Request for Proposal (RFP) Document for Selection of...

RFP for selection of Implementation Agency for Integrated Raj e-Office Application _before pre bid

of 151

Request for Proposal (RFP) Document for

Selection of Implementation Agency for Design, Development, Testing,

Implementation and Maintenance of Integrated Raj e-Office Application

for Government of Rajasthan to shortlisted bidders

from Stage-1 EoI: F4.2(151)RISL/Tech/2014/1758(4) dated 24 May 2014

Reference No. F4.3 (125)/ RISL/Tech/14/10982 dated: 24.02.2015

Unique Bid No: RISL/15/TSB/1

Mode of Bid Submission Online though e-Procurement/ eTendering system at

http://e-Proc.rajasthan.gov.in

Tendering Authority/ Purchaser Managing Director, RajCOMP Info Services Limited (RISL), First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur-

302005 (Rajasthan)

Date & Time of Pre-bid meeting 04.03.2015 at 11:00AM

Last Date & Time of Submission of Bid 27.03.2015 at 03:00PM

Date & Time of Opening of Techno-commercial Bid

27.03.2015 at 04:00PM

Bidding Document Fee: Rs. 5000 Only (Rupees Five Thousand Only)

Name of the Bidding Company/ Firm:

Contact Person(Authorised Bid Signatory):

Correspondence Address:

Mobile No. Telephone & Fax Nos.:

Website & E-Mail:

RajCOMP Info Services Limited (RISL)

1st Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Phone: 0141-5103902 Fax: 0141-2228701

Website: http://risl.rajasthan.gov.in, Email: [email protected]

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

http://risl.rajasthan.gov.in/

mailto:[email protected]


of 151

CONTENTS

1. INVITATION FOR BIDS (IFB) AND NOTICE INVITING BID (NIB) 9

2. PROJECT PROFILE & BACKGROUND INFORMATION 12

2.1. PROJECT PROFILE................................................................................................................................................... 12

2.1.1 THEMATIC FOCUS/ PROJECT OBJECTIV ES......................................................................................................... 12

2.1.2 NEED AND BENEFITS ............................................................................................................................................... 12

2.1.3 BRIEF TECHNICAL SOLUTION REQUIREMENTS AND SCOPE OF WORK.......................................................... 13

2.1.4 IMPLEMENTING AND PARTICIPATING AGENCIES (STAKEHOLDERS)................................................................ 14

2.1.5 TARGET GROUP (AUDIENCE/ BENEFICIARIES) ................................................................................................... 14

2.1.6 EXPECTED ACCOMPLISHMENT FROM THE PROJECT (PROJECT OUTCOME) ................................................ 14

2.1.7 ROLES & RESPONSIBILITIES.................................................................................................................................. 15

2.2. PROPOSED SOLUTION ARCHITECTURE............................................................................................................... 17

2.2.1 HIGH LEVEL SYSTEM V IEW OF INTEGRATED RAJ E-OFFICE APPLICATION.................................................. 17

2.2.2 INTEGRATED RAJ E-OFFICE APPLICATION ARCHITECTURE - OVERVIEW..................................................... 17

2.2.3 APPLICATION STANDARDS ..................................................................................................................................... 21

3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA 25

4. SCOPE OF WORK, DELIVERABLES AND TIMELINES 26

4.1. PREPARATION OF DETAILED PROJECT PLAN & HIGH LEVEL SYSTEM STUDY............................................ 27

4.2. DETAILED SYSTEM STUDY & REQUIREMENT ANALYSIS .................................................................................. 28

4.3. SYSTEM REQUIREMENT SPECIFICATION (SRS)................................................................................................ 29

4.4. PHASE-WISE DEV ELOPMENT OF INTEGRATED RAJ E-OFFICE APPLICATION............................................... 30

4.6. INTEGRATION WITH 3RD PARTY APPLICATION AND OTHER E-GOV. APPLICATIONS .................................... 32

4.7. SOFTWARE SOLUTION TESTING ........................................................................................................................... 33

4.8. DEPLOYMENT & CONFIGURATION OF INTEGRATED RAJ E-OFFICE APPLICATION ...................................... 34

4.9. DATA DIGITIZATION AND M IGRATION ................................................................................................................... 34

4.10. USER ACCEPTANCE TESTING ............................................................................................................................... 35

4.11. GO-LIVE OF SOFTWARE SOLUTION ..................................................................................................................... 36

4.12. TRAINING ................................................................................................................................................................... 36

4.13. OPERATIONS & MAINTENANCE (O&M)/ FACILITY MANAGEMENT SERVICES (FMS) ................................ 38

4.14. PROJECT DURATION ............................................................................................................................................... 43

4.15. PROJECT DELIVERABLES, MILESTONES & TIMELINES ..................................................................................... 43

5. INSTRUCTION TO BIDDERS (ITB) & BIDDING PROCESS 47


of 151

5.1. SALE OF TENDER/ B IDDING DOCUMENT ............................................................................................................. 47

5.2. PRE-BID MEETING/ CLARIFICATIONS ................................................................................................................... 47

5.3. CHANGES IN THE BIDDING DOCUMENT ............................................................................................................... 47

5.4. PERIOD OF VALIDITY OF BIDS ............................................................................................................................... 48

5.5. FORMAT AND S IGNING OF B IDS ............................................................................................................................ 48

5.6. COST & LANGUAGE OF B IDDING........................................................................................................................... 50

5.7. ALTERNATIV E/ MULTIPLE B IDS.............................................................................................................................. 50

5.8. BID SECURITY........................................................................................................................................................... 50

5.9. DEADLINE FOR THE SUBMISSION OF B IDS .......................................................................................................... 52

5.10. WITHDRAWAL, SUBSTITUTION, AND MODIFICATION OF B IDS ......................................................................... 52

5.11. OPENING OF B IDS.................................................................................................................................................... 52

5.12. SELECTION METHOD............................................................................................................................................... 53

5.13. CLARIFICATION OF B IDS ......................................................................................................................................... 53

5.14. EVALUATION & TABULATION OF TECHNICAL BIDS ............................................................................................ 54

5.15. EVALUATION & TABULATION OF F INANCIAL BIDS.............................................................................................. 57

5.16. CORRECTION OF ARITHMETIC ERRORS IN F INANCIAL BIDS............................................................................ 58

5.17. COMPARISON OF RATES OF FIRMS OUTSIDE AND THOSE IN RAJASTHAN ..................................................... 58

5.18. PRICE/ PURCHASE PREFERENCE IN EVALUATION .............................................................................................. 58

5.19. NEGOTIATIONS ......................................................................................................................................................... 58

5.20. EXCLUSION OF B IDS/ DISQUALIFICATION............................................................................................................ 59

5.21. ACCEPTANCE OF THE SUCCESSFUL BID AND AWARD OF CONTRACT ............................................................ 60

5.22. INFORMATION AND PUBLICATION OF AWARD ...................................................................................................... 61

5.23. PROCURING ENTITY ’S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS ....................................................... 61

5.24. RIGHT TO VARY QUANTITY ..................................................................................................................................... 61

5.25. PERFORMANCE SECURITY ..................................................................................................................................... 61

5.26. EXECUTION OF AGREEMENT .................................................................................................................................. 63

5.27. CONFIDENTIALITY .................................................................................................................................................... 63

5.28. CANCELLATION OF PROCUREMENT PROCESS.................................................................................................... 64

5.29. CODE OF INTEGRITY FOR BIDDERS...................................................................................................................... 65

5.30. INTERFERENCE WITH PROCUREMENT PROCESS .............................................................................................. 66

5.31. APPEALS .................................................................................................................................................................... 66

5.32. STAY OF PROCUREMENT PROCEEDINGS............................................................................................................. 68

5.33. VEXATIOUS APPEALS & COMPLAINTS ................................................................................................................. 68

5.34. OFFENSES BY FIRMS/ COMPANIES ...................................................................................................................... 69

5.35. DEBARMENT FROM B IDDING.................................................................................................................................. 69


of 151

5.36. MONITORING OF CONTRACT ................................................................................................................................. 70

6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT 72

6.1. CONTRACT DOCUMENTS........................................................................................................................................ 72

6.2. INTERPRETATION ..................................................................................................................................................... 72

6.3. LANGUAGE ................................................................................................................................................................ 72

6.4. JOINT VENTURE, CONSORTIUM OR ASSOCIATION ............................................................................................ 73

6.5. ELIGIBLE GOODS AND RELATED SERVICES ....................................................................................................... 74

6.6. NOTICES .................................................................................................................................................................... 74

6.7. GOVERNING LAW ..................................................................................................................................................... 74

6.8. SCOPE OF SUPPLY .................................................................................................................................................. 74

6.9. DELIVERY & INSTALLATION .................................................................................................................................... 75

6.10. SUPPLIER’S/ BIDDER’S RESPONSIBILITIES ......................................................................................................... 75

6.11. PURCHASER’S RESPONSIBILITIES ........................................................................................................................ 75

6.12. CONTRACT PRICE.................................................................................................................................................... 75

6.13. RECOVERIES FROM SUPPLIERS/ BIDDERS ......................................................................................................... 75

6.14. TAXES & DUTIES...................................................................................................................................................... 76

6.15. COPYRIGHT ............................................................................................................................................................... 76

6.16. CONFIDENTIAL INFORMATION................................................................................................................................ 76

6.17. SUB-CONTRACTING ................................................................................................................................................. 77

6.18. EXTENSION IN DELIVERY PERIOD AND LIQUIDATED DAMAGES (LD) ............................................................ 78

6.19. PATENT INDEMNITY ................................................................................................................................................. 80

6.20. LIMITATION OF LIABILITY......................................................................................................................................... 81

6.21. FORCE MAJEURE ..................................................................................................................................................... 82

6.22. CHANGE ORDERS AND CONTRACT AMENDMENTS ........................................................................................... 82

6.23. TERMINATION............................................................................................................................................................ 83

6.24. EXIT MANAGEMENT ................................................................................................................................................. 84

6.25. SETTLEMENT OF DISPUTES ................................................................................................................................... 89

7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT 91

7.1. PAYMENT TERMS AND SCHEDULE ....................................................................................................................... 91

7.2. SERVICE LEVEL REQUIREMENTS/ AGREEMENT FOR OPERATIONS & MAINTENANCE (O&M) ................. 97

8. ANNEXURES

104

8.1. ANNEXURE-1: FUNCTIONAL REQUIREMENT SPECIFICATION ..................................................104


of 151

8.2. ANNEXURE-2: RESOURCE DEPLOYMENT ...........................................................................................120

8.3. ANNEXURE-3: TECHNOLOGY STACK .....................................................................................................126

8.4. ANNEXURE-4: PRE- BID QUERIES FORMAT ........................................................................................127

8.5. ANNEXURE-5: BIDDER’S AUTHORIZATION CERTIFICATE ............................................................128

8.6. ANNEXURE-6: COVERING LETTER OF THE BID.................................................................................129

8.7. ANNEXURE-7: BID FORM ..............................................................................................................................131

8.8. ANNEXURE-8: SELF-DECLARATION........................................................................................................132

8.9. ANNEXURE-9: CERTIFICATE OF CONFORMITY/ NO DEVIATION...............................................134

8.10. ANNEXURE-10: MANUFACTURER’S AUTHORIZATION FORM (MAF) .......................................135

8.11. ANNEXURE-11: FINANCIAL BID COVER LETTER & FORMAT .......................................................136

8.12. ANNEXURE-12: FORMAT FOR CVS OF KEY PROFILES ...................................................................139

8.13. ANNEXURE-13: BANK GUARANTEE FORMAT.....................................................................................140

8.14. ANNEXURE-14: DRAFT AGREEMENT FORMAT..................................................................................145

8.15. ANNEXURE-15: FORMAT FOR CONSORTIUM AGREEMENT........................................................148

8.16. ANNEXURE-16: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012 .........................151


of 151

ABBREVIATIONS & DEFINITIONS

Act The Rajasthan Transparency in Public Procurement Act, 2012 (Act No. 21 of

2012) and Rules thereto

Authorised Signatory The bidder’s representative/ officer vested (explicitly, implicitly, or through

conduct) with the powers to commit the authorizing organization to a binding

agreement. Also called signing officer/ authority having the Power of Attorney

(PoA) from the competent authority of the respective bidding firm.

BG Bank Guarantee

Bid/ eBid/ Proposal A formal offer made in pursuance of an invitation by a procuring entity and

includes any tender, proposal or quotation in electronic format

Bid Security A security provided to the procuring entity by a bidder for securing the fulfilment

of any obligation in terms of the provisions of the bidding documents.

Bidder Any person/ firm/ agency/ company/ contractor/ supplier/ vendor participating in

the procurement/ bidding process with the procurement entity

Bidding Document/ RFP Documents issued by the procuring entity, including any amendments thereto,

that set out the terms and conditions of the given procurement and includes the

invitation to bid

CMC Contract Monitoring Committee

Competent Authority An authority or officer to whom the relevant administrative or financial powers

have been delegated for taking decision in a matter relating to procurement. MD,

RISL in this bidding document.

Contract/ Procurement

Contract/ Agreement

A contract entered into between the procuring entity and a Selected Bidder

concerning the subject matter of procurement

Contract/ Project Period

The complete Integrated Raj e-Office project will likely to achieve Go Live status

within 12 months from date of issuance of work order. The operations and

maintenance phase will start from the Date of Go-Live of Phase-II (9 months

from date of issuance of work order) and will continue for 3 years from the Date

of Go-Live of Phase-II of Integrated Raj e-Office Application.

COTS

“Commercial off the Shelf Software” is software application which is readily

deployable with or without customization to suit the customer’s specific process

requirements and does not involve developing the application from scratch.

COTS software shall be implementable or deployable and maintainable by any

vendor other than the manufacturer or agency developed the COTS software.

Day A calendar day as per GoR/ GoI

DeitY, GoI Department of Electronics and Information Technology, Government of India

DoIT&C, GoR Department of Information Technology and Communication, Government of

Rajasthan

EMS Enterprises Management System


of 151

GoI/ GoR Government of India/ Government of Rajasthan

Goods

All articles, material, commodities, electricity, livestock, furniture, fixtures, raw

material, spares, instruments, software, machinery, equipment, industrial plant,

vehicles, aircraft, ships, railway rolling stock and any other category of goods,

whether in solid, liquid or gaseous form, purchased or otherwise acquired for the

use of a procuring entity as well as services or works incidental to the supply of

the goods if the value of services or works or both does not exceed that of the

goods themselves.

ICT Information and Communication Technology

IFB Invitation for Bids (A document published by the procuring entity inviting Bids

relating to the subject matter of procurement and any amendment thereto and

includes notice inviting Bid and request for proposal)

INR Indian Rupee

ISI Indian Standards Institution

ISO International Organisation for Standardisation

IT Information Technology

ITB Instruction to Bidders

LCBS Least Cost Based Selection (L1)

LD Liquidated Damages

LoI Letter of Intent

NeGP National e-Governance Plan of Government of India, Department of Information

Technology (DIT), Ministry of Communications and Information Technology

(MCIT), New Delhi.

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

Procurement Process

The process of procurement extending from the issue of invitation to Bid till the

award of the procurement contract or cancellation of the procurement process,

as the case may be

Procurement/ Public

Procurement

The acquisition by purchase, lease, license or otherwise of works, goods or

services, including award of Public Private Partnership projects, by a procuring

entity whether directly or through an agency with which a contract for

procurement services is entered into, but does not include any acquisition

without consideration, and “procure” or “procured” shall be construed accordingly


of 151

Project Site The “Project Site”, wherever applicable, means the designated place or places

where the project implementation is to be carried out.

PSD/ SD Performance Security Deposit/ Security Deposit

Purchaser/ Tendering

Authority/ Procuring

Entity

Person or entity that is a recipient of a good or service provided by the bidder

under a purchase order or contract of sale. Also called buyer. RajCOMP Info

Services Limited (RISL) in this RFP document.

RISL RajCOMP Info Services Ltd.

RSDC Rajasthan State Date Centre , New IT Building, Jaipur

RSWAN Rajasthan State Wide Area Network

RVAT Rajasthan Value Added Tax

Selected Bidder/

Supplier/ Implementing

Agency/ Successful

Bidder

The bidder who will be finally selected and who gets into an agreement with the

RISL for completing the work mentioned in this bidding document.

Services

Any subject matter of procurement other than goods or works and includes

physical, maintenance, professional, intellectual, consultancy and advisory

services or any service classified or declared as such by a procuring entity and

does not include appointment of any person made by any procuring entity .

SLA

Service Level Agreement is a negotiated agreement between two parties

wherein one is RISL and the other is the selected bidder. It is a service contract

where the level of service is formally defined. In practice, the term SLA is

sometimes used to refer to the contracted delivery time (of the service) or

performance.

SoW Scope of Work

SSDG State Service Delivery Gateway

State Government Government of Rajasthan

State Public

Procurement Portal http://sppp.raj.nic.in

STQC Standardisation Testing and Quality Certification, Government of India

TC Technical Committee

TIN Tax Identification Number

TPA Third Party Auditor

UAT User Acceptance Testing

VAT/ CenVAT Value Added Tax/ Central VAT

WO/ PO Work Order/ Purchase Order

http://sppp.raj.nic.in/


of 151

1. INVITATION FOR BIDS (IFB) AND NOTICE INVITING BID (NIB)


of 151


of 151

2. PROJECT PROFILE & BACKGROUND INFORMATION

2.1. Project Profile

2.1.1 Thematic Focus/ Project Objectives

1. Government of Rajasthan envisaged Integrated Raj e-Office project to develop integrated

next generation IT platform to enhance office productivity and streamlining internal

processes associated with service delivery to end-users. The platform shall provide firm

foundation to horizontal and vertical structure, e.g. identity management of employees and

offices, dynamic workflows & workflow libraries, other common components as per the

requirement in an e-Governance environment.

2. Overall objective of the Integrated Raj e-Office Project is to facilitate improved decision-

making and operational efficiency by automation of the common functions of all

Departments and Agencies of Government of Rajasthan.

3. Main objectives of project are:

a. Focus on integration as opposed to current applications and tools in silos specific to

a department/ district/ office/ section.

b. Application of ICT as a Decision Support System beyond simplistic approach of

post-facto decision/ information capturing and reporting.

c. Focus on simplicity and ease-of-use by centralization using intuitive user-interfaces,

covering all the functions and roles that an official may need to perform.

d. Application of state-of-the-art technology, e.g. Cloud, Mobile Applications etc.,

upgrading existing desktop-based platform-coupled applications.

2.1.2 Need and benefits

1. Government of Rajasthan has put their emphasis on the project for Automation of

Government Departmental processes to increase the efficiency and effectiveness of the

day to day operations and trickle down the benefits of an efficient system to all the

stakeholders.

2. There is need for computerization of State Government Departments common processes

and associated operations & Management system:

a. To efficiently handle the communication between departments.

b. To improve the knowledge Management practices.

c. To facilitate electronic record management.


of 151

d. To facilitate the online approvals, authentication of electronic record using electronic

signatures.

e. To provide the visibility of pending work at all levels.

3. The Automated system will help all the employees of State government offices in effective

planning, coordination and execution of their day-to-day activities. It will also bring

transparency & accountability in the system and provide additional tool for senior

management to analyse their employee performance at various levels.

2.1.3 Brief Technical solution requirements and Scope of Work

1. The bidder is responsible to provide the best of class technical solutions as per the

requirements in the Scope of Work provided in Chapter-4 of this RFP document.

2. The resources deployed by the selected bidder for Integrated Raj e-Office project should

be qualified and experienced, with specialization in identified technologies/ products.

Depending upon the project needs, it is expected that adequate resources will be deployed

by the bidder for the entire contract period.

3. For detailed technical solution requirements, bidders may refer to subsequent chapters/

sections of this bidding document.

4. The project scope involves study, design, development, testing, integration and

implementation of Integrated Raj e-Office Application to be used by employees of various

types of State Government Departments/ Offices (Administrative, Works, Service,

Corporations, and Local Bodies etc.). The selected bidder shall perform following activities:

a. Perform detail study of selected State Government Departments/ Offices of different

type like PWD, Medical, Social Justice & empowerment, Revenue, RIICO,

Commercial Tax, Transport etc. to understand the requirements of each modules &

features proposed to cover in Integrated Raj e-Office Application.

b. Design, Development and Testing of the Integrated Raj e-Office Application for

Government of Rajasthan in phases as specified in section 4.4, Functional

Requirements Specifications (FRS) in Annexure-1 of this RFP and in-line with the

proposed solution architecture defined in section 2.2 of this RFP.

c. The developed Integrated Raj e-Office Application is proposed to be implemented in

all State Government Department/ Offices across Rajasthan. However, for the

purpose of Go live, the Selected Bidder needs to successfully implement the

solution in at least 2 selected Government Organisations and associated offices


of 151

across Rajasthan which would be intimated to selected bidder well in time before

commencement of the project

d. Assist RISL in assessing the current status of existing data/ old records w.r.t.

digitisation. Legacy data available with department need to be digitised wherever

required. However, selected bidder are required to define strategy and import the

requisite data into the proposed database and maintaining the database in

coordination with RISL. The selected bidder should also provide the interface for

capturing the legacy data.

e. Provide Operation & Maintenance (O&M) services as per the agreed SLA for 3

years from the Date of Go-Live of Phase-II of Integrated Raj e-Office Application.

Note: The proposed solution architecture (as defined in section 2.2 of this RFP) and

Functional Requirements Specifications (as defined in Annexure-1 of this RFP) are

to provide in-sight on the complexity of the Integrated Raj e-Office Application.

However, to fulfil overall project outcome and effective & timely project

implementation the selected bidder can improvise their solution architecture and

Functional Requirements Specifications based on the outcome from system study

and requirement analysis performed.

2.1.4 Implementing and participating agencies (Stakeholders)

The key stakeholders identified are as follows:

a. RajCOMP Info Services Ltd.(RISL)

b. Department of Information Technology & Communication (DoIT&C), GoR

c. Implementing Agency/ Selected Bidder

d. Third Party Application Vendors

e. Other Government Departments (Administrative, Works, Service, Corporations, and

Local Bodies etc.)

2.1.5 Target group (Audience/ Beneficiaries)

a. Employees of all State government Departments/ Organizations (Administrative,

Works, Service, Corporations, and Local Bodies etc.)

b. Citizens

2.1.6 Expected accomplishment from the project (Project Outcome)

1. Development of generic IT solution using which all employees of various departments of

State government offices (Administrative, Works, Service, Corporations, and Local Bodies


of 151

etc.) should be able to plan, execute & record their day-to-day common activities such as

file management, project management, Messaging & Communication, Personnel

Information, and approvals on various task and operations etc.

2. Through this generic IT solution, the expected outcomes to be achieved are as follows:

a. Seamless integration of various business processes of the State Government

Departments to facilitate coordination and consolidation of information, data

processing & monitoring and streamlining of internal administration.

b. Streamline and automate the business processes of the various State Government

Departments/Organizations to improve quality of service delivery

c. Improve efficiency, consistency and effectiveness of government responses and

reduce turnaround time

d. To provide the effective resource management to improve the quality of

administration.

e. To reduce processing delay.

f. To establish transparency and accountability.

g. To monitor & review all activities at Employee/ Department level

2.1.7 Roles & Responsibilities

Major Roles & Responsibilities (Stakeholder wise)

1. Responsibilities of RajCOMP Info Services Ltd. (RISL)

a. Identify and appoint Nodal officer(s) and nodal team for facilitating the project

execution

b. Coordinate with Government Departments / organizations agencies and ensure the

active support from the Departmental users

c. Conduct review meetings at defined regular intervals to monitor the overall progress

of the project

d. Provide necessary support during requirement gathering, sharing of manual

templates and explain the functional requirements in detail to the selected bidder

and facilitate in development of functional requirement for SRS.

e. Review, provide feedback and approve the solution design, software design,

implementation approach, and other technical documents submitted by the

selected bidder.


of 151

f. Provide feedback on changes to be made in the solution to improve usability of the

application software.

g. Report problem/bugs in solution to selected bidder for immediate action/rectification

h. Provide the Data Centre/ requisite infrastructure support required for application

hosting.

i. Extend necessary support to Selected bidders by coordinating with

agencies/vendors for integration of existing applications

j. Facilitate Acceptance Testing, security audit and performance audit

k. Review/approval of deliverables and Payment processing as per milestone

l. Any other help/assistance/co-ordination required for the successful implementation

and operation of the work/project.

2. Responsibilities of Implementing Agency (IA)/ Selected Bidder: As per scope of work

defined in this RFP.

3. Responsibilities of Third Party Vendor

a. Provide support to the Selected Bidder for integration of application

b. Provide all kind of API's and Database Integration Services for Application

Integration

c. Provide the resources, if required by the selected bidder for integration

d. Provide the support in application integration testing

e. Provide the support in data migration and data digitization

f. Ensure successful integration of the application and their component

4. Responsibilities of Other Government Department

a. Appoint Nodal Officer who will be responsible to provide domain knowledge and all

necessary support to RISL & IA/ selected bidder in system study, design, functional

testing & implementation of Integrated Raj e-Office Application in identified offices

of their department.

b. Facilitate the training of key officials on the developed Integrated Raj e-Office

Application.

c. Data digitisation of old records/ data planned to be covered into proposed

application database.


of 151

2.2. Proposed Solution Architecture

2.2.1 High Level System View of Integrated Raj e-Office Application

2.2.2 Integrated Raj e-Office Application Architecture - Overview

1. The above figure depicts an indicative Integrated Raj e-Office Application Architecture: The

bidders shall propose a relevant solution that best suits the required functionality in-line

with overall project objective and scope of work.

2. The proposed Integrated Raj e-Office application would be a comprehensive centralized

reusable software suite based on Service-Oriented Architecture (SOA) and would be

accessed by all the users (Employees of various Government Departments -

Administrative, Works, Service, Corporations, and Local Bodies etc.) across the state. The

solution should support at least 10,000 concurrent users. The bidder shall develop

Integrated Raj e-Office Application using proposed Technology Stack specified in

Annexure - 3 of this RFP. Similarly, the Functional Requirement Specifications are

available for ready reference at Anenxure-1.


of 151

3. As depicted in the figure above, the proposed Integrated Raj e-Office Application shall

interface with the following layers & components: -

a. Access Channel

b. Single Sign On (SSO)

c. Presentation Layer/ User Interface

d. Workflow

e. ESB/Middleware

f. Gateway (SMS, Email, Payment, Voice)

g. Other existing e-Gov Applications

h. Data Layer

4. The details of each layers/components & sub-components are given below:

a. Access Channel

i. Integrated Raj e-Office Application services shall be accessed online through

Web and Kiosks via several end-user devices (PC, Tablets, Smartphones,

etc.).

b. Single Sign On (SSO)

i. Government of Rajasthan, as part of its e-Governance action plan, is in the

process of implementing central Single Sign-On (SSO) infrastructure in

Rajasthan State Data Center (RSDC), Jaipur.

ii. Rajasthan SSO is being implemented using Microsoft platform and includes

the following:

1) Identity Provider: MS-Active Directory Services (ADS) on MS-

Windows Server 2012 R2 Standard Edition.

2) SSO Application: MS .Net Framework 4.x based web application that

provides a secure SSO Application Interface including interface and

secure web services for Identity and Application management

lifecycle.

iii. The entire identity management lifecycle is managed through a custom .Net

web based secure GUI application and web services and a set of readymade

libraries. Similarly, the application registration and role mapping activities are

also managed by a custom .Net web based secure GUI application.


of 151

iv. Process Flow: Only upon successfully authentication (MS-ADS), the end-user

would land on the SSO Application wherein he would see a list of all the SSO-

enabled applications. Once the authenticated user clicks on any application

under the SSO Application, his role/ access to that application is validated with

MS-ADS in a secured manner and depending upon his role, access is denied/

granted to that application with the set of privileges mapped to the assigned

role by that application. The user, after having finished his/ her work with the

application, can go-back to SSO Application to select another application or

directly Logout from the existing application.

v. The SSO application would also enable an authenticated user to review/

update his profile (self-service) using the SSO application. The audit trail of all

the actions performed by an authenticated user on Rajasthan SSO would be

maintained in a separate database.

c. Presentation Layer

The presentation layer i.e. User Interface would be used for the receiving and

delivery information for to and from the end-user of the application. It should be

responsive.

d. Workflow Engine

i. Workflow would be used with the automation of procedures where documents,

information or tasks are passed among participants according to a defined set

of rules to achieve, or contribute to an overall business goal.

ii. A workflow engine would manage and monitor the state of activities in

a workflow, such as the processing and approval of various application forms,

and determines which new activity to transition to according to defined

processes.

e. ESB/ Middleware

i. An Enterprise Service Bus (ESB) is a software architecture model used for

designing and implementing communication between mutually interacting

software applications in a service oriented architecture (SOA).

ii. State Government has implemented IBM integration Service Bus as part of its

core infrastructure in RSDC as the middleware bus and would be used in

integration of backend application, databases and third party applications.

http://en.wikipedia.org/wiki/Workflow


of 151

iii. The ESB supports SOAP Based integration, including SOAP/HTTP,

SOAP/JMS, and SOAP/HTTPS and XML messages.

iv. The ESB supports message record/ replay capability, DFDL standards-based

parser for text and binary data, many programming languages (Java, ESQL,

PHP, C#, VB, F#, C++) including .Net, natively web services, Graphical Data

mapping for transforming XML, text, and binary data, transaction management

(Automatic, Commit, Rollback), SSL, SFTP, and LDAP etc.

v. The ESB provide robust transaction control capabilities including

uncoordinated auxiliary transactions.

vi. The ESB have the capability to support design, editing and manipulation of

WSDL, through an integrated tooling.

vii. The ESB provide an integrated testing tool with auto test the integration

components developed and integrated development environment for

development, test and deployment and debug.

viii. The ESB also support TLS 1.1 & TLS 1.2 to offer strict security requirements.

f. Other existing e-Gov Applications

Bidder would be required to integrate the following applications (indicative)/

gateway with the proposed Integrated Raj e-Office Application: -

i. e-Mitra

ii. Aadhar

iii. Bhamashah

iv. Integrated Financial Management System (IFMS)

v. e-Office

vi. Integrated Human Resource Management System (IHRMS)

vii. e- Procurement

viii. e-Gras

ix. SMS Gateway (MSDG)

x. Email Server

xi. Rajasthan Sampark

xii. Citizen Contact Center (CCC)

xiii. State Insurance & Provident Fund (SIPF)


of 151

xiv. Transfer & Posting

xv. Departmental Enquiry System

xvi. Payroll

xvii. Single Sign On (SSO)

xviii. e- Taal

xix. Payment Gateways- integrated/ used by existing government applications (Bill

Desk, AXIS Bank, ICICI Bank, SBBJ Bank, etc.)

xx. e-Sanchar/ i-Facts (Voice SMS Gateway)

xxi. CMIS

g. Data Layers

i. The database abstraction layer is an application programming interface which

unifies communication between user interface(s) and business layer(s).

ii. It act on the queries submitted though business rule/ layer defined in the

middleware and presentation layer.

iii. This layer also comprises of the Integrated Raj e-Office Application database,

Business transaction database, Workflow Database, Audit Trial logs,

document & image databases and other application databases etc.

2.2.3 Application Standards

Standards are published documents that establish specifications and procedures designed

to maximize the reliability of the materials, products, methods, and/or services people use

every day. Standards address a range of issues, including but not limited to various

protocols to help maximize product functionality and compatibility, facilitate interoperability

and support consumer safety and public health. Standards fuel the development and

implementation of technologies that influence and transform the way we live, work and

communicate. The bidder is expected to use the following Technology & Standards defined

to implement the proposed Integrated Raj e-Office Application.

1. Application Design & Development

a. Compliance with industry standards: Solution shall be compliant with industry

standards (their latest stable versions as on date) wherever applicable. This will

apply to all the aspects of solution including but not limited to design, development,

security, installation, and testing.


of 151

b. Platform Flexibility: Open Standards and Interoperability (Usage of standard APIs)

shall be considered Web-centric, multi-tier architecture shall be used.

c. Iterative Development: Iterative approach shall be used to develop a software

system iteratively and incrementally, allowing developers and users to take

advantage of lessons learnt during the development or earlier iterations of the

system development. In the iterative development approach, the whole process of

System Development typically iterates through all the phases of the System

Development Life Cycle (SDLC), starting from gathering requirements to delivering

functionality of a working release.

d. Compliance to SOA and EAI: Application shall be based on Service Oriented

Architecture (SOA) and EAI. All modules of the application shall expose key

functionality through Software APIs in form of SOAP & WS-* or JSON & REST etc.

so that they can be consumed by other applications.

e. User Interface: The application’s UI should be based on HTML5 standard only and

should be compatible with all devices like Desktop, Smartphone and tablet etc. The

application interface should be responsive.

f. Error Handling: Ensure applications execute proper error handling so that errors

will not provide detailed system information, deny service, impair security

mechanisms, or crash the system.

g. Rich User experience: The solution should have capability where any services like

Payment Gateway, the mobile devices for queries/ reporting and providing day-to-

day approvals by competent authorities as per authorized workflow for different

kind of requests; and external entities like bank, departments and others can

invoke this framework by passing the required parameters and specifying the

desired output.

2. Technology Standards

a. Browser Compatibility: The Integrated Raj e-Office Application should support

common web and mobile browsers like Google Chrome, Internet Explorer, Firefox,

Safari and Opera Mini etc.

b. Bi-Lingual Support: Application shall support at least Unicode 5.1/ 6.0 standard

based Bi-lingual versions for user interface. It is expected to be in the Hindi and

English (India) languages.


of 151

c. Anywhere Access: Application shall be deployed on state government cloud to

enable anytime, anywhere access and to address auto-sync/save, efficiency, peak

load handling issues. Application shall be accessible on all popular devices (PC,

mobile or tablets) and across all popular operating system platforms like Windows/

Apple for PCs and Android/ IOS for mobiles. The Integrated Raj e-Office

application should also function on the low bandwidth (64 Kbps/ GPRS).

d. Scalability, Reliability and Flexibility: The technology must be scalable with

Department’s emerging requirements and must continue to be reliable as the

information handling needs of the government increases. The architecture must be

scalable and flexible for modular expansion. The IA shall plan and provide for

horizontal scalability in such a manner that a new server can be added (or

removed) dynamically, as and when required in future, without disturbing the

normal functioning of production system. The vertical scalability in servers in terms

of additional processors and RAM will have to be provided for handling future

growth in transactions.

e. Interoperability: The system should be interoperable and should comply with open

standards for easy integration. The entire system/ subsystem should be

interoperable, in order to support information flow and integration. Operating

systems and storage technologies from several suppliers must interact well with

each other.

3. Security Standards

a. Application Access: Ensure applications processing data properly for

authenticated users (through central authentication systems), specifically: SSO

Login. Establish authorizations for applications by affiliation, membership, or

employment, rather than by individual. If individual authorizations are used, these

should expire and require renewal on a periodic (at least annually) basis.

b. Review: Conduct code-level security reviews with professionally trained peers for

all new or significantly modified applications; particularly, those that affect the

collection, use, and/or display of confidential data. Conduct annual security tests of

Internet applications.

c. Security: application shall support both HTTP and HTTPS (SSL certificate shall be

provided by Purchaser).


of 151

4. Quality Management Standards

a. All project deliverables will be subject to a review and approval process and will be

signed off by the purchaser.

b. Peer reviews will be held for business design and technical design documents, and

code-walkthroughs for non-generated code.

c. Defining a test strategy has been scheduled in the Business Design phase. This

strategy will include the development of test scenarios, test cases and a detailed

test plan.

d. An acceptance test task is included in the work plan to enable the business area to

test the final product in a production-like environment prior to implementation. The

initial requirements for this acceptance test will be documented during the business

design.

e. All system and application deliverables will be signed off prior to migration to

production.


of 151

3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

1. This RFP (Stage-2) is hereby issued only to the bidders who have qualified at the

Expression of Interest (EoI) stage and are invited for RFP procedure for Selection of

implementation agency for the design, development, testing, implementation and

maintenance of Integrated Office Automation Solution for Government of Rajasthan vide:

F4.2(151)RISL/Tech/2014/1758(4) dated 24 May 2014.

2. Based on eligibility and Technical evaluation criteria as per EOI, following bidders were

shortlisted for participation in Stage 2 selection procedure:

a. M/s ABM Knowledge ware Limited

b. M/s Aurionpro Solution Limited in-consortium with M/s Humanistics

c. M/s CMC Limited

d. M/s Ernst & Young LLP in-consortium with M/s Newgen Software Tech Ltd.

e. M/s IL&FS Technologies Limited in-consortium with M/s Soft Tech Engineers Pvt.

Ltd.

f. M/s KPIT Technologies Limited in-consortium with M/s e-Connect

g. M/s Pricewaterhouse Coopers Private Limited

h. M/s Tata Consultancy Services

3. RajCOMP Info services Limited (RISL) invites techno-commercial electronic bid (eBid)

proposals from the above mentioned technically qualified bidders from stage-1 in response

to this RFP for stage-2 participation.

4. Based on the selection criteria defined in this RFP document, RISL will identify the

successful bidder from the above shortlisted bidders who will be responsible to design,

development, test, implement and maintain Integrated Raj e-Office Application for

Government of Rajasthan, as detailed in the chapter-4 of this RFP document, in at least 2

government organisations and associated offices across Rajasthan.


of 151

4. SCOPE OF WORK, DELIVERABLES AND TIMELINES 1. Government of Rajasthan has envisaged the requirement of Integrated Raj e-Office

Application as a centralized web based application which can be accessed by citizens &

employees of various departments/ corporations of Government of Rajasthan across the

State either on secured intranet or internet using several devices like Laptop/PC, Kiosk,

Mobile, Web, PDA, terminals etc. This application will help the government employees in

effective planning, coordination and execution of their day-to-day activities. It will also bring

transparency & accountability in the system and provide additional tool for senior

management to monitor & analyse the employee performance at various levels.

2. The selected bidder shall Study, Design, Develop, Test, Implement and Maintain (for 3

years from the Date of Go-Live of Phase-II of Integrated Raj e-Office Application) the

Integrated Raj e-Office Application for Government of Rajasthan.

3. The bidder has to adopt Phase-wise development approach for development of Integrated

Raj e-Office Application. Phase-wise categorisation of modules & features for the

development of Integrated Raj e-Office Application is stated in Section 4.4 & Annexure-1

of this RFP document.

4. The scope of work for the Selected Bidder during the period of contract/ engagement would

include (but not limited to): -

a. Preparation of Detailed Project Plan & High Level System Study

b. Detailed System Study & Requirement Analysis

c. System Requirement Specification

d. Phase-wise Development of Integrated Raj e-Office Application

e. Support in finalizing, procurement & deployment of High end Infrastructure at SDC

f. Integration with 3rd party Application and other e-gov. applications

g. Software Solution Testing

h. Deployment & Configuration of Integrated Raj e-Office Application

i. Data Digitization and Migration

j. User Acceptance Testing (UAT)

k. Go-Live of Software Solution

l. Training

m. Operation & Maintenance (O&M)


of 151

4.1. Preparation of Detailed Project Plan & High Level System Study

1. The selected bidder shall conduct a high level system study for all modules, features &

associated processes of Integrated Raj e-Office Application in coordination with all

stakeholders and develop a thorough understanding leading to design, Phase-wise

development, testing and implementation of the Integrated Raj e-Office Application for

Government of Rajasthan.

2. For the scope of this project, Purchaser has categorised government organisations as

follows:

a. Administrative Departments

b. Corporation/ boards/ societies etc.

c. Service oriented departments

d. Works departments

e. Local Bodies

3. The selected bidder shall:

a. Interact with concerned officials (key officials of selected departments/

organisations like PWD, Medical, Social Justice & empowerment, Revenue, RIICO,

Commercial Tax, Transport etc.) to understand their process, requirements &

expectation from Integrated Raj e-Office Application.

b. Conduct a high level study for all modules & features of Integrated Raj e-Office

Application stated in the RFP (Annexure-1) and additional key requirements/

features (if any), identified in-line with project objective while interacting with

stakeholders.

c. Review the existing processes, systems & applications associated with all modules

and additional key requirements/ features (if any).

d. Prepare consolidated list of modules & features comprising of features stated in the

RFP (Annexure-1) and additional key requirements/ features (if any)

e. Review their IT readiness (infrastructure, existing applications, training etc.) and

Data digitization Status

4. Based on high level system study, selected bidder shall prepare and submit a Detailed

Project Plan, including well-defined/ traceable milestones & timelines for all modules and

features (proposed to be developed in different Phases) for an approval by Purchaser.


of 151

4.2. Detailed System Study & Requirement Analysis

1. The selected bidder shall be responsible for conducting detailed system study in

coordination with all stakeholders (key officials of selected State Government

Departments/ Offices of different type like PWD, Medical, Social Justice & empowerment,

Revenue, RIICO, Commercial Tax, Transport etc.) for all modules and features (proposed

to be developed in different Phases) of Integrated Raj e-Office Application.

2. For each module & feature, bidder need to perform detailed system study & requirement

analysis covering:

a. Capturing details of all requirements & features specified in Functional Requirement

Specifications (Annexure-1) stated in the RFP and additional key requirements/

features (if any).

b. Understand existing processes proposed to be covered in module & feature, find

the gaps in the existing process and suggest re-engineering of existing process (if

required).

c. Assess existing applications from the prospective of integration with “Integrated Raj

e-Office Application”.

d. Understand / assess data migration & digitization requirement and define strategy

to prepare the legacy data for the use of Integrated Raj e-Office Application.

e. Understand / assess data inputs and outputs requirements

f. Understand / assess their IT readiness & Training requirements

g. Collecting all input forms, registers and reports formats (if any).

Note: The functional requirement specifications (Annexure-1) stated in the RFP are the

indicative features that the Integrated Raj e-Office Application should have and to be

considered as an integral part of the scope of work. The bidder should take it into

account for effort estimation and financials. However, to achieve/ fulfil the overall

project objective, the selected bidder shall be responsible to re-fine/ improvise the

detailed functional requirement specifications (FRS) for each module based on the

detailed system study and requirement analysis performed by the bidder.

3. As the development of Integrated Raj e-Office Application will be in phases, The Bidder

shall deploy its team in groups and assign the responsibility of system study in such a way

that each group will conduct detail system study independent to other groups and will

ensure that they cover all the modules and features planned to be developed in Phases.


of 151

However, Bidder’s core team shall review the outcome of system study of all groups and

identify the common processes, inter-linked features & integration requirements for all the

modules & features to interact and share data amongst themselves.

4.3. System Requirement Specification (SRS)

1. The selected bidder shall be responsible for the preparation of System Requirement

Specification (SRS) document for each Phase (Phase-I, II & III - covering all modules &

features planned to be covered in particular phase as specified in Annexure-1) based on

the outcome of detailed System Study and refined/ improvised FRS. The SRS document

should be prepared as per the latest version of the IEEE Standard / Template provided by

Purchaser.

2. The Selected Bidder shall obtain sign-off on SRS document of each Phase from the

designated authority/ Committee of Purchaser. The bidder shall ensure that the SRS

document for each Phase is prepare considering all provisions of future scalability in terms

of functional & technical requirement/ enhancement of the all the modules planned to be

covered in particular phase and there integration with 3rd party applications, legacy

application and other modules developed in other phases.

3. The Selected Bidder shall initiate all activities required in preparation of SRS documents of

all three Phases in parallel and prepare three SRS documents (1 SRS document for each

Phase).

4. After getting sign-off on SRS document of Phase-I, the Selected Bidder shall start the

application development work for Phase-I. However, Bidder shall target to prepare &

obtain sign-off on the SRS documents of Phase-II & Phase-III before the completion of

application development work of Phase-I. This will allow the Selected Bidder to modify

solution architecture (if required) and develop the additional requirements/ modifications/

enhancements required to enable future integration of modules of Phase-I with the

modules of Phase-II & Phase-III. Bidder need not to delay the application development

work of Phase-I due to any delay in preparation & finalisation of SRS documents of Phase-

II & Phase-III.

5. The selected bidder is required to update the SRS documents of all Phases as and when

any enhancement/ modifications are made into the module/ system till the duration of

contract.


of 151

4.4. Phase-wise Development of Integrated Raj e-Office Application

1. The Selected Bidder shall be responsible for Design, Development, Testing and

Deployment of Integrated Raj e-Office Application based on the approved SRS, Functional

Requirement Specifications as specified in Annexure-1 and Solution Architecture &

Standards as specified in Section 2.2 of this RFP document.

2. The selected bidder shall adopt a phase-wise development approach in implementing the

Integrated Raj e-Office Application. The proposed modules & features to be developed for

Integrated Raj e-Office Application have been divided into three phases (Table 4.1) for the

ease and timely Development, User Acceptance Testing and Go-live.

Table 4.1: Phase-wise distribution of Modules & Features of Integrated Raj e-Office Application

S.No. Function Modules & Features/ Process Phases

1. Office Management

Employee Profile Management Phase-I

2. HRMS Services Phase-I

3. Resource Management Phase-II

4. File Management Dak Management Phase-I

5. File Tracking Phase-I

6. e-File Phase-II

7. Knowledge Management Phase-II

8. Task Management

Scheduler Phase-I

9. Task & To-Do s Lists Phase-I

10. Committee & Meeting Management Phase-II

11. Progress/

Monitoring Management

Project Management Phase-II

12. Scheme Monitoring Phase-II

13. Generic Bill Generator

Vendor Profile Phase-III

14. Order Management Phase-III

15. Bill/ Invoice Processor Phase-III

16. Messaging & Collaboration

Email/SMS Phase-I

17. Instant Messaging Phase-III

18. Smart Office Dashboard Common

19. e-Forms Common

20. e-Repository (e-locker) Phase-III

21. Virtual Box (Drop Box) Phase-III

22. Common

Requirements

Access Management Common to all Phases. To be

developed as per the requirement of features covered in particular phase.

23. Workflow

24. Audit Trail

25. Reporting Tool

26. Search Engine


of 151

Table 4.1: Phase-wise distribution of Modules & Features of Integrated Raj e-Office Application

S.No. Function Modules & Features/ Process Phases

27. Integration with Other e-Gov applications & 3rd Party applications (if any)

As an when required

Note: The details of each modules & features/ process mentioned above is specified in

Annexure-1 (Functional Requirement Specifications) & Section 2.2. (Proposed

Solution Architecture) of the RFP. The Bidder may also prioritize the development

of application modules as per the requirement dependency and priority defined by

designated authority of Purchaser. The bidder shall take it into account for effort

estimation and financials.

3. To achieve the high level of scalability, stability, security and robustness of the Integrated

Raj e-Office Application in-line with project objective, the selected bidder can modify the

Proposed Solution Architecture & Standards as specified in Section 2.2 based on the

system study & using the industry best practices.

4. The proposed Integrated Raj e-Office Application could be based upon one of the following

and should support at least 10,000 concurrent users:-

a. Bespoke development OR

b. Configuration / Customization of an existing application that may be either

Commercial Off-the-shelf (COTS) product or that might have been developed for

deployment in another similar requirement for some other client OR

c. Combination of (a) and (b) above adhering to the architecture requirements

Note: Bidder is advised to refer to Annexure-3 for further details on technology stack

and licenses to be provided by the bidder.

5. In case, COTS products are used in development, bidder shall:

a. Ensure that COTS base solution fulfils the system requirement as per Annexure-1

and proposed Solution Architecture & Standards as specified in Section 2.2.

b. Ensure the COTS solutions are meeting the best practices, technology standards

and required security aspects.

c. Ensure the COTS solutions are capable enough to supports the desired third party

applications integration as per the proposed solution architecture.

d. Ensure the COTS solutions are customizable as per the user requirements and

system requirements etc.


of 151

4.5. Procurement & Deployment of High end Infrastructure at Rajasthan SDC

Based on system study, solution design and application deployment framework, the

selected bidder has to extend its support to Purchaser in

a. Finalising the Bill of Material (BOM) along with specifications for hardware required

at RSDC for the deployment of developed solution

b. Procurement of Hardware by RISL.

c. Deployment & Configuration of High end Infrastructure at Rajasthan SDC

4.6. Integration with 3rd Party Application and other e-gov. applications

1. The selected bidder shall ensure that the developed Integrated Raj-e-Office software

solution is meeting all system integration requirements with other applications of

Government of Rajasthan / third-party applications as mentioned below:

a. e-Mitra

b. Aadhar

c. Bhamashah

d. Integrated Financial Management System (IFMS)

e. e-Office

f. Integrated Human Resource Management System (IHRMS)

g. e- Procurement

h. e-Gras

i. SMS Gateway (MSDG)

j. Email Server

k. Rajasthan Sampark

l. Citizen Contact Center (CCC)

m. State Insurance & Provident Fund (SIPF)

n. Transfer & Posting

o. Departmental Enquiry System

p. Payroll

q. Single Sign On (SSO)

r. e- Taal


of 151

s. Payment Gateways- integrated/ used by existing government applications (ICICI,

Axis, HDFC Banks, SBI Group, Bill Desk, etc.)

t. e-Sanchar/ i-Facts (Voice SMS Gateway)

u. CMIS

2. The selected bidder shall ensure that all the integration of government applications and

third party solutions with developed Raj e-Office shall be done through the Enterprise

Service Bus (EBS), which shall act for middleware functionality of the application. The

access and control to the gateway for this purpose shall be provided by Purchaser to the

selected bidder.

3. The selected bidder shall provide all necessary support for integrating developed

Integrated Raj-e-Office software solution with existing e-gov. applications of selected

organisations.

4. The selected bidder shall also provide all necessary support to e-Mitra team in integrating

developed Integrated Raj e-Office Application with e-Mitra application. The selected bidder

shall ensure seamless integration of end-to-end process/ workflow for all services which

are being delivered through e-Mitra and their backend process are automated in Integrated

Raj e-Office Application i.e. starting from submission of online service request through e-

Mitra application, processing of service request through developed Integrated Raj e-Office

Application, delivery of service through e-Mitra application along-with a provision to citizen/

e-Mitra user to track their application status in real-time.

4.7. Software Solution Testing

1. The selected bidder shall conduct the independent testing (including Unit Testing,

Functional Testing, Integration Testing, Security Testing, Performance Testing etc.) before

deployment for developed Integrated Raj e-Office Application at RSDC.

2. The selected bidder shall thoroughly test the performance of Integrated Raj e-Office

Application for proper load, as suggested by Purchaser.

3. The bidder shall ensure that for each module & features developed for Integrated Raj e-

Office Application is tested as per the latest version of the IEEE 730 standards.

4. The bidder shall prepare & share the testing documents (covering Test Strategy, Test

Cases & Test results) and standards with the Purchaser and any designated third party

auditor (TPA), wherever applicable/ required.


of 151

4.8. Deployment & Configuration of Integrated Raj e-Office Application

1. The Selected Bidder shall deploy the Integrated Raj e-Office Application developed in

Phases (as specified in Table 4.1) on Raj Megh – The Government of Rajasthan cloud

architecture.

2. The Selected Bidder shall be responsible to coordinate with RSDC operator to host the

Integrated Raj e-Office Application at RSDC, Jaipur.

3. The Selected Bidder shall comply with the policies of RSDC.

4. The Selected Bidder, after deployment of Integrated Raj e-Office Application, shall request

for sign-off by Purchaser. Purchaser after complete testing of the software solution shall

provide its recommendations for Go-ahead/ improvement. The selected bidder shall follow

the improvement cycle till final sign-off by Purchaser.

5. The Selected Bidder shall configure the deployed application for at least 2 government

organisations and associated offices across Rajasthan which would be intimated to

selected bidder well in time before commencement of the project.

4.9. Data Digitization and Migration

1. The Selected Bidder shall extend its support to Purchaser in planning & monitoring the

Data Digitisation work to be undertaken by Third Party Agency appointed by Purchaser.

The cost of data digitation work will be borne by Purchaser. However, selected bidder are

required to define strategy and import the requisite data into the proposed database and

maintaining the database in coordination with RISL. The selected bidder should also

provide the interface for capturing the legacy data.

2. The Selected Bidder shall prepare a plan of action for smooth migration of data from

existing database and application (if any) to new application and database.

3. The Selected Bidder shall be responsible to migrate the data from existing database and

applications (if required) of at least 2 government organisations and associated offices to

new application and database of Integrated Raj e-Office Application.

4. The Selected Bidder shall ensure 100% accuracy in the migrated data. In case any

correction is identified by Purchaser in the migrated data, the same shall be corrected by

the Selected Bidder.

5. The Selected Bidder shall submit a MIS Report to designated authority of Purchaser

indicating amount of data migrated.


of 151

4.10. User Acceptance Testing

1. The selected bidder shall assist the Purchaser & its designated authority in successful

completion of User Acceptance Testing (UAT) of the developed modules & features of

Integrated Raj e-Office Application on the completion of the development work for each

phase.

2. The Purchaser may appoint Third Party Agency (TPA) at its own cost to conduct the

technical reviews and audits of development work performed by the Selected Bidder.

3. Purchaser & its designated authority/ TPA (if any) shall conduct functional, security &

performance testing of the deployed Integrated Raj e-Office Application for each Phase.

Purchaser would be free to conduct such testing‘s at any stage in addition to testing being

done by the Selected Bidder.

4. The selected bidder shall be responsible for:

a. Preparation and submission of Test Strategy, test cases and Test Results

b. Demonstration of module-wise functionalities/ features to Purchaser & its

designated authority/ TPA (if any) after deploying the Integrated Raj e-Office

Application at RSDC for each Phase.

c. Support to Purchaser & its designated authority/ TPA (if any) for conducting the

testing, audits etc. and provide access of the systems as required by them.

d. Coordination with the cert-in vendor appointed by Purchaser and assist Purchaser

in obtaining the safe-to-host certification (if applicable).

e. Rectification in the Integrated Raj e-Office Application for any issues/ bugs/

improvements/ enhancements/ up-gradations suggested by Purchaser & its

designated authority/ TPA (if any) during the UAT at No additional cost.

f. Removal of all vulnerabilities/ security threats identified during the testing done for

safe-to-host/ UAT/ technical audit/ testing, etc. by Purchaser & its designated

authority/ TPA (if any) at No additional cost.

g. Submit the report/ testing documents including details of defects/ bugs/ errors found

and corrective actions taken.

5. The selected bidder shall obtain sign-off from the Purchaser on the UAT for each Phase of

Integrated Raj e-Office Application after successful implementation of all the changes/

recommendations received from Purchaser & its designated authority/ TPA (if any).


of 151

6. The Selected bidder shall coordinate with Purchaser for getting UAT approval all the

Phases as specified in Table 4.1.

4.11. Go-Live of Software Solution

1. Only after the UAT sign-off for particular phase by the Purchaser, the deployed Integrated

Raj e-Office Application for the respective phase would be deemed commissioned.

2. The Selected Bidder shall provide below mentioned documents for all modules & features

covered in respective phase of application development.

a. Installation Manuals

b. User Manuals (Role wise)

c. Access Control Policy

3. After the successful commissioning of the Integrated Raj e-Office Application (in Phases),

the particular phase of application development would be declared as Go-Live.

4. After the Go-live of Phase-II of Integrated Raj-e-office software solution, the Selected

Bidder will start providing O&M services as per the agreed SLA for Integrated Raj e-Office

Application developed as specified in this RFP.

5. Purchaser will be responsible for providing the network connectivity (preferably VPN) to the

Selected Bidder for running the Integrated Raj e-Office Application. Purchaser will identify

the internet service provider (ISP) for this purpose at its own cost.

6. The Selected Bidder will

a. Facilitate, integrate and provide all technical support to the Purchaser to get

required network connectivity and monitor the uptime of network connectivity/ link

in coordination with RSDC operator.

b. Record & Manage the database for IT assets like hardware, system software,

application software and COTS products etc. deployed for Integrated Raj e-Office

Application at RSDC, by recording the information like configuration details,

Licenses, Version Numbers and Registration Details.

c. Provide the support to the technical team of the other government departments for

deploy and configure the system in their departments.

4.12. Training

1. The selected bidder shall ensure a proper hands-on training to the team of selected

trainers & end-users (approx. 100 users) designated by Purchaser on the software solution


of 151

developed by bidder so as to make them well conversant with all the functionalities,

features and processes built in the Integrated Raj e-Office Application.

2. Training shall be conducted either at Purchaser office in Jaipur or any other location

identified by Purchaser in Jaipur only. Training may be divided into multiple sessions as

per the need and requirement of the project/ application.

3. The selected bidder in consultation with Purchaser shall conduct Training Needs Analysis

of all the concerned staff during system study phase and drawing up a systematic training

plan.

4. To meet the training requirement for successful implementation of project, the bidder shall

perform following activities (But not limited to) in consultation with Purchaser:

a. Prepare a training plan and submit to respective stakeholders.

b. Design the Training session with sufficient training duration for meaningful

assimilation of training content by an average user.

c. There should be sufficient number of trainers (at least 2) in every training

session for conducting the training program.

d. Provide a training material (role base) and the language of training material shall

be in Hindi and English. The Selected bidder shall ensure that all the training

documentation in Hardcopy and Softcopy is in place (user training, operation

procedures, visual help-kit etc.).

e. Propose different training modules for different user profiles at appropriate

timelines as a modules go live in production.

f. Conduct the training to the designated staff and technical team.

5. Purchaser shall identify respective officers/ staff involved in various business areas. The

respective officers/ staff shall be trained in relevant modules affecting their business areas.

However, the top level officers shall be given an overall training of all the modules.

6. The requisite training infrastructure like training space, computers, projector with screen,

and connectivity to Server shall be provided by Purchaser.

7. In case more than 30% of the respondents suggest that the training provided to them was

unsatisfactory or less than satisfactory, then bidder would re-conduct the same training at

no extra cost.

8. The Selected bidder shall submit details of each training session including Attendance

Record (in Hard Copy).


of 151

4.13. Operations & Maintenance (O&M)/ Facility Management Services (FMS)

The selected bidder shall provide Operation & Maintenance (O&M) services for Integrated Raj

e-Office Application developed, starting from the Go-live date of Phase-II of Integrated Raj e-

Office Application for a period of 3 years.

1. Deployment of Manpower

a. The selected Bidder shall deploy the O&M Team (as per Annexure-2) onsite from

the start of O&M period till the end of contract period.

b. The proposed services shall be normally manned for a period of 9 hours each day

(except Sunday) as per the requirement throughout the year or as decided by the

Office of the Tendering Authority. But in exception condition or in urgency of work,

the support might be required on holidays. The selected bidder shall maintain an

attendance register for the resources deployed.

c. Also, it would be the responsibility of the Selected Bidder to retain the deployed

manpower for the entire Contract/ Project duration or in the event of a resource

leaving the employment with the selected bidder, the same shall be immediately

replaced with another resource of equivalent minimum qualifications and

experience. All such events should be notified prior to RISL in writing and should

be in accordance with the SLAs mentioned in this RFP.

d. The staff provided by the Selected Bidder will perform their duties in accordance

with the instructions given by the designated officers of RISL from time to time.

RISL will examine the qualification, experience etc. of the personnel provided

before they are put on the designated positions. The Selected Bidder has to take

approval from RISL for the proposed staff before their deployment. RISL has every

right to reject the personnel, if the same is not acceptable, before or after

commencement of the awarded work/ project.

e. It is responsibility of the selected bidder to scale up the Operations & Maintenance

(O&M) team as and when required to confirm smooth project execution throughout

the duration.

2. New Development and Enhancement:

The selected bidder shall be responsible for doing any kind of new development including:

a. Addition of new functionalities/ features/ modules envisaged by the procuring entity

b. Third-party Application integration


of 151

c. Modification/ up-gradation/ enhancement in the Process or functionality to fix some

complex problem requests or defect fixing to upgrade the application performance.

d. Update Web-portal & Application: design & content, layout, colour schema, input

forms, etc.

e. Business Intelligence Analytics & MIS Reports as per new format defined by

procuring entity as per their requirement

The selected bidder shall maintain version control and archives of source code, web site

content and database.

3. The selected bidder shall be responsible for the overall administration, day to day

operations, monitoring, maintenance, MIS generation, backup, recovery, etc. of the

deployed Integrated Raj e-Office Application & the related Database and ensure the

desired uptime. The operation and maintenance of the Integrated Raj e-Office Application

include (but not limited to):

a. Modification in Frontend Application & User Interface

b. Changes in Business Process and Business Rules

c. Updating Database related queries

d. Customization of the report format

e. Rectification Defect/ Bug Fixing reported by Purchaser

f. Implementing the new functionality which got highlighted either as learning from a

bug or while examine particular Scenario (if required)

g. Integration with other applications (if required)

h. Content management (content collection, translation, conversion, upload)

i. Maintain version control and archives of source code, SRS & associated technical

docs and database

j. Implementation support/ assistant (as and when needed for deploy and configure

the application at other locations):

k. Onsite support for Database Management

l. Offsite support for updating definitions/ patches/ updates/ service packs

management of software (newly developed application, COTS Solutions, Any third

party tools/ middle ware Software) on end-user access device platform & ensure

the timely readiness on following aspect:


of 151

i. Online Help with a provision to download definitions/ patches/ updates/

service packs & user guide for their installation as per different types of

end-user access device platform.

ii. Provide training to the team designated by Purchaser which will be provide

Onsite support at identified offices across Rajasthan.

m. Providing Help desk support with Escalation matrix for registration of complaints &

resolution.

n. Closely Monitoring of the deployed network bandwidth/ links at RSDC used for

Integrated Raj e-Office Application so as to ensure the desired uptime. In case of

downtime/ link failure, reporting immediately the same to the designated officer of

Purchaser and assist them in coordinating with RSDC, Bandwidth Service Provider

& other stakeholders in tracking until the link is restored and services are

operational as required.

4. Performance Monitoring & Enhancement:

a. The selected bidder shall carry out the performance testing activity (load/ stress/

volume testing) on half-yearly basis or as per the requirement of Purchaser to

ensure that the application meets the required speed, scalability and stability

requirements under the expected workloads and provide its recommendations for

improvement (if any). The selected bidder, based on the acceptance of the

recommendations by Purchaser, shall incorporate changes in the software solution

at NO extra cost, to ensure smooth functioning of the application under varying

load requirements & ensure proper management of:

i. Concurrent users

ii. CPU utilization

iii. Memory utilization

iv. Network utilization

b. Purchaser may arrange for the security audits of the application through a third

party agency on timely basis. Based on the findings of security audits, the selected

bidder will have to bring in the necessary changes in the application to ensure the

compliance of the security of the application. These changes would have to be

conducted by the selected bidder at no extra cost to Purchaser. After making such


of 151

changes, Selected Bidder shall have to submit an undertaking stating compliance

to the report.

5. Training & Help Desk Support (Incident/problem management)

a. The Training manager deployed by the selected bidder shall be responsible for day-

to-day training, coordination between various stakeholders (team of end-users &

trainers designated by Purchaser) on various new services launched, new features/

functionalities added to the Integrated Raj e-Office Application, etc. during the

entire O&M Period.

b. The Training manager cum technical writer shall be responsible for preparation &

up-gradation of all training material (in English & Hindi) and provide training to the

stakeholders. The training material would include hard copy and soft copies of the

training material along with multi-media for audio-visual training.

c. The training resource would also be required to travel to district level offices for

providing training to the users on Integrated Raj e-Office Application as per

instructions of RISL and the expense towards TA/ DA shall be borne by RISL as

per Govt. rules.

d. The Selected Bidder shall design a helpdesk management system (web enabled

with SMS and e-Mail based alert system) for Helpdesk call management and SLA

reporting in the application software through a 24 hrs. x 7 days in a week working

Helpdesk at RISL Office, Jaipur. To setup helpdesk, the selected bidder shall

provide three dedicated mobile connections and connectivity at the Helpdesk.

e. Help desk should be able to perform:

i. Handle teething issues of the departmental users

ii. The Helpdesk persons should be accessible to all users on telephone/ e-

mail.

iii. Reply to the queries/ feedback/ suggestions/ complaints received from all

the stakeholders.

iv. Maintain a call register for maintaining a log of all the calls received.

f. The end-users should be allowed to create a ticket for any problem faced by him

and same should be closed by him after the resolution of the problem.

g. The selected bidder shall depute helpdesk managers who shall be responsible for

overall coordination between various stakeholders for helping them with any initial


of 151

level queries and further assignment/ escalating the problem to designated

authority through the helpdesk staff.

6. Operations & Maintenance Reports

a. The Selected Bidder shall have to submit certain key deliverables during Operations

and Maintenance Period which are mentioned hereunder. However, in addition to

the reports/ deliverables as indicated below, Selected Bidder shall prepare and

submit all other required information related to project in the desirable format as

notified by the purchaser, whenever required.

b. The formats for all the reports shall be prepared by the Selected Bidder and

submitted to the purchaser for approval. The reports submitted by the Selected

Bidder should strictly be in the approved format only which, if required, may be

revised from time to time.

Table 4.2: Operations & Maintenance Reports

S.

No. Activity Deliverable Frequency Time Frame

1

Deployment of

Manpower

Attendance Report of Onsite team deployed for Integrated Raj e-Office project duly approved

by designated authority

Quarterly

Within 1 Week

of end of each Quarter

2

New Development and

Enhancement/ up-gradation/ modification in

the Integrated Raj e-Office Application

Development/ Enhancement/ up-gradation/ modification reports

along with updated design documents & user manuals

Quarterly Within 1 Week of end of each Quarter

3

Managed Services during

Support and Maintenance Period

Testing reports

Uptime report from EMS

indicating uptime and downtime of Integrated Raj e-Office Application

Quarterly

Within 1 Week

of end of each Quarter

Issue Tracker & Log reports

of help desk, Call resolved, unresolved and escalated issues.

Consolidated Report on Calls Logged, Resolved and Escalated.

Quarterly Within 1 Week of end of each

Quarter


of 151

4.14. Project Duration

The complete Integrated Raj e-Office project will likely to achieve Go Live status within 12

months from date of issuance of work order. The operations and maintenance phase will

start from the Date of Go-Live of Phase-II (9 months from date of issuance of work order)

and will continue for 3 years from the Date of Go-Live of Phase-II of Integrated Raj e-Office

Application.

4.15. Project Deliverables, Milestones & Timelines

Table 4.3: Deliverable & Time Schedule

S.

No.

Scope of Work

(I)

Activity/ Milestone

(II)

Deliverable

(III)

Delivery Schedule

(in days) (IV)

T is the Date of issuance of work order

1. Detailed Project Plan based on High Level System Study

Project Plan report in .mpp/.xls format

T+30 Days

2. System Study & Design for Integrated Raj e-Office

Application (Phase-I)

SRS Preparation SRS Document (Phase-I) T+60 Days

3. Approval of SRS by RISL T+70 Days

4. Solution Design

Software Design &

Architecture Document

Database Design Document

T+80 Days

5. System Study & Design for Integrated

Raj e-Office Application (Phase-II)

SRS Preparation SRS Document (Phase-II) T+80 Days


7. Solution Design Software Design &



T+100 Days

8. System Study & Design for Integrated Raj e-Office

Application (Phase-III)

SRS Preparation SRS Document (Phase-III) T+100 Days


10. Solution Design Software Design &



T+120 Days

11.

Software Development, Testing, Deployment,

UAT & Go-live of all modules and features planned in

Phase-I of Integrated Raj e-Office Application

(as specified in Table 4.1 & Annexure-1)

Application Development (Phase-I)

Deployment of Phase-I of Integrated Raj e-Office Application for testing

T+120 Days

12. Beta version

Testing of Phase-I

Report on Beta Testing of the software - Test Strategy, Test cases and Test Results

T+140 Days

13. Data Migration (if any)

MIS Report indicating amount of data migrated (if any) for Integrated Raj e-Office

Application

T+150 Days

14.

Deployment of Phase-I software solution after

incorporating the all changes/ Bugs identified based

on Beta Testing of Phase-I

Configuration & Deployment document of Phase-I of Integrated Raj e-Office

Application with source code in two sets of DVDs along with source code and/or license of

third party API/any other software used

T+150 Days

15. UAT (Phase-I) Safe-to-host certificate T+170 Days


of 151


S. No.

Scope of Work (I)

Activity/

Milestone (II)

Deliverable (III)

Delivery

Schedule (in days) (IV)

Testing report including Test Results

UAT Test cases

16. UAT sign-off Certificate by RISL

for Phase-I application T+175 Days

17. Phase-I Go-live & Training

Certificate for Go-live of Phase-I by RISL

Technical & Role wise- User

manual (with visual help kits) of the application software

Attendance & Training reports

T+180 Days

18.

Software Development, Testing, Deployment,

UAT & Go-live of all modules and features planned in

Phase-II of Integrated Raj e-Office Application


Application Development

(Phase-II)

Deployment of Phase-II of Integrated Raj e-Office

Application for testing

T+210 Days

19. Beta version Testing of Phase-

II

Report on Beta Testing of the software - Test Strategy, Test

cases and Test Results

T+230 Days


MIS Report indicating amount of data migrated (if any) for Integrated Raj e-Office

Application

T+240 Days

21.

Deployment of Phase-II software solution after

incorporating the all changes/ Bugs identified based

on Beta Testing of Phase-II

Configuration & Deployment document of Phase-II of Integrated Raj e-Office

Application with source code in two sets of DVDs along with source code and/or license of

third party API/any other software used

T+245 Days

22.

UAT (Phase-II)

Safe-to-host certificate

Testing report including Test

Results

UAT Test cases

T+260 Days

23. UAT sign-off Certificate by RISL for Phase-II application

T+265 Days

24. Phase-II Go-live

& Training

Certificate for Go-live of Phase-II by RISL

Technical & Role wise- User manual (with visual help kits) of the application

software


T+270 Days

25. Software

Development, Testing, Deployment, UAT & Go-live of all

Application

Development (Phase-III)

Deployment of Phase-III of

Integrated Raj e-Office Application for testing

T+300 Days

26. Beta version Report on Beta Testing of the T+320 Days


of 151


S. No.

Scope of Work (I)

Activity/

Milestone (II)

Deliverable (III)

Delivery


modules and features planned in

Phase-III of Integrated Raj e-Office Application


Testing of Phase-III

software - Test Strategy, Test cases and Test Results


MIS Report indicating amount of

data migrated (if any) for Integrated Raj e-Office Application

T+335 Days

28.

Deployment of

Phase-III software solution after incorporating the

all changes/ Bugs identified based on Beta Testing of

Phase-III

Configuration & Deployment

document of Phase-III of Integrated Raj e-Office Application with source code in

two sets of DVDs along with source code and/or license of third party API/any other

software used

T+340 Days

29.

UAT (Phase-III)



UAT Test cases

T+355 Days

30. UAT sign-off Certificate by RISL

for Phase-III application T+360 Days

31. Phase-III Go-live & Training

Certificate for Go-live of Phase-III by RISL

Technical & Role wise- User manual (with visual help

kits) of the application software

Attendance & Training

reports

T+365 Days

Operation & Maintenance

32.

Operations & Maintenance (O&M)/ Facility Management

Services (FMS)

a) Deployment

of Manpower b) New

Development

and Enhancement/ up-gradation

/ modification in the Integrated Raj

e-Office Application

c) Managed

Services during Support and

Maintenance Period

Attendance Register

Software Development/ enhancement/ up-gradation/ modification reports

Periodic Testing reports

Application Uptime report

Issue Tracker/ Call Register/Log reports of help desk

Consolidated Report on Calls Logged, Resolved and Escalated

Updated User Manual, Design & SRS documents of the application software in

one hard copy and one soft copy (in DVD)

Updated Application

software with source code in two sets of DVDs along with

Quarterly / as applicable;

For 3 years from the

Date of Go-Live of Phase-II of

Integrated Raj e-Office Application.


of 151


S. No.

Scope of Work (I)

Activity/

Milestone (II)

Deliverable (III)

Delivery


source code and/or license of third party API/any other

software used

Remark: The above mentioned delivery schedule shall be applicable subject to fulfilment of obligations by RISL for respective milestone, wherever applicable. In case of delay in action taken by RISL, same number of days would be added in the delivery period.


of 151

5. INSTRUCTION TO BIDDERS (ITB) & BIDDING PROCESS

5.1. Sale of Tender/ Bidding Document

1. The sale of bidding documents shall be commenced from the date of publication of Notice

Inviting Bids (NIB) and shall be stopped on the date & time as specified in NIB. The

bidding document shall be available only to the qualified bidders at the EoI level (as

mentioned in Chapter 1 of this RFP). The complete bidding document shall also be placed

on the State Public Procurement Portal and e-Procurement portal for the pre-qualified

bidders only who can download the bidding document from the websites and pay its price

while submitting the Bid to the procuring entity.

2. The bidding documents shall be made available to pre-qualified (from stage-1 of EoI) who

pays the price of it in cash or by bank demand draft, banker's cheque.

5.2. Pre-bid Meeting/ Clarifications

1. The prospective bidder may, in writing, seek clarifications from the procuring entity in

respect of the bidding documents.

2. A pre-bid conference is also scheduled by the procuring entity as per the details mentioned

in the NIB and to clarify doubts of potential bidders in respect of the procurement and the

records of such conference shall be intimated to all bidders and where applicable, shall be

published on the respective websites.

3. The period within which the bidders may seek clarifications under (1) above and the period

within which the procuring entity shall respond to such requests for clarifications shall be

as under: -

a. Last date of submitting clarifications requests by the bidder: as per NIB/ IFB

b. Response to clarifications by procuring entity: as per NIB/ IFB

4. The minutes and response, if any, shall be provided promptly to all bidders to which the

procuring entity provided the bidding documents, so as to enable those bidders to take

minutes into account in preparing their bids, and shall be published on the respective

websites.

5.3. Changes in the Bidding Document

1. At any time, prior to the deadline for submission of Bids, the procuring entity may for any

reason, whether on its own initiative or as a result of a request for clarification by a bidder,


of 151

modify the bidding documents by issuing an addendum in accordance with the provisions

below.

2. In case, any modification is made to the bidding document or any clarification is issued

which materially affects the terms contained in the bidding document, the procuring entity

shall publish such modification or clarification in the same manner as the publication of the

initial bidding document.

3. In case, a clarification or modification is issued to the bidding document, the procuring

entity may, prior to the last date for submission of Bids, extend such time limit in order to

allow the bidders sufficient time to take into account the clarification or modification, as the

case may be, while submitting their Bids.

4. Any bidder, who has submitted his Bid in response to the original invitation, shall have the

opportunity to modify or re-submit it, as the case may be, within the period of time

originally allotted or such extended time as may be allowed for submission of Bids, when

changes are made to the bidding document by the procuring entity:

Provided that the Bid last submitted or the Bid as modified by the bidder shall be

considered for evaluation.

5.4. Period of Validity of Bids

1. Bids submitted by the bidders shall remain valid during the period specified in the NIB/

bidding document. A Bid valid for a shorter period shall be rejected by the procuring entity

as non-responsive Bid.

2. Prior to the expiry of the period of validity of Bids, the procuring entity, in exceptional

circumstances, may request the bidders to extend the bid validity period for an additional

specified period of time. A bidder may refuse the request and such refusal shall be treated

as withdrawal of Bid and in such circumstances bid security shall not be forfeited.

3. Bidders that agree to an extension of the period of validity of their Bids shall extend or get

extended the period of validity of bid securities submitted by them or submit new bid

securities to cover the extended period of validity of their bids. A bidder whose bid security

is not extended, or that has not submitted a new bid security, is considered to have

refused the request to extend the period of validity of its Bid.

5.5. Format and Signing of Bids

1. Bidders must submit their bids online at e-Procurement portal i.e.

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

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


of 151

2. All the documents uploaded should be digitally signed with the DSC of authorized

signatory.

3. A Two stage-Two envelope/ cover system shall be followed for the bid –

a. Technical bid including fee details & technical documents

b. Financial bid

4. Technical bid shall include the following documents: -

Table 5.1: Technical Bid Document

S.

No.

Documents Type Document Format

Fee Details

1. Bidding document Fee (Tender Fee) Proof of submission (PDF)

2. RISL Processing Fee (e-Procurement) Instrument/ Proof of submission (PDF)

3. Bid Security Instrument/ Proof of submission (PDF)

Technical Documents

4. Covering Letter – Technical Bid On bidder’s letter head duly signed by

authorized signatory (as per Annexure-6 )

5. Bidder’s Authorization Certificate As per Format given at Annexure-5

6. Copy of board resolution/ Power of Attorney

in favor of person signing the Letter of

Authority at 5 above

Power of Attorney/ Copy of board

resolution

7. Bid Form As per Annexure-7

8. Self-Declaration As per Annexure-8

9. Certificate of Conformity/ No-Deviation As per Annexure-9

10. Manufacturer’s Authorisation Form (MAF) As per Annexure-10

11. Proposed Team/Resources CVs As per Annexure-12

12. Technical Solution Documents All the documents required as per Solution

Architecture defined in section 2.2, Scope

of work as defined in Chapter 4 and

Technical Evaluation Criteria as define in

sub-clause: 3 of section 5.14 of Chapter 5

of RFP document

5. Financial bid shall include the following documents: -

Table 5.2: Financial Bid Document

S.

No.

Documents Type Document Format

1. Covering Letter – Financial Bid On bidder’s letter head duly signed by

authorized signatory (as per Annexure-11 )

2. Price Bid As per Annexure-11, As per BoQ (.XLS) on

e-Proc website


of 151

6. The bidder should ensure that all the required documents, as mentioned in this RFP/

bidding document, are submitted along with the Bid and in the prescribed format only.

Non-submission of the required documents or submission of the documents in a different

format/ contents may lead to the rejections of the Bid proposal submitted by the bidder.

5.6. Cost & Language of Bidding

1. The Bidder shall bear all costs associated with the preparation and submission of its Bid,

and the procuring entity shall not be responsible or liable for those costs, regardless of the

conduct or outcome of the bidding process.

2. The Bid, as well as all correspondence and documents relating to the Bid exchanged by

the Bidder and the procuring entity, shall be written only in English Language. Supporting

documents and printed literature that are part of the Bid may be in another language

provided they are accompanied by an accurate translation of the relevant passages in

English/ Hindi language, in which case, for purposes of interpretation of the Bid, such

translation shall govern.

5.7. Alternative/ Multiple Bids

Alternative/ Multiple Bids shall not be considered at all.

5.8. Bid Security

Every bidder, if not exempted, participating in the procurement process will be required to

furnish the bid security as specified in the NIB.

1. In lieu of bid security, a bid securing declaration shall be taken from Departments of the

State Government, Undertakings, Corporations, Autonomous bodies, Registered Societies

and Cooperative Societies which are owned or controlled or managed by the State

Government and Government Undertakings of the Central Government.

2. Bid security instrument or cash receipt of bid security or a bid securing declaration shall

necessarily accompany the technical bid.

3. Bid security of a bidder lying with the procuring entity in respect of other bids awaiting

decision shall not be adjusted towards bid security for the fresh bids. The bid security

originally deposited may, however, be taken into consideration in case bids are re-invited.

4. The bid security may be given in the form of a banker’s cheque or demand draft or bank

guarantee, in specified format, of a scheduled bank. The bid security must remain valid

thirty days beyond the original or extended validity period of the bid.


of 151

5. The issuer of the bid security and the confirmer, if any, of the bid security, as well as the

form and terms of the bid security, must be acceptable to the procuring entity.

6. Prior to presenting a submission, a bidder may request the procuring entity to confirm the

acceptability of proposed issuer of a bid security or of a proposed confirmer, if required.

The procuring entity shall respond promptly to such a request.

7. The bank guarantee presented as bid security shall be got confirmed from the concerned

issuing bank. However, the confirmation of the acceptability of a proposed issuer or of any

proposed confirmer does not preclude the procuring entity from rejecting the bid security

on the ground that the issuer or the confirmer, as the case may be, has become insolvent

or has otherwise ceased to be creditworthy.

8. The bid security of unsuccessful bidders shall be refunded soon after final acceptance of

successful bid and signing of Agreement and submitting performance security.

9. The Bid security taken from a bidder shall be forfeited, including the interest, if any, in the

following cases, namely: -

a. when the bidder withdraws or modifies its bid after opening of bids;

b. when the bidder does not execute the agreement, if any, after placement of supply/

work order within the specified period;

c. when the bidder fails to deliver the services or execute work as LoI/ work order

within the time specified;

d. when the bidder does not deposit the performance security within specified period

after the supply/ work order is placed; and

e. if the bidder breaches any provision of code of integrity, prescribed for bidders,

specified in the bidding document.

10. Notice will be given to the bidder with reasonable time before bid security deposited is

forfeited.

11. No interest shall be payable on the bid security.

12. In case of the successful bidder, the amount of bid security may be adjusted in arriving at

the amount of the Performance Security, or refunded if the successful bidder furnishes the

full amount of performance security.

13. The procuring entity shall promptly return the bid security after the earliest of the following

events, namely:-


of 151

a. the expiry of validity of bid security;

b. the execution of agreement for procurement and performance security is furnished

by the successful bidder;

c. the cancellation of the procurement process; or

d. the withdrawal of bid prior to the deadline for presenting bids, unless the bidding

documents stipulate that no such withdrawal is permitted.

5.9. Deadline for the submission of Bids

1. Bids shall be received online at e-Procurement portal and up to the time and date specified

in the NIB.

2. Normally, the date of submission and opening of Bids would not be extended. In

exceptional circumstances or when the bidding document are required to be substantially

modified as a result of discussions in pre-bid meeting/ conference or otherwise and the

time with the prospective bidders for preparation of Bids appears insufficient, the date may

be extended by the procuring entity. In such case the publicity of extended time and date

shall be given in the manner, as was given at the time of issuing the original NIB and shall

also be placed on the State Public Procurement Portal, if applicable. It would be ensured

that after issue of corrigendum, reasonable time is available to the bidders for preparation

and submission of their Bids. The procuring entity shall also publish such modifications in

the bidding document in the same manner as the publication of initial bidding document. If,

in the office of the Bids receiving and opening authority, the last date of submission or

opening of Bids is a non-working day, the Bids shall be received or opened on the next

working day.

5.10. Withdrawal, Substitution, and Modification of Bids

1. If permitted on e-Procurement portal, a Bidder may withdraw its Bid or re-submit its Bid

(technical and/ or financial cover) as per the instructions/ procedure mentioned at e-

Procurement website under the section "Bidder's Manual Kit".

2. Bids withdrawn shall not be opened and processes further.

5.11. Opening of Bids

1. The Bids shall be opened by the bid opening & evaluation committee on the date and time

mentioned in the NIB in the presence of the bidders or their authorised representatives

who choose to be present.


of 151

2. The committee may co-opt experienced persons in the committee to conduct the process

of Bid opening.

3. The committee shall prepare a list of the bidders or their representatives attending the

opening of Bids and obtain their signatures on the same. The list shall also contain the

representative’s name and telephone number and corresponding bidders’ names and

addresses. The authority letters, if any, brought by the representatives shall be attached to

the list. The list shall be signed by all the members of Bid opening committee with date and

time of opening of the Bids.

4. All the documents comprising of technical Bid/ cover shall be opened & downloaded from

the e-Procurement website (only for the bidders who have submitted the prescribed fee(s)

to RISL).

5. The committee shall conduct a preliminary scrutiny of the opened technical Bids to assess

the prima-facie responsiveness and ensure that the: -

a. bid is accompanied by bidding document fee, bid security or bid securing

declaration, and processing fee (if applicable);

b. bid is valid for the period, specified in the bidding document;

c. bid is unconditional and the bidder has agreed to give the required performance

security; and

d. other conditions, as specified in the bidding document are fulfilled.

e. any other information which the committee may consider appropriate.

6. No Bid shall be rejected at the time of Bid opening except the Bids not accompanied with

the proof of payment or instrument of the required price of bidding document, processing

fee and bid security.

7. The Financial Bid cover shall be kept unopened and shall be opened later on the date and

time intimated to the bidders who qualify in the evaluation of technical Bids.

5.12. Selection Method

The selection method is Least Cost Based Selection (LCBS)-L1.

5.13. Clarification of Bids

1. To assist in the examination, evaluation, comparison and qualification of the Bids, the bid

evaluation committee may, at its discretion, ask any bidder for a clarification regarding its


of 151

Bid. The committee's request for clarification and the response of the bidder shall be

through the e-Procurement portal.

2. Any clarification submitted by a bidder with regard to its Bid that is not in response to a

request by the committee shall not be considered.

3. No change in the prices or substance of the Bid shall be sought, offered, or permitted,

except to confirm the correction of arithmetic errors discovered by the committee in the

evaluation of the financial Bids.

4. No substantive change to qualification information or to a submission, including changes

aimed at making an unqualified bidder, qualified or an unresponsive submission,

responsive shall be sought, offered or permitted.

5.14. Evaluation & Tabulation of Technical Bids

1. Determination of Responsiveness

a. The bid evaluation committee shall determine the responsiveness of a Bid on the

basis of bidding document and the provisions of pre-qualification/ eligibility criteria

of the bidding document.

b. A responsive Bid is one that meets the requirements of the bidding document

without any material deviation, reservation, or omission where: -

i. “deviation” is a departure from the requirements specified in the bidding

document;

ii. “reservation” is the setting of limiting conditions or withholding from complete

acceptance of the requirements specified in the bidding document; and

iii. “Omission” is the failure to submit part or all of the information or

documentation required in the bidding document.

c. A material deviation, reservation, or omission is one that,

i. if accepted, shall:-

1) affect in any substantial way the scope, quality, or performance of

the subject matter of procurement specified in the bidding

documents; or

2) limits in any substantial way, inconsistent with the bidding

documents, the procuring entity’s rights or the bidder’s obligations

under the proposed contract; or


of 151

ii. if rectified, shall unfairly affect the competitive position of other bidders

presenting responsive Bids.

d. The bid evaluation committee shall examine the technical aspects of the Bid in

particular, to confirm that all requirements of bidding document have been met

without any material deviation, reservation or omission.

e. The procuring entity shall regard a Bid as responsive if it conforms to all

requirements set out in the bidding document, or it contains minor deviations that

do not materially alter or depart from the characteristics, terms, conditions and

other requirements set out in the bidding document, or if it contains errors or

oversights that can be corrected without touching on the substance of the Bid.

2. Non-material Non-conformities in Bids

a. The bid evaluation committee may waive any non-conformities in the Bid that do not

constitute a material deviation, reservation or omission, the Bid shall be deemed to

be substantially responsive.

b. The bid evaluation committee may request the bidder to submit the necessary

information or document like audited statement of accounts/ CA Certificate,

Registration Certificate, VAT/ CST clearance certificate, ISO/ CMMi Certificates,

etc. within a reasonable period of time. Failure of the bidder to comply with the

request may result in the rejection of its Bid.

c. The bid evaluation committee may rectify non-material nonconformities or

omissions on the basis of the information or documentation received from the

bidder under (b) above.

3. Technical Evaluation Criteria

a. As a part of Technical qualification process, the bidders shall be required to make a

detailed presentation (as per schedule communicated by RISL after technical bid

opening) about their understanding of Integrated Raj e-Office Project,

implementation structure, approach & methodology proposed for carrying out the

said assignment, proposed Integrated Raj e-Office Application Architecture &

Execution Strategy, etc., as per below mentioned minimum Technical Qualification

criteria. The Tendering Authority will carry out a detailed evaluation of the

bids as per Technical Qualification Criteria mentioned in this RFP on the basis of


of 151

documentation enclosed in the bid & Presentations made by the prospective

bidders.

b. Technical qualification marking shall be as per table below for following criteria:

Table 5.3: Technical Qualification Criteria

S. No

Technical Qualification Criteria Max Marks

Documents required

1.

Project Understanding and Approach &

Methodology proposed for carrying out the said assignment

10 Hard Copy of

presentation & a document (max 10 pages) detailing the

Technical qualification criteria mentioned at S. No 1 & 2 of Table 5.3

2.

Proposed Integrated Raj e-Office Application

Architecture & Execution Strategy including Team Deployment, implementation plan with timelines, training plan, support activities, etc. to meet project

requirements & differential initiatives by the prospective bidder for customer satisfaction.

30

3.

Resource Deployment Plan for Integrated Raj e-Office Application Development Team (Project Manager, Business Analyst, Team Lead, Test

Lead, System Administrator, Database Administrator) - Profiles & Deployment Strategy; as per qualifications mentioned in the Scope of Work

under this RFP

60

Document detailing the resource deployment plan along with CV’s of

proposed resources

c. Scoring shall be done by technical committee based on the technical presentation

for the above mentioned Technical Qualification Criteria (Table 5.3) to be given by

Project Manager (may also call Business Analyst, Team Lead, Test Lead,

Database Administrator) proposed to be deployed on the project & technical

proposal submitted by them. Please note that technical presentation should be in-

line with their technical proposal. In case of discrepancy the proposal may be

rejected.

d. Marking for a given criteria may be given based upon sufficient proof towards said

criteria or based on demonstration of the same in the presentation.

e. Only bidders who score at-least 70 marks shall be termed as technically qualified

and would be eligible for opening of financial bids.

f. In case of contract being awarded to a prospective bidder, the resouces proposed

by the bidder during technical presentation for deployment under the said project

shall essentially become the part of project development team.

4. Tabulation of Technical Bids

a. If Technical Bids have been invited, they shall be tabulated by the bid evaluation

committee in the form of a comparative statement to evaluate the qualification of

the bidders against the criteria for qualification set out in the bidding document.


of 151

b. The members of bid evaluation committee shall give their recommendations below

the table as to which of the bidders have been found to be qualified in evaluation of

Technical Bids and sign it.

5. The number of firms qualified in technical evaluation, if less than three and it is considered

necessary by the procuring entity to continue with the procurement process, reasons shall

be recorded in writing and included in the record of the procurement proceedings.

6. The bidders who qualified in the technical evaluation shall be informed in writing about the

date, time and place of opening of their financial Bids.

5.15. Evaluation & Tabulation of Financial Bids

Subject to the provisions of “Acceptance of Successful Bid and Award of Contract” below,

the procuring entity shall take following actions for evaluation of financial Bids:-

1. the financial Bids of the bidders who qualified in technical evaluation shall be opened online

at the notified time, date and place by the bid evaluation committee in the presence of the

bidders or their representatives who choose to be present;

2. the process of opening of the financial Bids shall be similar to that of technical Bids;

3. the names of the bidders, the rates given by them and conditions put, if any, shall be read

out and recorded;

4. conditional Bids are liable to be rejected;

5. the evaluation shall include all costs and all taxes and duties applicable to the bidder as per

law of the Central/ State Government/ Local Authorities, and the evaluation criteria

specified in the bidding documents shall only be applied;

6. the offers shall be evaluated and marked L1, L2, L3 etc. L1 being the lowest offer and then

others in ascending order;

7. the bid evaluation committee shall prepare a comparative statement in tabular form in

accordance with rules along with its report on evaluation of financial Bids and recommend

the bidder having lowest offer, among technically qualified bidder, for acceptance to the

procuring entity

8. The members of bids evaluation committee shall give their recommendations below the

table regarding bidder having lowest offer, among technically qualified bidder, and sign it.

9. it shall be ensured that the offer recommended for sanction is justifiable looking to the

prevailing market rates of the goods, works or service required to be procured.


of 151

5.16. Correction of Arithmetic Errors in Financial Bids

The bid evaluation committee shall correct arithmetical errors in substantially responsive

Bids, on the following basis, namely: -

1. if there is a discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail and the total price shall

be corrected, unless in the opinion of the bid evaluation committee there is an obvious

misplacement of the decimal point in the unit price, in which case the total price as quoted

shall govern and the unit price shall be corrected;

2. if there is an error in a total corresponding to the addition or subtraction of subtotals, the

subtotals shall prevail and the total shall be corrected; and

3. if there is a discrepancy between words and figures, the amount in words shall prevail,

unless the amount expressed in words is related to an arithmetic error, in which case the

amount in figures shall prevail subject to clause (1) and (2) above.

5.17. Comparison of rates of firms outside and those in Rajasthan

While tabulating the financial Bids of those firms which are not entitled to price preference,

the element of Rajasthan Value Added Tax (RVAT) shall be excluded from the rates quoted

by the firms of Rajasthan and the element of Central Sales Tax (CST) shall be included in

the rates of firms from outside Rajasthan for financial bid evaluation purpose.

5.18. Price/ purchase preference in evaluation

Price and/ or purchase preference notified by the State Government (GoR) and as

mentioned in the bidding document shall be considered in the evaluation of Bids and award

of contract.

5.19. Negotiations

1. Negotiations may, however, be undertaken only with the bidder having lowest offer, among

technically qualified bidder, when the rates are considered to be much higher than the

prevailing market rates.

2. The bid evaluation committee shall have full powers to undertake negotiations. Detailed

reasons and results of negotiations shall be recorded in the proceedings.

3. The bidder having lowest offer, among technically qualified bidder, shall be informed in

writing either through messenger or by registered letter and e-mail (if available). A

minimum time of seven days shall be given for calling negotiations. In case of urgency the

bid evaluation committee, after recording reasons, may reduce the time, provided the


of 151

bidder having lowest offer, among technically qualified bidder, has received the intimation

and consented to regarding holding of negotiations.

4. Negotiations shall not make the original offer made by the bidder inoperative. The bid

evaluation committee shall have option to consider the original offer in case the bidder

decides to increase rates originally quoted or imposes any new terms or conditions.

5. In case of non-satisfactory achievement of rates from bidder having lowest offer, the bid

evaluation committee may choose to make a written counter offer to the bidder having

lowest offer and if this is not accepted by him, the committee may decide to reject and re-

invite Bids or to make the same counter-offer first to the bidder having second lowest

offer, then to the bidder having third lowest offer and so on in the order of their initial

standing and work/ supply order be awarded to the bidder who accepts the counter-offer.

This procedure would be used in exceptional cases only.

6. In case the rates even after the negotiations are considered very high, fresh Bids shall be

invited.

5.20. Exclusion of Bids/ Disqualification

1. A procuring entity shall exclude/ disqualify a Bid, if: -

a. the information submitted, concerning the qualifications of the bidder, was false or

constituted a misrepresentation; or

b. the information submitted, concerning the qualifications of the bidder, was materially

inaccurate or incomplete; and

c. the bidder is not qualified as per pre-qualification/ eligibility criteria mentioned in the

bidding document;

d. the Bid materially departs from the requirements specified in the bidding document

or it contains false information;

e. the bidder, submitting the Bid, his agent or any one acting on his behalf, gave or

agreed to give, to any officer or employee of the procuring entity or other

governmental authority a gratification in any form, or any other thing of value, so as

to unduly influence the procurement process;

f. a bidder, in the opinion of the procuring entity, has a conflict of interest materially

affecting fair competition.

2. A Bid shall be excluded/ disqualified as soon as the cause for its exclusion/ disqualification

is discovered.


of 151

3. Every decision of a procuring entity to exclude a Bid shall be for reasons to be recorded in

writing and shall be: -

a. communicated to the concerned bidder in writing;

b. published on the State Public Procurement Portal, if applicable.

5.21. Acceptance of the successful Bid and award of contract

1. The procuring entity after considering the recommendations of the bid evaluation

committee and the conditions of Bid, if any, financial implications, trials, sample testing and

test reports, etc., shall accept or reject the successful Bid. If any member of the bid

evaluation committee, has disagreed or given its note of dissent, the matter shall be

referred to the next higher authority, as per delegation of financial powers, for decision.

2. Decision on Bids shall be taken within original validity period of Bids and time period

allowed to procuring entity for taking decision. If the decision is not taken within the original

validity period or time limit allowed for taking decision, the matter shall be referred to the

next higher authority in delegation of financial powers for decision.

3. Before award of the contract, the procuring entity shall ensure that the price of successful

Bid is reasonable and consistent with the required quality.

4. A Bid shall be treated as successful only after the competent authority has approved the

procurement in terms of that Bid.

5. The procuring entity shall award the contract to the bidder whose offer has been

determined to be the lowest in accordance with the evaluation criteria set out in the bidding

document and if the bidder has been determined to be qualified to perform the contract

satisfactorily on the basis of qualification criteria fixed for the bidders in the bidding

document for the subject matter of procurement.

6. Prior to the expiration of the period of bid validity, the procuring entity shall inform the

successful bidder, in writing, that its Bid has been accepted.

7. As soon as a Bid is accepted by the competent authority, its written intimation shall be sent

to the concerned bidder by registered post or email and asked to execute an agreement in

the format given in the bidding documents on a non-judicial stamp of requisite value and

deposit the amount of performance security or a performance security declaration, if

applicable, within a period specified in the bidding documents or where the period is not

specified in the bidding documents then within fifteen days from the date on which the

letter of acceptance or letter of intent is dispatched to the bidder.


of 151

8. If the issuance of formal letter of acceptance is likely to take time, in the meanwhile a Letter

of Intent (LOI) may be sent to the bidder. The acceptance of an offer is complete as soon

as the letter of acceptance or letter of intent is posted and/ or sent by email (if available) to

the address of the bidder given in the bidding document. Until a formal contract is

executed, the letter of acceptance or LOI shall constitute a binding contract.

9. The bid security of the bidders who’s Bids could not be accepted shall be refunded soon

after the contract with the successful bidder is signed and its performance security is

obtained.

5.22. Information and publication of award

Information of award of contract shall be communicated to all participating bidders and

published on the respective website(s) as specified in NIB.

5.23. Procuring entity’s right to accept or reject any or all Bids

The Procuring entity reserves the right to accept or reject any Bid, and to annul (cancel) the

bidding process and reject all Bids at any time prior to award of contract, without thereby

incurring any liability to the bidders.

5.24. Right to vary quantity

1. If the procuring entity does not procure any subject matter of procurement or procures less

than the quantity specified in the bidding documents due to change in circumstances, the

bidder shall not be entitled for any claim or compensation.

2. Repeat orders for extra items or additional quantities may be placed on the rates and

conditions given in the contract. Delivery or completion period may also be proportionately

increased. The limits of repeat order shall be as under: -

a. 50% of the quantity of the individual items and 50% of the value of original contract

in case of works; and

b. 50% of the value of goods or services of the original contract.

5.25. Performance Security

1. Prior to execution of agreement, Performance security shall be solicited from all successful

bidders except the departments of the State Government and undertakings, corporations,

autonomous bodies, registered societies, co-operative societies which are owned or

controlled or managed by the State Government and undertakings of the Central

Government. However, a performance security declaration shall be taken from them. The


of 151

State Government may relax the provision of performance security in particular

procurement or any class of procurement.

2. The amount of performance security shall be 5% of the amount of supply order in case of

procurement of goods and services.

3. Performance security shall be furnished in any one of the following forms: -

a. Bank Draft or Banker's Cheque of a scheduled bank;

b. National Savings Certificates and any other script/ instrument under National

Savings Schemes for promotion of small savings issued by a Post Office in

Rajasthan, if the same can be pledged under the relevant rules. They shall be

accepted at their surrender value at the time of bid and formally transferred in the

name of procuring entity with the approval of Head Post Master;

c. Bank guarantee/s of a scheduled bank. It shall be got verified from the issuing bank.

Other conditions regarding bank guarantee shall be same as mentioned in the

bidding document for bid security;

d. Fixed Deposit Receipt (FDR) of a scheduled bank. It shall be in the name of

procuring entity on account of bidder and discharged by the bidder in advance. The

procuring entity shall ensure before accepting the FDR that the bidder furnishes an

undertaking from the bank to make payment/ premature payment of the FDR on

demand to the procuring entity without requirement of consent of the bidder

concerned. In the event of forfeiture of the performance security, the Fixed Deposit

shall be forfeited along with interest earned on such Fixed Deposit.

4. Performance security furnished in the form specified in clause [b.] to [e.] of (3) above shall

remain valid for a period of 60 days beyond the date of completion of all contractual

obligations of the bidder, including warranty obligations and maintenance and defect

liability period.

5. Forfeiture of Security Deposit: Security amount in full or part may be forfeited, including

interest, if any, in the following cases:-

a. When any terms and condition of the contract is breached.

b. When the bidder fails to make complete supply satisfactorily.

c. if the bidder breaches any provision of code of integrity, prescribed for bidders,


6. Notice will be given to the bidder with reasonable time before PSD deposited is forfeited.


of 151

7. No interest shall be payable on the PSD.

5.26. Execution of agreement

1. A procurement contract shall come into force from the date on which the letter of

acceptance or letter of intent is despatched to the bidder.

2. The successful bidder shall sign the procurement contract within 15 days from the date on

which the letter of acceptance or letter of intent is despatched to the successful bidder.

3. If the bidder, who’s Bid has been accepted, fails to sign a written procurement contract or

fails to furnish the required performance security within specified period, the procuring

entity shall take action against the successful bidder as per the provisions of the bidding

document and Act. The procuring entity may, in such case, cancel the procurement

process or if it deems fit, offer for acceptance the rates of most advantageous bidder to the

next most advantageous bidder, in accordance with the criteria and procedures set out in

the bidding document.

4. The bidder will be required to execute the agreement on a non-judicial stamp of specified

value at its cost and to be purchase from anywhere in Rajasthan only.

5. After signing of procurement contract/ agreement and submission of required performance

security, Purchaser will issue the work order to successful bidder.

5.27. Confidentiality

1. Notwithstanding anything contained in this bidding document but subject to the provisions

of any other law for the time being in force providing for disclosure of information, a

procuring entity shall not disclose any information if such disclosure, in its opinion, is likely

to: -

a. impede enforcement of any law;

b. affect the security or strategic interests of India;

c. affect the intellectual property rights or legitimate commercial interests of bidders;

d. affect the legitimate commercial interests of the procuring entity in situations that

may include when the procurement relates to a project in which the procuring entity

is to make a competitive bid, or the intellectual property rights of the procuring

entity.


of 151

2. The procuring entity shall treat all communications with bidders related to the procurement

process in such manner as to avoid their disclosure to competing bidders or to any other

person not authorised to have access to such information.

3. The procuring entity may impose on bidders for fulfilling the terms of the procurement

contract, conditions aimed at protecting information, the disclosure of which violates (1)

above.

4. In addition to the restrictions specified above, the procuring entity, while procuring a subject

matter of such nature which requires the procuring entity to maintain confidentiality, may

impose condition for protecting confidentiality of such information.

5.28. Cancellation of procurement process

1. If any procurement process has been cancelled, it shall not be reopened but it shall not

prevent the procuring entity from initiating a new procurement process for the same

subject matter of procurement, if required.

2. A procuring entity may, for reasons to be recorded in writing, cancel the process of

procurement initiated by it -

a. at any time prior to the acceptance of the successful Bid; or

b. after the successful Bid is accepted in accordance with (4) and (5) below.

3. The procuring entity shall not open any bids or proposals after taking a decision to cancel

the procurement and shall return such unopened bids or proposals.

4. The decision of the procuring entity to cancel the procurement and reasons for such

decision shall be immediately communicated to all bidders that participated in the

procurement process.

5. If the bidder who’s Bid has been accepted as successful fails to sign any written

procurement contract as required, or fails to provide any required security for the

performance of the contract, the procuring entity may cancel the procurement process.

6. If a bidder is convicted of any offence under the Act, the procuring entity may: -

a. cancel the relevant procurement process if the Bid of the convicted bidder has been

declared as successful but no procurement contract has been entered into;

b. rescind (cancel) the relevant contract or forfeit the payment of all or a part of the

contract value if the procurement contract has been entered into between the

procuring entity and the convicted bidder.


of 151

5.29. Code of Integrity for Bidders

1. No person participating in a procurement process shall act in contravention of the code of

integrity prescribed by the State Government.

2. The code of integrity include provisions for: -

a. Prohibiting

i. any offer, solicitation or acceptance of any bribe, reward or gift or any

material benefit, either directly or indirectly, in exchange for an unfair

advantage in the procurement process or to otherwise influence the

procurement process;

ii. any omission, including a misrepresentation that misleads or attempts to

mislead so as to obtain a financial or other benefit or avoid an obligation;

iii. any collusion, bid rigging or anti-competitive behaviour to impair the

transparency, fairness and progress of the procurement process;

iv. improper use of information shared between the procuring entity and the

bidders with an intent to gain unfair advantage in the procurement

process or for personal gain;

v. any financial or business transactions between the bidder and any officer or

employee of the procuring entity;

vi. any coercion including impairing or harming or threatening to do the same,

directly or indirectly, to any party or to its property to influence the

procurement process;

vii. any obstruction of any investigation or audit of a procurement process;

b. disclosure of conflict of interest;

c. disclosure by the bidder of any previous transgressions with any entity in India or

any other country during the last three years or of any debarment by any other

procuring entity.

3. Without prejudice to the provisions below, in case of any breach of the code of integrity by

a bidder or prospective bidder, as the case may be, the procuring entity may take

appropriate measures including: -

a. exclusion of the bidder from the procurement process;

b. calling-off of pre-contract negotiations and forfeiture or encashment of bid security;


of 151

c. forfeiture or encashment of any other security or bond relating to the procurement;

d. recovery of payments made by the procuring entity along with interest thereon at

bank rate;

e. cancellation of the relevant contract and recovery of compensation for loss incurred

by the procuring entity;

f. debarment of the bidder from participation in future procurements of the procuring

entity for a period not exceeding three years.

5.30. Interference with Procurement Process

A bidder, who: -

1. withdraws from the procurement process after opening of financial bids;

2. withdraws from the procurement process after being declared the successful bidder;

3. fails to enter into procurement contract after being declared the successful bidder;

4. fails to provide performance security or any other document or security required in terms of

the bidding documents after being declared the successful bidder, without valid grounds,

shall, in addition to the recourse available in the bidding document or the contract, be

punished with fine which may extend to fifty lakh rupees or ten per cent of the assessed

value of procurement, whichever is less.

5.31. Appeals

1. Subject to “Appeal not to lie in certain cases” below, if any bidder or prospective bidder is

aggrieved that any decision, action or omission of the procuring entity is in contravention to

the provisions of the Act or the rules or guidelines issued thereunder, he may file an

appeal to such officer of the procuring entity, as may be designated by it for the purpose,

within a period of 10 days from the date of such decision or action, omission, as the case

may be, clearly giving the specific ground or grounds on which he feels aggrieved:

a. Provided that after the declaration of a bidder as successful in terms of “Award of

Contract”, the appeal may be filed only by a bidder who has participated in

procurement proceedings.

b. Provided further that in case a procuring entity evaluates the technical Bid before

the opening of the financial Bid, an appeal related to the matter of financial Bid may

be filed only by a bidder whose technical Bid is found to be acceptable.


of 151

2. The officer to whom an appeal is filed under (1) above shall deal with the appeal as

expeditiously as possible and shall endeavour to dispose it of within 30 days from the date

of filing of the appeal.

3. If the officer designated under (1) above fails to dispose of the appeal filed under that sub-

section within the period specified in (2) above, or if the bidder or prospective bidder or the

procuring entity is aggrieved by the order passed, the bidder or prospective bidder or the

procuring entity, as the case may be, may file a second appeal to an officer or authority

designated by the State Government in this behalf within 15 days from the expiry of the

period specified in (2) above or of the date of receipt of the order passed under (2) above,

as the case may be.

4. The officer or authority to which an appeal is filed under (3) above shall deal with the

appeal as expeditiously as possible and shall endeavour to dispose it of within 30 days

from the date of filing of the appeal:

5. The officer or authority to which an appeal may be filed under (1) or (4) above shall be :

First Appellate Authority: Principal Secretary, IT&C, GoR

Second Appellate Authority: Principal Secretary, Finance Department, GoR

6. Form of Appeal:

a. Every appeal under (1) and (3) above shall be as per Annexure-16 along with as

many copies as there are respondents in the appeal.

b. Every appeal shall be accompanied by an order appealed against, if any, affidavit

verifying the facts stated in the appeal and proof of payment of fee.

c. Every appeal may be presented to First Appellate Authority or Second Appellate

Authority, as the case may be, in person or through registered post or authorised

representative.

7. Fee for Appeal: Fee for filing appeal:

a. Fee for first appeal shall be rupees two thousand five hundred and for second

appeal shall be rupees ten thousand, which shall be non-refundable.

b. The fee shall be paid in the form of bank demand draft or banker’s cheque of a

Scheduled Bank payable in the name of Appellate Authority concerned.

8. Procedure for disposal of appeal:


of 151

a. The First Appellate Authority or Second Appellate Authority, as the case may be,

upon filing of appeal, shall issue notice accompanied by copy of appeal, affidavit

and documents, if any, to the respondents and fix date of hearing.

b. On the date fixed for hearing, the First Appellate Authority or Second Appellate

Authority, as the case may be, shall,-

i. hear all the parties to appeal present before him; and

ii. peruse or inspect documents, relevant records or copies thereof relating to

the matter.

c. After hearing the parties, perusal or inspection of documents and relevant records

or copies thereof relating to the matter, the Appellate Authority concerned shall

pass an order in writing and provide the copy of order to the parties to appeal free

of cost.

d. The order passed under (c) shall also be placed on the State Public Procurement

Portal.

9. No information which would impair the protection of essential security interests of India, or

impede the enforcement of law or fair competition, or prejudice the legitimate commercial

interests of the bidder or the procuring entity, shall be disclosed in a proceeding under an

appeal.

5.32. Stay of procurement proceedings

While hearing of an appeal, the officer or authority hearing the appeal may, on an application

made in this behalf and after affording a reasonable opportunity of hearing to the parties

concerned, stay the procurement proceedings pending disposal of the appeal, if he, or it, is

satisfied that failure to do so is likely to lead to miscarriage of justice.

5.33. Vexatious Appeals & Complaints

Whoever intentionally files any vexatious, frivolous or malicious appeal or complaint under

the “The Rajasthan Transparency Public Procurement Act 2012”, with the intention of

delaying or defeating any procurement or causing loss to any procuring entity or any other

bidder, shall be punished with fine which may extend to twenty lakh rupees or five per cent of

the value of procurement, whichever is less.


of 151

5.34. Offenses by Firms/ Companies

1. Where an offence under “The Rajasthan Transparency Public Procurement Act 2012” has

been committed by a company, every person who at the time the offence was committed

was in charge of and was responsible to the company for the conduct of the business of

the company, as well as the company, shall be deemed to be guilty of having committed

the offence and shall be liable to be proceeded against and punished accordingly:

Provided that nothing contained in this sub-section shall render any such person liable for

any punishment if he proves that the offence was committed without his knowledge or that

he had exercised all due diligence to prevent the commission of such offence.

2. Notwithstanding anything contained in (1) above, where an offence under this Act has been

committed by a company and it is proved that the offence has been committed with the

consent or connivance of or is attributable to any neglect on the part of any director,

manager, secretary or other officer of the company, such director, manager, secretary or

other officer shall also be deemed to be guilty of having committed such offence and shall

be liable to be proceeded against and punished accordingly.

3. For the purpose of this section-

a. "company" means a body corporate and includes a limited liability partnership, firm,

registered society or cooperative society, trust or other association of individuals;

and

b. "director" in relation to a limited liability partnership or firm, means a partner in the

firm.

4. Abetment of certain offenses: Whoever abets an offence punishable under this Act,

whether or not that offence is committed in consequence of that abetment, shall be

punished with the punishment provided for the offence.

5.35. Debarment from Bidding

1. A bidder shall be debarred by the State Government if he has been convicted of an offence

a. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or

b. under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other law for

the time being in force, for causing any loss of life or property or causing a threat to

public health as part of execution of a public procurement contract.


of 151

2. A bidder debarred under (1) above shall not be eligible to participate in a procurement

process of any procuring entity for a period not exceeding three years commencing from

the date on which he was debarred.

3. If a procuring entity finds that a bidder has breached the code of integrity prescribed in

terms of “Code of Integrity for bidders” above, it may debar the bidder for a period not

exceeding three years.

4. Where the entire bid security or the entire performance security or any substitute thereof,

as the case may be, of a bidder has been forfeited by a procuring entity in respect of any

procurement process or procurement contract, the bidder may be debarred from

participating in any procurement process undertaken by the procuring entity for a period

not exceeding three years.

5. The State Government or a procuring entity, as the case may be, shall not debar a bidder

under this section unless such bidder has been given a reasonable opportunity of being

heard.

5.36. Monitoring of Contract

1. An officer or a committee of officers named Contract Monitoring Committee (CMC) may be

nominated by procuring entity to monitor the progress of the contract during its delivery

period.

2. During the delivery period the CMC shall keep a watch on the progress of the contract and

shall ensure that quantity of goods and service delivery is in proportion to the total delivery

period given, if it is a severable contract, in which the delivery of the goods and service is

to be obtained continuously or is batched. If the entire quantity of goods and service is to

be delivered in the form of completed work or entire contract like fabrication work, the

process of completion of work may be watched and inspections of the selected bidder’s

premises where the work is being completed may be inspected.

3. If delay in delivery of goods and service is observed a performance notice would be given

to the selected bidder to speed up the delivery.

4. Any change in the constitution of the firm, etc. shall be notified forth with by the Selected

Bidder in writing to the procuring entity and such change shall not relieve any former

member of the firm, etc., from any liability under the contract.

5. No new partner/ partners shall be accepted in the firm by the selected bidder in respect of

the contract unless he/ they agree to abide by all its terms, conditions and deposits with


of 151

the procuring entity through a written agreement to this effect. The bidder’s receipt for

acknowledgement or that of any partners subsequently accepted as above shall bind all of

them and will be sufficient discharge for any of the purpose of the contract.

6. The selected bidder shall not assign or sub-let his contract or any substantial part thereof to

any other agency without the permission of procuring entity.


of 151

6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT

6.1. Contract Documents

Subject to the order of precedence set forth in the Agreement, all documents forming the

Contract (and all parts thereof) are intended to be correlative, complementary, and mutually

explanatory.

6.2. Interpretation

1. If the context so requires it, singular means plural and vice versa.

2. Entire Agreement: The Contract constitutes the entire agreement between the Purchaser

and the Supplier/ Selected bidder and supersedes all communications, negotiations and

agreements (whether written or oral) of parties with respect thereto made prior to the date

of Contract.

3. Amendment: No amendment or other variation of the Contract shall be valid unless it is in

writing, is dated, expressly refers to the Contract, and is signed by a duly authorized

representative of each party thereto.

4. Non-waiver: Subject to the condition (6) below, no relaxation, forbearance, delay, or

indulgence by either party in enforcing any of the terms and conditions of the Contract or

the granting of time by either party to the other shall prejudice, affect, or restrict the rights

of that party under the Contract, neither shall any waiver by either party of any breach of

Contract operate as waiver of any subsequent or continuing breach of Contract.

5. Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing,

dated, and signed by an authorized representative of the party granting such waiver, and

must specify the right and the extent to which it is being waived.

6. Severability: If any provision or condition of the Contract is prohibited or rendered invalid or

unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or

enforceability of any other provisions and conditions of the Contract.

6.3. Language

1. The Contract as well as all correspondence and documents relating to the Contract

exchanged by the successful/ selected bidder and the Purchaser, shall be written in

English language only. Supporting documents and printed literature that are part of the

Contract may be in another language provided they are accompanied by an accurate

translation of the relevant passages in the language specified in the special conditions of


of 151

the contract, in which case, for purposes of interpretation of the Contract, this translation

shall govern.

2. The successful/ selected bidder shall bear all costs of translation to the governing language

and all risks of the accuracy of such translation.

6.4. Joint Venture, Consortium or Association

1. Unless otherwise specified in the special conditions of the contract, if the Supplier/ Bidder

is a joint venture, consortium, or association, all of the parties shall be jointly and severally

liable to the Purchaser for the fulfilment of the provisions of the contract and shall

designate one party to act as a leader with authority to bind the joint venture, consortium,

or association.

2. The composition or the constitution of the joint venture, consortium, or association shall not

be altered without the prior consent of the purchaser.

3. Any change in the constitution of the firm, etc. shall be notified forth with by the Selected

Bidder in writing to the purchase officer and such change shall not relieve any former

member of the firm, etc., from any liability under the contract.

4. No new partner/ partners shall be accepted in the firm by the Selected Bidder in respect of

the contract unless he/they agree to abide by all its terms, conditions and deposits with the

purchase officer a written agreement to this effect. The Selected Bidder’s receipt for

acknowledgement or that of any partners subsequently accepted as above shall bind all of

them and will be sufficient discharge for any of the purpose of the contract.

5. No new consortium agreement shall be allowed during the project period.

6. In Consortium, all the members shall be equally responsible to complete the project as per

their roles & responsibilities; however Lead partner shall give an undertaking for the

successful completion of the overall project. In case of any issues, Lead partner is the

responsible person for all the penalties.

7. The lead bidder is required to do majority (>50%) of the work. However, the lead bidder

and consortium partner is jointly and severely liable for the entire scope of work and risks

involved thereof.

8. The non-lead bidder (consortium partner) is liable for the scope of work for which they are

responsible along with the lead bidder.

9. Any change in the consortium at a later date will not be allowed without prior permission

from the tendering authority/ purchaser.


of 151

6.5. Eligible Goods and Related Services

1. For purposes of this Clause, the term “goods” and “related services” include the software

(System Software, new application & COTS), licenses & services to be delivered by the

selected bidder as per scope of work defined in this RFP.

2. Bidder must quote products in accordance with above clause “Eligible goods and related

services”.

6.6. Notices

1. Any notice given by one party to the other pursuant to the Contract shall be in writing to the

address specified in the contract. The term “in writing” means communicated in written

form with proof of dispatch and receipt.

2. A Notice shall be effective when delivered or on the Notice’s effective date, whichever is

later.

6.7. Governing Law

The Contract shall be governed by and interpreted in accordance with the laws of the

Rajasthan State/ the Country (India), unless otherwise specified in the contract.

6.8. Scope of Supply

1. Subject to the provisions in the bidding document and contract, the goods and related

services to be supplied shall be as specified in Scope of Work section of the bidding

document.

2. Unless otherwise stipulated in the Contract, the scope of supply shall include all such items

not specifically mentioned in the Contract but that can be reasonably inferred from the

Contract as being required for attaining delivery and completion of the goods and related

services as if such items were expressly mentioned in the Contract.

3. The bidder shall not quote and supply any software that is likely to be declared as End of

Service/ Support for a period of 5 Years from the last date of bid submission. OEMs are

required to mention this in the MAF for all the quoted software. If any of the software is

found to be declared as End of Service/ Support during the contract duration, then the

bidder shall replace all such software with the latest ones having equivalent or higher

specifications without any financial obligation to the purchaser.


of 151

6.9. Delivery & Installation

1. Subject to the conditions of the contract, the delivery of the goods and completion of the

related services shall be in accordance with the delivery and completion schedule


2. The contract for the supply can be repudiated at any time by the purchase officer, if the

supplies are not made to his satisfaction after giving an opportunity to the bidder of being

heard and recording the reasons for repudiation.

3. The Supplier/ Selected Bidder shall arrange to supply, install and commission the software/

system as per specifications within the specified delivery/ completion period at various

departments and/ or their offices/ locations mentioned in the PO/ WO.

6.10. Supplier’s/ Bidder’s Responsibilities

The Supplier/ Bidder shall supply all the goods and related services included in the scope of

work in accordance with the provisions of bidding document and/ or contract.

6.11. Purchaser’s Responsibilities

1. Whenever the supply services requires that the Supplier/ Selected Bidder obtain licenses,

permits, approvals, etc., the Purchaser shall, if so required by the Supplier/ Selected

Bidder, make its best effort to assist the Supplier/ Selected Bidder in complying with such

requirements in a timely and expeditious manner.

2. The Purchaser shall pay all costs involved in the performance of its responsibilities , in

accordance with the general and special conditions of the contract.

6.12. Contract Price

1. The Contract Price shall be paid as specified in the contract subject to any additions and

adjustments thereto, or deductions there from, as may be made pursuant to the Contract.

2. Prices charged by the Supplier/ Bidder for the Goods delivered and the Related Services

performed under the Contract shall not vary from the prices quoted by the Supplier/ Bidder

in its bid, with the exception of any price adjustments authorized in the special conditions

of the contract.

6.13. Recoveries from Suppliers/ Bidders

1. Recovery of liquidated damages, short supply, penalties etc. shall be made ordinarily from

bills.


of 151

2. The Purchase Officer shall withhold amount to the extent of short supply, liquidated

damages/ penalties, as applicable. In case of failure to withhold the amount, it shall be

recovered from his dues and performance security deposit.

3. The balance, if any, shall be demanded from the Supplier/ Bidder and when recovery is not

possible, the Purchase Officer shall take recourse to law in force.

6.14. Taxes & Duties

1. The TDS, Raj-VAT, Service Tax etc., if applicable, shall be deducted at source/ paid by

RISL as per prevailing rates.

2. For goods supplied from outside India, the successful/ selected bidder shall be entirely

responsible for all taxes, stamp duties, license fees, and other such levies imposed outside

the country.

3. For goods supplied from within India, the successful/ selected bidder shall be entirely

responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted

Goods to the Purchaser.

4. If any tax exemptions, reductions, allowances or privileges may be available to the

successful/ selected bidder in India, the Purchaser shall use its best efforts to enable the

successful/ selected bidder to benefit from any such tax savings to the maximum allowable

extent.

6.15. Copyright

The copyright in all drawings, design documents, source code and other materials containing

data and information furnished to the Purchaser by the Supplier/ Selected Bidder herein shall

remain vested in the Purchaser.

6.16. Confidential Information

1. The Purchaser and the Supplier/ Selected Bidder shall keep confidential and shall not,

without the written consent of the other party hereto, divulge to any third party any

drawings, documents, data, or other information furnished directly or indirectly by the other

party hereto in connection with the Contract, whether such information has been furnished

prior to, during or following completion or termination of the Contract.

2. The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such

documents, data, and other information it receives from the Purchaser to the extent

required for the Subcontractor to perform its work under the Contract, in which event the


of 151

Supplier/ Selected Bidder shall obtain from such Subcontractor an undertaking of

confidentiality similar to that imposed on the Supplier/ Selected Bidder.

3. The Purchaser shall not use such documents, data, and other information received from

the Supplier/ Selected Bidder for any purposes unrelated to the Contract. Similarly, the

Supplier/ Selected Bidder shall not use such documents, data, and other information

received from the Purchaser for any purpose other than the design, procurement, or other

work and services required for the performance of the Contract.

4. The obligation of a party under sub-clauses above, however, shall not apply to information

that: -

a. the Purchaser or Supplier/ Selected Bidder need to share with RISL or other

institutions participating in the Contract;

b. now or hereafter enters the public domain through no fault of that party;

c. can be proven to have been possessed by that party at the time of disclosure and

which was not previously obtained, directly or indirectly, from the other party; or

d. otherwise lawfully becomes available to that party from a third party that has no

obligation of confidentiality.

5. The above provisions shall not in any way modify any undertaking of confidentiality given

by either of the parties hereto prior to the date of the Contract in respect of the supply or

any part thereof.

6. The provisions of this clause shall survive completion or termination, for whatever reason,

of the Contract.

6.17. Sub-contracting

1. Unless otherwise specified in the Contract, the bidder shall not assign or sub-let his

contract or any substantial part thereof to any other agency without the permission of

Purchasing Authority.

2. If permitted, the bidder shall notify the Purchaser in writing of all subcontracts awarded

under the Contract if not already specified in the Bid. Subcontracting shall in no event

relieve the Supplier from any of its obligations, duties, responsibilities, or liability under the

Contract.

3. Subcontracts, if permitted, shall comply with the provisions of bidding document and/ or

contract.


of 151

6.18. Extension in Delivery Period and Liquidated Damages (LD)

1. Except as provided under clause “Force Majeure”, if the supplier/ selected bidder fails to

deliver any or all of the Goods or perform the Related Services within the period specified

in the Contract, the Purchaser may without prejudice to all its other remedies under the

Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the

percentage specified in (4) below for each week or part thereof of delay until actual

delivery or performance, up to a maximum deduction of the percentage specified in the

bidding document and/ or contract. Once the maximum is reached, the Purchaser may

terminate the Contract pursuant to clause “Termination”.

2. The time specified for delivery in the bidding document shall be deemed to be the essence

of the contract and the supplier/ selected bidder shall arrange goods supply and related

services within the specified period.

3. Delivery and installation/ completion period may be extended with or without liquidated

damages, if the delay in the supply of goods or service is on account of hindrances beyond

the control of the supplier/ selected bidder.

a. The supplier/ selected bidder shall request in writing to the Purchaser giving

reasons for extending the delivery period of service, if he finds himself unable to

complete the supply of goods or service within the stipulated delivery period or is

unable to maintain prorate progress in the supply of goods or service delivery. This

request shall be submitted as soon as a hindrance in delivery of goods and service

occurs or within 15 days from such occurrence but before expiry of stipulated

period of completion of delivery of goods and service after which such request shall

not be entertained.

b. The Purchaser shall examine the justification of causes of hindrance in the delivery

of goods and service and the period of delay occurred due to that and recommend

the competent authority on the period of extension which should be granted with or

without liquidated damages.

c. Normally, extension in delivery period of goods and service in following

circumstances may be considered without liquidated damages:

a. When delay has occurred due to delay in providing of information/ data by

RISL or other departments as per terms of the contract.

d. If the competent authority agrees to extend the delivery period/ schedule, an

amendment to the contract with suitable denial clauses and with or without


of 151

liquidated damages, as the case may be, shall be issued. The amendment letter

shall mention that no extra price or additional cost for any reason, what so ever

beyond the contracted cost shall be paid for the delayed supply of goods and

service.

e. It shall be at the discretion of the concerned authority to accept or not to accept the

supply of goods and/ or services rendered by the Selected Bidder after the expiry

of the stipulated delivery period, if no formal extension in delivery period has been

applied and granted. The competent authority shall have right to cancel the

contract with respect to undelivered goods and/ or service.

f. If RISL is in need of the good and/ or service rendered after expiry of the stipulated

delivery period, it may accept the services and issue a letter of extension in delivery

period with usual liquidated damages and denial clauses to regularize the

transaction.

4. In case of extension in the delivery and/ or installation/ completion/ commissioning period is

granted with liquidated damages, the recovery shall be made on the basis of value of

goods and/ or services (upto that milestone as specified in Table 7.1: Payment Terms &

Schedule of this RFP document) which the supplier/ selected bidder has failed to deliver/

install/ complete : -

No. Condition LD %

a. Delay up to one fourth period of the prescribed period of delivery, successful

installation and completion of work 2.5 %

b. Delay exceeding one fourth but not exceeding half of the prescribed period

of delivery, successful installation and completion of work 5.0 %

c. Delay exceeding half but not exceeding three fourth of the prescribed period

of delivery, successful installation and completion of work 7.5 %

d. Delay exceeding three fourth of the prescribed period of delivery, successful

installation and completion of work 10.0 %

a. Fraction of a day in reckoning period of delay in supplies, successful installation and

completion of work shall be eliminated, if it is less than half a day.

5. In addition to above, if the bidder fails to depute/ ensure the availability of development

team as mentioned at clause no:1 of Annexure-2 within 15 days from the date of issuance

of work order for the period as specified in Table Ann 2.1., following amount shall be

deducted while processing the payment for respective milestone:


of 151

Category of Resources as

per clause no:1 of

Annexure-2 (Table Ann 2.1)

Penalty for absence/ delay in resource deputation during

development period

A Rs 4000/- per day per resource;

B

Rs 2,000/- per day per resource; At least 50 % resources under

this category are required to be present, else penalty of Rs

3000/- per day shall be levied on each absent resource.

The above penalty shall not be applicable in case of permitted annual leaves (maximum of

18 leaves per year (4.5 per quarter on prorate basis))/ approved leaves by RISL.

6. In all cases, maximum amount of liquidated damages (including penalty defined at sub-

clause 5 above) shall be 10% of the total Integrated Raj e-Office Application development

cost (component A of financial bid).

6.19. Patent Indemnity

1. The supplier/ selected bidder shall, subject to the Purchaser’s compliance with sub-clause

(2) below, indemnify and hold harmless the Purchaser and its employees and officers from

and against any and all suits, actions or administrative proceedings, claims, demands,

losses, damages, costs, and expenses of any nature, including attorney’s fees and

expenses, which the Purchaser may suffer as a result of any infringement or alleged

infringement of any patent, utility model, registered design, trademark, copyright, or other

intellectual property right registered or otherwise existing at the date of the Contract by

reason of: -

a. the installation of the Goods by the supplier/ selected bidder or the use of the

Goods in the country where the Site is located; and

b. the sale in any country of the products produced by the Goods.

Such indemnity shall not cover any use of the Goods or any part thereof other than for the

purpose indicated by or to be reasonably inferred from the Contract, neither any

infringement resulting from the use of the Goods or any part thereof, or any products

produced thereby in association or combination with any other equipment, plant, or

materials not supplied by the supplier/ selected bidder, pursuant to the Contract.

2. If any proceedings are brought or any claim is made against the Purchaser arising out of

the matters referred to above, the Purchaser shall promptly give the supplier/ selected

bidder a notice thereof, and the supplier/ selected bidder may at its own expense and in


of 151

the Purchaser’s name conduct such proceedings or claim and any negotiations for the

settlement of any such proceedings or claim.

3. If the supplier/ selected bidder fails to notify the Purchaser within thirty (30) days after

receipt of such notice that it intends to conduct any such proceedings or claim, then the

Purchaser shall be free to conduct the same on its own behalf.

4. The Purchaser shall, at the supplier’s/ selected bidder’s request, afford all available

assistance to the supplier/ selected bidder in conducting such proceedings or claim, and

shall be reimbursed by the supplier/ selected bidder for all reasonable expenses incurred

in so doing.

5. The Purchaser shall indemnify and hold harmless the supplier/ selected bidder and its

employees, officers, and Subcontractors (if any) from and against any and all suits, actions

or administrative proceedings, claims, demands, losses, damages, costs, and expenses of

any nature, including attorney’s fees and expenses, which the supplier/ selected bidder

may suffer as a result of any infringement or alleged infringement of any patent, utility

model, registered design, trademark, copyright, or other intellectual property right

registered or otherwise existing at the date of the Contract arising out of or in connection

with any design, data, drawing, specification, or other documents or materials provided or

designed by or on behalf of the Purchaser.

6.20. Limitation of Liability

Except in cases of gross negligence or wilful misconduct: -

1. neither party shall be liable to the other party for any indirect or consequential loss or

damage, loss of use, loss of production, or loss of profits or interest costs, provided that

this exclusion shall not apply to any obligation of the supplier/ selected bidder to pay

liquidated damages to the Purchaser; and

2. the aggregate liability of the supplier/ selected bidder to the Purchaser, whether under the

Contract, in tort, or otherwise, shall not exceed the amount specified in the Contract,

provided that this limitation shall not apply to the cost of repairing or replacing defective

equipment, or to any obligation of the supplier/ selected bidder to indemnify the Purchaser

with respect to patent infringement.


of 151

6.21. Force Majeure

1. The supplier/ selected bidder shall not be liable for forfeiture of its PSD, LD, 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.

2. For purposes of this Clause, “Force Majeure” means an event or situation beyond the

control of the supplier/ selected bidder that is not foreseeable, is unavoidable, and its

origin is not due to negligence or lack of care on the part of the supplier/ selected bidder.

Such events may include, but not be limited to, acts of the Purchaser in its sovereign

capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight

embargoes.

3. If a Force Majeure situation arises, the supplier/ selected bidder shall promptly notify the

RISL in writing of such conditions and cause thereof within 15 days of occurrence of such

event. Unless otherwise directed by RISL, the supplier/ selected bidder shall continue to

perform its obligations under the contract as far as reasonably practical.

4. If the performance in whole or part or any obligation under the contract is prevented or

delayed by any reason of Force Majeure for a period exceeding 60 days, either party at its

option may terminate the contract without any financial repercussion on either side.

5. In case a Force Majeure situation occurs with the Purchaser, the Purchaser may take the

case with the supplier/ selected bidder on similar lines.

6.22. Change Orders and Contract Amendments

1. The Purchaser may at any time order the supplier/ selected bidder through Notice in

accordance with clause “Notices” above, to make changes within the general scope of the

Contract where the goods & services are to be provided by the supplier/ selected bidder.

2. If any such change causes an increase or decrease in the cost of, or the time required for,

the supplier’s/ selected bidder’s performance of any provisions under the Contract, an

equitable adjustment shall be made in the Contract Price or in the Delivery and Completion

Schedule, or both, and the Contract shall accordingly should be amended. Any claims by

the supplier/ selected bidder for adjustment under this clause must be asserted within

thirty (30) days from the date of the supplier’s/ selected bidder’s receipt of the Purchaser’s

change order.

3. In case, a new functionality/ modification is done in the Integrated Raj e-Office Application,

the selected bidder shall identify the effort (in man–month) required for making the


of 151

change(s). Rates for the man month shall be the composite man-month rates quoted by

the Selected Bidder in the financial bid. Changes shall however be done by the selected

Bidder after approval of effort estimates by the designated authority of Purchaser.

4. Prices to be charged by the supplier/ selected bidder for any related services that might be

needed but which were not included in the Contract shall be agreed upon in advance by

the parties and shall not exceed the prevailing rates charged to other parties by the

supplier/ selected bidder for similar services.

6.23. Termination

1. Termination for Default

a. The tender sanctioning authority of RISL may, without prejudice to any other

remedy for breach of contract, by a written notice of default of at least 30 days sent

to the supplier/ selected bidder, terminate the contract in whole or in part: -

i. If the supplier/ selected bidder fails to deliver any or all quantities of the

service within the time period specified in the contract, or any extension

thereof granted by RISL; or

ii. If the supplier/ selected bidder fails to perform any other obligation under the

contract within the specified period of delivery of service or any extension

granted thereof; or

iii. If the supplier/ selected bidder, in the judgement of the Purchaser, is found

to be engaged in corrupt, fraudulent, collusive, or coercive practices in

competing for or in executing the contract.

iv. If the supplier/ selected bidder commits breach of any condition of the

contract.

b. If RISL terminates the contract in whole or in part, amount of PSD may be forfeited.

c. Before cancelling a contract and taking further action, advice of senior most finance

person available in the office and of legal adviser or legal assistant posted in the

office, if there is one, may be obtained.

2. Termination for Insolvency

RISL may at any time terminate the Contract by giving a written notice of at least 30 days

to the supplier/ selected bidder, if the supplier/ selected bidder becomes bankrupt or

otherwise insolvent. In such event, termination will be without compensation to the


of 151

supplier/ selected bidder, provided that such termination will not prejudice or affect any

right of action or remedy that has accrued or will accrue thereafter to RISL.

3. Termination for Convenience

a. RISL, by a written notice of at least 30 days sent to the supplier/ selected bidder,

may terminate the Contract, in whole or in part, at any time for its convenience. The

Notice of termination shall specify that term ination is for the Purchaser’s

convenience, the extent to which performance of the supplier/ selected bidder

under the Contract is terminated, and the date upon which such termination

becomes effective.

b. Depending on merits of the case the supplier/ selected bidder may be appropriately

compensated on mutually agreed terms for the loss incurred by the contract if any

due to such termination.

c. The Goods that are complete and ready for deliver within twenty-eight (28) days

after the supplier’s/ selected bidder’s receipt of the Notice of termination shall be

accepted by the Purchaser at the Contract terms and prices. For the remaining

Goods, the Purchaser may elect:

i. To have any portion completed and delivered at the Contract terms and

prices; and/or

ii. To cancel the remainder and pay to the supplier/ selected bidder an agreed

amount for partially completed Goods and Related Services and for

materials and parts previously procured by the supplier/ selected bidder.

6.24. Exit Management

1. Preamble

a. The word ‘parties’ include the procuring entity and the selected bidder.

b. This Schedule sets out the provisions, which will apply on expiry or termination of

the Project Implementation and Operations and Management of SLA.

c. In the case of termination of the Project Implementation and/ or Operation and

Management SLA due to illegality, the Parties shall agree at that time whether, and

if so during what period, the provisions of this Schedule shall apply.

d. The Parties shall ensure that their respective associated entities carry out their

respective obligations set out in this Exit Management Schedule.


of 151

2. Transfer of Assets

a. The selected bidder may continue work on the assets for the duration of the exit

management period which may be a six months period from the date of expiry or

termination of the agreement, if required by RISL to do so. During this period, the

selected bidder will transfer all the assets in good working condition and as per the

specifications of the bidding document including the ones being upgraded to the

department/ designated agency. The security deposit/ performance security

submitted by selected bidder will only be returned after the successful transfer of

the entire project including its infrastructure (if any).

b. The selected bidder, if not already done, will transfer all the Software Licenses

under the name of the RISL as desired by the procuring entity during the exit

management period.

c. RISL during the project implementation phase and the operation and management

phase shall be entitled to serve notice in writing to the selected bidder at any time

during the exit management period requiring the selected bidder to provide RISL or

its nominated agencies with a complete and up-to-date list of the assets within 30

days of such notice.

d. Upon service of a notice, as mentioned above, the following provisions shall apply: -

i. In the event, if the assets which to be transferred to RISL mortgaged to any

financial institutions by the selected bidder, the selected bidder shall

ensure that all such liens and liabilities have been cleared beyond any

doubt, prior to such transfer. All documents regarding the discharge of

such lien and liabilities shall be furnished to RISL or its nominated

agencies.

ii. All title of the assets to be transferred to RISL or its nominated agencies

pursuant to clause(s) above shall be transferred on the last day of the exit

management period. All expenses occurred during transfer of assets shall

be borne by the selected bidder.

iii. That on the expiry of this clause, the selected bidder and any individual

assigned for the performance of the services under this clause shall

handover or cause to be handed over all confidential information and all

other related material in its possession, including the entire established

infrastructure (if any) supplied by selected bidder to RISL.


of 151

iv. That the products and technology delivered to RISL during the contract term

or on expiry of the contract duration should not be sold or re-used or

copied or transferred by selected bidder to other locations apart from the

locations mentioned in this bidding document without prior written notice

and approval of RISL. Supplied hardware (if any), software & documents

etc., used by selected bidder for RISL shall be the legal properties of RISL.

3. Cooperation and Provision of Information during the exit management period

a. The selected bidder will allow RISL or its nominated agencies access to the

information reasonably required to define the current mode of operation associated

with the provision of the services to enable RISL or its nominated agencies to

assess the existing services being delivered.

b. The selected bidder shall provide access to copies of all information held or

controlled by them which they have prepared or maintained in accordance with the

Project Implementation, the Operation and Management SLA and SOWs relating to

any material aspect of the services provided by the selected bidder. RISL or its

nominated agencies shall be entitled to copy all such information comprising of

details pertaining to the services rendered and other performance data. The

selected bidder shall permit RISL or its nominated agencies and/ or any

replacement operator to have reasonable access to its employees and facilities as

reasonably required by RISL or its nominated agencies to understand the methods

of delivery of the services employed by the selected bidder and to assist

appropriate knowledge transfer.

4. Confidential Information, Security and Data

The selected bidder will promptly on the commencement of the exit management period

supply to RISL or its nominated agencies the following:

a. Documentation relating to Intellectual Property Rights;

b. Project related data and confidential information;

c. All current and updated data as is reasonably required for purposes of RISL or its

nominated agencies transitioning the services to its replacement selected bidder in

a readily available format nominated by RISL or its nominated agencies; and

d. All other information (including but not limited to documents, records and

agreements) relating to the services reasonably necessary to enable RISL or its


of 151

nominated agencies, or its replacement operator to carry out due diligence in order

to transition the provision of the services to RISL or its nominated agencies, or its

replacement operator (as the case may be).

e. Before the expiry of the exit management period, the selected bidder shall deliver to

RISL or its nominated agencies all new or up-dated materials from the categories

set out above and shall not retain any copies thereof, except that the selected

bidder shall be permitted to retain one copy of such materials for archival purposes

only.

5. Transfer of certain agreements

a. On request by Procuring entity or its nominated agencies, the selected bidder shall

effect such assignments, transfers, innovations, licenses and sub-licenses as

Procuring entity or its nominated agencies may require in favour of procuring entity

or its nominated agencies, or its replacement operator in relation to any equipment

lease, maintenance or service provision agreement between selected bidder and

third party leasers, operators, or operator, and which are related to the services

and reasonably necessary for carrying out of the replacement services by RISL or

its nominated agencies, or its replacement operator.

b. Right of Access to Premises: At any time during the exit management period and

for such period of time following termination or expiry of the SLA, where assets are

located at the selected bidder’s premises, the selected bidder will be obliged to

give reasonable rights of access to (or, in the case of assets located on a third

party's premises, procure reasonable rights of access to) RISL or its nominated

agencies, and/ or any replacement operator in order to inventory the assets.

6. General Obligations of the selected bidder

a. The selected bidder shall provide all such information as may reasonably be

necessary to effect as seamless during handover as practicable in the

circumstances to RISL or its nominated agencies or its replacement operator and

which the operator has in its possession or control at any time during the exit

management period.

b. The selected bidder shall commit adequate resources to comply with its obligations

under this Exit Management Clause.


of 151

7. Exit Management Plan

a. The selected bidder shall provide RISL or its nominated agencies with a

recommended exit management plan ("Exit Management Plan") which shall deal

with at least the following aspects of exit management in relation to the SLA as a

whole and in relation to the Project Implementation, the Operation and

Management SLA and SOWs.

b. A detailed program of the transfer process that could be used in conjunction with a

replacement operator including details of the means to be used to ensure

continuing provision of the services throughout the transfer process or until the

cessation of the services and of the management structure to be used during the

transfer; and

c. Plans for the communication with such of the selected bidder's, staff, suppliers,

customers and any related third party as are necessary to avoid any material

detrimental impact on RISL operations as a result of undertaking the transfer; and

d. If applicable, proposed arrangements and Plans for provision of contingent support

in terms of business continuance and hand holding during the transition period, to

RISL or its nominated agencies, and Replacement Operator for a reasonable

period, so that the services provided continue and do not come to a halt.

e. The Bidder shall re-draft the Exit Management Plan annually after signing of

contract to ensure that it is kept relevant and up to date.

f. Each Exit Management Plan shall be presented by the selected bidder to and

approved by RISL or its nominated agencies.

g. In the event of termination or expiry of SLA, Project Implementation, Operation and

Management SLA or SOWs each party shall comply with the Exit Management

Plan.

h. During the exit management period, the selected bidder shall use its best efforts to

deliver the services.

i. Payments during the Exit Management period shall be made in accordance with the

Terms of Payment Clause.

j. It would be the responsibility of the selected bidder to support new operator during

the transition period.


of 151

8. Training, hand-holding and knowledge transfer

a. The selected bidder shall hold technical knowledge transfer sessions with

designated technical team of RISL in the last 3 months of the project duration.

b. The selected bidder shall hold operational hand-holding sessions on the Integrated

Raj e-Office Application with the designated officers/ staff members, so that RISL

can continue with the Integrated Raj e-Office Application even after Selected

Bidder exits the project.

6.25. Settlement of Disputes

1. General: If any dispute arises between the supplier/ selected bidder and RISL during the

execution of a contract that should be amicably settled by mutual discussions. However, if

the dispute is not settled by mutual discussions, a written representation will be obtained

from the supplier/ selected bidder on the points of dispute. The representation so received

shall be examined by the concerned Procurement Committee which sanctioned the tender.

The Procurement Committee may take legal advice of a counsel and then examine the

representation. The supplier/ selected bidder will also be given an opportunity of being

heard. The Committee will take a decision on the representation and convey it in writing to

the supplier/ selected bidder.

2. Standing Committee for Settlement of Disputes: If a question, difference or objection arises

in connection with or out of the contract/ agreement or the meaning of operation of any

part, thereof or the rights, duties or liabilities of either party have not been settled by

mutual discussions or the decision of tender sanctioning Procurement Committee, it shall

be referred to the empowered standing committee for decision, if the amount of the claim

is more than Rs. 50,000/-. The empowered standing committee shall consist of following

members: - (RISL)

Chairman of BoD of RISL : Chairman

Secretary, DoIT&C or his nominee,

not below the rank of Deputy Secretary : Member

Managing Director, RISL : Member

Director (Technical)/ Executive Director, RISL : Member

Director (Finance), RISL : Member

A Legal Expert to be nominated by the Chairman : Member


of 151

3. Procedure for reference to the Standing Committee: The supplier/ selected bidder shall

present his representation to the Managing Director, RISL along with a fee equal to two

percent of the amount of dispute, not exceeding Rupees One Lakh, within one month from

the date of communication of decision of the tender sanctioning Procurement Committee.

The officer-in-charge of the project who was responsible for taking delivery of the goods

and/ or service from the supplier/ selected bidder shall prepare a reply of representation

and shall represent the RISL’s stand before the standing committee. From the side of the

supplier/ selected bidder, the claim case may be presented by himself or through a lawyer.

After hearing both the parties, the standing committee shall announce its decis ion which

shall be final and binding both on the supplier/ selected bidder and RISL. The standing

committee, if it so decides, may refer the matter to the Board of Directors of RISL for

further decision.

4. Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties

regarding a contract shall be settled by a competent court having jurisdiction in Jaipur,

after decision of the standing committee for settlement of disputes.


of 151

7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT

7.1. Payment Terms and Schedule

1. Payment schedule - Payments to the bidder, after successful completion of the target

milestones (including specified project deliverables), would be made as under:

Table 7.1: Payment Terms & Schedule

S. No.

Scope of Work (I)

Activity/

Milestone (II)

Deliverables (III)

Delivery Schedule (in days)

(IV)

Applicable Payment & Schedule

(V)

T is the Date of issuance of work order

1. Detailed Project Plan based on High

Level System Study

Project Plan report in .mpp/.xls

format T+30 Days

2. System Study & Design for

Integrated Raj e-Office Application (Phase-I)

SRS Preparation SRS Document (Phase-I) T+60 Days


4. Solution Design

Software Design & Architecture Document

Database Design

Document

T+80 Days

5. System Study & Design for Integrated Raj e-

Office Application (Phase-II)

SRS Preparation SRS Document (Phase-II) T+80 Days


7. Solution Design



T+100 Days

8.

System Study & Design for

Integrated Raj e-Office Application (Phase-III)

SRS Preparation

SRS Document (Phase-III) T+100

Days


10. Solution Design



T+120

Days

11.

Software Development,

Testing, Deployment, UAT & Go-live of all

modules and features planned in Phase-I of

Integrated Raj e-Office Application (as specified in

Table 4.1 & annexure-1)

Application Development (Phase-I)

Deployment of Phase-I of Integrated Raj e-Office Application for testing

T+120

Days

12. Beta version Testing of Phase-I

Report on Beta Testing of the software - Test Strategy, Test

cases and Test Results

T+140 Days

10 % of [Cost

of Integrated e-Office Software

Application Development - Component

(A) of financial bid]; after one

month of acceptance on beta

testing report of Phase-I by RISL.


of 151


S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverables (III)

Delivery

Schedule (in days)

(IV)

Applicable

Payment & Schedule

(V)


MIS Report indicating amount

of data migrated (if any) for Integrated Raj e-Office Application

T+150 Days

14.

Deployment of

Phase-I software solution after incorporating the


Phase-I


document of Phase-I of Integrated Raj e-Office Application with source code in


software used

T+150

Days

15.

UAT (Phase-I)



UAT Test cases

T+170

Days

16. UAT sign-off Certificate by RISL for Phase-I application

T+175 Days

12 % of [Cost

of Integrated Raj e-Office Application

Development - Component (A) of

financial bid]; after 3 months of

UAT sign-off by RISL for Phase-I of


17. Phase-I Go-live & Training

Certificate for Go-live of

Phase-I by RISL


software


T+180 Days

18. Software Development,


modules and features planned in Phase-II of

Integrated Raj e-

Application Development (Phase-II)

Deployment of Phase-II of Integrated Raj e-Office Application for testing

T+210

Days

19. Beta version Testing of Phase-II


T+230

Days

10 % of [Cost of Integrated e-Office

Software Application Development


of 151


S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverables (III)

Delivery

Schedule (in days)

(IV)

Applicable

Payment & Schedule

(V)

Office Application

(as specified in Table 4.1 & annexure-1)

- Component

(A) of financial bid]; after one

month of acceptance on beta

testing report of Phase-II by RISL.


MIS Report indicating amount

of data migrated (if any) for Integrated Raj e-Office Application

T+240 Days

21.

Deployment of

Phase-II software solution after incorporating the


Phase-II


document of Phase-II of Integrated Raj e-Office Application with source code in


software used

T+245

Days

22.

UAT (Phase-II)



UAT Test cases

T+260

Days

23. UAT sign-off Certificate by RISL for Phase-II application

T+265 Days

12 % of [Cost



financial bid]; after 3 months of

UAT sign-off by RISL for Phase-II of


24. Phase-II Go-live & Training

Certificate for Go-live of

Phase-II by RISL


software


T+270 Days


of 151


S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverables (III)

Delivery

Schedule (in days)

(IV)

Applicable

Payment & Schedule

(V)

reports

25.

Software Development,


modules and features planned in Phase-III of

Integrated Raj e-Office Application (as specified in

Table 4.1 & annexure-1)

Application Development

(Phase-III)

Deployment of Phase-III of Integrated Raj e-Office

Application for testing

T+300 Days

26. Beta version Testing of Phase-III


T+320

Days

10 % of [Cost of Integrated

e-Office Software Application


financial bid]; after one month of

acceptance on beta testing report

of Phase-III by RISL.

27. Data Migration (if

any)

MIS Report indicating amount of data migrated (if any) for

Integrated Raj e-Office Application

T+335

Days

28.

Deployment of Phase-III software

solution after incorporating the all changes/ Bugs

identified based on Beta Testing of Phase-III

Configuration & Deployment document of Phase-III of

Integrated Raj e-Office Application with source code in two sets of DVDs along with

source code and/or license of third party API/any other software used

T+340 Days

29.

UAT (Phase-III)



UAT Test cases

T+355 Days

30. UAT sign-off Certificate by RISL for Phase-III application

T+360 Days

12 % of [Cost of Integrated

Raj e-Office Application Development

- Component (A) of financial bid];

after 3 months of UAT sign-off


of 151


S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverables (III)

Delivery

Schedule (in days)

(IV)

Applicable

Payment & Schedule

(V)

by RISL for

Phase-III of Integrated Raj e-Office

Application.

31. Phase-III Go-live & Training

Certificate for Go-live of Phase-III by RISL

Technical & Role wise- User manual (with visual

help kits) of the application software


reports

T+365 Days

10% of Cost of Integrated Raj e-Office

Application Development [Component

(A) of financial bid]; after 6

months from the date of Go-live of

Phase-III

Operation & Maintenance

32.

Operations & Maintenance (O&M)/ Facility

Management Services (FMS)

a) Deployment of Manpower

b) New Development and

Enhancement/ up-gradation / modification

in the Integrated Raj e-Office

Application c) Managed

Services

during Support and Maintenance

Period

Attendance Register

Software Development/ enhancement/ up-

gradation/ modification reports

Periodic Testing reports

Application Uptime report

Issue Tracker/ Call Register/Log reports of help desk

Consolidated Report on Calls Logged, Resolved and Escalated

Updated User Manual,

Design & SRS documents of the application software in one hard copy and one

soft copy (in DVD)

Updated Application software with source code

in two sets of DVDs along with source code and/or license of third party

API/any other software used

Quarterly / as

applicable; For 3 years

from the Date of Go-Live of

Phase-II of Integrated Raj e-Office

Application.

1) QGR of

O&M cost (as per component B

of financial bid) on quarterly

basis from the start of O&M Period.

AND

2) 2% of Cost of Integrated

Raj e-Office Application Development

[Component (A) of financial bid];

on quarterly basis from the start of

quarter after the Go-live of Phase-II

Remark: The above mentioned delivery schedule shall be applicable subject to fulfillment of obligations by

RISL for respective milestone, wherever applicable. In case of delay in action taken by RISL, same number of


of 151


S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverables (III)

Delivery

Schedule (in days)

(IV)

Applicable

Payment & Schedule

(V)

days would be added in the delivery period.

2. Incentive for before-time development of Integrated Raj e-Office Application:

If the selected bidder is able to complete the activity/ milestones mentioned at S. No. 31

(Go-Live of Phase-III) before the delivery schedule mentioned at Table 7.1, an incentive as

mentioned below shall be paid:

a. On completion of activity/ Milestone at S. No. 31 (Go-Live of Phase-III) of Table 7.1

before 60 days of delivery schedule: 5% of Application Development Cost

(Component A of Financial Bid).

b. On completion of activity/Milestone at S. No. 31 (Go-Live of Phase-III) of Table 7.1

before 30 days of delivery schedule: 2.5% of Application Development Cost


The above incentive shall be paid in addition to the Application Development Cost


3. The admissible payments after Development, Deployment and UAT against each phase

are subject to completion of development and testing of each of the constituting module &

features of Integrated Raj e-Office Application planned to be covered in the respective

phase.

4. Any delay in the approval of the deliverable(s) submitted by the Implementing Agency to

RISL shall not account for the delay on Implementing Agency part.

5. The selected bidder has to design and implement a very detailed plan of implementation

that seeks to execute several activities in parallel, adopts critical path method and commits

additional resources to activities falling behind schedule so as to keep up with the overall

deadline of implementation as mentioned above. The time specified for delivery and other

activities as mentioned in the table above shall be deemed to be the essence of the

contract and the Selected Bidder shall arrange supplies and provide the required services

within the specified period.

6. The supplier’s/ selected bidder’s request for payment shall be made to the Purchaser in

writing, accompanied by invoices describing, as appropriate, the goods delivered and

related services performed, and by the required documents submitted pursuant to general


of 151

conditions of the contract and upon fulfilment of all the obligations stipulated in the

Contract.

7. Subject to the performance as per SLA, payments shall be made promptly by the

Purchaser generally within sixty (60) days after submission of an invoice or request for

payment by the supplier/ selected bidder.

8. The currency or currencies in which payments shall be made to the supplier/ selected

bidder under this Contract shall be Indian Rupees (INR) only.

9. All remittance charges will be borne by the supplier/ selected bidder.

10. In case of disputed items, the disputed amount shall be withheld and will be paid only after

settlement of the dispute.

11. Payment in case of those goods which need testing shall be made only when such tests

have been carried out, test results received conforming to the prescribed specification.

12. Advance Payments will not be made.

13. Any penalties/ liquidated damages, as applicable, for delay and non-performance, as per

the criterion mentioned in this bidding document, will be deducted from the payments for

the respective milestones.

14. All Taxes, as applicable, will be deducted/ paid as per the prevalent rules and regulations

at the time of making payments to the selected bidder.

7.2. Service Level Requirements/ Agreement for Operations & Maintenance (O&M)

1. Purpose & Duration of SLA

The SLA purpose is to enforce a contract between the selected bidder and purchaser. The

SLA would come into effect from the date of commissioning (go-live) of Phase-II and until

the successful completion of the operation and maintenance support period for Integrated

Raj e-Office Application i.e.3 years from the Date of Go-Live of Phase-II of Integrated Raj

e-Office Application. The Selected Bidder has to comply with Service Level Agreements

(SLAs) to ensure adherence to project timeline, quality and availability of services.

For purpose of this Service Level Requirement, the following terms shall have the

meanings set forth below:

“Uptime” shall mean the time period for which the specified services / components

with specified technical and service standards are available to the State and user

Departments. Uptime, in percentage, of any component (Non-IT & IT) can be calculated

as:

Uptime = {1- [(Downtime) / (Total Time – Maintenance Time)]} * 100


of 151

“Downtime” shall mean the time period for which the specified services / components

with specified technical and service standards are not available to the State and the

user Departments. It excludes the Scheduled outages planned in advance for

application infrastructure and the link failures, RSDC Hosting servers Infrastructure

issues.

“Incident” refers to any events / abnormalities in the functioning of the Application that

may lead to disruption in normal operations.

“Helpdesk Support” shall mean the 24 hrs x 7 days in a week during which centre

shall handle Fault Reporting, Trouble Ticketing and related enquiries during this

Contract.

“Response Time” shall mean the time interval between the time the incident is

reported to the Helpdesk and the time an engineer is assigned to the call.

“Resolution Time” shall mean the time taken (after the incident has been reported at

the Helpdesk), in resolving (diagnosing, troubleshooting and fixing) or escalating (to the

second level, getting the confirmatory details about the same and conveying the same

to the end user), the services related troubles during the first level escalation. The

resolution time shall vary based on the severity of the incident reported at the Helpdesk.

The severity would be as follows:

Critical: Incidents which impact the overall solution like outage of Integrated Raj

e-Office Application and which has a high impact on service delivery to end user

of respective Departments. No workaround is available. Any incident which is

affecting a majority of users (over 80% of users including concurrent users).

Medium: Incidents which impact a limited number of users. The main

application at SDC is available but the productivity of a limited number of users

is getting affected. For e.g. the application is up and running but certain users

are unable to login/ access/ submit service requests etc. Incidents whose

resolution requires replacement of hardware or software parts, requiring

significant interruption in working of that individual component. Acceptable work

around is available. For example, installation of operating system, patches etc.

Low: Incidents whose resolution shall require changes in configuration of

hardware or software, which will not significantly interrupt working of that

component. Incidents like functionality enhancement and/ or support for


of 151

modifications or maintenance of source code, application version enhancement

etc.

2. Service Window

Integrated Raj e-Office Application (Web Application and Web Portal) shall be available

24*7 after Go-live of Phase-I.

1 Prime Business Hours (PBH) 07:00AM to 11:00PM, 16 Hours (On all days)

2 Non-Prime Business Hours (NPBH) 11:00PM to 07:00AM, 8 Hours (On all days)

3. Hours of Operation (Help Desk)

The problems encountered during the usage of the application would be reported at the

centralised Help Desk established by the selected bidder at the Purchaser Office in Jaipur.

This would enable the Helpdesk staff to log complaints and take action as per the severity

of the reported problem. The Helpdesk Call Management System should be operational

24x7x365. However, the helpdesk manpower support should be available for 16 Hrs (9 Hrs

shift on roaster basis) from 7:00 AM to 11:00 PM on all 7 days in a week. If required, under

exceptional circumstances, the Helpdesk manpower support should also be available

during 11:00 PM to 7:00 AM.

4. Dependencies

The dependencies on the performance of services beyond the control of either party and

where default is due to reasons beyond the control of the selected bidder or due to reasons

attributable to RISL or third parties, the selected bidder would not be penalized.

5. Monitoring & Evaluation

The selected bidder shall provide and make use of following system for monitoring and

evaluation:

Table 7.2: SLA Monitoring

S.No. SLA Report Reporting System

1 Down Time of Integrated Raj e-Office Application (web portal & Application software)

Through EMS application available at RSDC.

2 Non Availability of Manpower Attendance Register/ biometric attendance record at each project

location

3 Delay in providing helpdesk support Through a web base/phone line call log


of 151

Table 7.2: SLA Monitoring

S.No. SLA Report Reporting System

available at IT help desk

6. Review Committee and Review Mechanism

The designated review committee/ members, on a quarterly basis, shall review and discuss

the services delivery and performance standard compliance of the selected bidder. The

review would include but not limited to: -

a. Service provided during the review period

b. Major incidents during the review period

c. Problems that remains outstanding

d. Review of Change requests/Variation and progress for enhancements

e. Future events or business developments that will affect the Service

f. Review any potential changes required to the SLA

g. Agree items for submission to the executive decision making

h. Review schedules for Services provided.

7. Penalty Clauses

If the selected bidder fails to deliver the required services due to reasons attributable to him

like non-accessibility of the web portal/ application, non-availability/ attrition of the technical

personnel/ operational manpower, etc. the cumulative penalty, as applicable, would be

imposed as mentioned below while processing the payment for respective milestone.

a. Penalty for Downtime of Application S/w

Table 7.3: Penalty for Downtime

S. No

Measurement Parameter Downtime in a Quarter

Penalty

1

Number of hours the

Integrated Raj e-Office Application (Web Application or Web Portal)

is non-functional/ non-accessible/ non-available/ non-responsive in each

case of outage

0-2 Hours No Penalty

2 2-4 Hours 2 % of applicable quarterly payment





7 36-48 Hours 17% of applicable quarterly payment

8 >48 Hours 20% of applicable quarterly payment


of 151

Table 7.3: Penalty for Downtime

S. No

Measurement Parameter Downtime in a Quarter

Penalty

The penalty shall be calculated above the permissible downtime hours (0-2 hrs and downtime for maintenance or other reasons as approved by RISL).

b. Penalty for delay in response/ resolution time: for incidents like defect/ bud

fixing, minor changes in the software, content updation, etc.:

Table 7.4: Penalty for delay in Response/ Resolution time

S. No

Type of Incident

Response Time Resolution Time SLR Penalty for delay in resolution time

1 Critical 15 minutes from

call logged

<= 2 Hours Rs 1000 per incident

per hour delay

2 Medium 30 minutes from call logged

<=1 Day from the time of incident logged at the Helpdesk

Rs 500 per incident per day

3 Low 45 minutes from

call logged

<=2 Days from time of

response logged

Rs 200 per incident

per day

c. Penalty for non-availability of deployed personnel/ resources/ manpower

during O&M Period: A maximum of 18 leaves per year (4.5 per quarter on prorate

basis) shall be allowed for resource deployed onsite at Purchaser Office. In case

resource needs to take off/leave from the duty, he has to take due approval from

Project Coordinator of RISL. In case, the total leaves taken in a year by resource

deployed onsite at Purchaser Office is less than 18, than the balance leaves will be

carry forward to next year. In case total number of leaves exceed the maximum

allowed leaves, penalty as mentioned below shall be levied, starting from the date

of Go-live of phase-II of Integrated Raj e-Office Application:

Table 7.5: Penalty for non-availability of deployed manpower during O&M Period

S.

No. Resource Type Penalty

1. Project Manager Rs 4000 /- per day of absence.

2. Team Lead Rs 4000 /- per day of absence.

3. System Administrator Rs 3000 /- per day of absence.

4. Database Administrator (DBA)

Rs 2500 /- per day per absent resource. At least one DBA resource is required to be present, else penalty of Rs 3000/- per day shall be levied on all

DBAs.


of 151

Table 7.5: Penalty for non-availability of deployed manpower during O&M Period

S. No.

Resource Type Penalty

5. Developer

Rs 2000 /- per day per absent resource. At least three developer resources are required to be

present, else penalty of Rs 2500/- per day shall be levied on all absent developers.

6. Tester Rs 2000 /- per day of absence.

7. Training Manager cum Technical Writer

Rs 1500 /- per day of absence.

8. Helpdesk Manager

Rs 1000 /- per day per absent resource. At least

one helpdesk manager is required to be present, else penalty of Rs 1500/- per day shall be levied on all absent helpdesk managers.

9. Help Desk Resources

Rs 500 /- per day per absent resource. At least six

Help Desk resources are required to be present else penalty of Rs 1000/- per day shall be levied on all absent Help desk resources.

In case of non-availability of more than 10 resources in a day deployed as O&M

Team for 5 times in a month without a permission from Project Coordinator of RISL,

payment due for that quarter shall not be made. Additionally, penalties as

mentioned above for non-availability of resources (as applicable) shall be levied.

d. Penalty for attrition of key resources during the O&M period:

The Selected Bidder shall make sure that the key personnel involved in the study,

design, development, testing, deployment and operation & maintenance of the

software solution are designated to the project for the entire project duration. In

case, any key person listed below leaves the project without one months’ notice and

approval from RISL, the following penalties shall be applicable:

Table 7.6: Penalty for attrition of key resources during the O&M period

S. No.


1. Project Manager Rs 50,000 /- on second change and thereafter on every change.

2. Team Lead Rs 30,000 /- on second change and thereafter on every

change.

3. System Administrator Rs 30,000 /- on second change and thereafter on every change.

4. Database Administrator Rs 30,000 /- on second change and thereafter on every


of 151

Table 7.6: Penalty for attrition of key resources during the O&M period

S. No.


change.

5. Developer Rs 25,000 /- on second change and thereafter on every change.

6. Tester Rs 25000 /- on second change and thereafter on every

change.

7. Training Manager cum Technical Writer

Rs 2500/- on second change and thereafter on every change.

8. Helpdesk Manager Rs 2500/- on second change and thereafter on every change.

9. Help Desk Resources Rs 2500 /- on third change and thereafter on every

change.

However, for any resource replacement, if the selected bidder provides a better

resource in terms of profile and experience, the applicable penalty may be waived

off at complete discretion of RISL.

e. The review committee shall thoroughly examine the case before calculation of

penalty and reasons thereof. Delay in performance/ delivery of services for reasons

non-accountable to the selected bidder or due to reasons beyond control, may be

dealt with accordingly.

f. The maximum total penalty in any quarter (excluding non-availability of deployed

manpower/ resources/ personnel) shall not be more than 20% of the total amount

due for the quarter. Imposition of penalties amounting to 20% of the quarterly

contract value for a continuous period of 2 quarters shall be treated as non-

performance and beyond which the tendering authority may initiate action as per

RFP terms and condition for breach of SLA if not satisfied with the response given

by the selected bidder for reasons thereof. The tendering authority may also forfeit

the PSD and also debar the Selected Bidder from bidding (for all types and form of

bids) for at least three years in RISL and DoIT&C.


of 151

8. ANNEXURES

8.1. ANNEXURE-1: FUNCTIONAL REQUIREMENT SPECIFICATION

S. No.

Function Process Component As Is

Status/Source

1.

Office

Management

Employee Profile Management

Employee Creation IFMS/SIPF

2. Personal Information IHRMS/ Bhamashah

3.

Service details joining to Retirement

Appointment Information

(Joining/Transfer/Promotion/Deputation)

Additional Charge details

Previous government service details (if

applicable)

DOP/Other deptt

applications

4. Mapping employee with office of posting IHRMS

5. Education Information IHRMS

6. Training /specialization details (in service, prior to service)

IHRMS

7. Pay roll details

Cadre/Grade/Pay Scale/ Pay Band Information

NIC Payroll /

Organization specific payroll

8. Bank Account Details, PAN details IFMS/Payroll

9. SIPF / GPF etc account Payroll/SIPF

10. Biometric Information & Digital Signatures

11.

12.

HRMS Services

Biometric Attendance/card based/manual

13. Leave Management (apply, approval,

cancellation ec. process of various kind of applicable leaves)

14. Service Book IHRMS

15. Pay Roll NIC Payroll/IFMS

16. Loan/Advances (HBA, Vehicle etc.)

17. GPF & Insurance loan (apply, approval process) SIPF/Payroll/IFMS

18. Transfer & Posting, Deputation DOP/Departmental application

19. Promotion & Posting (eligible candidates based

on no of promotion post and rules, order generation)

20. Training, Conference, Workshops etc. (apply-approval process, Nomination , fee and other

expenditure details)

21. Higher education (apply-approval process, Nomination , fee and other expenditure details)


of 151

S. No.


Status/Source

22. Leave Encashment/LTA (apply approval process)

23. Tour/Travel Management (Apply, Approval,

Nomination, Tour Advance-Payment reimbursement process)

24. Medical Bill Preparation, submission, approval, payment

25. Departmental Enquiry (Punishment & penalties) DOP/Deptt

application

26. Termination, Suspension, re-instate process

27. Calendar/Scheduler and integration with popular

calendar applications like Google, splanner etc.

28. Dossier Management and submission and

review process of annual appraisal report

29. Extracts (Income Proof, Employment Proof,

Designation Proof etc)

Payroll/

IHRMS

30. NOC for Passport, higher studies etc. (request submission & approval)

31. Form 16, TDS, Income Tax calculation / Return

preparation Payroll

32. Litigation details

33. Reimbursement of Telephone/mobile bills

34. Reorganization/Achievements/Rewards

35.

Resource Management

Common Facilities like conference room,

meeting room booking and logistic support)

36. Pooled Vehicle Booking/Taxi Hiring

37. Store requisition and issue

38. Apply, approval & allotment of Government accommodation

39. Employee ID card, Vehicle Pass, Visitor Pass

40.

File

Management

Dak Management

Dak Receipt (Centralized /de centralized within office/department) (by post/fax/email etc.)

NIC e-Office

41. Dak Scanning/forwarding (electronic & paper based) with Barcode functionality

NIC e-Office

42. Adding Comments, Follow-up, Movement

tracking NIC e-Office

43. Attaching dak with file, Action taken and status maintaining

NIC e-Office

44. Dak Dispatch: (Centralized /de centralized within office/department) (multiple recipients)

Dispatch number generation as per rules

NIC e-Office


of 151

S. No.


Status/Source

45. Recording dispatch details and Scanning/attaching document to file (Manual, by

post, fax, email, electronically through system)

NIC e-Office

46. Movement tracking, Follow-up, reminder etc. NIC e-Office

47.

File Tracking

File Creation(Main and part files) with Bar code

facility (Centralized /de centralized within office/department) Generation of File number as per rules

NIC e-Office

48.

Defining file attributes (categories, classification,

purpose/case to be dealt on file, creation date, created by and modified by etc) and associated parameters, timelines for file tracking.

NIC e-Office

49. Provision to add Comments/notes etc for each

case/purpose of file movement at each level. NIC e-Office

50. Movement tracking, Follow-up, reminder (using emails/sms functionalities) etc.

NIC e-Office

51. Interoperability between departments allowing stakeholders to collaborate and share files.

NIC e-Office

52. Provision to merge the part files with main file. NIC e-Office

53. Record the user details and timestamp (apply, approval process) for audit trial. NIC e-Office

54.

e-File

Create electronic file using File Scanning in all

supported formats (pdf , tif and jpg etc) along with notes/comments if any.

NIC e-Office

55. Integration of Digital signature/biometric authentication for approval process.

NIC e-Office

56. Facility to maintain/link the main file with all

associated part files. NIC e-Office

57. File viewer to electronically view the physical file (Main as well as part files) and also provide the provision to export/print the files (partial/full).

NIC e-Office

58. File Disposal/Archival (File not in used or mark

closed) NIC e-Office

59.

Knowledge Management

Workflow based provision to create structured knowledge repository for various kind of documents /files (document, image, video, audio

etc.) with indexing parameters.

NIC e-Office

60.

Provide a provision to scan/upload documents

Department wise, category-Sub Categories wise

(Guidelines, Policies, UO, Sanctions, Circulars,

Orders etc.) into knowledge repository at

various levels (centralized/de centralized within

office/department).

61. Knowledge repository should be accessible to

the users based on their roles & privilege.


of 151

S. No.


Status/Source

62. Facility of splitting large size document into multiple parts for the purpose of easy uploading

and viewing

63. Should support all popular document formats e.g doc, pdf, xls, txt, Avi, Mpeg, Mp4 etc

64. Role base facility of recording annotation by the end user on the document and viewing

65. Facilitate users to subscribe documents based

on category of documents/subjects with build in alert mechanism (email/sms).

66. Personalized view of KM. Facility to users for managing the list/links to favourite documents

for speedy and easy access.

67.

Integration with DMS and following DMS features:

1) Directory/Folders (Multi Level)

2) Scanning 3) Document Archival 4) Document View

5) Annotation 6) Indexing 7) Security

8) Delivery & Distribution 9) Reports & Audit Trials 10) Alerts & Notification

11) Document Versioning

68.

Provide an advance search features to search/retrieve a document.

Quality of scanning, document size compression etc.

69. Generalized document search engine to be provided on other applications of state .

70.

Task Managem

ent

Scheduler

Provision to manage a scheduler.

71. Provision to create an Appointment/Meeting/event in calendar.

72.

Record the details (Subject, Location, Start time,

end time, Priority (High Important, Low Important), Categories etc) for an Appointment/Meeting/Event etc.

73. Provision to set the reminder frequency and

recurrence details.

74. Provision to forward a request to all attendees’.

75. Provision to accept/reject/re-schedule the

request and send notification back to the organizer.

76. Basis on the acceptance, automatic schedule should be reflected in the respective user


of 151

S. No.


Status/Source

calendar.

77. Provision to get the attendee status (Busy, Tentative, Out of Office, Outside of Working Hours etc) at the time of forwarding the request.

78. Provision to cancel and delete the request from

the calendar and auto send the notification to all attendees’ respectively.

79.

Facilitate user to integrate with other web calendar/application like (Google+, sPlanner,

Ms Exchange etc) and sync with the Integrated Raj e-Office application calendar for all requests.

80.

Task & To-Do

Lists

Provision to manage the Task & To-Do list by

facilitating the user to crate/modify Task by recording the Task Detais:

Task Subject

Start Date

End Date

Status ( Not Started, In Progress, Competed, On Hold, Deferred etc)

Priority

%Compete

Owner

Category

Follow Up etc.

81. Provision to group the set of task by adding a new group and tasks under the groups.

82. Provision to set a reminder for a task by

recording the reminder frequency with the recurrence details.

83. Provision to forward a Task to other officials/team members via Notification through

email/sms.

84.

Provision to prompt the status of the user (whom to task to be assigned) basis on their availability (Busy, Tentative, Out of Office,

Outside of working hours etc) at the time of forwarding request.

85. Provision to cancel/delete/re-assign a task and send the notification to all respective users.

86. Provision to update the task status (%complete, Actual Status etc) and send the notification on

updation.


of 151

S. No.


Status/Source

87. The task should automatically reflect in the user

To-do List.

88.

Provision to update System Generated Action

Items (Court Cases, Project Management, Daily Works, Procurement, CMIS, Rajsampark, RTI etc) in to do-list.

89. Provide a simple and detailed view of to-do List.

90.

Committee & Meeting

Management

Provision to create/modify a committee for various processes.

91. Manage expiry/renewal dates and details of committees/task forces.

92. Capture the composition, terms of reference,

tenure, and modalities of committees/task forces.

93. Provision to schedule meetings of constituted committees.

94. Provision to send the meeting agenda and office order to all committee members via Email/SMS.

95. Provision to record the attendance of all committee members for a meetings and

inspections.

96. Provision to record all decisions and action

items discussed in meeting.

97. Provision to assign responsibilities for each action items.

98. Generate the automatic Minutes of Meetings (MOM) and report in editable format.

99. Facilitate workflow base approval and finalization of minutes and circulation.

100. Provision to update the status for each action

items.

101. Provision to track each action item status and record the final decision and acknowledgement details.

102.

Progress/Monitoring Managem

ent

Project Management

Provision to define a project (general

parameters, categorization on various aspects i.e project type, sector, sub sector etc.)

103. Provision for project approval (Technical, Administrative, Financial etc.).

104. Provision to manage the project budgeting and

funding details and funding patterns.

105. Provision to manage the project plan and timelines.


of 151

S. No.


Status/Source

106. Provision to manage the project milestones and accomplishment (target and achievements).

107. Provision to manage the project stakeholders

and team details.

108. Provision to manage the project meeting and important documents details.

109. Provision to record the project component details (OPEX/CAPEX) (Initial planning level,

order level and execution level as per actual).

110. Provision to store the project beneficiaries and coverage details.

111. Provision for project status report (Tabular and Graphical format).

112. Provision to generate the UC and manage UC

details.

113.

Allow to close the project by submitting the project closure report and project learning and storing into the knowledge management

repository.

114.

Schemes Monitoring

Provision to define schemes (general parameters, categorization on various aspects i.e scheme type, sector, sub sector etc.)

115. Scheme Approvals (Administrative and

Financial).

116. Record budgeting and funding details, funding Agencies, Funding pattern basis on the Period, Segment, Area, Office and category etc.

117. Scheme planning & timelines

118. Record scheme stakeholders and team details.

119. Record Physical & Financial Targets and Achievements basis on the Period, segment, area, office and category etc.

120. Record Meeting & Important documents.

121. Manage expenditure and utilization certificate

122. Record Scheme component details (OPEX/CAPEX) (Initial planning, execution and monitoring level as per actual).

123. Record scheme beneficiaries, coverage, and

major issues etc.

124. Consolidated Report achievements by individual units on predefined intervals.

125. Provision to generate the UC and manage UC details.

126. Record Scheme outcomes and provide

statistics.


of 151

S. No.


Status/Source

127.

Generic

Bill

Generator

Provision for generic bill processor with a provision to generate/ create and process any

type of bills/ invoices submitted by vendor, contractor, government organizations & employees etc.

128.

Vendor Profile

Provision to manage the Vendor details/ profile

for the order management & invoice/bill processing

129.

Record the vendor profile with key details like

firm name &address,

PAN, TAN, ST, VAT registration no.,

authorized person details, digital signature, contact details

Bank Account details

Status (empanelled/ blacklisted/other)

130. Provision to edit/ delete vendor related details

131. Integration with e-Procurement, Project Management & other application as required

132.

Order

Management

Provision to manage all types of orders on

which payment to be process

133.

Provision to create order with key details like

Unique Order ID (System generated/ manual)

Project details

Vendor details (link it with vendor profile)

Purchaser/ project owner details

order items/Scope of Work

Milestones/ deliverables, timelines, payment

schedule, LD/SLA and other penalties/ quality check parameters etc.

134. Provision to edit/ delete order (restricted rule based functionality)

135.

Workflow based approval process for Order creations/ edit/ delete & generation of Pay Order/ LoI/ Work Order with a provision to be

signed using Digital Signature and send notification to stakeholders

136. Record the Order Dispatch details (link with Dak Management system)

137.

Provision to update the actual status/ achievement for each milestone/ deliverables w.r.t. timelines & quality check parameters and

send notification to stakeholders

138. Bill/ Invoice

Processor

Provision to process the any type of invoice/Bill submitted by vendor, contractor, government organizations & employees etc.


of 151

S. No.


Status/Source

139.

Bill Processor Provision for users to:

Configurable generic bill templates

Define the bill components/ item descriptions

Maintain the repository of bill templates

140. Provision to manage the receipt of bills/ invoice from stakeholders (link with Dak Management

System)

141. Role based access to enter/ capture the details like invoice items/ deliverables/ quantity etc. of invoice/bill against which payment to be made.

142. Provision to tag the bills to a respective Project/ Order/ Budget/ Scheme/ Administrate head

143.

Provision to calculate all applicable deductions using:

Pre-defined library based upon particular deduction type (LD/ SLA/Income Tax/LIC/GPF/other etc.)

Library of calculation formulas for deductions

144.

Provision to calculate all accruals using:

Pre-defined library based upon particular accrual type (Project Item/ Basic Pay/ spl.

Pay/ HRA/ Bonus/ Medical/ TA/ DA etc.)

Library of calculation formulas for accruals

145. Provision to update calculation libraries for deduction & accruals due to change in rules/

policies/SLA & quality check parameters etc.

146.

System should calculate balance sanction amount for each detailed head/sub detailed head level as follows

Balance Sanction Amount = Total Sanction Amount – Total Expenditure incurred upto last Bill

147.

Workflow based multi-level verifications/ approvals for processing and clearing of any

invoice/bill and send the alert/ notifications (SMS/ email) to stakeholders

148. Provision to generate/ issue an order/ through the system for payment sanction/ release/

recovery etc.

149. search options to check/ track the status/ details

of order/invoices/ bills etc.

150.

System should maintained all invoices and

associated payment/account details in such a way than user may have role-based access to them in group(s) based on invoice ID/ project ID/

Officer-incharge ID/ Vendor ID/ funding


of 151

S. No.


Status/Source

component-wise/ funding agency-wise etc.

151.

Messaging &

Collaboration

Email/SMS

Provision to raise a request for create/modify/delete the user email account (apply & approval process) at centralized/de-

centralized level.

152. Integration with various email application (Gmail, Yahoo, NIC Mail server etc) and sync with Integrated Raj e-Office application.

153.

Facilitate users (role based) creation of group(s)

and to send/ configure the workflow enabled system generated notification for various activities (appointments/meetings

/training/VC/approval/out of office/leave etc. to group(s)/individual.

154. Provision to manage Group and “Address Book”. Alerts/notifications on change of user

role.

155. Provision to Import/Export the Group/Address books from/to external device.

156.

Instant Messaging

Provision to allow users to connect with others in real time.

157. Provision to send the text, image, audio and

video message to group/users.

158. Provision to search/read the Group/User contact details from the centralized address book.

159. Provision to allow user to set their availability (Available, Away, Offline etc), visible to others.

160. Provision to send an offline instant message.

161. Provision to recall a message before reading the content.

162. Provision to share desktop/folder with others.

163. Integration of email applications (Gmail, Yahoo, Hotmail etc) to send a contact an e-mail directly

from messenger.

164. Integration of mobile messaging with messenger to send a SMS on mobile number.

165. Provision to receive an important alerts from alerts services.

166. Smart Office

Dash board

Providing unified dashboard to users based on

roles and right through SSO covering Tables, Charts, list items etc.


of 151

S. No.


Status/Source

167.

Provide a place holders/widgets in unified dashboard covering KPI's, Bulletin Board,

Messages, Calendars, Reports, Project status, Work Status, File Status, HRMS Services, message broadcasting, to-do list etc.

168. Provision to connect and pull/push the

dashboard-data from various applications and allow navigating and viewing the data.

169. Provision to configure & personalize a look & Feels, applications and widgets as per user

requirements.

170. Provision to store Favorite Items, frequently used items for easy & quick access.

171. Action based redirecting to the native application

172. Provision for send emails/SMS and Instant

messages.

173. Provision for generalized search in all state applications.

174.

e-Forms

Provision to create a dynamic form by configuring the fields with basic validation

checks and using Adobe e-Form platform.

175. Provision for hosting/publishing the category (Department/Service) wise form on any web portal.

176.

Facility to create form using objects/components

like text box, option buttons, check/uncheck boxes, list box, dropdown box, command buttons, rich text box, tables, frames, tabs etc.

177.

Maintain the version control of e-Form.

Provision to manage log for all version changes along with the details of the process owner making the changes.

178. Provision to save the form in offline mode and to

fill a offline/online form in stages

179. Allow user to open saved/delete e-Forms and edit/reset details.

180. Allow to import and submit the saved e-form that has been filled offline.

181. The System shall submit the e-Forms complete

in all respects.

182.

Allow the user to resubmit the e-Form in case e-Form submitted was incomplete w.r.t. the supporting documents required to avail the

service.

183. Allow cancelling the service request after submitting the e-form but before the time the


of 151

S. No.


Status/Source

designated officer of the respective Department downloads the service request. The same shall

automatically get deleted from the concerned Nodal Officer’s inbox.

184. Perform a validation of input data for all/key fields before submitting the e-Form.

185. The System shall generate appropriate error

message for validations performed on the input details.

186. Store PDF versions of respective e-Forms for user reference/download.

187.

The System shall support various image files

and PDF formats to upload/removed scanned documents along/attached with the e-Form. An indicative list of supporting image files could be

JPG, GIF, BMP, PNG etc.

188. Provision to send a form as an attachment in email to others for collecting the data.

189. Provision to collect and compile a response of form in PDF with a summary in table format for

later viewing & updating the database.

190.

e-Repository (e-locker)

Provision to manage the e-Locker for managing the various document/certificates.

191. Provision to register on e-Locker through the UIDAI and Bhamasaha and Single Sign On Id

and OTP authentication.

192. Provision to view the user profile registered with UIDAI/ Bhamasaha/ Single Sign On application.

193.

Smart Office

Provision to manage the e-repository for managing the various digital

documents/certificates pertaining to citizens.

194.

Facilitate Govt. Officer to upload the different kind of document/certificates, with the description and up to the specific size limit in

structured manner.

195. Authenticate the uploaded document and send success/failure notification to the users.

196.

Integration of e-Locker with the e-Mitra service delivery process and other e-gov applications

for direct uploading the requested document/certificate in e-Locker repository basis on the user request.

197. Provision to link the entire family member

repository.

198.

Provision to view the document/certificate basis on their category (e-district certificates, Supported Documents, My Uploaded

Documents, My Family Member documents) to


of 151

S. No.


Status/Source

the authentic users.

199.

Smart

Office

Provision to download the document/certificate from anywhere any time.

200. Facilitating third party agencies to role based access the citizen’s documents as per the

agreed terms.

201.

Virtual Box(Drop

Box)

Provide an interface to upload photos, docs, videos, and files in the Virtual Box.

202. System should manage the each user account for managing the storage capacity of virtual box.

203.

The system should allow the group of user or

project team to work on same file stored in virtual box by managing the consistency and proper versioning of documents.

204.

The system should allow the user to sync the

files. The sync features allows user to have your folder mirrored to user and other user computers and devices for collaborative

working.

205. The system should make sharing easy. Invites your teammates to any folder in Virtual box.

206. The system should allow the user to access the virtual box anytime, anywhere from any devices.

207. Miscellaneous

Provision for various templates like TA Bill,

Medical Bill, D.O Format, General Letter Format, U.O Note, Circular and Order formats etc.

208. Telephone Directory

209.

Common Requirements

Access Management

Provide an interface to assign/revoke role to or from specific users in addition to the role already

assign to them. To be sync with SSO.

Single Sign on

210. Provide an interface to assign/revoke rights to or from specific users in addition to the rights already assigned to the user.

Single Sign on

211. Provide an interface to register digital

signature/biometric capture for a user. Single Sign On

212. Provision for generic and configurable workflow, based on user rights and preferences.

213. Provision for implement end to end business process workflows that extend to external

systems.

214.

Workflow

The solution should have the ability to support multiple workflow paths that are automatically selected based on request/user attributes,

including escalation paths.

215. Provision to define a process hierarchies top down or bottom up to support Distributed


of 151

S. No.


Status/Source

workflow process definition.

216. Provision for defining dependencies between activities in a workflow.

217. Provision for defining concurrent activities within a workflow transaction.

218. Support both sequential and concurrent

approval processing in each module, based on predefined user configuration.

219. The workflow should have a rules engine that allows rules to be created to define approval

Hierarchies.

220. Provision for Scripting facility for any stage of workflow so that Admin can define extra rules at any stage of Workflow if required.

221. Ability of system to have workflow with the

ability to define business rules without the need for programming, including alerts and triggers.

222. Provision for configurable rules-based automated notifications via SMS/Email.

223. Provision for accommodate rules-based

automatic notifications.

224. A management console should be available to monitor workflow processes and to control

Processes that have errors in them.

225. Provision for automatically record an audit trail

of events under the control of the system.

226.

The system allows the extent of audit trail tracking and recording to be user-configurable, so that an administrator can select the events

for which information is automatically recorded.

227. Record every action that takes place to an activity/event throughout its lifecycle.

228.

All changes to data should be recorded in a separate table/database and should be stamped

with the identity of the user/program and timestamp of the creation/change.

229.

Audit Trial

The system shall track and record information about events in the audit trail without manual

intervention, once the audit trail facility has been activated.

230. The system shall ensure that the audit data are stored in un-editable formats.

231. Provision for audit trial report viewing/printing.

232. Provision for filter/search specific activities in a audit trial database.

233. The system shall ensure that audit trail data is

available for inspection on request.


of 151

S. No.


Status/Source

234.

Reporting Tools

Provision for Dynamic & configurable report generator.

235. Reports shall be generated based upon users,

roles, designations etc.

236.

Output should be configurable. User should be able to change the column position, hide column, add new columns, sort the output by

clicking on the column header etc.

237. Provision for pagination and extracting the reports in various format like Excel, PDF, HTML, MS Word etc.

238. Provision for tabular/graphical/free form reports.

239. Provision for query builder to create/save and execute the query.

240. Report should be generated basis on the

various parameters like Date, report type, and other required parameters.

241. The solution should be capable of creating ad-hoc queries and reports for analysis.

242. The solution should have interface to search

and filter the data of the report.

243. The solution should be capable of drill down and drill up with the report tool.

244. The solution should permit display of multiple result sets (nested) in the same reports.

245. The solution should permit conditional

formatting, based on thresholds or data ranges for any cell in the report.

246. The solution should facilitate the user to create custom objects/formulas for repeated use in

reporting tool.

247. The solution should have a GUI tool with drag and drop features to build reports.

248. Provision for periodic report generation.

249. Provision for analytical report generation.

250. The solution should allow users to send report

to specified user(s) at scheduled times.

251. The solution should be capable of archiving reports and store them in Document Management System.

252.

Search Engine

Provision for dynamic and configurable search

engine.

253.

Provision for simple search, advance search operation. Both type of search should support “Global” & “Customized search”. Global search

concerns whatever services available to users in the complete domain. Customized search allow


of 151

S. No.


Status/Source

user to perform search as per requirements.

254. Provision to allow the user to perform keyword search, full text search, and pattern based search.

255. Provide a content search features within an

attachment.

256. Provision for trending. Trending allow user to choose the keyword basis on the latest search performed for easy and quick access.

257. Support Different types of input interfaces to

initiate search operation and also provide the standard output interface.

258. support the configuration like type of search, number of records to be shown, type of result

view, etc.

259. Support automatic creation and updation of indexes as per specified intervals through schedulers and metadata configurations.

260. Allow to save a search for future execution.

Note: The functional requirement specifications (Annexure-1) stated in the RFP are the indicative

features that the Integrated Raj e-Office Application should have and to be considered as an

integral part of the scope of work. In addition to application portability for different smart devices

the bidder would also require developing mobile apps. The bidder should take it into account for

effort estimation and financials. However, to achieve/ fulfil the overall project objective, the

selected bidder shall be responsible to re-fine/ improvise the detailed functional requirement

specifications (FRS) for each module based on the detailed system study and requirement

analysis performed by the bidder.


of 151

8.2. ANNEXURE-2: RESOURCE DEPLOYMENT

1. Software Solution Development phase: The selected bidder shall deploy minimum

following resources for the development of Integrated Raj e-Office Application within 15

days from the date of issuance of work order for the period as specified in below

mentioned Table Ann 2.1.

Table Ann 2.1: Development Team

S.

No.

Role

(Category)

No of

Resources

Experience Resource

on Bidder’s Payroll

Deployment

Period

1 Project

Manager (A)

1 B.E/ B.Tech/ MCA or higher degree in IT

Having at least 10 years of post-qualification relevant work experience in design and

development of customized IT applications

5+ years of project management

experience working through the design, development, release (SDLC) cycle delivering software

application projects & should have managed the projects in following technologies:

RDBMS (SQL, Oracle, My SQL, Postgress SQL etc)

Web Technology: J2EE /Advanced Java/Microsoft

.Net/Sharepoint etc.

Must have good understanding of Government Processes and

IT automation initiatives in e-Governance Domain

Mandatory From project

initiation till Go-live of Phase-III of Integrated

Raj e-Office Application

2 Business Analyst (A)


Having at least 10 years of post-qualification relevant work experience in design and development of customized IT

applications

5+ years of experience in requirement gathering & analysis,

capturing existing business process of government & process re-engineering, preparation of

SRS document

Mandatory 1 BA From project

initiation till Go-live of Phase-III of Integrated

Raj e-Office Application +

1 BA from Project initiation till

approval of SRS of Phase-II of Integrated

Raj e-Office Application of Integrated Raj

e-Office


of 151


S. No.

Role (Category)

No of Resource

s

Experience Resource on

Bidder’s

Payroll

Deployment Period

Application

3 Team Lead (A)


Having at least 7 years of post-qualification relevant work

experience in design and development of customized IT applications

3+ years of experience in leading a project through the design, development, release (SDLC)

cycle delivering software application projects & should have experience in following

technologies:

RDBMS: Oracle (SQL, Oracle, My SQL, Postgress SQL etc)/ Web

Technology: J2EE /Advanced Java etc/ Advanced Java/Microsoft .Net/Sharepoint etc

Mandatory 1 TL from project initiation till Go-

live of Phase-III of Integrated Raj e-Office

Application +

1 TL from project

initiation till Go-live of Phase-II of Integrated

Raj e-Office Application

4 System

Administrator (B)

1 BE/B.Tech/MCA with minimum 5 Years of working experience as

system administrator

Mandatory From SRS

Approval of Phase-I till Go-live of Phase-III


5 Database

Administrator (B)

2 BE/B.Tech/MCA with minimum 5 Years of working experience as

database administrator

Oracle/Microsoft certified Database Administrator

Mandatory From SRS



6 Software

Developer (B)

5 Senior Developer

BE/B.Tech./MCA with minimum 5 Years of development experience in J2EE /Advanced Java, .net etc

Optional

2 Senior

Developer from the SRS approval of

Phase-I till Go-Live of Phase-III of Integrated

Raj e-Office Application.

+ 2 Senior



of 151


S. No.

Role (Category)

No of Resource

s


Bidder’s

Payroll

Deployment Period

Phase-II till Go-Live of Phase-II of Integrated

Raj e-Office Application.

+ 1 Senior


Phase-III till Go-Live of Phase-III of


11 Developer

BE/B.Tech./MCA with minimum 3 Years of development experience

in J2EE /Advanced Java,.Net etc

Optional 4 Developer

from the SRS approval of Phase-I till Go-

Live of Phase-III of Integrated Raj e-Office

Application. +

4 Developer from the SRS

approval of Phase-II till Go-Live of Phase-

II of Integrated Raj e-Office Application.

+

3 Developer from the SRS approval of

Phase-III till Go-Live of Phase-III of



of 151


S. No.

Role (Category)

No of Resource

s


Bidder’s

Payroll

Deployment Period

7 Test Lead (B)

1 BE/B.Tech./MCA with minimum 7 Years of testing experience

Must have experience in online & offline testing tools, load testing,

regression testing & other prominent black & white box testing techniques

Mandatory From SRS Approval of Phase-I till Go-

live of Phase-III of Integrated Raj e-Office

Application

8 Tester (B) 2 BE/B.Tech./MCA with minimum 4

Years of testing experience

Must have experience in online & offline testing tools, load testing,

regression testing & other prominent black & white box testing techniques

Optional From SRS



9 Help Desk

Manager (B)

1 Any Graduation with minimum 4 Years of experience in managing

helpdesk of handling similar profiles in providing IT related services

Diploma/ certificate course confirming computer/IT literacy (eg. RSCIT)

Optional From Go-Live

of Phase-I till Go-live of Phase-II of


10 Helpdesk

Resources (B)

4 Graduate in any discipline


Optional From Go-Live

of Phase-I till Go-live of Phase-II of


Total Resources 32

The above mentioned development team shall work from onsite. The selected bidder shall increase the team size as per requirement and ensure compliance to the prescribed Project timelines. The selected bidder may depute additional resources to work from offshore, if needed.

RISL shall provide working space and internet connectivity to the onsite development team. However, the selected bidder shall be responsible for deploying IT infrastructure to be used for application development on its own. The selected bidder shall also submit an HR undertaking on half-yearly basis for mandatory resources to be on its own pay-roll.


of 151

2. Operations and Maintenance (O&M) phase

Table Ann 2.2: Operations & Maintenance (O&M) Team

S.No. Role No of Resources


bidder’s payroll

1 Project Manager


Having at least 10 years of post-qualification relevant work experience in design and

development of customized IT applications

5+ years of project management experience working through the design, development,

release (SDLC) cycle delivering software application projects & should have managed the projects in following technologies:

o RDBMS (SQL, Oracle, My SQL, Postgress SQL etc)

o Web Technology: J2EE /Advanced

Java/Microsoft .Net/Sharepoint etc

Must have good understanding of Government Processes and IT automation

initiatives in e-Governance Domain

Mandatory

2 Team Lead 1 B.E/ B.Tech/ MCA or higher degree in IT

Having at least 7 years of post-qualification relevant work experience in design and development of customized IT applications

3+ years of experience in leading a project through the design, development, release (SDLC) cycle delivering software application

projects & should have experience in following technologies: o RDBMS: Oracle (SQL, Oracle, My SQL,

Postgress SQL etc)/ Web Technology: J2EE /Advanced Java etc/ Advanced Java/Microsoft .Net/Sharepoint etc

Mandatory

3 System

Administrator

1 BE/B.Tech/MCA with minimum 5 Years of working experience as system administrator

Mandatory

4 Database

Administrator

2 BE/B.Tech/MCA with minimum 5 Years of

working experience as database administrator

Oracle/Microsoft certified Database

Administrator

Mandatory

5 Developer 1 Senior Developer


Optional

3 Developer


Optional

6 Tester 2 BE/B.Tech./MCA with minimum 4 Years of

testing experience

Must have experience on Online & offline

Optional


of 151

Table Ann 2.2: Operations & Maintenance (O&M) Team

S.No. Role No of Resources


bidder’s

payroll

testing tools, load testing, regression testing & other prominent black & white box testing techniques

7 Training

Manager cum Technical

Writer

1 Any Graduation with minimum 4 Years of

experience in writing manuals/documentation for IT application & preparation of training material for different users

Proficiency in Hindi and English Computer Typing

Knowledge of development & project lifecycle

Optional

8 Helpdesk Manager

2 Any Graduation with minimum 4 Years of experience in managing helpdesk ot handling

similar profiles in providing IT related services



Optional

9 Helpdesk Resources

8 Graduate in any discipline


At least 1-2 years’ experience in IT services


Optional

Total Resources 22


of 151

8.3. ANNEXURE-3: TECHNOLOGY STACK

Integrated Raj e-Office Application shall leverage the following technology stack available

with RISL as part of RSDC Infrastructure.

o MS-Windows Server 2012 R2 w/SP1 x64

o MS-SharePoint Server 2013 w/SP1 x64

o MS-SQL Server 2014 Enterprise Edition x64

o MS-Exchange Server 2013 w/SP1 x64

o MS-Lync Server 2013 x64

o IBM Enterprise Service Bus

o Adobe e-Forms Application (mandatory for use in proposed Raj e-Office application)

Note: - For additional software (which are not covered above or are proposed by bidder for

use in Raj e-Office application), Bidder is required to provide enterprise wide perpetual

licenses, as applicable, without any client/ user access license limitation alongwith 5 years

OEM support, as applicable, for at least 10,000 concurrent users, in the name of Purchaser

at no additional cost to purchaser.


of 151

8.4. ANNEXURE-4: PRE- BID QUERIES FORMAT

[Reference No: ………………………………………………….., dated: ………………………]

Name of the Company/Firm:

Bidding Document Fee Receipt No. ___________ Dated___________ for Rs. _____________/-

Name of Person(s) Representing the Company/ Firm:

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.

Company/Firm Contacts:

Contact Person(s) Address for Correspondence

Email-ID(s) Tel. Nos. & Fax Nos.

Query / Clarification Sought:

S. No. RFP Page No.

RFP clause No.

Clause Details Query/ Suggestion/ Clarification

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/

.ODF/.doc/.docx). Queries not submitted in the prescribed format will not be considered/

responded at all by the procuring entity. Also, kindly attach the coloured scanned copy of the

receipt towards the submission of the bidding/ tender document fee.


of 151

8.5. ANNEXURE-5: BIDDER’S AUTHORIZATION CERTIFICATE

(To be submitted on the Company Letter head of the Tenderer, sealed and signed)

To,

Managing Director,

RajCOMP Info Services Limited (RISL),

First Floor, Yojana Bhawan, Tilak Marg,

C-Scheme, Jaipur (Rajasthan)

I/ We <Name/ Designation> hereby declare/ certify that <Name/ Designation> is hereby authorized

to sign relevant documents on behalf of the company/ firm in dealing with NIB reference No.

______________________ dated _________. He/ She is also authorized to attend meetings &

submit technical & commercial information/ clarifications as may be required by you in the course

of processing the Bid. For the purpose of validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:

Please attach the board resolution / valid power of attorney in favour of person signing this

authorizing letter.


of 151

8.6. ANNEXURE-6: COVERING LETTER OF THE BID


To,

Managing Director,




Dear Sir,

Ref: Request for Proposal (RFP) Notification dated............... No..........

1. I/We, the undersigned bidder, having read & examined in detail, the Bid Document, the

receipt of which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work

as mentioned in the Scope of the work, Technical specifications, Service Level Standards

& in conformity with the said bidding document for the same.

2. I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the

information contained in the bid is true and correct to the best of our knowledge and belief.

3. I/ we hereby submit our token of acceptance to all the tender terms & conditions without

any deviations. Hence, we are hereby submitting our Bid and offer to provide services to

Purchaser for carrying out the project in accordance with your RFP.

4. Until a formal contract is prepared and executed, this bid, together with your written

acceptance thereof and your notification of award shall constitute a binding Contract

between us.

5. I/We agree to abide by this RFP for a period of days as specified in NIB from the closing

date fixed for submission of bid as stipulated in the RFP document.

6. I/We undertake that, in competing for (and, if the award is made to us, in executing) the

above contract, we will strictly observe the laws against fraud and corruption in force in

India namely “Prevention of Corruption Act, 1988”.

7. I/We understand that the Purchaser is not bound to accept any bid received in response to

this RFP.


of 151

8. In case we are engaged by the Purchaser, we shall provide any assistance/cooperation

required by Purchaser, appointed auditing agencies (if any), state government officials and

Other Stakeholders of the project for performing their duties with respect to this project. We

understand that our non-cooperation for the same shall be grounds for termination of

service.

Signature………………………………

In the capacity of………………………

Duly authorised to sign Proposal for And on behalf of………………………..

Seal of the Organisation:-

Date………………….. Place………………….


of 151

8.7. ANNEXURE-7: BID FORM

[Reference No: ………………………………………………….., dated: ………………………]

1. Addressed to:

Name of the Procuring Entity Managing Director, RajCOMP Info Services Limited (RISL),

Address RajCOMP Info Services Ltd., First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)

Telephone 0141-5103902

Tele Fax 0141-2228701

Email [email protected] (clearly mention the NIT no. in

the subject of the mail)

2. Firm Details:

Name of Firm

Name of Contact Person with Designation

Registered Office Address

Address of the Firm

Year of Establishment

Type of Firm

Put Tick( ) mark

Public Limited

Private Limited

Partnership Proprietary

Telephone Number(s)

Email Address/ Web Site Email: Web-Site:

Fax No.

Mobile Number Mobile:

Certification/Accreditation/Affiliation, if Any

3. The requisite bidding document fee amounting to Rs. ________/- (Rupees <in words>) has

been deposited vide receipt no. _______ dated ___________.

4. The requisite bid processing fee amounting to Rs. ________/- (Rupees <in words>) has

been deposited vide receipt no. _______ dated ___________.

5. The requisite bid security amounting to Rs. ________/- (Rupees <in words>) has been

deposited vide Banker’s Cheque/ DD No. / BG No. ___________ dated ___________.

6. We agree to abide by all the terms and conditions mentioned in this form issued by the

Empanelment Authority and also the further conditions of the said 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 along with stamp of the firm).

Date:

Name & Seal of the firm: ________________________

Authorized Signatory: ___________________________

mailto:[email protected]


of 151

8.8. ANNEXURE-8: SELF-DECLARATION


To,

Managing Director,




In response to the NIB Ref. No. _____________________________ dated ___________ for

{Project Title}, as an Owner/ Partner/ Director/ Auth. Sign. of

____________________________________, I/ We hereby declare that presently our Company/

firm _________________, at the time of bidding,: -

1. possess the necessary professional, technical, financial and managerial resources and

competence required by the Bidding Document issued by the Procuring Entity;

2. have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the State

Government or any local authority as specified in the Bidding Document;

3. is having unblemished record and is not declared ineligible for corrupt & fraudulent

practices either indefinitely or for a particular period of time by any State/ Central

government/ PSU/ UT.

4. does not have any previous transgressions with any entity in India or any other country

during the last three years

5. does not have any debarment by any other procuring entity

6. is not insolvent in receivership, bankrupt or being wound up, not have its affairs

administered by a court or a judicial officer, not have its business activities suspended and

is not the subject of legal proceedings for any of the foregoing reasons;

7. does not have, and our directors and officers not have been convicted of any criminal

offence related to their professional conduct or the making of false statements or

misrepresentations as to their qualifications to enter into a procurement contract within a

period of three years preceding the commencement of the procurement process, or not

have been otherwise disqualified pursuant to debarment proceedings;

8. does not have a conflict of interest as mentioned in the bidding document which materially

affects the fair competition


of 151

9. will comply with the code of integrity as specified in the bidding document

If this declaration is found to be incorrect then without prejudice to any other action that may be

taken as per the provisions of the applicable Act and Rules thereto prescribed by GoR, my/ our

security may be forfeited in full and our bid, to the extent accepted, may be cancelled.

Thanking you,

Name of the Bidder: -



Date:

Place:


of 151

8.9. ANNEXURE-9: CERTIFICATE OF CONFORMITY/ NO DEVIATION


To,

Managing Director,


First Floor, YojanaBhawan, Tilak Marg,


CERTIFICATE

This is to certify that, the specifications of Software which I/ We have mentioned in the Technical

bid, and which I/ We shall supply if I/ We am/ are awarded with the work, are in conformity with the

minimum specifications of the bidding document and that there are no deviations of any kind from

the requirement specifications.

Also, I/ we have thoroughly read the bidding document and by signing this certificate, we hereby

submit our token of unconditional acceptance to all the terms & conditions of the bidding document

without any deviations.

I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the

end-to-end implementation and execution of the project, to meet the desired Standards set out in

the bidding Document.

Thanking you,

Name of the Bidder: -



Date:

Place:


of 151

8.10. ANNEXURE-10: MANUFACTURER’S AUTHORIZATION FORM (MAF)

(Indicative Format)

To,

Managing Director,




Subject: Issue of the Manufacturer’s Authorisation Form (MAF)

Reference: NIT/ RFP Ref. No. _____________________ dated ________

Sir,

We <name and address of the OEM> who are established and reputed original equipment

manufacturers (OEMs) having factories at <addresses of manufacturing location> do hereby

authorize <M/s __________________________> who is our <Distributor/ Channel Partner/

Retailer/ Others <please specify> to bid, negotiate and conclude the contract with you against the

aforementioned tender reference for the following Hardware/ Software manufactured by us: -

{OEM will mention the details of all the proposed product(s) with their

make/model/version.}

We undertake to provide OEM Warranty for the offered Software, as mentioned above, for <please

specify as per RFP requirements> Years.

We hereby confirm that the offered Software is not likely to be declared as End-of-Service/ Support

within next <please specify> years from the date of bid submission.

Yours faithfully,

For and on behalf of M/s (Name of the manufacturer)

(Authorized Signatory) – Please attach proof

Name, Designation & Contact No.:

Address: ___________________________________

Seal:


of 151

8.11. ANNEXURE-11: FINANCIAL BID COVER LETTER & FORMAT

COVER LETTER

To,

The Managing Director,


First Floor, YojanaBhawan, Tilak Marg,

Reference: NIB No. :___________________________________ Dated:__________

Dear Sir,

We, the undersigned bidder, Having read & examined in detail, the Bidding Document, the receipt

of which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as mentioned

in the Scope of the work, Bill of Material, Technical specifications, Service Level Standards & in

conformity with the said bidding document for the same.

I / We undertake that the prices are in conformity with the specifications prescribed. The quote/

price are inclusive of all cost likely to be incurred for executing this work. The prices are inclusive

of all type of govt. taxes/duties as mentioned in the financial bid (BoQ).

I / We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery

schedule specified in the schedule of Requirements.

I/ We hereby declare that in case the contract is awarded to us, we shall submit the contract

performance guarantee as prescribed in the bidding document.

I / We agree to abide by this bid for a period of days as specified in NIB after the last date fixed for

bid submission and it shall remain binding upon us and may be accepted at any time before the

expiry of that period.

Until a formal contract is prepared and executed, this bid, together with your written acceptance

thereof and your notification of award shall constitute a binding Contract between us.

I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the

information contained in the bid is true and correct to the best of our knowledge and belief.


of 151

We understand that you are not bound to accept the lowest or any bid you may receive.

We agree to all the terms & conditions as mentioned in the bidding document and submit that we

have not submitted any deviations in this regard.

Date:

Authorized Signatory

Name:

Designation:


of 151

Financial Bid Format

{to be submitted by the bidder only in BoQ format (.XLS) available at e-Procurement portal}

Project Name: Selection of Implementation Agency for Integrated Raj e-Office Project

Reference No:

Bidder Name:

Price schedule: (This BOQ template must not be modified/replaced by the bidder and the same

should be uploaded after filling the relevant columns, else the bidder is liable to be rejected for

this tender. Bidders are allowed to enter the Bidder Name and Values only)

S. No.

Activity/ Item Description

Qty Units

Unit Rate in INR

(incl. all incidental charges

and all Taxes but

excl.

Service Tax,

RVAT &

CST

Service Tax

(in INR)

CST (in

INR)

RVAT (in

INR)

*Total Net Present

Value in INR (incl. all

incidental

charges and all Taxes but excl.

RVAT)

a b c d e f g=(a*c)+d+e

A

Integrated Raj e-

Office Application Development Cost (A)

1 Number

A

B Total Operations & Maintenance (O&M)

Cost (B)

12 Quarterly

B

C Total Project Cost (C)=A+B

C

Total C (In Words) – Rupees

*Exclusion of RVAT in column g is only for the purpose of evaluation. However the same would be payable.

Note: Incentive for before-time development of Integrated Raj e-Office Application:

If the selected bidder is able to complete the activity/ milestones mentioned at S. No. 31 (Go-

live of Phase-III) before the delivery schedule mentioned at Table 7.1, an incentive as

mentioned below shall be paid:

a. On completion of activity/Milestone at S. No. 31 (Go-live of Phase-III) of Table 7.1

before 60 days of delivery schedule: 5 % of Application Development Cost

(Component A of Financial Bid)

b. On completion of activity/Milestone at S. No. 31 (Go-live of Phase-III) of Table 7.1

before 30 days of delivery schedule: 2.5 % of Application Development Cost

(Component A of Financial Bid)

The above incentive shall be paid in addition to the Application Development Cost



of 151

8.12. ANNEXURE-12: FORMAT FOR CVs OF KEY PROFILES

[Ref No: ……………………………………………………………………………………….]

Format for the profiles

Name of the person

Current Designation / Job Title

Current job responsibilities

Proposed role in the project

Proposed responsibilities in the project

Academic qualifications:

Degree

Academic Institution graduated from

Year of Graduation

Specialization (if any)

Key achievements and other relevant information (if Any)

Professional certifications (if any)

Total number of years of experience

Number of years with the current company

Summary of the Professional / Domain Experience

Number of complete life cycle implementations carried out

The names of customers (please provide the relevant names)

Past assignment details (for each assignment provide details regarding name of organizations worked for, designation,

Responsibilities, tenure) Prior professional experience covering:

Organizations worked for in the past

O Organization name O Duration and dates of entry and exit O Designation

O Location(s) O Key responsibilities

Prior project experience o Project name

o Client o Key project features in brief o Location of the project

o Designation o Role o Responsibilities and activities

o Duration of the project o Total team size

Please provide only relevant projects.

Proficient in languages (against each language listed indicate if

Read/write/both)

Date: Authorized signatory: Seal of the organization: Name: Designation:


of 151

8.13. ANNEXURE-13: BANK GUARANTEE FORMAT

BANK GUARANTEE FORMAT – BID SECURITY

(To be stamped in accordance with Stamp Act and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,



First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj).

Sir,

1. In accordance with your Notice Inviting Bid for <please specify the project title> vide NIB

reference no. <please specify> M/s. …………………………….. (Name & full address of the

firm) (Hereinafter called the “Bidder”) hereby submits the Bank Guarantee to participate in the

said procurement/ bidding process as mentioned in the bidding document.

It is a condition in the bidding documents that the Bidder has to deposit Bid Security

amounting to <Rs. ______________ (Rupees <in words>)> in respect to the NIB Ref. No.

_______________ dated _________ issued by RISL, First Floor, Yojana Bhawan, C-Block,

Tilak Marg, C-Scheme, Jaipur, Rajasthan (hereinafter referred to as “RISL”) by a Bank

Guarantee from a Nationalised Bank/ Scheduled Commercial Bank having its branch at Jaipur

irrevocable and operative till the bid validity date (i.e. <please specify> days from the date of

submission of bid). It may be extended if required in concurrence with the bid validity.

And whereas the Bidder desires to furnish a Bank Guarantee for a sum of <Rs.

______________ (Rupees <in words>)> to the RISL as Bid Security.

2. Now, therefore, we the ……………………………….…… (Bank), a body corporate constituted

under the Banking Companies (Acquisition and Transfer of Undertaking) Act. 1969 (delete, if

not applicable) and branch Office at…………………... (Hereinafter referred to as the

Guarantor) do hereby undertake and agree to pay forthwith on demand in writing by the RISL

of the said guaranteed amount without any demur, reservation or recourse.

3. We, the aforesaid bank, further agree that the RISL shall be the sole judge of and as to

whether the Bidder has committed any breach or breaches of any of the terms costs, charges

and expenses caused to or suffered by or that may be caused to or suffered by the RISL on

account thereof to the extent of the Earnest Money required to be deposited by the Bidder in

respect of the said bidding document and the decision of the RISL that the Bidder has

committed such breach or breaches and as to the amount or amounts of loss, damage, costs,

charges and expenses caused to or suffered by or that may be caused to or suffered by the

RISL shall be final and binding on us.


of 151

4. We, the said Bank further agree that the Guarantee herein contained shall remain in full force

and effect until it is released by the RISL and it is further declared that it shall not be

necessary for the RISL to proceed against the Bidder before proceeding against the Bank and

the Guarantee herein contained shall be invoked against the Bank, notwithstanding any

security which the RISL may have obtained or shall be obtained from the Bidder at any time

when proceedings are taken against the Bank for whatever amount that may be outstanding or

unrealized under the Guarantee.

5. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex,

fax, registered post or other electronic media to our address, as aforesaid and if sent by post,

it shall be deemed to have been given to us after the expiry of 48 hours when the same has

been posted.

6. If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake

to extend the period of this guarantee on the request of our constituent under intimation to

you.

7. The right of the RISL to recover the said amount of <Rs. ______________ (Rupees <in

words>)> from us in manner aforesaid will not be precluded/ affected, even if, disputes have

been raised by the said M/s. ……….………………(Bidder) and/ or dispute or disputes are

pending before any court, authority, officer, tribunal, arbitrator(s) etc..

8. Notwithstanding anything stated above, our liability under this guarantee shall be restricted to

<Rs. ______________ (Rupees <in words>)> and our guarantee shall remain in force till bid

validity period i.e. <please specify> days from the last date of bid submission and unless a

demand or claim under the guarantee is made on us in writing within three months after the

Bid validity date, all your rights under the guarantee shall be forfeited and we shall be relieved

and discharged from all liability thereunder.

9. This guarantee shall be governed by and construed in accordance with the Indian Laws and

we hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose of

any suit or action or other proceedings arising out of this guarantee or the subject matter

hereof brought by you may not be enforced in or by such count.

10. We hereby confirm that we have the power/s to issue this Guarantee in your favor under the

Memorandum and Articles of Association/ Constitution of our bank and the undersigned is/are

the recipient of authority by express delegation of power/s and has/have full power/s to

execute this guarantee under the Power of Attorney issued by the bank in your favour.


of 151

Date ………………… (Signature) ……………………………………….

Place ………………… (Printed Name) ………………………………….

(Designation) ……………………………………

(Bank’s common seal) ………………………….

In presence of:

WTTNESS (with full name, designation, address & official seal, if any)

(1) ………………………………………

………………………………………

(2) ………………………………………

………………………………………

Bank Details

Name & address of Bank:

Name of contact person of Bank:

Contact telephone number:

GUIDELINES FOR SUBMISSION OF BANK GUARANTEE

The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot be

considered valid: -

1. Bank Guarantee shall be executed on non- judicial stamp paper of applicable value purchased

in the name of the bank.

2. Two persons should sign as witnesses mentioning their full name, designation, address and

office seal (if any).

3. The Executor (Bank Authorities) may mention the power of attorney No. and date of execution

in his/ her favour authorizing him/ her to sign the document. The Power of Attorney to be

witnessed by two persons mentioning their full name and address.

4. The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled Commercial

Bank only.

5. Non – Judicial stamp paper shall be used within 6 months from the date of Purchase of the

same. Bank Guarantee executed on the non-judicial stamp paper after 6 (six) months of the

purchase of such stamp paper shall be treated as non-valid.

6. The contents of Bank Guarantee shall be strictly as per format prescribed by RISL

7. Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number.

8. All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature of

Bank Officials signing the Bank Guarantee.

9. Bank should separately send through registered post/courier a certified copy of Bank

Guarantee, mentioning Bid reference, Bid title and bidder name, directly to the Purchaser at

the following address:


of 151

BANK GUARANTEE FORMAT – PERFORMANCE SECURITY (PBG)

(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,



First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj).

1. In consideration of the RajCOMP Info Services Limited (hereinafter called "RISL") having

agreed to exempt M/s ..........................(hereinafter called "the said Contractor(s)" from the

demand, under the terms and conditions of an Agreement No..................................dated

.....................made between the RISL through …………………… and

.......................(Contractor) for the work .................(hereinafter called "the said Agreement") of

Security Deposit for the due fulfilment by the said Contractor (s) of the terms and conditions

contained in the said Agreement, on production of a Bank Guarantee for

Rs...................(rupees ........................................only), we ...................(indicate the name of the

Bank), (hereinafter referred to as "the Bank") at the request of ..................Contractor(s) do

hereby undertake to pay to the RISL an amount not exceeding

Rs...................(Rupees..................................only) on demand.

2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs....................

(Rupees............................only), the amounts due and payable under this guarantee without

any demur or delay, merely on a demand from the RISL. Any such demand made on the bank

by the RISL shall be conclusive as regards the amount due and payable by the Bank under

this guarantee. The Bank Guarantee shall be completely at the disposal of the RISL and

We....................... (Indicate the name of Bank), bound ourselves with all directions given by

RISL regarding this Bank Guarantee. However, our liability under this guarantee shall be

restricted to an amount not exceeding Rs...................... (Rupees....................only).

3. We.......................(indicate the name of Bank), undertake to pay to the RISL any money so

demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or

proceeding pending before any Court or Tribunal or Arbitrator etc. relating thereto, our liability

under these presents being absolute, unequivocal and unconditional.

4. We.....................(indicate the name of Bank) further agree that the performance guarantee

herein contained shall remain in full force and effective up to <DATE> and that it shall continue

to be enforceable for above specified period till all the dues of RISL under or by virtue of the

said Agreement have been fully paid and its claims satisfied or discharged or till the RISL

certifies that the terms and conditions of the said Agreement have been fully and properly

carried out by the said Contractor(s) and accordingly discharges this guarantee.

5. We ...........................(indicate the name of Bank) further agree with the RISL that the RISL

shall have the fullest liberty without our consent and without affecting in any manner our

obligations hereunder to vary any of the terms and conditions of the said Agreement or to

extend time of performance by the said Contractor(s) from time to time or to postpone for any

time or from time to time any of the powers exercisable by the RISL against the said


of 151

Contractor(s) and to forbear or enforce any of the terms and conditions relating to the said

Agreement and we shall not be relieved from our liability by reason of any such variation, or

extension being granted to the said Contractor(s) or for any forbearance, act or omission on

the part of the RISL or any indulgence by the RISL to the said Contractor(s) or by any such

matter or thing whatsoever which would but for this provision, have effect of so relieving us.

6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not

be discharged due to the change in the constitution of the Bank or the contractor(s).

7. We .............................. (indicate the name of Bank), lastly undertake not to revoke this

guarantee except with the previous consent of the RISL in writing.

8. This performance Guarantee shall remain valid and in full effect, until it is decided to be

discharged by the RISL. Notwithstanding anything mentioned above, our liability against this

guarantee is restricted to Rs........................... (Rupees..............................only).

9. It shall not be necessary for the RISL to proceed against the contractor before proceeding

against the Bank and the guarantee herein contained shall be enforceable against the Bank

notwithstanding any security which the RISL may have obtained or obtain from the contractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We

undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last

day of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee

shall expire on the close of the next working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under the

memorandum and articles of Association/constitution of our bank and the undersigned is /are

the recipient of authority by express delegation of power(s) and has/have full power(s) to

execute this guarantee for the power of attorney issued by the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)

Signature

(Name & Designation)

Bank's Seal

The above performance Guarantee is accepted by the RISL

For and on behalf of the RISL

Signature

(Name & Designation)


of 151

8.14. ANNEXURE-14: DRAFT AGREEMENT FORMAT

This Contract is made and entered into on this ______day of ________, 2015 by and between

RajCOMP Info Services Limited (RISL), having its head office at First Floor, Yojana Bhawan, Tilak

Marg, C-Scheme, Jaipur-302005, Rajasthan (herein after referred to as Purchaser/ RISL) which

term or expression, unless excluded by or repugnant to the subject or context, shall include his

successors in office and assignees on ONE PART

And

M/s__________________, a company registered under the Indian Companies Act, 1956 with its

registered office at _____________________ (herein after referred as the “Selected Bidder/

Supplier”) which term or expression, unless excluded by or repugnant to the subject or context,

shall include his successors in office and assignees on the OTHER PART.

Whereas,

Purchaser is desirous of appointing an agency for <project title> as per the Scope of Work and

Terms and Conditions as set forth in the RFP document dated _________ of <NIB No

_________________>.

And whereas

M/s______________ represents that it has the necessary experience for carrying out the overall

work as referred to herein and has submitted a bid and subsequent clarifications for providing the

required services against said NIB and RFP document issued in this regard, in accordance with

the terms and conditions set forth herein and any other reasonable requirements of the Purchaser

from time to time.

And whereas

Purchaser has accepted the bid of supplier and has placed the Work Order vide Letter No.

__________________ dated _______, on which supplier has given their acceptance vide their

Letter No._____________ dated ____________.

And whereas

The supplier has deposited a sum of Rs. ________________/- (Rupees _________________) in

the form of __________________ ref no. _________________ dated ______________ of

____________ Bank and valid up to _____________ as security deposit for the due performance

of the contract.

Now it is hereby agreed to by and between both the parties as under: -

1. The NIB Ref. No. ____________________________ dated ___________ and RFP document

dated _________ issued by RISL along with its enclosures/ annexures, wherever applicable,


of 151

are deemed to be taken as part of this contract and are binding on both the parties executing

this contract.

2. In consideration of the payment to be made by RISL to supplier at the rates set forth in the LoI/

work order no. ____________________ dated _________ will duly supply the said articles set

forth in scope of work and annexures herein and provide related services in the manner set

forth in the RFP, along with its enclosures/ annexures and Technical Bid along with

subsequent clarifications submitted by supplier.

3. The RISL do hereby agree that if supplier shall duly supply the said articles and provide related

services in the manner aforesaid observe and keep the said terms and conditions of the RFP

and Contract, the RISL will pay or cause to be paid to supplier, at the time and the manner set

forth in the said conditions of the RFP, the amount payable for each and every project

milestone & deliverable. The mode of Payment will be as specified in the RFP document.

4. The timelines for the prescribed Scope of Work, requirement of services and deployment of

technical resources shall be effective from the date of work order i.e. ____________ and

completed by supplier within the period as specified in the RFP document.

5. In case of extension in the delivery and/ or installation/ completion/ commissioning period is

granted with full liquidated damages, the recovery shall be made on the basis of value of

services (upto that milestone as specified in Table 7.1: Payment Terms & Schedule of this RFP

document) which the supplier/ selected bidder has failed to deliver/ install/ complete :-

No. Condition LD %

a. Delay up to one fourth period of the prescribed period of delivery,

successful installation and completion of work. 2.5 %

b. Delay exceeding one fourth but not exceeding half of the prescribed

period of delivery, successful installation and completion of work. 5.0 %

c. Delay exceeding half but not exceeding three fourth of the prescribed

period of delivery, successful installation and completion of work. 7.5 %

d. Delay exceeding three fourth of the prescribed period of delivery,

successful installation and completion of work. 10.0 %

i. Fraction of a day in reckoning period of delay in supplies, successful installation and

completion of work shall be eliminated, if it is less than half a day. ii. If supplier requires an extension of time in completion of contractual supply on account

of occurrence of any hindrances, he shall apply in writing to the authority which had placed the work order, for the same immediately on occurrence of the hindrance but not after the stipulated date of completion of supply.

iii. Delivery period may be extended with or without liquidated damages if the delay in the delivery of services in on account of hindrances beyond the control of supplier.

6. In addition to above, if the bidder fails to depute/ ensure the availability of development team

as mentioned at clause no:1 of Annexure-2 within 15 days from the date of issuance of work

order till Go-live of Phase-III of Integrated Raj e-Office Application, following amount shall be

deducted while processing the payment for respective milestone:


of 151

Category of Resources as per clause no:1 of

Annexure-2 (table Ann 2.1)

Penalty for absence/ delay in resource deputation during development period

A Rs 4000/- per day per resource;

B Rs 2,000/- per day per resource; Atleast 50 % resources under this category are required to be present, else penalty of Rs 3000/- per day shall be levied on each absent resource.

7. The above penalty shall not be applicable in case of permitted annual leaves (maximum of 18

leaves per year (4.5 per quarter on prorate basis))/ approved leaves by RISL.

8. In all cases, maximum amount of liquidated damages (including penalty defined at sub-clause

6 above) shall be 10% of the total Integrated Raj e-Office Application development cost

(component A of financial bid).

9. The Selected Bidder has to comply with Service Level Agreements (SLAs), specified in Clause

No. 7.2 of the RFP document, to ensure adherence to project timelines, quality and availability

of services during Operations & Maintenance (O&M) period. If the selected bidder fails to

deliver the required services due to reasons attributable to him like non-accessibility of the web

portal/ application, delay in response/ resolution time, non-availability/ attrition of the deployed

technical personnel/ operational manpower, etc. the cumulative penalty, as applicable, would

be imposed as defined in sub-clause 7 of Clause No. 7.2 while processing the payment for

respective milestone.

10. All disputes arising out of this agreement and all questions relating to the interpretation of this

agreement shall be decided as per the procedure mentioned in the RFP document.

In witness whereof the parties have caused this contract to be executed by their Authorized

Signatories on this _____day of _______________, 2015.

Signed By: Signed By:

( )

Designation:,

Company:

()

Managing Director, RISL

In the presence of:

In the presence of:

( )

Designation:

Company:

( )

Designation:

RISL

( )

Designation:

Company:

( )

Designation:

RISL


of 151

8.15. ANNEXURE-15: FORMAT FOR CONSORTIUM AGREEMENT

(On non-judicial stamp paper of appropriate value to be purchased in the name of executants companies or as required by the jurisdiction in which executed) This Consortium Agreement executed on this ................ day of........................... Two Thousand ………………. By: M/s. ......................................................... a Company incorporated under the laws of........................………………………........ and having its registered office at ............................... (hereinafter called the “Lead Member/First Member” which expression shall include its successors); and M/s. …......................................................... a Company incorporated under the laws of .......................................………………………..... and having its registered office at .............................. (hereinafter called the “Second Member” which expression shall include its successors) The Lead Member/First Member and the Second Member shall collectively hereinafter be called as the “Consortium Members” for the purpose of submitting a proposal (hereinafter called as “Bid”) for the work of …………………(Name of work)………………………for …………… (Name of project) of M/s…………………………….. to Government of Rajasthan (GoR)/ RajCOMP Info Services Limited (herein after called the `Owner’ or ‘RISL’), RISL being a Company incorporated under the Companies Act, 1956 having its registered office at Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur, India (hereinafter called the “Owner/GoR/ RISL”) in response to GoR/ RISL Request for Proposal Document (hereinafter called as ”RFP” Document) Dated………….. for the purposes of submitting the bid no. ………….. ………………………….. and entering into a contract in case of award for the work of …………………(Name of work)………………………for …………… (Name of project) of GoR/ RISL. WHEREAS, the Owner invited bids vide its RFP document no. …………………… for the work of ……………………………………………………. AND WHEREAS as per document, Consortium bids will also be considered by the Owner provided they meet the specific requirements in that regard. AND WHEREAS the PQ bid is being submitted to the Owner vide proposal dated ………… based on the Consortium Agreement being these presents and the PQ bid with its PQ bid forms and submission documents, in accordance with the requirement of PQ document conditions and requirements have been signed by all the partners and submitted to the Owner. AND WHEREAS Clause ________ of RFP document stipulates that a Consortium of maximum two companies, meeting the requirements stipulated in the RFP document may submit a Proposal signed by Lead Member of the Consortium Members so as to legally bind all the Members of the Consortium who will be jointly and severally liable for the performance and all obligations thereunder to GoR/RISL and duly signed Consortium Agreement shall be attached to the Proposal. NOW THEREFORE, in consideration of the mutual covenants of the members of the Consortium,

the sufficiency whereof is hereby acknowledged and other good valuable consideration, we agree

as follows:


of 151

1. We the members in the Consortium hereby confirm that the name and style of the Consortium shall be…………….. Consortium.

2. M/s. ...................................... shall act as Lead Member for self, and for and on behalf of M/s …………………….. (Second Member) and further declare and confirm that we shall jointly and severally be bound unto the Owner for the successful performance of the obligations under the Request for Proposal (RFP) and resulting Contact Agreement(s) submitted / executed by the Lead Member in the event of the selection of Consortium. Further, the Lead Partner is authorized to incur liabilities and receive instructions for and on behalf of any or all partners of the CONSORTIUM.

3. That M/s_____________ which is the Lead Member of the Consortium shall invest and continue to invest ….% (at least 51% to be invested by Lead Bidder) interest in the Consortium for the Lock in Period as specified in the RFP document.

4. That M/s ____________, (Second Member) shall invest and continue to invest ….% interest of the Consortium for the Lock in Period as specified in the RFP document.

5. The composition or the constitution of the consortium shall not be altered without the prior consent of GoR/RISL.

6. The roles and responsibilities of the lead bidder and the second member of the consortium for execution of various components/activities as defined in the RFP document shall be as under :

S.No. Project Component/Activity

Roles & Responsibility of Lead Bidder

Roles & Responsibility of Second Member of

Consortium

1

2 3

4

7. It is expressly agreed by the members that all members of the consortium shall be held equally responsible for the obligations under the RFP Document, Contract and this Agreement, irrespective of the specific roles/responsibilities undertaken by them.

8. For the purpose of this Agreement, the RFP Document and the Contract, the Lead Partner shall be the single point of contact for the GoR/ RISL, shall have the overall responsibility of the management of the Project and shall have single point responsibility for ensuring that all members of the consortium are complying with the terms and conditions set out in the Contract and the RFP Document.

9. All instructions/communications from PMC to the Lead Partner shall be deemed to have been duly provided to all the members of the consortium.

10. If GoR/ RISL suffers any loss or damage on account of any breach in the stipulation of the Agreements to be entered into by the Consortium Members, upon its selection pursuant to RFP (the "Agreements") or any shortfall in the performance of the Transaction or in meeting the performances guaranteed as per the RFP and the Agreements, the Consortium Members hereby jointly and severally undertake to promptly make good such loss or damages caused to GoR/ RISL on its demand without any demur or contest. The Owner shall have the right to proceed against anyone of the partners and it shall neither be necessary nor obligatory on the part of the Owner to proceed against the Lead Partner before proceeding against or dealing with the other Member.

11. The financial liability of the Consortium Members to the GoR/ RISL, with respect to any of the claims arising out of the performance or non-performance of obligations under the RFP and the resulting Agreement(s) shall not be limited so as to restrict or limit the liabilities of any of the Members and the Members shall be jointly and severally liable to GoR/RISL.


of 151

12. It is expressly agreed by the Members that all the due payments shall be made by the Owner to Lead Bidder only.

13. This Consortium agreement shall be construed and interpreted in accordance with the laws of India and the Courts of Jaipur (Rajasthan) shall have the exclusive jurisdiction in all matters arising there under.

14. It is also hereby agreed that Lead Member shall, on behalf of the Consortium shall submit the Bid and performance Security as specified by owner in the RFP document.

15. It is further agreed that this Consortium Agreement shall be irrevocable and shall continue to be enforceable till the same is discharged by GoR/RISL.

16. This Agreement shall come into force as of the date of signing and shall continue in full force and effect until the complete discharge of all obligations, concerning the carrying out of the Project, which have been taken on by the Parties under the Contract, RFP Document and under this Agreement.

17. Any other terms and conditions not in contradiction to the RFP and above mentioned terms and conditions.

IN WITNESS WHEREOF, the Members to the Consortium agreement have through their authorised representatives executed these presents and affixed common seal of their companies, on the day, month and year first mentioned above.

Common Seal of ................ has been affixed

in my/our Lead Member presence pursuant to

Board of Director’s resolution dated

..............................

1) Witness

2) Witness

For and on behalf of M/s……………..

(Lead Bidder)

(Signature of authorized representative)

Name :

Designation:

Common Seal of ................ has been affixed

in my/our Lead Member presence pursuant to

Board of Director’s resolution dated

..............................

1) Witness

2) Witness

For and on behalf of M/s……………..

(Second member)

(Signature of authorized representative)

Name :

Designation:


of 151

8.16. ANNEXURE-16: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012

Appeal No ………of ……………

Before the ………………………… (First/ Second Appellate Authority)

1. Particulars of appellant:

a. Name of the appellant: <please specify>

b. Official address, if any: <please specify>

c. Residential address: <please specify>

2. Name and address of the respondent(s):

a. <please specify>

b. <please specify>

c. <please specify>

3. Number and date of the order appealed against and name and designation of the officer/

authority who passed the order (enclose copy), or a statement of a decision, action or omission

of the procuring entity in contravention to the provisions of the Act by which the appellant is

aggrieved: <please specify>

4. If the Appellant proposes to be represented by a representative, the name and postal address

of the representative: <please specify>

5. Number of affidavits and documents enclosed with the appeal: <please specify>

6. Grounds of appeal (supported by an affidavit): <please specify>

7. Prayer: <please specify>

Place …………………………………….

Date ……………………………………

Appellant's Signature

Request for Proposal (RFP) Document for Selection of...

Documents

Transcript of Request for Proposal (RFP) Document for Selection of...