who have been determined as meeting the eligibility criteria as mentioned in Chapter 9, to attend the bid opening of the Financial Bids. Bidders shall be given reasonable notice of the Financial Bid opening. 13.6

If the bid of the successful bidder is substantially below the tendering

authority’s estimate for the contract, the tendering authority may require the bidder to produce detailed price breakup to demonstrate the internal consistency and justification/ reasonability of those prices. After evaluation of the price analysis, the tendering authority may require that the amount of the performance security be increased at the expense of the successful bidder to a level sufficient to protect the tendering authority against financial loss in the event of default of the successful bidder under the contract.

Page 28 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 14 BID SUBMISSION & VALIDITY 14.1 Bid Submission The bid shall be submitted online through eproc.rajasthan.gov.in. The last date for submission of bid is as mentioned in the NIT.

Validity of Bids Bids shall remain valid for 180 days from the last date of bid submission excluding the date of submission of the bid. A Bid valid for a shorter period shall be rejected as non-responsive. In exceptional circumstances, RajCOMP may solicit Bidder’s consent to an extension of the period of validity.

The request and the responses thereto shall be made in

writing. The EMD shall also be suitably extended. A Bidder granting the request is not required nor permitted to modify the Bid.

Page 29 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 15 PERFORMANCE SECURITY & LIQUIDATED DAMAGES 15.1

Firm shall carry out the services in conformity with generally accepted professional and technically accepted norms relevant to such assignments that are required for the project and which are to the entire satisfaction of the Purchaser.

15.2

In the event of any deficiency in services, the firm shall promptly take necessary action to resolve it, at no additional fees to the Purchaser.

15.3

Successful bidder will have to execute an agreement on a Non-Judicial Stamp of appropriate value within a period of 15 days from the date of order.

15.4

The earnest money deposited at the time of tender may be adjusted towards security amount or alternatively the bidder, taking the EMD back, may deposit a fresh performance security. The Security amount shall in no case be less then earnest money.

15.5

Successful bidder shall deposit the security/performance guarantee money as follows: o

Equal to 5% of the total cost.

o

The security / performance guarantee money shall be retained by RajCOMP during complete support period of the project i.e. till its final completion.

The form of security money shall be as below:i

Cash/ Bank Draft/ Bankers Cheque in favor of Managing Director, RajCOMP.

ii

Post-office Saving Bank Pass Book duly pledged.

iii

National Savings Certificate, Defense Savings Certificates. Kisan Vikas Patras or any other script/instrument under National Saving Scheme for promotion of small savings, if the same can be pledged in favour of Managing Director, RajCOMP. These certificates shall be accepted at surrender value.

15.6

No interest will be paid by the purchaser on the EMD & performance security deposit.

15.7

Failure of the firm to comply with the requirements shall constitute sufficient grounds for the annulment of the award and forfeiture of the Performance Security.

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Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

15.8

Liquidated Damages 15.8.1

In case of extension in the delivery period/ completion with liquidated damages the penalty/ recovery shall be made on the basis of following percentage of value work completion, which the bidder has failed to complete the work as per the time schedule prescribed in chapter 7:

No

Condition

LD %

a.

Delay up to one fourth period of the prescribed delivery period /

2.5 %

completion of work as per chapter 5. b.

Delay exceeding one fourth but not exceeding half of the prescribed

5.0 %

period / completion of work as per chapter 5. c.

Delay exceeding half but not exceeding three fourth of the prescribed

7.5 %

period / completion of work as per chapter 5. d.

Delay exceeding three fourth of the prescribed period / completion of

10.0 %

work as per chapter 5.

15.9

TSP would be required to deploy the application software in CMO as per the time schedule mentioned in chapter 7. In case of delay in implementation the L.D. Charges as mentioned above shall be applicable. For the purpose of payment towards upgradation, maintenace and support during Stage 1 and Stage II, the leverage hours shall be calculated proportionately on quarterly basis. The overall services should maintain a minimum of uptime of 99% or more. The table below shows the calculation for the hours of down time in hours: S.No.

Uptime

% of maintenance & upgradation charges

1

99% or more

100%

2

>=98% to <99%

90%

3

>=97% to <98%

80%

4

>=96% to <97%

70%

5

>=95% to <96%

60%

6

>=94% to <95%

50%

7

Less than 90%

NIL

Note: the % and time is for the related component only. 15.10 Forfeiture of Performance Security 15.10.1

Forfeiture of Security Deposit: Security amount in full or part

may be forfeited in the following cases: Page 31 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

a

When the terms and conditions of contract is breached.

b

When contract is being terminated due to non-performance of the firm.

c

Notice of reasonable time will be given in case of forfeiture of security deposit. The decision of the Purchase Officer in this regard shall be final.

d

When it was found that the retrieval from captured data is not possible.

15.10.2

Failure of the successful bidder to comply with the requirement of the contract shall constitute sufficient grounds for the annulment of the award and forfeiture of the bid security as per the GF&AR.

15.11 Release of Performance Security 15.11.1

The security / performance guarantee will be returned back after one year of successful completion of the project.

.

Page 32 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 16 GENERAL TERMS AND CONDITIONS Note: Bidders must read these conditions carefully and comply strictly while sending/submitting their tenders. General conditions: 16.1.1

Sales Tax/Service Tax Registration/IT: No Dealer who is not registered under the Sales Tax Act prevalent in the State where his business is located shall tender. The Sales Tax Registration Number quoted and a service tax clearance certificate from the commercial taxes officer of the circle concerned shall be should be submitted without which the tender is liable to rejection.

16.1.2

The bids should only be submitted online through eproc.rajasthan.gov.in.

16.1.3

Bidder shall quote firm prices against each of the items as detailed in the price bid. No conditional discounts shall be quoted in the bid e.g. discounts based on conditions linked

with

bid/performance

security/guarantees,

advance payments, selection of combination of products or product options, number of personnel etc.

Financial

bids with such conditional discounts would be summarily rejected. 16.1.4

The service tax as per rules would be levied and deducted from the payment to be made to the bidder.

16.1.5

Comparison of Rates:

i. In comparing the rates tendered by firms outside Rajasthan and those in Rajasthan but not entitled to Price Preference under the Rules, the element of Rajasthan Sales Tax shall be excluded whereas that of Central Sales Tax shall be included.

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Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

ii. While comparing the rates in respect of firms within Rajasthan, The element of Rajasthan Sales Tax shall be included 16.1.6

Direct or indirect canvassing on the part of the bidder or his representative will be a disqualification.

16.1.7

Any Change in the constitution of the company/firm, etc. shall be notified forth with by the contractor in writing to the purchase officer and such change shall not relieve any former member of the firm/company, etc., from any liability under the contract.

16.1.8

If any dispute arises out of the contract with regard to the interpretation, meaning and breach of the terms of the contract, the matter shall be referred to by the Parties

to

the

Secretary,

Information

Technology,

Government of Rajasthan who will be the Sole Arbitrator and whose decision shall be final. 16.1.9

Income Tax may be deducted at source as per rules

16.1.10

All legal proceedings, if necessary arises to institute may by any of the parties (RajCOMP or Contractor) shall have to be lodged in courts situated in Jaipur and not elsewhere.

16.1.11

Currency of Payment: Payment shall be made in Indian Rupees only.

16.1.12

Tenderer Right to Accept any bid and to reject any or all bids: The purchaser reserves the right to accept any bid, and to annul the tender process and reject all bids at any time prior to award of contract, without assigning reasons & without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for the Purchasers action.

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Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

16.1.13

Period of Validity: Bids shall remain valid for 180 days after last date of bid submission prescribed by the purchaser which may be extended with mutual consent. A bid valid for a shorter period may be rejected by the purchaser as non-responsive.

16.1.14

a.

Force Majeure:

Notwithstanding the provisions of contract, the bidder shall not be liable for forfeiture of its performance security, or termination for default, if and to the extent that, it’s delay in performance or other failure to perform its obligations under the contract is the result of an event of Force Majeure.

b.

For Purposes of this clause, “Force Majeure “means an event beyond the control of the bidder and not involving the bidder's fault or negligence and not foreseeable. Such events may include but are not restricted to acts of the purchaser either in its sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

c.

If a Force Majeure situation arises, the bidder shall promptly notify the purchaser in writing of such conditions and the cause thereof. Unless otherwise directed by the purchaser in writing the bidder shall continue to perform its obligations under the contract as far as is reasonably practical and shall seek all prevented by the force majeure event.

d.

The purchaser may terminate this contract, by giving a written notice of minimum 30 days to the bidder being unable to perform a material portion of the services for a period of more than 60 days.

16.1.15

Termination for insolvency: The purchaser may at any time terminate the contract by giving written notice to the bidder, without compensation to the bidder, if the bidder becomes bankrupt or otherwise insolvent provided

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Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the purchaser. 16.1.16

Termination for Convenience: The tenderer, may, by written notice sent to the bidder, terminate the contract, in whole or in part at any time for its convenience. The notice of termination shall specify that termination be for the

Tenderer's

convenience,

the

extent

to

which

performance of work under the Contract is terminated and the date upon which such termination becomes effective. 16.1.17

Subcontracting / Sublet: The subletting of work is not allowed.

16.1.18

The

successful

bidder

would

be

required

sign

the

agreement in the prescribed format on Non Judicial Stamp

of

Rs.

100/-

and

furnish

the

performance

guarantee. The bidder shall pay the expenses of stamp duty for execution of agreement. 16.1.19

If a bidder imposes conditions, which is in addition to or in conflict with the conditions mentioned herein, his tender is liable to summary rejection. In any case none of such conditions will be deemed to have been accepted unless specifically mentioned in the letter of acceptance of tender issued by the Purchase Officer.

16.1.20

The Purchase Officer/Tendering Authority reserves the right to accept any tender not necessarily the lowest, reject any tender without assigning any reasons and accept tender for all or anyone or more of the articles for which bidder has been given.

16.1.21

Any

online

bid

submitted

after

the

deadline

for

submission of bids will be treated as per provisions of the GF&AR. Page 36 of 53

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Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

16.1.22

Software Acceptance: The application software would only be accepted with source code in two sets of CD/DVD ROMs, User Manual (hard copy also), Configuration document, Application flow document, Training Manual (hard copy also), UAT Report.

16.1.23 a.

Rejection: Application software not approved during inspection or testing shall be rejected and will have to be replaced by the bidder at his own cost within the time fixed by the purchase officer.

b.

The rejected application software and documents shall be removed by the bidder within 3 days of intimation of rejection,

after

which

purchase

officer

shall

not

be

responsible for any loss, shortage or damage and shall have the right to dispose of such articles as he thinks fit, at the bidder’s risk and on his account. c.

If, however, due to exigencies of Government work, such replacement either in whole or in part, is not considered feasible, the Purchase Officer after giving an opportunity to the bidder of being heard shall for reasons to be recorded, deduct a suitable amount from the approved rates.

The

deduction so made shall be final. 16.1.24

The bidder has to provide integral solution to cater the whole requirement of the user department in the terms of the application software.

16.1.25

Price to be quoted must be inclusive of all taxes.

16.1.26

Bidder must have RST/CST-TIN number or should be registered for Service Tax.

16.1.27

The firm/company should deploy at least two professionally qualified supervisors who should check the software before the same is handed over for final checking to the user department.

16.1.28

RajCOMP will be free to use the software at any number of offices.

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Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

16.1.29

The software should support Unicode based bi-lingual facility. It is expected to be in the Hindi and English language.

16.1.30

The software developing agency shall ensure that intellectual property right (IPR) for customization of the software will be that of RajCOMP.

16.1.31

Exit Clause: If firm is unable to complete the work or unable to get the UAT from the CM Office, No payment will be made to the firm.

16.1.32

Bidder has to get digital certificate from any certifying agency to submit their online bid.

16.1.33

The digital certificate so obtained by the bidder should be of type III having encryption / decryption facility.

16.1.34

The bidders would be required to make a presentation of their credentials and proposal before a committee of officers constituted by the RajCOMP. The exact date, time venue of the presentation will be intimated separately. The bidder would be assessed broadly on the following criteria:” •

Credentials of the organization and constitution

•

Core business and experience

•

Technical and managerial capability of the firm.

•

Performance record of the last three years.

•

Methodology and proposed operational plan

•

Past experience of executing similar projects

•

Certificates of satisfactory completion from at least two customers with order value cost, scope of work, time line, terms & conditions and execution etc.

Page 38 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 17 TENDER FORM I.

Addressed to : a.

Name of the

Managing Director, RajCOMP

tendering authority b.

C-Block, Ist Floor, Yojana Bhawan, Tilak

Address

Marg, Jaipur (Rajasthan) – 302005 c.

II.

Telephone

2229394, 2228701

TeleFax

141-2228701

NIT Reference: 1.

Name of bidder

2.

Name of Contact Person Mobile Number

3.

Registered Office Address

4.

Year of Establishment

5.

Type of Firm

Public Private Partner Prop. Other Ltd.

Ltd.

ship

Put Tick( √ ) mark 6.

Telephone Number(s)

7.

Email Address

8.

WebSite

9.

Fax No.

11.

Area

of

Specialization in

the Field of IT 12.

Whether firm

IT or

consultancy software

development firm or other.

IV

The Tender fee has been deposited vide DD/cash receipt no. _______ Dated ___________.

V.

The rates quoted are valid up to _________. (Subject to a minimum of 180 days from the last date of bid submission). The validity can be extended with mutual agreement.

Page 39 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

VI.

Details of major software developed and implemented: Sno

Name

of

No. of implementation (pl. enclose list of the client

Software

separately where the software has been implemented.) Govt. Sector

Public Sector

Private Sector

1. 2. VII. Following documents are attached towards the proof of earnest money deposited. Sno.

Earnest

Money

Deposited

Number

Dated

through

VIII.

1.

Cash

2.

Demand Draft

3.

Banker’s Cheque (Local only)

The rates for the services as mentioned in the Financial Bid have been enclosed separately.

IX.

We agree to abide by all the conditions mentioned in this Tender Document issued by the Tendering Authority and also the further conditions of the said Tender Notice given in the attached sheets (all the pages of which have been signed by us in token of acceptance of the terms mentioned therein).

X.

Reproduced / re-word-processed formats or tenderer’s own formats for the price quotations will disqualify the tender. However, the tender document downloaded from website would be valid for the purpose.

XI.

Tax Clearance Certificates: Sno.

Type

of

Tax 1.

RST-TIN

2.

CST

3.

Service

Whether

tax

clearance

Certificate Number

certificate enclosed (Yes/No)

Tax

Page 40 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

XII. The details of place of work is given below: Sr.No.

Particulars

Description

1.

Place of work

CMO, Jaipur

2.

Technical specifications

3.

Deliverables

4.

Time Schedule

5.

Terms of Payment

Note: Remittance charge on payment made shall be borne by the tenderer. 1.

Technical Bid should be digitally signed and submitted online through eproc.rajasthan.gov.in.

2.

Financial Bid of this Tender Document is enclosed in a separate envelope duly signed and sealed.

Dated:

Page 41 of 53

Name of the Tenderer: ____________

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid

Dated: 21.10.09

NIT No. F4.2 (197)/RajCOMP/Tech/09/1893

Chapter 18 Check List S.No. Eligibility

Criteria

for

the

bidder

1.

Firm/Company Registration no.

2.

Annual

turn

over

Revenue

+

averaged)

over

years,

Page

documents

Number

(Operating

Other

2006-07,

Details of relevant

the

Revenue last

2007-08

three and

2008-09

3.

No. of projects being carried out / completed

(please

mention

individual project cost, satisfactory work completion certificate, and copy of the work contract / PO, name of dept. project officer with contact number)

4.

Have you ever been blacklisted by any State or Central Government in India?

5.

Details of nodal officers, Contact number, Dept. Name etc. of Govt. /

PSU’s/

International

Level

projects/ firms with similar work experience for that Job completion certificate is attached.

6.

Technical & Financial bid packed and sealed in separate envelops, duly marked.

7.

The

proposed

structure

project

team

roles

and

with

responsibilities

of

key

top

management and technical staff. Name & Signatures of the Bidder along with Seal Page 42 / 53

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

8.

Proposed

methodology

for

undertaking this assignment.

9.

Any general information that the bidder wish to provide, but is not specially

requested,

should

be

attached separately.

10. ISO 9001:2001 or latest certificate in

the

field

of

software

development.

11. SEI-CMM level 3 certificate. 12. Details of proper service network at Rajasthan with a branch office at Jaipur.

13. The bidder is required to study the existing

system

in

the

Chief

minister’s Office.

14. Details of EMD

Details of Tender Fee

Type : __________

Type : ____

Number : _________

Number : ________

Amount: Rs. ______

Amount: Rs. ______

Page 43 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Chapter 19 TECHNICAL SPECIFICATION General Specifications

Offering

Remarks

the same (y/n)

Task I: System Study, Design, Development & Deployment of web enabled application software The TSP will be responsible for providing technical support for successful running on the application software for the period of one year (extendable for 3 years) from date of its successful installation and deployment as FMS. The SRS document and the design document should cover the details as specified in the scope of work in chapter 5 and the deliverables in chapter 6. The software design should be on standard architecture based and future proofing. The software should follow the SDLC model. The source code of the application software will be the exclusive property of Government of Rajasthan through RajCOMP. The successful bidder has to submit at least two backup copies of software along with the source code, complete system design and documentation. Main features of web enables application software: •

Application should have provision to store barcode for each record.

•

The software should be user friendly.

•

This application should be made generalized, so that it could be utilized for all Govt. departments/ PSU’s, Boards etc. with little/no customization.

•

The system should be able to integrate with the existing web enabled Chief Minister’s Information System and other existing application which are being developed and to be developed. The system should be operated using

Page 44 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

General Specifications

Offering

Remarks

the same (y/n) single sign-on of CMIS. •

Software should be having auto SMS / email and pop up messaging facility.

•

The software can capture and store the PDF files of all correspondence along with their original PUC.

•

The software should be having dashboard for getting the clear cut position of inward/ outward/ pending letters.

•

The software can generate various kind of reports for the purpose of all kind of users i.e. operators, concerned officers and top level functionaries. a. Summary reports b. Detailed reports c. Analytical reports

•

All reports should also be available in Ms Excel, Ms Word and PDF format in addition to HTML view.

•

The

software

should

be

able

to

monitor

complete

processing of the PUC from receiving to till disposal. •

The software should ensure quick response time.

•

The system should be crash proof, fail safe and easy to restore and secure.

•

Proper

documentation

and

comments

at

each

form/Module/ functional level/ variable level. •

Proper error handling routines should be incorporated in the software application.

•

Dynamic and drill down reports writing tool.

•

Maximum level of parameterization to meet the frequent need for changes without disturbing the software.

•

Parameters based reporting is required to be incorporated.

•

User authentication facility.

•

Provision for locking of user screen, auto locking of screen should also be incorporated, when no activity is performed for specified time.

•

The system should ensure that no mandatory activity is

Page 45 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

General Specifications

Offering

Remarks

the same (y/n) skipped. •

Provision for alert / reminder /dashboard facility.

•

Browser independent.

•

Connectivity

/

Interfacing

with

existing

e-sanchar

application.

Task II: Comprehensive training for application software TSP is required to provide application software training to end user for the period of fifteen days. Based on the skills of the users, the bidder has to provide comprehensive training and recommend approach for the same. During the training the TSP is required to provide training manuals for all the modules and application. The manual should be updated as and when features/ functionalities in the system changes. The TSP should provide following to the department in print out and electronic medium in both English and Hindi Language. •

Training plan

•

Installation manual

•

User manual of the application software

•

Training material

•

User acceptance of operational training.

Task III: Data conversion for existing data available to the new system. Task IV: Facility Management Services – One year software maintenance support. •

The following activities will have to be undertaken by the bidder: o

Database and system administration support.

o

User maintenance and authorization.

o

Back up Management

o

Debugging, modification, fine tuning, monitoring and updation in the application software as and when required by the department for smooth functioning of application.

o Page 46 of 53

Proper functioning of application software. Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

General Specifications

Offering

Remarks

the same (y/n) o

Changes/version control

o

Logging and resolution of first level of problem & bug fixing.

o

Supervision and training of personnel of user department on new features added to solution.

o •

Proper complaint handling system.

The bidder has to provide technical support team as required by the bidder at user department.

Page 47 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid

Dated: 21.10.09

NIT No. F4.2 (197)/RajCOMP/Tech/09/1893

Chapter 20 Financial Bid: Web enabled application for Chief Minister’s Office, Jaipur Name of the Firm/company/ Firm: ___________________________________________________ Address of the correspondence: ______________________________________________________ ________________________________________________________________________________ Details of Work: as per chapter 5.

Total Cost (in Rs.) inclusive of all  Sr. 

Work Description 

 in figure  1  1.  2.  3. 

2  Task I: Software development and

in words 

4 

 in figure  5 

in words 

6=3x4 

7 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

deployment Task II: Operational training on application software. Task III: Data conversion for existing data available to the new system. Task IV: FMS- one year software

4. 

Total Cost (in Rs.) 

taxes/ charges etc. 

maintenance support from the date of acceptance of deployment by user department.

Name & Signatures of the Bidder along with Seal Page 48 / 53

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur.

Dated: 21.10.2009

NIT No. F4.2 (197)/RajCOMP/Tech/09/1893

5. 

Connectivity / interface charges with existing

 

 

 

 

 

 

 

e-sanchar application. Man month charges for additional web

6. 

 

application development for 6 months (the rate will not be considered for bid evaluation)

Page 49 of 53

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid

Dated: 21.10.09

NIT No. F4.2 (197)/RajCOMP/Tech/09/1893

Annexure A: Format for installation of application software The installation report for web enabled application software: S. Description Remarks No. 1 Module Name 2

Date of Delivery

3

Date of Installation

4

Period of testing department

5

Updation in the software by TSP

6

User Remarks

7

Signature of TSP employee

8

Verification/ Signature of CMO Nodal officer

by

user

Name & Signatures of the Bidder along with Seal Page 50 / 53

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Annexure C: Format for acceptance of the training by the user After successful completion of the training to the officers/ officials of the CMO, the feedback form of the users is to be filled in the following format: S.No. 1

Description Participant Name

2

Designation of participant

3

Duration of training

4

What do you feel about the faculty?

5

Is the course material provided?

6

What do you feel about the course contents?

7 8

Can you run the software application independently? Is any more training required?

9

Any more comments.

10

Signature of participant

11

Verification/ Signature of CMO Nodal officer

Page 51 of 53

Remarks

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

Annexure D

(ON THE LETTER HEAD OF THE TENDERER) LETTER OF UNDERTAKING / DECLARATION We, M/s …………………………………………………………………………………. hereinafter called as “Tenderer” complete address ……………………………………………………………………………………………………………………………. …………………………………………………………………………………………………………………………………………… …………….. hereby declare in favour of the Managing Director, RajCOMP, Jaipur, Hereinafter called as the “Tendering Authority” and agree to abide by the following:

1.

We have attaching firm/company constitution details.

2.

We have authorization certification(s) as given below (certificates valid till date are enclosed):

3.

We have performance certification(s) as given below (Certificate valid till-date are enclosed)

S.No.

Name of the organization for

Type of work

Amount

Description of work

which the work is carried out. 1. 2. 3. 4.

4.

We have Organization / Service setup as given below:

S.No.

Place (Name and Address)

5.

Infrastructure Setup Computers

Printers

UPS

Data

(with brand

backup

and type)

devices

Others

We have Manpower setup as given below:

S.No.

Place (Name and Address)

Page 52 of 53

Manpower Setup Manager

Supervisor

Programmers

Operators

Others

Name & Signatures of the Bidder along with Seal

Revised RFP for IT Enablement of CM Office, Jaipur after Pre-Bid Request for Proposal for software development for Chief Minister’s Office, Govt. of Rajasthan, Jaipur. NIT No. F4.2 (197)/RajCOMP/Tech/09/1893 Dated: 21.10.2009

6.

FMS service setup details:

S.No.

Name of the

Place (Name and

organization for

Address)

Customer support engineer details Name

which the FMS is

Design

Educational

ation

qualification

Remark

Provided.

7.

Software development/ maintenance setup details:

S.No.

Location

No. of web

Designation (Developer/

Qualification

developers

Sr. Developer/ Designer

details

Remarks

etc.)

8.

The annual turnover of our company/firm of last three years is as given below:

Turn over of the firm (Rs. In Lac.)

9.

We are ensuring that a minimum of 99% uptime, calculated on annual basis is achieved for the

implemented software. 10. 11.

We agree to maintain / support the quoted items after warranty period. In case of additional middleware / third party API, we have proper legal arrangement for its use and support.

12.

We are ensuring that a minimum of 99% accuracy is achieved for the data entry work.

13.

We agree to accept partial order if it is placed.

The above document is executed on __/__/2009 at (place) __________________ and we accept that if anything out of the above information is found wrong, our tender shall be liable for rejection. Name of Person: Complete Address:

Page 53 of 53

Name & Signatures of the Bidder along with Seal