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Integrated e-Governance Applications @ PCMC - RFP Copyrights © All Reserved

Pimpri Chinchwad Municipal Corporation

Request For Proposal Integrated E-Governance Applications at PCMC

Under

National Mission Mode Project for E-Governance in Municipalities

Government of India

Table of Contents

Invitation for Bids

Integrated e-Governance Applications @ PCMC - RFP Page # 1 Copyrights © All Reserved

INVITATION FOR BIDS 8

PIMPRI CHINCHWAD MUNICIPAL CORPORATION 9

A. INTRODUCTION 10

1.1 OBJECTIVE 10

1.2 ELIGIBILITY CRITERION FOR BIDDERS 11

1.3 ELIGIBLE SOLUTIONS / GOODS / PRODUCTS / SERVICES 12

1.4 COST OF BIDDING 12

B. THE BIDDING DOCUMENTS 13

1.5 CONTENTS OF BIDDING DOCUMENTS 13

1.6 CLARIFICATION OF BIDDING DOCUMENTS 13

1.7 AMENDMENT OF BIDDING DOCUMENT 13

C. PREPARATION OF BIDS 14

1.8 LANGUAGE OF BIDS 14

1.9 DOCUMENTS COMPRISING THE BID 14

1.10 BID CURRENCY 15

1.11 DOCUMENTS ESTABLISHING BIDDER’S ELIGIBILITY AND QUALIFICATION 15

1.12 DOCUMENTS ESTABLISHING ELIGIBILITY AND CONFORMITY TO BID DOCUMENTS 15

1.13 BID SECURITY TO BE FURNISHED 15

1.14 PERIOD OF VALIDITY OF BIDS 16

1.15 FORMAT AND SIGNING OF BIDS 16

D. SUBMISSION OF BIDS 17

1.16 THE PROCEDURE TO SUBMIT THE BID 17

1.17 DEADLINE FOR SUBMISSION OF THE BIDS 17

1.18 LATE BIDS 17

Invitation for Bids


1.19 MODIFICATION AND WITHDRAWAL OF BIDS 17

E. OPENING AND SCRUTINY OF TECHNICAL BIDS 17

1.20 OPENING OF THE BIDS BY THE PCMC 17

1.21 CLARIFICATION OF BIDS 18

1.22 PRELIMINARY EXAMINATION 19

1.23 EVALUATION AND COMPARISON OF BIDS 19

GENERAL CONDITIONS OF CONTRACT 21

2.1 DEFINITIONS 21

2.2 APPLICABILITY 21

2.3 COUNTRY OF ORIGIN 22

2.4 STANDARDS 22

2.5 USE OF CONTRACT DOCUMENTS AND INFORMATION 22

2.6 PATENT RIGHTS 22

2.7 PERFORMANCE SECURITY 23

2.8 INSPECTIONS AND TESTS 23

2.9 DELIVERY AND DOCUMENTS 24

2.10 INSURANCE 24

2.11 BIDDER OFFICE AT PCMC SITE 24

2.12 TRANSPORTATION 24

2.13 INCIDENTAL & BACK-UP SERVICES 24

2.14 WARRANTY 25

2.15 PAYMENTS 25

2.16 THE AMOUNT PAYABLE 27

2.17 CHANGE ORDERS 27

Invitation for Bids


2.18 CONTRACT AMENDMENTS 28

2.19 ASSIGNMENT 28

2.20 SUBCONTRACTS 28

2.21 DELAYS IN THE BIDDER’S PERFORMANCE 28

2.22 PENALTY CLAUSE 28

2.23 TERMINATION FOR DEFAULT 29

2.24 FORCE MAJEURE 29

2.25 TERMINATION FOR INSOLVENCY 30

2.26 TERMINATION FOR CONVENIENCE 30

2.27 RESOLUTION OF DISPUTES 30

2.28 GOVERNING LANGUAGE 30

2.29 APPLICABLE LAW 30

2.30 NOTICES 30

2.31 TAXES AND DUTIES 31

2.32 BINDING CLAUSE 31

2.33 LABOUR LIABILITIES 31

2.34 CYBER LAWS 31

2.35 JURISDICTION: 31

2.36 EXIT POLICY 31

2.37 BIDDER’S OBLIGATIONS 32

TECHNOLOGY PLATFORM 34

3.1 TECHNOLOGY STACK 34

3.2 DATA SECURITY & ACCESS 34

3.3 BUSINESS PROCESS & WORKFLOW ENGINE 35

Invitation for Bids


4. FUNCTIONAL SPECIFICATIONS 36

4.1 SERVICE DELIVERY VALUE PROPOSITION 36

4.2 INTEGRATED E-GOVERNANCE INFRASTRUCTURE ARCHITECTURE 37

5. DEVELOPMENT METHODOLOGY & PROJECT MANAGEMENT 42

5.1 AGILE DEVELOPMENT METHODOLOGY 42

5.2 PROJECT MANAGEMENT 45

5.3 PROJECT MONITORING STRUCTURE 47

6. ADDITIONAL SERVICES 49

6.1 SERVICES COMPONENTS 49

6.2 ENHANCEMENTS, BUG FIXES 49

6.3 TRAINING 49

6.4 HELP DESK SUPPORT 50

6.5 PROJECT MANAGEMENT SERVICE 50

6.6 IDENTIFIED RISKS 51

6.7 PROJECT REPORTING SERVICES 51

6.8 DESIGN SERVICES 52

6.9 BUILD & TESTING SERVICES 52

6.10 USER ACCEPTANCE TESTING SERVICES 53

6.11 PERFORMANCE TESTING 54

6.12 DEFECT SEVERITY CLASSIFICATIONS 54

6.13 PRODUCT DEFECT MANAGEMENT DURING UAT 55

6.14 SOFTWARE SYSTEM DELIVERABLES 55

6.15 DATA CONVERSION AND MIGRATION 56

6.16 DOCUMENTATION SERVICES 56

Invitation for Bids


6.17 TRAINING SERVICES 56

6.18 WARRANTY PERIOD 56

6.19 MAINTENANCE SUPPORT SERVICES 56

7. COMMERCIAL BID 58

8. LIST OF ELIGIBLE COUNTRIES 60

9. TECHNICAL BID EVALUATION CHECKLIST 61

10. SERVICE LEVEL BENCHMARKS 62

11. DESIRED FUNCTIONALITY 66

11.1 APPLICATION FUNCTIONAL REQUIREMENTS 66

11.1.1 BIRTH MODULE

11.1.2 DEATH MODULE

11.1.3 CITIZEN GRIEVANCE MODULE

11.1.4 HEALTH PROGRAMS – LICENSES MODULE

11.1.5 HEALTH PROGRAMS – SOLID WASTE MANAGEMENT MODULE

11.1.6 FINANCIAL ACCOUNTING – GENERAL LEDGER, CASH & PAYMENTS MODULE

11.1.7 FINANCIAL ACCOUNTING – RECEIPTS MODULE

11.1.8 FINANCIAL ACCOUNTING – ASSETS MODULE

11.1.9 FINANCIAL ACCOUNTING – BUDGETING MODULE

11.1.10 FINANCIAL ACCOUNTING – REPORTAGE

11.1.11 PERSONNEL MANAGEMENT – MANPOWER PLANNING MODULE

11.1.12 PERSONNEL MANAGEMENT – SALARY PLANNING MODULE

11.1.13 PERSONNEL MANAGEMENT – WORKFORCE RECRUITMENT MODULE

11.1.14 PERSONNEL MANAGEMENT – PERFORMANCE MANAGEMENT

11.1.15 PERSONNEL MANAGEMENT – TRAINING DEVELOPMENT MODULE

11.1.16 PERSONNEL MANAGEMENT – COMPENSATION MANAGEMENT MODULE

11.1.17 PERSONNEL MANAGEMENT – PAYROLL PROCESSING MODULE

11.1.18 PERSONNEL MANAGEMENT – WORKFORCE ADMINISTRATION MODULE

11.1.19 PERSONNEL MANAGEMENT – LEAVE MANAGEMENT MODULE

11.1.20 PERSONNEL MANAGEMENT – DISCIPLINARY ACTIONS & GRIEVANCES MODULE.

11.1.21 PERSONNEL MANAGEMENT – ADVANCES & LOANS MODULE.

Invitation for Bids


Document Control Sheet RFP Document Number Tender Notice No 01/2009-2010

Organisation Pimpri Chinchwad Municipal Corporation Date of Availability of RFP document 5th September 2009 Date for Pre-Bid Conference 25th September 2009

Venue of Pre-Bid Conference At Municipal Commissioners Conference Room

Cost of RFP document payable INR 10000

Last Date and Time for Submission of Bids

19th November 2009

Earnest Money Deposit INR 5,64,000/- Date and Time of Opening of Technical Bids To be announced later

Place of Opening of Bids At Municipal Commissioners Chamber Technical Presentation To be announced later Commercial Bid Opening To be announced later

Address for Communication

Office of the Municipal Commissioner, Pimpri Chinchwad Municipal Corporation, Phone 020-27425035 Fax 020-27425600 Mobile 9922501908 E-mail [email protected]

Website

www.pcmcindia.gov.in For details or in case of difficulties please Contact: 9922501908

Invitation for Bids


DISCLAIMER The information contained in this RFP Document or subsequently provided to Bidder(s) or Applicants whether verbally or in documentary form by or on behalf of Pimpri Chinchwad Municipal Corporation (hereinafter “PCMC”) or by any of their employees or advisors, shall be subject to the terms and conditions set out in this RFP Document and all other terms and conditions subject to which such information is provided.

This RFP Document is not an agreement and is not an offer or invitation by the PCMC to any parties other than the Applicants who are qualified to submit the Bid. The purpose of this RFP Document is to provide information to the Bidder(s) which will assist them for formulation of their Proposals. This RFP Document does not purport to contain all the information each Bidder may require. This RFP Document may not be appropriate for all persons, and it is not possible for the PCMC, their employees or advisors to consider the investment objectives, financial situation and particular needs of each Bidder who reads or uses this RFP Document. Each Bidder should conduct its own investigations and analyses and should check the accuracy, reliability and completeness of the information in this RFP Document and where necessary obtain independent advice from appropriate sources. The PCMC, their employees and advisors make no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of the RFP Document. The PCMC may in their absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP Document.

Invitation for Bids


Invitation for Bids Pimpri Chinchwad Municipal Corporation

Invitation for Bids


Pimpri Chinchwad Municipal Corporation Commissioner, PCMC invites e-tenders to build Integrated GIS enabled e-Governance Applications Suite for Pimpri Chinchwad Municipal Corporation. These e-tenders can be bid through the online e-Tendering on www.pcmcindia.gov.in

‘Detailed Tender Notice’ along with tender document is available on the web site www.pcmcindia.gov.in, which can be viewed or downloaded free of cost. Prospective bidder shall bid online using the e-tendering portal at www.pcmcindia.gov.in

Further instructions can be accessed by clicking on “Tenders” at www.pcmcindia.gov.in

Detailed instructions are available in “www.pcmcindia.gov.in” to register as vendor and obtain user name and password and to participate in the tender process.

Payment towards cost of tender document and EMD is part of the electronic bid process and can be made online by using the payment gateway. The instructions of making payment are available in the web site.

Date of Availability of RFP document 5th September 2009

Date for Pre-Bid Conference 25th September 2009

Venue of Pre-Bid Conference At the Municipal Commissioner’s Chamber.

Last Date and Time for Submission of Bids 19 th November 2009

In case of difficulties please contact Mr. Nilkanth Poman, Computer Officer, IT Department, PCMC, mobile number 09922501908

Advertisement No. 133 Commissioner

Pimpri Chinchwad Municipal Corporation

Pimpri 411 018.

1. Instruction to Bidders


A. INTRODUCTION

The city of Pimpri-Chinchwad is situated towards the northwest of Pune and 160 km from Mumbai, the capital city of Maharashtra. It is predominantly an industrial area, which has developed chiefly during the last four decades. The process of urbanisation of this area began in 1954 with the establishment of Hindustan Antibiotics, a public sector pharmaceutical undertaking. With each passing year, the landscape saw significant changes, long stretches of farmland giving way to enclosed factory campuses. Today, Pimpri-Chinchwad is a major industrial centre of the Pune region and of the entire country.

Pimpri Chinchwad city is managed and governed by Pimpri Chinchwad Municipal Corporation (PCMC) and is responsible for providing infrastructure services to the citizens of the city. The city has an area of 171 sq. km with an estimated population of over 12.5 lakhs. For administrative purposes, the entire city is divided into four wards.

With a high growth of around 100% in the last two decades and more than 150% in the previous decades, the city’s service levels have been severely strained. This pressure is expected to intensify, since the population of Pimpri Chinchwad is expected to grow at a high rate in the subsequent three decades due to the all-round economic development of the Pune region. Accordingly, the population of the city is estimated to reach 15.07 lakhs and 21.50 lakhs by 2011 and 2021 respectively. To service this increased population efficiently, PCMC proposes to upgrade its infrastructure and carry out urban reforms.

1.1 Objective

Pimpri-Chinchwad will be the place to live, spend and entertain. It will contribute towards maintaining and sustaining the vibrant economic growth of the region through a modern & systematized administration, an optimum level of services and enriched environment. Quote unquote, vision statement for Pimpri Chinchwad city in the Executive Summary of the City Development Plan (CDP)

This vision is aimed at ensuring the economic development of the region by improving the quality of life of the citizens of Pimpri-Chinchwad. This improvement and the focus on maintaining the economic momentum also involves the achievement of providing universal access of municipal services to the urban poor, improvement in the standard of education and last but not the least, providing an efficient civic administration.

However, to effectively realize this vision, the PCMC has embarked on the development of an Integrated e-Governance Programme that will result in improved transparency, efficiency and will Lead to building citizen centric governance. This will ultimately digitally empower the urban poor residing in the city. The JNNURM guidelines on reforms essentially lay stress on these aspects.

This RFP is published to select the most able and suitable agency to complete the second phase at the most competitive cost. The selected Agency is expected to build and deploy integrated GIS enabled electronic Municipal Governance using industrial



strength open source technology and methodologies including maintenance of the applications for five years after go-live.

The investment for this part of the Project shall be made by PCMC to the extent of Rs.4.44 Crores & 1.20 Crores for first 2 Years Maintenance out of total outlay planned & estimated for Rs.9.245 Crores, from its sources along with the funding available from JNNURM under NMMP scheme of GOI for the expenses related to establishment of integrated GIS enabled Municipal Governance for achievement of objectives to the extent possible for management, human resources, maintenance of services, collection of revenue and all other activities necessary for smooth functioning of the system.

PCMC will utilize the ICT infrastructure to the fullest extent as it is required for their day to day operations and to deliver services to the citizens being committed to provide transparent, accountable and efficient local governance through the use of modern technologies especially in management and administration fields.

1.2 Eligibility Criterion for Bidders

The bidder can be a company/corporation/enterprise or a consortium of companies/corporation/enterprise. The consortium shall not consist of more than three companies/corporations/enterprises and shall be formed under a duly stamped consortium agreement. The original Stamped consortium agreement shall be attached along with the bid document. In a consortium one of the partners shall be designated as a ‘Lead Partner’. However, every member of the consortium shall be equally responsible and jointly and severally liable for the successful completion of the entire project. The consortium, if any, will be designated as ‘Bidder’ or ‘Vendor’ for the remainder of this document. The Bidder/one of the consortium partner should possess the following conditions of eligibility:

1 Bidder must have experience in successful implementation of e-Governance applications in a minimum two govt./Semi govt. bodies with minimum one being a municipal corporation. The proposed enterprise e-Governance platform should be in use for a minimum of one year. The Bidder will submit the certificates in this regard. Experience / Turn over of data entry / BPO services will not be considered. The bidder must have a minimum turn over of Rs.10 Crores in the financial year 2008-09. In case of consortium one of the partner must have turn over of Rs.10 Crores in the financial year 2008-09. Project consultant is ineligible to bid for this RFP. Bidder must have manpower of at least 25 Software engineers with proof of their details.

2 The bidder must have implemented e-Governance applications in the technology given below:

2.1 Operating System: Linux OS 2.2 Application Server: Apache Geronimo 2.3 Database: PostgreSQL 2.4 GIS Map Server: UNM Mapserver 2.5 Object Relational Mapping: Hibernate 2.6 Scheduler: Quartz 2.7 Frameworks: Wicket, Java Server Faces



2.8 Public Key Infrastructure: E-Lock Digital Signature and Encryption Solutions, ICE PDF

2.9 Payment Gateway: BillDesk or any Payment Gateway 2.10 Business Intelligence: Jasper Reports, BIRT 2.11 Web Browser: W3C (World Wide Web Compatible) 2.12 Software development, Web development, GIS based services.

3 The Bidder should agree and give undertaking that they will create support and liaison office in the Pune Metropolitan Region and keep it operational till the duration of contract.

4 A consortium with legal agreements amongst its remaining two minimum 0.25 Crores turn over in the financial year 2008-09 and members consisting of not more than three different entities is allowed to bid through a lead Business Associate. The proof and other valid documents for all Business Associates of legally bound consortium should be produced as a part of submission of the RFP along with the bid including Registered Joint Venture Agreement (JVA) or Special Purpose Vehicle (SPV) with mention of Lead member whose credentials are to be evaluated for the qualifications to bid. The lead member shall have at least 51% share in the SPV or JVA.

5 Bidders should not be under a declaration of ineligibility for corrupt and fraudulent practices with any of its Client

6 The Bidder himself when bidding individually or at least one partner when bidding as a consortium should have proper knowledge and expertise in handholding the system and operation of the project to client.

7 The Bidder himself when bidding individually or at least one partner when bidding as a consortium should have a proper and complete infrastructure and able manpower required to carry out the survey, study and analysis of the entire requirement of PCMC pertaining to this project.

1.3 Eligible Solutions / Goods / Products / Services

1 All the solutions/goods/products/services to be provided or used under the Contract shall have their origin in eligible countries, and all expenditures made under the contract will be limited to such goods and services. Refer section 2.3.

2 For purpose of this clause, “origin” means the place where the goods/products /solutions/Services are manufactured /created /processed /managed.

1.4 Cost of Bidding

1 Bidder shall bear all the costs associated with the preparation and submission of its bid. The PCMC, or any other organization that has been engaged by the PCMC to provide consulting services for the preparation of the design, specifications and other documents to be used for defining the Scope of work under this Invitation of Bids, will in no case be responsible or liable for these costs, regardless of the conduct or the outcome of the bidding process.



B. THE BIDDING DOCUMENTS

1.5 Contents of Bidding Documents

1 In addition to the Invitation for Bids, the bidding documents include:

Part-1

1. Instructions to Bidders (ITB)

2. General Conditions of Contract (GCC)

Part-II

3. General Requirements

4. Technical Specifications

5. Additional services to be provided

6. Annexure

7. Bid Forms

2 The Bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required by the bidding documents or submission of a bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in rejection of its bid.

1.6 Clarification of Bidding Documents

1 A prospective Bidder requiring any clarification of the bidding documents shall contact the PCMC Authority in writing at the PCMC’s address indicated in the invitation to Bid or through e-mail on the email address given. The PCMC Authority will respond in writing or email to any request for the clarification of any biding documents, which it receives three working days prior to the pre-bid meeting.

2 For any further clarification, on the request of the vendor, the Corporation will make available a soft copy of the amendment/common set of deviations (CSD) to the tender document in ‘pdf’ format.

1.7 Amendment of bidding document

1 At any time prior to the deadline for submission of bids, the PCMC Authority may, for any reason, whether on its own initiative or in response to the clarification request, if any, by a prospective bidder, modify the bidding documents.

2 All prospective bidders who have interest in offering their bid themselves will remain responsible to check the modifications to the bid document on the website of PCMC before offering the bid. The last modification, if any, will be issued by PCMC minimum 48 hours before the date and time of submission of tender.



3 In order to allow prospective bidders reasonable time to take the amendments into consideration, if any, while preparing their bids the PCMC Authority, at its discretion, may extend the deadline for the submission of bids.

C. PREPARATION OF BIDS

1.8 Language of Bids

1 The bid prepared by the Bidder, as well as all correspondence and documents relating to the bid submitted by the Bidder to the PCMC Authority shall be in English language. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an appropriate translation of the relevant document in the English language and in such a case, for purpose of interpretation of the bid, the translation shall govern.

1.9 Documents Comprising the Bid

1 The Bid shall be submitted in two parts:

Part-1: Technical

The Technical Part shall be submitted by the bidders through e-tendering procedure already in practice at PCMC.

Part-2: Financial

The Financial bid will be submitted through e-tendering procedure already in practice at PCMC.

2 Initially, only the Technical Bids will be opened on the date and at the address, and time specified in ITB Clause 1.20.1 and the same will be evaluated by the PCMC. The Financial Bids will remain secured and shall be protected by the PCMC Authority. No amendments or changes to the Technical Bids will be permitted after submission and opening of Bid.

3 The technical bid shall be opened subject to the confirmation to submission of documents required to be submitted along with bid. The documents to be submitted shall be in ‘pdf’ format and digitally signed by the authorized signatory of the Bidder. If any one of the essential documents is not submitted along with the bid, the bid will not be evaluated further and shall be treated as an invalid bid.

4 Financial Bids of qualified bidders, whose technical bids are evaluated and declared successful as per the norms of qualifications, will be subsequently opened in the presence of representatives of technically qualified bidders on the date and at the address and time to be decided and advised by the PCMC Authority. The Financial Bids will be evaluated in considerations of the Technical Bid and the contract will be awarded to the Bidder. The Technical Bid shall contain the following:

1. The Overall approach to the Project 2. Deployment methodology

3. Change Management 4. High Level Project Plan



5. The constraints, essentials and necessities if any for installation & Commissioning of system 6. Any other requirement which will be essential for consideration to complete the project and will have effect on cost considerations. 7. Documents establishing evidence in accordance with ITB Clause 1.2 that

the Bidder is eligible to bid and is qualified to perform the contract if his bid is accepted.

1.10 Bid Currency

1 All the currency denominations for the bid will be in Indian Rupees in words and figures.

1.11 Documents Establishing Bidder’s Eligibility and Qualification

1 Pursuant to ITB Clause 1.5 & 1.9, the Bidder shall furnish, as part of its bid, documents establishing the Bidder’s eligibility to bid and its capability to perform the Contract if its bid is accepted.

2 The documentary evidence of the Bidder’s qualifications to perform the Contract if the bid is accepted, shall establish to the PCMC’s satisfaction:

2.1 That the Bidder has the financial, technical, production and management capability, if required, necessary to perform the Contract and the same meets the criteria outlined in the Qualification Requirements specified in ITB Clause 1.2. To this end, all bids submitted shall include the following information:

a. The legal status, place of registration and principal place of business of the Bidder, whether a Pvt. Ltd. or Ltd. company, firm or Consortium, etc;

b. Details of experience and past performance of the Bidder and their performance of the solutions offered of similar nature within the past two years and details of current contracts in hand and other commitments.

c. Reports on the financial standing of the Bidder, such as profit and loss statement, balance sheets and auditor’s reports of last three years.

d. PAN/TAN/CST/Service Tax Numbers along with certified copies of Registration Certificates.

1.12 Documents Establishing Eligibility and Conformity to Bid Documents

1 Pursuant to ITB Clause 1.2 & 1.9, the Bidder shall furnish, as part of its bid, documents establishing the eligibility and conformity to the bidding documents.

1.13 Bid Security to be furnished

1 Pursuant to ITB Clause 1.9, the Bidder shall furnish, as part of its bid, a Bid Security (Earnest Money Deposit) for an amount of Rs.5.64 lakhs /- (Five lakhs Sixty four thousand) shall be paid by using the payment gateway of the PCMC e-Tendering application.



2 The Bid Security shall be valid for a period of one hundred and eighty (180) days beyond the end of the validity period of the bid. This shall also apply if the period of the bid validity is extended.

3 The Bid Security is required to protect the PCMC against the risk of the Bidder’s conduct, which warrants the security forfeiture, pursuant to ITB Clause 1.13.7

4 The Bid Security shall be in Indian Rupees (INR) only.

5 Any bid that is not secured in accordance with ITB Clause 1.13.1 and 1.13.3 above will be rejected by the PCMC as non-responsive, pursuant to ITB Clause 1.11

6 Unsuccessful Bidder’s Bid Security will be discharged / refunded as promptly as possible after finalisation of bid, but not later than 60 days after the expiry of the period of the bid validity prescribed by the PCMC, pursuant to ITB Clause 1.14.

7 The successful Bidder’s Bid Security will be converted in to security deposit only upon receipt of the contract duly signed by the Bidder along with furnishing of the performance security pursuant to GCC Clause 2.7.

8 The Bid Security shall be forfeited If, a Bidder withdraws its bid during the period of bid validity specified by the Bidder on the Bid Form;

9 Or in case of a successful Bidder, if the Bidder fails:

9.1 to sign the Contract; or

9.2 To furnish the performance security in accordance with GCC Clause 2.7.

1.14 Period of Validity of Bids

1 Bids shall be valid for 120 days after the last date of submission for bid prescribed by the PCMC, pursuant to ITB Clause 1.14. A bid valid for a shorter period shall be rejected by the PCMC as non-responsive.

2 In exceptional circumstances, the PCMC may solicit the Bidder’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. The Bid Security period provided under ITB Clause 1.14 shall also be suitably extended. A Bidder may refuse the request without forfeiting his Bid Security. A Bidder granting the request will not be permitted to modify his bid.

1.15 Format and Signing of Bids

1 The technical as well as the financial bid will have to be submitted by the bidder online at www.pcmcindia.gov.in for which the bidder will have to get registered following the registration process as vendor. For details or in case of difficulties please contact Mr. Nilkanth Poman, Computer Officer, PCMC, phone no: 020-27425035

2 The digitally signed documents uploaded during the bid including the financial bid made through the e-Tendering system of the PCMC shall be digitally signed by the authorized digital signature holder of the Bidder. These digital signatures at the time of signing the bid should be valid for a minimum of one calendar year.



3 The Technical Bid and the Financial Bid should be complete in all respects as per the conditions and requirements specified in the tender document. Partially filled bids are liable to get rejected.

D. SUBMISSION OF BIDS

1.16 The Procedure to Submit the Bid

1 The bid prepared by the Bidder, as well as all correspondence and documents relating to the bid submitted by the Bidder to the PCMC Authority shall be in English language. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an appropriate translation of the relevant document in the English language and in such a case, for purpose of interpretation of the bid, the translation shall govern.

1.17 Deadline for Submission of the Bids

1 The bid should be submitted electronically (online at www.pcmcindia.gov.in) on or before the due date and time. PCMC or its consultants shall not be responsible in any manner if electronic bids made by the Bidder are unsuccessful for any reason.

2 The Commissioner PCMC may, at its direction, extend this deadline for submission of bids in which case all rights and obligations of the PCMC and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

1.18 Late Bids

1 Bids are not accepted on the e-Tendering website after the due date and time of submission therefore the bidders are requested to upload their bid well in advance before the due date and time to avoid the inconvenience.

1.19 Modification and Withdrawal of Bids

1 The Bidder may note that modifications or withdrawal of submitted bid is not allowed after its submission.

E. OPENING AND SCRUTINY OF TECHNICAL BIDS

1.20 Opening of the Bids by the PCMC

1 The PCMC will open all Technical Bids in the presence of the Bidders or their representatives (bearing the authority letter) who choose to attend, at 16:00 Hrs. on 14th October, 2009 and at the following address:

The Municipal Commissioner, Pimpri Chinchwad Municipal Corporation, Mumbai Pune Road, Pimpri, Head Office, Pune - 411018

2 The Technical Bid submitted by a bidder who or whose representative is present or absent shall be opened and shall be evaluated. The bidder who or whose representative may be absent, will not be entertained by PCMC for the information



related to the Technical Bids of competitors, which may be read in front of all the bidders present.

3 The bidders may be asked to make a technical presentation at a predefined date and time by the tender committee if so required.

4 A short list of the bidders will be made based on the evaluation (by a committee formed for the purpose) of Technical Bids. The further process will be confined to the short listed bids. Those not short listed will be so informed. The decision of Commissioner PCMC in this matter will be final.

5 The Financial Bid will remain unopened until the time of opening of the Financial Bids. The date, time and address for opening of Financial Bids will be informed in writing by the PCMC.

6 A Bidder’s representative who is present shall sign an attendance register evidencing his attendance. In the event of the specified date of bid opening being declared holiday for the PCMC, the bid shall be opened at the appointed time and address on the next working day.

7 The Bidder’s names, bid prices, requisite bid security and such other details as the PCMC at its discretion may consider appropriate, will become available on website, after the bid opening process is duly completed.

8 The PCMC shall prepare a record of the opening of Technical Bids that shall include Name of the Bidder, availability of Bid Security and other documents as per ITB Clause 1.20, 21 and 22.

9 At the end of the scrutiny of the Technical Bids, the PCMC will invite Bidders who have been short listed after evaluation of Technical Bids and who are determined as being qualified to attend the opening of Financial Bids. The date, time and address for the opening of Financial Bids will be given in writing by the PCMC. The PCMC will notify Bidders in writing that have been rejected on the basis of evaluation criterion mentioned at ITB Clause 1.22 and 1.23 of being substantially non-responsive to the requirements.

10 The PCMC shall conduct the opening of Financial Bids of all Bidders who have been short listed after evaluation of Technical Bids, in the presence of Bidders’ representatives who choose to attend on the date and at the time and address specified by PCMC. The Bidder’s representatives who are present shall be requested to sign a register evidencing their attendance.

11 Bids that are not opened and read out at bid opening shall not be considered for further evaluation, irrespective of the circumstances.

1.21 Clarification of Bids

1 During scrutiny of bids, the PCMC may, at its discretion, ask the Bidder for a clarification of its bid. The request for a clarification and the response shall be in writing and no change in the financial numbers or substance of the bid shall be sought, offered or permitted.



1.22 Preliminary Examination

1 The PCMC will examine the Technical Bids to determine whether they are complete, whether any computational errors have been made, whether sureties have been furnished, whether the uploaded documents have been properly signed, and whether the bids are generally in order. If any document or information as per the requirement mentioned in this RFP is missing, the bid shall be rejected.

2 In case of Financial Bids, if there is a discrepancy between words and figures, the amount in words will prevail. If the Bidder does not accept the correction of errors, its bid will be rejected.

3 The PCMC may waive any minor formality or non-conformity in a bid which does not constitute a deviation to the objective proposed by the PCMC.

4 Prior to the detailed evaluation, pursuant to ITB Clause 1.22 and 1.23the PCMC will determine the substantial responsiveness of each bid to the bidding documents. For purposes of these Clauses, a substantially responsive bid is one that conforms to all the terms and conditions of the bidding documents without deviation to the object of the Project. Deviations from or objections/reservations to critical provisions such as those concerning Performance Security (GCC Clause 2.7), Applicable law (GCC Clause 2.29) and Taxes and duties (GCC Clause 2.31) will also deemed to be deviations to the Objective of the Project. The PCMC’s determination of a bid’s responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence.

5 Bidder is considered to be responsive on satisfying the points mentioned in ITB 1.23 and once the bids stands responsive shall be further evaluated for technical details.

1.23 Evaluation and Comparison of Bids

1 The bidder shall be evaluated and weighted on the merits considering aspects mentioned in table -A as below:

Table A Sr. No. Description Points 1 Bidder himself when bidding individually or at least one partner

when bidding as a consortium having experience in planning, designing, implementing and managing integrated GIS based Information System for Municipal Corporations for cities having a population of minimum of 1 million.

10

2 The bidder must have implemented e-Governance applications in the technology given

10

3 Experience in One Municipal Corporation in India. 15 4 Experience in minimum of two government /semi government

bodies in India. 7

5 Bidder has complete and proper infrastructure and able 8



manpower required to carry out the survey, study and analysis of the entire requirement of PCMC.

Total Maximum Points 50

2 The Technical Bid shall be evaluated from the documents as well as presentations submitted / made by the bidder in support of the technical bid shall be weighted as mentioned in the Table-B below:

Table B Sr. No. Description Points 1 The Overall approach to the Project 10 2 The Deployment Methodology 10 3 Change Management & Capacity Building Methodology 10 4 Proposed Work Plan 10 5 Risk Management Plan 10 Total Maximum Points 50

3 The Total maximum summated Points for technical bid are 100 i.e. 50 (Table-A) + 50(Table-B). The bidder has to score minimum 70 points out of 100 Points to be a successful bidder.

4 Expert panel for independent evaluation is appointed at time of evaluation of technical bid.

5 Financial Bids of technically complaint bidders will be opened in the presence of the bidder or the designated representative of the bidder, consultant and the designated PCMC tender committee on the date and at the address and time specified by the PCMC.

6 The Financial Bid submitted by a bidder who or whose representative is present or absent shall be opened and shall be evaluated.

7 The Bidder shall fill-up the prices against each individual requirement in the e-Tendering website of the PCMC. The bidders offering the lowest total value of the sum of all the individual requirements shall be the lowest bidder.

8 Any individual item against which no price is offered by any bidder shall disqualify the bidder from the bid.

2. General Conditions of Contract


General Conditions of Contract 2.1 Definitions

In this Contract, the following terms shall be interpreted as defined below:

1 “The Contract” means the agreement entered into between the PCMC and the successful Bidder, as agreed and signed by the parties, including all the attachments and appendices thereto and all documents incorporated by reference therein;

2 “The Amount” means the amount offered by the bidder for individual item which will be considered for the calculation of bidders total quote value and the same shall be the basis on which PCMC will consider amount to be paid to the bidder at the time of eventuality such as completion of the contract along with the penalties and other dues as per the terms & conditions of the contract for the full and proper performance of its contractual obligations;

3 “The Goods/products” means all the equipment, machinery, infrastructure, software, firmware, hardware, and /or other materials which the Bidder is required to provide, operate & maintain under the Contract;

4 “Services/solutions” means services/solutions, such as planning, designing, creation, packaging, testing, deployment, installation, commissioning, provision of technical assistance, training, augmentation, modifications, modernization, bandwidth, data centre and Disaster recovery site facilities, etc., and other obligations of the Bidder covered under the Contract;

5 “GCC means the General Conditions of Contract contained in this section.

6 “The PCMC(s) or Client(s)” means the organization intending this requirement of provisions & services.

7 “The Client’s Country” is India

8 “The Bidder” means the successful Bidder, represented by a firm or a consortium.

9 “The Project Site”, where applicable, means the offices of Pimpri Chinchwad Municipal Corporation, Pimpri Chinchwad, Maharashtra, India

10 “Day” means 24 Hours of a day.

11 “Man day” means 8 Hours of a working day.

12 “The bidder” means the firm or consortium offering their quote against this tender with willingness to execute the project successfully.

2.2 Applicability

1 These General Conditions shall apply to the extent that they are not superseded by provisions in other parts of the Contract.



2.3 Country of Origin

1 For purposes of this Clause, “origin” means the place where the Goods are produced, or from which the Services are supplied. Goods are produced when, through manufacturing, processing or substantial and major assembling of components, a commercially recognized new product results that is substantially different in basic characteristics or in purpose or utility from its components.

2.4 Standards

1 The Infrastructure material, equipments, firmware, software and technology to be offered should adhere to the standards / requirements mentioned in this document. In the absence of any such standards mentioned in this document, the standards to be followed shall be state-of-the-art international standards and Indian standards following the rules & regulations set by the various regulatory authorities of India and when no applicable standard is mentioned to the authoritative standards relating to the goods in the country of origin and such standards shall be the latest issued by the concerned standards certifying institutions in the respective countries of origin.

2.5 Use of Contract Documents and Information

1 The Bidder shall not, without the PCMC’s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the PCMC in connection therewith, to any person other than a person employed by the Bidder in performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

2 The Bidder shall not, without the PCMC’s prior written consent, make use of any document or information enumerated in GCC Clause 2.5.1 except for the purposes of performing the Contract.

3 Any document, other than the Contract itself, enumerated in GCC Clause 2.5.1 shall remain the property of the PCMC.

4 The Bidder shall permit the PCMC to inspect its verification of office/ site/ accounts and records for the last three years, relating to its performance and to have them audited by auditors appointed by the PCMC, if so required by the PCMC.

2.6 Patent Rights

1 The Bidder shall indemnify the PCMC against all third-party claims of infringement of Intellectual property Rights in any form including patent, trademark or industrial design rights arising from use of the Goods or any part thereof in India.



2.7 Performance Security

1 At the time of signing the agreement, the Bidder shall furnish Security Deposit (performance security) of the amount 5% of the total order value in the form of Demand Draft from any nationalised bank.

2 The proceeds of the security deposit (performance security) shall be payable to the PCMC as compensation for any loss resulting from the Bidder’s failure to complete its obligations under the Contract.

3 The Performance Security shall be denominated in Indian Rupees (INR) and shall be an Demand Draft issued by a nationalized/scheduled bank located in India .

4 In the event of any contract amendment, the Bidder shall, within 7 days of receipt of such amendment, furnish the revised performance security as per the GCC Clause 2.7.1, rendering the same valid for the duration of the Contract, as amended.

2.8 Inspections and Tests

1 The PCMC or its representative shall have the right to inspect and/or to test the Goods/solutions to confirm their conformity to the Contract specifications, at no extra cost to the PCMC. Technical Specifications shall specify what inspections and tests the PCMC requires to be carried out and where they have to be conducted. The PCMC shall notify the Bidder in writing in a timely manner of the identity of its representatives / inspectors retained for these purposes and the place of inspection, which shall be the Bidder’s premises or manufacturer’s premises or the final destination of Goods/solutions as decided by the PCMC.

2 The inspections and tests may be conducted on the premises of the Bidder or its consortium Business Associate or its subcontractor(s), at point of delivery and/or at the project site. If conducted on the premises of the Bidder or its consortium Business Associate or its subcontractor(s), all reasonable facilities and assistance, including access to process drawings and product data, shall be furnished to the inspectors at no charge to the Project and PCMC.

3 Should any inspected or tested Goods/software solution fail to conform to the specifications, the PCMC may reject the goods and the Bidder shall replace the rejected Goods or repair the defects detected in the solution that is tested.

4 The PCMC’s right to inspect, test and, where necessary, reject the Goods after the arrival of Goods / implementation of solution shall in no way be limited or waived by reason of the Goods / software solution having previously been inspected, tested and passed by the PCMC or its representative / inspector prior to the shipment of Goods / deployment of solution.

5 A thorough inspection of the deployed software solution will be carried out by the technical advisor of the PCMC. The final implementation shall be permitted only after the positive approval report of the technical advisor appointed by PCMC.

6 Nothing in GCC Clause 2.8 shall in any way release the Bidder from any warranty or other obligations under this Contract.



2.9 Delivery and Documents

1 Delivery/provision of the Goods/services shall be made by the Bidder in accordance with the terms specified by the PCMC in the Notification of Award.

2.10 Insurance

1 The Goods & Services supplied / provided under the Contract shall be fully insured in Indian Rupees against loss or damage incidental to manufacture or acquisition, transportation, storage, working environment, Installation & Commissioning, fire, safety, theft, natural calamities, performance and delivery in the manner specified.

2.11 Bidder office at PCMC site

1 The successful bidder will be provided with a 1500 square feet fully furnished and network / telecom ready office space to carry out the design and development of the e-Governance software in Pune metropolitan region / PCMC area.

2 The PCMC shall bear the cost of electricity and telecom for the office provided to the bidder.

2.12 Transportation

1 Where the Bidder is required under the Contract to transport the Goods/Services to a specified place of destination within the PCMC limits, defined as Project site, transport cost to such a place and the insurance, as shall be specified in the Contract, shall be arranged by the Bidder.

2.13 Incidental & Back-up Services

1 The Bidder may be required to provide any or all of the following services, including additional services, if any.

1.1 performance or supervision of the on-site assembly/work/training and/or;

1.2 start-up of the supplied/provided Goods/products/services/solutions;

1.3 furnishing of tools/software/firmware required for running and/or maintenance of the supplied / provided goods / products / services / solutions;

1.4 furnishing of detailed installation, implementation, commissioning, operations and maintenance manual for each appropriate unit of supplied/provided Goods/products/services/solutions;

1.5 performance or supervision or maintenance of the supplied/provide Goods/products/services/solution, for a period of time agreed by the Bidder under this Contract: and

1.6 training of the PCMC’s personnel will have to be provided on PCMC site, in start-up, operation, maintenance, installation, implementation, commissioning of installed Goods/products/services/solutions to the extent of the involvement of PCMC in the execution of the project but the Bidder will ensure the trained persons in the sufficient numbers as specified in section 6.3 of this document and as desired for the maintenance of the 99.98% services availability with 99.99% quality of delivery of services.



2.14 Warranty

1 The Bidder further warrants that all Goods/products/Services/software solutions supplied / provided under this Contract shall have no defect arising from design, materials or workmanship or from any act or omission of the Bidder that may develop under normal use of the supplied Goods / products / services / software solutions in the conditions prevailing in the country of final destination.

2 This warranty shall remain valid for six months period as defect liability of the product after the Goods/products/Services/software solutions supplied or any portion thereof, as the case may be, have been delivered, commissioned and accepted at the final destination indicated in the Contract.

3 The 5 years post implementation support services being the responsibility of the Bidder the due care of cost implications should be taken in to account on the revenue loss due to non availability of the services and also the cost implication on support services. It is essential to be noted that the minimum down time will be the essence of the Warranty.

4 If any system(s) with this software gives continuous trouble, say six times in one month during the warranty period, the Bidder shall fix the bugs without any additional cost to the project. Failure to fix the bugs will make the Bidder liable for a penalty of Rs.1000/- per day per service to the maximum of 5% of the total contract amount. The amount of penalty will be recovered from the amount to be paid by the PCMC against services.

5 The Bidder will also ensure the round the clock (24x7x365) services of sufficient on-site trained Service Engineers by the Bidder as mentioned in the section 6.4 of this document. If not provided a penalty of Rs.1000/- per day will be charged.

6 The suitability of the Service Engineer shall be examined and ascertained by the technical advisor to the project and same will be specify in the agreement.

2.15 Payments

1 The methods and conditions of amount to be paid to the Bidder or to be received from the Bidder under this Contract shall be specified.

1.1 The Bidder’s request(s) for payment shall be made to the PCMC in writing, accompanied by an invoice describing, as appropriate, the Goods / products / Services / software solutions delivered and the Services performed, and by documents, submitted pursuant to GCC Clause 2.10, and upon fulfilment of other obligations stipulated in the contract.

1.2 Payment will be made only after the positive satisfactory testing report by the technical advisor and a dedicated user acceptance team of the PCMC.

1.3 The stages for payments and the percentage of payment per stage for E-Governance Application Modules are given in the table below:



Sr. No. E-Governance Module Name 1 PCMC Services Portal 2 Digital Dashboards Phase - II 3 Intranet 4 Document Management and Tracking (File Tracking) 5 Citizens Grievance Monitoring System. 6 Solid Waste Management. 7 Hawkers Management System. 8 Central Medical Stores & Inventory Control for Municipal

Hospitals

9 Central Stores & Inventory Control 10 Vehicle Workshop Management. 11 Food Licenses Management System. 12 Security Management System. 13 Public Auditorium Management System. 14 IT Assets Management System. 15 Land and Estates Management System. 16 Health Program MIS System. 17 Town Planning Management System 18 Disaster Management System 19 Municipal Secretariat Management System 20 School Management System 21 Birth & Death Registration 23 Financial Accounting 24 Personnel Management 25 Hospital Management System 26 Slum Billing 27 Nagarvasti, Mahila Bal Kalyan, Basic Services To Urban Poor 28 Octroi / Cess 29 Sports Department with sports portal 30 Public Library Department 31 Sky sign & Industrial Licenses 32 Election Department 33 Sports Department 34 Audit Department 35 Fire Brigade 36 Electrical Department 37 Legal Department

Requirements

Deployme

nt Trainin

g Go-Live

e-Governance Application suite 15% 40% 10% 35%



1.4 The stages for payments and the percentage of payment per stage for existing application integration & legacy data migration are given in the table below.

1.5 The stages and percentage of payment for each stage for maintenance services after completion of warranty period for one calendar year are given in the table below. These will be replicated for the duration of the maintenance period.

2 Payments shall be made promptly by the PCMC but in no case later than thirty (30) days after submission of the invoice or claim along with all the required document by the Bidder, only after all the requisite approvals for the bills submitted are made by the PCMC’s representative of the conformity of the software solution / services supplied as per the agreed specifications.

3 Any incidental Charges agreed under the contract and acceptable mutually shall be paid within 45 Days from the date when it becomes due for payment and proper bills are submitted with desired documentation.

4 Payment shall be made in Indian Rupees by Cheque drawn on nationalized Bank in the name of the bidder.

2.16 The Amount payable

1 The amount against delivery of goods / products /services / software solutions which will be payable to the Bidder as stated in the Agreement.

2.17 Change Orders

1 The PCMC & the Bidder shall decide jointly the changes required to meet the requirement of the time and processes, and will minute the modifications and cost

Sr. No.

Work Description Requirement Specifications

Deployment Development

Server

Sign-Off

Deployment Production

Server 1 Integration with Existing

Application Modules 25% 50% 10% 15%

2 Legacy Data Massaging & Migration

25% 50% 10% 15%

3 Business Process Management Module

25% 50% 10% 15%

4 JAAS Single Sign On Module

25% 50% 10% 15%

Sr. No

Work Description Q1 Q2 Q3 Q4

1 Application Maintenance 25% 25% 25% 25%

2 Database Administration & Maintenance

25% 25% 25% 25%

3 Data Centre Administration & Management

25% 25% 25% 25%



implications where the payment is to be made by the PCMC at the agreed prices and accordingly necessary amendment order will be issued by PCMC.

2 If any such change causes an increase or decrease in the cost of, or the time required for, the Bidder’s performance of any provisions under the Contract, equitable adjustments shall be made in the Price to be paid by PCMC or delivery schedule, or both, and the Contract shall accordingly be amended on time to time basis. Any claims by the Bidder for adjustment under this clause must be assessed within Sixty (60) days from the date of the receipt of the PCMC’s change consent by the Bidder.

2.18 Contract Amendments

1 Subject to GCC Clause 2.18, no variation in or modification of the terms of the Contract shall be made except by written amendment signed by the parties.

2.19 Assignment

1 The Bidder shall not assign, in whole or in part, its obligations to perform under the Contract, except with the PCMC’s prior written consent.

2.20 Subcontracts

1 The Bidder shall notify the PCMC in writing of all subcontracts awarded under this Contract if not already specified in the bid. Such notification, in his original bid or later, shall not relieve the Bidder of any liability or obligation under the contract.

2.21 Delays in the Bidder’s Performance

2 Delivery / Provision of the Goods / Products / Services / Software Solutions and performance of the Services / Solutions shall be made by the Bidder in accordance with the time schedule agreed mutually and specified in the Agreement to be arrived at.

3 If any time during performance of the Contract, the Bidder or its sub-contractor(s) should encounter conditions impeding timely delivery/provision of the Goods and performance of Services, the Bidder shall promptly notify the PCMC in writing of the fact of the delay, it’s likely duration and its cause(s). After the receipt of such a notice, the PCMC shall evaluate the situation and may, at its discretion, extend the Bidder’s time for performance with or without a penalty, in which case the extension shall be ratified by the parties by amendment of the Contract.

4 Except as provided under GCC Clause 2.21, a delay by the Bidder in the performance of its delivery obligations shall render the Bidder liable to the imposition of a penalty as well as seeking enforcement of Performance Security, pursuant to GCC Clause 2.7, unless an extension of time is agreed upon pursuant to GCC Clause 1.14.2 without the application of penalty.

2.22 Penalty Clause

1 Subject to GCC Clause 2.22, if the Bidder fails to deliver / provide any or all of the Goods/products or to perform the Services / solutions within the period(s) specified in the Agreement, the PCMC shall, without prejudice to its other remedies under



the Contract, deduct from the amount to be paid to Bidder, as penalty, a sum of Rs 5000/- per day per item / service / module of software solution until actual delivery / provision / delivery of Service or performance, up to a maximum deduction of Rs 50,00,000/-. Once the maximum is reached, the PCMC may consider termination of the Contract pursuant to GCC Clause 2.23.

2.23 Termination for Default

1 The PCMC may, without prejudice to any other remedy for breach of contract, by written notice of default sent to the Bidder, terminate the Contract in whole or part:

1.1 if the Bidder fails to deliver / provide any or all of the Goods / Products / Services / Solutions within the period(s) specified in the Contract, or within any extension thereof granted by the PCMC or

1.2 if the Bidder fails to perform any other obligation(s) under the Contract.

1.3 If the Bidder, in the judgment of the PCMC, has engaged in corrupt and / or fraudulent practices in competing for or in executing the Contract.

1.4 For the purpose of clause 1.3 above, a corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of the PCMC, its agents, employees or Office Bearers in the procurement process or in contract execution.

1.5 For the purpose of clause 1.3 above, fraudulent practice is a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the PCMC, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial, non-competitive, levels and to deprive the PCMC of the benefits of free and open competition.

2 In the event the PCMC terminates the Contract in whole or in part, pursuant to GCC Clause 2.24.1, the PCMC may procure, upon such terms and in such manner as it deems appropriate, Goods / Products / Services/ Software Solutions similar to those undelivered, and the Bidder shall be liable to the PCMC for any excess costs for such similar Goods or Services.

2.24 Force Majeure

1 Both parties shall not be responsible for any failure to perform due to unforeseen circumstances or to causes beyond their reasonable control, including but not limited to acts of God, war, riot, embargoes, acts of civil or military authorities, fire, floods, accidents, terrorist activity, strikes or shortages of transportation facilities, fuel, energy, labour or materials, In the event of any such delay, either or both may, after giving a due notice, defer the delivery date for a period equal to the time of such delay.

2 Having regard to the commitments of either party to other third parties, either party shall intimate to the other in writing the likely period of suspension of fulfilment of its commitments and the likely date of resumption of the operations.



2.25 Termination for Insolvency

1 The PCMC may at any time terminate the Contract by giving written notice to the Bidder, if the Bidder becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Bidder, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the PCMC.

2.26 Termination for Convenience

1 The PCMC by written notice sent to the Bidder, may terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for the PCMC’s convenience, the extent to which performance of the Bidder under the Contract is terminated, and the date upon which such termination shall become effective.

2 The PCMC will Pay amount to the Bidder for the Goods & Services already executed by the BIDDER up to the effective date of termination according to the agreed exit formula.

2.27 Resolution of Disputes

1 In case of any dispute between the PCMC and the Bidder, due notice will be given in writing by the aggrieved party and a due process of resolution will be attempted by both sides. If no resolution is reached within a period of not more than 2 weeks, due process of arbitration will be followed and Arbitrator will be appointed under the governing arbitration act of India. The decision of the Arbitrator shall be final and binding on the PCMC and Bidder.

2.28 Governing Language

1 The contract shall be written either in English or in Marathi language.

2 Subject to GCC Clause 1.8, English language version of the Contract shall govern its interpretation. All correspondence and other documents pertaining to the Contract which are exchanged by the parties shall be written in the same language.

2.29 Applicable Law

1 The Contract shall be governed by and interpreted in accordance with the laws of the Union of India.

2.30 Notices

1 Any notice given by one party to the other pursuant to this Contract shall be sent to the other party in writing by e-mail/facsimile and confirmed by original copy by registered post / courier service to the other Party’s address specified in the contract document.

2 A notice shall be effective when delivered or on the notice’s effective date, whichever is later.



2.31 Taxes and Duties

1 Bidder shall be entirely responsible for all taxes, duties, license fees, octroi, road permits, insurance etc., incurred until delivery of the contracted Goods / Products / Services / Solutions to the PCMC. However, any tax in respect of the transaction between the PCMC and the Bidder shall be paid extra by PCMC, if so stipulated in the Notification of Award.

2.32 Binding Clause

1 All decisions taken by the PCMC regarding the processing of this tender and award of contract shall be final and binding on all parties concerned and shall not be challenged in any Court of Law or other judicial forum.

2.33 Labour Liabilities

1 The bidder shall appoint his own skilled and unskilled staff for running the project entirely at his own cost and consequences. The bidder shall abide by all provisions of Labour Laws, Minimum Wages Act, Labour Contract Act, etc, and other applicable acts. The bidder will have to undertake all liabilities and responsibilities as the employer of his employees and shall indemnify the corporation from all the liabilities as a principle employer during the tenure of this project.

2.34 Cyber Laws

1 The bidder shall indemnify the corporation from all penal and criminal liabilities arising out of breach of the provisions of cyber law and other applicable laws during the process of delivering services over the infrastructure built for providing these services by them or by the persons they will be employing, for running the project, to various citizens, clients in PCMC area including PCMC’s in house users. The bidder shall assure the corporation to keep aside from all legal liabilities and penal actions that would be caused due to the actions of their employees and the user(s) responsible for committing the crime covered under the cyber laws or any other law.

2.35 Jurisdiction:

1 For all the legal purpose the Jurisdiction shall remain confined to the Courts of Pimpri Chinchwad.

2.36 Exit Policy

1 At the time of exit under the agreed or forced circumstances, the proper evaluation of assets & liabilities, penalties, market & brand image loss, Business proposition of that instant, amounts payable and receivable among the PCMC & Bidder, market dues recoverable and the non recoverable debts, status of warrantee, the technology update, etc. shall be worked with the help of PCMC’s Technical Consultants, Chartered Accountants, Tax Consultants and financial analysts as per the guidelines set by the PCMC and shall remain acceptable to the exiting Bidder.

2 The transfer loss due to the price, terms and conditions offered by the new incomer Bidder shall be charged to the account of the exiting Bidder.



3 The payment to the Bidder shall become due, if any, after settlement on all accounts and shall be made within 60 days from the date of settlement of last disputed issue by PCMC.

4 The Bidder shall submit the documentation as follows:

4.1 The valid insurance policy documents.

4.2 Copies of the Bidder’s invoice mentioning the clause of agreement to pay or accounting purpose only, showing Goods / Products / Services / solutions description, amount, total amount, life lived, total life year of the goods/products/Services/solutions, now claimable value.

4.3 Bidder’s warranty certificate;

4.4 Inspection Certificate issued by the nominated inspection agency, and the Bidders test report.

2.37 Bidder’s Obligations

1 The Bidder is obliged to work closely with the PCMC’s staff, act within its own authority and abide by directives issued by the PCMC.

2 A joint management committee (JMC) shall be formed constituting three PCMC officials including the technical advisor/consultant appointed by the Commissioner of PCMC and the three representatives of the Bidder. In addition to these six members, the Commissioner of PCMC shall remain permanent chairman of this committee and his decisions will be final. The Commissioner may invite various departmental heads and other senior officials of the PCMC for meetings of this JMC as and when required.

3 This committee will be responsible for deciding and formulation of policies related to the services to be offered under the PCMC services and shall also monitor the quality and performance of the services to be rendered by the solution/service provider to the citizens in the City and within PCMC staff.

4 This Joint Management Committee shall also be responsible for addressing the complaints from the users and giving proper solutions to the problems to make the entire system user friendly and performance oriented to help PCMC in meeting the objective and achieving the vision concept.

5 The Bidder will abide by the job safety measures prevalent in India and will free the PCMC from all demands or responsibilities arising from accidents or loss of data/ life the cause of which is the bidder’s negligence. The Bidder will pay all indemnities arising from such incidents and will not hold the PCMC responsible or obligated.

6 The Bidder is responsible for managing the activities of its personnel or sub-contracted personnel and will hold itself responsible for any misdemeanours.

7 The Bidder will treat as confidential and in strict confidence all data and information about the PCMC, obtained in the execution of his responsibilities and



will not reveal such information to any other party without the prior written approval of the PCMC.

3. Technology Platform

Integrated e-Governance Applications @ PCMC - RFP Page # 34

Copyrights © All Reserved

Technology Platform 3.1 Technology Stack

The PCMC e-Governance Applications will run on a technology stack that is based on proven open source technologies. The applications shall conform to the Web 2.0 and run on a W3C (World Wide Web Consortium) compliant web browser. The brief component wise break up is illustrated in the graphic below.

1. The front end will be built using Wicket & JSF frameworks based on the the Java J2EE technology stack.

2. The E-Governance applications shall be deployed on the SUN certified Apache Geronimo application server.

3. The database store will be PostgreSQL, the industrial strength relational database management system also capable of storing spatial data.

4. Reportage will be built using BIRT / Jasper Reports with iText libraries.

5. All database queries shall be constructed using, Hibernate object relational mapping layer.

6. All scheduling activities will be implemented using the Quartz scheduling engine.

7. For GIS web application deployment, the UNM Map server will be used.

The proposed e-Governance project shall be implemented using the web 2.0 Architecture. This enables the application to run using a thin client (web browser) which is widely accessible through the internet. This mode of delivery is technology agnostic that is a service delivery enabler.

3.2 Data Security & Access

1 The PCMC e-Governance Applications will be accessed through a role based authentication using encrypted passwords from a single sign on server.

2 User rights to various modules and forms should be regulate creation of new records, modify / view / delete existing records either Create New Record or View

3. Technology Platform



existing Record or Edit existing record. The application shall capture exceptions to detect frauds / mistakes.

3 An audit trail of changes to data in the system shall be maintained to identify the users responsible for the modification. There should be a facility to create reports on audit logs.

3.3 Business Process & Workflow Engine

1 All the new applications shall be integrated with a business process and work flow engine. This engine shall be in the form of an embeddable gadget which will be integrated with all the application modules, legacy as well as new.

2 This engine shall also be used to define business rules external to the application. For example, the Development Control Rules in the building permissions module should be configured using this gadget without modifying the source code.

4. Functional Specifications



4. Functional Specifications 4.1 Service Delivery Value Proposition

The Pimpri Chinchwad Municipal Corporation proposes to deliver citizen centric services from the PCMC Services Portal. Access to this portal shall be from the internet. Alternative access to citizen services shall be provided through web of citizen facility centres (CFC’s) and kiosks that are proposed to be set up across the city to form the backbone for the service delivery to the urban poor.

The benefits of this approach are manifold. For the citizens, service delivery shall happen in a clear transparent manner and every application would be traceable very much like the courier packages that are traceable using the internet. The citizen shall also be removed of any physical interaction with the PCMC officers and staff wherever possible so as to reduce corruption and exchange of speed money.

The PCMC administration shall benefit from being able to perform value added work since most of the manual repetitive work involved in service delivery to the citizens would be automated.

The City Development Plan (page 7-101, section 7.1.2) defines e-Governance as, “a system of e-governance using IT applications such as GIS and MIS for various services provided by PCMC”.

It further reiterates that, “E-governance is an opportunity to transform the corporation’s commitment to be citizen centric and provide cost effective services and enhance governance through improved access to accurate information and transparent, and responsive and democratic institutions. Thus e-Governance is no longer an experimental administrative reform but a permanent part of the governing process. For both government organizations and citizens, its advantages are far reaching in comparison to the investment in establishing e-governance”

The Integrated e-Governance Infrastructure aligns completely with the clearly set well laid out priorities of e-governance in the CDP (CDP, page 7-102):

Promote people-centric administration - Common citizens to get the benefits of the system of accurate billing and avoidance of corruption

Move from process accountability to productivity accountability and from transactional to transformative governance - The process is computerized to increase productivity. Each department of the corporation has reports giving exact statistics of how accountability is achieved through the system.

Reduce delays and ensure promptness in delivery of services through computerization - This will ensure timely delivery of accurate service.

E-Administration - Improve administrative processes by cutting cost, managing performance, making strategic connections within the local bodies and creating empowerment.




E-Citizen and E–Services - Connecting citizens to the local government by talking and listening to citizens, supporting accountability and democracy, and improving public services

Citizen Centric Organisation - PCMC has taken the lead in e-governance projects and presently it has displayed a true citizen centric project through Citizen Facilitation Centres.

4.2 Integrated e-Governance Infrastructure Architecture

The provision of citizen services through the PCMC Services Portal will require a robust and scalable e-Governance infrastructure. The section defines the architecture and the various components of the e-Governance architecture proposed to be implemented in PCMC.

This Architecture defines the individual components of the proposed e-Governance Infrastructure as well as the technology platform it is proposed to run on. It shall comprise of three inter dependant functional layers and a robust and industrial strength technology platform.

4.2.1 PCMC e-Governance Applications Suite

The PCMC e-Governance Applications Suite is an amalgam of various integrated information systems that will deliver citizen centric services. It is a six layered interconnected application architecture that is shown in the schematic.

Functional Components

4.2.2.1 PCMC Services Portal

The primary objective of the PCMC Services Portal is to provide single window access to information and services provided by the municipal corporation fulfilling the mission of making life easy for a common citizen.

The key attribute of the portal will be the ability to initiate the delivery of municipal services anytime. Often these services are provided through different departments




singly or in concert. Citizens then have to approach multiple departments and a multitude of people within those departments for getting their service.

For making such information and services accessible in a convenient manner, the PCMC Services Portal shall be established to provide a one-stop source for all the PCMC information and services. This portal shall be the unmanned front office of the PCMC every citizen may access for information and services.

4.1.1.2 Digital Dash Boards

Digital Dashboards are graphic representation that contains a series of gauges and depictions that summarise the state of the organisation, be it financial, or project monitoring, billing, recovery more generally of any indicator that allows the user to know the situation, possibly in real time, of the organization.

This innovative concept used in large businesses and private sector is proposed to be implemented in the PCMC. The top management team of the PCMC can instantly monitor the overall indicators of departmental performance on a real time basis, deciding in which areas it is necessary to act in order to correct some behaviour that could potentially deviate from the expected results.

Digital dashboards allow the users at all levels to capture and report specific data points from each department within the organization, thus providing a "snapshot" of performance.

The benefits of using digital dashboards include:

Visual presentation of performance measures

Ability to identify and correct negative trends

Measure efficiencies/inefficiencies

Ability to generate detailed reports showing new trends

Ability to make more informed decisions based on collected business intelligence

Align strategies and organizational goals

Save time over running multiple reports

These digital dashboards shall be powered by an advanced business intelligence software application that shall enable the user to:

Operational, analytical, ad hoc and financial reporting.

Interactive OLAP analysis

Data integration / ETL (Extract, Transform, Load)

Enterprise dashboards

Data mining and advanced statistics

The digital dashboards layer shall use data garnered from the underlying Intranet, Document Management and GISDA ERP Suite layers.




4.1.1.3 Intranet

PCMC officers and staff shall use the Intranet layer to check pending tasks, email as well as use it for routine administrative work like applying for leave of absence, checking the available leave record and necessary records, access routine departmental circulars and orders, etc.

4.1.1.4 Document Management

PCMC holds a vast quantity of physical documents that are currently in the process of being scanned and archived to enable them to be digitally retrieved whenever required and also to protect and preserve the physical documents from being worn out due to heavy usage.

Some of the advantages in going in for a document management system application are:

Reduced operational costs and administration time

Easy, instant access to information

Increased Productivity

Efficient workflow and distribution of information

Minimize risk – damaged, lost, out of date documents

Complies with governments regulation on legal admissibility

4.1.1.5 PCMC E-Governance Applications Suite

The existing applications in phase I are given below:

1. Geographical Information System for Dynamic Administration (GISDA)

2. GIS based Assets & Works Management System.

3. Building Permission Management System. (Auto DCR)

4. Online E-Tendering System.

5. GIS based Property & Water Revenue Management System.

6. Project Monitoring System (Dashboard)

New Applications:

New applications are proposed to be built to completely integrate the working of the PCMC through the integrated e-governance infrastructure. These are as follows:

1. PCMC Services Portal.

2. PCMC Intranet.

3. Citizens Grievance Monitoring System.

4. Solid Waste Management.

5. Hawkers Management System (Registration & Regulation of Hawkers).

6. Central Drug Stores & Inventory Control for Municipal Hospitals




7. Vehicle Workshop Management.

8. File Tracking System.

9. Food Licenses Management System.

10. Security Management System.

11. Public Auditorium Management System.

12. IT Assets Management System.

13. Land and Estates Management System.

14. Health Program MIS System., Hospital Registration System, Health Department

15. Town Planning Management System. (Status & Management of Reservations according to the sanctioned DP)

16. Public Library System

17. Fire Brigade Monitoring System

18. Legal Management System

19. Election Management System

20. Electrical Billing Monitoring System

Legacy Applications

There are several legacy applications currently running at PCMC built on the client server platform as well as on the DOS operating system. These applications cover important core functions like Finance, Personnel Management, Stores & Inventory control, etc. Historical data of birth and deaths is available in the standalone databases of these applications. To be able to seamlessly integrate inter departmental usage of applications and data these applications need to be ported to integrate in the GISDA ERP Suite of applications.

Sr.No Application Name Platform

1. Birth & Death registration VB ,SQL

2. Stores & Inventory Control FoxPro

3. Financial Accounting VB ,SQL

4. Personnel Management VB, SQL

5. Hospital Management System ASP.Net, SQL

6. Slum Billing VB, SQL

7. Nagarvasti ASP.Net, SQL

8. Mahila Bal Kalyan ASP.Net, SQL




9. Basic Services To Urban Poor System ASP.Net, SQL

10. Octroi / Cess Power Builder ,Oracle

11. Municipal Secretariat Management System VB, SQL

12. Building Permission Management System ASP.Net, SQL

13. Audit Management System ASP.Net, SQL

14. Sky Signs & Licenses VB, SQL

15. Sports Department with Sports Portal ASP.Net, SQL

General functionality requirements for some of these modules is given in section 11. However, the bidder shall have to conduct a separate requirements gathering process and draft a detailed Requirements Document for each module proposed to be implemented in this RFP.

The system should be able to interface for the 100 No’s of Kiosks for online payment/ Services.

5. Development Methodology & Project Management


5. Development Methodology & Project Management 5.1 Agile Development Methodology

The PCMC proposes to execute the proposed e-Governance project in a phased manned with a layer of capacity building and change management running constantly throughout the period of implementation. There are a lot of expectations from internal as well as external stake holders of this project. The PCMC is adapting to the new levels citizen centricity and to bring the significant progress in its operations through appropriate project phasing, the core parts of the implementation cycle are:

Enhance human capacity to support project implementation

Accelerated efforts to deploy project infrastructure

Implementation of telecommunication infrastructure calls for new thinking

Lack of coordination and integrity among various implementation parties

Seamless delivery and Integration between applications. Data availability.

Following phases are designed for delivery of different functionality. For example development/deployment of Authentication can be treated as component, whereas, validate username and password is component functionality. This will need agile delivery mechanism by IT solution provider.

In agile delivery, various components and their functionalities can be at different phases. Consolidation of these phases’ data can provide the top level management

view as project progress.

Initiation



Design

Development

Deployment

Project closure

The Pimpri Chinchwad Municipal Corporation proposes to implement the e-Governance Infrastructure using the AGILE deployment methodology. It provides for a prove quality assurance and software acceptance methodology. AGILE practice enables for faster delivery, minimize risks and faster go-live.

Agile enables quick adoption to the changes in requirement. At any given point in time a set of functionality is delivered to users tested and working end-to-end. This helps the project to adapt to the changes in terms of requirements or course of project quickly. The small iteration approach will allow improving the ability to quickly adapt the changes in requirements at any stage of the project.

The following figure shows how the agile approach is more effective over the traditional waterfall approach.

The project is broken down in to small iterations to minimize risk. Any large project is broken down into a set of small projects to slice the tunnel to improve the visibility and control. Hence user and customer confidence about the most common questions, “how much is remaining?” and “whatever is delivered is it working?” soars as iterations happen. The third benefit of breaking the project down into small Iterations is that changes can be accepted very easily. As any given point in time the project has the flexibility to change the course of action. User feedback early and throughout the development stage. In a traditional approach the efforts spent on a development keeps on getting accumulated in form of value at risk because the end-user tests the application only in the end. In the case of the iterative AGILE approach, the functionality gets released to end users at the end of the iteration to get a quick feedback which will iteratively decrease the value at risk.

Continuous integration



Continuous integration helps remote teams to integrate and it eliminates the risk of integration. It keeps the system fully integrated at all times. Ideal build practices should involve build multiple times per day. This build integrates all latest code, compiles it and then executes the automated tests to ensure that no regression defects are introduced at any point of time.

Testing

Test Planning

Before the start of iteration QA will prepare a system test plan for the user stories to be delivered in that iteration.

Test Execution

After the iteration is complete, a detailed manual testing will be carried out by the QA for the stories delivered in the iteration based on the system test plan.

IST & Pre-UAT Sign-Off

On completion of QA testing of the iteration, the stories built in the iteration shall be delivered to QA for IST (Integrated System Testing) and then to the user for pre-UAT and signoff.

Final UAT Sign-off

On complete delivery the entire application will be delivered for customer UAT and sign-off.

Defect Tracking

All defects identified either at QA or UAT stage shall be tracked for closure. For this any tool preferred by customer can be used.

Release Planning

Iterative Planning



Iteration release notes

A release notes document shall be generated to provide status of the iteration delivered. It will contain the following information:

Stories Planned for the iteration:

Delivery

On Customer UAT sign-off for the complete application, the application will be delivered to the customer with its installation artefacts and documentation.

Stand-up meetings

Each team will do a daily 5-10 minutes stand-up status meeting. This practice is inspirited from Scrum [Agile Project Management]. The team stands in a circle facing each other. Each team member answers 3 questions:

What have you done since the last meeting?

What will you do between now and the meeting?

What got in your way of doing work?

There is one person plays a role of “rotating” animator that change every 1 week. The actions are persisted in form of MOM. The stand-up meetings are extremely effective to create a visibility, sense of ownership and quick issue resolution. The issues identified then gets logged to the issue management system and tracked for closure by the leader.

5.2 Project Management

Project Management Tool

A distributed Project Management tool like JIRA or MS project should be used. This shall provide high visibility into the status between the Implementation Team and PCMC officials.

Dashboard

Every fortnight a dashboard of the development activity shall be prepared by the project manager and circulated to the stake holders to provide visibility into the activity which will help highlight any issues for smooth running of the operations. The dashboard will contain report on following parameters.

Status of agreed actions from last review

Work carried out during the period

Status of tasks

Performance of support activity against the agreed SLAs

Quality

Productivity



Issues need resolution/ discussion

Scheduled Reviews shall be as per the table below:

Item PCMC Participant

Vendor Participant Frequency

Steering

Committee

Customer

Management

Management Team Half Yearly

Project

Management

Project Manager

Project Manager, Tech

leads, Solution architect, Test lead

Fortnightly

Project

Review

Project Manager

Project Manager,

Onsite Coordinator, Tech Leads

Weekly

Daily Stand-up Tech Lead & his team Daily

Continuous Integration

Code check-in and continuous integration

The code check in procedure is the most sacrosanct of all the procedures in terms of releasing the code. The developer before checking in the code has to make sure that the code does not break any of the previous test suites and that the coding standards are adhered to.

Automated Regression Testing Suite

Generally, the quality of output of automated regression testing suites is quite high and the test coverage is adequate. Where needed, the vendor shall invest to add automated tests to the regression suite to make the build highly robust and raise the reliability.

Only when the verification and integration is complete is the developer allowed to check in the code through to the main Code Build Procedure: The build procedure introduced stringent checks during development to minimize the defects and to prevent recurring defects by adding new rules.

Continuous Testing



Levels of automated testing using various tools:

System Functional Testing - Owner: QA

Functional Unit Testing - Owner: QA

Integration Unit Testing - Owner: Dev

Logic Unit testing - Owner - Dev

Onsite Coordinator and the Implementation team

The vendor implementation shall be a team of at least 10 members permanently stationed at PCMC software development centre with a coordinator stationed on site. The coordinator shall also help users in handholding during pre-UAT, UAT and post UAT stages. The entire project is proposed to be divided in the following packages for efficient implementation and also according to the independent skill sets required to implement each component.

5.3 Project Monitoring Structure

To monitor the project implementation at every stage a project management structure is shall be established. This will ensure that decisions are taken quickly at all the levels.

For this purpose, a Joint Project Management Committee (JPMC) shall be established. The JPMC will be the final authority to resolve all disputes and monitor the project implementation.

The Honourable Municipal Commissioner, Director General & CEO - Science and Technology Park, Pune, designated Project Coordinator of PCMC and designated Project Managers of the implementing agencies shall be members of this committee.

The Additional Commissioner-PCMC, Assistant Commissioner (Central Store) , The City Engineer, Assistant Commissioner (GIS Co-ordinator), Computer Officer, Crisil representative, NIC representative, The Chief Accounts and Financial Officer, The Chief Auditor, shall be Ex-Officio members and permanent invitees of the Joint Project Monitoring Committee (JPMC).

The PCMC Municipal Commissioner shall be Chairman of the JPMC and the Project Coordinator of PCMC shall be Convener who shall convene all meetings of the JPMC.

The JPMC will be responsible for the following;

1. Convene periodic meetings to monitor project implementation.

2. Seek the guidance and help of the Honourable Municipal Commissioner to remove obstacles and provide solutions to problems.

3. To discuss and finalise on issues that are beyond the scope of this agreement.



4. Any other relevant discussions with the permission of the Chairman.

6. Additional Services



6. Additional Services Additional services that are imperative to implement the integrated e-Governance Application solution shall be provided by the bidder include the following:

PCMC aims to adopt and implement worldwide best practices. In view of this, PCMC expects the Bidder to propose workflows based on the best practices followed at the international level in the form of blue prints or workflows as part of this delivery. These workflows shall be shared with the key officials in the concerned departments through a series of workshops and their views taken into consideration during design of the final workflows.

6.1 Services Components 1 One time

1.1 Data Migration/ Master Files

1.2 Integration with Legacy systems

1.3 UAT

1.4 Implementation

1.5 Parallel / Independent runs

1.6 Training/Documentation

2 Recurring (Post Implementation)

2.1 Enhancements/ Upgrades/Customisation

2.2 Support for the next 5 years beyond defect liability period of 6 months

2.3 System Administration

2.4 Database Base Administration

2.5 Change Management Process

2.6 Onsite and Online Support.

6.2 Enhancements, Bug Fixes

1 Once the applications have been commissioned, the Bidder shall provide support for all future enhancements and bug fixing. The Bidder shall propose the teams for this along with their roles, job descriptions and profiles of key individuals. The Bidder will include their quote for 60 months support beyond defect liability period of 06 months.

6.3 Training

1 The Bidder shall provide training to all the personnel identified by PCMC at PCMC designated site on application usage, maintenance procedures like back up and retrieval procedures, etc. The Bidder shall also provide hands on training to the




end users as per the User Training Plan. PCMC will measure the effectiveness after the completion of the training.

6.4 Help Desk Support

1 The Bidder shall also provide an onsite technical support, handholding support and training services as part of the post implementation services, on a scheduled basis as well as on a need basis for a complete period of defect liability and the support for next 60 months.

2 The Bidder shall provide an online support service for all internal users of PCMC. This will function on all PCMC working days from 09:00 A.M. to 8:00 P.M. It is hereby agreed that PCMC shall provide office space of approx 1500 sq feet on the PCMC premises.

6.5 Project Management Service

1 The Bidder shall develop a Project Management Plan. The Project Management Plan shall amongst other functions, detail all tasks including but not limited to the task / person in charge for the execution of the task/ effort resource allocation. This information shall be provided in the form of a detailed Gantt chart. The Project Management Plan shall also detail all milestones and indicate when the required deliverable documentation will be available to PCMC.

2 The Bidder shall develop a Risk Management Plan and shall identify, analyze and evaluate the project risks, and shall develop cost effective strategies and action plans to mitigate those risks. The Bidder shall monitor report and update the project risk profile.

3 The Bidder shall develop a Quality Assurance Plan for the execution of this project. The Quality Assurance Plan shall address at a minimum, the following project processes:

3.1 Document Control

3.2 Change Management

3.3 Product Review and Approval

3.4 Control of Customer Supplied Product

3.5 Inspection and Testing

3.6 Risk Management

3.7 Control of Quality Records

3.8 Training

4 The Quality Assurance Plan shall define the structure and scope of the required quality objectives. Deliverables:

4.1 Project Management Plan

4.2 Risk Management Plan




4.3 Quality Assurance Plan Review of Deliverables

5 On the receipt of each deliverable, PCMC shall review each deliverable within a mutually agreed time frame. PCMC shall issue “Permission to Proceed” or “Permission to Proceed subject to certain conditions”.

6.6 Identified Risks

1 Government bureaucratic procedures for gathering data and digitize may take longer time than the normal one.

2 Competency development of PCMC officials and staff to acceptable levels of managing operations & services will be a time consuming process and need to be planned very meticulously.

3 Rule engine logic for different applications in the E-Governance Applications suite may not conform to standard specifications.

4 Work flows in different PCMC departments may not confirm to internationally accepted norms and may have to be treated differently.

5 Simplification of the process of various services and its change management is likely to take longer time than planned.

6 Service restoration will be a key issue once the system goes down for any reason. All possible work around have to be thought ahead of time and should be verified from time to time.

7 Reporting of the health of the system by number of transactions completed on the system at regular and predefined intervals.

8 Electrical power availability during the implementation and maintenance phase may create problems.

6.7 Project Reporting Services

1 The Bidder shall submit to the PCMC a written progress report every fortnight. The Bidder shall also report exceptions and issues that that requires action.

2 The Bidder shall attend monthly project execution committee meetings that shall be held at the PCMC’s premises. The date and time of the meeting shall be decided mutually between the parties. The Bidder shall to provide a written report on the following:

2.1 Progress against the Project Management Plan

2.2 Status of all risks and issues

2.3 Status of testing Ad-hoc

3 The Bidder will assess ad-hoc requests for information or review meetings promptly on the delivery date that shall be given by the PCMC. The Bidder shall deliver the required information in writing within the agreed time frame.




6.8 Design Services

1 The following Design phase services are sought:

1.1 Review of the proposed workflows/Blueprints/Functional Requirement Specifications by PCMC.

1.2 Development of final Functional Requirement Specifications based on inputs from PCMC teams.

1.3 Development of a prototype to progressively demonstrate to the user.

1.4 interface to enable the user to evaluate the business system design and the user interface design

6.9 Build & Testing Services

1 The following build and testing services are sought:

1.1 Software Development Services:

1.1.1 The software will be developed and tested in accordance with the latest version of the functional / Technical Requirements Specifications.

1.1.2 Performance Testing Benchmark Environment and the Performance Requirements Specifications.

1.2 Development Environment

1.2.1 The Bidder shall provide the development environment including all hardware, software and office accommodation. The location of the Bidder’s development premises shall not be moved from the nominated location as per the agreement, without the approval of the PCMC.

1.3 Testing Services

1.3.1 The Bidder shall develop a Test Plan to support Function Testing and System / Integration Testing.

1.3.2 The Bidder shall ensure that the testing of the software is comprehensive and auditable.

1.3.3 The Bidder shall undertake the complete testing of the entire new system, as part of system integration testing.

1.3.4 The Bidder shall undertake the testing of the data conversion and migration to the new system, as part of system integration testing.

1.3.5 The Bidder shall ensure that the re-testing of all software likely to be impacted by the correction of the “Non Compliances” identified during User Acceptance Testing (UAT) is comprehensive and auditable.

1.3.6 The Bidder shall maintain a Test Defect Log using an online application with access to PCMC designated users of the project execution team.




1.3.7 The Bidder shall provide a Testing Report on the current status of testing, as part of the Project Reporting.

1.3.8 The Bidder shall take up third party quality control, security audit to the IT system by STQC or by any firm from the implemented list approved by CERT, DIT and GoI before going live.

1.4 Configuration Management Services

1.4.1 The Bidder shall ensure facilities exist for the control of documentation, program versions and program migrations between environments.

1.4.2 The following Deliverables shall be made:

1.4.2.1 Test Plan, covering all testing to be performed by the Bidder.

1.4.2.2 Function Test Cases

1.4.2.3 Test Log

1.4.2.4 Testing Report

1.4.2.5 Software Executables

1.4.2.6 Revised Functional Specifications

1.4.2.7 Revised Technical Design Document

1.4.3 All of the other deliverables referred to above, shall be delivered to the PCMC on commencement of the initial User Acceptance Testing (UAT) and on the commencement of any subsequent UAT periods following the correction of any “Non Compliances”.

6.10 User Acceptance Testing Services

1 The following User Acceptance Testing Services are required:

1.1 User Acceptance Testing (UAT) will be performed by PCMC at PCMC site, in accordance with PCMC approved UAT plan. The Bidder shall install the system in PCMC UAT environment. The Bidder shall provide a representative to participate in the UAT. The Bidder must give PCMC representatives a minimum notice of agreed period, of readiness to proceed to UAT.

1.2 PCMC representatives will commence Pre-UAT on the Bidder’s test environment as soon as PCMC receives the notice of “Readiness to Proceed” to UAT date.

1.3 PCMC representatives will inspect the test log and execute a series of test cases on the Bidder’s development environment, over agreed period of time.

1.4 For this Pre-UAT, the PCMC shall provide the necessary testing environment (hardware, software and system configuration data) to support a group of 3 – 5 PCMC testing personnel.




1.5 Following the completion of Pre-UAT, PCMC representatives will determine whether to proceed to user acceptance testing on PCMC site. The software executables to be installed for user acceptance testing will have no defects outstanding at the time of installation. User acceptance testing may be terminated and rescheduled if PCMC representative determines that further testing would be of little or no value as a consequence of the existence of critical or high level defects.

1.6 At the completion of UAT, the correction and retesting by the Bidder of the outstanding defects will be undertaken within the period as agreed. The UAT retesting procedures will be as for the initial UAT testing, as described above.

1.7 The acceptance of the system by PCMC will be based on no defects outstanding in the above-specified “time boxed” user acceptance testing periods.

1.8 The services required of the Bidder during User Acceptance Testing are listed below:

1.8.1 Software Installation

1.8.2 Defect Analysis, Correction and Re-testing

1.8.3 Documentation of the problem defect analysis and the solution details

1.8.4 Performance Monitoring. This task will be undertaken jointly with PCMC personnel.

6.11 Performance Testing

1 Performance Testing will take place at PCMC’s site during user acceptance testing as per the approved Performance Testing plan.

2 During the Design Phase, the performance testing benchmark environment, the performance requirements and the method of conducting the performance testing to determine system performance against the response time targets will be specified by the Bidder in consultation with PCMC.

3 If as a result of performance testing, PCMC determines that one or more system performance requirements have not been satisfied, then each of these requirements will be recorded as a defect with a severity classification of

4 “High”. The cost incurred for the fixing of the Problem shall be borne solely by the Bidder and such cost shall not be reimbursed by PCMC.

5 The Bidder has to perform stress testing and load testing, as well assist PCMC in performing the same.

6.12 Defect Severity Classifications

1 A brief description of the defect severity classification is given below.

1.1 Critical - A failure of software evidenced by abnormal termination of programs or windows.




1.2 High - A failure of software evidenced by incorrect results with respect to critical data and for which there is no 'work around'.

1.3 Medium - A failure of software evidenced by either incorrect result with respect to critical data for which there is a 'work around', or incorrect presentation of information.

1.4 Low - A minor or cosmetic flaw in the software normally involving screen layouts, report formats and error messages. Note: A 'work around' is defined as performing a system user action or actions to achieve the same physical result, i.e. the same database state, without unduly hindering normal operations.

6.13 Product Defect Management during UAT

1 Problems raised by PCMC during user acceptance testing (“Problem”) will be classified as follows:

1.1 Problem is within specifications. Such Problem shall be recorded on the defect log with the appropriate severity status of Critical, High, Medium or Low. The cost incurred for the fixing of the Problem shall be borne solely by the Bidder and such cost shall not be reimbursed by PCMC.

1.2 Problem is outside specifications but is attributable to changes in software within specifications. Problem will be recorded on the defect log with the appropriate severity status of Critical, High, Medium or Low. The cost incurred for the fixing of the Problem shall be borne solely by the Bidder and such cost shall not be reimbursed by PCMC.

1.3 Problems raised by PCMC during user acceptance testing will be documented on a Non Compliance Report (NCR) and communicated to the Bidder for analysis and solution. The classification of the problem and the severity of the problem will be determined by PCMC. The Bidder will document their analysis of the problem and their proposed solution on the “NCR” document.

6.14 Software System Deliverables

1 Blue print of workflows.

2 Software Executables and installation packages.

3 Detailed Functional Specification, including Logical Data Base Design and Data Dictionary.

4 Detailed Technical Design Document.

5 Acceptance test document.

6 Non Compliance Reports completed with problem defect analysis and solution details.

7 Integrated e-Governance Application Suite User/ Administrator Manual.

8 Integrated e-Governance Application Suite source code.




9 The deliverables referred to above, shall be delivered to PCMC (via an acceptable medium such as CD) on successful completion of the User Acceptance Testing (UAT).

6.15 Data Conversion and Migration

1 The Bidder shall provide the data conversion and migration services as defined in the Requirements Specification document. The Bidder shall undertake the testing of the data conversion and migration software as part of system integration testing.

6.16 Documentation Services

1 The Bidder shall provide PCMC with two (2) hard copies and a soft copy of all documentation for the required deliverables specified in this section. Version control will apply to all documents.

6.17 Training Services

1 PCMC believes that the key to successful implementation will be the Bidder’s ability to train PCMC’s staff in the operation of the proposed solutions.

2 The Bidder shall provide training to personnel identified by the IT Cell on the Workflows, Project Technical Design & Implementation, covering Data Base Design, Application Design, Program Libraries and System Configuration at PCMC site.

3 The Bidder shall also provide hands on training to the end users as per the User Training Plan. PCMC will measure the effectiveness after the completion of the training. The Bidder must be able to train the users in Marathi languages, apart from English language. The Bidder shall also provide training collaterals in the form of self running demos in both the languages.

6.18 Warranty Period

1 The Bidder shall provide software support for the Integrated e-governance system during the Warranty Period of 6 months, in accordance with the following:

2 The Warranty Period for the custom-built software shall be 6 months from the date of notification of acceptance of each individual module

3 The Bidder will fix the bugs raised by PCMC during the Warranty Support Period, which are classified as a defect, with nil cost to PCMC. The “Fixes” shall be implemented on PCMC development and production servers as well as delivered to PCMC via a medium such as CD and/or any other new and developed medium that may be used.

6.19 Maintenance Support Services

1 The Bidder is expected to transfer the knowledge to the PCMC nominated Technical Team but however shall commit the required trained and experienced




personnel for the minimum period of defect liability from the completion and sign-off and the next five years of maintenance period.

2 The Bidder is required to provide ongoing maintenance support and / or further system development services for the entire system over an initial five year period. This support shall commence on a date to be agreed after the completion of defect liability period for each module sequentially.

3 Maintenance Support Services are defined as ongoing production support and small software modifications. These software modifications will be specified through a “Software Change Management Request Form”.

4 For on site maintenance bidder should provide 1 Project Manager, (With Minimum 5 year Experience & Minimum Qualification is B.E. Computers/ IT, MCA, MCS) 10 Software Engineers (With Minimum 2 year Experience & Minimum Qualification is B.E. Computers / IT, MCA, MCS)

7. Commercial Bid



7. Commercial Bid 1 E-Governance Applications Suite Sr. No. E-Governance Module Name

Amount (INR)

1 PCMC Services Portal. 2 PCMC Intranet. 3 Citizens Grievance Monitoring System. 4 Solid Waste Management.

5 Hawkers Management System (Registration & Regulation of Hawkers).

6 Central Drug Stores & Inventory Control for Municipal Hospitals

7 Vehicle Workshop Management. 8 File Tracking System. 9 Food Licenses Management System.

10 Security Management System. 11 Public Auditorium Management System. 12 IT Assets Management System. 13 Land and Estates Management System. 14 Health Program MIS System, Hospital Management

15 Town Planning Management System. (Status & Management of Reservations according to the sanctioned DP)

16 Public Library System 17 Fire Brigade Monitoring System 18 Legal Management System 19 Election Management System 20 Electrical Billing Monitoring System 21 Birth & Death registration 22 Stores & Inventory Control. 23 Financial Accounting 24 Personnel Management 25 Hospital Management System 26 Slum Billing 27 Nagarvasti 28 Mahila Bal Kalyan

29 Basic Services To Urban Poor System 30 Octroi / Cess

7. Commercial Bid



31 Municipal Secretariat Management System 32 Building Permission Management System 33 Audit Management System 34 Sky Signs & Licenses 35 Sports Department with Sports Portal 36 Single Sign On Server 37 Business Process Management & Workflow Engine

A e-Governance Application suite- Total Amount

2 Services Sr. No.

Work Description Amount (INR)

1 Integration with Existing Application Modules 2 Legacy Data Massaging & Migration 3 Business Process Management Module 4 JAAS Single Sign On Module

B Other Services

3 Post Implementation Maintenance Sr. No.

Work Description (For Five Years) Amount (INR)

1 Application Maintenance 2 Database Administration & Maintenance 3 Data Centre Administration & Management (Primary &

Secondary)

C Post Implementation Maintenance- total amount

The lowest bidder will be decided on the basis of composite total of serial No A, B, C above.

8. List of Eligible Countries



8. List of Eligible Countries Organisations registered in India are eligible to bid for this RFP.

9. Technical Bid Evaluation Checklist



9. Technical Bid Evaluation Checklist The following check list shall be used by the Tender Evaluation Committee to ensure that all the required documents are annexed to the RFP through the e-Tendering portal of the PCMC.

Sr. No. E-Governance Module Name Confirmation

of Compliance

Documents Attached

with Bid as Annexures

1 The Overall approach to the Project. 2 The Development & Deployment Methodology 3 Bidders Perspective of final outcomes 4 Change management methodology 5 High Level Project Plan 6 Capacity Building methodology 7 The legal status, place of registration and

principal place of business of the Bidder, whether a Pvt. Ltd. or Ltd. company, firm or Consortium, etc;

8 Details of experience and past performance of the Bidder and their performance of the solutions offered of similar nature within the past five years and details of current contracts in hand and other commitments.

9 Reports on the financial standing of the Bidder, such as profit and loss statement, balance sheets and auditor’s reports of last three years.

10 PAN/TAN/CST/Service Tax Numbers along with certified copies of Registration Certificates.

10. Service Level Benchmarks



10. Service Level Benchmarks This RFP is aimed towards building a state of the art E-Governance Infrastructure at PCMC for the objective of providing various services to the citizens of PCMC as per the service delivery proposition detailed in chapter 4 of this document.

The PCMC wants to achieve the following improved benchmarks in delivery of various citizen services, some of which are enumerated below.

A detailed document shall be forthcoming during actual implementation of the entire suite of applications.

Sr. No.

Performance indicator Benchmark Value

1 Number of Birth/Death Registered as against applied for Registration

100%

< 15 Minutes online 2

Timelines for Municipal Corporation for issuing a Birth/ Death certificate (New/ Modified)

3 Measurement of accuracy of issued certificate 100% 4 Accessibility/ Availability of facilities/ services for

registration of Birth/ Death 24X7

5 Cut-off date for data digitization of legacy data 1990 6 Level of coverage in terms of Property Tax 100% 7 Recording of property on GIS map 100% 8 Self generation of demand notice 100% 9 Updation of Self Assessment Guidelines on ULBs

website 100% Updation before the starting of new assessment year (1st April) -1st escalation within 24 hrs. -2nd escalation after 7 days of 1st escalation

10 Timeframe for Automatic Escalation of events on default to Appropriate Authority

-3rd escalation after 30 days of 1st escalation

11 Number of facilitation centers 1 Service center Per 2 lakhs population

12 Accessibility/ Availability of facilities for payment of Property Tax

24X7

13 Coverage of households in utility network 100% 14 Number of Households on utility network on GIS

map 100%

15 Self generation of utility bills 100% 16 Automatic Escalation of events on default to -1st escalation within 24




hrs. -2nd escalation after 7 days of 1st escalation

appropriate authority


17 Number of facilitation centers for payment of utility bills

1 Service center Per 2 lakhs population

18 Accessibility/ Availability of facilities for payment of Utilities Bills

24X7

19 Percentage of grievances resolved 100% 20 Adherence to the response time for grievance

resolution 100%

-1st escalation within 24 hrs. -2nd escalation after 7 days of 1st escalation

21 Automatic escalation of non resolution to appropriate authority at specified time limit


22 Reflection of grievances not addressed within 3 months in public disclosure

100%

23 Accessibility/ Availability of facilities for registration of grievances

24X7

24 Level of awareness levels among Citizens 100% 25 Availability of Self Check Mechanism and

Provisional Approval Process 100% and Instantaneous

26 Generation of Acknowledgement receipt 100% 27 Validation of complete applications received 100% validation within 24

hours 28 Final Building Approval 100% validation within 7

days 29 Coverage on GIS/ Other MIS platform 100% 30 Goods/ services procured by rate contract through

e-procurement portal online 100%

31 Facility of online payment 100% 32 Availability of information of awarded works on

web portal 100%

33 Availability of Online Data (MIS) for day today activities conducted

6.00 pm each day

34 MIS for Online tracking of Resources- Vehicle 6.00 pm each day 35 Mapping of employee with task assigned for online

tracking 100%




36 Self generation of receipt number 100% 37 Timeframe for communicating deficiency in

received applications to the applicant Within 24 hours

38 Timeframe for approval of trade licenses Within 5 working days - 1st escalation after 2 weeks of receipt of complete application.

- 2nd escalation after 3 weeks days of receipt of complete application.

39 Escalation of status of pending trade license applications to appropriate authority

- 3rd escalation after 4 weeks of receipt of complete application.

40 Self generation of demand notice for renewal of trade licenses

100%

- 1st escalation on 1st April

- 2nd escalation after 30 days of 1st escalation

- 3rd escalation after 90 days of 1st escalation

41 Automatic Escalation of events on default (non-payment of license renewal fee till 31st March) to appropriate authority

- Issue of trade closure notice on 31st December of the renewal year

42 Accessibility/ Availability of facilities for applying for new license/ modification of old license

100%

43 Accounts are updated in ledgers with the receipt of taxes and charges (Property, Sewerage, Water etc)

Same day and 100% (Amount)

44 Payments are posted online Same day and 100% (Amount)

45 Receivables are updated online on the same day on which demand is raised

Same day when accrued and 100% (Amount)

46 Payables are updated on receipt of goods or services Same day when payable due and 100% (Amount)

47 Generation of Automated Alerts for delayed Payments and Receipts

100% of alerts to be automated To be generated within the predefined time frame determined by ULB




48 Reconciliation of Subsidiary Accounts such as sundry debtors (Taxes/ charges receivables), sundry creditors (Vendors), fixed assets etc

Monthly

49 Closure of books Within 30 days of the end of the financial year

50 Coverage in terms of availability of login facility 100% -Salary and Increments/Additional pay – Within 5 working days -Time, Attendance and Leave Management- – Within 2 working days. -Loans & Advances – Within 5 working days. -LTC details Within 5 working days -Service Register – Within 5 working days -Resignation, Retirement, Pension – Within 2 working days. -Performance Appraisal – Within 5 working days

51 Online availability of updated information for

-Seniority/Transfers– Within 2 working days

52 Online processing of dues in stipulated time 100% validation within 24 hours

Desired Functionality



11. Desired Functionality Desired functionality (high level) requirements of some of the major modules of the PCMC E-Governance Applications Suite are listed below:

11.1 Application Functional Requirements

11.1.1 Birth Module Sr. No. Requirement

A User Authentication 1 Log-in/Password 2 Error Message if not matching

3 Biometric Authentication methods being used (Finger Print technology etc)

B Birth - Master Maintenance

Ability to maintain the following details with options for Addition/Modification/Deletion/Search

1 Hospital 2 Registrar 3 Birth Delivery 4 Birth Attention 5 Fees paid

C Birth Registration


1 Registration No 2 Registration Date 3 Sex of the Child 4 Date of Birth 5 Name of the Child 6 Place of Birth 7 Permanent Address 8 Residential Address 9 Medical Attention

10 Issues 11 Hospital/Institution Name 12 Hospital/Institution Details 13 Father’s Name 14 Father’s Occupation 15 Father’s Nationality 16 Mother’s Name 17 Mother’s Occupation 18 Mother’s Nationality




19 Birth Marks D Ability to generate the Birth Registration Slip with the following fields:

1 Registration No 2 Registration Date 3 Sex of the Child 4 Date of Birth 5 Name of the Child 6 Father’s Name 7 Mother’s Name 8 Hospital/Non-hospital 9 Birth Marks

E Ability to capture/facilitate the following: 1 Sanitary Inspectors recommendations/ approval details 2 Correction of the Birth Details 3 Inclusion of the Child’s Name 4 Cancel the Registration details with Remarks 5 Query Birth Registration database

F Generate a Birth Certificate with following details 1 Name of the Child 2 Sex of the Child 3 Father’s Name 4 Mother’s Name 5 Registration No 6 Registration Date 7 Address 8 Place of birth 9 Date of Birth

10 Birth Certificate Number G MIS & Reports Ability to generate Reports based on various parameters, month/year-wise

1 Info of Birth registrations, based on: (a) Registration No. (b) Registration Date (c) Date of Birth (d) Issues (e) Non-Issues

2 Births, sex-wise 3 Father's literacy wise 4 Father's occupation wise 5 Mother's literacy wise 6 Mother's occupation wise 7 Issues




11.1.2 Death Module Sr. No. Requirement



B Death - Master Maintenance


1 Hospital 2 Registrar 3 Cause of death 4 Death Attention 5 Fees paid

C Death Registration


1 Registration No 2 Registration Date 3 Sex - Male/Female 4 Date of Death 5 Name of the Child 6 Place of Death 7 Age 8 Permanent Address 9 Medical Attention

10 Father/Mother/Husband’s Name 11 Occupation 12 Religion 13 Informant Name 14 Informant Address 15 Cause of Death 16 Marital Status 17 Birth Certification details 18 Medical Certificate

D Ability to generate the Death Registration Slip with the following fields: 1 Registration No 2 Registration Date 3 Sex - Male/Female 4 Date of Death 5 Name 6 Father’s Name




7 Mother’s Name 8 Hospital/Non-hospital 9 Address

E Ability to capture/facilitate the following: 1 Sanitary Inspectors recommendations/ approval details 2 Correction of the Death Details 3 Modification of Death Details 4 Cancel the Registration details with Remarks 5 Query Death Registration database

6 Facilitate the capture the request for Death certificate and retrieve details of the applicant based on the Registration Number

F Generate a Death Certificate with following details 1 Name 2 Sex - Male/Female 3 Father’s Name 4 Mother’s Name 5 Registration No 6 Registration Date 7 Cause of death

G MIS & Reports Ability to generate Reports based on various parameters, month/year-wise

1 Info of Death registrations, based on: (a) Registration No. (b) Registration Date (c) Date of Death

2 Deaths, sex-wise 3 Deaths - Occupation-wise 4 Deaths - Cause of death-wise 5 Deaths based on Issued and not issued between two specified applied dates

11.1.3 Citizen Grievance Module Sr. No. Requirement



B Master Maintenance

Ability to accept and maintain following details with options to Add/Modify/Delete/Search

1 Intimation of grievance by citizen to municipality-possible modes 2 Statuses of the grievances registered in the Municipality 3 Attention Details




4 Type of grievance caused to the citizens 5 Dept/Section that needs to address it 6 No of days within which it needs to be addressed 7 Nature of grievance (financial or non-financial)

8 Details of officers designated to redress grievances (mapped to the department-section)

9 Map application with dept/section 10 Maintain the Citizen Charter/Policies. 11 Compensation details from officer responsible

12 If application is not processed within prescribed time, payment details to the citizens

13 Maintain ULB ward details C Grievance registration

1 Accept applications of grievances caused 2 Generate acknowledgement and issue to applicant 3 Allow section heads to allot the grievance to the concerned officer responsible 4 Update the status of registered grievance

5 Allow the officer-in-charge to allot the grievance to an employee; update the status

6 Record the actual date of redressal 7 Integrate with other modules - Property Tax/Water Tax using Grievance ID 8 Ability to provide status by supplying complaint number

Ability to maintain following details of work/application not addressed within the prescribed time with options to Add/Modify/Delete/Search

1 Description of work 2 Not been addressed within the prescribed time 3 Number of days of delay 4 Compensation paid per day

C MIS & Reports Ability to generate Reports month/year-wise

1 Section-wise grievance register with status 2 Report on section-wise number of grievances pending 3 List of grievances attended by staff and pending reports. 4 Grievance Disposal Register department wise. 5 Grievance Status Summary (Type wise/Zone wise/ward wise) 6 Action Take reports. 7 Statistics on Grievances handled (received/disposed/types/zones etc.).

(a) Received (b) Disposed © Type (d) Zone

8 Analytical reports for Performance evaluation. 9 Reports regarding internal performance of the sections.




10 Department wise SLA Parameters. 11 Status by source of complaint. 12 Department-wise compensation paid.

11.1.4 Health Programs – Licenses Module Sr. No. Requirement

Allow the addition/updation of following functions 1 ULB information in the ULB Master 2 Sanitary zone/division information in the Sanitary Zones/wards/Division Master 3 In the Revenue Wards Master

(a) Revenue wards information under sanitary zones/wards/divisions (b) Revenue blocks under revenue wards information.

4 Election Wards Information 5 Locality categories 6 Sanitary zones/ward/division allocation to Sanitary Inspectors 7 Trade categories 8 Sub-trade categories. 9 Allow the configuration of:

(a) Late fee details for the corresponding time periods in the penalty fee master (b) Trade rates © Revenue Block Categorizations 10 Details of an applicant for a new trade license.

11 Preparation of report of field inspection of the applicant’s premises (with comments of the SI/HO)

12 Recording the NOC/Installation Permission Details,

13 Allow the Municipal Commissioner to view the recommendations of the SI/HO on a new license application.

14 Facilitate the Commissioner to enter his remarks in the above case 15 Capturing of the license fee/late fee details (Cheque/DD details, etc.)

16 Generation of a new license after the information on the necessary approvals are recorded in the system.

17 Allow printing of the license document from the system.

18 Recording the application details from the application form submitted by the applicant.

19 Data from the application collected for License renewal 20 Recording of the trade License renewal details 21 Recording of the Panchanama details collected from the SI reports 22 Generation of the list of defaulters of renewal fees

23 Generation of the list of license holders who wish to close their trades on their own

24 Update the status of a trade license as ‘active’ or ‘closed’, and the reasons for closure are entered

25 Recording of the details from the application submitted by the applicant for




change of Title 26 Generation of license with changed title, after necessary steps completed 27 Allow printing of the above license

28 Details of the un-assessed trades-individuals performing trade without a proper trade license

29 Track the renewal notices sent to the license holders to renew their License. 30 Track response dates, late fee applicability, etc. for the above 31 Capture of grievances against a license, or in general. 32 Generation of demand collection and balances revenue ward-wise for the ULB

11.1.5 Health Programs – Solid Waste Management Module Sr. No. Requirement

Allow the following functions to be performed with respect to Solid Waste Management

1 Addition of the new division details 2 Entry of location details under particular division of the Municipality 3 Entry of various data on public toilets of the Municipality

4 Integration with the Personnel Management System to obtain information on types of staff under the sanitary wing

(a) Route employees

(b) Sanitary inspectors responsible for checking the sanitation activities, and the divisions allotted to them

© Sanitary misty/jaw an responsible for checking the sanitation activities, and the divisions allotted to them

5 Details of the garbage-collection place like type, location, fees collected 6 Coordinates of dustbins located at various locations 7 Details of types of vehicles available 8 Details of the Hospitals/Hotels/Lodges 9 Entry of details of the transmission station

10 Details of the dumping ground 11 Sanitary Inspector to enter the attendance of the employees 12 Details of transportation of garbage - vehicle details, trip sheets

13 Generate allocation of workers to locations based on historical garbage collection patterns

14 Modification of above allocations 15 Recording of the garbage volumes from different locations

16 Generate allocation of vehicles to locations and routes based on historical garbage collection patterns and the optimal routing

17 Details of areas allotted for fogging - area, fuel consumed 18 Results of inspections conducted by Sanitary Inspectors

(a) at hotels and roadside food centres (b) to check the quality of water supply and the food © Action to be taken in case of non-compliance




19 Recording of food contamination related cases 20 Recording of any diseases 21 Recording types of roads in the zones 22 Types of diseases caused due to air/water etc

23 Recoding of the details of anti larval treatment like treatment date, method adopted, last attended date

24 Preparation of schedules for health staff-conduct quality checks on food establishments, conduct routine health checks in households etc

25 Tracking of cases of identified diseases on a regular basis and recording the result

26 Creation of a schedule for action plan for the treatment of the cases, and monitoring

11.1.6 Financial Accounting – General Ledger, Cash & Payments Module Sr. No. Requirement

A Chart of Accounts 1 Support the following structure of chart of accounts: 2 Funds 3 Function 4 Functionaries 5 Field 6 Accounting Code 7 Facility to define account and account groups,

B Cash Collection 1 Collect cash, cheques and drafts on a daily basis 2 Prepare a Daily Collection Register at the end of the day 3 Able to do multi-point collection and prepare point-wise Collection Register 4 Feed above details into the Cash Book

5 Point-wise Collection Register should be able to be consolidated at the ULB level and a consolidated Daily Collection Register prepared

6 Consolidated as the Cash Book should post itself in the General Ledger 7 Track the deposit and dishonour of cheques 8 Connect with the revenue modules and collect the amount against bills issued

9 Should be linked with other municipal functions e.g. sale of forms, tender feed, etc. and on-account from debtors

C Journal Entry 1 Support journalizing functionality

2 Journals need to be validated on-line during journal entry (verification of the account codes and checking the debit and credit amounts)

3 Recording payables and receivables shall be accounted for by using the Journal Entry

D Consolidation and Finalization: 1 Facility to consolidate and finalize the accounts on a periodical basis e.g.




monthly, and take out various reports like Receipts and Payments Account, Income and Expenditure Account, Trial Balance and Balance Sheet

2 Facility to give reports such as Income and Expenditure Account and Balance Sheet for Field, Fund and Function codes

3 Automatically carry forward the opening balances in the next period 4 The system should have an inbuilt bank reconciliation module

Vouchers:

1 Should have separate vouchers for receipts, payments, contra (cash to bank and vice-versa), debit note, credit note and journal entry

2 Support narration in vouchers through user defined editable LOV (List of Values)

Control features: 1 Security features like no backdating 2 Approval process 3 Access control 4 Password protected 5 Backdating shall be allowed for specific people for finalisation of accounts 6 Approval features: 7 The System should have Maker and Checker relationship

E Administrative expenses 1 Enter the administrative expenditure 2 Book the liability on entry of these amounts

3 Appropriate entry should be made based on double entry accrual based Accounting principles

F Statutory Payment

1 Book the liability on entry of Provident Fund, Income Tax, Professional Tax, GIS etc. Employee-wise

2 Appropriate entry should be made based on double entry accrual based Accounting principles

PAYMENTS

1 Payment voucher is prepared in Accounting System and is sent to Approving Authority/or designated authority for approval through Accounting System

2 Approving Authority/ or designated authority should be notified through Accounting System for approval

3 Approving Authority should be able to approve the voucher through Accounting System

4 Notification after approval should be sent to the accountant, through Accounting System

5 System should adjust liability booked earlier and an appropriate entry should be made based on double entry accrual based accounting principles

7 The payments should be linked to the various individual bills/invoices.

The above payment process is to be followed for all the following sub-modules

A Salary & Pension B Conservancy payments- made to Contractual staffs




1

Employee database and calculation of salary and statutory (PF, PT etc.) payments for each employee and department to be accessed from the Personnel Mgmt System

2 The accountant will enter the consolidated salary and statutory (PF, PT etc.) payment amounts for each department in the Accounting System

C Payment to Contractors and Suppliers 1 The Accounting System to do the following 2 Maintain with unique codes details of each party 3 enter the payments 4 calculate the Sales Tax and TDS

5 record the liability on entry of the Bills and an appropriate entry should be passed based on double entry accrual based accounting principles

11.1.7 Financial Accounting – Receipts Module Sr. No. Requirement

A Receivable entry for Property Tax, Water Tax and Rent

1 for commercial properties receivable is raised at the time of demand creation through a consolidated journal entry in Accounting System

B Grants

1 Intimation is sent to the accountant when the money is deposited to the bank account

2 In case net Grant has been released after adjustments, the gross entry shall be recorded to take into account all deductions

3 Need for Grant monitoring mechanism is met through ledgers C Security Money and Earnest Money

1

Receipt of Security Money and Earnest Money needs to be maintained party wise and linked to main individual accounts, as it has to be adjusted in case of payments

2

The collection under these categories is done without raising of a bill; when the money is collected the entry recognizing the receipt as a liability is made in the Accounting System

D Waiver/Discount on Collection

1 In case a discount is given by the appropriate authority which has the necessary powers, an entry will be made in Accounting System through a Journal

2 In case a discount is given to a particular party only, then the party details will be entered in the narration of the entry

3 The entries of discount will be based on double entry accrual basis accounting principle

E Reassessment

1 In case a reassessment is given by the appropriate authority which has the necessary powers, an entry will be made in Accounting System through a Journal

2 In case a reassessment is given to a particular party only, then the party details will be entered in the narration of the entry

3 The entries of reassessment will be based on double entry accrual basis




accounting principle

11.1.8 Financial Accounting – Assets Module Sr. No. Requirement

1 Maintain a Fixed Assets Register with following details: Asset Number Location Person responsible

2 During purchase of any fixed asset, the account code selected will hit the General Ledger

3 During sale of any fixed asset, the account code selected for the specific asset along with profit/ loss on sale of the asset shall be posted in the General Ledger.

4 Calculate the Depreciation of Assets, based on useful life calculation and straight line method

5 Provision of revaluation, scrap, write-off and sale of assets

11.1.9 Financial Accounting – Budgeting Module Sr. No. Requirement

1 The budgets shall be prepared as per the Chart of Accounts in the Accounting System

2 Display warning messages in case the budgetary limits are exceeded 3 Provision for variance analysis between budget and actual with percentage 4 Provision to capture ward-wise budgets 5 Provision to monitor the budget on a timely basis

6 Allow for multiple budget periods and provide for monthly/quarterly/half-yearly breakup of the actual/ budget forecasts

11.1.10 Financial Accounting – Reportage

1 Incorporating all formats for reporting and books of accounts as prescribed in the National Municipal Accounts Manual

2 Incorporation of existing formats of registers in specific ULBs 3 Financial Statements:

• Balance Sheet • Income and Expenditure Account

• Receipts and Payment Account – Showing the receipts and payments of cash major head wise along with schedules

• Cash Flow – Showing the receipts and payments of cash bifurcated into operating, investing and financing activities

4 Books of Accounts: • Vouchers • Cash Book • Ledger Book




• Journal Book • Day Book • Trial Balance

5 Regular Registers: • Abstract Register of Receipts and Payments • Register of Adjustment • Register of Investments • Advance Ledger • Deposit Ledger • Loan Register • Fixed Assets Register • Appropriation Register • Register of unpaid bills • Register of dishonoured cheques • Budget

6 MIS Reports: • Borough/ Zone/ Ward wise Accounts

• Ageing Reports for both debtor and creditor, (Ageing report should be user defined)

• Variance Analysis of Budget Vs Actual • Party wise Statement • Ratio analysis reports • Revenue trend analysis statement • Bank Reconciliation Statement

11.1.11 Personnel Management – Manpower Planning Module Sr. No. Requirement

A Manpower Planning and Management 1 Maintain a head-count budget of the ideal workforce 2 variances based on the actual staff strength 3 Use above to determine the vacancy requisitions

4 Identify employee strengths and weaknesses based on required competencies and available competencies

5 Define budgets against Departments, jobs, grades, positions or any combination of these

6 Review budgets over a period of time against above categories 7 Status of budgets and actual 8 Variances of budgets over time 9 View flag deviations in budgeted headcount

10 Provision to forecast the Manpower and costing indicators 11 Enable salary estimates to be included in the non-monetary budgets

B Position Management 1 Reserve a position that is not currently filled, but that does not have available




budget 2 Track the history of the position: • Recruitment date • Termination date • Salary change • Promotion • Demotion • Change in seniority • History of failed probationary period • Eligible for re-appointment (Y/N) • Leave without pay • Job classification code, • Essential job functions, • Salary Scale, • Salary, • Department • Division/Section • Multiple allowances – percentage and flat rate, • Deductions, • Other user defined fields/categories, • Remarks/Comments 3 Update salary amounts for each classification and scale/bracket

4 Automatically calculate and transfer salary when an employee transfers to a different Department/division

5 Assign multiple employees to a single position (job sharing) 6 Assign a single employee to multiple positions. 7 Track filled and vacant positions by position number.

C Shift Planning and Scheduling 1 Administer multiple shift schedules.

2 Use delivered models to define simple or complex planned work schedules for employees.

3 Identify shift plans for Departments and work crews based on actual or forecasted workload.

4 Identify requirements by type of job or specific qualifications

5 Administer shift plans considering defined requirements along with employee preferences, qualifications, and availability.

6 Process day-to-day changes in the shift schedule based on transactions that affect requirements or availability of staff.

7 Identify and utilize on-call staff. 8 Administer various workweeks and part-time arrangements 9 Copy the shifts of an employee, and swap the shifts of two employees

10 Use drag and drop capabilities for assigning employees to shifts 11 Use synchronous scrolling of employees and requirements records feature

D Promotions




1 Capture data regarding proposals for promotions for both gazetted and non gazetted employees from different Departments/ULBs

2 Ability to link promotions to a variety of employee related issues. • Seniority, • Quotas, • Disciplinary proceedings. E Resignations

1 Capture data regarding proposals for resignations for all employees from different Departments

2 Reject resignation proposal of employees placed under suspension for disciplinary reasons

3 Employee should be able to withdraw his resignation before it takes effect F Relevance & Timeliness of Accessing Information

1 Maintain employee records and data tables on an effective date basis, allowing inquiry and reporting for effective manpower planning and budgeting

2 Ability to define flexible security to provide access to information on a “need to know” basis

3 Provision of a search feature to assist users in finding employees based on various criteria (for example, employee number, Department or supervisor)

G Reporting

1

The system should be able to generate, but should not be limited to, the following reports, for a particular date or date range, in different fields like Department, section, name and designation of the employee etc.:

2 Staff turnover • Staff movement • Vacancy requisitions • Promotions • Resignations. H Integration and Interface

1 Export information to spreadsheets

2

Interface with knowledge database to access information relating to Government Orders and checklists for the processing of promotions and resignations for employees

11.1.12 Personnel Management – Salary Planning Module Sr. No. Requirement

A Set Up and Administer Salaries

1 Enable users to set up and administer salaries for employees based on established pay scales and salary structures

2 Enable following options: • Salary administration plans (grades, steps, salary points, scale)

• Assigning default compensation packages to employees at the location, job code or employee level

• Recording hourly, monthly and yearly rates for employees




• Maintaining salary structures 3 Modify compensation that falls outside of guidelines. 4 Store and analyze employees’ salary histories and other compensation data.

5 Define salary scales that can be established for multiple Departments and other user-defined criteria.

6 Administer long-term incentive programs, including granting, tracking expiration and forfeiture, cancellation and changes based on life events.

7 Award several compensation adjustments to a group of employees using an Excel spreadsheet.

8 Directly link Appraisal System to Compensation Management prompting the system to give a choice to recommend for changes in employees’ compensation

B Planning and Budgeting Salaries 1 Assist in managing an overall salary increase budget for the organization by:

• Enabling a workflow to create and approve a group salary increase budget (by Department/section/team/unit)

• Enabling to calculate the variance between budgeted salaries and actual salaries 2 Facilitate approval salary increase by group and by individual employee 3 Mass update employee records with approved increases

4 build salary budgets from bottom to top, with roll-up over the Departmental structure

5 Distribute salary budgets from the top down to manage salary administration

6 Provide for automatic system checks ensuring that salary adjustments are within the allocated budget amount of the Department

C Compensation Budgeting, Planning, and Modelling 1 The system shall allow for the performance of the following:

• Salary reporting • Budget simulation • What-if analysis.

2 Ability to perform total compensation reporting and analysis D Reporting

1 The system shall be able to generate, but is not limited to, the following reports: • Min/Max Salary scale • Employee compensation history. E Integration and Interface

1 Export information to spreadsheets

11.1.13 Personnel Management – Workforce Recruitment Module Sr. No. Requirement

A Job Requisitions 1 Maintain application information in the form of various fields such as

• Name, • Gender, • Address,




• Telephone number, • Business number, • Preferred method of contact (e.g. phone, mail, etc.) • Date of application, • E-mail address, • Source of application, • Date of Birth, • Ethnicity, • Status (e.g. applied, declined, recruited etc.) • Type of application (e.g., temporary, permanent etc.) • Salary history, • Employment history, • Language proficiency • Education, • Disability (Y/N) • Position(s) applied for (multiple) • Exams (e.g., psychical/medical) • Work Restrictions, • Licenses/certifications/registrations, • Caste category • Passport number • Martial status • PAN number

2 maintain job information in the fields of: • Number of job openings • Employee number of person requesting, authorizing, and initiating requisition • Job descriptions • Position number/job code • Salary Plan • Scale of salary grades • Job location • Working hours • Start date • Full-time/part-time • Necessary educational level, work experience.

3 Provide a summary of the applicants that have been hired against the job requisition

4

Automatically suggest a shortlist of candidates for each vacant position. Matching education, experience, skills, competencies, etc could do this. System to identify nearest matches in areas of best fit and top 10 and provide gap analysis. It should also verify against the career plan on candidate.

5 Provide information if positions can be filled by internal or external recruitment or both.

6 Post new positions on the Internet or the Departments intranet via web-based




technology.

7

Accept electronic applications (e-mail, Intranet, Internet, electronic forms) including optical scanning to enter resumes and convert into data for further references.

8 Enable applicants to learn about and apply for multiple jobs. 9 Track the number and types of positions for which an applicant applies.

10 Manage unsolicited applications

11 Compare requirements of a vacant position with an applicant’s existing skills to determine necessary training and overall fit

12 Maintain different types of tests and associated questionnaire; link tests with jobs.

13 Generate questionnaire based on competencies defined for a job

14 Record and maintain proper information for cases of applications on compassionate grounds

15 Maintain complete employee information, historical and current 16 Maintain images - photos, CV’s

17

Conduct web-based review, screening, and disposing of candidate pools, the criteria used (e.g., keywords), and those individuals referred to the next step in each stage of the down select process

18 Resurrect an expired employment list if required.

19 Notify applicant that additional documentation is needed or put an eligible applicant on hold till the Department gets all needed information for hiring

20 Track progress of a candidate in any step of the recruitment process

21 Maintain history of interviewed but not selected candidates with interview results, test results and reason of rejection

22 Maintain information about job provisions as per reservations and quotas allocated by the Government

23

Automatically populate the new hire record with applicant information for an employee passes a test during probationary period, eliminating duplicate data entry and errors

B Interviewing

1 Specify dates and times when State employees are available to interview applicants

2 Set up interviews for a given requisition 3 View a list of applicants invited for an interview at the State 4 Allow users to enter interview results and select successful applicants 5 Allow users to view a listing of successful applicants and their relevant details

C Online Forms

1 Provide for online forms where Human Resource systems do not provide self-service or when self-service is available as a backup

2 Availability of a repository for online forms 3 Submit forms electronically to processing centre 4 Index forms to allow easy user access

D Contractual Terms 1 Record the following basic information about the contract between the State and




the candidate: • Contract duration • Contract type • Contract information.

2 Record the following information about the contract between The State and the employee (indicative)

• Entitlements • Leave.

3 The system shall be able to identify the: • Creator of the contract • Signature date • Applicant’s probationary period E Recruitment Expenses

1 Allow users to record and analyze all recruitment costs, which includes but is not limited to:

• Job requisition expenses (advertising etc.) • Applicant expenses (travel costs etc) • Recruitment expenses (staff travel etc). F Recruitment Cycle

1 Generate details on a vacancy to be posted on Intranet when the request is received from a Department

2 System should move a packet consisting of number of candidates per job through workflow

3 System should automatically if required detach a candidate from the packet and flow forward

4 Facilitate the entry of test results 5 Record preferences with reasons about interviewed candidates

6 Record confirmation received from candidate which could be received on e-mail (record automatically) or letter (manual recording)

7 Maintain checklist on all the joining formalities G Reporting

1 Generate the following reports: • Applicant selection • Applicant statistics • Applicants by Name • Applicants education and training • Vacancies • Applications made on compassionate grounds • Promoted applicants • Transferred applicants • Direct recruitments H Integration and Interface

1 The system have open interface that can be linked, at the minimum, to 2 the following:




• Training Development, Labour Welfare etc. • Workforce Administration & Employee Data, Maintenance, • Manpower Planning, • The DMA’s web site

3 Recruitment module to get details on Job description, recommended compensation package, and various other contract terms through workflow

4 Interface with General Administrative Department 5 Appraisal report

11.1.14 Personnel Management – Performance Management Sr. No. Requirement

1 Plan, design, perform and analyze multiple appraisal models for multiple purposes

2 Use a variety of appraisal models as templates to support appraisal process

3 Enable users to define rating codes to assist in rating an employee’s performance. These codes may be alphanumeric

4 Have the facility to allow users define a rating model and the associated rating scales and weights of relevant employee skills or competencies

5 Define an unlimited number of criteria, criteria groups and evaluation scales to meet the needs of your department needs

6 Maintain appraisal models in a catalogue 7 View appraisal results within an individual’s profile 8 Create anonymous appraisals in the system 9 Deliver just-in-time training to fill performance gaps

10 Include qualifications as an appraisal element 11 Remind employees that they have to submit their appraisals

A Employee Review 1 Allow users to record dates and results of employee reviews and ratings

2 Store comments about the employee review. The size of the comment field is not limited

B Reporting 1 Generate, the following reports:

• Employee review history • Employee annual review list (total, outstanding) • Employee review result distribution. • Appraisal report C Integration and Interface

1

Link with applications that provide personal information about an employee. This information can include promotion, demotion and completion of probationary period or reprimands issued to an employee during appraisal period

2 Able to export information to spreadsheets




11.1.15 Personnel Management – Training Development Module with labour welfare activities Sr. No. Requirement A Course Planning

1 Provide every course with a unique code, specific topics and objectives

2 Use planning tools to determine course demand for a period based on pre-bookings and/or actual attendance from the previous year

3

Determine the best use of resources such as instructors, rooms, equipment, and course materials – resources can be automatically suggested by the system, with the option to make changes to best fit specific needs

4 use pre-bookings to monitor demand for courses 5 Identify training opportunities that will prepare employees for new roles 6 Identify training requirements for current and future positions 7 Map a career path for employees outside of their current disciplines

8 Allow employees to match their qualifications with requirements of a position and determine what (training, proficiency) is needed to meet their goal

9 Allow supervisors to view an employee training history

10

Create a training catalogue that includes information on each course such as course description, prerequisites, objectives, content, time schedule, costs, capacity, and locations

11

Employees in turn can launch an aptitude test, complete the test, view scores, and launch the training to attain the knowledge they lack and retake the test after the training has been completed. In addition, if the employee passes the aptitude test, their competency profile can be automatically updated for career and succession planning

B Course Management - Daily Activities

1

Collect basic personal data during the registration process, such as name and address, as well as language preference, location and qualifications for meeting Course prerequisites

2

Link events, event types, and event locations with Internet addresses for information such as training materials and create multiple Web Links for any given object

3

Produce form letters to manage required correspondence, including confirmations for course registration, rebooking and waitlist notifications, confirmation of attendance, cancellations and schedule changes, registrations For external courses or events and other custom correspondence

4

Provide facility for training centre to accept or reject course request for any employee. On any action taken system should be able to send information on The subject of training via e-mail to that particular employee

5 Automatically transfer the skills or qualifications acquired by an employee to his/her record

6 Allocate budgets and to see past trend in budgets Vs utilization by department

7 Allocate internal cost (classroom, equipment, course material, trainer etc.) and also provide similar facility to allocate external cost




8 Provide direct access to outside training institutions to update courses if offered in the training centre becomes obsolete

9 Ability to maintain inventory. This will include: • Classrooms • Trainers • Equipment • Course materials. C Sponsorship and Endorsement

1 Allow employees to apply for sponsorship or endorsement of training courses D Self Service

1 Enable application of training for approval by the appropriate supervisors via Self-service functionality

2 Allow employees to search for classes based on topic, text, language and Location, etc. using a full-text search engine

3 Allow employees to view class calendar and details 4 Allow employees to enrol in classes or cancel participation in classes 5 Allow employees to pre-book classes that are not yet scheduled 6 View date, time and content on courses and events that have been booked

E Reporting

1 Provide summary of course feedback by course & trainer over a period of time. This could be month, quarter, year etc

2 Enable Workflow based feedback by the attendees of a course 3 Provide an ad-hoc reporting capability, for example:

• Training Reports o Appraisals o Course Details o Course Dates o Course Demand o Course Hierarchy by Group and Type o Course Schedule F Integration and Interface

1 Add registrants to the waitlist automatically 2 Export information to spreadsheets

3

Use automatic correspondence triggered by workflow processes to keep the right people, such as trainers and Departmental Heads, up to date on training activities and to approve employees’ participation in training events

11.1.16 Personnel Management – Compensation Management Module Sr. No. Requirement

A Benefit Plans

1 Allow for enrolment of employees in benefits programs and plans. Employees will be enrolled according to the following criteria:

• Base




• Grade • Years of service

2 Allow setting up the following types of benefits plans for employees over a specified number of years old (in order of priority):

• Health benefits • Insurance benefits for employees, spouses, and children • Investment (unit trust) • Leave benefits • Pensions

3 Ability to define a benefit plan as required

4 Assign benefit plan codes by employee based on their classification (to identify level of benefits for which each employee qualifies)

5 Allow the entry of pre requisites needed. 6 Ability to define plan status. 7 Track employee’s coverage and coverage level based on their position 8 Prorate accruals, benefits, and salary for part-time employees 9 Track employee benefits by date of hire

10 Track and maintain benefit information and changes in status for retired employees, surviving spouse and dependents

11 Assign employee dependants to the benefit plans, based on eligibility criteria (e.g. age > 18 years)

12 Allow users to assign beneficiaries and the percentage/amount of benefit for employee insurance plans

13 Capture benefits vendors’ details (e.g. contacts, insurance policy information) 14 Track benefits assigned to employees by financial year

15 Facilitate provision of leave travel concession (LTC) for all employees working over a period of over a specified number of years

B Managing Benefits

1 Allow for the maintenance of the following benefits costs and employee deductions information:

• Age-graded rate tables • Salary rate tables • Service rate tables • Flat rate tables • Calculation rules tables o Premium o Coverage o Age o Service dates o Rounding rules o Min/max coverage • Benefits deduction from payroll (e.g. insurance premiums). C Managing General Provident Fund

1 Allow the DMA/ULBs to define eligibility rules for admission to GPF for




employees The system shall allow the DMA/ULBs to: • Process GPF balance • Process GPF temporary advance • Modifying GPF subscription. D Reporting

1 Able to generate, the following reports: • Enrolment confirmation statement • Employee benefits statement • Employee compensation • Group compensation.

2 Able to generate electronic batch files of information regarding different vendors

3 Extract and report benefit information and changes in status into a form letter for annual retiree correspondence

E Travel Management

1

Interface with knowledge database to access information relating to Government Orders and checklists for the processing of leave travel concessions (LTC’s) for employees

2 Enter travel data either by the person, by an administrator, or by another Representative in the Department, either before or after the trip

3 Facilitate application of travel or tour advances and send trip requests automatically to the appropriate approver via workflow

4 Automatically reimbursed expenses either with a regular payroll run or through accounts payable or with an on-demand payment

5 Provide information to supervisors about employees who have taken an advance but not submitted travel expense bills during envisaged time frame

6 Provide an ad-hoc reporting capability using any of the requisition or intake data fields. For example travel management reports can be made on:

• Employees with Exceeded Trip Days • Overview of Trips with Detail Selection • Trip Cost Reporting by Period • Trip Itinerary • Trip Statistics – Trip Framework Data/Trip Totals • Overview of Planned Trips • Trip Statistics – Trip Receipts • Overview of Credit Card Accounting Runs.

7 Workflow template to be provided for travel expenses F Integration and Interface

1 The system shall be able to export information to spreadsheets (e.g. Microsoft Excel) for year-end review

11.1.17 Personnel Management – Payroll Processing Module Sr. No. Requirement




A Payment and allowance & Deduction Processing

1 Calculate payments based on employee compensation rules, and employment contract

2 Calculate different type of pays. For example basic, allowances, bonus etc 3 Ability to define pay type. For example hourly/daily/weekly/monthly etc

4 Define different pay elements. Pay elements could be fixed value or calculation based on other pay elements

5 Ability to group employees by Department in any manner without having to set up multiple employee records for each Department

6 Ability to pay an employee at more than one rate

7 Maintain an integrated security design to ensure that employees don’t get paid twice in one payroll period without authorization

8 Simulate payroll runs for the current pay period to check new settings, the effects of data changes, or payment of advances in the next pay period

9 The ability to minimize payroll processing time through either parallel payroll runs or background payroll processing

10 Enable the calculation of hourly rated salary for temporary staff

11 The system shall allow the following calculation of onetime payment of allowance and/or deduction:

• By amount – enter amount to be deducted or payable

• By days – enter number of days and system will compute the amount based on basic rate of pay or gross rate of pay

• By percentage – enter percentage and system will compute the amount based on basic rate of pay.

12

Allow for the calculation of recurring payments and/or deductions using the same criteria as onetime payment/deduction. In addition, the system shall allow for input of start and end date for recurring payment/deduction. For recurring allowances & deduction, the first and last payment/deduction may differ in calculation

13 Make automatic calculations for flexible benefits. 14 The system shall cap overtime claims at up to --- OT hours.

15 View Employee costs per Department/division and costs per job, position, and the comparison to equal job levels in same Departments in other States

16 Give employees the option of ‘prepaying’ some of their deductions when they go on leave.

17 Automatically deduct funds from an employee’s prepaid deduction balance if the employee’s normal pay is not sufficient to cover the deduction

18 Ability to make automatic calculation of mid-pay period changes to pay, benefits, deductions, and taxes

19 Perform payment based on the employee’s classification, such as: • Location, • Business unit • Department • Employee type • Employment term




• Job class

20 The system shall provide for fast and accurate payroll processing that pays into the right account

21 Ability to process out-of-sequence checks

22 Help employees get easy access to payroll information and salary and employment verification

23 Transfer data regarding employee time and payroll to third party systems 24 Make remittance of third party payments. 25 Print fiscal year-to-date payroll total for any employee 26 Assign an employee to a primary Department 27 Manually adjust taxable earnings

28 Ability to pay an employee from more than one Department and split salary and benefits among Departments, including retirement benefits.

29 Ability to process payroll on the following frequencies: • Biweekly, • Monthly • Semi-monthly, • Bi-monthly, • On-demand (i.e., terminations, vacation advance, court order, ratification.)

30 Provide for edit/validation codes that are both system and user defined

31 Formulate multiple user-defined formulas for complex earning and deduction codes

32 Allow maintenance of salary code tables and code descriptions 33 Formulate multiple user defined codes including

• Salary, • Hourly rate, • Vacation, • Daily Allowance • HRA • Deputation Allowance • Sick, • Overtime, • Meals and lodging, • Expense reimbursement, • Various overtime reason codes, • Uniform allowance, • Bonus and Premium pay, • Taxable non-cash benefits, • Administrative Leave, • Travel Allowances, • Disability Pay, • Holidays, • Others (user defined)

34 Allow different account codes and cost centres for different employee types can




be defined for the same salary code.

35 Allow use of an earning or deduction code to calculate another earning or deduction code as part of formula calculations

36 Payroll database should be automatically updated when changes are made to the employee record database

37 Time sheet information to include: • Employee name, • Employee number, • Department name & number, • Work function number/description, • Class number/title, • Regular pay hours, • Overtime hours and reason, • Leave information, • Multiple pay rate, • Leave balances, • Sick balances, • Other balances (set by any user defined criteria)

38 Enter and monitor attendance details of all the employees, such as: • Time spent in office, • Overtime hours and reasons, • Type of leave if not attended work. Ability to enter attendance information: • Online, interactive by employee, • Batch, • Multiple data entry capability including card readers, bar coding, etc.

39 Account for time based on type of absence or attendance. 40 Ability to submit corrections.

41 Request cancels or modifies requests time off, and receive approval or denial from immediate supervisor

42 Monitor attendance records on a daily, weekly, and biweekly basis 43 Ability to pay all types of reimbursements through payroll. (Medical etc 44 Track and maintain work schedules by position, classification, and/or employee

45 Track actual hours worked by work schedule by position, classification, and/or employee

46 Pay check procedure should incorporate following fields: • Personal account number • Department number • Employee name • Period ending • Issue date, • Class number • Pay rate • All types of payment and reimbursements (e.g., regular, overtime, paid leave,




etc.) • Gross pay,

• All earning and deduction types adequately itemized and defined by taxability status

• Cumulative hours for time-limited employees, • Current and Year to Date Totals: • Employee pension • Income tax • Insurance • All other deductions • Medical compensation • Vacation hours balance • Sick leave hours balance • Other leave hours balances (multiple categories) • Gross earnings • Taxable/non-taxable earnings • Workers’ comp (injury leave) • Other deductions and amounts • Total deductions • Net pay

47 Automatically update payroll database when Finance Department makes pay rate changes

48 Handle salary advances & facilitate recovery of salary advances on the payday

49 Get reports on payroll for comparisons - Year-to date and Last year-to-date, this month and last year-same-month etc.

50 Update salary scales by percentages or flat rupee amounts for any specified class of employees

51 Ability to pay a rate greater than a specific rate based on a percentage entered as a bonus rate in the employee’s database

52

Calculate bonuses and premiums based on fixed rupee amounts, percentages of base pay, pro-rated on hours of paid service or paid with minimum paid service and to designate which bases are subject to mandatory payroll deductions

53 Cash out accumulated leave balances by user defined formulas and criteria 54 Have payroll adjustments reflected in correct pay period 55 Have an established base pay regardless of hours worked

56 Have different hourly rates for an employee for different days within the same payroll period

57 Allow for pre-calculation of payroll outside of the normal payroll system 58 Re-calculate payroll for changed hours, etc 59 Provide for online ad-hoc calculation of employees pay check amount 60 Support separate tax tables for special pay calculations (flat tax)

61 Perform online calculation of pay and benefits for terminated employee based upon termination date

62 Report all changes to employee’s pay, deductions, taxes, etc




63 Report tax payments by employee 64 Change tax filing status and number of exemptions of a particular employee 65 Report retirement deductions by employee

66

Transfer salary and benefit costs electronically to the budget application from payroll and human resource modules for position budgeting and personnel salary and benefit projections

67 Calculate different types of bonus. 68 Calculate bonus outside the system 69 Import and update as pay element for employees 70 Add or update bank information for direct deposit and expense reimbursement

71 Ability of system to calculate bonus based on appraisals, grades and days on work in a year

72 Any updation of records, pay elements should be with a reason code 73 Ability to produce benefit eligibility lists upon request for employees

74 Ability to request download of payroll information to begin budget preparation by Finance Department. Down loaded payroll data should include the following:

• Department name and/or number • Employee name and/or number • Employee history by Departments served • Years of service • Employee category, • Accrual balance (sick leave hours) • Any other user defined criteria Provide for payroll reconciliation facilities like: • Differences in salaries of existing employees from previous years • Differences in salaries between new & resigned employees B Bonus Triggering

1 Calculate bonuses, based on the following: • Employee type • Employment term • Bonus details • Bonus calculation base • Reason code • Date joined • Last pay date • In service date

2 Accept user-defined formulas for calculating bonuses 3 Generate bonus letters, increment letters

C Payments/Deductions Type 1 The system should allow for deductions and advancement:

• Medical benefit deductions • Special retirement scheme deduction • Ad hoc and regular deductions and payments • Loans and advancements




• Housing Loans • Vehicle • Educational • Festival advances • Court order deductions • Fixed and variable payments and deductions. D Fixed Payments/Deductions

1 The system shall be able to calculate fixed monthly payments/deductions (FPD). FPD’s may be amount or formula-based.

2 Amount-based FPD is paid / deducted directly from employee payrolls.

3 The system shall allow FPD deductions to be pro-rated according to the effective date and expiry date of the FPD

E Variable Payments/Deductions 1 Calculate variable payments/deductions 2 Amount-based VPD is paid / deducted directly from employee payrolls.

3 The VPD input and approval workflow can be decentralized to branch departments

F Suspension Functions 1 Provide suspension functions in the Payroll system 2 Handle different types of suspension, including all payroll exceptions

3 Suspension functions to be used for the suspension of payments, or processing of specific payment types/for specific periods

G Advance Payments

1 The system shall be able to perform advance payments (e.g. exit staff, hardship reasons)

2 Allow a staff’s final payment to be made on a “last working date”, instead of the “last pay date”

H Statutory Contribution Administration

1

Define all rules and criteria, as well as calculate, record, withdraw, and/or deduct contributions, at the minimum, of statutory contributions according to the respective Statutory Acts. The statutory returns should be captured by the system.

2 The system shall be able to incorporate all types of statutory reports and have the ability to meet new laws and requirements as they develop

I Payroll Master Record 1 Display the status of each of the following payroll transactions:

• Incur-Month • Payroll Audit Trail Code • Trans-Status • Ledger-Posting-Status • Settlement Means

2 The following payroll transactions’ statuses will not change after generation: • Incur-Month (compensation period relating to payment)

3 The following payroll transactions’ statuses will change after generation: • Trans-Status (Transaction status)




• Ledger-Posting-Status (Posted to GL indicator) • Settlement-Means (Payment method). J Cost Tracking

1 The system shall allow users to track Project Payroll cost K Pay slip Presentation

1 The system shall be able to generate employee pay slips on-line for printing by employees through Employee Self-Service.

2 The system shall group items on pay slips by salary code and by incurred month. 3 The system shall have the capability to handle different pay slip designs.

L Reporting

1 Maintain an unlimited earnings history and should have the capability of generating different payroll related reports like:

• Payroll register • Deductions register • Tax register.

2 Maintain an efficient archiving program to manage the generation, administration and evaluation of archived payroll files.

3 Provide for the following user friendly reporting capabilities: • Easy data management and information retrieval • Data mining and analysis • Flexible reporting • Annual package tracking. M Integration and Interface

1 The system shall be integrated to the following systems of the finance department:

• General Ledger • Accounts Payable

2 Integrate with travel expenses and benefits in order to trigger automatic payments/deductions in employee payroll records

3 The system shall be able to interface to, at the minimum, the following external 3rd party systems:

• Microsoft Excel • Microsoft Access.

11.1.18 Personnel Management – Workforce Administration Module Sr. No. Requirement

A Maintain Basic Data 1 The system shall be able to maintain following personal data:

• Name, • Former name • Gender • Employee number • Department code




• Work Location • Home address • Mailing address • E-Mail address • Martial status • Religion • Nationality • Date of birth • Dependent Information • Contact phone numbers • Emergency contact information • Personal account number • Bank account number • Date of appointment • Passport number • Drivers license number • Salary history • Declaration of personal assets • Educational qualifications • Professional qualifications • Linguistic skills by language • Competencies • Pay Periods • Job Information • Employment Status o Active o Terminated o Leave with and without pay o Retired o Voluntary time off o Workers Compensation o Disability o Other user defined criteria • Pay status: Hourly/Salary • Scale of Pay • Minimum/Maximum pay • Pay Rate • Overtime pay • Allowances • Deductions: o Code o Description o Frequency o Amount




o Limit on deduction amount o Start and ending dates • Deductions to third parties • Pension payments • Non cash benefits • Leave by types and hours • Medical plan & coverage • Retire date • Any Other user defined fields or categories.

2 automatically generate the Employee ID - min of 8 alphanumeric characters

3

Ability to build model for Department/division etc. The Departmental Chart can be viewed from different angles like positions held, vacant, vacant budgeted, vacant not budgeted, temporary responsibility etc

4 change users’ indicative data such as name, address, contact information, beneficiaries, etc

5 track and maintain personnel action changes for each employee 6 track employee language abilities by language, level of proficiency 7 track transactions based on the transaction date

8 notify via e-mail when action is required regarding employees (e.g., personnel changes, evaluation dates, etc.)

9 Ability to transfer an employee to a different Department or payroll unit without re-entering the entire employee file.

10

automatic monitor dates for Human Resource processes, allowing officials to specify date-driven reminders to initiate follow up activities (for example, expiration of probationary period, pay increases, return to work, performance review)

B Employee History

1 The system shall maintain the employee history, including tracking employee events in chronological order (e.g. hire, rehire, transfer dates)

2 track at all procedural levels by type, dates and employee: • Salary Change • Performance Report Appeals • Grievances (status, date of event and final ruling) • Workers compensation status • Disciplinary actions (paid/unpaid etc) • Future leave approval (e.g., approved, deferred, rejected) • Status changes • Leave status (vacation, sick, injury or any other user definable field) • Work Restrictions (e.g. no lifting) • Modified Duty (e.g. night duty hours)

3 The system shall also be able maintain the reasons for actions.

4 Ability to maintain employee personnel history online beyond the life of the employee, and payroll detail for a minimum specified number of years

5 record exit interview information (e.g. interviewer name, interview date and comments)




6 maintain employee turnover data (e.g. termination/resignation reasons, separation date)

C Job Information 1 maintain following information:

• Employee employment designation • Employee grade level • Employee job level • Employee designation • Employee probation dates • Employee compensation rate & frequency • Employee annual benefits base rate • Employee pay scales. D Employment Contracts

1 allow users to set up standard employment contracts with the following information:

• Contract types (standard, bonding, overseas posting) • Contract duration • Contract clauses (effective dates, status, description, comment) • Contract templates for different employee types.

2 The system shall enable users to generate and print out employment contracts E Contract Tracking

1 The system shall maintain the following contract information: • Duration • Start date • Expected end date • End date • Minimum & maximum length of service • Employee-specific clauses • Probation dates & reasons. F Security Levels

1 The system shall track the system security level and the security key card(s) issued to employees

2 The system shall be able to maintain the following security information: • Effective dates • Status • Card number • Comments • Employee ID.

3 The system shall provide for information confidentiality and allow for different user access level.

4 allow users to audit, track, add, amend and delete information based on user security access level.

G Prior Work Experience 1 maintain the following prior work experience of employees:




• Employment tenure (start and end dates) • Names of previous employers • Relevant work experience • Location • Job titles • Pay rates. H Checklists

1 create checklists for users to ensure performance of established procedures. 2 assign checklists to users and monitor the status of tasks in assigned checklists.

I Templates

1

The system shall be able to maintain templates for report and standard letters. Once a report template is generated it should be available to all authorized users to avoid duplication

J Dependents/Beneficiaries

1 allow users to record the following information on dependents and/or beneficiaries:

• Names • Relationship to employee • Type of relationship • Addresses/contacts • DOB • Place of birth • Location • Gender • Marital status • Occupation. K Reporting

Have query and search capabilities that can allow for fast and easy retrieval of data.

Allow for department classification of employee data. Able to prompt critical dates. Allow users to define reporting formats. generate a list consisting of people: • On probation • Whose probation has been extended • Whose employment contracts have been terminated during probationary period. L Integration and Interface

1 The system shall allow for integration, to the following systems and sub-systems: • Performance Management • Salary Planning • Workforce Recruitment • Payroll • Employee Relationship Management.

2 The system shall allow for uploading and archiving of historical database for




information retention.

11.1.19 Personnel Management – Leave Management Module Sr. No. Requirement

A Absence Data 1 The system shall allow users to define absence data such as:

• Absence types • Codes. B Annual Leave

1 Ability to track leave by type - maternity, casual, sports, optional, commuted, half-pay, study, hospital, earned, disability, compensatory etc

2 reason, hours accrued, accrual frequency of the leave - monthly, pay period etc

3 automatic adjustments based on length of employee service, carryover balances and accrual limits

4 System to have ability to keep track of holidays and to define weekly holidays and other holidays.

5 Ability to send e-mail to supervisor to withdraw/disable facilities of an employee when he/she is going on leave

6 Ability to track leave used “in lieu” of sick leave.

7 Set a trigger files for notification for expiration of a type of leave status (e.g. expiration of a temporary position, etc.)

8 Ability to trigger required supporting documentation based on use of leave (e.g. doctor’s notes, etc.)

9 Track concurrent leave status (e.g. maternity leave with sick leave)

10

Number of days of a leave to be rule based. For example maternity leave within first year is at half pay. Another example is sick leave. First 15 days full pay, 16the to 30 days half-pay, thereafter without pay.

11

System not to force above or similar calculations or adjustments unless confirmed as the Department may want to adjust sick leave against available annual leave.

12 Track leave taken by employee, type of leave, hours taken, and balance. 13 Ability to alter criteria as policy changes. 14 Suspend and restart accruals. 15 Track eligibility and qualifications for family medical leave, 16 Sick subjective/other leave. 17 Ability to compute termination pay-offs. 18 Track annual physical exams as well as other physical tests

19 Track professional license renewals required for position (e.g., medical positions) and to track reimbursement of renewal costs.

20 Track safety-sensitive position employees for drug/alcohol testing and maintain separate confidentiality for record.

21 Provision for leave accruals earned during paid absence should be accumulated but not credited for use until employee returns to duty.

22 Assign leave benefits based upon level and classification of employee.




23 Facility for leave encashment. 24 System to provide a detailed order stating the approval/rejection of leave request.

C Self-Service

1

The system shall enable on-line application of leave for approval by the appropriate supervisors via self-service functionality. Users shall also be able to view their leave entitlements and balance on-line.

2 The system shall: • Check for approval from supervisors • Check for a substitute appointment for the person taking leave. D Leave Schedule

1

The system shall allow for supervisor to view employee’s leave schedule and allow for tracking of staff working on shifts. The system shall also allow for the creation of leave charts.

E Reporting 1 Generate Absence history

2 Report to immediate supervisor if an employee has not been away for more than --- days in 12 months

F Integration and Interface

1 The system shall be able to interface to payroll system for no-pay leave computation etc.

2

Provision of workflow facility for leave application. Leave application processing should take place online as system checks for available leave period for a particular employee. The system should not reject if employee applies for more days than available balance, but should flag this fact to the supervisor.

3 The system shall be integrated to on-line Employee Attendance System.

11.1.20 Personnel Management – Disciplinary Actions & Grievances Module Sr. No. Requirement

A Disciplinary Actions

1 The system shall allow users to maintain information on the following employee disciplinary activities:

• Violations requiring disciplinary action • Disciplinary actions processes and activities • Types of disciplinary action • Details of disciplinary incidents and resolutions • Tracking of disciplinary cases. B Employee Grievances

1 allow users to maintain information on the following employee grievances: • Types of workplace grievances • Grievance actions processes and activities • Types of grievances • Details off grievances and resolutions. C Reporting




1 generate following reports: • Employee disciplinary history • Employee disciplinary letters • Employee grievances history.

2

System should be able to provide for Employee movement tracking. It should be able to provide detailed MIS reports on employees. For example employee information in respect to hiring, job assignment, transfers, salary revision, awards, recognition, promotion, demotions, warnings till the employee leaves the Department.

3 Ability to link to the Confidential reports(CR)

11.1.21 Personnel Management – Advances & Loans Module

Sr. No. Requirement

A Loan Management

1 Ability to accrue or charge interest either through a loan account or through a designated account.

2

Facility of e-mailing respective Departmental Branch (e.g. Treasuries & Accounts) to credit account of an employee and also e-mail an employee on approval or rejection of loan.

3 Ability to recover loans on the salary day. 4 System to provide for tiered interest rate facility.

5 Ability to defer instalment and recalculate instalment values after deferment. 6 Ability to project loan commitment of a Department.

7 Facilitate holding of different types of loans by a single employee. B Self Service

1 Enable on-line application of loan for approval by the appropriate supervisors via self-service functionality

2 Users shall be able to view their loan entitlements and balance on-line

3 System should not reject if employee applies for more loan than available to him, but should flag this fact to the supervisor

4 The system shall enable the following approval capabilities: • System to trigger reminder to supervisors • System to automatically check for approval authority. C Reporting

1 Generate the following reports: • Loan history • Loan types • Advance Types • Calculation of instalments, interest etc. • Ability to generate outstanding list, defaulters list, etc.




• Ability to show as deductions in payroll

2 System to report to immediate supervisor if an employee has taken loans worth --- Rupees

3 Ability to provide reports on loans by employee, type of loan, Department D Integration and Interface

1 The system should be able to interface with the Finance Department for the processing of loans

11.1.22 File Tracking & Document Management Module Sr. No. Requirement A File Tracking System 1 Scanning & Marking the inward to the respective department 2 Incorporation of separate hierarchy for RTI letter movements 3 Fresh applications 4 Appeals 5 Inward Tracking B Document Management 1 Storing of document (Image & Metadata)

2

Support for viewing a large number of file formats without the need of having the parent application. The system should support all commonly used file formats as MSOffice, Acrobat, TIF, JPEG, GIF, BMP, etc.

3 Association of the document with Workflow Management System 4 Movement of the document based on selected parameters 5 Provision to edit the document Metadata 6 Versioning of the document 7 Provision for marking comments 8 Archival of data on pre-defined parameters 9 Role based access to the documents 10 Final Decision by the Decision Authority

11.1.23 Licenses Management Module Sr. No. Requirement A Issuance of Licenses

1 Issue of New License 2 Duplicate License 3 Change in Name of Business 4 Change in Business




5 Transfer of License 6 Renewal Of License 7 Cancellation of License

B Departmental Process 1 Scrutiny of Applications 2 Inspection Entry 3 Generation of Show cause Notice 4 Hearing 5 Reminder Notice for Renewal 6 Cancellation of License by Force

C License Details


1 License Holder’s Details – One or multiple owners 2 Capture of Mobile No. / E-Mail ID 3 License holder’s photograph(s) (optional) 4 Link to Property Number (optional)

5 License Details – Temporary/ Permanent License, Name of Business, Business Address,

6 Trade/ Business Details – License Type, Subtype - multiple levels to define types and sub types.

7 License type, sub-type, unit of measure wise license amount. 8 Calculation of License Fee 9 Letter of Intent

10 License Certificate D MIS & Reports

1 License Register 2 List of Defaulters 3 Reminder Notice for Renewal 4 Demand / Collection Register

5 Reports showing Changes in License Types, Business Partners, Cancellation Licenses, etc.

6 Facility to forecast the impact of reduction / deduction of License Fee 7 Reports w.r.t. Bills / Notices generated 8 E-Mail / SMS to be sent to the owner upon transactions

11.1.24 Audit Module

Sr. Requirement




No.

A Departmental Process 1 Pre-Audit of Tenders, Estimates 2 Audit Para Entry 3 Post Audit of the Departments 4 Inspection of Contractor & Supplier Bills 5 Inspection of Other Bills like Telephone Bills 6 Inspection of Advance Adjustment proposals

B MIS & Reports 1 Department-wise Budget Provision v/s Expenditure Report 2 Status report on Audit Para 3 Various statutory reports to be submitted to Standing Committee 4 Exception Reports (w.r.t. deletion of records, adjustment entries, etc.)

11.1.25 Solid Waste Management Sr. No. Requirement A Area Details

1 Area information (Zone / Ward / Colony / Society) 2 Population details

3 Volume of the Solid waste which includes Wet & Dry waste (Recycled & Non Recycled)

4 Resources required

5 Collection procedure ( i.e. Primary : House to House & Secondary : Community Bin to Garbage transport centre or mix)

B Garbage Collection Scheduling

1 Assign SWM Vehicles to pick-up the Garbage. Category wise assignment like A : Highly in demand, B : Medium, C: Low Demand.

2 Assignment of Garbage Riksha 3 Location-wise assignment of Sanitation Staff

4

Scheduling of garbage collection and cleaning activities with the objective of maximizing citizen friendliness on the one hand and optimum use of resources on the other.

5 Assigning routes to the SWM vehicles / Garbage Riksha / Dumper placers / Compactor bucket vehicles /BRC / Hotel vehicle

C Licence Details




1

Record the volume of garbage collected and disposed on a daily basis. Source segregation like Quantum of wet waste collected with further segregation for vermiculture, Bio dispose can be kept on Monthly / Yearly basis. The same can be used for RV benefit.

2 Linkage with Garbage Bins / Land Fill Sites, in case of Citizen Grievance.

3 Keeping certain Checks as per environmental regulations, like minimum frequency of lifting garbage etc.

D MIS & Reports

1 Monitor the deployment of pickup trucks and personnel based on the schedule originally drawn.

2 Info on the use of Land Fill Sites. 3 Land fill site: How much garbage received? 4 Land fill site : How much as per target recycled? 5 Alerts if the use of Land Fill sites is above some thresh-hold

6 Generation of registers like: Contracts Register for SWM, Site Register (land fills), Contractors Register, etc.

7 SWM Contract Wise Status Reports, Site Wise Progress Summary, Contractor wise Performance Analysis, etc.

8 Comparison of expenditure on SWM activities over different geographical areas, years, agencies, etc.

9

Daily / Monthly reports of comparison for how much garbage has to be lifted as per target & how much garbage is actually lifted. If less lifted then reasons for the same for eg. Breakdown / Labour problem.

10 MIS report for expenditure incurred on transportation.

11.1.26 Legal Management System Sr. No. Requirement A Master Maintenance 1 Advocates, their fees 2 Court Master 3 Miscellaneous Masters B Case Management 1 Registration of new cases, allocate advocate, allocate NMC officer 2 Facility to attach various documents related to the case 3 Entry of Date of Hearing 4 Alerts to officers w.r.t. hearing date 5 Entry of hearing details




6 Capture of judgment 7 Advocate Billing & Payment Details 8 Legal Opinions C MIS & Reports 1 Case Pendency reports (Department-wise / advocate-wise / Officer-wise) 2 Reports w.r.t. Cases won / Lost / Appeals made 3 Payments to the Legal Advisors

11.1.27 Municipal Secretariat Management System Sr. No. Requirement A Master Maintenance

1 Executive Wing Database B Agenda Preparation

1 Preparation of Goshwara by Department & submission to Municipal Secretary Dept.

2 Submission of proposals from various Counselors

3 Selection of Type of Meeting (General Body / Standing Committee / Ward Committee / etc.)

4 Selection of different Goshwara’s received for a meeting 5 Schedule of meetings of various committees 6 Generation of Agenda Copy 7 Issue of Agenda to Members & Administration after approval. 8 Issuance of letters received from the office bearers to various departments.

C Minutes of Meeting 1 Capture of Proceedings 2 Capture of Attendance of the members 3 Printing of Minutes after approval

D Resolution Preparation 1 Preparation of Resolution 2 Distribution of Resolution 3 Publishing of resolutions on Web Portal

E Ability to capture/facilitate the following: 1 Sanitary Inspectors recommendations/ approval details 2 Correction of the Birth Details 3 Inclusion of the Child’s Name 4 Cancel the Registration details with Remarks




5 Query Birth Registration database F Reports & MIS

1 List of issues discussed department-wise & committee wise in a specific time period

2 Attendance Details 3 Resolution Details

4 Data required for the preparation of annual report (Total number of resolutions passed, meetings held etc)

11.1.28 Land & Estates Management System Sr. No. Requirement A Land Management

1 Proposal for Land Acquisition 2 Scrutiny of Land Details 3 Valuation of Land 4 TDR Process & Possession of Land

5 Transfer of Details to Concerned Department (Bhavan for Construction, Other department for Information)

B Estate Management 1 Creation of Record in the Estate Register 2 Hand-over from other agencies 3 Hand-over by Builders 4 Construction by Projects Dept. 5 Issuance of Municipal Property on rent / lease 6 Generation of Bills 7 Acceptance of Payment 8 Renewal of Rent / Lease agreement 9 Allotment of House to the employee

10 Maintenance of Property on Contract 11 Maintenance Inspection

C MIS & Reports 1 NMC Land Register 2 Land Acquisition related reports 3 Revenue Reports for Estate on Rent / Lease 4 Outstanding Register for Estate on Rent / Lease 5 Maintenance Inspection report




6 Top Defaulters List

11.1.29 General & Hospital Stores Management System Sr. No. Requirement A Master Maintenance

1 Categorisation of Stores 2 Definition of Stores 3 Street Light Department Stores 4 Water Supply Dept. 5 Road Dept. 6 Other Stores 7 Defining Various Items under each category 8 Vendor List 9 Price-list for the Rate Contract Items

B Transactions 1 Facility to each department to indent material 2 Issue of Material by Stores Staff 3 Order to vendor by Stores Department 4 Material receipt forecast 5 Reminder to vendor in case of delay in delivery 6 Receipt of Material, Stock Updation, Capture of Sr. No., Batch No. 7 Capture of Date of Manufacture & Validity Date for Food / Medical Items 8 Maintenance of Reorder level i.e. procurement after reaching reorder level. 9 Bill passing of Vendors

10 Department-wise submission of details 11 Manage the material using first in first out method 12 Disposal of Dead Stock

C MIS & Reports 1 List of Vendor-wise / Material-wise orders 2 Material-wise, Department-wise consumption report 3 Disposal of Dead Stock Report 4 Status report to department w.r.t. their order 5 Comparison of price bids with history prices 6 Alerts if the Batch No.s or Sr. No. is not in order 7 ABC Analysis 8 Alerts of stock level (Minimum)




9 Stock Valuation 10 Material Inspection Report 11 Financial Budget Head wise Billing Procedure 12 Unused material report 13 Various report as per account code

11.1.30 Octroi Management System Sr. No. Requirement A Master Maintenance 1 Market Rate Master 2 Item Master 3 Naka Master 4 Escort In-Out Master 5 Miscellaneous Masters B Transactions 1 Octroi Cash Receipts 2 Escort Passes 3 Bonded Warehouse Transactions 4 Free Pass Issue 5 Company Registration 6 Vigilance Transaction 7 Mushahira Transactions 8 Flying Squad Duty Chart 9 Refund Approvals C MIS & Reports 1 Collection Challan 2 Head wise / Naka wise Collection Report 3 Daily head wise collection reports 4 Other miscellaneous MIS reports

11.1.31 Library Management System Sr. No. Requirement A Administration Module 1 Global System Preferences i. Admin




ii. Acquisitions iii. Enhanced Content iv. Authorities v. Cataloging 1. Cataloging 2. ISBD Default (MARC21) 3. ISBD Default (UNIMARC) vi. Circulation vii. I18N/L10N viii. Logs ix. OAI-PMH x. OPAC xi. Patrons B Basic Parameters 1 Libraries and Groups 2 Funds and Budgets 3 Currencies and Exchange Rates 4 Item Types C Patrons & Circulation 1 Patron Categories 2 Cities and Towns 3 Road Types 4 Patron Attribute Types 5 Circulation and Fines Rules 6 Library Transfer Limits 7 Item Circulation Alerts D Catalogue Administration 1 Authorized Values 2 MARC Bibliographic Frameworks 3 Authority Types 4 Classification Sources 5 Record Matching Rules E Tools 1 News 2 Label Creator 3 Calendar and Holidays




4 Comments/Reviews 5 Tags 6 Stage MARC Records for Import 7 Manage Staged MARC Records 8 Export bibliographic and holdings (MARC Export) 9 Patron Import 10 Patrons (anonomize, bulk-delete) 11 Upload Patron Images 12 Task Scheduler 13 Notices 14 Overdue Notice/Status Triggers 15 Log Viewer 16 Inventory / Stocktaking F Patrons 1 Add a new patron 2 Add a Staff Patron 3 Add a Statistical Patron 4 Editing Patrons 5 Patron Permissions 6 Patron Information G Circulation 1 Checking in (Returning) 2 Checking out (Issuing) 3 Holds 4 Transfers 5 Patron Fines 6 Reports 7 Tracking In house Use 8 Set Library 9 Self Checkout 10 Offline Circulation Utility H Cataloguing 1 Adding Records 2 Editing Records 3 Adding and Deleting Items 4 Biblios




5 Authorities 6 Item Fields Data Migration I Serials 1 Create Subscription 2 Sample Subscriptions 3 Cataloguing a Serial 4 Receiving a Serial 5 Editing Subscriptions 6 Routing Lists 7 Managing Serial Claims 8 Check Expiration 9 Serials in the OPAC J Acquisitions 1 Create a Vendor 2 Managing Suggestions 3 Ordering from a Suggestion 4 Placing Orders 5 Receiving Orders 6 Late Orders 7 Budgets 8 Create a Vendor K Reports 1 Acquisitions Statistics 2 Patron Statistics 3 Catalogue Statistics 4 Circulation Statistics 5 Serials Statistics 6 Patrons with the most checkouts 7 Most Circulated Items 8 Patrons with no checkouts 9 Items with no checkouts 10 Catalogue by Item Type 11 Lost Items 12 Average Loan Time 13 Ordering from a Suggestion 14 Placing Orders




15 Receiving Orders L OPAC 1 Your Account 2 Lists 3 Cart/Book Bag 4 Detail Page 5 Holds in the OPAC 6 Comments 7 RSS Feeds 1. Subscribing to RSS Feeds 2. Search Results Feed 3. Custom RSS Feeds 8 Purchase Suggestions 9 Tagging in the OPAC 10 XSLT 1. Item Type Display 11 Self Checkout 12 Icons 13 Customizable Regions M Searching 1 Advanced Search Prefixes 2 Boolean Searching 3 Zebra Help Snippets 4 Indexing and Searching Description 5 Indexing Configuration 6 Basic Searching 7 Advanced Searching 8 Common Command Language Searching

11.1.32 Hawkers Management System Sr. No. Requirement A Registration Module 1 Hawkers Information Entry 2 Relocation Transaction 3 Renewal / Cancellation of License 4 Payment of Fees




B Reports 1 License 2 Registered Hawkers Register 3 Misc. MIS Reports

11.1.33 Electrical Billing Monitoring System Sr. No. Requirement A Masters 1 Electrical Meters 2 Energy Type 3 Energy Rate 4 Energy Slab B Transactions & Reports 1 MSEDCL bills entry 2 Generation of variance 3 Bill passing

11.1.34 Fire Brigade System Sr. No. Requirement A Masters 1 Fleet & Vehicle 2 Ward / Service Area 3 Personnel 4 Incident Type B Transactions & Reports 1 Duty Chart 2 Incident Logging 3 Incident Status Reporting

11.1.35 Public Auditorium Management System Sr. No. Requirement A Masters 1 Auditorium 2 Auditorium Capacity 3 Fees & Charges




B Transactions & Reports 1 Availability Register 2 Bookings & Cancellations 3 Integration with Payment Gateway 4 Misc. Reports

11.1.36 Vehicle Workshop Management System Sr. No. Requirement A Masters 1 Fleet, Vehicles & Manufacturers 2 Spares & Services 3 Fees & Charges 4 Spares Inventory B Transactions & Reports 1 Vehicle Preventive & Breakdown Maintenance 2 Job Card 3 Outsourced Work Billing 4 Vehicle Maintenance Schedules 5 Misc. Reports

11.1.37 Security Management System Sr. No. Requirement A Masters 1 Installations 2 Shifts 3 Resources 4 Inventory (Vehicles / Arms / Etc.) B Transactions & Reports 1 Duty Chart 2 Incident Logging 3 Incident Reporting 4 Incident Escalation 5 Incident Register 6 Misc. Reports




11.1.37 IT Asset Management System Sr. No. Requirement A Masters 1 Assets Stock 2 Manufacturer / Brand 3 Asset Type 4 Service Engineers / Vendors 5 Network Management 6 Server Management 7 Database Monitoring 8 Help Desk System 9 Desktop Management System B Transactions & Reports 1 Asset Issue 2 Call Logging & Closure Transactions 3 Call Escalation & Management 4 Preventive Maintenance Schedule 5 Misc. Reports & MIS

11.1.38 Town Planning Management System Sr. No. Requirement A Masters 1 Reservation Types 2 Reservation Status 3 Reservation Stage B Transactions & Reports 1 Reservation Transactions 2 Misc. Reports & MIS

11.1.39 BSUP & Nagarvasti System Sr. No. Requirement A Masters 1 Scheme Definition & Budgets B Transactions & Reports 1 Beneficiary Entry




2 Scheme Transactions

11.1.40 Slum Billing System Sr. No. Requirement A Masters 1 Slum Definition 2 Hutment Entry & Assessment B Transactions & Reports 1 Bill Generation 2 Receipts Entry 3. Integration with Payment Gateway 4. Bill, Assessment Register, Receipts Register 5. Misc Reports & MIS

11.1.41 Intranet Sr. No. Requirement A The content for the Intranet is divided into two categories

1 General (Home Page) This information will be available to all users without login.

2 User Specific. This is department and user specific information and it will be accessible user only after login.

B Modules 1 User Module 2 Administrative Module 3 Security Module 4 Interface to all application modules

5 Information of Budget, Committees, Departments, Directories. Events, Meetings, Knowledgebase, Downloads,

6 Misc. Reposts & MIS

11.1.42 Sports Department Sr. No. Requirement A Gym., Grounds, Swimming Tank, Indoor Games Stadium Management




1 Proposal for Ground Booking 2 Scrutiny of Proposal 3 Fees Collection 4 Security Deposit Process 5 Reservation System 6 Various Donations & Scholarship Management

B MIS & Reports 1 Misc. Reports

11.1.43 Hospital Management System Sr. No. Requirement A Modules

1 Patient Management System (O.P.D. & I.P.D.) 2 Laboratory Management System 3 O.T. Management System 4 Billing System 5 Pharmacy

6 Interface with Other Department Accounts, Complaint System, Central Drug Stores & Medical

7 Medical record Section 8 X ray & USG Modules 9 Equipment Maintenance


11.1.44 Election Department Sr. No. Requirement A Modules

1 Voter List Module 2 Election Module (Process with Scrutiny) 3 Results Module





11.1.45 Web Portal Sr. No. Requirement A Modules

1 As per Government Standard

2 Bidder shall follow the standard specifications defined by SUN MICROSYSTEM, JSR 168 and JSR 286.

3 It should be dynamic portal. B MIS & Reports

1 Misc. Reports

Commissioner Pimpri Chinchwad Municipal Corporation

Pimpri - 411 018