final mdm rfp

7/29/2019 Final Mdm Rfp

1/47

School & Mass Education Department, Government of OdishaState Project Management Unit (MDM)

Request for ProposalSoftware Development, Implementation, Training & IT Project ManagementUnit for SMS Based Monitoring System through Web Application Software forsmooth & timely monitoring of Mid Day Meal (MDM) Scheme in Odisha.


2/47

2

NOTICE INVITING TENDER

School & Mass Education Department, Government of Odisha

State Project Management Unit (MDM)SRC Building, 1st Floor, Unit-V, Bhubaneswar, 751001

RFP Tender Notice No. 01 / 2013 Dated: 19 / 01 / 2013

Sealed Tenders are invited for selection of implementing agency for Software

Development, Implementation, Training & IT Project Management Unit initially for

period of one year for SMS Based Monitoring System through Web Application

Software for smooth & timely monitoring of Mid Day Meal (MDM) Scheme in Odisha.

Sl# Items Date & Time

1Availability of Bid Document in Websitewww.opepa.in/www.odisha.gov.in

From - 21 / 01 / 2013To 05 / 02 / 2013 up to

03.00 PM

2Last date of receipt of Bids(Through Speed Post /Registered post/Courier only. No dropbox facility available)

05 / 02 / 2013 up to 03.00 PM

3 Opening of General Bid 11 / 02 / 2013 at 11.00 AM

4 Opening of Technical Bid 11 / 02 / 2013 at 11.00 AM

4 Opening of Commercial Bid 14 / 02 / 2013 at 03.00 PM

The tender document can be availed from the Authority by paying Rs. 10,000/- in

shape of Bank Draft drawn in favour of State Nodal Officer, MDM, Odisha, payable

at Bhubaneswar before the due date as mentioned above. However, the tenderdocument is also downloadable from the websitewww.opepa.in/www.odisha.gov.in.

However, the cost of tender document is required to be deposited in the shape of

Bank Draft (only) along with the bid, failing which the bid shall not be accepted.

No consortium bidding is allowed.
http://www.opepa.in/http://www.opepa.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.opepa.in/http://www.opepa.in/http://www.opepa.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.opepa.in/http://www.odisha.gov.in/http://www.opepa.in/


3/47

3

DISCLAIMER

All information contained in this Request for Proposal (RFP) is in good interest and faith.

This is not an agreement and is not an offer or invitation to enter into an agreement of any

kind with any party.

Adequate care has been taken in the preparation of this RFP document, the interested firms

shall satisfy itself that the document is complete in all respects. The information is not

intended to be exhaustive. Interested Bidders are required to make their own enquiries and

assumptions wherever required. Intimation of discrepancy, if any, should be given to the

specified office immediately. If no intimation is received by this office by the date mentioned

in the document, it shall be deemed that the RFP document is complete in all respects and

firms submitting their bids are satisfied that the RFP Document is complete in all respects.

Government of Odisha reserves the right to reject any or all of the applications submitted in

response to this RFP document at any stage without assigning any reason whatsoever.

Government of Odisha also reserves the right to withhold or withdraw the process at any

stage with intimation to all who submitted the RFP application.

Government of Odisha reserves the right to change / modify / amend any or all of the

provisions of this RFP document. Such changes would be posted on the websitewww.opepa.in/www.odisha.gov.in.

Neither Government of Odisha nor their employees and associates will have any

liability to any prospective respondent interested to apply or any other person under the law

of contract, to, the principles of restitution or unjust enrichment or otherwise for any loss,

expense or damage which may arise from or be incurred or suffered in connection with

anything contained in this RFP document, any matter deemed to form part of this RFP

document, the award of the assignment, the information and any other information supplied

by or on behalf of Government of Odisha or their employees and bidder or otherwise arising

in any way from the selection process for the assignment.

Information provided in this document or imparted to any respondent as part of the RFP

process is confidential to Government of Odisha and shall not be used by the respondent for

any other purpose, distributed to, or shared with any other person or organization.
http://www.opepa.in/http://www.opepa.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.opepa.in/


4/47

4

TABLE OF CONTENTS

1 INTRODUCTION ............................................................................................................. 71.1 ABOUT MDM ................................................................................................................. 71.2 OVERVIEW ..................................................................................................................... 81.3 OBJECTIVE .................................................................................................................... 92 INVITATION TO PROPOSAL ....................................................................................... 102.1 DUE DILIGENCE ........................................................................................................... 102.2 COST OF BIDDING ........................................................................................................ 102.3 AMENDMENT OF TENDER DOCUMENT ............................................................................ 102.4 COST OF THE RFPDOCUMENT ..................................................................................... 102.5 SITE VISIT (S) ............................................................................................................... 103 INSTRUCTIONS TO BIDDERS ..................................................................................... 113.1 INTRODUCTION............................................................................................................. 113.2 SCOPE OF PROPOSAL .................................................................................................. 113.3 FORMAT &SIGNING...................................................................................................... 113.4 SUBMISSION OF RFP-PACKING,SEALING AND MARKING .............................................. 113.5 NUMBER OF PROPOSALS.............................................................................................. 123.6 LANGUAGE OF BID ....................................................................................................... 123.7 CONFLICT OF INTEREST ................................................................................................ 123.8 VALIDITY OF PROPOSALS ............................................................................................. 123.9 RIGHT TO ACCEPT PROPOSAL....................................................................................... 123.10 PROPOSAL DUE DATE ................................................................................................ 123.11 LATE SUBMISSION...................................................................................................... 123.12 MODIFICATIONS /WITHDRAWAL .................................................................................. 133.13 BID OPENING ............................................................................................................. 133.14 FRAUD &CORRUPTION............................................................................................... 133.15 AMENDMENTS ............................................................................................................ 133.16 CLARIFICATIONS ........................................................................................................ 143.17 REJECTION OF BID ..................................................................................................... 143.18 AUTHENTICATION OF BID ............................................................................................ 143.19 CONTACT DETAILS ..................................................................................................... 143.20 ACKNOWLEDGEMENT BY THE BIDDER ......................................................................... 143.21 EARNEST MONEY DEPOSIT (EMD) .............................................................................. 153.22 FORFEITURE OF EMD ................................................................................................. 153.23 EXTENSION OF PERIOD OF VALIDITY............................................................................ 153.24 VALIDATION OF INTERLINEATIONS IN BID ..................................................................... 163.25 ANNOUNCEMENT OF BIDS ........................................................................................... 163.26 CLARIFICATION OF BIDS ............................................................................................. 163.27 COMPLETENESS OF BIDS............................................................................................ 163.28 RECTIFICATION OF ERRORS ........................................................................................ 163.29 NOTIFICATION TO BIDDER ........................................................................................... 163.30 SIGNING OF CONTRACT .............................................................................................. 173.31 EXPENSES FOR THE CONTRACT .................................................................................. 173.32 FAILURE TO ABIDE BY THE CONTRACT......................................................................... 173.33 PERIOD FOR FURNISHING PERFORMANCE GUARANTEE ................................................ 17


5/47

5

3.34 ANNULMENT OF AWARD ............................................................................................. 173.35 DISQUALIFICATIONS ................................................................................................... 184 BIDDING PROCEDURE & EVALUATION .................................................................... 184.1 PRELIMINARY SCRUTINY............................................................................................... 185 SCOPE OF WORK ........................................................................................................ 195.1 PROPOSED SOLUTIONS ................................................................................................ 195.2 SOLUTION ARCHITECTURE............................................................................................ 205.3 IMPLEMENTATION APPROACH &METHODOLOGY............................................................ 215.4 ONLINE MONITORING APPLICATION............................................................................... 215.5 MISREPORTS.............................................................................................................. 225.6 IMPLEMENTATION &TRAINING ...................................................................................... 235.7 TRANSPARENCY PORTAL ............................................................................................. 245.8 INTEGRATION ............................................................................................................... 245.9 CALL CENTER.............................................................................................................. 245.10 ITPROJECT MANAGEMENT UNIT................................................................................. 245.11 INFRASTRUCTURE CONSULTANCY ............................................................................... 276 GENERAL BID .............................................................................................................. 287 TECHNICAL BID........................................................................................................... 308 COMMERCIAL BID ....................................................................................................... 319 BIDDING PROCEDURE & EVALUATION .................................................................... 329.1 PRELIMINARY SCRUTINY............................................................................................... 329.2 TECHNICAL EVALUATION (TOTAL MARKS100) ........................................................... 3210 GENERAL TERMS & CONDITIONS ........................................................................... 3310.1 RELATIONSHIP BETWEEN THE PARTIES........................................................................ 3310.2 STANDARDS OF PERFORMANCE .................................................................................. 3310.3 DELIVERY AND DOCUMENTS ....................................................................................... 3310.4 INTELLECTUAL PROPERTY RIGHTS .............................................................................. 3310.5 ASSIGNMENT ............................................................................................................. 3410.6 SUSPENSION.............................................................................................................. 3410.7 TERMINATION............................................................................................................. 3410.8 TAXES AND DUTIES .................................................................................................... 3410.9 LEGAL JURISDICTION ................................................................................................. 3410.10 NOTICE.................................................................................................................... 3410.11 LIMITATIONS OF LIABILITIES...................................................................................... 3510.12 PROGRESS OF THE ASSIGNMENTS............................................................................. 3510.13 MISCELLANEOUS...................................................................................................... 3511 PROFORMA & ANNEXURE ....................................................................................... 36


6/47

6

11.1 ANNEXURE-G1(GENERAL BID LETTER) ...................................................................... 3611.2 ANNEXURE-G2(BIDDER COMPANY PROFILE) .............................................................. 3811.3 ANNEXURE-G3(STATE OF DEVIATIONTERMS &CONDITIONS) ................................... 3912 PERFORMA & ANNEXURE ....................................................................................... 4012.1 ANNEXURE-T1(TECHNICAL BID LETTER) .................................................................... 4012.2 ANNEXURE-T2(BIDDER COMPANY PROFILE) ............................................................... 4212.3 ANNEXURE-T3(BIDDER PROJECT PROFILE) ................................................................ 4312.4 ANNEXURE-T4(STATE OF DEVIATIONSCOPE OF WORK) ........................................... 4412.5 ANNEXURE-C1(BIDDER COMPANY PROFILE) .............................................................. 4512.6 ANNEXURE-C2(COMMERCIAL DEVIATION) .................................................................. 4612.7 ANNEXURE-C3(PRICE SCHEDULE) ............................................................................. 47


7/47

Request for ProposalSoftware Development & IT PMU for SMS Based Monitoring System through Web Application Software

S&ME, GoO | SPMU (MDM) | Introduction 7

1 Introduction

1.1 About MDMSchool & Mass Education Department was established as a separate Department in

January 1993, to look into the issues pertaining to Elementary Education, Secondary

Education, Teachers Training, and Mass Education in the State. The provision of

funds for the development of these sectors is being made every year keeping in view

to the availability of State resources for Education sector and other assistance.

The State Government is committed to the Universalisation of Elementary Education

in the State with the aim of fulfilling the constitutional obligation with the assistance of

Central Government. Keeping in view the need for Universalisation of Elementary

Education, there has been expansion of Schools at Primary and Upper Primary stageof education, in the Government sector, especially in rural areas as well as backward

areas.

Mid Day Meal Scheme in Odisha, formerly implemented by the Department of

Women & Child Development was transferred to the Department of School & Mass

Education (S&ME) in August, 2011. However, the central assistance is still released

to S&ME through Department of Women and Child Development because the

Demand for Grants 2011-12 were passed in favor of DWCD. The Demands for

Grants for 2012-13 would be presented by Department of School & Mass Education

and the central assistance would be released directly to S&ME. As per the existing

arrangements, State Finance Department releases funds to Director, Elementary

Education who in turn releases them to the District Inspector of School (DIS). State

Project & Monitoring Unit (SPMU) headed by State Nodal Officer is set-up for

monitoring the implementation of this scheme from the State level. Odisha has 30

districts and the scheme is implemented and monitored in each district by the HQ

DIS. There are 75 education districts in the State; each headed by District Inspectorof Schools (DIS). Out of these 75 DISs, 30 DISs at each HQ are declared as Drawing

& Disbursing Officers (DDOs) for the scheme. They are vested with the powers to

release the MDM funds to Block Development Officers on the basis of number of

schools/children in each block. The remaining 45 DIS are responsible for the

implementation of the scheme in the school under their respective education districts

and report the physical and financial progress of the scheme to the HQ DISs.

There are 314 Blocks in the State and each block Development Officers look after

the implementation of the scheme in the schools at block level. They are assisted by

District Inspectors of Schools for assessing the fund requirement of each school and


8/47



releasing it to the schools. As observed by the Central Review Mission, due to lack of

proper organizational structure for monitoring at Directorate, District, Sub-district and

school level, Mid Day Meal Scheme is not so effectively implemented till date. The

Review Mission observed that there is a comprehensive and rigorous monitoring

mechanism being followed in the State for monitoring of the all education Schemes

through Samikshya under which 80 parameters of a school are monitored under

SSA. The State Govt. has added 7 parameters for monitoring of Mid day meal

scheme as follows.

Regularity in serving meals and adherence of weekly menu.

Availability of food grains.

Availability of cooking cost.

Proper storage of food grains and

Payment of honorarium to cook-cum-helpers for the last month.

Availability of kitchen shed.

Availability of kitchen devices.

The State Government is monitoring around 57,000 schools through Samikshya

every month. The Review Mission recommends that one more parameter i.e.

coverage of children may be included as it is an important indicator under Mid Day

Meal Scheme.

The Review Mission also observed that Online Management Information System

(MIS) is not yet established in Odisha for capturing real time data on Mid Day Meal

scheme. The data is compiled manually at district level and sub district level. Since

Management Information System (with the intervention of IT) is an important

management tool for monitoring the implementation of the scheme, the State should

take necessary steps immediately for putting in place an effective MIS. If considered

appropriate, the State may adopt MIS integrating with IVRS being developed by

MHRD. The funds for this purpose may be utilized from MME funds allocated to the

State.

1.2 OverviewMid-Day-Meal Scheme was introduced in Odisha in 1995 for the children studying in

Government, Government-aided and local body schools. The objective of this

scheme is

To improve the nutritional and health standard of the growing children.

To reduce drop-out rate and to increase attendance and to attract poorer children to come

to the school.

To create supplementary employment opportunities at the village level


9/47



To achieve social and national integration.

To supplement state efforts towards removal of poverty

Government provides rice to the schools on the basis of student strength reported by

the School. The MDM in-charge teacher keeps the following records;

Cash Book on fund released and expenditure

Stock Register on available Rice and other items

Daily consumption on no. of students provided mid day meal every day.

Expenditure register fund spent per child.

The Dal, Egg, Vegetable and Cooking items are purchased by MDM in-charge

teacher in school from MDM fund and the transit register of expenses is maintainedon daily basis. In this register the MDM in-charge maintains the Name of school, No

of student in class, No of student taking food in monthly basis, Balance, Received

amount total amount, Expenditure and Balance and remarks. The Cooks description

is also maintained by MDM in charge teacher. In this register the school name, No of

Cook, initial amount, fund received, Total amount, Expenditure and balance is

maintained. The monthly consolidated Report called Utilization certificate is sent to

HQ DIs. The Quality of food provided to students under MDM scheme is strictly

checked by the Head Master/Mistress (HM) and MDM in-charge teacher and the

menu is pre-decided at the state level.

1.3 ObjectiveThe existing process for data collection are manual and it is error prone as there are

so much human intervention & inter dependencies. It is difficult to monitor &

evaluation of its impact without an up-to-date reporting on daily basis like;

Total beneficiaries for a day (attendance)vs- the consumption happened

Attendancevs- enrollment

Availability ofMDM materials for next day

Fund receipt and utilization

Payments to the Cook & Helper etc.

Statutory compliance report

Decision Support MIS as and when it required

Also the delay in receiving reports from each and every school affects the

consolidation time at sub-district/District/State level resulting for delay reporting and

affects to prompt action towards deficiencies in the system.An IT integrated On-line monitoring system may solve the purpose better than the

existing manual system to make the scheme effective in the state.


10/47


S&ME, GoO | SPMU (MDM) | Invitation to Proposal 10

2 Invitation to Proposal

2.1 Due Diligence

The Bidder is expected to and shall be deemed to have examined all instructions,forms, terms and specifications and other information in this Tender Document. The

bid should be precise, complete and in the prescribed format as per the requirement

of the Tender Document. Failure to furnish all information required by the Tender

Document or submission of a bid not responsive to the Tender Document in every

respect will be at the Bidders risk and may result in rejection of the bid. The Authority

shall at its sole discretion be entitled to determine the adequacy / sufficiency of

the information provided by the Bidder

2.2 Cost of BiddingThe Bidder will bear all costs associated with the preparation and submission of its

bid and the Authority will in no event or circumstance be held responsible or liable for

these costs, regardless of the conduct or outcome of the bidding process.

2.3 Amendment of Tender DocumentAt any time before the deadline for submission of bids, the Authority may, for any

reason, whether at its own initiative or in response to a clarification requested by a

prospective Bidder, modify the Tender Document by amending, modifying and/or

supplementing the same.

Any amendments/modifications in the tender document would be displayed on the

website www.opepa.in / www.odisha.gov.in and all such amendments shall be

binding on the bidders without any further act or deed on the Authority part. In the

event of any amendment, the Authority reserves the right to extend the deadline for

the submission of the bids, in order to allow prospective Bidders reasonable time in

which to take the amendment into account while preparing their bids.

2.4 Cost of the RFP Document The cost of the tender document is Rs 10,000/-

The RFP document can be downloaded fromwww.opepa.in/www.odisha.gov.in.

But the proposal must accompany the RFP cost in shape of demand draft in

favour ofStateNodal Officer, MDM, Odisha payable at Bhubaneswar

The proposal without the cost of RFP document will not be considered for

evaluation.

2.5 Site Visit (s)The bidder may wish to visit and examine the site (s) of the project and obtain for

itself, at its own responsibility and risk, all information that may be necessary for
http://www.opepa.in/http://www.opepa.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.opepa.in/http://www.opepa.in/http://www.opepa.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.odisha.gov.in/http://www.opepa.in/http://www.odisha.gov.in/http://www.opepa.in/


11/47


S&ME, GoO | SPMU (MDM) | Instructions to Bidders 11

preparing the bid and entering into the contract. The cost of visiting the site (s) shall

be borne by the bidder.

No site visit (s) shall be scheduled after the prescribed date for submission of bids.

3 Instructions to Bidders

3.1 IntroductionThe section aims to provide guidelines/Instructions for Bidders, to be used while

submitting the Proposals. These are generic in nature, but bidders are required to

abide by them during the currency of the Project.

3.2 Scope of ProposalDetailed description of the objectives, scope of services and other requirements

relating to the job/assignment are as specified in this RFP. The Proposal is required

to be submitted in the form and manner as specified in this document.

3.3 Format & SigningThe RFP shall be submitted in three parts

Part A General Bid

Part B Technical Bid

Part C Commercial Bid

The RFP shall be typed or written in indelible ink and shall be signed by the applicantor a person or persons duly authorized. Any interlineations, erasures or overwriting

shall be valid only if the person or persons signing the RFP prior to opening of the

same initial them.

3.4 Submission of RFP - Packing, Sealing and MarkingThe bidder shall prepare one original of each part of the RFP i.e. General Bid (Part-

A), Technical Bid (Part-B) & Commercial Bid (Part-C). The General Bid, Technical

Bid & Commercial Bid shall be sealed separately clearly marking General Bid,

Technical Bid & Commercial Bid respectively on the envelope along with the

Purpose, RFP Number, Date & Tendering Authority Address. The General Bid,

Technical Bid & Commercial Bid of the RFP must be inserted in separate sealed

envelopes, along with bidders name and address on the envelope and super scribed

as Proposal for Software Development & IT PMU for SMS Based Monitoring

System through Web Application Software.

If the envelopes are not sealed and marked as mentioned above, then the tendering

authority will assume no responsibility for the Proposals misplacement or premature

opening.


12/47



3.5 Number of ProposalsA bidder can submit one proposal at a time. Bidder submitting more than one

proposal shall be rejected.

3.6 Language of BidAll Proposals and various documents related to these Proposals should be in English

Language. All correspondence between the Authority and the Bidders would also be

in English Language. Supporting Documents and Printed Literature furnished by the

Bidders may be in another Language provided they are accompanied by an accurate

translation in English Language.

3.7 Conflict of InterestThe Authority requires that bidder must provide professional, objective and impartial

advice and at all times hold the Authority interests paramount, strictly avoid conflicts

with other assignments/jobs or their own corporate interests and act without any

consideration for future work. In case the Bidders have any subsisting interest, either

by themselves or through their partners, that is likely to conflict the work specified in

the Scope of Work, they shall declare such interests as part of their proposal.

3.8 Validity of Proposals

The Bids shall remain valid for at least 180 days after the date of bid opening.

A bid valid for a shorter period shall be rejected by the Authority as being non-

responsive.

During the period of validity of Bids, the rates quoted shall not change.

3.9 Right to accept ProposalThe Authority reserves the right to accept or reject any Proposal, and to annul the

Proposal process and reject all Proposals at any time prior to award of contract,

without thereby incurring any liability to the affected bidder or any obligation to inform

the affected bidder of the grounds for such decision.

3.10 Proposal Due DateRFP filled in all respect must reach the Authority at the address, time and date

specified in the cover page of the RFP through Speed Post / Registered Post /

Courier. If the specified date for the submission of RFPs is declared as a holiday for

the Authority, the RFPs will be received up to the appointed time on the next working

day.

3.11 Late SubmissionRFPs submitted after the deadline for submission prescribed by the Authority will

not be considered.


13/47



3.12 Modifications / WithdrawalNo modifications / withdrawal to the Proposals shall be allowed; once it is received by

the tendering authority.

3.13 Bid OpeningThe Authority will open all Proposals, in the presence of bidders or their authorized

representatives who choose to attend, at the date and time mentioned in the RFP.

The bidders representatives who are present shall sign a register evidencing their

attendance. In the event of the specified date being declared a holiday, the RFPs

shall be opened at the appointed time and location on the next working day.

3.14 Fraud & CorruptionThe Authority requires that the bidder must observe the highest standards of ethics

during the performance and execution of such contract. In pursuit (pursuance) of this

policy,

Corrupt practice means the offering, giving, receiving or soliciting of anything of

value to influence the action of the Authority official by any personnel of bidder in

procurement process or in contract execution.

Fraudulent practice means a misrepresentation of facts, in order to

influence a procurement process or the execution of a contract, to the detriment of

the Authority, and includes collusive practices among the bidders (prior to or after

Proposal submission) designed to establish bids at artificially high or non-

competitive levels and to deprive the Authority of the benefits of free and open

competition;

Unfair trade practices means supply of services different from what is ordered

on, or change in the Scope of Work which was given by the Authority.

Coercive practices means harming or threatening to harm, directly or indirectly,

persons or their property to influence their participation in the execution of

contract.

The Authority will reject a proposal for award, if it determines that the bidder

recommended for award has engaged in corrupt, fraudulent, unfair trade practices

or coercive practices.

The Authority will declare a firm ineligible, either indefinitely or for a stated period

of time, for awarding the contract, if it at any time determines that the firm has

engaged in corrupt, fraudulent, unfair trade and coercive practices in competing

for, or in executing, the contract.

3.15 AmendmentsAt any time prior to deadline for submission of proposal, the Authority may for any

reason, modify the RFP. The prospective bidders having received the RFP shall be


14/47



notified of the amendments through e-mail/website and such amendments shall be

binding on them.

3.16 Clarifications

During evaluation of the Proposals, the Authority may, at its discretion, ask the bidder

for clarifications on their proposal.

3.17 Rejection of BidThe Authority reserves the right to reject any or all proposals, in whole or in part, to

waive any or all informalities, and to disregard all non-confirming, non-responsive or

conditional proposals.

In the event any or all proposals are rejected, in whole or in part, thereafter the

Authority, in its sole discretion may initiate a new RFP process including all or part of

the components of this Request for Proposals.

3.18 Authentication of BidThe original and all copies of the bid document shall be type written in indelible ink

and shall be signed by a person or persons duly authorized to bind the bidder to the

contract. A duly stamped Power-of-Attorney accompanying the bid document shall

support the letter of authorization. The person or persons signing the bid document

shall initial all pages of the Bid document, including pages where entries or

amendments have been made. All the pages of the proposal should be serially

numbered. All parts of the bid shall be properly spiral binded together. There shall be

no loose sheets. Documents submitted in clip file shall be rejected.

3.19 Contact Details

Name

Designation

Contact Details

3.20 Acknowledgement by the BidderIt shall be deemed that by submitting the Proposal, the bidder has:

Made a complete and careful examination of the RFP

Received all relevant information requested from the Authority

Acknowledged and accepted the risk of inadequacy, error or mistake in the

information provided in the RFP or furnished by or on behalf of the Authority or

relating to any of the matters Stated in the RFP Document

Acknowledged that it does not have a conflict of Interest; and


15/47



Agreed to be bound by the undertaking provided by it under and in terms hereof.

The Authority shall not be liable for any omission, mistake or error on the part of the

Applicant in respect of any of the above or on account of any matter or thing arising

out of or concerning or relating to RFP or the Selection Process, including any error

or mistake therein or in any information or data given by the Authority.

3.21 Earnest Money Deposit (EMD)The EMD is required to protect the Authority against the risk of Bidders conduct,

which would warrant the securitys forfeiture.

Unsuccessful Bidders EMD will be discharged / returned as promptly as possible,

but not later than 30 days after the expiration of the period of bid validity.

The successful Bidders EMD will be returned after furnishing the performance

guarantee or adjusted against the performance guarantee upon the bidder signing

the contract.

3.22 Forfeiture of EMDEMD submitted by the bidder may be forfeited under the following conditions.

If the bidder withdraws the tender before the expiry of the validity period

If the bidder violates any of the provisions of the terms and conditions of the

tender

If the successful bidder fails to (a) accept award of work, (b) sign the contract

agreement with the Authority, after acceptance of communication on placement of

award, (c) furnish performance security, or the bidder violates any of such

important conditions of this tender document or indulges in any such activities as

would jeopardize the interest of the Authority in timely finalization of this tender

The decision of the Authority regarding forfeiture of bid security shall be final and

shall not be called upon to question under any circumstances. A default in such a

case may involve black-listing of the bidder by the Authority.

3.23 Extension of Period of ValidityIn exceptional circumstances, the Authority may solicit the bidders consent to an

extension of the period of validity. The request and the response thereto shall be

made in writing. Extension of validity period by the Bidder shall be unconditional. The

EMD provided shall also be suitably extended. A Bidder may refuse the request

without forfeiting the EMD. A Bidder granting the request will not be permitted to

modify its bid.


16/47



3.24 Validation of Interlineations in BidAny interlineations, erasures, alterations, additions or overwriting shall be valid only if

the person or persons signing the bid have authenticated the same with signature.

3.25 Announcement of BidsThe name of Bidder, bid prices, total amount of each Bid, EMD, discount, etc. shall

be announced at the Commercial Bid opening.

3.26 Clarification of BidsTo assist in the evaluation, comparison and examination of bids, the Authority may,

at its sole discretion, ask the Bidder for a clarification of its bid including breakdown

of unit rates. The request for clarification and the response shall be in writing. If the

response to the clarification is not received before the expiration of deadline

prescribed in the request, the Authority reserves the right to make its own reasonableassumptions at the total risk and cost of the Bidder

3.27 Completeness of BidsThe Authority will examine the bids to determine whether they are complete, whether

they meet all the conditions of the Tender Document and Technical Specifications,

whether any computational errors have been made, whether required sureties have

been furnished, whether the documents have been properly signed, and whether the

Bid Documents are substantially responsive to the requirements of the RFP.

3.28 Rectification of ErrorsArithmetical errors will be rectified on the following basis: -

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.

If there is a discrepancy between the rates in words and figures, the rate in words

will govern.

If the bidder does not accept the correction of errors, his bid will be rejected andEMD may be forfeited.

3.29 Notification to BidderThe Bidder whose Bid has been accepted shall be notified of the award prior to the

expiration of the period of validity of the proposal, by registered letter or by fax. This

letter (hereinafter the Letter ofAcceptance) shall state the sum that the Authority

shall pay the Bidder in consideration of the execution, completion and maintenance

of the work as prescribed by the Contract (hereinafter the Contract Cost) in

accordance with Payment Terms. The Bidder shall acknowledge in writing, the

receipt of the Letter of Acceptance and shall send his acceptance to enter into the

Contract within five (5) days from the receipt of the Letter of Acceptance.


17/47



3.30 Signing of ContractPursuant to the Bidder acknowledging the Letter of Acceptance, the Bidder and the

Authority shall promptly and in no event later than 7 working days from the date of

acknowledgement of the Letter of Acceptance, sign the Contract. This shall be

subject to the furnishing of the Performance Guarantee. The Authority shall have the

right and authority to negotiate certain terms with the successful Bidder before

signing of the Contract. The signing of the Contract shall amount to award of the

Contract and the Bidder shall initiate the execution of the work as specified in the

Contract.

3.31 Expenses for the ContractAll incidental expenses for the execution of the Contract shall be borne solely by the

successful Bidder and such amount shall not be refunded to the successful Bidder by

the Authority.

3.32 Failure to abide by the ContractThe conditions stipulated in the Contract shall be strictly adhered to and violation of

any of these conditions shall entail immediate termination of the Contract without

prejudice to the rights of the Authority with such penalties as specified in the Bid

Document and the Contract.

3.33 Period for Furnishing Performance GuaranteeWithin five (5) working days of the receipt of the acknowledgment of the Letter of

Acceptance from the Authority, the successful Bidder shall furnish a Performance

Guarantee for an amount equivalent to 10% of the Contract Cost in accordance with

the conditions of the Contract, in the form of a Bank Guarantee / Bank Draft / Pay

Order from a scheduled bank (except cooperative bank) drawn in favour of State

Nodal Officer, MDM, Odisha, payable at Bhubaneswar. If such Performance

Guarantee is in the form of a Bank Guarantee, then such Bank Guarantee shall be in

a form acceptable to the Authority. The EMD submitted earlier by the successful

Bidder may be adjusted against the Performance Guarantee and such Performance

Guarantee shall be retained by the Authority till the end of the Term as defined in the

Contract.

3.34 Annulment of AwardFailure of the successful Bidder to submit the performance security or sign the

contract shall constitute sufficient grounds for the annulment of the award ofContract

and forfeiture of the EMD, in this event, the Authority mayaward the contract to thenext lowest evaluated Bidder or call for new bids.


18/47


S&ME, GoO | SPMU (MDM) | Bidding Procedure & Evaluation 18

3.35 DisqualificationsThe Authority may at its sole discretion and at any time during the evaluation of

Proposal, disqualify any bidder, if the bidder has:

Submitted the Proposal documents after the response deadline Made misleading or false representations in the forms, statements and

attachments submitted in proof of the eligibility requirements Submitted a proposal that is not accompanied by required documentation or is

non-responsive Failed to provide clarifications related thereto, when sought for Submitted more than one Proposal (comprising of same Prime Applicant

individually or in case of a consortium Prime Applicant and ImplementationPartner)

Been declared ineligible by the Government of India for corrupt and fraudulentpractices or blacklisted

Submitted a proposal with price adjustment/variation provision.

4 Bidding Procedure & EvaluationAll evaluation will be carried out by the Authority. The Authority may constitute an

evaluation committee to evaluate the bids. Evaluation conducted by the committee

shall be final and binding on all the bidders.

The evaluation committee may choose to conduct technical negotiations or

discussions with any or all the bidders. The decision of the evaluation committee in

the evaluation of the General, Technical & Commercial bids shall be final and binding

on all the parties. No correspondence will be entertained outside the process of

negotiation / discussion with the evaluation committee.

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

the bid document and recommendations (if any) shall not be disclosed by the

evaluation committee to the bidders or any other persons (other than officers /

advisors of the Authority or as required by applicable law) not officially concerned

with such process until the award to the successful bidder has been announced. Any

effort by a bidder to influence the tender evaluation committees processing ofbids or

award decisions may result in the rejection of the bid.

4.1 Preliminary ScrutinyThe Authority will prepare a list of firms based on the compliance to all the terms and

conditions of the tender. The tenders who do not confirm to the tender conditions

shall be straight away rejected. All eligible tenders will be considered for further

evaluation. The decision of the Authority will be final in this regard.

The Commercial Bids of those bidders will be opened, who successfullyqualify in the technical bids.


19/47


S&ME, GoO | SPMU (MDM) | Scope of Work 19

5 Scope of Work

5.1 Proposed SolutionsIt is not feasible to make the Online Reporting using Computer and Internet from

school point due to poor/no internet connectivity in the rural areas and due to non-

availability of Computers at schools. There is a need of an efficient system that

facilitates field staff (School HM / MDM In-Charge Teacher) to update the details

through their mobile from the place of occurrence (school) on daily basis through an

SMS Based Monitoring System. The system will push the information to central

server and consolidate the data of all location to generate required MIS for different

user (State/District/Block) level. The system shall be integrated into the existing

systems of the S&ME to fetch the master data.

The objective here is to develop a software application for data updation by sending

SMS in standard formats through the simple Mobile Applications. This application

will be hosted centrally with a single database with existing Odisha State SMS

Gateway. The user will also have option to download the Mobile apps for updating

Mid-Day-Meal information through his mobile.

The HM/ Mid day meal in-charge Teacher can send the information at school level on

daily basis through SMS to a fixed number in a predefined format by using mobile

apps. The data sent through SMS received through Odisha State SMS Gateway /

Mobile modem and the information is updated in the centralized database. The SMS

gateway will fire alerts to the concerned officials for sending data in wrong format.

Similarly information provided in the mobile Apps gets updated and auto consolidated

in centralized database.

Some of the inherent advantages of this solution are:

Rich user experience

Ease of use and maintainability

Scalable

Fast and effective gathering of information.

Quick & easy updation of information in centralized database.

Easy modification of erroneous data.

Auto consolidation

Alerts for non-reporting/delay reporting

Monitoring becomes easy & transparent


20/47



5.2 Solution Architecture

5.2.1 Process Flow

5.2.2 Requirement Analysis

Sl# Requirements Analysis1 Volume of SMS 70,000 (Incoming) | 7,000 (Outgoing)2 Nature of SMS Unique/BULK3 Nature of Activity Real Time4 Frequency of Activity Daily basis5 Priority Very High

5.2.3 Server Architecture

Re l on SMS or wron format sendin

Teachers/

Head Master

SMS Server-I

SMS Server-II

Database Server

SMS Gateway

Application Server

Mobile Tower


21/47



5.3 Implementation Approach & Methodology

5.3.1 System Configuration (User creation and Access Control) Administrator: Administrator will set/authenticate the master data, creates users,

assign roles and responsibilities to the users.

Users: All the users can access the application as per the role and rights

assigned. Different level of authorities will be assigned to different level of access

as per the requirements.

5.3.2 Master Database CreationThe existing updated data bases of Schools / Children from e-Shishu & DISE shall be

integrated into the system, so that there will be no duplicity & redundancy in the

system.

The demographic details of Schools, latitude and longitude from GIS system, details

of each HM & MDM In-charge teachers with Mobile nos. etc. will be mapped to the

system created.

Master database will be prepared on District

Block /Urban Local Bodies

Gram Panchayat /ward

Village

Primary/Upper Primary/Secondary Schools

Officials (Head Master/Mistress, Mid-day meal in-charge) details with Mobile Nos.

Monitoring Officers details with Mobile Nos. etc.

An Online MDM reporting form to be designed, hosted to the central server &

available through web for access by concerned officials to register the mobile number

of the school HMs through which SMS will be accepted by the system at central

server. If any change in mobile number, then the concern school will send the

request to the Administrator through HQ District Inspector of Schools, who will

approve the new mobile number into the system database.

5.4 Online Monitoring ApplicationEach Mid Day Meal in-charge teacher of school will be identified through a

Registered Mobile number. Every time the message will be sent to a fixed number

that should come from the specific registered mobile number. Each message sent by

the teacher is received at the SMS server. The message gets validated with the

master data for source mobile number and with their demographic details such as

village name, gram panchayat/ ward name, block/urban local bodies name, district

name, School name & date format.


22/47



Once the data is received and validated, then the central database gets updated with

the MDM data on that particular date.

Mobile based application may be used for data updation. User has to login with their

mobile number as user id and password. Through the application concerned teacher

of the School will update the details of Mid Day Meal. Schools having Computers and

Internet facility for CAL & ICT programme can use this application for uploading daily

information on Mid day meal activities. The teacher can install the application his/her

android mobile and send information as desired.

User can also update the data through the web base system also wherever internet

facility is available in a computer using his/her user id & password.

5.5 MIS ReportsDifferent MIS reports as mentioned below can be generated from the system.

5.5.1 General MIS SMS History Report

Invalid SMS Report

Valid SMS Report

SMS Success Rate

School Participation Report

Month wise Transaction Report (Periodical, within the given range)

Deleted SMS Report

Till Date SMS Report

Daily Status Report

SMS Transaction Report

School Type Wise Transaction Report

Transaction Participation Report

School Management Type Wise Report

School with gender wise Capacity wise Report

FY wise Transaction Comparison Report

School wise children consumed MDM

Village Wise Data consolidated Report

Date Wise Transaction Report

Schools Having Children less than 50% for MDM

Schools Having Children more than 50% for MDM

Schools having more than One SMS per Day

Day Wise Status Report


23/47



School Update Status Report

District Wise Transaction Report

Block Wise Transaction Report

5.5.2 Exceptional Reports Duplicate Mobile Number Report

School having no valid SMS

School Not Involved in Transaction

District Wise Transaction Report

Block Wise Transaction Report

GP Wise Transaction Report

Village Wise Transaction Report

District Wise Duplicate School Code Report

Schools Having No Mobile Number

School having Invalid Mobile Registration

School having MDM allotment more than strength of school

5.5.3 Graphical Reports Graphical Analysis of District Wise School Participation

Graphical Analysis of Block Wise School Participation

Graphical Analysis of GP Wise School Participation

Graphical Analysis of Village Wise School Participation

Pie Chart representing percentage of school participated

Pie Chart representing percentage of school Not participated

Pie Chart for Month wise Transaction Comparison Report

5.6 Implementation & TrainingSuccess of the project lies upon proper Implementation, Handhold & Training to the

users. In order to enhance the usability of the software application, proper

Implementation, Handhold & Training to be ensured by the implementing agency.

Training need to be imparted to all the school HM & MDM In-charge Teachersthrough train-to-the trainer concept. Master trainers to be identified at District and

Sub-District level to get trained and impart training to schools and also to handhold

the system.

Training shall be given upto the block level user (around 400 people) by the

implementing agency. A proper training manual need to be prepared and distributed

to the schools. The same shall be uploaded in the website for ready reference.

Similarly a Computer Based Tutorial may be prepared in local / regional languagesfor best use of the application software and to make it a success.


24/47



5.7 Transparency PortalAn exclusive website on Mid Day Meal Scheme in Odisha is to be developed on the

Online Monitoring System, where all the reports & information relating to MDM

Scheme in Odisha shall be hosted. Different stake holders such as Government of

India, Odisha Government, Directorates, Schools & Common Citizens can access

the information.

5.8 IntegrationThe proposed application need to be integrated with

State SMS Gateway managed by I.T. Department, Government of Odisha, DISE database of OPEPA to fetch the master & annual data of schools & Child Tracking System (e-Shishu) database of OPEPA to authenticate the

student wise beneficiary in the schools.

Existing GIS System

OPEPA being the implementing society of RTE-SSA in the State has its own Server

Room with required HW & Software for carrying the application and its web hosting.

The DISE and CTS database can be integrated to MDM application if the monitoring

software will be hosted from same server.

The existing man-power under MIS, OPEPA from State to Block level may be utilized

along with the Programmers placed with DIS for MDM as Master Trainers for training,

implementation and handholding of the application at school level.

5.9 Call CenterApproximately 70,000 users (which included Schools, DEO, DI, DPC, BRCC, CRCC,

etc) will use the software to update the database on daily basis though the SMS /

Mobile Apps. Hence, for effective implementation of the software a separate call

center may be set up or the existing call center service of OPEPA (School Student

Helpline) or of OCAC (Sanjog Helpline) may be taken to address the issues relating

to the functional & usability issue of the software. The implementing agency will

provide necessary training to the call center executives and manage the call center

for smooth implementation & effective query handling of this application software.

5.10 IT Project Management Unit

The main objectives is to provide project management and coordination support to

the Authority and others involved in the management of projects and in planning,

disbursement and other project matters. It is required that a team of experienced

technical and management personnel may be placed for proper implementation and

monitoring of the system and reaching out to the all the sections of f ield functionaries

for improving the quality, accessibility and effectiveness of the services offered

through proper IT intervention. The aim is to meet the objectives of subprojects,


25/47



implement the components under the subprojects in a timely and efficient manner,

and to help build project management capacity of the Authority.

5.10.1 Responsibility of PMU

Handling planning, technical, and financial management, disbursement, and

auditing issues arising from implementation of the project activities.

Ensuring that effective communication and consultations continue with all

stakeholders

Monitoring and facilitating full compliance of all components with the

implementation and technical requirements of projects

Undertaking the monitoring and evaluation of performance indicators and

outcomes against the targets

Use of ICT as a part of the business process in shifting the focus on technology

based business process instead of task.

Define processes to ensure consistency and quality of output including using

standardized tools for discussions, reporting and monitoring etc.

PMU would function as a permanent advisory body to the Directorate by

integrating people, processes, data, technology & strategy.

Prepare standard frameworks for Technology Standards, change management

and maintenance.

Assist the Directorate to implement processes for effective management

Prepare the framework and templates so that the evolution of the program is

objective and consultative.

The exact nature of support provided by the PMU would vary over the period of

time. However, initially it would be to assist the Directorate in providing direction,

prioritization and programme management role.

Carries out surveys, studies and site investigations.

Generates primary data and updates the findings of the feasibility study

Prepares master plans.

The implementing agency will set-up the PMU with development of application for

SMS based Monitoring System and the PMU would be in existence for one year on

turnkey basis at the initial stage till the department own these responsibilities. After

one year, the PMU services may be extended on the basis of the requirement &

performance of the PMU as well with same terms & conditions without any price hike.

The implementing agency will provide the necessary computer desktop / laptop,

internet, software licenses to operate the PMU. Department will provide work station

& electricity for this purpose. Accordingly the bidder has to quote in the financial bid.


26/47



5.10.2 Constituents of IT PMUAs the next step, IT Project Monitoring Unit (IT PMU) will be set up by implementing

agency as per the technical resource proposed below;

Sl# Member Qty Qualification & Experience

01ProjectManagementConsultant

1

Must be a B. Tech. or equivalent with MBA frompremier Institution. Must have 5+ years of workexperience out of which 2 years in the IT projects and3 years in the management consulting domain.

02TechnicalConsultant

1Must be a B.Tech / M. Tech / M.Sc. in ECE / IT / CSEfrom a premier Institution. Must have 5+ years ofrelevant work experience in the IT projects.

03CapacityBuildingConsultant

1Must be a Graduate with MBA from a premierInstitution. Must have 5+ years of relevant experiencein IT training and capacity building area.

5.10.3 Responsibilities of IT PMU Members

Project Management Consultant

Prepare the detailed project report and process for obtaining approval

Lead, coordinate, manage and contribute across the full life cycle of programmewith the objective of achieving the timely completion and quality of theprogramme

Identify tools for project monitoring and evaluation.

Develop/design templates for monitoring the status of project implementation asperS&MEs requirement.

Provide inputs for project monitoring and implement tools for it

Coordinate with S&ME / Government agencies / other stake holders to enhanceand speed up the project implementation.

Monitor weekly / monthly progress of the project, issue resolution andescalation and submit weekly / monthly project status reports to S&ME.

Support in convene meetings and workshops

Support S&ME in formal acceptance of deliverables prepared by serviceproviders.

Undertake regular visits to the field to support implementation

Technical Consultant

Understanding of Function Point Analysis, Entity Relationship Diagrams, ObjectOriented Design Pattern, Software Development and Testing Tools

Provide inputs on various technology, standards and their evaluation

Assess IT Infrastructure needs, usage and utilization

Advise and monitor network, hardware and software installation andconfiguration including DRC and DC

Draft Technology SLAs and monitoring compliance of the same

Audit the application processes and their compliance

Management of Vulnerability Assessment, Penetration Testing and Applicationsecurity

Appraise project reports w.r.t technology components


27/47



Capacity Building Consultant

Impact Assessment: Study of As-Is and definition of To-Be roles andresponsibilities

Change Readiness Assessment: To understand preparedness for change from

structure, processes and staff perspective (Training Needs Analysis) Develop CB & Change Management Plan (CM)

Manage and Assist in conducting CB & CM Workshops and facilitate all the IECactivities of the Programme

Oversee the compliance and implementation of CM & CB plan as per plan

Monitoring of effectiveness of training delivered to the associated Stake Holders

Prepare and submit progress reports including identification of problems,causes of potential bottlenecks in Programme implementation w.r.t. capacitybuilding, change management and knowledge management

Undertake regular visits to the field to support implementation

Appraise project reports w.r.t CB & CM components

5.11 Infrastructure ConsultancyImplementing agency has to study the GAP IT Infrastructure available in the OPEPA

Data Center, where the application will be initially hosted, that are most suitable for

running the SMS Base Monitoring System through Web Application Software

provided to MDM, Odisha. Bidder will be responsible for properly drawing up all

hardware and networking specifications to ensure that the installation and

deployment of the software is smooth. Specifications shall be independent of any

proprietary technology of any hardware / networking. Specific activities that need to

be done in this task are:

Draw up detailed Hardware and Networking Specifications pertaining to the

proposed Software being implemented

Assist S&ME Department in the procurement of the specified Hardware and

Network Equipments and suggest whether any additional electrical requirements

would arise in setting up the Data Center.

Help & ensure the smooth shifting of computer hardware from OPEPA Data

Center to already established State Data Center in OCAC.

Assist S&ME Department in carrying out a quality check of the procured Hardware

and Network Equipments.

Be a part of the Team set up to achieve an effective installation of the Hardware

and Network Equipments

Fine-tune and optimize the hardware and networking facility during implementation

period.


28/47


S&ME, GoO | SPMU (MDM) | General Bid 28

6 General Bid

The RFP is open to eligible bidders only as per the pre qualification criteria. The

following documents shall be submitted in Original in a sealed envelope.

6.1. Non-refundable Tender Paper cost of Rs.10,000/- in shape of Bank Draft from any

scheduled bank drawn in favour of StateNodal Officer, MDM, Odisha, payable at

Bhubaneswar.

6.2. Interest free Earnest Money Deposit (EMD) of Rs. 2,00,000/- in shape of Bank Draft

from any scheduled bank drawn in favour of State Nodal Officer, MDM, Odisha,

payable at Bhubaneswar.

The EMD of successful bidder is liable to be forfeited if the bidder revokes any terms

of the tender. EMDs given by unsuccessful bidders will be refunded after placing of

work order to the successful bidder.

6.3. The bidder firm registered under the Company Registered under the Indian

Companies Act, 1956, copy of such certificate should be enclosed as a proof.

6.4. The bidder must be registered with Service Tax Authority. Copy of such certificate

should be enclosed as a proof. Firm has also to submit the copy of Service Tax

Return at least up to 31st March 2012.

6.5. The bidder must be registered under Employees Provident Fund (EPF) Authority.Copy of such certificate should be enclosed as a proof along with the latest PF

Return document such as PF Register & Deposit Challan.

6.6. The bidder must be having valid VAT registration. Copy of such certificate should be

enclosed as a proof. The firm has also to submit the copy of VAT Clearance

Certificate up to 31st March 2012.

6.7. The proof of operating in IT Service in India i.e. the office location must be given.

6.8. The bidder should have an average annual turnover of at least Rs. 5,00,00,000/- in IT/ ITES sector during last three Financial Years ending on 31-Mar-2012 and must

submit Income Tax Return as a proof of average annual turnover stated above. Turn

over only from Supply & Installation of Computer Hardware will not be considered.

6.9. The bidder should have successfully Completed / Continuing at least two IT Project

Management Units (minimum contract duration of 6 months or more) with minimum

project cost of Rs. 25,00,000/- (repeat orders will be considered as one) during last

three calendar years ending on 31-Oct-2012 for any State / India Government. Copy

of work order from the Government Authority along with completion / continuation

certificate from the user Department / Project Authority stating the above criteria

should be submitted as a proof.


29/47


S&ME, GoO | SPMU (MDM) | General Bid 29

6.10. The bidder should have successfully completed at least two software development

projects with minimum project cost of Rs. 30, 00,000/- during last three Financial

Years for any State / India Government. Copy of work order for any Government

Department along with completion certificate should be submitted as a proof.

6.11. The bidder should have minimum strength of 50 IT professionals with the company.

Copy of the EPF register of previous month along with the deposit challan must be

enclosed as a proof.

6.12. Applicants should not be under a declaration of ineligibility for corrupt and fraudulent

practices issued by Government of India / State Governments. A self-declaration

certificate on the company letter head should be enclosed.

6.13. Representative authorization letter in the company letter that he/she is chosen to sign

the entire document relating to this RFP and will be present during evaluation &

negotiation during the RFP period.

6.14. Duly filled in & signed annexures as follows, in the company letter head with seal.

6.14.1. Annexure-G1 (General Bid Letter)6.14.2. Annexure-G2 (Bidder Company Profile)6.14.3. Annexure-G3 (State of Deviation Terms & Conditions)

Important Points

(a) In absence of any one of the above, the offer will be treated as non-responsive and summarily rejected.

(b) Relevant documents in support of the above criteria must be enclosedalong with the General Bid documents, failing which the bid will liable tobe rejected.

(c) The Technical Bids of the bidders, nonresponsive in General Bid shall notbe considered for evaluation.

(d) No supporting document or printed literature shall be submitted with the

General Bid proposal unless specifically asked for.

(e) The successful bidder have no claim, if the software designed for SMSenabled Mid Day Meal monitoring is integrated to IVRS or any othersoftware in future.


30/47


S&ME, GoO | SPMU (MDM) | Technical Bid 30

7 Technical Bid

The Technical Bids of those bidders will be opened, who are assessed be qualified in

General (Pre Qualification) Bid. The following documents shall be submitted in

original in a sealed envelope.

7.1. Technical bid letter in the company letter head as per Annexure-T1

7.2. Bidder Company Profile as per Annexure-T2

7.3. Bidder Project Profile of the prominent Government Customer in India as per

Annexure-T3

7.4. Proposed Methodology, Time Line, Implementation Plan, etc

7.5. Statement Deviation (if any) for Scope of Work as per Annexure-T4

7.6. Documents supports to the technical evaluation given at point no. 9.2 of this RFP.

No supporting document or printed literature shall be submitted with theTechnical Bid unless specifically asked for.


31/47


S&ME, GoO | SPMU (MDM) | Commercial Bid 31

8 Commercial BidThe Commercial Bids will be opened, in the presence of the Bidders or their

representatives, who wish to attend the Commercial Bid opening on the date and

time to be communicated to all the technically qualified Bidders.

The Commercial Bids of those bidders will be opened, who are assessed be qualified

in Technical Bid. The following documents shall be submitted in Original in a sealed

envelope.

8.1. Bidder Company Profile as per Annexure-C1.

8.2. Statement of Commercial Deviation (if any) as per Annexure-C2.

8.3. Price Schedule as per Annexure-C3.

8.4. Before taking a call on selection of successful bidder and award of contract, the

tendering authority is at liberty to go for further negotiation to reduce the price if it is

felt unreasonable price.

No supporting document or printed literature shall be submitted with theCommercial Bid unless specifically asked for.


32/47


S&ME, GoO | SPMU (MDM) | Bidding Procedure & Evaluation 32

9 Bidding Procedure & EvaluationAll evaluation will be carried out by School & Mass Education Department,Government of Odisha through its evaluation committee. Evaluation conducted bythe committee shall be final and binding on all the bidders.

The evaluation committee may choose to conduct technical negotiations ordiscussions with any or all the bidders. The decision of the evaluation committee inthe evaluation of the General, Technical & Commercial bids shall be final and bindingon all the parties. No correspondence will be entertained outside the process ofnegotiation / discussion with the evaluation committee.

Information relating to the examination, clarification, evaluation and comparison ofthe bid document and recommendations (if any) shall not be disclosed by theevaluation committee to the bidders or any other persons (other than officers /advisors of School & Mass Education Department, Government of Odisha or asrequired by applicable law) not officially concerned with such process until the awardto the successful bidder has been announced. Any effort by a bidder to influence thetender evaluation committees processing of bids or award decisions may result in

the rejection of the bid.

9.1 Preliminary ScrutinySchool & Mass Education Department, Government of Odisha will prepare a list offirms based on the compliance to all the terms and conditions of the tender. Thetenders who do not conform to the tender conditions shall be straight away rejected.All eligible tenders will be considered for further evaluation. The decision of School &Mass Education Department, Government of Odisha will be final in this regard.

9.2 Technical Evaluation (Total Marks 100)# Items Criteria Points

(a) Quality Certification (Proof must be submitted)CMMi Level

ISO

05

03(b)

Local Presence in Odisha State for last 3 years.(Proof must be submitted)

05

(c)

Bidder should have successfully implemented (in last3 financial years ending on 31/03/2012) onlinetransaction based project in time-bound manner forany Government Department in India costing;(Project completion certificate stating the above criteria must besubmitted for consideration)

150 Lakhs 100 Lakhs 050 Lakhs 030 Lakhs

40302010

(d)

The bidders experience in Mobile Apps or SMS BaseMonitoring System during last three years for anyGovernment Department in India. (Proof must besubmitted)

2 Nos.1 No.

1005

(e)

Technical Presentation on SMS Based Monitoring System of theMid Day Meal, Hardware Component, Software Solution, Timefactor & Training factor as per the scope defined in this RFP for 30Minutes.NB: The prospective bidder may contact the tendering authority to have an ideaabout the proposed project before submission of tender papers.

40

Project completion certificate should have the project completion date, value of theproject, type of project & project duration fulfilling the criteria as under 9.2(c) andcontact telephone numbers of the project authority / certificate issuing officer.

Minimum qualifying mark for opening of commercial bid is 70% (70 out of 100).Commercial bid of those bidders will be opened, only which are technically qualifiedin the technical evaluation. All other commercial bids will be ignored. The biddingprocess will continue in case of single bidder. In such cases, the committee maynegotiate with the commercial bid and will take final decision. The job will be awardedto the L1 (Lowest Quoted Price) bidder among those who have qualified in theTechnical Bid evaluation.


33/47


S&ME, GoO | SPMU (MDM) | General Terms & Conditions 33

10 General Terms & Conditions

10.1 Relationship between the PartiesNothing mentioned herein shall be constructed as relationship of master and servant

or of principal and agent as between the The Authority and the Bidder. The bidder

subject to this contract has complete charge of personnel, performing the services

under this project from time to time. The bidder shall be fully (jointly and severally)

responsible for the services performed by them or on their behalf hereunder.

10.2 Standards of PerformanceThe bidder shall perform the services and carry out their obligations under the

contract with due diligence, efficiency and economy in accordance with generally

accepted professional standards and practices. The bidder shall always act in

respect of any matter relating to this contract as faithful advisor to the Authority.

The bidder shall always support and safeguard the legitimate interests of the

Authority, in any dealings with the third party. The bidder shall abide by all the

provisions / acts / rules etc. of Information Technology prevalent in the country. The

bidder shall conform to the standards laid down in RFP in totality.

10.3 Delivery and Documents

The bidder shall submit all the deliverables on due date as per the delivery schedule.The bidder shall not without the Authoritys prior written consent disclose the

contract, drawings, specifications, plan, pattern, samples to any person for project

management unit set up other than an entity employed by the Authority for the

performance of the contract. In case of termination of the contract, the entire

document used by bidder in the execution of project shall become property of the

Authority.

10.4 Intellectual Property RightsNo services covered under the contract shall be sold or disposed of by the bidder in

violation of any right whatsoever of third party, and in particular, but without prejudice

to the generality of the foregoing, of any patent right, trademark or similar right, or

any charge mortgage or lien. The bidder shall indemnify the Authority from all

actions, costs, claims, demands, expenses and liabilities, whatsoever, resulting from

any actual or alleged infringement as aforesaid and at the expenses of the bidder,

the Authority shall be defended in the defense of any proceedings which may be

brought in that connection. The data ownership on MDM under no circumstances be

infringed upon by the bidder or any third party.


34/47



10.5 AssignmentThe bidder shall not assign the project to any other agency, in whole or in part, to

perform its obligation under the Contract, without the Authority prior written consent.

10.6 SuspensionThe Authority may, by written notice to bidder, suspend all payments to the bidder

hereunder if the bidder fails to perform any of its obligations under this contract

including the carrying out of the services, provided that such notice of suspension

Shall specify the nature of failure.

Shall request the bidder to remedy such failure within a period not exceeding thirty

(30) days after receipt by the bidder of such notice of failure.

10.7 TerminationUnder this contract, the Authority may, by written notice terminate the bidder in the

following.

For failing to perform obligations under the contract or if the quality is not up to the

specification or in the event of non adherence to time schedule.

Termination for Convenience in whole or in part thereof, at any time. The Authority

reserves the right to elect:

To have any portion completed at the work order and /or the Work Order terms

and prices; and /or

To cancel the remainder and pay to the agency an agreed amount for partially

completed Services.

Termination for Insolvency if the bidder becomes bankrupt or otherwise insolvent.

10.8 Taxes and DutiesThe commercial proposal shall be inclusive of all taxes, duties and OPEs.

10.9 Legal JurisdictionAll legal disputes between the parties shall be subject to the jurisdiction of the

Bhubaneswar. In case of any dispute or difference arising out of or in relation to this

agreement, same will be referred to arbitration of an Arbitrator (other than the

employee of the Authority) to be appointed by the Authority and whose decision shall

be final and binding upon the bidder. The arbitration will be governed by Arbitration &

Conciliation Act 1996.

10.10 NoticeAny notice, request or consent required or permitted to be given or made pursuant to

this contract shall be in writing. Any such notice, request or consent shall be deemed

to have been given or made when delivered in person to an authorized

representative of the party to whom the communication is addressed, or when sent to

such party at the address mentioned in the Contract Agreement.


35/47



10.11 Limitations of Liabilities

Either party will accept liability without limit. For death or personal injury caused to

the order party by its negligence or the negligence of its employees acting in the

course of their employment;

Any other liability which by law either party cannot exclude.This does not in any way confer greater rights than what either party wouldotherwise have at law

The contract does not contemplate any consequential, indirect, loss profit, claim

for tort or similar damages of any form to be paid by the bidder to the Authority or

any other organizations

Notwithstanding anything to the contrary contained in this contract, in no event willthe bidder be liable to the Authority, whether a claim be in tort, contract or

otherwise; for any amount in excess of 100% of the total professional fees

payable for the respective project provided that this limitation shall not apply

to any obligation of bidder to indemnify to the Authority with respect to intellectual

property right infringement.

No action regardless of form, arising out of this Contract may be brought be either

party more than one year after the cause of action has accrued

10.12 Progress of the AssignmentsThe bidder would be required to intimate the progress of the assignments and

submitted required documents to the Authority in a frequency and manner prescribed

by the Authority in consultation with the bidder after the award of contract.

10.13 Miscellaneous

The end product of the work assignment carried out by the bidder, in any form, will

be the sole property of the Authority.

In the event the bidders company or the concerned Division of the company is

taken over / bought over by another company, all the obligations under the

agreement with the Authority, shall be passed on the compliance by the new

company new division in the negotiation for their transfer.


36/47


S&ME, GoO | SPMU (MDM) | Proforma & Annexure 36

11 Proforma & Annexure

11.1 Annexure-G1 (General Bid Letter)

To Dated: ___/___/_____The State Nodal Officer (SNO)State Project Management Unit (MDM)School & Mass Education Department, Government of OdishaSRC Building, 1st Floor, Unit-V, Bhubaneswar, 751001

Sub: Request for Proposal (RFP) for selection of implem