M P STATE ELECTRONICS DEVELOPMENT CORPORATION LTD

(A Govt. of M.P Undertaking.)

Tender Document

For

Supply and implementation of software solution as a bridge software for various developmental schemes implemented at the Panchayat level

(Tender no. MPSEDC/Mkt-S/2013/246)

(All pages of this document except for Commercial-bid to be submitted in original duly signed on each page along with

the technical bid envelope. The Commercial bid in original is to be enclosed in a separate sealed envel ope)

M P State Electronics Development Corporation Ltd. State IT Center, 47-A, Arera Hills, Bhopal-462011 (M.P)

Ph.0755-2518603, Fax No.: 0755-2579824, website www.mpsedc.com

2

INDEX

Topic Page No.

Invitation of bid 3

Letter for Submission of tender 4

General information and EMD details for consortium leader/member 5

Eligibility Criteria 6

Amendment in Bidding Document by the Competent Authority 6

Bid Price 6

Earnest Money Deposit (EMD) 6

Alterations / Erasure / Overwriting 7

Scope of Work 7

Functional Requirements 10

Payments and Billing 10

Service Level Support Requirement 10

Submission of Bids 11

Proposal Evaluation 14

Preliminary Examination 14

Performance Security 15

Contacting the Competent Authority 16

Statutory Obligations 16

Applicable Law 16

General Instructions 16

Form TECH-1: Letter of Proposal Submission 19

Bidder’s Authorization Certificate 20

Financial Proposal Submission Letter 21

ANNEXURE “A” - Scope of work 22

ANNEXURE “B” - Technical Evaluation Criteria 28

ANNEXURE “C” - Data Sheet & Technical Compliance Matrix 30

ANNEXURE “D” - Financial Bid Format – FIN 1 36

ANNEXURE “E” - format for Bid Security 38-40

3

Technical Bid

INVITATION FOR BIDS

1. M.P. State Electronics Development Corporation Ltd., (here after referred to as MPSEDC) on behalf of Department of Panchayat and Rural Development, Govt. of M.P.

(here after referred to as DOPR) invites sealed bids, under two envelopes system,

from bidders for supply and implementation Software solution as a Bridge Software for various developmental schemes implemented at the Panchayat level Interested

bidders may obtain further information from the office of MPSEDC ltd., Bhopal .

Sl. No.

Items

Description

a Scope of Work Tender for Supply and Implementation of Software

solution as a Bridge Software for various

Developmental Schemes implemented up to the Panchayat level

b Cost of bid document Rs.5000.00 (non-refundable) by Demand Draft/Cash

c Sale of bid documents Date 01.07.2013 to 19.07.2013 (working hours

10.30 AM to 5.30 PM) d Last date of submission of bid Date 22.07.2013 up to 3.00 PM.

e Date of opening of technical bid Date 22.07.2013 at 4.00 PM. f EMD Rs. 10,00,000/- (Rupees Ten Lakh Only)in the form of

Demand Draft payable to MPSEDC Ltd at Bhopal/ Irrevocable Bank Guarantee from Nationalized

/scheduled Banks

g Address for communication & opening of bids:

MPSEDC LTD. State IT Center, 47-A, Arera Hills, BHOPAL (M.P.)

Note - Tender Document can be downloaded from the website www.mpsedc.com. In case

tender form has been downloaded from the website, the bidder will be required to enclose a Demand Draft of Rs.5000/- (Rupees five Thousand only) of any Nationalized / scheduled bank

in favor of MPSEDC Ltd. payable at Bhopal along with the tender.

*Any future Corrigenda/Information shall be posted only on our website www.mpsedc.com

4

Letter for Submission of tender on letter head of the Bidder

To Dated.

Addl. Chief General Manager, MPSEDC Ltd.

State IT Center 47-A, Arera Hill,

Bhopal (M P)

Ref: “Tender for Supply and Implementation of Software solution as a Bridge Software

for various developmental schemes implemented up to the Panchayat level as per tender No. MPSEDC /MKT/S/2013/246 dated 01.07.2013 due for opening on

22.07.2013.

Dear Sir,

Having examined the tender document relating to the Supply of Software as detailed

in your tender, Conditions and scope of work etc. and having understood the provisions and requirements relating to the Supply and all other factors governing the tender, We hereby

submit our offer for the Supply of the proposed software in accordance with terms and

conditions and confirm our acceptance to execute the order within the time period specified in the tender document, at the rates quoted by us in the accompanying Technical & commercial

Bid.

If after the tender document is accepted, we fail to complete the Supply of the software as per

the order. We agree that, M/s. MPSEDC LTD. Bhopal shall have full authority to forfeit the earnest money and cancel our order with no obligation on their part.

We confirm having deposited earnest money of Rs 10,00, 000/- (Rupees Ten Lakhs only) by

Demand Draft No ………………… dated ………………. drawn on …………………………………. Branch / in the form of Irrevocable Bank Guarantee no ----------------------- dated ------------issued by --

--------------------attached here to, and general information required is as per annexure

attached.

We further confirm that – i. We have successfully executed orders of similar nature and we have sufficient

experience and financial strength in handling orders of this value.

ii. We have sufficient qualified manpower and after sales support to execute the order efficiently in the specified time schedule.

iii. The quoted rates shall be valid for 120 days from the due date of submission of bid. iv. We further confirm that all chapters of the tender documents have been read,

understood and signed and there is no deviation/discrepancy. v. We also noted that any future Corrigenda/Information shall be posted only on

MPSEDC website www.mpsedc.com

Signature of the Tenderer With stamp and date

5

GENERAL INFORMATION AND EMD DETAILS FOR CONSORTIUM LEADER/MEMBER

1 EMD Details Amount in Rs.

In Case of Demand Draft :

DD No date:

Name of the Bank:

In Case of Bank Guarantee :

Guarantee No. Issue dt.

Issuing Bank& Branch Expiry dt.

Rs 10,00,000/=(Rs Ten Lakh only)

2 Name and Address of the Tenderer:

3 Contacts:

4 Telephones:

5 Fax:

6 E-mail:

7 Mobile No:

8 Category of the tenderer

(Whether company, partnership firm or Proprietary concern,

consortium )

9 Name of Chief Executive Officer

and Telephone No.

10 Year of Establishment

11 Sales Tax/Commercial Tax/ CST

nos.

12 Income Tax PAN/GIR No.

13 Service Tax No.

14 Yearly Turnover of the Last 3 years.

2012-13 2011-12

2010-11

15 Name and Address of the Banker

16 List of major Clients and the size

of orders executed

Note:

1. Attach Separate sheet for (Information 2-16) all the members of consortium 2. Separate sheets may be attached wherever necessary.

Signature of the Tenderer

With stamp and date

6

Terms and Conditions

Contents of Bidding Documents for Tender for Supply and Implementation of Software solution

as a Bridge Software for various Developmental Schemes implemented up to the Panchayat level, the bidding procedures and the terms & conditions are prescribed here in under:

1. ELIGIBILITY CRITERIA

a. A bidding firm should be a Indian corporation/ company/ firm or consortium of Indian companies/corporations or its subsidiary, registered in India as per Indian Companies

Act 1956. In case of a consortium the same shall not consists of more than two companies/ corporations/subsidiaries. where lead bidder should have been in operation

for at least five years as on 31st March, 2013 (Incorporation/Registration Certificate

required)

b. The bidder must have a minimum average turnover of at least Rs. 5 Cr for last 3

consecutive years from software development and related IT services excluding

Hardware supply (Audited Accounts/Certificate from Auditors required)

c. The bidder should have a well-established network in Madhya Pradesh and should have

a development centre and help-desk setup in Madhya Pradesh.

d. The Bidder or its consortium partner should have proven experience in implementing

multi level projects in Panchayat and Rural Development domain of central/state Govt.

at the level of gram Panchayats. The bidder or its consortium partner should have

deployed successfully at the District Level at least 1 similar projects in last 5 years for

any state government.

e. The Bidder should have proven experience in executing projects of readily available

software (Commercially of the shelf solution with customisation) for value of Rs. 1 Crore

or above (Excluding Hardware Supply) in last 5 financial years in government sector.

f. The Bidder should be registered with Service Tax and Provident Fund. The Bidder should

enclose the certificates.

2. AMENDMENT IN BIDDING DOCUMENT BY THE COMPETENT AUTHORITY

a. At any time prior to the deadline for the submission of bids, the competent authority may, for any reason, whether on it’s own or in response to a clarification requested for

by a prospective bidder, modify the bidding document by way of amendment(s). b. The prospective bidders having received the bidding documents will be notified of the

amendment(s) so made in writing or by Fax and such amendments shall be binding on them.

c. In order to allow reasonable time to the prospective bidders for taking into account such

amendment(s), in the preparation of their bids, the competent authority, at its discretion, may extend the deadline for the submission of bids.

3. BID PRICE

The bidders shall indicate on the prescribed Price Schedule. Prices quoted by the Bidder

shall be fixed during the Bidder’s performance of the contract and shall not be subject to variation on any account.

A bid submitted with an adjustable price will be treated as non-responsive and rejected.

4. EARNEST MONEY DEPOSIT (EMD)

7

a. The Bidders must submit an Earnest Money deposit of Rs.10,00,000/- (Rupees

Ten Lakhs Only) in the form of a Bank Draft/irrevocable Bank Guarantee (Format as per Annexure-“E” ) from a nationalized/scheduled bank drawn in

favour of MPSEDC LTD. payable at Bhopal along with their proposal. b. The EMD shall be in Indian Rupees only.

c. Unsuccessful Bidder’s EMD will be discharged/refunded as promptly as

possible, but not later than 120 days after the final selection. No interest will be applicable on EMD.

d. The successful Bidder’s EMD will be discharged only after the signing of the contract papers and on furnishing the Performance Guarantee within stipulated

time.

e. The EMD shall be forfeited:

I. If a Bidder withdraws its bid during the period of Bid validity specified

by the Bidder on the Bid Form.

II. Or in case of a successful Bidder, if the Bidder fails to sign the

contract; or

III. If a bidder fails to furnish the Performance Guarantee within stipulated

time.

f. Proposals not accompanied by tender fee and EMD will not be considered for

Technical and Financial evaluation.

5. ALTERATION/ ERASURES /OVERWRITING Any alterations, erasures or overwriting shall be valid only if the person or persons

signing the bid initial them.

6. Scope of Work

A. Background

Most of the programs and projects of the Department of Panchayat and Rural Development involves huge funds which are disbursed to the implementing agencies. These implementing

agencies may be Gram Panchayats, Village Committees, Block Level and District level authorities and agencies. These agencies are generally not able to keep manual record of the

fund provided and spent on program objectives, these results into delay in getting timely, reliable and relevant financial information which is basis for better decisions, speeding up the

physical progress of the program and the availability of funds and reducing delays and

bottlenecks. The main objective of the proposed solution is to get the required data and information online, quickly, accurately and verifiable as and when needed basis in respect of

each programs and implementing agencies as well sector wise consolidated information to ensure efficient and transparent working.

B. Current System and Expectations from the Proposed System:

Presently in Department of Panchayat and Rural Development several software are being

used for MIS reporting , physical monitoring and financial reporting. Separate software’s

are used for plan preparation and physical progress monitoring for different schemes which

renders these software working in ‘SILOS’. This situation also leads to repetitive data entry

requirement in different software for different schemes, which is often resisted by the users.

Additionally this software have many limitations in terms of capturing accounting transactions

with desired classifications and have limited facilities for proper data interpretation. Not only

the quality of compilation of accounts is poor, most of the reports generated also do not meet

the requirement of reporting at various levels which leads to considerable manual efforts in

preparing various MIS reports.

8

One other major problem faced currently is that all the software available is completely web

based. Since implementing agencies in this case are Panchayati Raj Institutions (PRIs) which

are usually located at remote places and the connectivity at these locations is poor which leads

to a situation where it becomes impossible to operate on this software.

In the backdrop of this, MPSEDC invites bids for “Supply and Implementation of readily

available Software solution as bridge software for various developmental schemes

implemented up to the Panchayat level. The bidder is expected to provide a comprehensive

solution which is a web based solution with store-and-forward tool at the client- end so that

client can store data offline and transfer it once the Internet connectivity is available or upload

file is generated and data is merged at district or block level.

This software should be capable of capturing the activities related to transfer of fund and its

expenditure as per the requirement of funding agencies. The software should have inbuilt

facility for maintaining books of accounts on double entry system. The software should

provide for facility for Accounting and electronic fund management system, Works

Management, Beneficiary database, Reporting , HR Management, Training monitoring, Micro

Data Monitoring System (MDMS) and Citizen Service Interface etc as given in scope of work

Annexure-“A”. Periodic, reliable and verifiable reporting, based on the entries made in the

books of accounts, can be generated from the software to help the program managers and

State/Central governments to plan and implement the projects/schemes, monitor compliance

with agreed procedures, and appraise progress toward its objectives. Software required should

be in a “Ready to go live” stage with required customization . This software should also be

capable to provide Data online in the required format to PriaSoft and NAREGASOFT (Software

packages developed by NIC) . Scope of work includes :

I. Customisation & Implementation

Customisation of Readily available software solution as per scope of work and functional requirement specification. The solution provider should ensure and plan

well in advance about the increase in data volume and therefore should keep

provisions in the hardware and software. Solution implementation and deployment at Data Centre including security audit from

CERT-IN empanel agencies. Deployment of offline software in Gram Panchayats system and Tablet PCs at block

level Integration of third party components like payment gateway, SMS, GPS tools

II. Testing & Acceptance

The Solution Provider must build up an overall plan for testing and acceptance of system, in which specific methods and steps should be clearly indicated and approved

by Department. The acceptance test plan will be defined by the Solution Provider,

agreed and approved by Department and will include all the necessary steps to ensure complete functionality, operation and performance of the system. The Department will

also carry out User Acceptance Test at its own sites.

III. User Training

The Solution Provider is required to give user training for the identified users from

each PRI at an district head quarter in a batch size of 20 participant for a duration of 2 days. Training infrastructure/facility shall be provided by DOPR.

IV. Digitization

As a part of the digitization, the solution provider has to do the following:

9

i. Collection and entry of beneficiary details

ii. Entry of bank details iii. Collection and entry of other required master data e.g opening balance of

banks and ongoing work data. iv. Verification of the beneficiary data provided on hard copy by the respective

panchayat.

While assessing the scope of digitization following points should be taken for

consideration: • There are approximately 400-450 Panchayats in every district

• Each panchayat is having approx 3000 beneficiaries under various schemes • Each panchayat is implementing 27(Approx) schemes which are either center

or state government supported

V. Hand Holding Support

For successful roll out of software handholding support to update current data is also

need to provide at Gram Panchayat level. To accomplish specialized tasks team of professional consisting one C.A. or CWA, MBA with 10 – 15 years post qualification

experience, one commerce post graduate and 10 data entry operator with relevant

hands on experience in accounting reforms in rural local bodies., trained accounting personal and data entry operators will be placed with time bound target of six month

in pilot district. At panchayat level generally 300 accounting transactions are enacted under all schemes in a year. Other than this Payments to beneficiary is also

made based on list of payments ( 1000 to 1500 beneficiary in a panchayat). One of the very essential requirement is to record work information ( Approx 30-40

works in a panchayat) and its integration with the payment i.e. Work wise

disbursement and expenditure need to enter in the software .

VI. Solution Documentation

Preparation of documents including Technical and User Manuals, Operational Manual,

Maintenance Manuals Solution Provider shall obtain the sign-off from Department for all the documents submitted for the solution.

VII. Operational Support and Maintenance (O and M)

a. Online Software The Solution Provider will provide the Operational Maintenance and Support for

providing on-going assistance for a period of 5 (five) years for the proposed system and its users from Go- Live date. The support phase will include the three major

activities and the Solution Provider will need to perform the following activities under

these phases: Perform maintenance activities: Service, support & fix existing errors, improve

the system operations and conduct post implementation system review both for the proposed system as well as for the existing hardware

Monitor system performance: Checking system efficiency and reliability Assess system security: Checking threat impact on hardware, software, data,

people and procedures besides securing the system from external and internal

threats b.Offline Software

The solution provider is also required to provide the Operational Maintenance and

Support for providing on-going assistance for a period of 5 (five) years for the

proposed system and its users from Go- Live date (To be implemented at district and

block level)

10

7. FUNCTIONAL REQUIREMENTS

Bridge Software should be based on double entry accounting system with an inbuilt facility for financial monitoring, budgeting, HR Management, monitoring of works and trainings,

monitoring of payment to village households and reporting etc.

Maintenance of project/scheme based books of accounts is the most important feature of the product, any user handling more than one project or receiving grants for various

schemes/programs should be able to keep separate books of accounts in respect of each project/schemes without creating the separate data base for each projects and product should

have inbuilt facility for consolidating the various schemes. User interface to add new schemes or projects is a required feature.

Product is intended to be used by the implementing agencies at various level therefore it

should have the facility for maintaining the accounts at least up to 5 level that may be State, District, Block, Gram panchayats, Village or Self Help Groups. Product should have the facility

for keeping the separate accounts of various levels in a centralized data base further as and when required consolidated reports of various desired level can be generated from the

software.

It is pertinent to note that at the place of implementing agencies resources are limited therefore at some place software may be used in off line mode and subsequently data will be

merged at central data base, therefore in online software provision to merge offline data is must.

Product should have the facility for using the ledger accounts created under one in other schemes/projects. Software should provide the facility to produce the accounts as per the

instructions given by C&AG for Simplified format of accounts for PRIs.

Under the program fund are spent for various activities called categories/component, under these categories several heads of expenses are kept for budgeting, monitoring and accounting

product should have appropriate module for creating categories/component. BRIDGE SOFTWARE should have features as detailed in Annexure -“A”. All the features are an

integral part of the product and reporting requirement laid down for the product is an essential

feature.

8. PAYMENTS AND BILLING

Supplier shall present his bills after supply to MPSEDC in duplicate along with the following papers/documents:

Report of installation from the concerned department certified by the user department, dully signed and complete in all respects.

Payment to the supplier shall be made by MPSEDC only on receipt of receipt of the

payment from the Department concerned, after deducting due amounts that may be

owed by supplier to MPSEDC on any account.

Payments shall ordinarily be made by MPSEDC only through crossed Account payee cheque drawn on Banks located in Bhopal.

9. SERVICE LEVEL SUPPORT REQUIREMENT

a. Service Level Agreement (SLA) for Application

Supplier should make provision in software for service call log and system based report should be generated for SLA compliance.

Category /

Priority of Support

Request (SR)

Description (Severity)

Impact Response Time Resolution

Time

11

Critical System, major subsystem or feature

failure of being Inoperative

Product cannot be used for any

period of time

2 working hours

8 working hours

Major Service – affecting system or feature

problem /deficiency

Feature cannot be used

4 working hours

2 working days

Minor Other violations of

agreed upon specified functionality

Conditionally

usable: workaround

is available

6 working

hours

1 working

week

Irritant Non-service affecting

feature deficiency

Irritant to end-

user

12working

hours

2 working

weeks

Enhancement Enhancements

required, new features required and cosmetic

changes

Irritant to end-

user

3 working days Based on the

effort required

Clarification Clarification on System

or feature or specific

functionality

Feature cannot be

used

1 working day Not

Applicable

Service Window: • Monday to Friday 9:30 am to 5.30 pm

• Does not include public / Company holidays

Note: The SLA is only for Application support and would not include Connectivity, OS,

Hardware, and any third party solutions / integration..

b. Penalty for Non-Adherence of the Application SLA

1% of cost for Supply and Implementation of Software for various developmental schemes implemented at the Panchayat level (Part A of the financial bid) per week of delay which can

be attributed to reasons within the control and purview of bidder. The maximum penalty would

be 5% of the cost for Supply and Implementation of software for various developmental schemes implemented at the Panchayat level (Part A of the financial bid)

10. SUBMISSION OF BIDS

A. Technical Proposal

Bidders are required to submit an original Full Technical Proposal (FTP) along with a soft copy

(in the form of a CD) The Data Sheet indicates the format of the Technical Proposal to be submitted. Submission of the wrong type of Technical Proposal will result in the Proposal being

deemed non-responsive. The Technical Proposal shall provide the information indicated in the following paragraphs from (a) to (e) .

a. Format of letter to be submitted by the Bidder along with the Proposal ( Form - TECH-

1)

b. A brief description of the Bidders’ organization and an outline of recent experience of

the Bidder, assignments of a similar nature are required. For the assignment, the

outline should indicate the size of the team who participated, duration of the

assignment, Contract amount, and bidder’s involvement. Information should be

provided only for those assignments for which the bidder or its consortium partner was

earlier awarded Contract as an individual company or as a partner in a Consortium.

Assignments completed by individual Professional staff working privately or through

12

other Companies cannot be claimed as the experience of the bidder, or that of the

Company’s associates, but can be claimed by the Professional staff themselves in their

CVs. Bidders should be prepared to substantiate the claimed experience, if so

requested by MPSEDC.

c. A description of the proposed solution, approach, methodology is to provided with the

technical bid.

d. The work plan should be provided with the bid document which will show in the form

of a bar chart showing the timing proposed for each activity.

e. The proposed team composition should be submitted.

The Technical Proposal shall not include any financial information. A Technical Proposal

containing financial information shall be declared non responsive.

B. Financial Proposals

a. The bidder should submit the financial bid as per the format indicated in Form - FIN 1 in a separate sealed envelope.

b. The quote should be in Indian Rupees and any applicable taxes should be quoted separately.

c. The bid is exclusive of hardware component. d. L1 will be calculated for total project cost including roll out in all 50 district, however,

initial order will be given only for pilot implementation in two districts.

e. The Bridge Software solution, if runs successfully and desired results are achieved by MPSEDC on behalf of DOPR in pilot district; it is expected to roll out in other districts

also. Bidder should keep this fact in mind while bidding for the project.

C. Sealing and Marking Of Bids

The original proposal (Technical Proposal and Financial Proposal) shall contain no interlineations or overwriting, except as necessary to correct errors made by the bidders

themselves. The person who signed the proposal must initial such corrections. Submission letters for both Technical and Financial Proposals should respectively be in the prescribed

formats.

It is proposed to have the following Envelope System for this bid: a. Envelope 1:

i. Demand Draft / BG for Earnest Money Deposit

ii. Demand Draft for Bid Processing Fee in case of bidders who download the RFP

from the website

iii. Letter of Authorization of Signatory.

iv. Proof of Pre-Qualification criteria.

v. Technical Proposal and CD

a. Envelope 2: Financial Bid

b. Envelope 3: Both the above envelopes in Envelope 3

Envelope 1: EMD, Pre- Qualification Proposal & Technical Proposal • The Bidder must submit an EMD which shall be in the form of a Demand Draft in Indian

Rupees only. The Bank Draft should be drawn in favour of MPSEDC and payable at

Bhopal

• The Pre-Qualification Proposal shall be prepared in accordance with the requirements

specified in the data sheet of this RFP. The Pre-Qualification Proposal should be

submitted in hard copy and 1 non-rewritable CD format only. The words “Pre-

Qualification Proposal – MPSEDC Bridge Software Project” shall be written on the

hardcopy and CD. The Technical Proposal shall be prepared in accordance with the

requirements specified in para 10.A.

13

• The Technical Bid should be submitted in hard copy and on 1 non- rewritable CD format

only. The words “Technical Proposal – for Supply and Implementation of Software

solution as a Bridge Software for various developmental schemes implemented up to the

Panchayat level ” shall be written in on the hardcopies and CD. CD should contain PDF

version of the signed Technical Proposal submitted by the Bidder in hard copy.

• The hardcopy and CDs shall be put in the envelope which shall be sealed and super

scribed “Pre-Qualification & Technical Proposal – MPSEDC Bridge Software Project”. This

envelope and CDs should not contain the financial bid, in either explicit or implicit form,

in which case the bid will be rejected.

Envelope 2: Financial bid

• The Financial bid shall be submitted in a sealed envelope as per the format prescribed in

Annexure “D” of this RFP.

• The Financial bid shall be submitted on Hard Copy only. NO CD WILL BE SUBMITTED.

• The words “Financial bid– for Supply and Implementation of Software solution as a

Bridge Software for various developmental schemes implemented up to the Panchayat

level” shall be written on the hardcopy. The Hard Copy shall be signed by the authorized

signatory on all the pages before being put in the envelope and sealed. The envelope

should also be super scribed “Financial bid- for Supply and Implementation of Software

solution as a Bridge Software for various developmental schemes implemented up to the

Panchayat level (Not to be opened with the Technical Proposal)”

• Note: Unsigned Hard Copy of the financial bid will lead to rejection of the bid.

Envelope 3:

Both the above 2 should be put in envelope 3 which shall be properly sealed. The outside of

the envelope must clearly indicate the name of the project (“Proposal for Supply and Implementation of Software solution as a Bridge Software for various developmental schemes

implemented up to the Panchayat level”) This outer envelope shall bear the submission address, reference number (mentioned in Data

Sheet) and be clearly marked “DO NOT OPEN BEFORE Due Date…………………………………….)”

MPSEDC shall not be responsible for misplacement, loss or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be a case for

Proposal rejection. If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the Proposal non-

responsive.

D. Deadline for Submission of Bids

Bids must reach to the competent authority at the address specified but not later than

the time and date specified in the invitation of Bids. In the event of the specified date for the submission of bids being declared a holiday for the office of the competent

authority, the bids will be received up to the appointed time on the next working day.

E. Late Bid Any bid received after the deadline for submission of bids prescribed by the competent

authority, will not be accepted and returned unopened to the bidder.

11. PROPOSAL EVALUATION

14

Since it is a Two-bid system, Technical and EMD envelope will be opened first by the

Committee constituted for this purpose.

The Committee will open the bids, in the presence of Bidders’ representatives who choose to attend on the date specified at the following location:

M.P. State Electronics Dev. Corp. Ltd

State IT Centre, 47-A Arera Hills, BHOPAL-462011

The financial bid of the technically qualified bidders only will be opened . The date,

time and place of opening of financial bid will be intimated to the technically qualified bidders.

12. PRELIMINARY EXAMINATION

Before starting evaluation, the bids will be examined to determine whether they are complete, whether any computational errors have been made, whether required

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

whether the bids are generally in order. In case of computational error the basic price will prevail.

If bid is determined as not substantially responsive, the competent authority will reject

it and only the substantially responsive commercial bids will be considered.

The process of evaluation of bid is as follows:

A. Evaluation of Technical Proposals

a. Proposals which are not supported by adequate proof of the Signatory’s Authority or

are not accompanied by Tender fee and EMD will not be evaluated. b. The Evaluation Committee shall evaluate the Technical Proposals only for those

bidders who satisfy the pre-qualification criteria. The technical proposals will be evaluated on the basis of their responses, applying the evaluation criteria and point

system specified in the Annexure”B”. Evaluations will be based on documentary evidence submitted by the bidder with respect to pre-qualification / evaluation /

selection criteria. Each responsive proposal will be given a technical score (Ts) A

Proposal shall be rejected at this stage if it does not respond to important aspects of the RFP, and particularly the Terms of Reference or if it fails to achieve the minimum

technical score of 70 marks . The Technical proposals which are unsigned and incomplete shall not be evaluated.

c. The proposal shall be rejected if bidder does not fulfill the eligibility criteria or the

validity period of the proposal is less than 120 days. d. During the process of evaluation of the technical proposal, will be required to make

presentation on its Proposal covering Experience/Technical Proposal including Implementation Methodology, Team Composition, Work Schedule, available solution.

The date and time of the presentation will be intimated. e. Bidders who score a minimum of 70% will qualify for the next stage of Opening of the

Financial Proposals.

B. Opening and Evaluation of Financial Proposals

a. After the technical evaluation is completed, the bidders who score a minimum of 70%

in the Technical Proposal Evaluation round shall be informed about the time and

location for opening the Financial Proposals. Bidder’s attendance at the open ing of Financial Proposals is optional but it shall be recorded and signed by all present.

b. Financial Proposals shall be opened in the presence of the bidder’s representatives who choose to attend. The name of the bidders whose technical proposal is found

15

responsive (i.e. identified bench mark) shall be read out. The Financial Proposal of the

bidders who meet the minimum qualifying mark will then be inspected to confirm that they have remained sealed and unopened. These Financial Proposals of the bidders

who meet the qualifying mark as indicated in the Data Sheet shall be then opened, and the prices read aloud and recorded.

C. Commercial Evaluation Criteria

a. Financial proposals of only those bidders will be evaluated, who secure a minimum of 70% marks in the technical evaluation.

b. The proposal with the lowest total bid value (Part A + Part B + Part C ) as given in

Form - FIN 1. shall be designated as Lowest (L1) and will be awarded a Commercial

Score of 100.

c. The Commercial Scores (rounded off to 2 decimal places) for all technically qualified bidders will be evaluated using the following formula –

Commercial Score of Bidder (Cs) = (L1 / Price quoted by the Bidder) X 100 %

D. Final Evaluation

A composite score (S) shall be calculated for technically qualified bids only. The weight-

age for the composite evaluation is as described below: a. Technical–55%

b. Commercial – 45%

The Bidder getting the highest composite score based on S = Ts x 55% + Cs x 45% will

be considered as the successful bidder for award of contract. MPSEDC reserves the right not to consider / accepting the services of any one or more

of the components (Parts A to C) offered by the bidders as mentioned in the format

FORM FIN 1.

13. PERFORMANCE SECURITY

• For the due performance of the assignment in accordance with the terms and conditions specified, the selected Company shall on the day or before signing the

contract which shall not be later than 30 (thirty) days of the issue of the Letter of

Award, furnish to MPSEDC a performance security in the form of an irrevocable Bank Guarantee for an amount equal to ten percent (10%) of cost .

• This irrevocable performance guarantee will be released upon fulfillment of all responsibilities for completion of application customization, implementation and

hosting of the solution for 5 years & should be valid of additionally 6 months for

realization. This bank guarantee will be discharged after successful completion of the whole project.

• The irrevocable Bank Guarantee shall be in favors of MPSEDC LTD., issued by any

Nationalized or scheduled Indian Bank, approved by the Reserve Bank of India and acceptable to MPSEDC. The Bank Guarantee shall be on the Performa given in

Annexure- ‘E’.

• It is expressly understood and agreed that the performance security is intended to

secure performance of entire contract. It is also expressly understood and agreed that the performance security is not intended to cover all the damages detailed / stipulated

in various clauses in the Contract document.

• Should the assignment period, for whatever reason be extended, the bidder, shall at

his own cost, get the validity period of Bank Guarantee in respect of performance

16

security furnished by him extended and shall furnish the extended / revised Bank

Guarantee to MPSEDC before the expiry date of the Bank Guarantee originally furnished.

14. CONTACTING THE COMPETENT AUTHORITY

Any effort on part of a Bidder to influence the Competent Authority or members of

Technical/Monitoring committee, in its decisions on bid evaluation; bid comparison or contact award may result in rejection of the bidder’s bid.

15. STATUTORY OBLIGATIONS

The agency has to ensure that the statutory obligations as per requirement of different rule and regulation. Any expenditure required shall be to the vendor’s

account. The agency shall submit the related documentary proof as and when required by MPSEDC.

16. APPLICABLE LAW:

The contract will be interpreted in accordance with the Laws of the union of India and Govt of MP.

17 GENERAL INSTRUCTIONS

Bidder may undertake all the activities required to implement the Project as a single entity or a group of entities (hereinafter referred to as “Consortium”). However, no

Applicant applying individually can be member of any Applicant Consortium. A consortium agreement with clear work responsibility shall be attached with the bid

documents.All parties to consortium shall be jointly & severally responsible for the

total project. MPSEDC reserves the rights to accept or reject any or all proposal in its discretion and

may ask for any additional information or vary its requirements, add to or amend the terms, procedure and protocol set out in RFP for bona fide reasons, which will be

notified to all the Bidders. Further MPSEDC hereby reserves its right to annul the selection process at any time prior to the Contract award without incurring any liability

towards the Tenderer.

A. Documents part of RFP The Request for Proposal (RFP) document for the project consists complete

Bidding Terms and the Requirement of MPSEDC. The prospective bidders are expected to examine all instructions, forms,

terms, project requirements, and other information in the RFP documents.

Failure to furnish all information required as mentioned in the RFP documents or submission of a proposal not substantially responsive to the RFP documents

in every respect will be at the prospective bidder’s risk and may result in rejection of the proposal.

B. Fraud / Corruption

MPSEDC requires that the bidders participating in the selection process adhere to the highest ethical standards, both during the selection process and throughout the

execution of the Contract.

C. Only One Proposal

Bidders are required to submit only one proposal. If a Bidder submits or participates in

more than one proposal, all such proposals shall be disqualified.

D. Proposal Validity

17

The Bidders’ proposals must remain valid for 120 days after the submission date. During this period, Bidders shall ensure the availability of professional staff nominated in the

Proposal. Should the need arise; MPSEDC may request Bidders to extend the validity period of their proposals. Bidders who agree to such extension shall confirm that they

maintain the availability of the professional staff nominated in the Proposal, or in their

confirmation of extension of validity of the Proposal, Bidders could submit new staff in replacement, which would be considered in the final evaluation for Contract award.

Bidders, who do not agree, have the right to refuse to extend the validity of their proposals.

E. Clarification of RFP Documents

Any request for clarification must be sent in writing, or by standard electronic means to MPSEDC’s address. MPSEDC will respond wherever necessary on its web site

www.mpsedc.com. Clarification should be submitted before three working days of due date MPSEDC will not be entertain any clarification sought within three working days

before the due date .

F. Preparation of Proposals

In preparing their Proposal, bidders are expected to examine in detail all the documents comprising the RFP. Material deficiencies in providing the information

requested may result in rejection of a Proposal The numbers of Professional staff-months required for the assignment have to be

estimated by the Bidders. MPSEDC will not be liable for additional cost compensation

in case bid proposal is based on inadequate or under-estimated staff months. The Bid may be signed either by the Principal Officer of the Company or his duly

Authorized Representative, in which case the bid shall be accompanied by a certificate of authority. A bid which does not full fill this criterion will be treated as non-

responsive and will be liable to be rejected.

G. Conflict of Interest

MPSEDC policy requires that bidders should provide professional, objective, and impartial advice and at all times hold MPSEDC interests paramount and strictly avoid conflicts with

other assignments or their own corporate interests.

H. Intellectual Property Rights

a. The Intellectual Property Rights in all Standard Software and Standard Materials

shall remain vested in the owner of such rights. The Purchaser agrees to restrict use, copying, or duplication of the Standard Software and Standard Materials,

except that additional copies of Standard Materials may be made by the Purchaser for use within the scope of the project of which the System is a part, in the event

that the Solution Provider does not deliver copies within thirty (30) days from

receipt of a request for such Standard Materials. The Purchaser’s contractual rights to use the Standard Software or elements of the Standard Software may not

be assigned, licensed, or otherwise transferred except in accordance with the relevant license agreement. The Purchaser may assign, license, or otherwise

voluntarily transfer its contractual rights to use the Standard Software or elements of the Standard Software, without the Solution Provider’s prior written consent.

b. The Intellectual Property Rights in all Custom Software and Custom Materials

except to “Pre existing Works” shall vest in the MPSEDC when agreed maintenance period elapse. The Solution Provider shall do and execute or arrange for the doing

and executing of each necessary act, document, and thing that the MPSEDC may consider necessary or desirable to protect the right, title, and interest of the

Purchaser in and to those rights. The MPSEDC and Solution Provider’s rights and

obligations with respect to Custom Software or elements of the Custom Software are subject to following conditions:

18

The MPSEDC will hold the Intellectual Property Right and the Source code for

all software system and sub system developed / modified as per the needs of MPSEDC/Dept jointly with the Solution Provider.

I. Negotiations

No negotiations will be allowed. However, after the bidder is finally se lected, the detailed

work-plan and sequence of activities will be finalized in consultation with MPSEDC.

j . Taxes

The bidder need to quote in Bid Price and applicable taxes separately The Financial Proposal shall include all commercial implications

Bid/Contract price shall remain fixed for the entire Contract period. L1 shall be calculated on total bid value including applicable taxes and roll out cost

in all 50 districts.

k. Award of Contract

The Bidder getting the highest composite score will be considered as the

successful bidder for award of contract.

MPSEDC shall by issue of Letter of Award (LOA) to the selected bidder.

The selected bidder is expected to commence the assignment on the date and at

the location specified in the LOA/ Contract.

If the selected bidder does not sign the Contract within the stipulated period or

does not submit the Performance Guarantee within time, the LOA may be cancelled and the bidder securing the next higher composite score will be

considered for award of Contract on L1 Rates.

19

(On Bidder’s Letter-head)

Form TECH-1: Letter of Proposal Submission [Location, Date]

To: The Addl. CGM

M.P. State Electronic Development Corporation Ltd.

(MPSEDC) State Data Center

47- A Arera Hills, Bhopal (MP)-462011

Dear Sir,

We, the undersigned, offer to provide the complete solution for Customisation, Deployment,

Hosting and Maintenance of Bridge Software, in accordance with your Request for Proposal dated[Insert Date]. We are hereby submitting our Proposal, which includes this Technical

Proposal, and also the Financial Proposal sealed under a separate envelope. We undertake the total responsibility for performance of the Contract, if awarded to us.

We hereby declare that all the information and statements made in this proposal are true and

accept that any misrepresentation contained in it may lead to our disqualification. We understand that MPSEDC is not bound to accept any proposal it receives.

We remain, Yours faithfully,

*Authorized Signatory]: Name and Designation of Signatory:

Name of Bidder:

Address:

* Please Note: Authorization in form of power of Attorney is required on a non-judicial Stamp

Paper.

20

Bidder’s Authorization Certificate*

[Location, Date]

To:

The Addl. CGM M.P. State Electronic Development Corporation Ltd.

(MPSEDC) State Data Center

47- A Arera Hills, Bhopal (MP)-462011

<Bidder’s Name> _______________________________, <Designation>________________ is hereby authorized to sign relevant documents on behalf of the company in dealing with

Proposal of reference <Reference No. & Date>____________________. He is also authorized to attend meetings and submit technical& financial information as may be required by you in

the course of processing above saidproposal.

Thanking you,

Authorized Signatory. _________________________

<Company Name> Date:

Location:

Company Seal * Please Note: Authorization in form of power of Attorney is required on a non-judicial Stamp

Paper.

21

Form FIN-1: Financial Proposal Submission Letter

[Location, Date]

To: The Addl. CGM

M.P. State Electronic Development Corporation Ltd.

(MPSEDC) State Data Center

47- A Arera Hills, Bhopal (MP)-462011

Dear Sir,

We, the undersigned, offer to provide the Assignment/job for [Insert title of Assignment/job] in accordance with your Request for Proposal dated [Insert Date] and our Technical Proposal.

Our attached Financial Proposals (in one sealed envelope) is for the sum of [Insert amount(s) in words and figures]. This amount is exclusive of all taxes which shall be payable additionally

at applicable rate . We hereby confirm that the financial proposals are unconditional and we

acknowledge that any condition attached to financial proposal shall result in rejection of our financial proposals.

Our Financial Proposals shall be binding upon us up to expiration of the validity period of the Proposal.

We understand that you are not bound to accept any Proposal you receive.

Yours sincerely,

Authorized Signature [In full and initials]: Name and Designation of Signatory:

Name of Company: Address:

22

Annexure -“ A”

SCOPE OF WORK

The Bridge Software should be based on double entry accounting system with an inbuilt facility

for financial and physical monitoring, budgeting and reporting. User interface is required to be both in Hindi and English language/Multi Language.

The proposed bridge software should have the following features:

1. Accounting and electronic fund management system :

1.1 Budgeting

a. Budget Approval/Monitoring system through committee of GP/JP/ZP/ State level.

b. Allotment of fund and setting the expenditure limit as per approved budget.

c. Direct fund transfer from state to different PRIs depends on their eligibility.

d. Online demand for re-setting the credit limit of the PRIs bank accounts.

e. Acceptance and rejection of PRI fund request fund for work based on eligibility.

f. Payment system through single debit account at State or District using authorised digital signature with secured payment gateways.

g. Integration of Districts/PRIs accounts with CPSMS system.

h. Head wise and category wise budget (Plan, Non Plan).

1.2 Account Head (Ledger A/c)

a. In Bridge Software new head of expenditure, income, assets and liabilities can be

created.

b. Some expenditures are incurred under various categories therefore Bridge

Software should have inbuilt facility for this so that duplication can be avoided.

c. Mapping of Account Head with various central and state scheme.

1.3 Functionary, Minor Head, Sub Head and Object Head

To create new functional heads, Major, Minor, Sub head and object heads as per the users requirements (4 Tier/ n Tier). Heads created should be modifiable and can also

be deleted, if not required.

1.4 Schemes

a. In the program fund are received for central supported, state supported & other

UNDP/DFID schemes. Bridge Software should have the facility for providing

information in respect of each program separately as well as all schemes put

together.

b. It should have facility to add new schemes also. User interface is must for this

along with account head.

c. Schemes can be classified under plan or non plan schemes.

d. Umbrella Scheme to add groups scheme along with expenditure (convergence)

components.

23

1.5 Voucher Entry module should have facility for

a. Provision for receipt, payment and adjustments and bank deposit/withdrawal

entry (Contra Voucher).

b. With voucher entry facility to feed MIS data as optional data entry fields is also

provided, however this should not complicate voucher entry.

User defined data entry fields for MIS should be dynamically

changeable.

Client interface is need to change data entry field on voucher

entry form.

c. A simplified voucher entry form for grass root agencies is required. User need

not to select any Major, Minor, Object or account head he will have a list of

payment heads for all scheme with one pop up entry form to enter amount

and save the list.

Double entry based Accounting transactions should get

completed automatically.

All MIS and financial reports should be generated alike any

other double entry based accounting software.

2. Works Management /Assets Register module :

a. Works registration system with estimates based on SoR or item rate based.

b. System generated technical and administrative sanctioned system.

c. District SoR and its updation.

d. Provision for GPS based Mobile device/PDA based Electronic measurement

system integrated with district SoR.

e. Integration of proposed system with existing nrega-Soft, Indira-awas, Panch

Parmeshwar, Awas-soft and PRIASOFT, BRGF/Plan-plus and other departmental software’s.

f. Generation of assets register and its integration with accounting system of the gram Panchayats,Blockpanchayat and district panchayat.

g. Works expenditure linked with bank reconciliation.

h. e-payments with specified PRI debit account.

i. Works management with Work progress tracking system.

j. Quality control and work inspection system.

k. Works photographs and works social audit.

l. System generated work completion certificate.

m. Tender Notice Publication and allotment of work to Agency/Contractor (full

process till allotment).

n. Work wise fund demand and fund allotment with in built monitoring.

o. Measurement

p.

q. Deduction/Retention Tax/Deposits.

24

r. Work report with estimated cost and actual expenditure incurred.

s. Physical report with work category.

3. Beneficiary module :

a. Maintenance of beneficiary (Household & Family members) database to capture socio economic data integrated with national population register,

AADHAR (UIDAI), NREGA Job-cards or as proposed by the department.

b. Budget management with facility to check budget availability and alerts at the

time of payments.

c. Database of validated beneficiary’s bank and post office accounts.

d. Beneficiary authentication system with biometric system.

e. Beneficiary eligibility database mapping and integration with accounting and electronic fund management system with different govt. schemes.

f. Beneficiaries application processing and generation of eligibility certificate for

getting the scheme benefits.

g. Periodic activation of beneficiaries eligibility.

h. Direct Cash transfer from State or districts to beneficiaries accounts using

secured payment gateway using Digital signature certificate.

i. SMS push & pull services.

j. Work wise fund demand and fund allotment with in built monitoring.

k. Adjustment of Advance from bill.

l. Capitalization of work and assets register.

m. Integration of beneficiaries response with Interactive voice response system

(IVRS)

n. SMS alerts facility will be an added advantage. (This feature is not required

since start up of project, however software should be upgradable to include any such alerts)

o. A simplified form for Assistance/subsidy to Households is required and this should work as an voucher entry form and payment list for banks or should be

used as e-payment form.

p. Voucher entry form should have facility for integration to works/trainings.

q. Facility to upload supporting bills and documents is required on voucher entry

form.

4. Reporting

From Bridge Software following report in respect of each scheme separately as well as

all scheme put together are required. Report should have flexibility for selecting a reporting period. Bridge Software is intended to be used by agencies at grass root

level, therefore it is very important that reports generated are able to demystify the

financial data and format is very simple.

a. Double Column Cash Book - Cash book being primary book of accounts and one of the most important documents kept at all the level. BRIDGE SOFTWARE

generated cash book should be in the format which is most popular among

these parties i.e. double column.Cash book have separate columns for cash, bank, Post office and Treasury transactions.

b. Head and Component/Category wise report-Bridge Software reporting module

should generate report for head of account under a category within a selected

period. In accounting terminology it should have facility for generating head and category wise trial balance scheme wise/monthly/yearly and Consolidated

Trial Balance scheme wise/monthly/yearly .

25

c. Budget Expenditure report- Reporting module shall be able to generate head

and category wise budget, actual expenditure and balance available report both for physical and financial data. It should have the facility for reporting

the data of whole project duration. Drill down reports is also required to display state, districts, blocks, panchayats/Cluster and village/PTA/SHG’s data

on budget and expenditure

d. Receipt & Payment Account and Income & Expenditure account - In the project

of development sector financial statement are slightly different from commercial units and therefore should generate a receipt and payment

account and also income and expenditure account as per CAG/ Panchayat A/c

Rules as per MPAG.

e. These financial statements are required to be generated for each scheme separately.

f. Recording and monitoring fund Disbursed - It has arrangements to record the fund disbursed to the parties involved in program implementation and also

receive information of utilization.

g. Report on financial Position - Drill down reports is also required to display

state, districts, blocks, panchayats/Cluster and village/SHG’s data on budget and expenditure

h. Utilisation Certificate - Utilisation certificate in generally accepted form by

government parties from any level

i. Balance sheet: It should also generate balance sheet as per CAG/ Panchayat

Formats.

j. Asset Creation: Moveable/Immoveable Register /report.

k. Stock register of consumable items.

l. Cheque Issue Register

m. Ledger A/c Report

n. Journal Ledger Report

o. Reports in 4 Tier/n Tier formats as per requirements.

5. HR Management.

a. Employee Data Base and facility for maintaining Service Book, Asset

deduction, PF book.

b. Facility for creating pay scale.

c. Facility for automatic increment, increment withheld.

d. Promotion and Transfer, attachment, suspension, demotion, deputation.

e. Leave Management.

f. Pay BillDesign and Generation as per Forth/Fifth/Sixth Pay

commission/collector rate/ minimum wage .

g. Facility for integration of pay bill with accounts books.

h. Generation of PFChallans and reports (GPF/CPF/EPF).

i. TDS & form 16 report generation.

6. Training monitoring

a. Integration of existing training software for

Preparation of Training Plan.

26

Training Status monitoring.

Training Reporting.

Training expenditure.

7. Micro Data Monitoring System (MDMS)

In software provision is required for SMS based data punching. User interface to create registered users. UI for various kind of PULL messages. MIS reports based on

messages pulled. MDMS should work with any telecom service provider.

8. Citizen Service Interface.

AtPanchayatlevel various citizen services provided by the rural local bodies like issue of

birth/death certificate, Family Assistance, Social Security Pensions. Citizen apply for these assistance /certificate at Panchayat therefore at their level computer based

monitoring system is required (CBMS). CBMS should have following features

To provide facility for applying online from any place.

Deposit requisite fees and obtain acknowledgement with documents filed and

also date of Disposal of application.

A mechanism in which various applications are automatically reached to

concerned gram panchayat and JanpadPanchayat to save valuable time of citizen and officer in ascertaining and explaining the status of application.

Inbuilt monitoring system for adhering to time limit for providing assistance.

CBMS should be integrated to financial module i.e. Once application is sanctioned list for payment can be generated

Accounting transaction is recorded in the books

MIS reports are generated

9. Local Tax Management and collection

Rural local bodies are self Government and they have been entrusted with the power

to generate their own resources. Hence the software should have provision for tax collection and management. In Software this feature should be integrated to finance

module. This needs full support to PRI.

10. Dynamic web pages for Panchayats

An independent web site for each Panchayat for displaying their information. Portal should code less , easy to use and updatable dynamically and also with static

information periodically updatable. It should have following broad features :

a. General information of Panchayats

b. Demographic Data.

c. Office Bearers information.

d. Assets Directory.

e. On Going work information.

f. Grant received .

g. Payment to Beneficiary under various schemes.

11. Audit check

Facility to freeze transactionsonce Concurrent and statutory audit is completed.

12. Data Upload and Merge

27

Store-and-forward tool at the Grampanchayat / Block level to store data offline and transfer it once the Internet connectivity is available or upload file is

generated. Off line entry for transactional data as per the Department’s requirements.

Automatic data merging/docking at servers/workstations located at district or

block level.

13. Provision to Upload the Audit report.

Concurrent audit of PRIs and their observation and compliances.

CAG compliance reports for accounting system.

14. Payment Gateways. In due course of time Department may require implementation of the Payment

Gateways to facilitate financial transactions. The proposed Bridge Software should be capable of interfacing with various payments gateways.

15. Compatibility with Android based Tablet PC

The Department currently have approximately 50000 Tablet PCs provided by BEL for Socio-economic and Caste Census. Department intends to use these Tablet PCs for

Data entries pertaining to monitoring of various developmental schemes implemented at the Panchayat level though Bridge Software.

The proposed software solution has to be completely compatible with these Andoid 2.2 based Tablet PCs .The solution provider is expected to provide additional mobile

version of the software which runs on these Tablet PCs and facilitate seamlessness the entire data collection process all the above listed modules.

Technical specifications of Tablet PCs are given below as a reference.

.

Technical Specifications of Tablet PC s

No. Description Specifications of Tablet PC Hardware

1 Processor T1 Processor 450 MHz

2 Memory (RAM) 256 MB DDR2

3 Storage(Internal) 2GB

4 Storage(External) SD card support upto 32GB

5 Peripherals USB 2.0 ports (2 nos.)

6 Audio out 3.5mm jack or integrated speakers

7 Audio in 3.5mm jack for external headphones/speakers or integrated MIC

8 Display 7” LCD Display with touch

9 Resolution 800X480

10 Input Devices Stylus

11 Connectivity and Networking Ethernet 10/100Mbps(RJ45)

12 Power and Battery 3.7 V,4000mAH for continuous operation of 3 hours

13 Operating System Android2.2

14 Document Rendering Formats DOC, DOCX,PPT,PPTX,XLS,XLSX,ODT,ODP,ODS

PDF Viewer

Text Editor

15 Multimedia and Image Display Image Viewer to support PNG, JPG, BMP, Tiff and GIF

Display

16 Audio MP3, AAC, AC3, WAV, WMA

28

17 Video MPEG2, MPEG4(AVI Container, available through ffmpeg), FLV (Flash lite version 3 or later)

18 Communication and Internet Web browser(xHTML 1.1 compliant, JavaScript 1.8 compliant) Optional Flash 9 or later support (through

plugin) Optional Java support (through plugin)

19 CE Certification Compliant for CE Certification

20 RoHS Certification Compliant for RoHS Certification

16. Facility of capturing GPS tagged Photographs

The proposed bridge software should have additional facility of capturing GPS tagged

photographs using external devices connected to Tablet PCs through USBs.

The Department would provide necessary APIs and Device Drivers for these additional USB based GPS Loggers and Digital Cameras.

The Bridge Software should also have the capabilities of linking such GPS tagged

Photographs of developmental sites and related places with respective schemes.

17. User interface for the Bridge Software is required to be both in Hindi and English language and it should support Unicode

29

Annexure “B”

Technical Evaluation Criteria

Technical Evaluation Criteria Max Marks

1 Experience of bidder in implementing software projects related with physical and financial monitoring of schemes (executed/ in progress)

10

More than 03 projects 10

02 Projects 6

01 Projects 3

0 Projects 0

2

Experience of bidder in implementing multi level projects in Panchayat

and Rural Development domain of central/state Govt. at the level of gram Panchayats.

10

More than 03 projects 10

02 Projects 6

01 Projects 3

0 Projects 0

3 Experience in executing projects of readily available software for

value of Rs. 1 Cr. and above in government sector . 10

More than 03 projects 10

02 Projects 6

01 Projects 3

0 Projects 0

4 Approach and Methodology 10

Adequacy of the proposed approach and methodology in responding to

the TOR 5

Work Plan and Time Schedule:

Appropriateness of prescribed Time Frames for compliance and justifications with specific focus on deployment plan, and hand-holding.

5

5 Capability of Proposed readily available Solution

5.1 Accounting and electronic fund management system : 15

5.1.1 Budgeting 5

5.1.2 Schemes ,Account Head (Ledger A/c) , Functionary, Minor Head, Sub

Head and Object Head

5

5.1.3 Voucher Entry module should have facility for 5

5.2 Works Management /Assets Register module : 5

5.3 Beneficiary module : 5

5.4 Reporting as per model accounting formats prescribed by C&AG 5

5.5 HR Management. 5

5.6 Training monitoring– Integration of existing training software 5

5.7 Micro Data Monitoring System (MDMS), Citizen Service Interface & Dynamic web pages for Panchayats

5

30

5.8 Local Tax Management and collection.

5

6 Presentation 10

Overall understanding of the project requirements and demonstration

of proposed readily available solution to evaluate compliance to

scope of work.

Total Marks (TS) 100

31

Annexure – C Data Sheet

1 Name of the Client: MPSEDC

Method of Selection: QCBS (Quality cum Cost basis Selection) system for

Technically qualified bidder

2 Pre-Qualification Criteria

a. The bidder must be a Firm/Company registered under the Indian Companies Act 1956. Bidder may be a

consortium of maximum two firms or companies

b. The bidder should have been in operation for at least five years as on 31st March, 2013

(Incorporation/Registration Certificate required)

c. The bidder must have a minimum average turnover of

at least Rs. 5 Cr for last 3 consecutive years from

software development and related IT services excluding Hardware supply (Audited

Accounts/Certificate from Auditors required)

d. The bidder should have a well-established network in

Madhya Pradesh and should necessarily have a development centre and help-desk setup in Madhya

Pradesh. ( Proof of Set-up required)

e. The Bidder or its consortium partner should have proven experience in implementing multi level projects

in Panchayat and Rural Development domain of central/state Govt. at the level of gram Panchayats. The

bidder or its consortium partner should have deployed

successfully at the District Level at least 1 similar projects in last 5 years for any state government.

f. The Bidder should have proven experience in executing projects of readily available software for value of Rs.

1 Cr. and above in government sector. The Bidder should have executed at least 1 projects of readily

available software deployment and maintenance

(Excluding Hardware Supply) of value Rs 1 Cr and above in last 5 financial years in Government sector.

g. The Bidder should be registered with Shops and Establishments, Service Tax and Provident Fund. The

Bidder shall enclose the certificates

Documentary proof with respect to the above criteria is essential without which the proposal will be rejected. All

documentary proof submitted should be self-attested. Technical and Financial evaluation will be done only for the

bidders satisfying the above criteria. If desired MPSEDC, Bhopal would carry out inspection of the development/help

desk setup to assess the capacity.

32

3 Earnest Money Deposit requested:

Yes. The Bidders must submit an Earnest Money deposit of Rs.10,00,000/- (Rupees Ten Lakhs Only) in the form of a

Bank Draft/Bank Guarantee (Format as per annexure E ) from a nationalized/scheduled bank drawn in favour of

MPSEDC LTD. payable at Bhopal along with their proposal.

4 Technical and Financial

Proposals requested:

Yes

Name, objectives, and

description of the assignment:

As detailed in TOR (Section 5)

5 Name address and telephone no. of the

MPSEDC official(s):

ADDL. CGM M.P. State Electronic Development Corporation Ltd.

(MPSEDC) State Data Centre

47-A, Arera Hills, Bhopal (MP)-462011

Phone No. 0755-2518602,2518603

6 Number of days during

which clarifications to be sought before the

Bid submission date:

No clarifications will be entertained within the last three

working days from the last date of submission of the bid

7 Address for requesting

clarifications is:

M.P. State Electronic Development Corporation Ltd.

(MPSEDC) State Data Centre

47-A, Arera Hills,

Bhopal (MP)-462004 lktiwari@mpsedc.com

8 Language(s) of the

submitted proposals:

English

The Contract to be signed with the successful Company

shall be written in the English language, which shall be the language that shall govern the contractual relations

between MPSEDC and the successful Company.

9 Training is a specific

component of this assignment:

Yes

10 Taxes:[Specify

Company’s liability:]:

Amounts payable by the MPSEDC to the

Company under the Contract

Prices quoted would be exclusive of taxes, all applicable

taxes would be quoted separately in financial proposal.

11 Bidder to state cost in the national currency:

Yes in Indian Rupees

12 Proposal Validity

Period

Proposals must remain valid for one hundred twenty (120)

days after the bid submission date.

13 Address for Bid

Submission

M.P. State Electronic Development Corporation Ltd.

(MPSEDC) State Data Centre

33

47-A, Arera Hills, Bhopal (MP)-462011

14 Proposals submission date & time:

Not later than the due date and time:

15 Address to send

information to

MPSEDC:

M.P. State Electronic Development Corporation Ltd.

(MPSEDC)

State Data Centre 47-A, Arera Hills,

Bhopal (MP)-462004

16 Technical Evaluation Criteria:

Description of each evaluation Maximum Marks with Break up evaluation criteria has been given in Annexure - “B”.(Based on Technical proposal, these marks will be

assigned)

17 The bidder might be required to make presentation on its Proposal covering

Experience / Technical Proposal including product features, Implementation Methodology, Team Composition, Work Schedule, Pert and Activity Schedule. In case

the presentation is required, the date and time for the same will be intimated individually.

18 Financial Evaluation

MPSEDC shall shortlist all the Companies who secure the minimum required marks.

The minimum cut off will be 70 % (Seventy Percent) Financial proposals of only the Companies scoring 70% in technical bid will be evaluated. The Bidder getting the

highest composite score as per QCBS criteria will be considered as the successful bidder for award of contract

19 Address for correspondence:

M.P. State Electronic Development Corporation Ltd. (MPSEDC)

State Data Centre 47-A, Arera Hills,

Bhopal (MP)-462011

20 Terms of Payment The financial bid is invited in 3 parts (PART A, PART B & PART

C ) The payment for the three parts would be made separately.

Customisation of “Bridge Software and Implementation. (As

per A1 & A2 of PART A and B1 PART B of in Financial Bid Proposal Sheet, Form Fin 1)

a) Customisation and Deployment: 40% on Documentation of functional requirements, specifications, Customisation

of software and Deployment of the software at the Data

Centre

b) User Acceptance of Software Application: 30% on Pilot

Testing, Validation and acceptance.

c) 30% on training & against submission of User &

Administrative Manuals in the desired format and medium.

End Use Training (As per B.2 of PART B in Financial Bid Proposal Sheet, Form Fin 1)

Charges shall be payable periodically after completion of

34

successful training.

Cost of operations, maintenance & support ( As per A.2 of

PART A & B.3 of PART B in Financial Bid Proposal Sheet, Form Fin 1)

The post warranty cost of operations, maintenance, support,

modification of any part of the Software shall be payable on quarterly basis after successful provision of services in each

quarter.(APR-JUNE, JULY-SEPT,OCT-DEC,JAN-MAR)

Charges for Digitisation and Handholding Support (As per C.1

& C.2 of PART C in Financial Bid Proposal Sheet, Form Fin 1)

Charges shall be payable on quarterly basis after successful provision of services in each quarter. .(APR-JUNE, JULY-

SEPT,OCT-DEC,JAN-MAR)

21 Commencement of assignment:

On the date and at the location specified in the LOA/Contract

22 Expected Timelines:

(i) Customisation and Deployment 3 months from signing of contract

(ii) Complete Digitisation, implementation and training

of Bridge Software in pilot districts

6 months from signing of

contract

(iii) Maintenance of software 5 years from the date of

successful implementation

35

Technical Compliance Matrix

Feature Required Comply/Not Comply

The proposed hosted Software technology would include all commercial software, hardware, and data centre services, DRC and an integrated,

modular hosted Software technology interface accessible through internet.

The solution should be Unicode Compliant.

The solution should be available on an Industry Standard platform that

supports SOA and is extendable for further future enhancements?

All the modules of the proposed solutions should be integrated and

available on the same platform to allow interoperability.

The solutions must be on the platform that supports handling of various

master data components centrally and gets harmonized with various systems separately.

The solution should support various user interface options like Portal,mobile

and user friendly forms all built into the platform.

The hosted Software technology Solution should have

Implementation/Support tool, which is integrated seamlessly and will be used during the implementation life cycle to carry on the critical activitiesof

the project.

The solution should have the ability to restrict data updating

/deletion/creation only through hosted Software technology layer.

The hosted Software technology should have ability to support role based

access control.

The hosted Software technology should have the ability to configure the

number of permissible log-in attempts.

The hosted Software technology vendor should provide 24/7support to resolve product related issue if any of the hosted Software technology.

The hosted Software technology solution should have a tool to enable all end user to log in issue and seek support from the hosted Software

technology support help Desk.

Security Standards

The hosted Software technology solution should have the highest standards

in intrusion detection, secure facilities management, data protection,

identity management, and user authorization. At the same time, the Application should provide the flexibility to manage user security based on

their own internal processes and policies. The Solution shall comply with

36

ISO 27001

The Solution should support SSL using AES for encryption using 128 bit

encryption keys.

All transmissions should be 128-bit or higher SSL encrypted over HTTS

Ability to support remote operation of Security Management

Ability to provide access level security for reports.

Ability to provide automatic time out for entry transactions

Ability to provide time restriction on transactions

Ability to provide user login with time restriction

Ability to provide automatic time out (log out) for user.

Data Backup

Data files, including access rules, should be regularly/automatically backed up and tested to ensure their integrity. In addition, all customer data, up to

the last committed transaction, should be replicated in near real time to

disk at the disaster recovery data center, and then to disk and tape at the laboratory/archive data center.

Data Backup at Client Location: Should have a Weekly Export Service,

whereby a copy of their data for archival purposes should be sent to

MPSEDC. The data should be provided in a series of comma separated value files with primary keys so that it can also be used to import data from

Software into another application, if the customer requires it.

Disaster Recovery: Software should perform remote data vaulting of all

production data from the main production facility to the backup facility. Should there be a catastrophic failure of the main facility or another type of

disaster affecting that facility, Software should initiate its disaster recovery process. Accepted recovery time delay is 36 hours. This should be available

as a published record.

UP time: The hosted Software technology should have virtually integrated

data center. Should one data center fail the other should seamlessly take over. Over all the solution should guarantee a minimum uptime of 99.50 %.

Screen Shots and Process Flow: As part of the backup strategy complete Business process followed in creation of the two modules along with screen

shots of all the reports and forms should be submitted.

37

ANNEXURE “D” FINANCIAL BID FORMAT- FIN 1

Name of the work: Supply and Implementation of Software solution as a Bridge Software for

various developmental schemes implemented at the Panchayat level. Quotes submitted

towards providing complete solution to MPSEDC, in accordance with the scope of work and terms & conditions mentioned in the RFP.

PART A. Customisation of “Bridge Software and Implementation

S.no Particulars Rate (a)

Unit Quantity (b) Total cost

A.1 Customisation of Bridge Software and its

Implementation including the followings

a) Documentation of functional requirements

specifications.

b) Customisation of Readily available software solution

as per scope of work and FRS.

c) Deployment at data

centre d) Integration of third party

components like payment gateway, SMS, GPS tools

e) Provisioning of user manual and video of virtual

tour of solution usage in

Hindi for the benefit of users at the Panchayat Level

ONE TIME COST

Unlimited users

A.2 Maintenance of Online

Software Application for 5

years from “go-live” date.

Per Year 5 Years

PART B. Deployment of offline software and End Users Training

S.N. Particulars Rate (a)

Unit Quantity (b) Total cost per District

B.1 Deployment of offline software in Gram

Panchayats system and Tablet PCs at block level

Per district 1 District

B.2 End User Training at District HQ

(Batch Size: 20 participants per batch; Duration: 2 days

per batch) Note – MPSEDC/DOPR to

provide necessary

infrastructure to conduct the training sessions.

Per batch 25 batches

B.3 Maintenance of Offline

Software Application at

District Level for 5 years

Per district

per year

5 Years

38

PART C. Data Digitisation and hand holding support

S.N. Particulars Rate (a)

Unit Quantity (b) Total cost per District

C.1 Digitization of master data, beneficiary details and its

verification at District & Block level

Per district 1 District

C.2 Handholding support for data updating at District & Block

level

Per District per month

6 months

1. Please note that initially implementation will be done for 2 districts as a pilot project . 2. On successful implementation of pilot phase in 2 districts the project can be rolled out in

the remaining 48 districts. While bidding, bidder should quote accordingly. 3. Calculation of the total Bid value for financial evaluation would be done as per the following

formula TOTAL BID VALUE =Cost of PART A +( 50 nos of districts)*{Cost of PART B +PART C

} 4. MPSEDC reserves the right not to consider / accepting the services of any one or more of

the components (Parts A to C) offered by the bidders as mentioned in the format FORM FIN 1.

Signature of the Authorized Signatory: Place: Name:

Date: Designation: Name & Address of the Bidder:

39

ANNEXURE – ‘E’

FORMAT FOR PERFORMANCE BANK GUARANTEE

PERFORMANCE GUARANTEE

Ref. No. ______ Bank Guarantee No ___________ Dated_________ ____

To, The Managing Director M P State Electronics Development Corporation Limited 147, Zone I, Maharana Pratap Nagar, Bhopal 462011, Madhya Pradesh, India (A) Whereas Madhya Pradesh State Electronics Development Corporation Limited (MPSEDC) has declared [M/s ……………… the “Prime Bidder /Consortium”] as successful Bidder for ------------------- -------- ----------- --------- -------- as per Tender No. --------------- ------------, [the “Prime Bidder / Consortium”] and MPSEDC have agreed to enter into an Agreement (the “Agreement”) in accordance with the provisions of the TENDER including all subsequent amendments thereof. (B) The TENDER requires the Prime Bidder / Consortium to furnish a Performance Security to MPSEDC in a sum of Rs.------------------------ (Rupees ----- ------------) (the “Guarantee

Amount” i.e equivalent to 10% of the bid value) as security for due and faithful performance

of its obligations, under and in accordance with the Agreement, during the execution Period (as defined in the Tender).

(C) We, ________ through our Branch at __________ (the “Bank”) have agreed to furnish this Bank Guarantee by way of Performance Security. NOW, THEREFORE, the Bank hereby, unconditionally and irrevocably, guarantees and affirms

as follows:

1. The Bank hereby unconditionally and irrevocably guarantees the due and faithful

performance of the Prime Bidder / Consortium’s obligations during the execution Period, under and in accordance with the Agreement, and agrees and undertakes to pay to

MPSEDC, upon its mere written demand from time to time, and without any demur,

reservation, recourse, contest or protest, and without any reference to the Prime Bidder /

Consortium, such sum or sums upto an aggregate sum of the Guarantee Amount as

MPSEDC shall claim, without MPSEDC being required to prove or to show grounds or

reasons for its demand and/or for the sum specified therein.

2. A letter from MPSEDC, under the hand of the Managing Director of MPSEDC or it’s

authorized representative that the Prime Bidder / Consortium has committed default in the

due and faithful performance of all or any of its obligations under and in accordance with

the Agreement shall be conclusive, final and binding on the Bank. The Bank further agrees

that MPSEDC shall be the sole judge as to whether the Prime Bidder / Consortium is in

default in due and faithful performance of its obligations during the Construction Period

under the Agreement and its decision that the Prime Bidder / Consortium is in default shall

be final, and binding on the Bank, notwithstanding any differences between MPSEDC and

the Prime Bidder / Consortium, or any dispute between them pending before any court,

tribunal, arbitrators or any other Corporation or body, or by the discharge of the Prime

Bidder / Consortium for any reason whatsoever.

3. In order to give effect to this Guarantee, MPSEDC shall be entitled to act as if the Bank

were the principal debtor and any change in the constitution of the Prime Bidder /

40

Consortium and/or the Bank, whether by their absorption with any other body or

corporation or otherwise, shall not in any way or manner affect the liability or obligation of the Bank under this Guarantee.

4. It shall not be necessary, and the Bank hereby waives any necessity, for MPSEDC to

proceed against the Prime Bidder / Consortium before presenting to the Bank its demand under this Guarantee.

5. MPSEDC shall have the liberty, without affecting in any manner the liability of the Bank

under this Guarantee, to vary at any time, the terms and conditions of the Agreement or

to extend the time or period for the compliance with, fulfillment and/ or performance of all

or any of the obligations of the Prime Bidder / Consortium contained in the Agreement or

to postpone for any time, and from time to time, any of the rights and powers exercisable

by MPSEDC against the Prime Bidder / Consortium, and either to enforce or forbear from enforcing any of the terms and conditions contained in the Agreement and/or the

securities available to MPSEDC,and the Bank shall not be released from its liability and

obligation under these presents by any exercise by MPSEDC of the liberty with reference to

the matters aforesaid or by reason of time being given to the Prime Bidder / Consortium or

any other forbearance, indulgence, act or omission on the part of MPSEDC or of any other

matter or thing whatsoever which under any law relating to sureties and guarantors would but for this provision have the effect of releasing the Bank from its liability and obligation

under this Guarantee and the Bank hereby waives all of its rights under any such law.

6. This Guarantee is in addition to and not in substitution of any other guarantee or security now or which may hereafter be held by MPSEDC in respect of or relating to the Agreement

or for the fulfillment, compliance and/or performance of all or any of the obligations of the

Prime Bidder / Consortium under the Agreement.

7. Notwithstanding anything contained hereinbefore, the liability of the Bank under this

Guarantee is restricted to the Guarantee Amount and this Guarantee will remain in force

for the period specified in paragraph 11 below (including the period of agreement and six months period for demand or claims) and unless a demand or claim in writing is made by

MPSEDC on the Bank under this Guarantee, not later than the date of expiry of this

Guarantee, all rights of MPSEDC under this Guarantee shall be forfeited and the Bank shall

be relieved from its liabilities hereunder.

8. The Performance Security shall cease to be in force and effect upto Six Months after the

agreement period provided the Prime Bidder / Consortium is not in breach of this Agreement. Upon request made by the Prime Bidder / Consortium for release of the

Performance Security along with the particulars required hereunder, duly certified by a statutory auditor of the Prime Bidder / Consortium, MPSEDC shall release the Performance

Security forthwith. 9. The Bank undertakes not to revoke this Guarantee during its currency, except with the

previous express consent of MPSEDC in writing, and declares that it has the power to issue

this Guarantee and the undersigned has full powers to do so on behalf of the Bank. 10. Any notice by way of request, demand or otherwise hereunder may be sent by hand, Fax

or post addressed to the Bank at its above referred Branch, which shall be deemed to have

been duly authorized to receive such notice and to effect payment thereof forthwith, and if

sent by post it shall be deemed to have been given at the time when it ought to have been

delivered in due course of post and in proving such notice, when given by post, it shall be

sufficient to prove that the envelope containing the notice was posted and a certificate

signed by an officer of MPSEDC that the envelope was so posted shall be conclusive.

11. This guarantee will remain in force up to (Date) and any demand in respect thereof should reach the Bank not later than the above date.

41

12. Our liability under this Bank Guarantee shall not exceed and is restricted to Rs._______________ (Rupees _________________ only).

13. Unless the demand/claim under this guarantee is served upon us in writing before ---- day

of

_________ all the rights of MPSEDC under this guarantee shall stand automatically forfeited and we shall be relieved and discharged from all liabilities mentioned herein above."

14. This Guarantee shall come into force with immediate effect and shall remain in force and

effect up to ____day of____ or until it is released earlier by MPSEDC pursuant to the

provisions of the Agreement.

We undertake to pay the MPSEDC up to the above amount upon receipt of its first written demand, without the MPSEDC having to substantiate its demand.

Signed and sealed this _____day of _____, 20_____ at______.

SIGNED, SEALED AND DELIVERED For and on behalf of the BANK by: (Signature) (Name, Designation & Address)

WITNESS -------------------------- ------------------------- (Signature) Full name and official Full name, designation and Address with Bank stamp