request for proposal -...

RFP Document after Pre-bid ~ 1 ~

Request for Proposal

For

Customization, Testing , Training, Implementation, Maintenance and Post-implementation Support

of Application Software

for Online Submission of Application Forms

For Recruitment on Various Posts

and/or Enrollment/Examination to College/Universities

on Build, Own, Operate and Transfer (BOOT) Basis

[NIT No.F1.9(33)/RajComp/Misc/11/767 Dated : 27.09.2011 ]

(Last Date & Time for depositing Tender form : 21-10-2011 till 3:00 PM)

(Bid to be opened on 21-10-2011 at 3:30 PM in office of RISL)

Pre- Bid was held on 07-10-2011 at 11:00 AM

Name of the Company/Firm:

Address for the Correspondence:

Telephone No.: Fax No.:

Price: Rs.1000/- Only

RajComp Info Services Ltd. B-Block, 1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur – 302005

Tel: 141-2226055, 5103902, Fax:141-2228701 Email: [email protected] ; Website : www.rajcomp.net

mailto:[email protected]

http://www.rajcomp.net/

RajComp Info Services Ltd. (RISL)

NIT No. F1.9(33)/RISL/Misc/11/767 Jaipur, Dated:27.09. 2011


TABLE OF CONTENTS

S.No. Chapter Page 1. Definitions & Acronyms 3

2. Invitation of Bids 4

3. Eligibility Criteria 7

4. Scope of Work 10

5. Deliverables 30

6. Time schedule 32

7. Earnest Money Deposit (EMD) 35

8. Bidding Process 37

9. Disqualification 40

10. Performance Security & Liquidity Damages 42

11. Terms of Payment 46

12. General Terms & Conditions 48

13. Software Terms and Conditions 58

14. Tender Form 65

15. Attachment of Documents in the Technical Bid - Checklist 67

16. Letter of Undertaking 68

17. Technical Specifications 70

18. Financial Bids 77

19. Annexure – Input Forms 80



Chapter 1

Definitions & Acronyms

Bidder The eligible firms who will participate in tendering process

Tendering Authority RajComp Info Services Ltd.

RISL RajComp Info Services Ltd.

GoR Government of Rajasthan

EMD Earnest Money Deposit

Project Refers to Online Filing of Forms on Application Server

Purchaser RajComp Info Services Ltd.

SDC State Data Center alias NOC

SLA Service level agreement

FMS Facility Management Services




INVITATION FOR BIDS




Chapter - 2

INVITATION FOR BID (IFB) 1. RajComp Info Services Ltd.(RISL) intends to invite proposal from competent

and professional IT Service Provider Company involved in development, analysis, testing and implementation of software solutions for Customization, Testing, Training, Implementation, Maintenance and Post-implementation Support of Application Software for “Online Submission of Application forms” project to be installed in Rajasthan State Data Center on BOOT basis. The software service provider shall customize its application software for the requirement of online submission of application form by applicants for recruitment by various government departments/ organizations and/or admission to college/universities. The project will cover following as per requirement/specifications, terms and conditions laid down in this RFP :

− Software Requirement Study − Customisation of Application software, testing & maintenance − Implementation and Training − Post Implementation Support

The hardware, bandwidth, SAN storage, firewall, router and other network equipments required for implementation of the application software shall be provided by RISL in State Data Center.

2. Interested bidders may obtain further information from RISL, Ist Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur

3. A complete set of RFP for the above purpose can be downloaded from the

official website www.rajcomp.net. 4. The bidder who has downloaded the RFP from website, is required to submit

a non-refundable fee of Rs. 1000.00 (Rupees One Thousand only) in the form of DD or Banker’s Cheque in favor of Managing Director, RISL, Jaipur, payable at Jaipur at the time of submission of bid, failing, which the bid of the concerned bidder will not be entertained.

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5. A complete set of Request for Proposal (RFP) can also be obtained from the following address during office hours on all working days either in person or by post on submission of a written application along with a non-refundable fee of Rs 1000/-(Rs 250/- extra in case of Courier) in the form of Demand Draft or Banker’s Cheque in favor of Managing Director, RISL, Jaipur, payable at Jaipur.

The Managing Director, RajComp Info Services Ltd., 1st Floor, Yojana Bhawan

Tilak Marg, C-Scheme, Jaipur

RFP Document after Pre-bid



Phone No. 0141 - 2226055

6. All bids (Technical & Commercial) must be submitted at the same time giving full particulars in separate sealed envelopes at the address given above before date and time specified in the table given below. These envelops should be marked properly as “Technical Bid” and “Commercial Bid”.

7. The RFP Details are as follows:

S.No. Particulars Detail 1. Price of Bid Rs.1000/- 2. Courier Charges (in case of postage) Rs. 250/- 3. Earnest Money - Package - I Rs.1,00,000/- - Package - II Rs.1,00,000/- 4. Date of commencement of sale of RFP 30-09-2011 5. Date and time for Pre-Bid meeting 07-10-2011 11:00 AM6. Date of of uploading final RFP after pre-

bid meeting 10-10-2011

7. Last date and time for sale of RFP 21-10-2011 15:00 8. Date of submission of RFP 21-10-2011 15:00 9. Place of Submission Yojana Bhawan. Tilak

Marg, C-Scheme, Jaipur

10. Date of opening of Technical bid 21-10-2011 15:30

8. All bids must be accompanied by earnest money as specified in the RFP and must be delivered at the above address on or before specified date and time indicated above.

9. Technical Bids will be opened in the presence of the bidders’ representatives

who choose to attend on the specified date and time. Technically qualified bids will be taken up for further processing and suitable date & time will be advised to the bidders for testing/proof of concept to ensure that it provides the functionality required by RISL. After evaluation of the solution/service the Commercial Bids of qualified bidders will be opened in the presence of the technically qualified bidders’ representatives who choose to attend on the date and time notified separately to the technically qualified bidders.

10. RISL reserves the right to (i) make necessary changes in the terms of the

Project, and (ii) reject any or all Bids without assigning any reason thereof.

11. The Bid will be valid up to 90 days from the date of submission of bid.

12. RISL reserves the right to accept or reject in part or full any or all the offers without assigning any reasons whatsoever.

Managing Director




ELIGIBILITY CRITERIA

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Chapter 3

ELIGIBILITY CRITERIA FOR THE BIDDER

Only those Bidders who fulfill the following criteria are eligible to respond to the RFP. Offers received from the bidders who do not fulfill all or any of the following eligibility criteria are liable to be rejected.

1. The bidder should be a registered company/ Partnership Firm in India Registered under Company Act 1956/Partnership Act 1932. The Certificate of Incorporation, Certificate of Commencement of Business issued by the Registrar of Companies, The Memorandum and Articles of Association/a copy of Deed of Partnership (if partnership firm) are to be provided.

2. The Bidder must be an original IT Services provider involved in

development, analysis, testing and implementation of software solutions at least for a period of three years as on 31-03-2011. It should have core competency in developing application softwares using SDLC.

3. The Bidder should have an average annual turnover of minimum Rs. 2.00 crore (Rs. Two Crore) during last three years in software development and maintenance. Audited copies of Balance Sheet and Profit & Loss Account of FY 2008-2009, 2009-2010 and 2010-2011 must be enclosed with the Technical Bid. A certificate from CA certifying turnover for the financial years is to be enclosed.

4. Bidder should have reported net profit for last 3 financial years (2008-09, 2009-10, 2010-11).

5. The Bidder should have at least any of the following certificates: SEI-CMM Level 3 or ISO 9000

Attested copies of the Certificate should be enclosed with the bid.

6. The Bidder should have undertaken and successfully completed in India at least one software development and implementation project with value of Rs. 15 lacs or two projects of Rs. 7.50 lacs each in the financial years 2008-09, 2009-10 and 2010-11. The projects should have involved software development and related activities for transactional processing. The Bidder must attach relevant work order/work completion certificates along with the Technical Bid.




7. Bidder should have successfully provided services related with Online Submission of application form in at least one public sector/private sector organization in India during the last three years. The total of minimum fifty thousand forms should have been invited using the application software during a period of 30 days. A certificate of having successfully completed the assignment should be attached.

8. Bidder should have not been black listed at any time by the Central

and/or any of the State Governments in India. An undertaking to this effect must be submitted in their letter head.

9. Bidders who have an unsatisfactory record in completion of any of earlier contracts with RajComp/RISL shall not be eligible for participating in this tender.

Bidder must comply with all above-mentioned criteria. Non-compliance of any of the criteria will entail rejection of the offer summarily. It is mandatory to provide the technical details in the exact format of technical specifications given in the RFP. Correct technical information of the solution being offered must be filled in. Photocopies of relevant documents / certificates should be submitted as proof in support of the claims made. RISL reserves the right to verify /evaluate the claims made by the bidder independently. Any decision of RISL in this regard shall be final, conclusive and binding upon the bidder.




SCOPE OF WORK




Chapter 4

SCOPE OF WORK

4.1 RajComp Info Services Ltd.(RISL), on behalf of government departments/

organisations intends to invite proposal for customization, Testing, Training, Implementation, Maintenance and Post-Implementation Support for application software for “Online Submission of Application forms” project to be installed in Rajasthan State Data Center. This is an important Government to Citizen service (G2C).

4.2 The objective of the Online submission of application form project is to

facilitate the applicants to submit their applications online through the use of internet. This is a G2C application and RISL also wants to achieve efficient delivery of service by implementing this project. This would not only save cost and time of the applicants, but would lead to increase in efficiency of the functioning of the department. It would add efficiency in the process of submission of application forms for admission/recruitment purposes. The objective of the project is :

• To facilitate quality service to public. • To increase efficiency in accepting application form functioning of

the departments/organisations • To facilitate systematic record keeping • To reduce cost of the citizen as well as to the department • Reduce redundancy of data • Maintain confidentiality and security of the data. • Provide information to the authenticated users of the system.

4.3 The broad scope of application software and services would include :

• To develop a web enabled software for storing detail related with Online submission of Application Form. The website should be divided into two parts viz. for viewing by general public (without login) and closed user group area(with login & password for restricted access).

• The open area for public would contain recruitment detail of department/admission detail of college and other detail as per requirement of department/college/universities.

• The software should be menu driven and should enable role based access rights to each stakeholder.

• The online submission of application form project has been divided into two packages as below :




Package - I : For Recruitment in Government Department / Institutions : • To provide interface for data entry for registration of candidates. • To provide interface for data entry for filling up and submission of

online Application Form online through web based software. • To validate Applicant data as per requirement. • To upload photo and signature of applicant. • To upload other documents viz. birth certificate, marksheets,

biometric imprints etc. as per requirement. • To provide facility of online Payment of fees & generation of receipt

through emitra kiosks, payment gateway (payment through credit card, debit card and net banking) and/or bank challan.

• To verify of detail of applicant fees online as per payment methodology followed by applicant e.g. through use of web service to e-mitra server, if payment is made through e-mitra kiosks or to verify detail with bank, if payment is made through bank challan

• To provide facility to download Admit Cards online from website. Admit card format to be decided by the department.

• To provide facility for sending acknowledgement through e-mail and SMS to applicants for successful submission of application form.

• To provide facility for online printing of filled application form with photo, signature, biometric imprints etc.

• To generate Reports for Reconciliation of accounts. • To generate MIS Report as per requirement. • To facilitate entry of merit list of candidates. • To submit two copies of data on CD/DVD ROM to the concerned

department for internal record. • To provide facility management services

Package II : For Admission in College/Universities :

• To provide interface for data entry for filling up and submission of enrollment and examination form online through web based software.

• To provide for dynamic calculation of examination fees of students depending on details fed by student in its examination form.

• To provide interface to approve student application form by Principal of the College.

• To provide interface to make correction in student detail by concerned University officer.

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• To provide interface to capture practical exam data at college level.




• To validate Applicant data as per requirement. • To upload photo and signature of applicant. • To upload other documents viz. marksheets etc. as per

requirement. • To provide facility of online Payment of fees & generation of receipt

through emitra kiosks, payment gateway (payment through credit card, debit card and net banking) and/or bank challan.

• To print filled form(in 2 copies) and bank pay-in-slip (in 3 copies) with unique control number on both to enable the student deposit the fee along with a copy of pay-in-slip to any branch of a designated bank and deposit a copy of the form and pay-in-slip to the college and another copy be kept the student for his/her future reference.

• To generate enrollment number of new entrants and roll number of all students like enrollment slip, admission card, Roll List , sitting plan, timetable , QP statement , NR statement etc. for conduct of examination.

• The processes of generating Roll Numbers and Enrollment numbers are explained later in this Chapter.

• To provide facility to download Admit Cards online from website. • To provide facility for sending acknowledgement through e-mail

and SMS to applicants for successful submission of enrollment/examination form etc.

• To provide roll based menu for respective stakeholder to take print out of reports required by them online. e.g. interface to college to print roll list etc. of their college online.

• To supply fee collection statement college wise/exam wise with mention of fee-heads and any other print statement required by the university based on data captured and its compilation.

• To provide suitable web interface along with secure procedure to the college/student/university for query and corrections in data.

• To provide support for porting of data from bidders system to new upcoming system of complete computerisation of university.

• To provide facility management services like hand-holding support and training at university level, training to college Principals and college/university officials to handle web based working.

• To provide online training material like how to fill ONLINE forms, eligibility criteria’s etc. in PDF or PPT/Video form.




4.4 The system shall be developed on centralized server and single database enabling generation of consolidated MIS, and information / reports for decision making by departmental/college/university officials.

4.5 RISL has planned to implement the application software for online

submission of application forms with the help of Software Service Provider. The service provider will ensure customization, upgradation and maintenance of the application software as per requirement on case to case basis for inviting online application forms for various government departments/organizations and RISL shall enjoy the benefit of updated and best software technology platform on on-going basis. The software service provider is required to customize his software to meet following types of requirements viz. (i) Application form for recruitment in government departments and (ii) enrolment form and/or examination form for college/university. A sample of application forms for all the cases has been enclosed with the RFP document.

4.6 RISL has envisaged following two types of the services which are required to

achieve the objectives:

(1) Stage I : Customisation, Upgradation, Testing, Maintenance and Implementation of Application Software : The automation of the submission of application form process is expected to be carried out with the help of secured Web Based Application so that the system will be online giving instantaneous, accurate and transparent information to the intended users of the system including online submission of the application forms, status of application etc..

(2) Stage II : Facility Management Services (“FMS”) / Post-Implementation Suport : Although the software service provider will provide smooth access to the application software, number of operations such as on-going, on-the-job training to users, hand-holding support, help-desk facility for the applicants, report generation / printing etc. is required to be carried-out at the office of RISL/concerned department. Therefore, it is desired that minimum one resource personal shall be made available by the bidder at the office of RISL/concerned department under the arrangement of FMS during the period of accepting online application forms under package – I. However for package – II minimum of five personnel shall be required for hand holding support on the operation of software at the level of university. The resource personnel should have requisite qualification, IT experience and expertise on the application software.

4.6.1 Thus, it is expected that the bidder shall submit its proposal (Technical and

Financial) in consideration with the aforesaid two types of services under a comprehensive arrangement of service for application software for Online




submission of application forms. The detailed scope of the respective service shall be as under :

4.7 Stage I : Customisation, Testing, Upgradation, Maintenance and

Implementation of Application Software : 4.7.1 RISL is creating a facility on behalf of the Government departments and

semi-government organizations/institutions willing to invite online forms from applicants for their requirement. The bidder shall study the application form and procedure of the concerned department/organisation for which application forms are to be accepted online. Based on the study the bidder shall customise the application software that is in line with the requirements of the department/organisation, but not limited to, in the scope mentioned in this tender document.

4.7.2 The proposed e-application shall allow applicants to apply online. The departments/organizations shall then accept applications which are entered / filled on-line using the application software, and will not have to accept any applications sent using other modes such as fax, email, courier, manually / personally delivered.

4.7.3 The salient features of the proposed application software for online filing of application forms shall be:

(1) Customisation of Application Software : The successful bidder

would be required to study the requirement of the user department/ organisation and customize the application software as per their requirement. The customized application software should be approved by the user department/organisation/RISL before go live. The software should be developed using the best industry practices.

(2) Browser Independent : The application software should be web enabled so that the same can be accessed by applicants from anywhere, anytime. It is imperative that the user interface of the application software should be browser based so that the users can access the software using internet (HTTP protocol). The software should be compatible with all popularly used browsers.

(3) Software Platform : The centralised web based application software should be developed using proven technology. The application has to be maintained by the successful bidder for the entire contract period. The application software may be developed using ASP.NET, J2EE or PHP etc.

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(4) Identification of Unique Applicants : The software should prompt the applicant for duplicate entry. Duplicate application of the




applicants shall be identified and eliminated by the application software using proper algorithm for matching names, code number or any other suitable criteria e.g. name, data of birth, qualification etc. if so required by RISL/user department.

(5) Application Rules : The application rules shall be defined by the

department/organisation for their requirement. The rules shall be fed in the application software by the bidder and/or by RISL for creation of application form. The rules for the application form may change for each department/organisation and the software should be able to adapt to the new requirement of each department/organisation for which the online forms are to be invited. The logic for application rules will have to be externalized from application code using appropriate Rule Engine. The application rules set for a particular department should be approved by the officer of the concerned government department/organisation and shall be applied in consultation with the concerned government department/organisation. It should be possible to define start date/time and end date/time for accepting online application form with the rule engine. The rules should be stored in a database for future reference purposes. Print-out of the application rules should be made available to RISL for preservation.

(6) Dynamic : The creation of application form should be dynamic. The application software should provide an interface for creation of application form for requirement of each department/organization.

(7) Track Your Application: Applicants should be in a position to keep track of the status of his application by giving unique code no. (Confidential)/enrollment no., date of birth and/or any other field as per requirement of the application software.

(8) Collection of Fees: The system should have an appropriate arrangement to charge fees from the applicants as per requirement of the user department/organisation. RISL/department/organisation shall make appropriate arrangement with Bank and / or 3rd party vendor for the said purpose. The successful bidder would enable this arrangement. Possible options for fee payment may be emitra/CSC kiosks, bank challan, payment gateway and any other as suggested by the successful bidder and subsequently approved by RISL/ department/organisation. The amount charged by bank, e-mitra/CSC kiosks etc. for accepting application fees shall be paid by the candidate.

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(9) E-Mail and SMS : The system should sent e-mail with filled application form as attachment to the applicant. The system should




also generate SMS on the mobile phone number provided by the applicant. The facility of email gateway and SMS gateway shall be provided by RISL. The charges for the same shall also be paid by RISL.

(10) Blacklisting of Candidate: The software should have provision for blacklisting the candidate if it is observed that he / she is committing in any kind of malpractices or have submitted false document or information or hacking system (which will be covered under cyber law).

(11) Admin Area: The application software shall have appropriate admin

features / options for departmental users, RISL users and software service provider users to manage User IDs, change passwords, configuration email / SMS parameters and sending the same, Server / Database Parameters etc.. The software should maintain log of activities performed on data and date and time of each user login into the system.

(12) Scalability: The system shall be scalable to incorporate additional

requirements, high volume of transactions / simultaneous operations etc.. The software should be load tested and fine tuned for performance to accept atleast 50000 to 75000 applications per day on defined server specification. It should be able to serve minimum of 1500-2000 concurrent users.

(13) Audit Trail : The application software should provide for proper audit

trail for any change made in the data. The software should be capable to store IP addresses, date and time stamp and other identities of the applicant entering online application and IP address and user code, date & time stamp of user creating application rules, editing any rules, editing masters etc. The system should maintain proper logs of any changes made in the data.

(14) Validation Checks : The application software should incorporate

proper validation checks so that garbage data is not stored in the database. The validation checks should be able to minimize data entry mistakes e.g. The data of birth cannot be below fifteen years and more than seventy years etc.

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(15) Security : The application should be designed and developed by incorporating security features as per the best industry practices. The specific elements of the application should be provided access to authorized personnel. Wherever required the data should be encrypted. The bidder shall, to the extent relevant and possible, be guided by the standard information systems security policies and




guidelines or suitable Industry standards. Appropriate access and authorization controls should be incorporated into the software. The bidder should also provide configurable User and Role-based security for the Menu Options of the application. The website should be SSL enabled so as to enable integration with payment gateway of various banks.

(16) Transaction Accuracy & Consistency : The application software

should ensure accuracy and consistency of data in database and reports. The transaction accuracy would be measured from the number of reported errors vis-à-vis number of transactions. The transaction data should meet ACID property. The software should maintain 100% data accuracy and consistency.

(17) User Interface : The application software should have a user friendly

interface. The labels on the form should be bilingual(Unicode based) wherever required i.e. in Hindi as well as in English. Though the data entry is most cases would be in English only but the software should support data entry in hindi as well, if so required by the user department/organization.

(18) Reconciliation of Accounts : The application software should facilitate reconciliation of accounts. The MIS of the amount collected as application fees should be available in the form of detailed as well as summary reports in the form of cronological list, categorywise list, examinationwise list, districtwise list etc.

(19) Online Help : The software should provide Online Help facility for the end-users to operate the software with ease and speed. The help may be in any of the forms viz. PDF file, PPT, Video etc.

(20) Adherence to Guidelines : The web enabled application software should comply with the guidelines issued by DoIT&C, Govt. of Rajasthan for development of websites and available at http://doitc.rajasthan.gov.in and Guidelines for Indian Government Websites (GIGW) issued by Department of Information Technology (DIT), Government of India (GoI) and available at http://doitc.rajasthan.gov.in and http://web.guidelines.gov.in.

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4.7.4 The successful bidder shall ensure that the performance of the application (response time) is consistent and the application is always up and running (24 x 7). The bidder shall provide 24 x 7 technical support for the application software, especially when the online submission of application form is open. The bidder shall fix all bugs/changes as desired by the user department/RISL during entire contract period. The bidder shall make all


http://www.doitc.rajasthan.gov.in/

http://www.doitc.rajasthan.gov.in/

http://web.guidelines.gov.in/



changes as may be necessary in the application software without any additional cost, to enhance the functionalities of the software on account of changes in procedures/ policies/guidelines, change in application rules etc as per requirement of RISL / user department.

4.7.5 Thus the system should be appropriately designed to:

(a) Carry-out any addition of the new forms and/or changes to the existing form with ease

(b) Maintain Application Rule (old rule are required to be preserved) (c) Use of flexible reporting tool for ad-hoc report generation (d) Have a module to archive and maintain the history data (moving

current data to history)

4.7.6 Deployment Requirement : 4.7.6.1 The successful bidder would deploy the online application software on

the infrastructure provided by RISL consisting required Hardware, system software, networking equipments, network bandwidth etc. in State Data Center.

4.7.6.2 The bidder should note that RISL desires to operate the application

software on Intel platform (preferably with Linux as Operating System). 4.7.6.3 It is necessary that the Vendor should submit ideal minimum deployment

requirements for the proposed application software which will be sufficient for the smooth functioning of the system without compromising the performance. These deployment requirements should consist of minimum required hardware, software, and networking items / components which RISL needs to arrange for the successful installation and smooth functioning of the proposed systems. The deployment requirements should be submitted along with Technical Proposal in the format given in the tender.

4.7.7 Inputs & Outputs : 4.7.7.1 The inputs and outputs to be generated from the online application

software should strictly conform to what has been provided by the concerned user department for which the online applications are to be invited.

4.7.7.2 However, minimum expected list of the inputs and outputs of the

application software is as under:




Package – I : For Recruitment in Government Department / Institutions :

(A) Inputs: (a) Registration of Candidate : The software should have a provision

for registration of the candidate. It should enable the applicant to feed minimum essential information for future use in online submission of application form.

(b) Online form: The applicant should be able to apply online by entering his detail as per requirement of user department including uploading of scanned photo and signature etc.

(c) Publishing the notification on official Website (d) Online Submission of Application Forms: Designing of application

forms as per the requirements of the user department/organization personal information like name, address, category, phone no., email, nationality, mobile number, and publishing the same on the website with proper authentication and with appropriate arrangement / interface for mode of payment (tie-up with Nationalized Bank, Treasury, post office, or any other mode or combination of modes as decided by RISL) for the application fee. The applicant after entering his detail for the application is required to upload his scanned photo and signature as per specified size. It should not be compulsory for a candidate to register before submitting online application form.

(e) Editing Applicant Details : The software should have provision for editing selected detail of applicant as per requirement of user department.

(f) Defining Application Rules : The end user should be able to define application rules using Rule Engine: Name of the Government Department making requisition for recruitment for the post, number of posts, name of the post, number of vacant posts, eligibility criteria, reservation details, categorywise fees to be charged etc

(g) Center Allotment, Examination Dates, category-wise cut-off marks, hall ticket generation.

(h) Admit card generation : The application software should have the facility to generate online admit card after verification of appropriate details of the candidate.

(i) Publishing syllabus details, if required. (j) Duplicate printing of filled up application form by providing confidential

information. (k) Merit list : The application software should enable data feeding of

candidates who have cleared written test. The merit list should be displayed on the website.

(B) Outputs / Reports:

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The system shall generate on line printable application form having all details of the applicant such as form no./application id, personal details, educational qualification, documents required and declaration.




The system should have feature to print profiles and applications for the candidates as well as for departmental users. The profiles of the candidates including their photographs and scanned signatures, and applications shall be entered / uploaded by the candidates which are properly validated by the system. The software should provide menu for printing of reports by the concerned stakeholder. Sample list of required detailed and summary reports at various stages are : (a) Examination related Report :

(1) Receiving applications (2) Examination Centerwise allotment list (3) Hall Ticket/Admission card/permission letter (4) Attendance / Muster Roll (5) District-wise list / count (6) Categorywise list (7) Examinationwise list (8) Interview Call letter / Rejection Letter (9) Any other report as and when required by RISL/user department

The reports shall consist of fields as decided by the user department/RISL. (b) General Report

(1) Profile Register (List), and Print-out of Profile (Document) (2) Application Forms Register (List), Print-out of Application Form

(Document) (3) Printing Reminder Letters if on-line communication fails. (4) List of Blacklisted candidates (5) Any other report as and when required by RISL/user department

The reports shall consist of fields as decided by the user department/RISL. (c) MIS Requirements:

Number of MIS reports are required on various selection criteria, and various order / Sequences of printing, some of them are: (1) MIS Reports on Recruitment posts: no of posts, no. of candidates

appeared / selected, etc (2) Statistics like Total Admitted Candidates / Examinations

(d) SMS and e-mail Generation : The software should have provision to send SMS and e-Mail to

candidates in following cases : (1) Acknowledgement of receipt of online application form by applicants (2) Information to applicants for center allotment, date and time of exam (3) Information to applicants regarding their written test result

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(4) Information to applicants for interview date and venue




(5) Any other communication with applicants as may be required by RISL /user department.

(e) The successful bidder shall have to hand over backup of the data of applicants in the format desired by the department for the above reports.

It is expected that the system will generate above reports on any combination of fields such as Govt Dept-wise, category-wise (SC, ST, OBC, PH, NCL etc), Physically Handicapped, Graduates, Female candidates, marks-wise, District-wise, Area-wise etc.

Package – II : For Admission in College/Universities :

4.7.8 Inputs & Outputs : (a) Online Admission/Enrollment form: The applicant should be able to

apply enrollment form online by entering his detail as per requirement of the college/university including uploading of scanned photo and signature, 12th marksheet etc.

(b) Online Examination form: The applicant should be able to apply examination form online by entering his detail as per requirement of the college/university including uploading of scanned photo and signature etc. The software should have an integrated module for dynamic calculation of examination fees of the student.

(c) Editing details in Enrollment/Examination Form : The software should have provision of editing selected details of applicants in enrollment / examination form by concerned stakeholder

(d) Approval of Student detail : The software should have provision for approving student detail by the concerned stakeholder of respective college.

(d) Publishing the notification on official Website (e) Online Submission of Application Forms: Designing of enrollment

as well as examination forms as per the requirement of the college/university like name, address, phone no., email, nationality, mobile number, and publishing the same on the website with proper authentication and with appropriate arrangement / interface for mode of payment (tie-up with Nationalized Bank, Treasury, post office, or any other mode or combination of modes as decided by RISL/ college/university) for the application fee. The applicant after entering his detail for the application is required to upload his scanned photo and signature as per specified size.

(f) Defining Application Rules : The end user should be able to define application rules using Rule Engine: Name of the College for enrollment/examination, eligibility criteria, reservation details, fee to be




charged etc. Different Fees is charged from students based on certain predefined criteria.

(g) Examination Center Allotment, Examination Dates, hall ticket generation.

(h) Practical Exam Data : The software should have interface to capture practical exam data at college level.

(i) Admit card generation : The application software should have the facility to generate online admit card after verification of appropriate details of the candidate.

(j) Publishing syllabus details, if required. (k) Duplicate printing of filled up application form by providing confidential

information. (l) To develop web based application to capture and retrieve information

on a secure access rights basis to students, colleges and university. (m) Designing of e-forms for various examinations, Revaluation and

correction note. (n) Providing interface to view college wise/ exam wise examination

statistical information on the portal along with upload of results declared.

(o) Generation of final report with the student details, fee heads and amount along with the generation of unique challan no. as unique no.

Process of Roll No. Generation

The roll number series for each exam will be provided to the firm by the exam section on submission of report having mention of exam name and number of forms collected on the cut-off date of form filling. Unique Roll Number should be generated in the order of Centre Institute Category Ordinance Name of candidate Father's name Mother's Name. A suitable gap in numbers on centre change will also be decided by the examination section.

Process of Enrollment No. Generation

It is expected that there will be 50,000 to 60000 new students enrolled this year. Unique Enrolment numbers will be generated for Regular and Non collegiate (NC) separately for the class wise duly checked data of all I year, Previous year/I semester examinations in the order of ROLLNO. For regular students enrolment number will start from 1 to 60000 and for NC the same will start from 60001. In the Roll list and admission cards this enrolment number must be printed. Such generated enrolment data be clubbed together and provided to the university for on a CD/DVD for future usage.




Output/Reports : The software should provide roll based menu for printing of following reports by the concerned stakeholder.

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SNo Reports Required for Pre Exam. Work

Type of Stationary /Part

Printing type

1 Printing of examination scheme with subjects and their maximum and minimum marks drawn from syllabus for approval

15X12X2 (60 GSM)

LineMatrix

2 College wise/Exam wise fee collection report with fee heads and control No. etc. ( only live cases)

15X12X2 (60 GSM)

LineMatrix

3 Check list of Form filled with full data captured ONLINE exam wise college wise with Photo and remarks considering of Eligibility.

A3 Cut sheets

Laser

4 Update List A3 Cut sheets

Laser

5 Basic roll list on 10x12x1 LineMatrix6 List of Exam wise Registered number of students with

Roll No. series 15X12X2 (60 GSM)

LineMatrix

7 ROLL list 3 copies after generation of unique roll no. and enrolment numbers with Photo.

A3 size sheets

Laser

8 Admission cards and Centre forms along with Time table of Examination as approved by the University to be prepared and packed college wise with Photo.

8"x11" ( 80 GSM)

Laser Pre Printed

9 Enrolment Certificate (Three on One sheet) Packed College wise.

10X12X1 (80 GSM) Pre printed

LineMatrix

10 Enrolment Register separate for Regular and Non Collegiate students ( 11 students per sheet)

15X12X1 (100 GSM)Pre printed

LineMatrix

11 Final List of Enrolment for despatch to Colleges 10X12X3 LineMatrix12 Enrolment data clubbed for all exams with College code

and name in Dbf format (in 2 Copies) on completion of pre Exam work.

CD media

13 Printing of QP Statement (6 copies) with nomenclature and code numbers.

15X12X3 LineMatrix

14 Printing of N.R. statement ( 6 copies) 15X12X3 LineMatrix15 Seating statement (Plan) class-wise/ Centre-wise/ subject-

wise /paper-wise/ Roll numbers-wise 10x12x2. LineMatrix

16 Registration summary as required by the University. 15x12x3 LineMatrix17 Attendance sheet for attendance during examination 8"x11"

( 80 GSM) Laser

18 Roll List of students having registration in practical subjects to secrecy section.

15x12x1 LineMatrix




19 College wise/roll nowise/subject wise list of (excluding compulsory subjects) ex and non collegiate students to fill practical awards for carry forward purpose (if practical exam list not provided on Website)

10x12x2 LineMatrix

20 Exam-wise registration Satistics for all category , cast, sex

A4 Laser

21 Any other report required by University/College Note : The successful bidder may have to provide print out of the above reports

to the University on rates quoted in the financial bid.

4.7.9 Backup: 4.7.9.1 The bidder should incorporate necessary features in the proposed system

to take back-up of database in regular intervals such as daily, weekly, monthly etc.

4.7.10 Documentation: 4.7.10.1 The bidder will provide an inbuilt Online Help facility (well documented)

24X7 on the website. Further one hard copy of user manual, design manual and technical manual shall be provided by the successful bidder to RISL.

4.7.11 Testing:

(1) The bidder shall thoroughly test the software for load, quality and performance alongwith proper functioning at its site before deployment of the software on production environment. The bidder shall be required to get its application software tested by third party and shall be required to submit load testing report alongwith test parameters to RISL with regard to the test made. The bidder shall have to arrange SSL and safe to host certificate from the authorized agency before deploying the software in production environment in State Data Center. The online application software developed and tested shall be hosted at State Data Center and maintained by the bidder. The bidder shall be required to provide performance tuning parameters/configuration of the server/OS/application server software on which the application would be installed to the team of state data center for efficient working of the application software.

(2) In addition to above, RISL may hire services of third party to certify the software for load, quality and performance at its own cost to ensure proper functioning of the software. The suggestions given by the third party, if any would be mandatory for the bidder to implement and to incorporate and to execute the same from time to time.

(3) Final approval/User Acceptance of the software and system shall be given by RISL after the successful implementation and testing.




4.7.12 Database Management : 4.7.12.1 The database for online filing of application form shall be maintained in

Oracle 11g / PostgresQL / MS SQL in the State Data Center. The application software developed by the successful bidder should be capable to store data in the Oracle/PostgresQL/MS SQL database. The successful bidder shall undertake management of changes to database schema, user roles etc.

4.7.12.2 Though the performance monitoring and tuning of the database shall be

undertaken by the team already deployed in State Data Center, but the successful bidder may based on his experience suggest for performance tuning of the database for enhancing the performance of the online application software.

4.7.12.3 The successful bidder shall take regular backups for all databases in

accordance with the backup and archive policies and conduct recovery whenever required with appropriate permissions.

4.7.12.4 After rectifying the mistakes, if any, and after all the processing is over,

the complete data related with online application forms shall be handed over to the user department in the database structure as required by the user department like latest version of MS Excel, MS Access, x-base & MS SQL etc. The successful bidder shall provide an application software for the user department which it could use at its office with this data.

4.7.12.5 All the data will be required to be preserved for six months from the end

date of invitation of application form and thereafter are to be submitted to this office or till further instructions if given earlier.

4.7.12.6 If any problem in understanding the requirement of processing arises,

the matter will be discussed with the concerned Officers before proceeding further.

4.8 Stage II : Facility Management Services (“FMS”) 4.8.1 The successful bidder shall provide number of operations such as on-

going on-the-job training to users, hand-holding support, help-desk facility to the applicants, report generation / printing etc are required to be carried-out at the office of RISL. Therefore, for effective utilization of the online application software, it is desired that minimum one resource personnel with adequate knowledge and speaking capabilities of Hindi shall be made available by the bidder at the office of RISL/department/ university. The resource personnel should have requisite competent qualification (Engineering/ diploma/B.Sc.IT/ Computer Science graduate),




IT experience of minimum 3 years and expertise on the online application software. He will be responsible to provide necessary support pertaining to the application software on on-going basis for:

(1) Training to users : The successful bidder would be required to provide

hands-on training to officers of the user department/organisation. Training could have multiple sessions as per the need and requirement of end user. The content of training shall be mutually decided between RISL and selected bidder. The attendance sheet of the persons trained by the bidder shall be attached alongwith the bill raised by the bidder for payment. Training to a batch of 15-20 persons per customer is to be organized (including faculty, infrastructure etc.) by successful bidder at Jaipur and/or revenue divisions as per requirement on his cost.

(2) Help Desk Support : The successful bidder shall have to create help

desk support for applicants. Atleast two telephone numbers should be provided on the website for telephonic support during business hours. After business hours proper message should be given to candidates to contact during business hours i.e. from 8:00 AM to 8:00 PM.

(3) Hand-holding Support : Hand holding support should be provided to

officers of user department/university, if so required by them on usage of the software. Support for creation of departmental users is specifically required. If proper training is provided by the bidder then requirement of hand-holding support would be reduced. However, it is expected that a minimum of five persons would have to be deputed at university for hand holding support of university officials under package II for the entire FMS period.

(4) Troubleshooting/Bugs removal : The successful bidder is required to

provide troubleshooting support if any bugs are encountered during implementation of the software. The bugs would be required to be removed within 24 hours so that it does not cause unnecessary harassment of applicants.

(5) Upgradation of Software : Any modifications and/or enhancements /

upgradation required by RISL/user department/university in the software during FMS period shall have to be incorporated by the successful bidder.

(6) Backup of Data : The successful bidder would be required to take

regular backup of data on daily basis. Further after last date of accepting online applications, the successful bidder would be required to hand over complete data to the user department. He would install the data at user department site.




(7) MIS Reports : The successful bidder would provide user department/ university with all MIS reports required by them for processing of the applications.

(8) Miscellaneous Works : The successful bidder will perform all such

works which are required for successful working of the application software viz. SMS and email generation, Center allocation, roll number generation, admit card generation etc.

4.9 Performance & Availability of the Services: 4.9.1 The online application software should be available online 24 x 7. The

response time requirements for 95% of the online data entry and enquiry screens should be 5 seconds or better.

4.10 Bidder’s Personnel : 4.10.1The bidder shall employ and provide such qualified and experienced

personnel as are required to perform the services under the contract.

4.10.2 During the contract period and after the end of the contract period, the bidder shall refrain from canvassing the client with the view to procure employment to the bidder’s personnel.

4.10.3 As Hindi is Official Language of the Government of Rajasthan, the bidder

has to appoint personnel having proficiency with Hindi language. It may be ensured that some of the personnel should have knowledge of Hindi typing.

4.10.4 The staff provided by the bidder will perform their duties in accordance

with the instructions given by the officers of the Tendering Authority from time to time. The Tendering Authority will examine the qualification, experience etc. of the personnel provided before they are put on area positions. The bidder has to take approval for the staff deployed from the tendering authority before deployment. The tendering authority has every right to reject names of the personnel if the same is not acceptable to them before or after commencement of the project.

4.10.5 At no time there be more than 10% of the provided manpower on leave or

absent from the duty. In case of long term absence due to sickness, leave etc, the bidder shall insure replacements and manning of all manpower posts by without any additional liabilities to the Tendering Authority. Substitute will have to be provided by the bidder against the staff proceeding on leave/or remaining absent.

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4.10.6 The proposed services shall be normally manned from 9:30 AM to 6:30 PM as per the requirement throughout the year as decided by the




Tendering Authority depending upon necessity of the work/services. The Office of the Tendering Authority will remain closed on all Sundays and Saturdays of every month and on all public holidays declared by Government of Rajasthan. But in exception condition the support might be required on holidays.

4.10.7 The bidder should provide continuous telephone technical support at all

times on all days.

Eligible Bidders might be called upon to demonstrate technical competence by making of presentations on proposed services.

4.11 PROBLEM ESCALATION 4.11.1 The bidder should submit detailed escalation mechanism. The escalation

should cover each level of the organization up to the level of the CEO of the organization.

4.12 The prospective bidders are requested to go through the Application form

enclosed with this tender form for online filing of application form. The portal should be designed in such a way that required reports as per the prescribed database as desired by the RISL are made available easily.




DELIVERABLES




Chapter 5

DELIVERABLES

Sr. No.

Particulars

Stage I :

1. Detail Project Plan 2. SSL for Web cum Application Server 3. Safe to Host Certificate for the website/web based application software 4. Payment gateway Integration with banks as decided by RISL/user department 5. Load Testing report 6. Application Server software, if required for functioning of application software 7. Complete Source Code of Application Software (as per scope of tender) 8. User Acceptance Test Report 9. User Manual, Database Design Manual and Technical Manual 10. Performance tuning parameters for fine tuning application on server at SDC 11. Any other third party software required for smooth functioning of the

application software Stage II :

12. Support Manpower at the time when online applications are being invited 13. Customisation of Application Software as per requirement of user department 14. User Acceptance Test Report 15. Safe to Host certification (On advice of SDC if major change in application

software) 16. Training to users, feedback forms, analysis and corrective action plan 17. Generation of MIS reports as per scope defined in the tender 18. Hand-holding support 19. Troubleshooting of

• bugs in the application software • performance tuning of system software

20. Help-desk facility for the candidates 20. Maintenance/ Up gradation/ Enhancements of the software as per

requirement and submission of quarterly report of changes made in the software

21. Backup of source code application software as and when changes are incorporated.

22. Backup of data after end date of acceptance of each examination




TIME SCHEDULE

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Chapter 6

TIME SCHEDULE

6.1 The process for online submission of application form for a

department/organization shall involve two stages. First stage would involve understanding the requirement of the client department/ organization and preparation of report with regard to the same. After approval of the requirement specification report by the client department, the bidder would be required to customize the application for online submission of application form as per the approval given by the client. The entire first stage including customization and deployment of application shall be required to be completed within a period of 30 days by the bidder.

6.2 This process shall be required to be replicated for every new

department/organization who desires to avail services of the software solution provider for inviting online application forms from applicants. But for all subsequent departments/organization the software solution provider shall be given 10 days to customize its software to the requirement of new department/organization.

6.2 In the second stage the successful bidder would be required to provide day

to day support in the form of helpdesk, training etc. on the application software and submit MIS report required by RISL/user department.

6.2.1 Stage – I

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Sno. Activity Time Schedule a) Understanding of the User Requirement Within 7 days from the date of

signing of agreement. b) Preparation of Requirement

Specification Report Within 10 days from the date of signing of agreement..

c) Approval on Report Within 15 days from the date of signing of agreement.

d) Load testing and safe to host certificatee) Delivery and deployment of customised

solution for Online Submission of Application Forms on Server placed in the State Data Center. (The payment option with e-mitra/CSC kiosks and/or bank challan should also be completed.)

Within 30 days from the date of signing of agreement.

f) Training (for usage of the software and MIS reports)

Two day training to the officials of the department.

Maximum Available Time period 30 days from date of signing of agreement




g) Integration with Payment Gateway of Bank, if so required

Within 20 days after maximum available time period mentioned above

The above timeline of 30 days is for the first time implementation of the application software at State Data Center by the successful bidder. Subsequently all changes for new client (department/college/ university) will have to be made within 10 days. 6.2.2 Stage – II

Sno. Activity Time Schedule a) Day to day management of

application software for online filing of forms

For the entire period the acceptance of online application forms is open.

b) Upgradation / customization/ maintenance of application software as per requirement of user department/ organization

As and when required.

c) Submission of monthly/quarterly reports as per scope

Reports are to be submitted within time limits as per SLA for entire duration of Stage II.

d) Help Desk Support Atleast two telephone numbers should be provided on the website for telephonic support during business hours. Proper telephonic support shall be provided to the candidates willing to fill their online application forms.

e) Troubleshooting/Bugs removal Bugs in the application software to be removed within 24 hours

f) Training Two day training to the officials of the department.

g) Hand holding Support Package I – 1+1 Package II – 1+5

Minimum of one person would be required at RISL for hand holding support during FMS period. Package I : Hand holding support of minimum one person is required for officers of user department/ organization. Package II : Hand holding support of minimum of five persons shall be required for officials of university.

The facility management services /post-implementation support is to be provided to the user department/RISL only for the period the activity related with online submission of application form /admit card generation / merit list declaration etc. are in process. After completion of the entire process of recruitment/enrollment/ examination of the user department/organisation, the support is not required. Usually this support would be required for a period of 45 to 60 days for each type of recruitment/examination/admission process. The period may change as per requirement of user department.




EARNEST MONEY DEPOSIT




Chapter 7

EARNEST MONEY DEPOSIT 7.1 The bidder shall furnish, as part of the Technical Bid, an Earnest Money as

below :

Package I - Rs.1,00,000/- (Rupees one lakh only) Package II - Rs.1,00,000/- (Rupees one lakh only)

7.2 Cottage and SSI units registered with Director of Industries, Rajasthan are required to submit Earnest Money @0.5% of the estimated tender value

7.3 The EMD shall be in Indian Rupees and shall be a Bankers Cheque or Demand Draft payable to Managing Director, RISL, Jaipur. The instrument should be issued by a Bank having at least one branch at Jaipur. Such negotiable instrument should be valid for a period of three months (90 days) from the last date of bid submission.

7.4 Earnest Money of unsuccessful bidders shall be returned within 60 days after the expiration of the period of bid validity prescribed in the bid document.

7.5 Earnest Money of the successful bidder will be released once the bidder signs the agreement and furnishes the performance guarantee.

7.6 The EMD may be adjusted in the Performance Security by depositing the difference amount of Performance Security or alternatively EMD could be refunded back by taking fresh Performance Security.

Forfeiture of earnest money

7.7 The Earnest Money will be forfeited on account of one or more of the following reasons:

a) The Bidder withdraws his bid during the period of bid validity specified by them on the bid letter form.

b) Bidder does not respond to requests for clarification of their bid. c) Bidder fails to co-operate during the bid evaluation process, and d) In case of a successful Bidder, the said Bidder fails:

• to sign the Agreement in time(Service level Agreement and Non-Disclosure agreement); or

• to furnish Performance Guarantee in time




BIDDING PROCESS




Chapter 8

BIDDING PROCESS

8.6 Bid submission 8.6.1 The bid shall be typed or written in inedible ink and shall be signed by the

bidder or a person duly authorized to bind the bidder to the Contract/ Agreement. All pages of the bid, except for un-amended printed literature, shall be initialed by the person or persons signing the bid.

8.6.2 The last date for submission of bid is 21-10-2011 up to 15:00 hrs. 8.7 Validity of Bids 8.7.1 Bids shall remain valid for 90 days after the date of Bid opening. A Bid

valid for a shorter period shall be rejected as non-responsive. 8.8 Procedure for submission of Bids 8.8.1 The bidding comprises of two bid system. The first part will consist of the

Technical Bid from Chapter 1 to Chapter 17 and and the second part will consist of Financial Bid - Chapter 18 only.

8.8.2 The bidder has to submit the details of earnest money of Rs 100000/- (Rupees one lac only) each along with the technical bid. The technical bid along with earnest money should be placed in one envelop and should be marked as "Technical Bid for Online filing of Application Forms Project – Package I & II ” (mention package no. as applicable) and the financial bid in another envelop marked as "Financial Bid for Online filing of Application Forms Project – Package I & II”. Both these envelops should be sealed separately and should further be kept in a third envelop marked as "Bid for Online filing of Application Forms Project – Package I & II” and sealed properly.

8.8.3 Prices must not be indicated in the Technical Bid and must be quoted in the Financial Bid only.

8.8.4 Any bid not accompanied with EMD shall be rejected. 8.8.5 Financial Bid should only indicate prices without any condition or

qualification whatsoever and should include all taxes, service tax, duties, fees, levies, and other charges levied by Central & State Government/ government bodies, as may be applicable in relation to activities proposed to be carried out. If there would be any increase in the taxes, levies, duties, fee and other charges during tenure of the contract, the financial burden of the same shall be borne by the bidder.

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




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

8.9 Date & Time of opening of Technical bids 8.9.1 The Technical bids will be opened on 21-10-2011 at 15:30 Hrs in the

Board room, Ist Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur. 8.9.2 The bids received late and declared late by the Tender Evaluation

Committee after the last date and time for receipt of bids prescribed in the tender document shall be rejected and/or returned unopened to the Bidder.

8.10 Pre-bid meeting 8.10.1 The bidder or its official representative is invited to attend a pre-bid

meeting which will take place at Board room, Ist Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur on 07-10-2011 at 11.00 Hrs.

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

8.10.3 The bidder is requested to submit any question in writing or by cable, to reach the Purchaser not later than two days before the meeting, i.e., 05-10-2011.

8.10.4 Any modifications in the bidding documents which may become necessary as a result of the pre-bid meeting shall be made by the Purchaser exclusively on the web site http://risl.rajasthan.gov.in latest by 10-10-2011. The Tendering Authority shall be free to amend the document as per requirements. The notice of change, if any, will be made available on the website as well as communicated through e-mail to all bidders whose e-mail addresses would be available with RISL.

8.11 Cost of Preparation of Bids 8.11.1 The Bidder shall be solely responsible for the cost of preparing and

submitting the Bid and all other related costs.




Disqualification




Chapter 9

Disqualification

9.1 The Tendering Authority, may in its sole discretion and at any time during the processing of Tender, disqualify any bidder from the Tendering process if the bidder has:

• Submitted the Tender after the prescribed date and time of

submission of bids. • Made misleading or false representations in the forms, statements

and attachments submitted in proof of the eligibility requirements. • If found to have a record of poor performance such as abandoning

works, not properly completing the contract, inordinately delaying completion, being involved in litigation or financial failures, etc.

• Submitted bid document, which is not accompanied by required documentation and Earnest Money Deposit (EMD) or is non-responsive.

• Failed to provide clarifications related thereto, when sought. • Submitted more than one bid. This will cause disqualification of all

bids submitted by such applicants except the last bid received. • Not quoted products in accordance with the terms and conditions of

this tender. • If the bidder fails to provide any documentary evidence of meeting

eligibility criteria as asked in RFP.

9.2 Applicants who are found to canvass, influence or attempt to influence in any manner the qualification or selection process, shall be disqualified from the process at any stage.

9.3 A Bid not valid for at least 90 days shall be considered as non-

responsive and would be disqualified. 9.4 Bids with member of consortium who are also the members of bid




Performance Security & Liquidated Damages




Chapter 10

Performance Security & Liquidated Damages

10.1 The successful bidder shall carry out the services in conformity with

generally accepted professional and technically accepted norms relevant to such assignments that are required for the Online filing of application form/enrolment form/examination form project and which are to the entire satisfaction of the Purchaser.

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

10.3 The successful bidder will have to execute an agreement on a Non-Judicial Stamp of appropriate value within a period of 15 days of receipt of order and deposit security as per clause 10.5 prior to signing of agreement.

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

10.5 The successful bidder shall deposit the security/performance guarantee money as follows:

10% of total order value for the entire duration of contract.

10.6 The form of security money shall be as below:- i Cash/ Bank Draft/ Bankers Cheque duly discharged in favor of

Managing Director, RajComp Info Services Ltd. ii Post-office Saving Bank Pass Book duly pledged. iii National Savings Certificate, Defense Savings Certificates.

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

10.7 The performance security money shall be refunded immediately after expiry of contract and provided there is no breach of condition on the part of successful bidder.

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

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10.9 The successful bidder shall be required to execute following agreements towards Services being rendered :




− Service Level Agreement.

− Non-disclosure Agreement 10.10 Failure of the bidder to comply with the requirements shall constitute

sufficient grounds for the annulment of the award and forfeiture of the Performance Security.

10.11 Liquidated Damages 10.11.1 Stage 1: In case of extension in the delivery period / completion with

liquidated damages the recovery shall be made on the basis of following percentages of value of Stores / work completion, which the bidder has failed to supply/ complete the work: -

S. No

Condition LD % of price quoted for Stage I

a. Delay up to one fourth period of the prescribed delivery period / completion of work as per chapter 6

2.5 %

b. Delay exceeding one fourth but not exceeding half of the prescribed period / completion of work as per chapter 6

5.0 %

c. Delay exceeding half but not exceeding three fourth of the prescribed period / completion of work as per chapter 6

7.5 %

d. delay exceeding three fourth of the prescribed period / completion of work as per chapter 6

10.0 %

Fraction of a day in reckoning period in supplies shall be eliminated

if it is less than half a day. The maximum amount of liquidated damages shall be 10%. If the successful bidder requires an extension of time in completion

of contractual supply on account of occurrence of any hindrance, he shall apply in writing to the authority, which has placed the supply order, for the same immediately on occurrence of the hindrance but not after the stipulated date of completion of supply.

Delivery period may be extended with or without liquidated damages if the delay in the supply of goods/implementation of software is on account of hindrances beyond the control of the bidder.

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Also Liquidated Damages would be deducted from the payment due for that milestone as mentioned in Chapter 11 (Terms of Payment).




10.11.2 The successful bidder is required to customize the application software to the new requirement of new department/college/university. The successful bidder is required to incorporate all changes in the application software as communicated by the new customer within 10 days from date on which the changes are conveyed by the department/college/university. If the changes are not incorporated within the defined time, liquidated damages at the rate of Rs. 2000/- per day shall be charged.

10.12 Forfeiture of Performance Security 10.12.1 Forfeiture of Security Deposit: Security amount in full or part may be

forfeited in the following cases: - a When the terms and conditions of the contract are breached. b When the bidder fails to make complete supply satisfactorily. c When contract is being terminated due to non-performance of

the successful bidder for consecutive two quarters of a year. d Notice of reasonable time will be given in case of forfeiture of

security deposit. The decision of the Purchase Officer in this regard shall be final.

10.12.2 Failure of the successful bidder to comply with the requirement of the contract, shall constitute sufficient grounds for the annulment of the award and forfeiture of the bid security, in which event the purchaser may make the award to the next lowest evaluated bidder or call for new bids.

10.13 Release of Performance Security 10.13.1 The security/performance guarantee would be returned back after

successful completion of period of contract. .




TERMS OF PAYMENT




Chapter 11

Terms Of Payment

11.1 Payment shall be made by the Purchaser, only after successful completion of services by the successful bidder to the entire satisfaction of the Purchaser or any other agency nominated by him. a) No Advance Payment will be made. b) Project is a service project. Hence, basically the payment will be made

only if services are completely rendered upto the satisfaction of RISL/ College/GoR by the successful bidder.

c) All remittance charges will be borne by the bidder. d) All the payments to the software solution provider will be made as per

the Payment Schedule and Terms of Payment, upon submission of invoices that are certified by the concerned department/college/ university & verified by RISL. The payment shall be made subject to the penalties laid down in chapter 10 and 12 on various tasks.

e) The Software solution provider has to submit all the required and related supporting documents along with the bill for the payment. The solution provider shall submit a summarized report of work carried out in the quarter along with every bill for accounting and audit purposes.

f) No request for enhancement of rates will be entertained in the interim contract period on any pretext.

S. No.

% age of payment

Condition/ Event

Stage – I 1 Nil No Payment shall be made for Stage – I. The payments for

Stage-I shall also be released after successful completion of Stage-II.

Stage – II 2. 100% The payments for Stage-I and II shall be made after

successful completion of the work defined for both the Stages of each user department/college/university. All relevant documents would be required to be attached alongwith the bill for stage-I as well as stage-II.




GENERAL TERMS AND CONDITIONS

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Chapter 12

GENERAL TERMS AND CONDITIONS OF TENDER

Note: Bidders must read these conditions carefully and comply strictly while sending/submitting their tenders.

General conditions: 12.1 Sales Tax/Service Tax Registration and Clearance Certificate: No

Dealer who is not registered under the Sales Tax Act prevalent in the State where his business is located shall tender. The Sales Tax Registration Number should be quoted and a sales tax clearance certificate & Service Tax Clearance Certificate from the Commercial Taxes Officer of the Circle concerned shall be submitted without which the tender is liable to rejection.

12.2 Tender forms shall be filled in ink or typed. No tender filled in pencil shall be considered. The bidder shall sign the tender form at each page and at the end, in token of acceptance of all the terms and conditions of the tender.

12.3 Rates shall be written both in words and figures. There should not be errors and/or over-writings. Corrections, if any, should be made clearly and initialed with dates. The rates should mention element of the Rajasthan State Sales Tax / Central Sales Tax/Service Tax separately.

12.4 Bidder shall quote firm prices against each of the items as detailed in the price bid. No conditional discounts shall be quoted in the bid e.g. discounts based on conditions linked with bid/performance security/guarantees, advance payments, selection of combination of products or product options, number of personnel etc. Financial bids with such conditional discounts would be summarily rejected.

12.5 Comparison of Rates: a. In comparing the rates tendered by firms outside Rajasthan and

those in Rajasthan but not entitled to Price Preference under the Rules, the element of Rajasthan Sales Tax shall be excluded whereas that of Central Sales Tax shall be included.

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

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

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12.7 Any Change in the constitution of the company, etc. shall be notified forth with by the successful bidder in writing to the purchase officer and such




change shall not relieve any former member of the company, etc., from any liability under the contract.

12.8 If any dispute arises out of the contract with regard to the interpretation, meaning and breach of the terms of the contract, the matter shall be referred to by the Parties to the Principal Secretary, Department Of Information Technology and Communication, Government of Rajasthan who will be the Sole Arbitrator and whose decision shall be final.

12.9 Income Tax may be deducted at source as per rules. 12.10 All legal proceedings, if necessary arises to institute may by any of the

parties (RISL or Contractor) shall have to be lodged in courts situated in Jaipur and not elsewhere.

12.11 Loss of Revenue to the Purchaser: The bidder shall be vicariously liable to indemnify the Purchaser in case of any misuse of data/information by the bidder, deliberate or otherwise, which comes into the knowledge of the purchaser during the performance or currency of the contract.

12.12 Currency of Payment: Payment shall be made in Indian Rupees only. 12.13 Change orders: The purchaser may at any time, by a written order

given to the bidder, make changes within the general scope of the Contract. If any such change causes an increase or decrease in the cost of, or the time required for, the bidder’s performance of any part of the work under the contract, whether changed or not changed by the order, and equitable adjustment shall be made in the performance security, Contract Price or delivery schedule, or both, and the contract shall accordingly be amended. Any claims by the bidder for adjustment under this clause must be asserted within thirty (30) days from the date of the bidder’s receipt of the purchaser’s changed order.

12.14 Contract Amendments: No variation in or modification of the terms of the Contract shall be made except by written amendment signed by both the parties i.e. the Bidder and the Purchaser.

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

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12.16 Notification of award: Prior of the expiration of the period of the bid validity, the purchaser will notify the successful bidder in writing that its bid has been accepted. The notification of award will constitute the formation of contract. Upon the successful bidder’s furnishing of performance security, the purchaser will notify each unsuccessful bidder and will discharge its EMD.




12.17 Period of Validity: Bids shall remain valid for 90 days after last date of

bid submission prescribed by the purchaser which may be extended with mutual consent. A bid valid for a shorter period may be rejected by the purchaser as non-responsive.

12.18 Period of Contract: The period of the contract is two years extendable on yearly basis upto five years on same terms and conditions, if mutually acceptable.

12.19 Force Majeure: a. Notwithstanding the provisions of contract, the bidder shall not be

liable for forfeiture of its performance security, or termination for default, if and to the extent that, its delay in performance or other failure to perform its obligations under the contract is the result of an event of Force Majeure.

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

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

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

12.20 Termination for insolvency: The purchaser may at any time terminate the contract by giving written notice to the bidder, without compensation to the bidder, if the bidder becomes bankrupt or otherwise insolvent provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the purchaser.

12.21 Termination for Convenience: The purchaser, may, by written notice sent to the bidder, terminate the contract, in whole or in part at any time for its convenience. The notice of termination shall specify that termination is for the Purchaser’s convenience, the extent to which performance of work under the Contract is terminated and the date upon which such termination becomes effective.




12.22 The contractor shall not assign or sub-let his contract or any substantial part thereof to any other agency.

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

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

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

12.26 Any bid received by the Tendering Authority after the deadline for submission of bids will be rejected & not to be considered and may be returned unopened to the bidder.

12.27 Use of Contract Documents and information a. The bidder shall not, without the purchaser’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 purchaser in connection therewith, to any person other than a person employed by the bidder 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.

b. The bidder shall not, without the purchaser’s prior written consent, make use of any document or information enumerated in this document except for purposes of performing the contract.

c. Any document, other than the contract itself, shall remain the property of the Purchaser and shall be returned (in all copies) to the purchaser on completion of the Bidder’s performance under the contract, if so required by the purchaser.

12.28 Service Level Assurance : 12.28.1 The successful bidder is required to provide following services :

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1. Timely Customization of Application Software : The successful bidder is required to customize the application software to the new requirement of new department/college/university. The successful bidder is required to incorporate all changes in the application software as communicated by the new customer within 10 days from




date on which the changes are conveyed by the department/college/ university. If the changes are not incorporated within the defined time, deduction at the rate of Rs. 2000/- per day shall be made from amount payable to the firm for the delayed period.

2. Application Software Availability : The successful bidder shall ensure that the services for Online submission of application forms software is available 24 X 7 hours in a week. The bidder shall be made full payment on 99% uptime or higher and the payment reduces at the rate of 10% for every 1% reduction in uptime. No payment will be made for uptime less than 90%. However, the successful bidder shall not be held responsible, if the application software is not operational due to issues in State Data Center related with server, leased line etc.

For the purpose of payment, the leverage hours shall be calculated proportionately on quarterly basis. The overall services should maintain a minimum of uptime of 99% or more. There should be planned downtime (with prior approval of RISL) during weekends or holidays and should not overrun to working hours of the following or previous working hours. The table below shows the calculation for the hours of down time in hours.

S. No.

Uptime Leverage hours per annum (Max.)

Leverage hours per quarter (Max.)

% Payment of Charges

1. 99% or more 87.6 hours 21.9 hours 100% 2. >=98% to < 99% 175.2 hours 43.8 hours 90% 3. >=97% to < 98% 262.8 hours 65.7 hours 80% 4. >=96% to < 97% 350.4 hours 87.6 hours 70% 5. >=95% to < 96% 438 hours 109.5 hours 60% 6. >=90% to < 95% 876 hours 219 hours 50% 7. Less than 90% More than

876 hours More than 219 hours

NIL

3. Help Desk Services : The help desk services shall be required to be

provided by the successful bidder during the time online application forms are being invited. The successful bidder would have to provide minimum two numbers for telephonic support to applicants. If the telephonic support is not provided by the bidder, deduction at the rate of Rs. 2000/- per day shall be made from the amount payable to the firm subject to maximum limit of Rs.30,000/-.

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4. Training to officers of department/colleges/universities : The successful bidder shall impart training to officers of the department/ college/universities prior to start date of accepting online application forms from applicants. The bidder shall seek date for training from the




nodal officer of the concerned department/organization. The bidder shall submit list of participants who have been trained on the usage of the application software of the concerned department/college/ university. If the training is not provided by the bidder, deduction at the rate of Rs. 1000/- per day shall be made from the amount payable to the firm subject to maximum limit of Rs.10,000/-.

5. Support Manpower : The successful bidder shall have to provide

support manpower both at RISL and user department during the period online application forms are being invited by the concerned organization/s. The manpower provided by the successful bidder shall resolve any issue related with software immediately. During the FMS period, if the support manpower is not provided then deduction at the rate of Rs. 2000/- per day per manpower shall be made from the amount payable to the firm subject maximum limit of Rs.20,000/- per manpower.

6. Data : The successful bidder is required to provide complete data in

the format desired by the concerned department within 7 days of the last date of invitation of online application forms. If the data is not provided by the bidder to the concerned department/organisation, deduction at the rate of Rs. 1000/- per day shall be made from the amount payable to the firm subject to maximum limit of Rs.10,000/-.

7. Transaction Accuracy & Consistency : The application software

should ensure accuracy and consistency of data in database and reports. The transaction accuracy would be measured from the number of reported errors vis-à-vis number of transactions. The transaction data should meet ACID property. The software should maintain 100% data accuracy and consistency. Deduction @ Rs. 20,000/- would be made for every 1% inaccurate data reporting.

12.29 The approved bidder shall be deemed to have carefully examined the conditions, specifications, size, make and drawings, etc., of the services to be rendered. If he has any doubts as to the meaning of any portion of these conditions or of the specification, drawing, etc., the bidder shall, before signing the contract, refer the same to the Purchase Officer and get clarifications.

12.30 All rates quoted must be FOR destination/site where the application software is to be installed, and should include all incidental charges except Central/Rajasthan Sales Tax, which should be shown separately in the Format for Price Quotation only. In case of local supplies the rates should include all taxes, etc., and RISL will not pay any cartage or transportation charges.




12.31 Specifications: a. The services to be rendered shall strictly conform to the

specifications, trademark laid down in the tender form and wherever articles have been required according to international standards / certifications, those modules should conform strictly to those specifications/ certifications.

b. The supply shall be of very best quality and description. The decision of the purchase officer/ purchase committee whether the software supplied conforms to the specifications shall be final and binding.

12.32 Inspection:

a. The Purchase Officer or his duly authorized representative shall at all reasonable time have access to the premises of successful bidder and shall have the power at all reasonable time to inspect and examine the manpower and their software development skills during development process or afterwards as may be decided. Inspection shall be made at installation site.

b. The bidder shall furnish complete address of the premises of his office where inspection can be made together with name and address of the person who is to be contacted for the purpose.

c. Application software when received shall be subject to inspection to ensure whether they conform to the specifications. Where necessary or prescribed or practical, tests shall be carried out in Government Department(RISL/RajComp) and the software will be accepted only where its conform to the standard of prescribed specifications.

12.33 Rejection:

a. The application software not approved during inspection or testing shall be rejected and will have to be replaced by the bidder at his own cost within the time fixed by the Purchase Officer.

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

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c. The rejected software shall be removed by the bidder within 3 days of intimation of rejection, after which Purchase Officer shall not be responsible for any loss, shortage or damage and shall have the right to dispose of such articles as he thinks fit, at the bidder’s risk and on his account.




12.34 The bidder shall be responsible for the proper packing so as to avoid damage under normal conditions of transport by sea, rail and road or air and delivery of the software (CDROM/DVD) in the good condition to the consignee at destination. In the event of any loss, damage, breakage or leakage or any shortage the bidder shall be liable to make good such loss and shortage found at the time of checking/ inspection by the consignee. No extra cost on such account shall be admissible.

12.35 The Contract for the supply can be repudiated at any time by the Purchase Officer, if the supplies are not made to his satisfaction after giving an opportunity to the bidder of being heard and recording the reasons for repudiation.

12.36 Delivery & Installation: -

a. The bidder whose tender is accepted shall arrange to supply the ordered software as per specifications mentioned in chapter 13 & 17 and within time period defined in chapter 6.

b. Delivery & Installation of ordered items would be completed within the schedule given in Chapter 6.

c. Transportation: All goods must be sent freight paid. d. Warranty/ Guarantee Clause:

Two years on all the modules supplied as per purchase order. The bidder would give comprehensive onsite warranty/guarantee that the software would continue to conform to the description and quality as specified for a period of two years on software from the date of delivery & installation of the said software to be purchased and that notwithstanding the fact that the purchaser may have inspected and/or approved the said software, if during the aforesaid period of two years on software, the said software be discovered not to conform to the description and quality aforesaid or have determined (and the decision of the Purchase Officer in that behalf will be final and conclusive), the purchaser will be entitled to reject the said software or such portion thereof as may be discovered not to conform to the said description and quality, on such rejection the software will be at the seller’s risk and all the provisions relating to rejection of software etc., shall apply. The bidder shall if so called upon to do, replace the software etc., or such portion thereof as is rejection by Purchase Officer, otherwise the bidder shall pay such damage as may arise by the reason of the breach of the condition herein contained. Nothing herein contained shall prejudice any other right of the Purchase Officer in that behalf under this contract or otherwise.




12.38 If the Purchase officer does not purchase any of the tendered software or purchases less than the quantity indicated in the tender form, the bidder shall not be entitled to claim any compensation.

12.39 Insurance: The software will be delivered at the destination office in perfect condition. The successful bidder, if he so desires may insure the goods against loss by theft, destruction or damage, by fire, flood, under exposure to whether or otherwise viz., (war, rebellion, riot, etc.,) The insurance charges will be borne by the successful bidder and Tendering Authority will not pay such charges if incurred.

12.40 The time specified for delivery in the tender form shall be deemed to be the essence of the contract and the successful bidder shall arrange supplies within the specified period.

12.41 Recoveries: Recoveries of liquidated damages/deduction for delay, short supply, breakage, rejected software shall be made from bills or the first available opportunity. Amount may also be withheld to the extent of short supply, breakage, rejected software and in case of failure in satisfactory replacement by the successful bidder along with amount of liquidated damages shall be recovered from his dues and security deposit available with the department. In case recovery is not possible recourse will be taken under Rajasthan PDR Act or any other law in force.




SOFTWARE TERMS & CONDITIONS

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Chapter 13

SOFTWARE TERMS & CONDITIONS

13.1 The Tendering Authority reserves the right to carry out the capability

assessment of the Bidder and the Purchaser‘s decision shall be final in this regard. The individual signing the tender or other document, in connection with the tender must certify as to whether he or she has signed as: - - A “Sole proprietor” of the Software Development or constituted

attorney of such sole proprietor.

- A partner of the Bidder, if it be partnership, in which case he must have authority to refer to arbitration disputes concerning the business partnership either by virtue of the partnership agreement or a power of attorney.

- Constituted attorney of the Bidder, if it is a company.

13.2 Software Ownership Rights : The bidder shall transfer the complete

source code along with adequate detailed documents (from the testing phase onwards) ownership right of the application software package to RISL. The source code with version control system should be submitted in a DVD & external HDD both to RISL. The bidder will however be free to use the source code of the application software.

13.3 In case the bidder is using any third party software, the bidder must have

proper legal arrangement with the developer/owner of the software to ensure complete back to back support to RISL for complete project period. This should also include support on upgrades at no additional cost. Both the parties shall be jointly and severally liable for the effect of performance of software on implementation of the project. For this purpose, the bidder would indemnify RISL against any third party claim by the developer/owner of third party software to the effect.

13.4 Patent Rights : In the event of any claim asserted by a third party of

infringement of copyright, patent, trademark or industrial design rights arising from the use of the software, database etc. or any part thereof, the bidder shall expeditiously extinguish such claim. If the bidder fails to comply and RISL is required to pay compensation to a third party resulting from such infringement, the bidder shall be responsible for the compensation including all expenses, court costs and lawyer fees. RISL will give notice to the bidder of such claim, if it is made, without delay.




13.5 Delivery Period & Installation : The completion period of the said tasks

should be adhered to as mentioned in delivery schedule . The supply shall actually be deemed to have been complete on the actual date of supply/installation.

The successful bidder will deploy minimum of one personal at the premises of the Purchaser for carrying out the tasks as mentioned in Chapter-4. Exact deployment will be worked out by the bidder to ensure timely completion with expected quality norms.

13.6 Delay in Performance & Penalty : Delivery of the items shall be made or the contract services shall be completed/ provided by the successful bidder in accordance with the time schedule specified by the Purchaser in the chapter – 6.

Any delay by the successful bidder in the performance of its delivery obligations shall render him liable to the penalties as specified in chapter 12.

In the event of the failure of the successful bidder to secure acceptance of the documentation/software/reports by the user department/RISL within 90 days after delivery/ installation, the Purchaser reserves the option to recover from the successful bidder as liquidated damages for the period after the said 90 days, until acceptance a sum equivalent to 2% (two percent) of the contract value for each month of the failure of bidder up to a maximum deduction of 10%, to secure acceptance or part thereof without prejudice to the Purchaser’s other remedies under the contract.

13.7 Forfeiture Of Security : Hiding of facts by the bidder if revealed at any

stage, would amount to forfeiture of security and subsequently the bidder may also be black listed.

13.8 Standards Of Performance : The successful bidder shall carry out the

tasks/ services assigned and carry out its obligations under the contract with due diligence, efficiency and economy in accordance with generally accepted norms techniques and practices used in the industry.

The successful bidder shall also adhere to professional engineering and consulting standards recognized by international professional bodies and shall observe sound management, technical and engineering practices.

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It shall employ appropriate advanced technology and safe and effective equipment, machinery, material and methods. The successful bidder shall




always act in respect of any matter relating to this contract, as faithful advisors to the Purchaser and shall, at all times, support and safeguard the Purchasers legitimate interests in any dealings with the third party.

13.9 The successful bidder may be allowed to sublet/outsource training and help desk operations after approval from RISL.

13.10 Schedule Of Payment : Payment shall be made by the Purchaser as per

Chapter 11 of the tender document after acceptance of the tasks allotted to the successful bidder, to the entire satisfaction of the Purchaser or any other agency nominated by him.

13.11 Warranty Period : The successful bidder will be responsible for providing

Technical support for successful running on the Application Software so developed/customised for the entire contract period from date of its successful deployment.

13.12 Price Fall : The prices charged for the Goods/ Services/ software/

products supplied under the contract by the successful bidder shall in no event exceed the lowest price at which the successful bidder sells the Goods/services/software or offers to sell Goods/services/software of identical description to the Department of the Central or State Government or any Statutory undertaking of the central or State Government, as the case may be, during the currency of the contract.

If at any time during the said period the successful bidder reduces the sale price, sells, or offers to sell such goods/services to any person/ organization including the purchaser or any Department of State or Central Government or any statutory Undertaking of the Central or State Government as the case may be, at a price lower than the price chargeable under the contract, the successful bidder shall forthwith notify such reduction, or sale or offer to sell to the purchaser and the price payable under the contract for the supply of material after the date of coming into force of such reduction or sale or offer to sell shall stand correspondingly reduced.

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13.13 Taxes and Duties : The successful bidder shall be entirely responsible for all taxes, duties, license fees, octroi etc. incurred until delivery of the contracted Goods to the purchaser. However, Service Tax/Sales tax (not surcharge in lieu of sales tax) in response of the transaction between the purchaser and successful bidder shall be payable extra by the purchaser if so stipulated in the financial bid/notification award. The successful bidder must also note that in the event of the purchaser making available “D Form” or any other necessary form, Sales tax will be payable only as per rates applicable to Government Purchases.




13.14 Insurance : The Goods supplied under the contract shall be fully insured

by the bidder against loss or damage incidental to manufacture or acquisition transportation, storage and delivery. The Purchaser if so desires may obtain the insurance, naming the purchaser as the beneficiary, in an amount equal to the exact value of the Goods up to the installation at site on all risks basis, including war Risks and strike clauses etc.

13.15 Termination For Default : The Purchaser 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 in part if:

− The bidder fails to deliver any or all of the obligations within the time period(s) specified in the contract, or any extension thereof granted by the Purchaser.

− The bidder fails to perform any other obligation(s) under the

contract.

13.16 Software Development Personnel : The bidder shall employ and provide such qualified and experienced personnel as are required to perform the services under the contract.

13.17 Documents Prepared by the Bidder to be Property of Purchaser : All plans, drawings, specifications, designs and other documents prepared by the successful bidder in the execution of the contract shall become and remain the property of the Purchaser, and before termination or expiration of this contract, the successful bidder shall deliver all such documents to the Purchaser under the contract along with the detailed inventory thereof.

13.18 Passing of Property : Ownership shall not pass to the Purchaser unless and until the products and documentation thereof have been deployed, tested and accepted, in accordance with the conditions of the contract to the entire satisfaction of the Purchaser.

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13.19 Other Conditions : The RISL will be free to use the software for inviting online applications for any number of departments/organizations. The purchaser reserves the right to release the order for whole or part of the products as per the requirements of the Purchaser. The successful bidder shall indemnify the Purchaser against all third-party claims of infringement of patent, trademark/ copyright or industrial design rights arising from the use of the products supplied by the bidder.




13.20 Acceptance : The acceptance tests, which shall involve testing of each

product, shall be conducted by the successful bidder in the presence of core group of experts nominated by the Purchaser. The acceptance test of each product shall be conducted when the consultant will give in writing that each product has been completely delivered/ installed.

13.21 Blacklisting : The successful bidder shall be blacklisted if the Purchaser

thinks of doing so and no further contract will be assigned to the successful bidder who has been blacklisted. The successful bidder shall be blacklisted on any of the following grounds by a written notice to this effect:

− The successful bidder shall be blacklisted, if Purchaser or any other Department/Corporation/Board of GoR availing services based on this shortlisting, complaints that bidder is incompetent to provide the desired level/ standard of Goods/ equipment/ services which he is bound to under the contract.

− The successful bidder shall be blacklisted, if Purchaser or any

other Department/Corporation/Board of GoR availing services based on this shortlisting, complaints that the bidder is engaged in any malpractice at any level.

− The successful bidder shall be blacklisted, if Purchaser or any other

Department/ Corporation/Board of GoR availing services based on this shortlisting, complaints that the equipment/ services rendered by bidder are not as per specifications, of bad quality or inadequate.

The Purchaser would forfeit all the performance securities/bank guarantee deposits against this supply order placed on to it. The complaint would be looked into and an opportunity of being heard would be provided to the successful bidder but if the RISL comes to the conclusion that the complaint is fully or partially true, its decision to blacklist successful bidder would be final.

13.22 Exit Plan after completion of project period :

On the termination of project period, the successful bidder shall :

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(i) Hand over and peaceful possession of the complete source code of the application software including any third party software, free from all encumbrances, to RISL free of cost. The condition of application software to be transferred in all cases other than Force Majeure shall be such that the RISL is able to use the software for any number of




years at the same level of service. In case RISL is forced to incur expenditure towards the end due to successful bidders Event of Default, it will be entitled to recover the same from the Performance Security or any other money due or by direct demand.

(ii) Transfer all its rights, titles and interest in or over the software comprised in the Project which are required to be transferred to RISL in accordance with this RFP and execute such deeds and documents as may be necessary for the purpose and complete all legal or other formalities required in this regard.

(iii) The application software shall have been renewed and cured of all defects and deficiencies as necessary so that the Project is in accordance with the specifications & standards mutually decided upon.

(iv) Hand over to RISL complete source code of the software, documentation, manuals, third party software, perpetual licence to use, upto date know-how relating to operation and maintenance of the application software and a certificate from his statutory auditors stating zero financial encumbrance on the Project;

(v) During six months prior to anticipated transfer of such facilities, the successful bidder shall provide such training to representatives and employees of RISL or person nominated by RISL as may be reasonably necessary for the RISL to operate and maintain the software efficiently and safely following such transfer.

(vi) Until transfer in accordance with this Article is finalised, the application software and services shall remain at the sole risk of successful bidder except for any loss or damage caused to or suffered by the successful bidder due to any act or omission or negligence on the part of the RISL under this RFP.




Chapter 14

TENDER FORM I. Addressed to :

a. Name of the Tendering Authority

Managing Director, RajComp Info Services Ltd.

b. Address Ist Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan) – 302005

Telephone 141-5103902, 2226055 c. TeleFax 141-222

II. NIT Reference: ____________________________dated _________ III. Other related details :

1. Name of Bidder

2. Name of Contact Person

3. Registered Office Address

4. Year of Establishment

Type of Firm Public Limited Private Limited 5. Put Tick( √ ) mark

6. Telephone Number(s) 7. Email Address/ WebSite Email: Web-Site: 8. Fax No. 9. Mobile/ Pager Number Mobile: Pager: 10. Area of Specialization in the

Field of IT

IV The Tender fee amounting to Rs. 1000/- (Rupees One Thousand only) has

been deposited vide cash receipt no. _______ dated ___________. V. The rates quoted are valid up to _________. (Subject to a minimum of 90

days from the last date of bid submission). The validity can be extended with mutual agreement.

VI. Following documents are attached towards the proof of earnest money

deposited. Sno. Earnest Money Deposited

through Number Dated

1. Cash 2. Demand Draft 3. Banker’s Cheque (Local only)




VII. We agree to abide by all the conditions mentioned in this Tender Notice

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

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

enclosed separately.

IX. Reproduced / re-word-processed formats or tenderer’s own formats for the price quotations will disqualify the tender.

X. Tax Clearance Certificates:

Sno. Type of Tax

Whether tax clearance certificate enclosed (Yes/No)

Certificate Number

1. RST-TIN 2. CST

XI. We accept payment schedule as per details given below for application

software : S. No.

% age of payment

Condition/ Event

Stage – I 1 Nil No Payment shall be made for Stage – I. The payments for Stage-I

shall also be released after successful completion of Stage-II.

Stage – II 2. 100% The payments for Stage-I and II shall be made after successful

completion of the work defined for both the Stages of each user department/college/university. All relevant documents would be required to be attached alongwith the bill for stage-I as well as stage-II.

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

XII. Technical Bid from Pages 1-76 duly filled and signed is enclosed with this tender form along with Terms & Conditions from Page 48 to 64 in token of acceptance.

XIII. Financial Bid Chapter 18 at Page 77-80 of this Tender Document is enclosed in a separate envelope duly signed and sealed.

Dated: ____________ Name of the Tenderer: ______________________________




Chapter – 15

Attachment of Documents in the Bid - Checklist

S. No.

List of Documents Whether enclosed

(Yes or No)

Annexed as

1. Cover Letter 2. Details of the authorized contact person of the

Bidder

3. Documentation showing the proof of having fulfillment of eligibility conditions as per chapter 6.

4. Feedback from the Installed site regarding the actual performance of the product in operation

5. Earnest Money Deposit in favour of Managing Director, RISL

6. A declaration of any actual or potential conflict of interest.

7. Certificate of Incorporation/ Articles of association/ Partnership Deed, etc.

8. Copies of relavent certificates of being SEI-CMM level 3 or ISO 9000 series organization

9. Annual Reports / audited Balance Sheet and Profit & Loss Account of the Bidder for the last three Financial Years clearly mentioning the revenues and net worth of the Bidder for these years.

Financial Year 2008-2009 Financial Year 2009-2010 Financial Year 2010-2011

10. Addresses of Bidder’s offices (1) in Rajasthan. 11. Any general information that the Bidders wish

to provide, but is not specifically requested, should be attached separately.

12. Technical Bid covering page 1 to 76 of this tender duly signed & sealed in token of acceptance of terms and conditions of the tender

13. Financial Bid covering page 77 to 80 duly signed and sealed by the bidder

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Chapter-16

Letter of Undertaking/Declaration

RajComp Info Service Ltd.

NIT No. ______________________ dated ______-2011

(ON THE LETTER HEAD OF THE TENDERER)

LETTER OF UNDERTAKING/ DECLARATION We, M/s ................................................................................................... hereinafter called as “Tenderer” complete address .............................................. ………………………………………………………………………………… hereby declare in favor of the Managing Director, RajComp Info Services Ltd., Rajasthan, Jaipur, Hereinafter called as the “Tendering Authority” and agree to abide by the following: 1. We have attaching company constitution details. 2. Certificate of satisfactory past performance have been enclosed.

3. We have software development/maintenance setup as given below:

No. of Personnel Sr. No

Place (Name and address) M.E./ M.Tech. B.E./B.Tech/M.C.A Diploma Others

5. The annual turnover of our firm is as given below : Particulars 2008-2009 2009-2010 2010-2011Turnover of the firm (Rs. in crores)

6. We will ensure that a minimum of 99.9% uptime, calculated on an quarterly

basis is achieved for the supplied items/services. 7. We shall pass on the benefit to RISL of any price reduction found during the

currency of the contract.

8. We agree to accept partial order if it is placed.

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9. We have quoted rates of software development/customization alongwith 2-years comprehensive on-site (COS) support.




10. We agree to maintain/ support the software after warranty period as well, if so required by RISL.

11. In case the item quoted is imported, direct shipment of the entire machine/

software/allied items including add-ons from OEM, is ensured & would be provided.

12. The above document is executed on __/__/2011 at (place) ________ and

we accept that if anything out of the above information is found wrong, our tender shall be liable for rejection.

Name of Person : __________________________________________

Complete Address: ___________________________________________

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TECHNICAL SPECIFICATION




Chapter-17

Technical Bid

Platform :

1. The server-end software should be platform independent.

The developed system should be capable of being deployed in online mode for public domain.

At the user-end, various users of the Filing of Online forms should be able to use their PCs under MS Windows/XP and/or Linux with commonly used office automation tools such as MS Office/Star Office/Abode publishing system along with S-MIME compliant email systems and Internet browsers. The software must be compliant to international standards at various levels such as scheme definition, security, document management, Email, SMS etc. Proprietary components, if any, in the application software should be downloadable from the portal-server by each user for filing of online application form at its end, which may include provision for form submission alongwith uploading of photos, signature and documents as per requirement of the user department and encryption of the data as and where required.

2. The software should be developed in good pattern. The source code of the

software should be well documented and follow industry standard code writing practices. RISL shall have the right to approve the coding practices and may ask the firm, at any time, to change full or some part of the code according to the pattern suggested.

3. The developer firm shall provide list of all the controls used in the software

along with developer’s information and technical documentation / manual for usage of the controls.

4. The firm shall provide descriptive schema of database. The firm shall submit

all technical documentation of database including names, description and other details of all the technical entities such as tables, fields, queries, forms, reports etc. Documentation of all queries (SELECT, INSERT, UPDATE, DELETE) used in the programs shall also be provided.

5. Features of the Software : The developer firm will provide the application

software, which should have the following features:




1. Technology a. Application software should be web enabled based on client server

technology. The central server will be placed at State Data Center, Jaipur

b. Front End : Platform of application should be JSP/J2EE/.NET/PHP c. RDBMS Compatibility : Should be capable of being deployed with

Oracle 11g or above / SQL Server 2005 or above/Postgress 8.4.x or above.

2. Features The following aspects should be taken into account for implementing the proposed system :

(a) To adopt a J2EE/.NET/PHP based standard approach so that the

solution is platform independent. The application form is to be submitted on-line through website in secured environment.

(b) To develop a scalable and extensible architecture with acceptable response time(less than 5 sec.). The application response time should be reasonably good for atleast 2000 concurrent users. It is expected that the software should be able to serve minimum data load of 50000-75000 applications per day.

(c) To ensure security and privacy of data for multiple users. Further SSL based encryption of the data wherever required;

(d) Perpetual license with no annual support charges for maintenance. (e) To develop generic interfaces for common infrastructure services

such as security, authorization and access control such that they can be reused in other applications.

(f) The system shall ensure secured flow of content and delivery of the messages with different users as defined by the various departments of GOR;

(g) Based on the data requirements from and to the IT System, generic interfacing modules would be provided. The interface with external application should be facilitated using web service to provide data in a XML format and accept data provided in a XML format.

(h) The transactional data collected through OLTP applications should be aggregated and transformed suitably and stored in the data base thereby enabling a variety of reports to be generated. The generated reports would then be made available to the designated Department/college/university/RISL officials. Drill down facility for creating reports on the fly should be made available to users on an intranet server.

(i) Facility to interact with payment gateways to deposit the application fees and all other payments required to be paid by the applicant;




j. Apart from text, it should be possible for the applicant to include the scanned images of photos, signatures, other document; and

k. The application software should provide flexibility of being customizable to meet specific requirement of different departments /organization.

Adequate Primary and Secondary keys need to be deployed in the proposed system such that the referential integrity of the system is maintained. Special care need to be taken with regard to the primary keys used in master data such as district master, category master etc.

3. Data Transfer : As part of the this Project, the software solution provider will

be required to transfer data captured at the Central Server placed at State Data Center to client machine. The data captured is to be transferred after the last date of accepting online forms is complete. Further the data may also be required to be transferred to the new comprehensive computerisation being separately undertaken by the university. The software solution provider shall be required to provide full support in transfer of data to the new system.

4. Types of users

System should be configurable to create various types of the following users on the portal to be set up using the aforesaid system.

• Authorised personnel from concerned Government Departments & Organizations.

• Authorised personnel from the firm providing support services for the application software.

• System Administrators (from RISL)

• Any other user such as payment gateway providers or Security certificates/signatures providers.

5. User Authentication and Interface

• Authentication o Two level Password or equivalent in addition to User ID o Forgot Password Procedure; or o Digital Signatures Certificates; or o Smart card/biometric readers support.

• Interface o As defined in this document.

6. Other Facilities and Features




• Facility of Secure and Encrypted Messaging to the applicant of the system;

• Facility for Public display of time-table, syllabus etc.; • Facility for strong Vigilance/Audit/Security/Management system

with related Reports • All security instruments used in the system should conform to

Indian IT Act 2000; • Comprehensive Matrix of Authorisation for each organisation's

personnel; • Multiple authorised personnel to be allowed with authorisation

for different activities; • Audit trail of the entire system operations should be maintained

in secured environment; and

7. Integration with Payment Gateways

The service provider shall have to integrate the electronic Payment Gateway solution with the online filing of forms System which should have following provisions to integrate:

• The applicant accessing the website shall be given provision to make

payment using credit/debit card or direct debit to the account maintained by the Purchaser in the designated bank for the submission of examination fees and other payments etc;

• When the payment is made using the credit/debit card, the authorisation on the card for the payment amount shall be done online;

• The system shall have provision to provide interface to the multiple Payment Gateway systems in India as decided by RISL

• The transaction shall have the facility to integrate PIN based transaction;

• For Personal Identification Number (PIN) based transaction, the vendor shall make available the following details;

- Customer Card Number; - Card Expiry Date; - Account Panel Value - CVV / CV2; and - Internet PIN (Personal Identification Number) [HPIN].




Detail of Solution Quoted by the Bidder (use different sheet for package I & II)

S.no. Particulars Choice 1. Front End Web based

Online Application (a) J2EE

(b) ASP.NET (c) PHP

(Pl. Specify language in which application has been developed) (d) Any other, Pl. Specify

2. Front End OS

Requirement (a) Windows

(b) Linux

(Pl. Specify minimum Version of OS) (c) Others, Pl Specify

3. Backend OS Requirement (a) Windows In Web-cum-Application

Server (b) Linux

(c) Other, Pl Specify 3. Compatiblity with RDBMS

Server (a) SQL Server

(b) Oracle

(Pl. Specify minimum version of database server supported)

(c) Postgres

4. Web Server Requirement (a) IIS (b) Apache

(Pl. Specify minimum version of web server) (c) Others, Pl.Specify

5. Application Server

Requirement (a) JBoss

(b) Tomcat

(If required for deployment of software application. Pl. Specify version)

(c) Others, Pl. Specify

6. Please specify whether Bidder has facility for deployment

of application in its data center ? Yes / No

Note : The cost of application server software if required for deployment of application software shall be arranged by the bidder and its cost shall be built into the cost charged by the bidder for Stage I and Stage II. RISL shall not provide application server software.





7. The application software is to be installed in State Data Center on

Server Specification as mentioned below : Blade Server (IBM HS22model)

# Intel 2 x Quad Core @ 2.4 Ghz processor

# 16 GB RAM

# 2 x 146 GB HDD

8. The bidder may specify any other detail of the application software

deployment which is not covered above for better understanding of the solution quoted.



Chapter 18

F i n a n c i a l B i d Package – I : NIT No _____________________ Name of the Company/Firm: _____________________________________________________________________________ Address for Correspondence: _____________________________________________________________________________

S. No

Particulars Nature of Price Bid

Unit Price (In Rs.) (Inclusive of all except service tax)

Service Tax, if applicable (In Rs.)

Total Amount incl. service tax (in Rs.) (in figures)

Total Amt. (In Rs.) (In Words)

1 2 3 4 5 6= 4+5 7=4+5

Package – I : Application software for Submission of Online Application forms for recruitment in Government Departments/Institutions - its Customisation, Testing, Training, Implementation, Maintenance & Post Implementation Support 1. Stage I : Customisation,

testing & implementation of the application software for a user department (within 10 days)

Recurring cost for each user department/ organization

2. Stage II : Facility Management Services /Post Implementation Support during the period online application forms are being invited for the user department/university (usually for 30 to 60 days)

Recurring cost for each user department/ organisation

Total Amount=




Package : II

i. Application Software NIT No _____________________ Name of the Company/Firm: _____________________________________________________________________________ Address for Correspondence: _____________________________________________________________________________

S. No

Particulars Nature of Price Bid

Unit Price (In Rs.) (Inclusive of all except service tax)

Service Tax, if applicable (In Rs.)



1 2 3 4 5 6= 4+5 7=4+5

Package - II : Application software for Submission of Online Application forms For Enrollment/Examination of students in University/College - its Customisation, Testing, Training, Implementation, Maintenance & Post Implementation Support 1. Stage I : Customisation,

testing & implementation of the application software for a university/college (within 10 days)

Recurring cost for each user college/ university

2. Stage II : Facility Management Services /Post Implementation Support during the period online application forms are being invited for the university/college (usually for 30 to 60 days)

Recurring cost for each user college/ university

Total Amount=

Note: RISL shall reimburse the above amount charged by the bidder for each recruitment process of a user department / enrollment & examination process of a college during the year.




Package : II

ii. Printing of Reports : S. No

Particulars Per page Printing charges (In Rs.) (Inclusive of all except service tax)

Service Tax

(in Rs.)

Estimated Qty.



1 2 3 4 5 6= 3+4 7=3+4

Package - II : Printing and supply of Reports to University

1. Stationary Size - 10 x 12 x 2 (weight – min.60 GSM) (For printing on line matrix printer)

10000 sheets


10000 sheets


10000 sheets

4. Stationary Size – A4 Size (weight – min.60 GSM) (For printing on laser printer)

10000 sheets

Total Amount=

Note : 1. Per page printing charges for two part stationary includes orginal page plus one carbon page printing and for three part stationary includes orginal page

plus two carbon page printing. 2. Printing of report charges would be calculated for 10000 sheets. Estimated number of sheets are for the purpose of preparation of financial comparative

statement only and should not be construed as guarantee volume. In case of need the services would be availed from the successful bidder by the university.

3. RISL shall reimburse the Rate per Page x actual no. of pages printed by the bidder and verified by university officials.





4. In case of any discrepancies between unit rates multiplies with qty & total amount, then the amount calculated from unit rates multiplied with qty would prevail.

5. All rates quoted must be FOR destination and should include comprehensive on-site Support. 6. Rates in percentage and amount of CST and RST should be mentioned against relevant items. 7. If RST/CST is/are exempted, then exemption certificate(s) is/are to be enclosed. 8. Reproduced / re-word-processed formats or Tenderer own formats for the price quotations will disqualify the tender.



ANNEXURE – INPUT FORMS




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