rfp for ccp under jnnurm for ccp_jnnurm 1st recall v 1.0 final.pdf · detailed requirements for...

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Request for Proposal

For

“Selection of the System Integrator for the Implementation of e-Governance in Corporation of City of Panaji”

FIRST RECALL

TENDER FORM

(TECHNICAL BID)

November- 2013

Selection of the System Integrator for the Implementation of e-Governance in Corporation of City of Panaji - First Recall

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Table of Contents 1. Disclaimer .............................................................................................................................................. 4

2. Abbreviations ........................................................................................................................................ 5

3. Data Sheet ............................................................................................................................................. 6

4. Introduction .......................................................................................................................................... 8

5. Mission of the Project ........................................................................................................................... 9

6. Need of the Project ............................................................................................................................... 9

7. Stakeholders of the Project................................................................................................................... 9

8. Scope of the Project ............................................................................................................................ 11

8.1 Functional Requirement Specifications for e-Municipality Application ............................................... 12

8.2 Non Functional Requirements and Technical Standards ...................................................................... 13

Detailed Requirements for CCP Portal ........................................................................................................ 17

Detailed Requirements for Technical Section Module ............................................................................... 20

Detailed Requirement of Administration Section Module ......................................................................... 23

Detailed Requirements for Taxation Section Module ................................................................................ 26

Detailed Requirements for Accounts Section Module ............................................................................... 29

Detailed Requirements for Registration of Birth and Death Section Module ............................................ 54

Detailed Requirements for Solid Waste Management Module ................................................................. 57

Detailed Requirements for Grievances Module ......................................................................................... 59

Detailed Requirements for Vehicle Management ...................................................................................... 60

Detailed Requirements for eProcurement ................................................................................................. 62

Detailed Requirements for Project Management ...................................................................................... 64

Detailed Requirements for Personnel Information Module ....................................................................... 67

Detailed Requirements for Time Attendance Module ............................................................................... 75

Detailed Requirement of RTI Module ......................................................................................................... 77

Detailed Requirements for Legal Case Module .......................................................................................... 78

Detailed Requirements for Inventory Management Module ..................................................................... 79

Detailed Requirements for Central / State Government Scheme Module ................................................. 79

Detailed Requirements for Library Management Module ......................................................................... 80

Detailed Requirements for Official Correspondence/ Document Management System/ Workflow Integration .................................................................................................................................................. 80


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Detailed Requirements for GPS Module ..................................................................................................... 83

Detailed Requirements for GIS Module / GIS Spatial Data Creation and Collection of Non-Spatial Data . 84

Detailed Requirements for Civic Call Center ............................................................................................... 89

9. Approach Paper / Methodology Proposed ......................................................................................... 90

10. Eligibility Criteria ............................................................................................................................. 91

11. Implementation .............................................................................................................................. 94

12. Service Levels .................................................................................................................................. 99

13. Bidding Process ............................................................................................................................. 102

14. Bid Opening and Evaluation Process............................................................................................. 103

15. General Instructions to Bidders .................................................................................................... 111

16. General Condition of Contract ...................................................................................................... 116

Annexure A - Certificate from Chartered Accountant ............................................................................. 127

Annexure B – Bidder’s experience in implementing e-Governance solution ........................................... 128

Annexure C – Bidder’s experience in proving Post Implementation Support Services ............................ 129

Annexure D - Certificate from HR Head .................................................................................................... 130

Annexure E – Authorization Letter from OEM .......................................................................................... 131

Annexure F – Undertaking on Non-blacklisting ........................................................................................ 132

Annexure G - Format for Technical Bid ..................................................................................................... 133

Annexure H - CV of resource proposed .................................................................................................... 134

Annexure J - Format of sending Pre-bid queries ...................................................................................... 140

Annexure K - Technical Specifications of the hardware items ................................................................. 141

Annexure L - Statement of Deviation from RFP Requirements, Terms & Conditions .............................. 142

Annexure M – Bank Guarantee Format .................................................................................................... 143


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1. Disclaimer All information contained in this Request for Proposal (RFP) is provided in good interest and faith. This is not an agreement and is not an offer or invitation to enter into an agreement of any kind with any party.

Though adequate care has been taken in the preparation of this RFP document, the interested firms shall satisfy themselves that the document is complete in all respect. The information is not intended to be exhaustive. Interested parties are required to make their own enquiries wherever required. Intimation of discrepancy, if any, should be given to the specified office immediately. If no intimation is received by this office by the date mentioned in the document, it shall be deemed that the RFP document is complete in all respect.

The Commissioner of Corporation of Panaji, Goa, hereafter mentioned as Commissioner, reserves the right to reject any or all of the applications submitted in response to this RFP document at any stage without assigning any reasons whatsoever. The Commissioner also reserves the right to withhold or withdraw the process at any stage with intimation to all who submitted the response to this RFP Application. Commissioner reserves the right to change/ modify/amend any or all of the provisions of this RFP document.

Neither the Commissioner nor their employees and associates will have any liability to any prospective. Applicants interested to apply or any other person under the law of contract, the principles of restitution or unjust enrichment or otherwise for any loss, expense or damage which may arise from or be incurred or suffered in connection with anything contained in this RFP document, any matter deemed to form part of this RFP document, the award of the Assignment, the information and any other information supplied by or on behalf of Commissioner or their employees and System Integrator or otherwise arising in any way from the selection process for the Assignment.

Information provided in this document or imparted to any respondent as part of the RFP process is confidential to Commissioner and shall not be used by the respondent for any other purpose, distributed to, or shared with any other person or organization.


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2. Abbreviations Abbreviatio

ns & Acronyms

Description

ACD Automatic Call Distribution

BPR Business Process Re-Engineering

CMM Certified Maturity Level COTS Commercially off the Shelf

CRM Customer Relationship Management

CSS Cascading Style Sheet CSV Comma Separated Variable

CWIP Current Work in Progress DTMF Dual Tone Multi Frequency EMD Earnest Money Deposit EULA End Users License Agreement

GIS Geographical Information System

HTML Hyper Text Markup Language

ICT Information Communication & Technology

IFRS International Financial Reporting Standards

IPR Intellectual Property Right IT Information Technology

IVR Interactive Voice Response MIS Management Information

Abbreviations &

Acronyms Description

System

MTD Month to Date

OEM Original Equipment Manufacturer

P&L Profit & Loss PBG Performance Bank Guarantee PO Purchase Order PQ Pre-Qualification

QTD Quarter To Date RFP Request for Proposal

SDLC Software Development Lifecycle

SEO Search Engine Optimization SI System Integrator

SLA Service Level Agreement SLSS Second Level Service Support

SRS Software Requirement Specification

STQC Standardization Testing Quality Certification

ULB Urban Local Body

VAT Value Added Tax

XML Extensible Markup Language YTD Year to Date


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3. Data Sheet Sl. No Information Details

1 RFP No. & Date F14/CCP/JnNURM/DPR-e-Gov/13-14/5720 date 14th November, 2013

2 Name of the Entity Commissioner of Corporation of City of Panaji 3 Date of RFP Release 14th November, 2013 4 Last date of submission of Tender Fee 25th November, 2013 at 11:00 hrs. 5 Last date to submit Pre Bid Questions 16th November, 2013 by email to

[email protected] 6 Date of Pre Bid Conference 18th November, 2013 at 15:00 hrs. 7 Venue of Pre Bid Conference CCP Town Hall, Dr. Pissurlekar Road, Panaji 8 Cost of RFP Document Rs. 10,000/- (Non-refundable) payment to be

made by DD/Pay Order drawn on a Nationalised / Scheduled Bank in favor of “The Commissioner – Corporation of City of Panaji” payable at Panaji on or before 15:00 hrs on 25th November, 2013 at Accounts Department of CCP or at the office of the ME-I / OSD (JnNURM), CCP

9 Last date of Technical & Commercial Bid submission online and hard copy

25th November, 2013 by 15:00 hrs at the office of the ME-I / OSD (JnNURM), CCP

10 Opening of Technical Bids 25th November, 2013 at 15:30 hrs in the office of the ME-I/OSD (JnNURM)

11 EMD Rs. 50,00,000/- (Rupees Fifty Lakhs Only) in the following manner :

i) Rs. 50,00,000/- by way of Demand Draft / Pay Order drawn on a Nationalised / Scheduled Bank in favor of “The Commissioner – Corporation of the City of Panaji” payable at Panaji OR

ii) a. Rs. 25,00,000/- by way of Demand Draft / Pay Order drawn on a Nationalised / Scheduled Bank in favor of “The Commissioner – Corporation of the City of Panaji” payable at Panaji AND b. the balance Rs. 25,00,000/- by way of a Bank Guarantee issued by a Nationalised / Scheduled Bank favoring “The Commissioner – Corporation of the City of Panaji” in the format enclosed with the Tender Document.

The EMD has to be submitted in a sealed envelope super scribed “EMD for System Integrator for the implementation of e-Governance in Corporation of City of Panaji” on or before 15:00 hours on 25th November, 2013 at the Office of the ME-I / OSD

mailto:[email protected]�


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(JnNURM), CCP and a scanned copy in PDF format shall be uploaded on the e-tender website along with the bid.

12 Tender Processing Fee Rs. 4,000/- in the form of Demand Draft drawn on any Nationalised / Scheduled Bank favoring M/s Info Tech Corporation of Goa Ltd., Panaji payable at Panaji to be delivered at Accounts Department of CCP on or before 11:00 hrs on 25th November, 2013.

13 Validity Period of EMD 180 days from the date of bid submission. 14 Proposal Validity Duration 180 days from the date of bid submission. 15 Technical Presentation 28th November, 2013 : 11:30 hrs onwards. 16 Opening of Financial Bid 29th November, 2013 : 15:00 hrs. 17 Contact Person & address Mr. Mohan Sakenavar

OSD / ME-I (JnNURM) The Corporation of the City of Panaji Panaji, Goa Tel : 0832-2422736 Fax : 0832-2237160 Email: [email protected]

18 Website to download Tender www.tenderwizard.com/GOA

Note: The bidders are requested to register themselves on www.tenderwizard.com/GOA. All the bidders are requested to take note of the same and inform Tenderwizard well in advance if the e-tendering training is to be provided to them. Tenderwizard will provide the Tender Document online for all those who pay the Tender Document fees of Rs. 10,000/- as well as the Tender Processing Fees of Rs. 4,000/- by the end of the day. For e-Tender Help Desk contact 8975223717 / 8600651553.

The complete RFP document can be downloaded from the e-tendering portal www.tenderwizard.com/GOA. The RFP Document is not transferable to any other bidder.

mailto:[email protected]�

http://www.tenderwizard.com/GOA�


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4. Introduction Goa is India's smallest state by area and the fourth smallest by population. Located in West India in the region known as the Konkan, it is bounded by the state of Maharashtra to the north and by Karnataka to the east and south, while the Arabian Sea forms its western coast. Goa is India's richest state with a GDP per capita two and a half times that of the country as a whole. It was ranked the best-placed state by the Eleventh Finance Commission for its infrastructure and ranked on top for the best quality of life in India by the National Commission on Population based on the 12 Indicators. Subdivisions

. The state is divided into two districts: North Goa and South Goa. A district collector, an administrator appointed by the Indian government, governs each district.

North Goa District.

Panaji is the headquarters of the North Goa district. The North Goa District is further divided into four subdivisions – Panaji, Bicholim, Mapusa and Ponda; and six taluka – Tiswadi (Panaji), Bardez (Mapusa), Pernem, Bicholim, Sattari (Valpoi), and Ponda.

South Goa District.

Margao is the headquarters of the South Goa district. The South Goa District is further divided into three subdivisions – Margao, Mormugao (Vasco da Gama), and Quepem; and six taluka – Mormugao, Salcete (Margao), Quepem, Canacona (Chaudi), Sanguem, and Dharbandora.

Municipalities at Goa are administered by Directorate of Municipal Administration (DMA). It includes Municipal Corporation (1): Panaji and Municipal Councils (13): Margao, Mormugao (including Vasco da Gama), Pernem, Mapusa, Bicholim, Sanquelim, Valpoi, Ponda, Cuncolim, Quepem, Curchorem, Sanguem, and Canacona. The DMA plays a vital role in the state of Goa. It deals with all four levels of the state. The levels are services at grass root level, taluka level, sub-divisional level and district level. The services include Issue of Birth Certificate, Death Certificate, residence tax collection, trade tax collection, and residency proof certificate, etc. Municipal Corporation of Panaji and the Municipal Councils are responsible for smooth functioning of the civic amenities of Goa. They provide administrative control and supervision. The System Integrator will provide the required technical infrastructure including all hardware / software & requisite technical skill. The existing employees will also get training to use the new system.


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5. Mission of the Project E-Governance is the vision of Government of India for enabling effective, efficient and transparent delivery of services to the citizens of India. Government of India has taken various initiatives for enabling e-Governance and identified Urban Local Bodies as one of the important elements for implementation of e-Governance that has a direct influence on the citizens. The objective of Commissioner of CCP Goa is to sustain its image of a performance and at the same elevate its service delivery standards to serve its stakeholders in an efficient manner.

6. Need of the Project The aims of the Corporation of City of Panaji by integrating towards the e-Governance process are as follows: Effective implementation of the Acts, Rules and other relevant procedures Maximization of revenue collection and thereby contribute to the efforts of the Government

to implement and improve the various development programmes for the citizens Providing quality service to the citizens and all the stakeholders. Increase in efficiency of the delivery of services. Accuracy in providing of all the services of the CCP. Overall compliance of law. Enhancing existing revenue/ reducing cost of processing transactions. Delivering intangible benefits.

7. Stakeholders of the Project The major stakeholders of the Project are:

1. Commissioner (Corporation of Panaji) 2. System Integrator

The roles and responsibilities of the Corporation of City of Panaji are:

a. Issue of the Request for proposal b. Placement of Purchase Order to the successful bidder c. Contract signing with selected bidder d. Policy Directions and Guidance for successful execution of the Project e. Creating a supporting environment for the success of the project f. Timely Release of Payments to SI as per contract g. Approval of BPR h. Approval of various Project Components and Functionalities to be covered in the Project i. Ensure proper Training arrangements j. Ensure deployment of appropriate handholding personnel


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k. Other important policy and procedural issues l. Identify key points of contact to spend quality time with the SI for Knowledge Transfer and

acceptance of the Solution m. Ensure that all necessary sign offs are completed in time and queries of the SI resolved

within reasonable time n. Handle strictly change management to keep the cost within approved budgets o. Conduct periodic review meetings at regular intervals to monitor the overall progress of the

project p. Co-ordinate with other government agencies and departments for the needs of the project q. Provide all necessary civil and electrical infrastructure required for execution of the project r. Provide necessary infrastructure, support and resources to the SI s. Ensure participation and support of all departments and employees in the implementation

of the project t. Approve the detailed project plan for the various projects, taken as part of the assignment u. Monitoring the progress of the work assigned in respect of the SLA with SI v. Provide the SI the list of employees and their Hierarchy w. Conduct User Acceptance Testing and give approvals

The responsibilities of the SI are:

a. Design, Develop, Test and Install a scalable and secure application for CCP. b. Prepare System Requirements Specifications (SRS) and get it approved from the

Commissioner of CCP c. Provide training to the user to make them familiar and conversant with the application d. Meet the functional requirements specified in this RFP e. Provide full documentation of the design, installation and implementation of software and

user manuals f. Undertake maintenance of the software during the onsite support period g. Prepare and submit reports at periodic intervals on the progress of the project h. Follow terms and conditions as mentioned in this RFP and in any other subsequent related

documents i. Effective overall co-ordination with all participants to achieve successful launch within the

prescribed time j. Providing of services as mentioned in the RFP and any other service to be included within

the scope of the Project, conforming to the SLAs prescribed in this RFP


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8. Scope of the Project

The primary scope of the project is to develop a fully integrated, end-to-end e-governance solution for the Corporation of City of Panaji which should be a COTS based product. The scope of the project is to develop, implement, maintain a fully integrated application for a period of 3 years from go live including delivery of software, DC/DR hardware, manpower for support at offices and any other associated components to run the program smoothly.

The Modules and expectations from the System Integrator with the detailed Functional and Technical requirements are as follows.

SI No Proposed Modules

1 CPP Portal

2 Technical Section Module

3 Administration Section Module

4 Taxation Section Module

5 Accounts Section Module

6 Registration of Birth and Death Section Module

7 Solid Waste Management Module

8 Grievance Module

9 Vehicle Management

10 e-Procurement module

11 Project Management Module

12 Personnel Information Module

13 RTI

14 Legal Case Module

15 Inventory Management Module

16 Central/ State Government Schemes

17 Library Management Module

18 Document Management/ Workflow Integration

19 GPS Installation & Integration

20 GIS Module

22 GIS Spatial Data Creation and Collection of Non-Spatial Data

22 Civic Call Center


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8.1 Functional Requirement Specifications for e-Municipality Application Technical Overview Software modules shall be deployed in web based model. The web-based system should have the following capabilities. The Web Based Software shall be based on robust and scalable architecture that provide

scalability and redundancy both at the front-end and the back-end tier of the architecture. The system should be accessible in a secured manner via the internet / intranet by CCP employees and other users.

There will be around 50 departmental users. The software should thus be accessible through different types of interfaces.

The data storage and applications should be on a scalable database platform with provision for

high availability. The software must be cross-browser accessible.

Performance of the system should not be degraded as traffic, number of users, number of

content records increase. Indicative Solution Architecture The user interface provides means by which users would interact with the system. The user interface provides means of providing inputs to the system and receiving outputs from the system. The business logic would define functional algorithms which handles information flow between the user interface and the database. Data access would typically refer to software and activities related to storing, retrieving, or acting on data housed in a database or any other repository.


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8.2 Non Functional Requirements and Technical Standards General requirements It is expected that the proposed software solution meet the mandatory functional and non-functional requirements mentioned below. Mandatory Non Functional Requirements and Standards The Application should be web-based solution (having Web-based front-end for users as well as for system administrative functions. The Application should be easily scalable to handle growing loads with Minimal changes to code and without compromising on the response time. The solution should have Test environment. The Test environment should be provided by the successful bidder & would be needed to support testing and trainings. All components of the solution should be based on open standards to avoid compatibility issues. The infrastructure technology stack (database, application server & other components) used by the application should be commonly used for developing custom applications that are not part of or are an extension of the proposed package. The solution should have the ability of client to run the entire functions through browser. The future versions of the solution should support functionalities provided in earlier versions. The solution should support TCP/ IP network. For the software supplied by the bidder as part of system, the following shall apply: Patches and Updates of proposed software must be provided for the duration of the project.

Should be compatible with all leading Web Browsers in India, especially with Microsoft Internet

Explorer 6.0 or above and/or Mozilla Firefox etc The application & system software must provide interface & data input in Unicode format

especially in English or any regional language The proposed solution should have the operating flexibility. Accommodate multiple levels of

Organization structure. Multiple financial years processing capabilities.


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Modularity: The solution will initially be required to cover a range of business process modules as detailed in this tender, but it should allow addition of more modules as and when required, which should seamlessly integrate into the core system. Flexibility: The solution should be adaptable to changing practices of CCP & in case need arise to customize to specific needs, it should be possible to do the same in the form of add-ons and routines that can be plugged/unplugged from the base product as the situation arises Integration & Interfacing: The solution shall provide application architecture which can be integrated with third party/ legacy applications. The solution should be remote access integration compatible for remote operation of System administration, Security Management & Diagnostics/ Fine tuning tools. The solution should support interfacing with mobile devices like Palm Top, Mobile Phones, and PDA. The solution should be able to provide XML based web services which can be used by other applications. The solution should be capable to be enhanced to serve mailing requirements using third party mail server. Up-gradation: The upgrades should not affect the current version adversely. The solution architecture should be with minimum package modifications so as to preserve the package upgrade. The implementation procedure for the proposed solution must ensure that as far as possible no changes are required to be incorporated in the base product's source code. This will ensure smooth migration to later versions of the base product. Network: The solution should support the following network types

• LAN & WAN • Leased Lines • ASDL lines • VPNs

User Interface: The solution should have unified, easy, flexible and user friendly interface The user interfaces should be friendly and GUI/browser based.


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It should have facility to display confirmation / warning windows for deletes, updates etc. The system should provide consistent screen layouts and access methods across all modules so that they look and behave the same. The Solution should provide user-friendly interfaces for transactions, screen navigation, query, generation of reports etc. The system should use standard drop-down lists wherever possible for standard values to be selected by the User. The system’s user interface should make use of horizontal and vertical scroll bar feature wherever needed, depending on the layout of the window. Certain design features with reference to Customer Interface are described below: Simplification of the Application Forms: Application forms for all the customer services will be

simplified and will have common design. These will be available even on CCP Web Portal. Help: The solution should provide context based help facilities wherein the users can obtain system specific technical/ functional help online. User Access Management: The system should have the functionality to: Assign the users a role and privileges in the applications

Assign the menus/ forms/ functionalities in the system to the users

Grant / impose database access / restrictions to the users

Define menus and attach such menus to users

Disable/re-enable users / groups from the system

Disable /re-enable modules within application

The system should store all authentication credentials of users in an encrypted format

The system should suspend the user in case of a specified number of unsuccessfully attempts to

logon to the system and these suspended user IDs should only be reactivated by system administrator


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System Control and Audit: The system should be able to provide audit trails, audit logs and transaction logging requirements (what, when, who has changed) The system should allow recovery of data in case of hardware failure and data corruption. It should be able to perform recovery to a point of time, to known backup database Data Migration: The solution should support export and import of data possible from different legacy systems/ other systems/ databases in different file formats & on specified time intervals The solution should have automatic way of migrating the data of existing database in case of data structure change during transfer to new versions of the proposed solution The solution should support export and import of data possible from different legacy systems/ other systems/ databases in different file formats & on specified time intervals The solution should support import of data in various formats ( Text, Excel, MS-Word, and XML) further if required. The solution should support import of data from various RDBMS Security: The solution should be capable of providing Authorization by the User Name The solution should be capable of providing automatic timeout for transaction entry. The solution should be capable of providing automatic timeout for user (log out). The solution should be capable of providing Time restriction on transaction. The solution should be capable of providing user login with Time restriction. The solution should support password encryption while passing on wire. The application should be capable of supporting SSL & digital certificate. Work Flow: The workflow should be integral part of the solution The workflow should allow multi-step approval routing. The workflow should allow for multiple levels of management approval. The workflow should have a rules engine that allows rules to be created to define approval hierarchies. There should be no limit on the hierarchy levels that can be defined.


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Detailed Requirements for CCP Portal

The tool should provide comprehensive Content Management System

The City Web Portal must have the following features:

The website should be easily and quickly built and should have the provision to be updated by the non-technical staff members.

The tool should have provision to create a uniform look and feel across multiple sites. The tool should have a Multi-lingual capability. There should be a provision to manage Text,

images, site navigation, forms, content collections, metadata and search functionality in specified language presented on a site.

There should be a provision for Easy-to-use Word like editor where it is easy to add and edit text, images, page links and multimedia content. There should be a provision to preview the Web page in a web browser before Publishing, Archiving & Rollback for every web page. There should be a provision to apply content approval rules to any web page i.e. "save and draft" and "save and publish"

There should be a provision to provide Graphical user Interface accessing files similar to Windows Explorer Images, image Preview facility etc.

There should be a provision for easy navigation with dynamic Menus. The Users should be able to add/edit/delete menu items applying their own CSS/HTML styling to menus

There should be provision for User Management. The administrator should be in a position to View, Create, Modify, and Delete and publish the content. There should be a provision to manage Users, group or roles with Flexible Role level Access

There should be a provision for Site Search. The tool should automatically create XML/Google sitemaps for content and pages There should be a provision for Search Engine Optimization (SEO). The tool should have an Integrated Web Analytics / Google Analytics to analyses traffic data

with pivot tables to the reporting dashboard. There should be a provision to export report data to Excel, CSV format for analysis. The analytics should be based on path, geographic location, browser type, search engine referrals.

There should be a provision for banner slideshow & scrolled. The Security management should take care of common security issues like Invalidated Input,

Broken Authentication and Session Management, Cross Site Scripting Injection, Improper Error Handling, Broken Access Control etc.

The tool should be scalable Images: Once the images are uploaded on website, the solution should take care of reducing

the image size. It should have very simple and easy-to-use photo gallery with search capabilities. Photos are stored in user-defined albums and slide shows for each album

News Letter: News Letter should be provided by the solution where the administrator can manage subscribed users. It gives facility to send mails to registered users at specific period. We can manage following functionalities:

o Subscribe / Unsubscribe users. o Schedule sending of Newsletter. o Send HTML based Newsletter.

Templating: The solution should have the facility for templating with the drag and drop feature.


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Function Sub process System Feature

City Portal

Home Page

Message from Mayor, Commissioner

Vision, Mission, Objectives

Link to various sub-sections

o City Information

o Online Services

o About CCP

o Projects

o Citizen Grievances

o RTI

City Information

History of City

Tourist Locations

City Map with citizen related GIS information

About CCP

Administrative Information

Information on Elected Representatives, Various Committees

Facility to post advertisement on the

website

Departments/Wards: Intro, Objectives, responsibilities, powers & duties of officers, activities, time limit, directory with telephone no.

Committee: Members, purpose, type, freq. of meeting, docs available for public.

Projects/ Activities: Budget head, work activities, allocated amount, current statistics.

Opinion Poll

Photo Gallery

Tenders

FAQ‟s

Emergency Information

Feedback

Contact Us

Online Services

§ Application acceptance for various services

o Duplicate Bills

o View of Dues

Downloading of Forms

Complaints

o Acceptance

o Status Tracking


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Status on Applications / Complaints

Payment Details, Bill Details

Online Payments

The portal will contain the links of the existing applications. Changes/ Modifications to existing applications will be out of scope for this proposal. The portal shall have User interfaces in following Languages English, Hindi, Konkani and Marathi. Wireframes of the Portal will have to be submitted to The Commissioner for approval. This is expected to be approved within 2 working days.


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Detailed Requirements for Technical Section Module The Technical section will consist of Issue/Renewal of Construction License (Building Approval), Issue of Repair License, Issue of NOC for water, sewage etc. and Registration of Structural Designer.

The solution for technical section will have the following features


Technical Section

Issue of Construction License

Facility to accept documents by the applicant which will give vital information name of the citizen, documents attached, brief of the property, date of submission, email id, address etc. in an online mode

Facility to generate acknowledgement receipt, which has the unique identification.

Facility to collect charges at the application level Facility to pass the application through approval hierarchy

Facility to generate Letter of Intent and collect charges after hierarchy approval is completed

Facility to generate Rejection letter if approval authority rejects the application

Facility to track all application status from web portal Facility to print the receipt and approved Construction License. Facility to update the final status of the application

Confirmation of Alignment services

Facility to confirm the alignment of the construction Facility to prints the acknowledgement receipt which has the unique identification number , Which should be contains property details, construction license number ,brief of the property ,date of submission ,email id, address etc Facility to send application across inspection levels to get approval Rejection process according to site inception

Facility to track all application status from web portal Facility to print the receipt and Confirmation of Alignment. Facility to update the final status of the application

Issue of renewal Construction License

Facility to provide renewal Construction License Online with Copy of construction license issued as a reference


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Function Sub process System Feature This information should be send across through system to Commissioner or next designation defined according to the set hierarchy, where the information will undergo Inspection process.

Facility to prints the acknowledgement receipt which has the unique identification number

Facility to collect charges at the application level Facility to pass the application through approval hierarchy

Facility to generate Letter of Intent and collect charges after hierarchy approval is completed

Facility to generate Rejection letter if approval authority rejects the application

Facility to send application across inspection levels to get approval Facility to track all application status from web portal Facility to print the receipt and approved renewal Construction License. Facility to update the final status of the application

Issue of Occupancy Certificate

Facility to submit Application CFC counter and application should be send across next hierarchy as per defined according to the set hierarchy

Facility to generate acknowledgement receipt, which has the unique identification. Facility to send information through system to Commissioner or next designation defined according to the set hierarchy, where the information will undergo Inspection process.

Facility to accept Payment Online

Facility to pass the application through approval hierarchy Facility to track all application status from web portal Facility to print the receipt and approved renewal Construction License. Facility to update the final status of the application

Facility to print the receipt and Occupancy certificate. Facility to update the final status of the application

Issue of Repair License Facility to Issue of Repair License application


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Function Sub process System Feature Facility to generate acknowledgement receipt, which has the unique identification. Facility to sending information through system to Commissioner or next designation defined according to the set hierarchy, where the information will undergo Inspection process. Facility to accept Payment online Facility to print the receipt and Repair License certificate. Facility to update the final status of the application

Registration of Structural Designer

Facility of registration of structural design Facility to generate acknowledgement receipt, which has the unique identification. Facility to send information through system to Commissioner or next designation defined according to the set hierarchy, where the information will undergo Inspection process. Facility to payment online and receive payment receipt

Facility to print the receipt and Occupancy certificate. Facility to update the final status of the application

Monitoring Unauthorized Construction

Facility to take Complaint along with the supported evidence if any is submitted by the applicant

Facility to send application as per set Hierarchy complaint sent across the next level.

Facility to send application across inspection levels to get respective approval

Facility to track all application status from web portal


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Detailed Requirement of Administration Section Module Function Sub process System Feature

Administration Section

Issue of NOC for water, sewage, electricity, road

cutting

Facility Issue NOC application Online/ In person

Facility to generate acknowledgement receipt, which has the unique identification. Facility to send information through system to Commissioner or next designation defined according to the set hierarchy, where the information will undergo Inspection process. Facility to make the Payments Online/ In person Facility to print the receipt and NOC certificate. Facility to update the final status of the application

Issue of Income Certificate,



Facility to make the Payments Online/ In person

Facility to print the receipt and NOC certificate. Facility to update the final status of the application

Issue of Residence Certificate






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NOC for Shooting / Road Show / Religious Function in

CCP area





Issue of NOC for Public Meetings





Contract for collection of Sopo tax / tradition fair tax /

pay parking





NOC for night soil tankers, Facility Issue NOC application Online/ In person


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Function Sub process System Feature Facility to generate acknowledgement receipt, which has the unique identification. Facility to send information through system to Commissioner or next designation defined according to the set hierarchy, where the information will undergo Inspection process.



NOC for Hearse van

Facility Issue NOC application Online/ In person/ in person





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Detailed Requirements for Taxation Section Module Function Sub process System Feature

Taxation

1.Issue/Renewal/Transfer/Cancellation of Trade and Occupation License

2.New assessment

3.Collection/Transfer of House tax

4.Rebate in House Tax

5.Issue of House Tax Certificate

The system should be able to generate a request for the citizen

The system should be able to generate a unique request number which the citizen can use to follow up the status

The system should be able to collect the payment as per the established rules of the corporation for different trade licenses

The System should be able to categorize the different trade licenses being issued by the corporation

The system should be able to mandate the payment for trade licenses

The system should be able to link the GIS details of the location of the trade licenses

The system should be able to follow an established workflow for issuance of trade licenses

Depending on the category of the trade licenses the system should be able to trigger different workflows

The system should have the provision of inspection in a trade license request for new issuance &renewals & spot checks


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The system should allow the report submission for the inspection done

The system should allow multiple attachment of documents in the request

The system should have the capability to issue notices for submission of additional documents

The system should be able to generate inspections for trade licenses already issued

The system should allow the cancellation of trade licenses

The system should allow the issuance of show cause notices to citizens holding trade licenses

The system should issue notices for upcoming renewal of trade licenses

The system should integrate with the payment gateway with established protocols

The system should allow the transfer of House ownership

The system should link with the GIS system. The system should have the capability to have integrated viewable & functional maps.

The system should allow for rebates to be given for house tax under different categories


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The system should trigger a different workflow for any issuance of any rebates

The system should be able to generate a receipt for any collection of fees

The system should be able to link earlier issued trade licenses for renewals

The system should be able to capture different fields in issuance of trade licenses. The system should not restrict to the number of fields in a request form

The system should be flexible to add / delete fields in the existing forms without any customization. The system should be configurable

The system should be configurable to add / delete positions in the approval levels easily

The system should allow attachment of scanned documents along with registration requests

The system should provide MIS on the number of registration requests pending & number of requests processes in a given period.

The system should be able to track established SLAs and reports


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Detailed Requirements for Accounts Section Module The Key functionalities for the Double Entry Accounting System are as follows:

Function Sub Process System Feature

General Ledger

Chart of Accounts

Ability to create standard or user define chart of accounts.

Ability to generate new GL codes to be added to the existing chart of accounts

Ability to generation of voucher number serially.

Ability to block and delete GL accounts not in use with proper audit trial.

Does the system create an audit trail for the GL account created and amended?

Ability of the system to support fiscal business year accounting.

Ability of the system to support user-defined accounting periods.

Ability to create accounts, cost centers, profit centers in a logical manner or in numeric sequence.

Sub-ledgers and Integration

Ability to consolidate information within and across general ledgers for month end reporting purposes

Ability to integrate G/L, accounts payable, accounts receivable with all the sub-ledgers and synchronize with the G/L in on-line, real-time manner.

Postings to sub-ledgers should result in automatic postings to the control accounts in the general ledger

Ability to support multiple levels of approval for a journal voucher before it is posted into General Ledger.

Ability to maintain approval hierarchy and competent authority approval before the release of cash payment / receipt above the specified amount through journals.


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Transaction input

Ability to support following inputs for every type of transactions like Voucher series, Number, Date , Accounting period (automatic from the date), Transaction reference at header level & Account code, Amount, Debit/credit indicator, Analysis code etc. at Line level

Ability to support 'park & post' of transactions.

Ability to support accounting for security deposit and calculation of interest and maturity payment from the system

Ability to reversal of vouchers with a reason code.

Ability to display individual voucher wise entry for general ledger and month wise entry for control account as well as consolidated total for user specified period for current year as well as prior years

Ability to assist users in predefined provisional vouchers posting in the books of accounts like rent, electricity etc.

Ability of drill down available to go down to the user level documents and authorizations

Ability for online document approval process at multi levels. System should allow posting to General ledger only after final approval.

Ability to define mandatory data entry in selected fields and stop the user from further processing.

Ability to support Journal amount(s) entry as debits or credits, designating account code, Sub-Accounts, Cost centers/ cost basis, Charge codes, Sub-ledgers, Journal line description etc.

Should support following types of journal entries like Auto reversal entries for accrual & prepayment expense, Pre-defined template (only date and amount needs to enter), regular entries, prior period entries etc.

System should automatically accept and post journal entries from


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Account Payable, Accounts Receivable, etc.

Validation for unique sequential number for each journal entry.

System should accept only the balanced journal entry transactions (debits equal credits)

Should provide look-up by account number and description during entry.

Should allowed unlimited entries to the same account within a journal.

Ability to update same control account in the single journal voucher.

Ability to create automatic recurring entries that allocate one account balance among several others based on ratios like depreciation entry.

Ability to posting of pre-payments like depreciation, internal charges for manpower, fixed assets depreciation, etc.

Ability to allow pre-payment write-offs with approval

When previous period is open and subsequent period posting is going on then can the opening balances available in the system, be taken for reporting purpose?

Ability to allow users to back-dated entries for the current accounting period- subject to proper approval with audit trail.

Ability to check All the vouchers for the period have been authorized and posted before a period close.

Ability to calculate and maintain current, prior, and previous year comparative information.

Ability to generate unlimited number of financial reports for balance sheet, income statement, receipt and payment account ,supporting schedule(s), cash flow and other specific account analysis.


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Ability to allow the user to control the row and column format, size and print mask

Ability to perform statistical calculations such as percent to total or other statistical analysis of accounts.

Ability to have the option to post to the general ledger at detail level or summary level by voucher or summary level by period etc.

Ability to pass the entries in the next period before closing the current period.

Ability to calculate and maintain current, prior, and previous year comparative information. Also, calculate YTD or MTD or QTD figures for both budgets and Actual.

Ability to automatic deduction of Tax on predefined percentages while passing voucher entry

Ability to deduct taxes & duties at voucher level, which are not mentioned in the PO.

Period-end Closing

Ability to track period-end provisions by different voucher series, if required.

Option to automatically reverse all provisions in the next period.

Ability to automatically re-group accounts based on balances (i.e. creditors with a debit balance or debtors with a credit balance)

Ability of the system to prompt for open / un-posted / unapproved transactions and not allow closing of a period with open transactions.

Ability to post adjustment entries in closed period with proper audit trail and authorization

Ability to make provisions for expenses from the system based on open items at the time of period closing

Ability to carry forward closing balance of the financial year as opening balance to the next financial year automatically.


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Ability to close month wise book wise separately.

Ability to automatic carry forward of balances for balance sheet accounts during a year-end closing.

Ability to automatic reset of all Income & Expenditure accounts for new year.

Ability to automatic transfer of Income and Expenditure accounts for closing year to show the balance in the retained earnings/ Municipal Fund for the books.

Facility to keep the previous year open for at least six months while processing the next year's data

Provision of additional periods for the adjustment entries i.e. say audit entries on the last day of financial year / month for any outstanding liability/ adjustments

Financial Statements and Reporting

All standard financial reports like Trial Balance, Balance sheet, Income & Expenditure, Receipt and Payment Account, Notes to Financial Statements, etc.

Ability to generate segmental reports as per the user-defined segments for stand-alone entities as well as consolidated entity.

All report on net movement by account, showing opening balance at start of month, net transactions value (or detailed transactions) and closing balance.

Ability to generate Transaction listing with reporting parameters like By Account, by period, by voucher, by user etc.

Ability to generate all statutory reports

Ability to handle reporting under local accounting standards.

To generate audit trail of documents created in the system

(System should be able to identify the user who created the document, the user who approved the document, user who edited the document and what all has been edited).


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Will the system issue a warning before consolidation if the inter department accounts are not Zero?

Cash flow report: Listing period and year to date various cash flows against budget and last year, subtotaled at various levels.

Profit and Cash flow forecast: Listing forecasts of various profit / cash flow components for the rest of the year against YTD actual figures.

Performance ratio report: Listing user defined performance measures for the period and year to date against budget and last year performance numbers.

Accounts payable

General

Ability to fully integrate the Accounts payables system with other financial sub modules like general ledger, cash book, accounts receivable, fixed asset, etc.

Ability to provide different types of transactions like supplier Invoice, Advances, Adjustment JVs, Payments etc.

Ability of system to support debit/ credit note for rate differences in transactions.

Does the system support different tax rate amount for different line items for the same PO?

Ability to provide for regular and automatic adjustment of invoices / credit notes with prepayments/ debit notes.

Does the system allow workflow for streamlining work processes and alert for the approval, pending items for approval?

Does the system have the ability to transfer vendor balances from one vendor to another?

Ability to provide details of discounts offered by vendors/parties?

Ability of the system to check double invoicing

Ability to scan external documents and link these to the system generate document.


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Unlimited line items that can be entered in the journal vouchers/invoices/bills/debit note/credit note

Masters

Ability to maintain vendor master with following fields like Vendor Type, Vendor code, Name, Address, Payee name , Payment address , Telephone number, Fax number, E-mail, Contact person, Payment terms, Payment method, Paying Bank details, Vendor Bank details, VAT Numbers, etc.

Ability to check and stop creation of duplicate vendor master accounts based on pre-defined parameters.

Invoice Entry

The system should support manual as well as automatic generation of the Debit/Credit notes on the vendor

Should provide proper authorization for Debit/Credit Notes.

Ability of the system to generate ageing analysis for the outstanding invoices

Ability to reflect invoice wise outstanding for a particular vendor and for group of vendors

Ability to release part payment against an invoice and balance payment process on a subsequent date

Ability to make payment on account to a vendor and later link it to vendor specific invoice or invoices received

Facilitate centralized payment for all the purchases made for the various different Files from the same vendor

Ability of system to record deductions from invoices under various accounts like cash discount, rebates, charges etc.

Can the system block invoices and vendors for payment along with reason codes?

Ability to specify if taxes / charges are to be calculated for each item in the invoice or the entire invoice.

Ability to define payment schedules for invoices together with


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associated discounts and penalties.

Ability to record advances against vendor with reference to a general reference, multiple purchase orders or multiple proforma invoices.

Does the system support processing of recurring invoices to be processed at an agreed rate. ? For example, the transportation bills on the basis of per unit of product/ per km/per route/ per month (period)/ per trip.

Ability to allow for accumulating Debit/Credit notes over a period and processing them in a batch mode

Ability to prompt if any "advance" is outstanding against the vendor while posting the invoice.

Can the system provide following types of payment terms: Advance, Number of days, Mile-stone based etc.

Ability to support entering invoices for "pre-paid" expenses and apportion the amount between prepaid accounts and expense accounts on a periodic basis

Can system allow the flexibility to post expenses pertaining to prior periods in the current period and apportion the remaining amounts as pre-paid for the remaining periods

Can system allow manually entering of invoices (other expenses) for expenses

Ability to support multiple approval hierarchy for invoices as per the Delegation of Authority of the organization.

Payment processing

Ability of the system to support In-house check printing or outsourcing the check printing activity to Bank

Can system provide a payments procedure, which uses the transaction discounts, and due dates to generate a list of proposed payments for approved invoices.

Can the proposed payment lists be able to be run at any time for


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payment decisions?

Can the system calculate payment date based on due date, lead time for processing the payment and working calendar

Ability to run the payment lists for specific vendor types / classifications.

Ability to run the payment lists for specific banks

Can the system prevent payments to vendors of more than a user specified amount?

Ability to use the proposed payment list as the basis for selecting payments, but with facilities to update for final payment.

Ability of system to automatically take account of debit notes in determining the net amount due.

Can the system make payments as per schedule payout dates automatically?

Can payment approval process be mapped in the system as per the delegation of authority manual and can the approval be given through system? (For example, the payments voucher will be prepared by junior staff, for final payments it will be reviewed by the approving authority for releasing the payment)

Can system track different kinds of advance payments made to vendors in the vendor sub-ledger?

Ability of the system to support online processing of payment vouchers, bulk payment and payment across multiple bank accounts and authorization through work flow?

Does the system facilitate payment to vendors after adjusting prepayments and debit notes?

Does the system allow calculating payment due as per the terms and conditions?

Ability of the system to monitor that payment to a vendor should


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not exceed the order value

Can the system provide for upper limits and lower limits on payments for specific payment methods

It should be possible to issue the payment in a different name

Ability of system to allow grouping multiple line items in one payment

Ability of system to allow splitting one line item into multiple payments

Ability to print a cheque registers automatically immediately after printing of cheques from the system.

Can the payments be posted to the cash book automatically and update the general ledger i.e. Vendor ledger control account, Bank account, Penalties accounts, recovery from vendors etc., Expense accounts (DD charges, etc.)?

Ability to automatically print cheques based on the pre-defined authorization.

Ability to cancel / void cheques and create a report on all issued checks, including manually entered and voided checks.

Ability to process Electronic Fund Transfers (EFT) based on the pre-defined authorization.

Ability to capture the date of Sail and recognizing expenses based on the revenue recognition policy.

Reports

A creditors report will be produced on demand, showing balances of all or selective user defined range of creditors

Analytical, summary and standard reports that provide an accurate picture of the accounts payable including invoice, tax, payment amount

Does the system generate report on year-to-date payments made to the vendor?


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Ability to generate report on discounts availed by the company?

Does the system support vendor ageing based on invoice date.

Ability of the system to provide different Purchase reports

Ability to generate aged creditors report for all Creditors or for user defined range or based on ageing etc.,

Can the information on the aged creditors report be available at transaction level as well as vendor level?

Can the Transaction ageing periods be user definable?

Can we generate reports by both vendor name as well as payee name

A turnover report will be available listing the turnover by vendor for the current financial year

Ability to provide for all Tax related reporting

Ability to provide for printing vendor statements to be Dispatched to vendors

Ability to provide report on VAT / Tax returns

AP Ledger Showing With a GL control account party wise trial balance and transactions, in ledger form.

Payments due as on a date or range of dates as per user requirement

Bank wise Cheque Register – Printed periodically, but at least at period end. The report should be sequenced by Cheque number. The columns should be invoice Account debited, gross amount, discount amount, net amount, and payee name/number, showing total

Vendor Listing – Printed upon request in either vendor number, alphabetical, or year to date purchase amount (Currency or quantity) sequenced by GL code/item wise/or overall


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Cash Requirements Report – Printed on request. This report should list all items due for payment on the current pay cycle. It should be sorted by pay date and include vendor name, item purchased , invoice number, invoice date, amount, discount amount

Outstanding Invoice Listing – Prepared at period end or as defined by user. The report shows all outstanding invoices at month end. Invoice number, planned payment date, vendor and amount are shown

Cheque Reconciliation Report – Printed upon demand showing detail on all outstanding Cheques, bank wise, party wise. Printed in Cheque number sequence

Purchase Journal – Lists accounts payable invoices entered and general ledger accounts affected on the basis of a unique no generated in the order of bill passing. The same should give summation and all details for Sales tax.

Unmatched Invoices – Lists invoices received that have not been matched to PO

Discounts Taken – List of all discounts taken

On hold Vouchers – Lists vouchers on hold and reason

Price Variance – Lists invoices identifying all variances between standard prices and actual invoiced prices

Unmatched Invoices – Lists all unmatched invoices (e.g., accrual report)

No Activity – Lists vendors with no activity for a user specified period.

Accounts receivable

General

Ability of the Accounts receivables system to be fully integrated to the other modules like general ledger, cash book, accounts payable, fixed asset, etc.

Ability to allow different types of transactions like Customer


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Invoice/ Bills , Adjustment JV, Collections etc.

Does the system have the ability to define multiple document series?

Ability to generate document numbers automatically / manually.

Ability to generate credit/debit notes to customers based on different credit criteria.

Does the system support reversal of credit and debit notes raised with appropriate reason codes?

Does the system support recording of initial balances as backdated transactions (invoices, memos, receipts) through use of system parameters?

Does the system support recording of initial balances and other details with ageing?

Does the system provide analytical, summary and standard reports that reflect an accurate picture of the accounts receivables?

Ability to provide details of discounts, if any, offered to customers.

Does the system support automatic posting for sales accounting and invoice processing online?

Does the system support the functionality of maintaining credit limits in both period and value and to stop processing of File creation in case of over dues (either period or amount)?

Ability of the system to support price changes prospectively/retrospectively and to account for that difference.

Ability to create customer master containing details like customer name, bill-to / ship-to address, payment terms, credit limits, status (active / inactive), contact details, etc.

Invoice Transactions

Does the system support item based credit and debit notes?

Does the system have the facility to enter the document number


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against which a note is raised?

Does the system support the facility to set up starting credit limit position of customer?

Ability of the system to generate an ageing analysis at the overall balance level and at the individual account level.

Ability of the system to provide customer line item report with a drill down feature to access the transaction level details.

Ability to capture the date of transport / shipment and recognizing revenue based on the revenue recognition policy.

Ability to integrate the Operations module with the Finance module in order to book receivables automatically

Receipts and Collection

Ability of system to provide for manually posting Debit Notes/Credit Notes to customer accounts

Ability of system to facilitate in adjusting more than one invoice/Credit Note/Debit Note in one collection statement

Ability to track advance payments and down payments, and post them to AR when the service is rendered

Does the system support bill wise adjustments?

Does the system support viewing of posting details of a particular receipt?

Ability to record bank receipts status as realized, unrealized or bounced?

Ability to reverse bounced or voided receipts?

Ability to support the use of manual or system-generated serial number for receipts.

Ability to facilitate document serial numbers differentiation for receipts deposited in different bank accounts.


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Ability to generate report on year-to-date payments made to the customer on account various parameters like the area, customer origin.

Reports

Ability to generate receivables report.

Ability to generate report on cheque dishonored and amount recovered from customers along with the reason code and amount recoverable from customers.

Does the system provide for customer ledger balances with quantity and value and a report on total money collected, outstanding statement?

Ability to generate report on debtors ageing for different parameters.

Detailed Aging Balance for each customer category showing open invoice and A/R activity (e.g. payments, debit and credit memos, write-off, and comments).

Ability to provide a detailed AR Ageing Analysis either according to invoice date or according to due date.

AR Invoice Register - list of automated and manually entered invoices with control totals.

Credit/debit Memos Register for all memos generated

Cash Receipts Journal, list all payments received each day

Average age of receivables

Provision for adjustment of Advance payment

Ability of the system to generate the report based on sales, related billings, customer wise and product wise.

Ability of the system to generate the desired customer correspondence, like balance confirmation, payment reminders and the automation of the correspondence.


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Ability of the system to generate report on price movements (tariff) over a period of time and impact on sales as result of the change of price (tariff).

Ability to convert all reports in various formats (excel, PDF, flat file etc.)

Ability to provide accounts receivable exception report listing all accounts with credit balances and amounts written-off as bad debts

Cash and Bank Management

Cash & Bank

Ability to create following Cash / bank transactions like Cash receipt, Cash Advance, Employee reimbursement, Misc. payment, Office expenses etc.

Facility to maintain petty cash transactions for multiple locations.

Ability to maintain Cash register and Bank register for selected cash/Bank for user-defined period.

Ability to inter transfer transaction like Cash to Bank , Bank to Cash, Bank to Bank with both side entry confirmation.

Ability to support for accounting for collections through Cash Management services

Ability to track the time between cheques deposited for collection and actual date of realization

Ability to automatically generate accounting entries for collection charges payable

Ability to keep track of "bounced" cheques

Ability to automatically generate accounting entries for cheques bounced

Ability to generate reports on cash positions of the Organization as defined by the users on a defined frequency

Ability to Control and monitor Bank Guarantee for the various contracts


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Ability to interface with finance module for auto generation of Bank Payment Voucher, Bank Receipt Vouchers and Journal Vouchers.

Ability to maintained cheque book No. issued by the bank in the system

Ability to generate a projected monthly cash flow statement.

Ability to generate payment forecast for the specified periods

Ability to generate recurring payments after editing the data for the current months.

Can a cheque be made on a different date than the payment voucher date and if both dates fall in different accounting periods than in which period the effect will be taken

Can postdated cheques be issued from the system and if yes how the accounting is done for the same

Can the system perform automatic bank reconciliation every 15 days or as set by the user?

Does the system have the in-built bank reconciliation facilities?

Does the system provide bank reconciliation capabilities?

Is a listing of outstanding cheques provided?

Are voided, cancelled or returned cheques reconciled?

During reconciliation, does the system calculate un-cleared payments to vendor?

Does the system have the facility of flagging the un reconciling items?

Does the system have the field for specifying the date of realization of cheques or collection?

Does the system have the field for specifying the date of Bank


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Transfer?

Does the system have the facility of importing the bank statements for the purpose of bank reconciliation?

Investments and Borrowings

Ability to provide different types of Investments/Borrowings transactions : Loans, Cash Credit, Overdraft, Fund Based Limits, Non-fund based limits (LCs, Bank Guarantees, etc.), ICDs, Equity, Debentures, Commercial Papers, Foreign currency loans, Fixed Deposits, Treasury bills, Financial Lease, Bill Discounting etc.,

Consolidated reports on various investment and tracking of overall exposure (borrowings)

Ability to automatically generate accounting entries for interest (payable or receivable) based on the above investments/borrowings

Ability to record payment due dates for each Investment/borrowing

Ability to provide for installment-based repayments

Ability to analyze investments in borrowings like yield calculation, Borrowing pattern etc.

Ability to provide consolidated list of investments in joint ventures against borrowings

Ability to list out funds transferred year to date as well as for previous years

Ability to assist in working capital management by providing overview of working capital components

Ability to enable forecasting of working capital for current operations and future expansion

Ability to project cash flow for next one month

Ability to report Dividend income on various Investments

Reports Ability to generate cash flows for Immediate future (considering


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vendor invoices and customer receipts)

Ability to generate cash flows for Medium-term and long-term requirements (considering planned purchases and sales)

Bank balance analysis (bank balances by amount slabs)

Daily Limit utilization reports

BG tracking

Ability to maintain records of the BGs/FDRs received by unit Offices with details like: Party from whom Received, Bank and Branch issuing the BG, Amount, Date of Issue, Date of Expiry/Maturity, Maturity Value in case of FDRs, Rate of Interest in case of FDRs, Date of release/renewal with full audit trail

• Bank wise (by whom BG has been issued)

• Party wise (In favor of whom BG has been issued)

Ability to automatically prompt for renewal or encashment of the BGs at user defined period

Ability to calculate interest to date in case of FDRs

Taxation General

Ability to maintain various types of taxes requirements such as VAT, any other applicable local taxes.

Ability to maintain the period for which specific tax rate is applicable

Ability to maintain various tax rates applicable for specified type of tax

Ability to generate Tax rate wise (geography wise) sales & Purchase register.

Ability to generate report on various taxes paid, in specified formats, if any - with period, amount, item rate.

Can system generate tax returns in the format prescribed by the


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tax authorities?

VAT

Ability to balance VAT credit to VAT Payable A/c automatically.

Does the system have the ability to configure VAT credit and VAT payables as per the applicable statute?

Does the system have the ability to generate sales register?

Ability of the system to provide purchase and sales data and the related VAT details (including VAT credit eligibility) bifurcated into origin of the sale/purchase, vendors/customers wise and product wise.

Others

Ability to compute deferred tax as per the applicable accounting standard and pass accounting entry automatically

Reports on Transfer pricing for Tax Audit

Fixed assets

Asset Accounting

Ability of the system to support fixed asset classification by Asset category, Asset type, Asset ID, Physical ID, Asset location, Asset Value, Units (Depot/Section/Office.), Cost center, Put to use date, Nature of Financing (Plan/Non-Plan), Batch Reference Number / Journal ID, Any other user defined field etc.

Ability of the system to support asset master with the data in respect of:

1. CWIP references,

2. Asset Classification,

3. Asset Class (User-definable),

4. Asset Usage Status (In-use, Stand-by, etc.),

5. Expected Life of asset,


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6. Insurance details,

7. AMC details,

8. Ownership details (Owned/Leased),

9. Lease details, if Leased asset etc.

8. Purchase Order Reference No.,

11. PO Details,

12. Supplier Details,

13. Historical value of asset (e.g. prior to revaluation/adjustment) ,

14. Quantity of asset and unit of quantity

15. Date asset disposed

16. Disposal Value (Sale proceeds) in sale currency

17. Disposal expenses

18. Gain/loss on disposal

19. Revalued amount of the asset

20. Revaluation date

21. Revaluation reserve

22. Depreciation Details (including rate, method, Depreciation charge for year to date, charge for the period)

23. Market value

Ability of the system to deal with the scenarios demanding conversion of booked revenue expenditure to Capital expenditure.

Ability of the system to provide restricted role based access for allowing the capitalization transactions in the prior periods.

Ability of the system to support maintaining of books according to


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IFRS in addition to local laws.

Ability of the system to treat the Exchange rate gain/loss on the assets imported as per IFRS (i.e. transfer to Income & Expenditure Account)

Ability of the system to separate identifies a component of an asset and link to the main asset. For example, spares will be linked to concerned machine, each being maintained as a separate entry in FA register.

Ability of the system to facilitate tracking and depreciate spare parts associated with the parent asset.

Ability of system to facilitate and allow the capitalization towards establishment cost as percentage of Work in Progress.

Ability of system to provide a comprehensive CAPEX budgeting control framework

Asset transactions

Ability of the system support any number of assets without restriction

Ability to provide for transferring assets based on a transfer request with workflow based approval mechanism.

Ability to provide for transfer assets across unit across organization.

Ability to automatically generate accounting entries for each transfer including capital account and accumulated depreciation.

Ability of system to keep track of history of asset transfers.

Ability of system to allow for asset splits.

Ability of system to allow recording of the disposal of assets upon retirement.

Ability of system to automatically generate accounting entries for each disposal transaction including capital account and


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accumulated depreciation.

Ability of system to provide for additional capitalization on existing assets.

Ability of system to support physical verification of assets by generating tag numbers or an appropriate list for the purpose.

Can we record verification details on the asset master for tracking and audit trail?

Ability of the system to meet the requirement of Asset Impairment as per IFRS.

Depreciation

Ability of system to support depreciation rates, schedules and terms for each asset

Ability of asset system to track asset values / schedules as per each of the above depreciation terms separately and individually.

Ability of system to support multiple depreciation methods for each of the depreciation terms like Straight-line, Written-down Value, Remaining Life.

Ability of the system to allow for multiple levels in grouping assets for each depreciation term

Ability of the system to provide for specific depreciation treatment for assets like: low value assets or R&D assets

System should provide the flexibility of changing depreciation rate and method at administrator level only

Ability of the system to automatically generate accounting entries for change in depreciation details giving period-wise break-up.

The system should automatically post depreciation entries based on calculated depreciation

Ability of the system to provide a flexibility of allowing a specific depreciation start date, which may be different from the capitalization date or date placed in service. For example,


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depreciation may start from the beginning of the period even if capitalization is mid-period.

Ability of system to keep track of all changes to depreciation details for proper audit trail.

Ability of the system to allow for limits on depreciation. For example, the leased assets cannot be depreciated below 5% of the original cost.

Flexibility in the system to allow for zero-value assets or negative value assets.

Ability of system to automatically stop computing depreciation for assets reaching zero-value or depreciation limit; but making them available in the system for tracking and maintenance.

Asset Reports

Ability of the system to generate a comprehensive asset register (as per standard accounting practice)

Ability to generate the asset register report available in summary form (with only financial details) and details form (with all asset master details)

Ability to generate the asset registers report flexibility by using reporting parameters.

Ability to export the reports to excel sheet for slicing and dicing functions and useful analysis, MIS reporting and legal compliances.

Ability of the system to generate 'Depreciation forecast' Based on depreciation details in the asset master

Ability of the system to generate comprehensive set of reports to perform the asset management functions effectively. For example, availability of the reports like

Ageing of assets

Insurance expiring reports


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AMC expiring reports

Category wise fixed asset schedule

Unit wise depreciation calculation as per various Acts

Cost of asset

Asset deletion reports

Asset transfer reports

List of Assets by location

List of assets purchased/sold between dates

Insurance

Ability of the system to provide data fields for recording the status of policy details entered for insuring the Machinery, Movable assets & Vehicles etc.

System should facilitate lodging of insurance claims for lost/damaged assets based on the status entered in the system.


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Detailed Requirements for Registration of Birth and Death Section Module Function Sub process System Feature

Birth & Death Section

Registration and Issue of Birth and Death Certificate

The system should be able to electronically accept request from Hospitals and other Authorized centers for birth and death registrations

The System should be able to categorize different conditions of Birth and Death - like birth in a hospital or at home

The system should be able to capture different fields in registration of birth and death registration. The system should not restrict to the number of fields in a request form


The system should be able to establish a hierarchy for approval of birth and death registrations

The system should be configurable to add / delete positions in the approval levels easily

The system should allow attachment of scanned documents along with registration requests


The system should be able to track established SLAs and provide performance reports

The system should be able to generate requests from the web portal and should provide to citizens the current status of the requests

The system should be able to accept or reject a request due to non-availability of documents


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The System should be able to generate notices to citizens for submission of proof of documents

All final documents issued should allow the usage of Digital Certificates

The system should be able to collect fees for issuance of certificates

The system should be able to generate financial transactions for capturing these collections

The system should be able to generate a MIS report of the fees collected over a time period

The system should be able to generate a unique serial number for the issuance of certificates

The system should be able to mandate the entry of certain fields and also mandate a payment facility

The system should generate an acknowledgement for any request / registration of payments

The system should display a list of mandatory documents when the request is raised by the citizen

The system should allow the option for inspection by the CCP to be conducted

Issue of Non-availability Certificate

The system should be able to categorize the NAC requests - within Six months or after six months

The System should allow upload of scanned documents along with NAC requests

The system should be able to capture different fields in registration of birth and death registration. The system should not restrict to the number of fields in a request form


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The system should be able to track established SLAs and provide performance reports

The System should be able to generate a unique serial number for the issuance of certificates

The system should generate an unique request ID for each online request and the citizen should be able to track the request online

The system should be able to connect to a payment gateway using standard protocols. The standard protocols should be an integral part of the system.

The system should display a list of mandatory documents when the request is raised by the citizen

The system should allow the option for inspection by the CCP to be conducted

Correction of names

The System should allow the Correction of Data in the requests raised for mandated fields only.

The System should follow an established approval process for correction of field values

The System should log the details of changes in the registration forms like login ids, time of changes etc.

The system should mandate the upload of relevant documents for any mandated data correction

The system should generate an acknowledgement for any request / registration payments


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Detailed Requirements for Solid Waste Management Module Function Sub process System Feature

Solid Waste Management

Area details Area information (Zone / Ward / Colony / Society)

Population details

Volume of the Solid waste (Recycled & Non Recycled)

Resources required (Manpower, Vehicle, Equipment)

Collection procedure ( i.e. Primary : Residential & Commercial collection, Gate to Dump / Transfer Station; Secondary : Community Bin to dump site

Garbage Collection Scheduling

Assign SWM Vehicles to pick-up the Garbage. Route / Category wise assignment.

Zone wise / Ward wise / Location-wise / Bit wise assignment of Sanitation Staff

Scheduling of garbage collection and cleaning activities with the objective of maximizing citizen friendliness on one hand and optimum use of resources on the other.

Primary Garbage Collection & Disposal

Record the volume of garbage collected and disposed on a daily basis. Source segregation like Quantum of waste collected with further segregation for vermiculture, Bio dispose can be kept on Monthly / Yearly basis. The same can be used for RV benefit.

Linkage with Garbage Bins in case of Citizen Grievance

Keeping certain Checks as per environmental regulations, like minimum frequency of lifting garbage, transportation mode, etc.

Record of garbage bin/container (Community bin) lifted as per schedule.

Record of cleaning of roads / boundaries done as per schedule

Record of waste gone to process plant as per schedule


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Treatment of Waste & Disposal of Inert Waste at Landfill site

Reports on Input of Waste by plants, final products made by the plants

Reports on inert waste sent to the land fill site

MIS Generation of registers like: Contracts Register for SWM, Site Register (landfills), Contractors Register, etc.

Comparison of expenditure on SWM activities over different geographical areas, years, agencies, etc.

Daily / Monthly reports of comparison for how much garbage has to be lifted as per target & how much garbage is actually lifted. If less lifted then reasons for the same for e.g. Breakdown / Labour problem.

Daily / Monthly status reports of waste bin process plants

MIS report for expenditure incurred on primary sweeping door to door / gate-to-dump / transfer station

MIS report for expenditure incurred on transportation

MIS report for expenditure incurred on disposal

Record of waste vehicles operating with schedule details at various regional/zonal offices & Ramp

Status report of cleaning of Public urinals, toilets.

Daily / Monthly status report of action taken by Health Inspectors & Class III / IV employees assigned to each Ward offices / Zonal offices.


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Detailed Requirements for Grievances Module Function Sub process System Feature

Grievances Module

Capture Complain

Citizen registers a complaint. The complaints are received through the following mode - Personal Visit - Call Center - Post/ Courier - Portal - E- mail.

Generate Acknowledgement Receiving Clerk Captures Grievance Details. Generate Acknowledgement to the citizen with unique number for future reference.

Take Action and Resolve

Forward the application to the concerned department with a Copy to the Head of the dept. The concerned dept. shall take action on the grievance and upon resolution the same shall be updated in the grievance monitoring system


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Detailed Requirements for Vehicle Management Function Sub process System Feature

Vehicle Management

Procurement of New Vehicle at CCP

Interface to ePurchase System Request for new vehicle purchase - Integration to ePurchase System Maintain Vehicle information Vehicle Search

Reports Vehicle Fitness Maintain Vehicle

Fitness certificates Vehicle type wise configurable reminders Reports

Repair Contract with Garages create a unique service schedule for each vehicle Maintain garage contracts Services History and report

Fitness certificate expiry Email notifications

Details of Condemnation of Vehicles

Condemnation certificate in original from local State Transport Authority (R.T.O.) Details like, HP of the vehicle, Estimated repair cost, Resale value of the vehicle on the date of inspection is recorded Reports

Auctioning of Vehicles Maintain details of auctioned vehicles


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Function Sub process System Feature Maintain details of purchaser Reports

Spare Parts Spare Part Inventory Management Issue of Spares against Vehicle Returns of Spare Spare parts asset management Tyre Management database Vendor maintenance for spares


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Detailed Requirements for eProcurement Function Sub process System Feature

eProcurement

E-Tendering Web-Site Functionality

Firms should be able to register with various essential data

FAQs for all tender related queries

Registered firms should be able to view various published tenders and essential information in user friendly manner

Secure Login authentication

Auto-generation of various communications to the registered bidders (SMS / E-Mails)

Creation of discussion forum

Tendering Functionality

Raise Indents as per the requirement.

Receive indents

Generation of information for press Advertisements

Check-list for Tender Notice

Publish Tender Notice

Check-list for Tender Terms & Conditions

Publish Tender Document

Reports to assist Tender Document preparation

Purchase of Tender Documents

Cross-check of vendors with Vendor Database and their previous records

Cross-check of rates with similar


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projects in past

Award of contract

Procurement via Local Market / through

quotations

Invitation of Quotations

Issue of Purchase order

Receipt of Material

Payments

MIS

Technical Bid Comparison Reports

Financial Bid Comparison Reports

List of Vendors registered


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Detailed Requirements for Project Management Function Sub process System Feature

Project Management Project Initiation Defining New Project

Selection of Department, Officers for scrutiny

Selection of Budget Code

Project Estimation Identification of different items, defining units

Selection of SOR / Market Rates / DSR /ESR / WSR / GSR

Preparation of Measurement Sheet

Addition of specifications not included in Standard DSR (for special items)

Preparation of Abstract sheet

Preparation of Rate Analysis Sheet

Preparation of Recapitulation Sheet

Defining various Milestones / Time limit

Technical Section Workflow for Technical sanction as per chart of competent authorities

Workflow system to support To & Fro movement of proposal/file

Administrative Sanction Workflow for Administrative sanction as per Delegation of Powers(DEP)

Workflow system to support To & Fro movement of proposal

Tendering Generation of information for press Advertisements

Check-list for Tender Notice


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Purchase of Tender Documents

Submission of bids Manual

Technical bid evaluation

Cross-check of vendors with the approved Vendor list of CCP and their previous records

Commercial bid evaluation

Cross-check of rates with similar projects in past

Award of contract

Milestone entry

6. Project Execution Project Scheduling

Measurement Book Entry and movement diary

Monitoring of progress

Quality Control

Notices to agencies / vendors (for delay, for poor quality, any other reason)

Levy of Penalty

Agencies Black-listed / restricted for certain period

Billing and Completion Certificate

Running Account Bills

Billing for Extra / Excess items

Completion / utilization certificate

Project wise comparison of Budgeted


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Expenditure Vs. Actual

Milestone Monitoring Report

Measurement Sheet / Abstract Sheet / Rate Analysis Sheet /

Billing Information

Project Summary Sheet

Reasons for delay in achieving milestones. The responsible parties to be identified like any CCP Department or Contractor.


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Detailed Requirements for Personnel Information Module The employees form a major asset base of the Corporation. There are approximately 100 employees of CCP. Efficient and effective utilization of this asset viz. the available human resources, is important to ensure effective administration of these departments.

The Key Modules in the Human Resource Management system and Payroll are listed out below.

Function Sub process System Feature HR & Payroll Employee Information

System The system should have a provision to maintain the details pertaining to the employees under following heads - Employee’s data like name, DoB, qualification, work experience, date of joining, date of retirement, salary structure, employee grade, bank account details, leave, transfer, loan, promotion, training details, Conferences/ Courses attended/on Job qualification added etc. - Employee postings, current department, email ID, Mobile phone number, Immediate Superior details and HOD details etc. - Annual Confidential Report (ACR) of employees Property returns filed by employees

- Attendance details and balance leaves of employees

The system should have a provision to assign a unique employee identification no # to each employee

The system should have a provision to track and store Bio-Data of all employees The system should have a provision to allow respective cadre controlling authorities to update the personal information and resume details of their employees online

The system should have a provision to notify the employee on updating of his/her details via email/SMS/letter

The system should have a provision to allow employees to view their salary structure, GPF, Rent, ACR etc. details

The system should have a provision to apply/approve/reject the leave application online


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The system should interface with Finance System (ERP) to update the details about the salary, loan, PPF, advances etc.

The system should be able to interface with the messaging system for sending notification or any communication to the employees via email/SMS/letter The system should capture the attendance of all employees through Biometric device and interface with Finance System for salary and leave calculations.

Recruitment – In case of compassionate appointment cases (As applicable)

The system should maintain the details/report on vacant posts available, Category and Cadre wise of various department. Reason for vacancy (death, VRS, etc.,) The system should maintain the details/report status of requests sent to GPSC and Government for recruitments The system should maintain the details/report short listed applicants’ list from GPSC, Employment Exchange, Family members, etc., for recruitments The system should maintain the details/report on Bio-Data and applicant files received from GPSC, Family member of the deceased/Nominee and Employment Exchange (Privacy to be maintained) The system should maintain the details on selected applicants’ list from the recruiting agencies The system should allow departments to place the online resource request (Online recruitment form). This is applicable for all types viz., permanent, daily wagers, contractor etc. The system should assign unique identification no# for each application received for recruitment The system should have the facility to apply online for any vacant post available with due details The system should a facility to generate the consolidated list of resource requirement grade wise, post and department wise


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Function Sub process System Feature The system should have the facility to upload all required document for recruitment like RR, applicant file received from GPSC etc. RR will be linked against the post while applicant file will be linked against individual resume or application Change the status of applicant to regular employee/daily wager/ado contractor (whichever is applicable) on successful completion of medical, vigilance and police verification

Promotions, Transfers, Leaves, Deputation and Resignation

The system should maintain the details pertaining to promotion of employees with their name, date of promotion, new salary structure, department, grade etc. The system should maintain the details pertaining to leave and transfer information of an employee The system should maintain the details pertaining to vigilance case that are pending against any employee The system should maintain the details pertaining to deputation and resignation details of employees The system should maintain the details pertaining to aid in decision support for promotion, transfer of personnel against the available vacancies The system should maintain the details pertaining to aid in decision support for allowing the employees to proceed for deputation The system should allow employees or authorized person to place online request for transfer, promotion or deputation for themselves and their subordinates The system should allow proper category selection (in case of transfer), like on rotation, administration grounds, in consonance with the existing policy, if any The system should allow auto generation of list of personnel due for promotion / retirement etc. on set days, prior to actual dates


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Function Sub process System Feature The system should allow Establishment department to initiate transfer, deputation and promotion of personnel online. System should refer to the vacancy list available across organization The system should allow updating of the personnel details, if individual is transferred, promoted, proceed on deputation or study leave The system should have the facility to generate transfer and promotion letter online based on the criteria The system should allow to process and sanction leave/deputation request online. Employees should be able to apply for leave/ deputation online The system should allow the concerned authority to relieve the employee in case of resignation/ transfer/ promotion/deputation/study leave etc. System should check all the required documents and NOC, in case of something missing, the same should alert the official at the time of relieving The system should have the proper workflow management and should allow respective authority of concerned department to provide NOC during processing of Terminal Benefit and Resignation request The system should notify the concerned person and authority regarding promotion, transfer, leave sanction, resignation acceptance, deputation etc. via email/SMS/letter The system should allow the concerned authority to create and update the ACR for each employee. It should fetch common information directly from Employee personal details like qualification, work experience, date of joining etc. The system should interface with the City web portal display and accept online request for transfer, promotion, resignation, deputation etc. The system should be able to interface with the messaging system for sending notification or any communication employees via


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Function Sub process System Feature email/SMS/letter

All departments should have access for this module to perform intra-department transfers/ postings

Salary Processing The system should maintain the details about TDS, GPF, salary disbursed etc. for each employee along with his/her nominee for receiving the due payments

The system should maintain the details about statutory report relating to Income tax, PF etc.

The system should aid in auto calculation of salary of employees (all type) based on category and grade of employees. It should consider the leave, loan installment, rent details, TDS, GPF, Attendance etc. while calculation The system should calculate and disburse terminal benefits to employees or their legal heirs The system should have a provision for auto update the entry in general ledger against the salary paid to employees The system should have the facility to generate and print salary slip and same should be sent to employees’ email /SMS/letter The system should provide a facility for the employee to search, view and print their salary slip online for past months also The system should interface with Finance System (ERP) for details like loan, GPF, salary structure etc. The system should interface with Land and Estate for SLF details The system should be able to interface with the messaging system for sending notification or any communication to the employee via email/SMS/letter

The system should interface with Biometric based attendance system for salary calculations

The system should interface with leave management system for salary calculation


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Function Sub process System Feature Performance Appraisal The system should maintain the details about

the employees position, tenure of posting, their reporting/reviewing and accepting authorities (wherever applicable) names, designation, place of posting and their tenure The system should maintain the details about assigned/ expected task to be detailed through self-appraisal or otherwise in prescribed Performa by respective employees which is to be reported upon and reviewed by concerned officers The system should notify the employee whose appraisal is due and allow them to do self-appraisal and it should be sent to concerned officer for reporting and reviewing via email/SMS/letter. On approval, the same should be sent to Establishment department for further necessary action and records The system should be able to interface with the messaging system for sending notification or any communication to the employee via email/SMS/letter

Training & Development The system should maintain the details about various agencies and experts in various fields imparting training for sharpening skills and professional development The system should have the facility of online application and approval for group of the employees for the various training to be imparted to them The system should have the facility for the department to update the calendar of trainings and brief description of training, venue and imparting agency

Recruitment Rules The system should maintain the details about job profile of various positions of various categories for various cadres The system should maintain the details about job evaluation, essential qualifications and experience for performing the job The system should maintain the details about existing number of post of various categories of various cadres with pay scale


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Function Sub process System Feature The system should maintain the details about organizational promotional hierarchy with defined feeder grade

The system should have the facility for existing posts and anticipated creation of vacancies

The system should have the facility to define and manage organizational promotional hierarchy All departments should have an access of this module for requirements and updating of existing RRs or framing of new RRs Sanctions of Petrol, Landline phone connection to officers, Study permission, NoC for passport/Visa The system should maintain the details about vehicles allotted, vehicles used, Phone numbers, educations details etc. for each employee The system should maintain the details about statutory report relating to monthly utilization, Income tax, PF etc. The system should aid in auto calculation of expenditure of employees (all type) based on category and grade of employees The system should calculate and disburse terminal benefits to employees along with their salaries/reimbursement The system should auto update the entry in general ledger against the payments paid to employees The system should have the facility to generate and print salary slip and same should be sent to employees’ email /SMS/letter The system should provide a facility for the employee to search, view and print their details slip online for past months also The system should interface with Finance 0System (ERP) for details, salary structure & other benefits etc. The system should be able to interface with the messaging system for sending notification or any communication to the employee via email/SMS/letter The system should interface with Biometric based attendance system for salary & other reimbursements calculations


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Function Sub process System Feature The system should intra department interface with other departments for various levels of approvals

Disciplinary Proceedings The system should maintain the details about employee’s data like name, DoB, qualification, work experience, date of joining, date of retirement, salary structure, employee grade, bank account details, leave, transfer, loan, promotion, training details, Conferences/Courses attended/on Job qualification added etc. The system should maintain the details about employee postings, current department, email ID, Mobile phone number, Immediate Superior details and HOD details etc.

The system should maintain the details about Annual Confidential Report (ACR) of employees

The system should maintain the details about attendance details and balance leaves of employees The system should track and store attendance of all employees The system should allow respective cadre controlling authorities to update the personal information of their employees online

The system should notify the employee on updating of his/her details via email/SMS/letter

The system should allow employees to view their records for disciplinary proceedings and action taken The system should have the facility to apply/approve/reject the leave explanation online The system should interface with Finance System (ERP) to update the details about the salary, loan, PPF, advances , deductions, etc. The system should be able to interface with the messaging system for sending notification or any communication to the employees via email/SMS/letter The system should capture the attendance of all employees through Biometric device and interface with Finance System for salary and leave calculations


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Detailed Requirements for Time Attendance Module The Key Modules in the Time Attendance system are listed out below.


Time Attendance System

Manpower Planning and Scheduling

Ability to plan how many people you need and where do you need them

Ability to manage white collared, blue collared, full time, part time, contract or remote workforce

Ability to plan schedules accurately or reduce reliance on over scheduling, overtime, and supplemental labor.

Ability to access information using mobile solution, when you want where you want

Employee Activity Tracking

Ability to provide real time access to detailed labor activity

Ability to enable quick response to production issues , enhance productivity and control labor cost

Ability to empower Managers to optimize work related processes such as measuring scrap, job quality etc.

Ability to measure actual performance against established metrics for continuous improvement programs

Time & Attendance Ability to automate in time and out time and integrating with exiting Payroll systems


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Ability to reduce risk of attendance errors, payroll inflations and overpayments associated with wrong overtime calculations

Ability to manage employee absence by completely automating attendance and leave policies

Ability to control labor costs , minimize compliance risk, and improve workforce productivity

Ability to bring better discipline in the organization

Ability to automate complete punch to pay for accurate payrolls eliminating leakages

Ability to Manage and control dispersed workforce centrally by complying with organization policies

Labor Analytics

Ability to analyze labor activities like overtime, moving employees, unexpected absences and respond accordingly

Ability to provide analysis tools to asses impact of labor budgets and productivity and respond accordingly

Ability to forecast and optimize scheduling based on historic data analysis


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Detailed Requirement of RTI Module CCP also provides the information under right to information to the citizens. Citizen desirous to obtain information shall make an application to the competent authority in the prescribed manner, along with such fee, in such form and with such particulars, as may be prescribed.


RTI - information Request

Facility to define Information Type / Sub type Facility to Define Information Category Facility to Define Hierarchy Facility to generate Acknowledgement Facility to Reply to request Integration with Document Management System Integration with Website

Integration with Payment Gateway Facility to search using various parameters


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Detailed Requirements for Legal Case Module


Legal Cases Case Management

Registration of new cases, allocate advocate, allocate CCP officer Facility to attach various documents related to the case

Entry of Date of Hearing Capture Court Interim order details received from court

Check for court commission order issued from court Alerts to officers w.r.t. hearing date (Legal/any other affiliated dept.)

Entry of hearing details

Reply/Affidavit filed at court (by the department)

Interim Order Details

Capture of judgment

Details of payments to the advocates Legal Opinion on various departmental queries, agreement formats

MIS Generation of necessary reports needed


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Detailed Requirements for Inventory Management Module Function Sub process System Feature

Inventory Management

Rate Contracting or Individual Orders

Tendering

Proposal submission for Individual Orders

Purchase Orders

Indent Processing

Facility to each department to indent material

Issue of Material by Stores Staff

Order to vendor by Stores Dept.

Material receipt forecast

Reminder to vendor in case of delay in delivery Receipt of Material, Stock Updation, Capture of Sr. No., Batch No. Capture of Date of Manufacture & Validity Date for Food / Medical Items Maintenance of Reorder level i.e. procurement after reaching reorder level. Payment to Vendor

Disposal of Dead Stock

Department-wise submission of details

Tendering by Stores Dept.

Disposal of Dead Stock


Detailed Requirements for Central / State Government Scheme Module Function Sub process System Feature

Central Government

Scheme Management

Maintain Masters Master Entry of the different Schemes

Creation of Database of beneficiaries

Manage Transactions

Recording and accounting of the grants / funds received for implementation of various schemes Preparing of the budgets for the implementation of the schemes Allocation of work and fund required for implementation

Recording and accounting for the expenditure incurred for the implementation of the project

MIS Generation of necessary reports needed to monitor the implementation of the schemes


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Detailed Requirements for Library Management Module

Function Sub process

System Feature

Library Management System

Maintain Masters

Maintain Books

Maintain Authors

Link to Employees

Manage Transaction

Book issue Date

Book Return Date

List of Defaulters Fine to Defaulters (To be integrated with Finance Module)


Detailed Requirements for Official Correspondence/ Document Management System/ Workflow Integration

The solution should include Document Management, Workflow Management, Collaborative Environment and Knowledge Management in an integrated fashion and deliver an Electronic Workplace. The major components of system will be as follows:

Core, Common & Departmental Workflows File Management System Workflow & Organization Model Security & Access Controls Dashboard & MIS

The solution will have a centralized web based location that can store scanned inward document in images and pdf file formats, allow registered internal users to easily search, check, and validate.

The Document Management System must have the following features:

The solution will manage lifecycle of any type of electronic documents. It will provide a unique repository for storing, retrieving, organizing and routing of electronic documents.

The solution will integrate configurable workflows and embeds document management ensuring that documents in all forms are indexed, archived, search enabled and globally accessible.

The solution should Increase efficiency by reducing the time spent on: o Time taken for within department movement of the physical

documents. o Easy availability of the document at any time without dependency o Damage, losing of documents is avoided


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o Handling/ Updating of the status viz. acceptance, rejection or amending of the documents at various stages of the workflows and by the designated employee.

o Generation of the receipt, summary of the documents, which will have authorized signature and stamp.

o Scanning of the receipt, this will be stored and linked to the original scanned inward document.

Ability to Add, edit and delete documents in the catalogue

Functional Features

Ability to Load files into the repository or maintain a link to their existing location

Ability to Catalogue documents using multiple category levels Ability to Add, edit & delete categories and master categories Ability to Search for documents or filter by category .Ability to View documents online or download to Computer Ability to Support all standard office documents, text files and archives Ability to run on Tablets and Handheld devices will be an advantage Ability to Add additional information/descriptions for files Advanced Workflow Management:

o Configurable workflow management o Generic Review & approve tasks o Rule based workflow for Review & approve tasks o Workflow reports


Document Management

Masters

Sender's category, sub-category

Letter's category, sub-category

Letter's priority

Mode of communication

Inward - outward rights to employees

Transactions

Inward of letter and file depending upon the sender category, sub-category, letter category, sub-category, letter's priority, mode of communication Facility of save-submit functionality for Inward of letter or File Facility to channelize letter or file to concerned employee Facility to upload scanned document along with the letter or file and facility to view scanned document by any employee authorized to view the letter or file Facility to mark cc to other employees


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Function Sub process System Feature Facility to view marked letters, by concerned employee, received from Inward department

Facility to enter remarks and send the letter or file to other concerned employee

Facility to keep the letter or file on HOLD and record reasons for hold Facility to close the file with appropriate reasons Facility to mark letter or file to Outward Department Facility to Outward a letter as a reference to inwarded letter Facility to Outward a letter directly Facility to mark cc to other employees while outwarding a letter Facility to record receiver's category, sub-category, letter category, sub-category, letter's priority, mode of communication, postage/ courier / fax charges Facility to Save-Submit Outward letter

Facility to record Outward Acceptance Facility to track letter or file using Token No.

Reports

Inward Register

Acknowledgment letter

Fortnight Tendency

Classified

Outward Register

Inward Summary Report

Action Taken Summary Report Organization wise Action Taken Summary report


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Detailed Requirements for GPS Module Vehicle tracking system based on GPS technology is required to track vehicles in defined CCP area. Vehicle Tracking System will track all kinds of vehicles, while providing information about their location, Speed, Distance covered from the control station. It will also track CCP vehicles based on their location altitude. Vehicle tracking system should serve the diverse needs of CCP vehicles.

It is an ideal way of increasing efficiency by determining the most cost-effective routes (route optimization) of travel for drivers and saving on fuel costs. It will enable officials of the CCP to view municipal vehicle locations, on a GIS map, recording and sorting of locations, route travelled, to check fuel theft, contamination or usage, track mileage, track annual mileage, measure distance from key on to key off, report generation by driver. It will also enable CCP to generate a range of MIS Reports; these will be available on demand to pre-scheduled and pre-defined address within the corporation. MIS reports include vehicle history, speed violation, work hours, stop-hours, fuel usage, etc.


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Detailed Requirements for GIS Module / GIS Spatial Data Creation and Collection of Non-Spatial Data

The CCP want to build a robust GIS infrastructure to manage its facilities and services. The CCP believes that citizen involvement in government and urban planning would be greatly enhanced by the ability to share spatial data using a properly designed, developed and maintained suite of GIS tools. The products and services to be procured should have the following requirements.

System Requirements

By software infrastructure for GIS solution, what CCP means is all the direct and indirect components that make the GIS solution including but not limited to the Geospatial server, Spatial Database and the Viewing SDK. The vendor should clearly indicate the technology platform, tools and API Libraries, which will be used for the solution. If the technology stack proposed requires any 3rd party components, which have licensing requirements that should be clearly mentioned.

The CCP prefers indigenously developed Low cost commercial software infrastructure for the GIS solution for reducing the Total Cost of Ownership (TCO). In addition, the Low cost commercial solution will reduce the licensing, development, operations, maintenance, and future e-governance hidden costs.

The proposed GIS solution shall be database independent. The solution should adhere to the OGC guidelines. The database should have transactional capabilities and support for storing spatial data.

The proposed GIS solution shall be capable of running on Windows/Linux platform without any performance, scalability, and availability and feature sacrifices.

The end users should be able to access the system using a web browser from different platforms including Windows, Linux, and Mac OS to ensure maximum use by various Internet users. Nevertheless, the program must be compatible with all web browsers that support the W3C HTML and DOM standards. These include IE6+, and Mozilla Firefox. Any additional browser plug-ins required should be mentioned in the proposal and such plug-ins should be supported by the above-mentioned web browsers in a standard and hassle-free way.

The GIS infrastructure should scale with high volume request. In addition, the response time should be consistent on increased load.

To ensure maximum availability of the system to staff and users, the vendor must provide a robust hardware, software. Indicate in detail the server system you propose to use in your application.

GIS Solution should be based on SOA (Service Oriented Architecture)

Functional Requirements

The users should be able to use the GIS infrastructure with minimal training on the system. All functions should be intuitive, user friendly, and graphically oriented.

The proposed system must provide the following minimum functionalities. The CCP may require program customization in the future. The vendor should indicate the response to each of the following in the proposal in a YES or NO fashion to each item supported by proposed solution, as well as list any additional features.


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o Zoom “In”, “Out”, and “All” features to see detailed and outline view of the map areas. Standard zoom features like support for “+” and “-” buttons to zoom in and zoom out to the next/previous levels respectively and zoom bar for directly achieving the zoom level are required.

o Support for Pan View mode. Support to use the hand icon to move the viewing window. Double clicking on any location on the map should recalculate and center the map to the clicked point.

o Single Map Feature Identification for Multiple Layers. o Display Cursor State Plane Coordinate Position. o Organize Logical Map Layers into On-Screen Data Layer Groupings. o Password Protection Security Feature for Sensitive Map Data Layers. o Search Tool: Ability to search one or more layers based on the user preferences.

The results should be displayed with the respective links so that the user can further click and locate the desired maps. In addition, users should have the ability to drill down and look at the related attributes.

o Standard Predefined Database Search for all utility layers based on the available attributes. Should also have the ability to add new layer/category to the existing layers.

o Ability to Zoom CCP’s Nodes, Groups, Sectors, and Bits. o Dynamic Graphic Scale on Main Map View Page. o Open Query (ability to customize a database search) for all GIS Layers with

Boolean Searches for all available Database Fields. o “Map Tips” Function to Display addition information for attributes during cursor

hover. o Single Click Search for Adjoining Features for Selected Map Layer Entity. o Provide “Hyper-Link” to Schools, Fire stations, Lakes, Gardens, Cities, City

transports, Water supplies, and other important places. o Multi-Page Size Print Function with Graphic Scale and North Arrow. o Automatic “Site Status Page” Display During Routine Site Maintenance. o Externally Driven Default Map Display based on the user profile preferences. o GIS Solution should support Versioning facility for spatial/non-spatial History

Data Tracking. o GIS Solution should support Auto Change detection feature. o GIS Solution should have Rule Based Dynamic Labeling Support. o Web Based Multi User Spatial and Non-Spatial Data Editing. o GIS Web Solution should support Google, Bing, Yahoo Maps, and Open Street

Map as a background layer. o GIS Web Solution should support Red Line feature.

Identify the GIS data layers you propose to provide for the CCP GIS Internet mapping service. Include methods to be used for creating image resolution(s) of the aerial image data to be displayed on the Internet mapping site.

The program must provide password protection for all or some of the GIS data layers. The vendor should provide a Data migration plan from the current GIS infrastructure to

the proposed GIS infrastructure. The existing GIS application functionality shall be ported to the proposed GIS solution. Web Map Services support. Web Feature Services support.


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The GIS solution should support Konkani localization in addition to English. The proposed GIS solution shall support attribute database to the respective spatial

layers. Facility to super imposed vector maps with satellite imagery. Cost of geo-referenced data acquisition and satellite imagery will be borne by CCP. Portal should be based on CMS (Content Management System)

Software Platform to run E-Governance Application

Maximum No. of users on Intranet simultaneously viewing spatial data- 20 Maximum No. of users on Intranet simultaneously editing spatial Data - 1 Maximum No. of users on Internet simultaneously viewing spatial data through CCP web

portal – 50 GIS survey is part of the scope. The approximate area of Corporation of City of Panaji is 36 sq. km and there are around 25,000 households in Panaji. Features List, Data Source and Layer Type for the spatial data are as follows:


GIS Master

Structure Type

Permanent Semi-permanent Huts Vacant Land boundary Others

Structure Use

Residential Commercial Industrial Public/ Semi-public Educational Institutional Others

Roads & Bridges

W.B.M.Roads B.T.Road C.C.Road Earthern Roads Gravel roads Culverts Subways Bus stations Bus Shelters Median Divider Footpath Flyover Bridge Parking Area

Railway Railway Track


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Function Sub process System Feature Level Crossing ROB’s RUB’s Signal Cabin’s Railway property boundaries Railway station River

Water bodies

Streams Canal Tank Pond Reservoir Swimming pool GLSR’s ELSR’s

Worship places

Mosque Idgah Temple Church Gurudwara and any other religious palace

Public utility

Post office Telegraph office Government offices of State Government and Central Government Petrol pump Dispensary Hospital Police station Fire station Rest house Restaurants Community hall School College University Public toilet Advertisement Board Mobile Tower

Vegetation

Avenue Plantation Fruit Gardens Flower Gardens Hill area plantation


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Function Sub process System Feature Plantation along divider & median Others

Land use

Residential Commercial Trade Information Industrial Public/ Semi-public Educational Institutional Open forest/Reserve forest Hill , Park Playground , Plantation Marshy/Swamp Scrub land , Rocky area Mine/Quarry, Cultivated land Open land, etc.

Administrative Boundaries Wards, Circles, Zones/ Sanitation Ward, Property Tax assessment ward, Health Ward boundary

Political Boundaries

Village boundary, Ward boundary, Election ward boundary(Municipal/Legislative/Parliament), Census Ward boundary,

Base Map Preparation Creation and marking on base map

Creation of base map

Facility to Mark Master Data on the Base map

Reports MIS reports

Monitoring Property Tax Collection Monitoring Solid Waste Management Monitoring Street & Drain details Monitoring Water Supply Pipe Lines Monitoring Development Works


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Detailed Requirements for Civic Call Center The IVR solution for Civic Complain Call Center should be a computer-integrated toolkit implemented to provide automated voice messages to callers. A caller dials a telephone number that is answered by the IVR; further, the IVR system gives instructions to the caller

The proposed solution is to implement an IVR on analog lines. The call flow would be as follows:

IVR accepts the incoming calls directed through the analog line and provides the Welcome message.

IVR prompts the caller to enter the 10 digit Mobile Number. IVR then prompts for which civic area the user needs to register the complaint

.The list is played back along with the selection Key. For example Press 1 for Lighting, Press 2 for Water etc.

After receiving the above details, IVR posts all the required information into the database. A unique Complaint number is generated for this particular call. Along with the summary of Call details, this complaint number will be played back to the Caller. Citizen will be informed to enter certain DTMF Key to confirm his complaint.

The solution should be a single box solution which has inbuilt ACD, IVR, Voice Logger, Dialer, and CRM. The solution should include IVR, ACD Inbound and Manual Outbound Dialing, CRM, MIS Reporting with print to excel option.


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9. Approach Paper / Methodology Proposed Bidder is expected to give a brief approach paper including the methodology proposed and an outline of the solution. These are expected to provide information for evaluation based on the following criteria.

A. Understanding of the project requirements, present issues B. Suggested modifications and improvements to the functional requirements, architecture

and other aspects C. The bidders are expected to propose the outline of their solution in respect of each of the

following areas, with illustrations to explain the features of the proposed architecture of the solutions and also indicate the application software that will cover the following:

a. Technology model b. Architecture of application software c. Networking architecture d. Security model e. Openness & Inter-operability of solution f. Cost-effectiveness of proposed solution g. Scalability of the solution h. IT standard compliance of solutions i. Language supported by the solution for display & printing

D. Implementation plan a. Software development and implementations plans including timeframe, milestones

and deliverables at various stages of implementation b. Training plans c. Activity Chart d. Manpower deployment plan

In implementing the above, the SI shall strictly adhere to the standards set by the Commissioner. The SI is required to study the key process requirements, the functional requirements and develop the required solution with respect to the functional requirements, configuration and customization specific to processes. The solution should render itself for integrating with existing legacy systems (if required).


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10. Eligibility Criteria

For each eligibility criteria mentioned below, the bidder is required to submit the stipulated documents as evidence of fulfillment of those criteria in their bids. Any bid not containing any of these mandatory documents shall be rejected without assigning any reasons thereof.

Criteria Required eligibility Documents Required to be attached to Establish eligibility

Existence of Operation

The bidder should be IT company registered in India under the Companies Act, 1956 since last ten (10) years as of 31.03.2013 and the Bidder should have worked with Govt. Dept. / PSUs /Urban Local Body (ULB) in India for a period of at least 3 years as on the period ending 31.03.2013.

Copy of ROC and Copy of work order & client’s testimonial in support of past experience with Govt. Dept. / PSUs /Urban Local Body (ULB) in India for a period of at least 3 years as on the period ending 31.03.2013

Turn Over The Bidder must have annual turnover of not less than Rs. 20 Crores during the last three financial years from its Indian operation only (as on 31-03-2013)

Copy of the audited profit and loss account of the company showing turnover of the company for last three years and Certificate from Chartered Accountant stating the Annual Turnover from India Operations

Net Profit The Bidder must be profitable IT Company in any three years of last 3 years as on 31st March 2013

Copy of the audited profit and loss account of the company-showing turnover and profitability of the company for last three years and Certificate from Chartered Accountant

Net worth The Bidder should have positive Networth as of 31st March 2013

Certificate from Chartered Accountant

Solvency Certificate

The SI should produce Solvency Certificate of INR 10 Crores

Solvency Certificate

e-Governance Experience

The Bidder should have experience of implementation of at least one (1) ICT / System Integration / e-Governance projects for any Government organization / PSUs / Urban Local Bodies (ULBs) in India (involving system integration /

Copy of completion certificate / work order / agreement confirming scope and value of work and Client’s testimonial along with Reference details of the Client


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supply and / or software development covering customization, implementation & integration services) with project value each of Rs. Ten (10) Crore or above.

Experience of providing support services

The Bidder should have experience of providing Post Implementation Support services on e-Governance application implemented successfully to any Govt. Dept. / PSUs /Urban Local Body (ULB) in India.

Copy of completion certificate / work order / agreement and Client’s testimonial along with Reference details of the Client

Authorization from OEM

The bidder should be authorized by its OEM (for Software, Servers, Storage and Desktops) to quote in the bid.

The authorization certificate of OEM

Arrangement with OEMs

The bidder should have a back-end support agreement/arrangement for services including supply of spare parts etc. with the Original Equipment Manufacturers (OEMs) of Servers, which includes the post-sales support activities for the entire project period.

The OEM undertaking letter

Authorized Signatory

The bidder must give undertaking duly signed and sealed by Authorized Signatory that if this contract is awarded to them, they will employ all the resources with the necessary capabilities catering to different phases of SDLC, as defined in the scope of work.

Relevant undertaking from Bidder

Infringement Bidder should not have violated / infringement of any Indian or foreign trademark, patent, registered design or other intellectual property rights.

Affidavit on Bidder’s letterhead regarding non-violation / infringement of any Indian or foreign trademark, patent, registered design or other intellectual property rights must be submitted by the bidder

Service Tax The bidder must have a valid Service Tax Registration, Sales Tax Registration & VAT registration in India.

Copy of valid Service Tax, Sales Tax and VAT Registration in India


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Office in Goa The bidder must have an office in Panaji or should furnish an undertaking that the same would be established within 15 days of getting the work order. The staffing of which will be mutually decided between the successful bidder and the Hon. Commissioner.

If having office at Panaji: 1. Shop and Establishments Act registration 2. Copy of Rent Agreement, if Panaji Office is taken on rent 3. Copy of Registration from Registrar of Assurances if the Property taken on an outright purchase basis OR Undertaking from the bidder’s organization

Consortium The consortium shall not be allowed.

Others The bidder should not have been debarred/ blacklisted / banned / suspended by any State/Central Govt. / UT Administration/Semi-Government Organization / PSU etc in India in last 5 years

Undertaking from Bidder, duly signed by Authorised Signatory


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11. Implementation SI shall prepare a detailed Implementation plan in a Phase wise manner and get the same approved by the Commissioner. SI is also responsible for conducting workshops for the key officers CCP for presenting the rollout plan and gets the approval from the Commissioner of CCP. The SI shall also provide the necessary assistance for the key officers of CCP during the design and implementation of the project across all locations. One of the important factors that would determine the success of the implementation is the continuous availability of domain experts to the implementation team. SI shall put a domain expert with a minimum of 5 years of experience who will work on this project on a full time basis during the application development phase, which confirms the usage of the solution, a detailed as-is study and mapping of the solution document needs to be prepared.

1. Overall Project Plan

List of Indicative Deliverables

2. Application Development a. Requirements Traceability Matrix b. Refined Functional Requirements Specification c. Systems Requirement Specification d. Design Document (High Level Design and Low Level Design) e. Test Plans f. Change / Reference Document documenting changes to the base version

3. SI has to propose for the Data Center and DR Hardware and setup the same. The DC and DR sites will be in and around Panaji. The DC and DR will be setup in an Active Passive environment.

4. Network Connectivity a. Network Architecture b. Network diagrams for connectivity between SDC and CCP

5. Data Migration Strategy and Methodology including Detailed Data Migration Plan 6. Change Management and Capacity Building

a. Overall Change Management Plan b. Content for Change Management including Awareness and Communications

Program c. Overall Capacity Building Plan and Training Schedule and Curriculum d. Training Material

7. Implementation Plans – Zone wise/ Ward wise implementation plan has to be submitted for approval to the Hon. Commissioner within 10 days of approval of SRS, which is expected to be approved within 5 working days.

8. User manuals and other documentations


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Implementation Plan

The overall scope of the System Integrator would be to implement project through ―Bundle of Services‖, which would be implemented in 52 weeks as detailed out in the table below:

Activity Time of Completion (Elapsed Weeks)

Signing of Agreement with the successful bidder T0 State level SRS Preparation and sign-off T0 + 10

Design, Development and Customization and Integration of software/applications T0 + 36 Hardware Procurement T0 + 36 Complete Hardware procurement and Installation at SDC T0 + 36 Testing, Modification and User Acceptance of Software T0 + 40 Data entry, digitization and Migration T0 + 44 Audit & STQC certification T0 + 44 Stakeholder Training & Change Management T0 + 48 System �"Go-Live (G)" - T1 T0 + 52

Annual Maintenance Contract (for 3 years Post Implementation Support) T1 + 3 Years Support and Handholding for 3 years T1 + 3 Years Other Reports Fortnight status reports – progress report, issues, risk & concerns Every fortnight Monthly project report Every month

Project Plan given here is indicative. Bidders may propose practical plan for achieving various milestones for different modules and all functionalities within module(s). However, CCP will not allow exceeding Project Period prescribed in RFP and Module having direct impact on citizen service delivery and revenue generation must be planned to be rolled-out first. Bidder may propose customization in parallel while the implementation process can progress for the basic working of the department.

Geographical Coverage

The geographical coverage of this project comprises of Corporation of City of Panaji. Network Connectivity CCP will provide the SI with the network connectivity using GSWAN Data Migration The vendor shall perform data migration of existing database to the new common database of the e-Governance application for past 5 years. CCP would provide the cleansed data in the


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format required by SI. For Birth and death section all the records from January 1971 have to be migrated Data Digitization Data Digitization of hard copies is currently out of scope of the project and will be taken up by CCP separately. Testing and certification by a STQC As soon as the SI declares the system ready for testing, Project Manager, appointed by Commissioner of CCP will have to undertake Testing, Acceptance and Certification through STQC. The following methodology will be adopted.

Commissioner of CCP will nominate a suitable neutral and technically competent agency or agencies like STQC for conducting acceptance testing and certification, simultaneous with the award of the project to the successful bidder

The agency will set down a set of guidelines following internationally accepted norms and e-Governance standards for the testing and certification in all aspects of project development and implementation covering software, hardware and networking including the processes relating to the design of solution architecture, design of systems and sub-systems, coding, testing, business process description, documentation, version control, change management, security, service oriented architecture, performance in relation to compliance with SLA metrics, interoperability, scalability, availability and compliance with all the technical and functional requirements of the RFP and the agreement.

The agencies will be involved with project early in the development stage to ensure that the guidelines are being followed and to avoid large-scale modifications pursuant to testing done after the application is fully developed.

The agencies nominated by Project Manager, Commissioner of CCP will establish appropriate processes for notifying the operator of any deviations from the norms, standards or guidelines at the earliest instance after noticing the same to enable the SI to take corrective action.

Such an involvement of and guidance by the agencies will not, however, absolve the SI of the fundamental responsibility of designing, developing, installing, testing and commissioning the various components of the project to deliver the services in perfect conformity with the SLAs.

Post Implementation Support: Post Implementation Support is required to be given for the period of 3 years form Go-Live. It would include following: 1. Annual Technical Support for hardware and Software supplied under this scope


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2. On site hand-holding Support for software Application 3. Changes in the Software as per the requirement during support period. Annual Technical Support for 3 Years: The bidder is required to provide warranty services for a period of three years. The following are included in the scope but not limited to: o In principle, the bidder will have the sole responsibility of successful running of the application with its required performance levels. Any short comings are required to be addressed and rectified in accordance with the SLA by the bidder during the ATS period at no cost to CCP. o The bidder is required to provide latest updates, patches/fixes, version upgrades relevant for the software components. o General System Administration, maintenance and management for uninterrupted running of the solution including fine tuning of database and application modules for best performance from time to time. o Fixes for the bugs, shortcomings identified during the warranty period by CCP, or users of all levels including public users or by the bidder himself. Any shortcoming in the required performance levels are also considered as bugs. o The bugs/shortcomings are to be fixed by the bidder in accordance with the SLA mentioned in this RFP. o The bidder is required to deploy sufficient competent man power at their cost to provide warranty services and to meet the criteria mentioned under section Service Level Agreements (SLA). o The cost of providing warranty services is to be included in the application software cost. No separate payment shall be entitled for providing warranty services for 3 years. Hand Holding Support for 3 years As part of hand-holding support, the bidder will ensure that the staff is able to use e-Municipality on their own. The deployed qualified trained person should support the office during the office hours on all weekdays and may remain off from duty as per CCP’s official timings. CCP currently operates Monday to Friday 9:45 am to 5:45 pm and Saturday 9:45 am to 1:00 pm However, if situation demands the trained person shall remain present late during the day or on the holidays As part of handholding the bidder will be required to provide training to the concerned staff members of the CCP and other concerned officers regarding implemented e-Municipality


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solution and help them to resolve their issues with the new system on a day to day basis to meet the Service Levels planned. As and when newer versions of system or application software are introduced within the currency of handholding support, the bidder will provide required training documentation along with each release of patch / upgrade and will provide training to the concerned officers. In case of new additions to the staff members in the ULBs, the bidder will be required to provide the software training to them as well, during the currency of handholding support. Following is the minimum team that should be deployed during hand holding support:

Sr. No Category of Person Numbers of Persons 1. Onsite Support coordinators for application

software 1

2. Onsite System Administrator 1 3. Onsite Database Administrator 1

Changes in Software: In the occasion of identification of software enhancements requirements by CCP, which are not covered in the scope of work of this RFP or under the warranty services, CCP may refer the requirement for Change Requirement. o Upon receipt of such request (Change Requirement) by CCP, the bidder is required to prepare man month based estimates for fulfilling the requirements mentioned in the Change Requirement. o The bidder is required to use industry standard methods for preparing estimates. The estimates shall be submitted to CCP for review. The final estimates shall be discussed with the bidder and approved after making necessary amendments, if any. o The bidder is required to quote man-month rates for each category of resource required for such change request in Commercial Proposal.


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12. Service Levels

The SI has to adhere to the below mentioned SLAs to ensure adherence to project timelines, quality and availability of services: Timely Delivery

Definition Timely delivery of deliverables would comprise of software application and all documents that are to be submitted.

Service Level Requirement

All the deliverables defined in the contract has to be submitted in time on the date as mentioned in the contract with no delay.

Measurement of Service Level Parameter

To be measured in Number of Business Days of delay from the date of submission as defined in the project contract.

Penalty for non-achievement of SLA Requirement

Delay of every Business Day would attract a penalty per day as per the following – 1. For Software Application = 2 x Per day Penalty 2. For Documents = 1 x Per day Penalty The total penalty would be generated by the product of the above and the number of Business Days Delay. The Penalty per day is INR 50,000.

Resolution Time

Definition Time in which a complaint / query is resolved after it has been reported by the Department to the Post Go – Live Support team of the SI


Any query after being given a response should be classified for resolution in following three categories. Resolution Level 1 (R1): Queries regarding issues which have greater business impact wherein the regular work of the user is hampered For example, unable to login to the system due to errors in software. Resolution Level 2 (R2): Queries regarding issues which have medium business impact wherein the user is partially able to perform his/her regular work For example, user is able to login and perform most of his normal work, but can’t approve a certain document. Resolution Level 3 (R3): Queries regarding issues which have the least/no business impact i.e. involve cosmetic changes. For example, change of background colour etc.


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The SI should provide service as per the following standards

Type of Query Allowed Maximum Resolution Time

R1 08 Business hours R2 16 Business hours R3 40 Business hours


The Service Level would be defined in the number of business hours calculated from the date of logging the call/raising the request with the SI


Delay of every Business Hour would attract a penalty per hour as per the following – 1. For R1 = 3 x Per hour Penalty 2. For R2 = 2 x Per hour Penalty 3. For R3 = 1 x Per hour Penalty The total penalty would be generated by the product of the above and the number of Business Hours Delay. The Penalty per hour is INR 5,000

Installation of Hardware Equipment

Definition Installation of Hardware Equipment would comprise of procurement, pre

inspection check, Configuration and Testing by SI and Roll-out approval from the CCP.


Installation of Hardware Equipment should be completed within 2 week (10 Business Days) after delivering to the respective offices under the CCP.


To be measured in Number of Business Days from the date of Intimation or Request from the CCP.


Delay of every Business Day in Installation of Hardware Equipment would attract a penalty per day as per the following :– 2 x Per day Penalty The total penalty would be generated by the product of the above and the number of Business Days Delay. The Penalty per day is INR 50,000.

Application Response Time

Definition Application response time refers to the page load time, i.e. the time for loading a webpage of the CCP’s e-Governance service.


The average application response time for users (time taken for loading of a single web page) should not exceed 10 seconds.


a) Application response time will be measured on the basis of automated reports. b) The data should be captured through automated tools at regular intervals i.e. every hour during the business hours. Data during business


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hours can only be used for calculations of average response time and percentile point. c) Any planned application downtime should not be included in the calculation of application response time. However, the SI should take at least 5 days prior approval from the Corporation in writing for the planned outage.


If the SI is not able to meet the above defined Service Level Requirement, then any deviation from the same would attract a penalty as per the following – Average Application Availability < 98% would attract a flat penalty of INR 1,00,000 a month.

Security and Incident Management SLAs

Definition Security incidents could consist of any of the following but not limited to :

a) Virus Attack – This shall include malicious code infection of application servers in the network. b) Denial of Service - This shall include non-availability of service c) Data Theft - Compromise on any kind of data through network. d) Intrusion – Successful / unsuccessful unauthorized access to CCP’s Application/ network resulting in loss of confidentiality/Integrity/availability of data.


The total number of incidents should not be more than 5 per quarter.


The network should be monitored for: Virus Attack - Any virus infection and passing of malicious code through the CCP’s proposed network shall be monitored or member complaints of virus infection shall be logged at the help desk system and collated every quarter. Denial of Service (DoS) - Non availability of any services shall be analyzed and forensic evidence shall be examined to check whether it was due to external attacks. Intrusion - Compromise of any kind of data hosted by the CCP.


If the SI is not able to meet the above defined service level requirement, then any deviation from the same would attract a penalty as per the following – INR 50,000 per quarter for incidents more than 5 a quarter

The System Integrator (SI) should provide adequate tools for capturing data required for measuring SLAs at no extra cost to the CCP. The maximum penalty at any point of time and for any period should not exceed 1% of outstanding project cost as per the Commercials of the contract agreement signed between the SI and CCP.


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13. Bidding Process

Notice Inviting Tender

Pre-Bid Conference

Submission of Technical & Financial bids

Opening of Eligibility documents & Technical bids on specified date

Presentation by bidders to Evaluation Committee

Evaluation of Technical Proposals & short listing of technically qualified bidder

Opening of Financial Bids of Technically Qualified Bidders

Intimation to successful Bidder, Negotiation, Issuance of Letter of Intent and invitation to execute the agreement, issuance of work order

to the successful bidder


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14. Bid Opening and Evaluation Process

a. SUBMISSION OF BID

The entire proposal shall be as per the format specified in this Request for Proposal. The bidders should submit the technical bid as well as commercial bid through e- tendering mode only. All the pages of the Bid must be signed by the authorised signatory. The Bidders need to upload a scanned copy of the Tender Form Fees (DD / Pay Order of Rs. 10,000/-) and the EMD (DD / Pay Order) of Rs. 50,00,000 or EMD (DD / Pay Order) of Rs. 25,00,000 as well as a scanned copy of Bank Guarantee of Rs. 25,00,000/- along with the online Bid submission.

b. VALIDATION OF INTERLINEATIONS IN BID

Any interlineations, erasures or overwriting shall be valid only if the person or persons signing the Bid have authenticated the same with their respective signature alongside such interlineations, erasures or overwriting.

c. DEADLINE FOR SUBMISSION FOR BIDS

Last Date and Time for Submission

The Bids must be uploaded online within the given time in the Data Sheet. The Hard copy of the Technical Bid and Commercial Bid must be received by CCP, at the specified address, latest by the Deadline for Submission of Bids specified in Data Sheet. In the event of the specified date that is stipulated as the Deadline for Submission of Bids is declared as a holiday for CCP, the Bids will be received up to the appointed time on the next working day.

Extension of Deadline for Submission of Bids

If the need so arises, CCP may, in its sole discretion, extend the Deadline for Submission of Bids by amending the RFP documents in this behalf. In such event, all rights and obligations of CCP and Bidders previously subject to the earlier deadline will thereafter be subject to the deadline as extended. Any such change in the Deadline for Submission of Bids shall be notified to the

Bidders by dissemination of requisite information in this behalf in writing either by email or by facsimile or by registered post or by uploading appropriate addendum


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Late Bids Any Bid received by Tenderwizard on behalf of CCP after the Deadline for Submission of Bids prescribed by CCP will be summarily rejected and returned unopened to the Bidder. CCP shall not be responsible for any postal delay or non-receipt / non-delivery of any documents. No further correspondence on this subject shall be entertained by CCP.

d. BID SUBMISSION FORMAT

a. The original EMD of the required value and in approved format (Demand Draft as well as Bank Guarantee) shall be sealed separately in an envelope on which the following shall be super scribed and submitted to CCP as stated in the Data Sheet:

o “Envelope 1 – EMD for Implementation of e-Governance in Corporation of City of Panaji”

b. The documents of Technical Bid should comprise of all documents required to be submitted electronically as well as ONE hardcopy in an envelope on which the following shall be super scribed and submitted to CCP

o “Envelope 2 – Technical Bid for Implementation of e-Governance in Corporation of City of Panaji”

b. The Bidders are required to submit electronically Technical and Financial Bid (i.e. Price Bid) on or before the Due Date online as specified in Datasheet.

e. TECHNICAL BID PREPARED BY THE BIDDER SHALL COMPRISE OF THE FOLLOWING:

i. Proposal covering letter / undertaking as per the format provided in this RFP document

ii. A board resolution authorizing the bidder to sign/ execute the proposal as a binding document and also execute all relevant agreements forming part of RFP.

iii. Power of Attorney executed by the bidder in favor of the duly Authorized Representative, certifying him as the authorized signatory for the purpose of this tender.

iv. Declaration that the bidder has not been debarred / blacklisted by any State/Central Govt. / UT Administration/Semi-Government. Organization / PSU etc. for quality of services / product.

v. Tender processing fees and tender document fees in the form of a Demand Draft only.

vi. Technical Proposal as per the guidelines and requirements specified in the RFP document.

vii. Provide Solution architecture of the proposed Software. viii. Provide technical details of the hardware and the system software including

operating systems, web application servers, RDBMS, WEB servers, backup storage, reporting tools, 3rd

ix. Party software etc., along with their associated costs. x. Team Composition – Proposed Team size, skill sets of people proposed to be

engaged / deployed for the project xi. Sample Curriculum Vitae (CV) of proposed staff to be deployed for the project.

xii. All the relevant documents satisfying the eligibility criteria’s.


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xiii. All the relevant documents required for technical scoring. xiv. Document pertaining to the specification of the required hardware and third

party software for the proposed solution xv. The hard copies of all the annexure.

xvi. Document pertaining to the proposed solution, methodology, pre and post implementing strategy, data entry / data migration strategy, integration of the modules, high level software design document, deployment plan, details regarding the key challenges to impact the project, manageability and scalability of the project, details of the dashboards, alert mechanism, exception handling, testing and validation procedures, change management, details regarding UAT, indicative backup procedures, training methodology that shall be adopted, risk identification, completion of the project as per time frames specified in the RFP.

xvii. Scanned copy of all the documents has to be uploaded on the e-tendering site including the scanned copies of the Demand Drafts.

f. AUTHENTICATION OF BID The original and all copies of the bid shall be typed or written in indelible ink. The original and all copies (hard copies) shall be signed by the bidder or a person or persons duly authorized to bind the bidder to the Contract. A letter of authorization shall be supported by a written power-of –attorney accompanying the bid. All pages of the bid, except for un-amended printed literature, shall be initialed and stamped by the person or persons signing the bid. g. BID OPENING Commissioner will open technical bid in the presence of bidders who are interested in attending the bid opening. In the event of the specified date of Bid opening being declared a holiday for CCP, the Bids shall be opened at the appointed time and location on the next working day. During evaluation of Bids, CCP may, at its discretion, ask the Bidder for a clarification/information of its Bid. The request for clarification and the response shall be in writing. If the response to the clarification is not received by CCP before the expiration of the deadline prescribed in the written request for clarification, CCP reserves the right to make its own reasonable assumptions at the total risk and cost of the Bidder.

h. EVALUATION OF PRE-QUALIFICATION BIDS Pre - qualification bid documentation shall be evaluated as under:

i. The evaluation committee will check if the bidder has deposited the EMD and the Tender Processing Fees along with the Technical Proposal and the same is found to be in order.

ii. The documentation furnished by the bidder will be examined prima facie to see if the Company’s capacity, skill base and other Bidder attributes as claimed therein are consistent with the needs of this project.


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iii. Commissioner may ask bidder(s) for additional information, and/or arrange discussions with their professional, technical faculties to verify claims made in bid documentation. If the bidder fails to submit the additional supporting documents, the PQ bid shall be rejected.

i. EVALUATION OF TECHNICAL BIDS The evaluation of the Technical bids will be carried out in the following manner:

1. The Technical Bids of only the pre-qualified bidders will be opened for evaluation. 2. The bidders’ technical solution proposed in the bid document shall be evaluated as per

the requirements specified in the RFP and adopting the evaluation criteria spelt out in this document. The Bidders are required to submit all required documentation in support of the evaluation criteria specified

3. Live Presentations: Shortlisted bidder has to make a live presentation/ demo of the solution, to the Project Evaluation Committee at a date, time and venue as informed by Commissioner.

4. Following will be the technical evaluation scheme: a. Each Technical Bid will be assessed for technical score on a scale of 1 (minimum)

to 100 (maximum) points Only the bidders, who score a total Technical score of 60( Sixty) or more, will qualify for the evaluation of their commercial bids.

b. The bidder with less than 60 score in technical evaluation will be treated as nonresponsive. Each bidder has to present the technical bids to the evaluation committee for examination. The score will be computed for Score of 100.

c. The technical evaluation of the bid will be based on the bidder’s response to the requirements as mentioned in the RFP, which will include the Technical Specifications mentioned in RFP. The bidder shall furnish documentary evidence about technical and production capability necessary to perform the contract.

Technical bid documentation shall be evaluated in two sub-steps. The Technical Bids shall be examined with respect to compliance, completeness and suitability of the proposal to the RFP requirements and only the bids, which are in compliance to the requirements mentioned in the RFP, shall be considered as technically qualified. The Bidder should provide the information in the technical bid as per the criteria mentioned. The information furnished by the bidders in the technical bid shall be the basis for this evaluation. Each proposal will be examined according to the Project objective, scope of work and understanding of the project and bidders approach to the solution.


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j. PARAMETERS FOR TECHNICAL EVALUATION (INDICATIVE).

SI No.

Technical Parameter – Checklist Max score

1

IT company registered under the Indian Companies Act, 1956.

15 15 years and Above ( 15 Marks)

10- 15 Years ( 10 Marks)

Upto 10 Years (5 Marks)

2

The Bidder’s experience in e-governance domain during the last 5 years in Govt. Depts. /PSUs, other than ULBs.

15 > 5 projects (15 marks)

5 projects (10 marks)



3

Total ULBs in which the SI has implemented/is implementing ULB solutions in last 3 years as on the date of submission of bids.

10 > 4 (10 marks)

3 to 4 (6 marks)

2 to 3(4 marks)

Up to 2 (2 marks)

4

Certification of CMMi Level 5 (10 Marks)

10 CMMi Level 4 ( 6 Marks)

CMMi Level 3 ( 2 Marks)

5 Certification of ISO 9001 2008 10

6 Certification of ISO 27001 10

7

Proposed Methodology /Process / Plan Proposed Implementation Plan including week wise activities. (Max 5 Marks)

5

Proposed Training Management Plan, Risk Management, Transition Management and Change Management Process (Max 5 Marks)

5

8 Technical Presentation 20

Total 100 ** Technical Score less than 60% will not be considered for Financial Bid Evaluation Committee will assign points (quality of services score) to the technically qualified bidders based on the technical evaluation criteria mentioned & approved by committee. The commercial bids for the technically qualified bidders will then be opened and reviewed to


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determine whether the commercial bids are substantially responsive. The passing score in Technical stage is 60.

k. TECHNICAL PRESENTATION Applicants will be asked to make presentations at CCP premises. The date for presentation will be communicated in advance. The objective of the presentation is to

Demonstrate the solution in real life scenario Understand software solution’s features in greater detail Understand software solution’s fit to Corporations requirements Approach and Methodology Project plan Technical solution proposed in the technical bid

PARAMETERS FOR EVALUATION OF TECHNICAL PRESENTATION

Sr. No.

Presentation Evaluation Criteria Marks

1 Understanding of Scope of Work 2

2 Approach and Methodology 2

3 Experience of similar projects 3

4 Software solution design and Architecture (COTS software preferred)

5

5 Implementation Strategy 2

6 Manpower / Resource deployment 2

7 Project Plan / Timelines 2

8 Proposed value additions 2

Total Marks 20

l. COMMERCIAL BID EVALUATION

Commercial Bids of only those bidders will be opened who have obtained 60 or above marks and are declared as technically qualified.

Financial Score will be computed by dividing the least of the Quotes received from different bidders by the Bidder’s own Quote.

The Financial Bids will be opened, in the presence of Bidders’ representatives who choose to attend the Financial Bid opening on date and time to be communicated to all the technically qualified Bidders. The Bidder’s representatives who are present shall sign a register evidencing their attendance.


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Commissioner reserves the right to reject all/any part of the tender without assigning any reason whatsoever and decision of Commissioner in this regard, shall be final and binding. Commissioner is not bound to disclose the details of the evaluation process in terms of methodology, evaluation criteria and scores.

Commercial Bid Rejection Criteria

Incomplete Price Bid Price Bids that do not conform to the Tender’s price bid format

m. OVERALL EVALUATION

The Bids received will be evaluated using Quality cum Cost Based Solution (QCBS). After the Technical evaluation, the evaluation committee will evaluate each of the Technically Qualified bidders’ response on the basis of technical and commercial parameters. The weightage of the technical and commercial parameters will be in the ratio of 80:20 respectively. For calculation of the combined Technical and Price Score of all bidders, following formula will be used: Total Score = [(Technical Score x 0.80) + ((LP/OP x 100) x 0.20)] Where LP is the Lowest Price offer of the Technically Qualified Bidders and OP is the Offer Price of the bidder being evaluated. Bidder scoring highest “Total Score” will be given highest priority and will be selected.

n. NOTIFICATION OF AWARD

Prior to the expiration of the validity period, Commissioner will notify the successful bidder in writing or by fax or email, to be confirmed in writing by letter, that its proposal has been accepted. The notification of award will constitute the formation of the contract. Upon the successful bidder's furnishing of performance bank guarantee, Commissioner will promptly notify each unsuccessful bidder and return his or her Bid Security. At the same time as Commissioner notifies the successful bidder that its proposal has been accepted, Commissioner shall enter into a separate contract, incorporating all agreements as indicated in this RFP and to be discussed and agreed upon separately, if necessary, between Commissioner and the successful bidder.

o. FAILURE TO AGREE WITH THE TERMS & CONDITIONS OF THE RFP Failure of the successful bidder to agree with the Terms & Conditions of the RFP shall constitute sufficient grounds for the annulment of the award, in which event Commissioner may award the contract to the next best value bidder as per this RFP or call for new proposals or invoke the EMD.


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p. FORFEITURE OF PERFORMANCE BANK GUARANTEE In case of a successful award of the work as defined in this RFP, the Performance Bank Guarantee of the SI shall be forfeited under the following conditions:

If the SI fails to accept award of work If the SI fails to sign the Contract Agreement with Commissioner, after acceptance of

communication on placement of award of work. If the SI violates any such important conditions of this RFP If the SI indulges in any such activities as would jeopardize the interest of the

Commissioner in timely finalization of this RFP document.

The decision of the Commissioner regarding forfeiture of PBG shall be final and not be called upon question under any circumstances. A default in such a case may involve black listing of the SI.

q. REJECTION OF BIDS The bid is liable to be rejected under the following cases:

Proposal not submitted in accordance with this document. During validity of the proposal, or its extended period, if any, the SI increases prices

quoted in the commercial proposal. Proposal is received in incomplete form. Proposal is received after due date and time. Proposal is not accompanied by all requisite documents/EMD/Tender cost/Tender

processing Fees. Information submitted is found to be misrepresented, incorrect or false, accidentally,

unwittingly or otherwise, at any time during the processing of the contract (no matter at what stage) or during the tenure of the contract including the extension period if any.

Commercial proposal is enclosed in the same envelope as technical proposal. The price information, the pricing policy or pricing mechanisms or any document

indicative of the commercial aspects of the proposal either are fully or partially enclosed or is part of the Technical Proposal.

SI fails to deposit the Performance Bank Guarantee (PBG) at the time of signing the contract.

SI does not sign the contract within 14 days of the receiving the letter of acceptance from Commissioner.

SI or any person acting on its behalf indulges in corrupt and fraudulent practices.


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15. General Instructions to Bidders a. INTRODUCTION: The section aims to provide guidelines/Instructions for Bidders, to be used while submitting the proposals. These are generic in nature, but System Integrator is required to abide by them during the proposal submission and Project execution.

The bidder is expected to and shall be deemed to have examined all instructions, forms, terms and specifications in this tender document. The bid should be precise, complete and in the prescribed format as per the requirement of the tender document. Failure to furnish all information required by the tender document or submission of a bid not responsive to the tender document in every respect will be at the Bidder’s risk and may result in rejection of the bid. The Commissioner (also called further as BUYER) shall at its sole discretion be entitled to determine the adequacy/ sufficiency of the information provided by the Bidder.

b. LANGUAGE OF BID: The proposal and various documents related to the RFP should be in English language only. All correspondence between Commissioner and the bidder would also be in English language. Supporting documents and printed literature furnished by the bidders shall be in English language or in case in another language they should be accompanied by an accurate & certified translation in English language.

c. VALIDITY OF PROPOSAL: d. As per the Data SheetACCEPTANCE OF PROPOSAL Without limiting its rights at law or otherwise, Commissioner reserves the right in its absolute discretion in relation to accepting or rejecting a response. If rejected no further communication would be entertained from the bidder.

e. ACCEPTANCE OF DELIVERABLE BUYER will carry out acceptance of deliverables (for the deliverables, which are subject to acceptance procedure) as per the schedule presented in the accompanying Technical Proposal.

The application software (if any) will be delivered/installed for acceptance to BUYER as and when the same is ready for delivery. The actual Acceptance Testing of the software will be the responsibility of BUYER. BUYER will prepare the Acceptance Test data along with the expected test results (consistent with the detailed specifications of the system and any change-request agreed in the documents) and keep it ready at least four (4) weeks in advance before the scheduled commencement of the Acceptance Testing of the software. The acceptance testing will be based on the test cases provided by BUYER. Bidder will provide support for any clarifications during the Acceptance Testing of the system. Defects if any, observed by BUYER, will be notified to Bidder in writing not later than two (2) weeks of delivery. Bidder will correct the defects that are a deviation from the baseline immediately following the acceptance, whichever is later. BUYER will confirm acceptance in writing to Bidder. The BUYER shall not withhold or delay the issuance of acceptance certificate of any of the deliverables, if the


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deliverables substantially meet the specifications or on account of any minor defects which have no material effect on the functionality of the deliverables. Notwithstanding the foregoing sentence, a deliverable shall be treated as accepted by BUYER if the BUYER (a) fails to provide the list of non-conformities within two (2) weeks of delivery, (b) fails to notify the acceptance of the deliverables in terms of this clause within the period of two (2) weeks from delivery, or (c) starts using the deliverable in a live production environment (other than as part of agreed review and acceptance testing procedure, such as UAT).

Items reported as defects that are not deviations from the immediate previous accepted baseline will be reported again through fresh Change Request documents under the Change Management Procedure described herein. Items reported through the Change Management Procedure will be dealt with separately.

f. FRAUD AND CORRUPTION Commissioner will declare a firm ineligible, either indefinitely or for a stated period of time, for awarding the contract, if it at any time determines that the firm has engaged in corrupt, fraudulent and unfair trade practice in competing for, or in executing, the contract. No further communication would be entertained from the bidder.

g. AMENDMENT OF TENDER DOCUMENT At any time before the deadline for submission of bids, Commissioner may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the Tender Document by amending, modifying and/or supplementing the same.

h. CLARIFICATION ON RFP RESPONSE During Technical and Commercial evaluation of the Proposals, Commissioner may, at its discretion, ask bidder for clarifications on their proposal.

i. PURCHASE OF RFP DOCUMENTS As per the Data Sheet j. SUB-CONTRACTING The Bidder shall take prior approval of all subcontracts awarded under this Contract if not already specified in the bid. Such subcontracting, in his original bid or later, shall not relieve the Bidder of any liability or obligation under the contract.

k. INFORMATION FOR PROPOSAL SUBMISSION CONTACT DETAILS: The details for submission of bid are: Mr Mohan Sakenavar, OSD / ME-I (JnNURM), Corporation of City of Panaji, Panaji, Goa.


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l. AUTHENTICATION OF BID The Bid Document shall be typed in indelible ink and shall be signed by a person or persons duly authorized to bind the Bidder to the Contract. The person or persons signing the Bid Document shall initial all pages of the Bid Document, including places where entries or amendments have been made

m. CONFLICT OF INTEREST CCP considers a conflict of interest to be a situation in which a party has interests that could improperly influence that party’s performance of official duties or responsibilities, contractual obligations, or compliance with applicable laws and regulations. In pursuance of CCP's Procurement Ethics requirement that bidders, suppliers, and contractors under contracts, observe the highest standard of ethics, CCP will take appropriate actions against the bidder, if it determines that a conflict of interest has flawed the integrity of any procurement process. Consequently, all bidders found to have a conflict of interest shall be disqualified. A bidder, may be considered to be in a conflict of interest if the bidder or any of its affiliates participated as a consultant in the preparation of the solicitation documents/RFP for the procurement of the goods and services that are the subject matter of the bid.

n. RIGHT TO TERMINATE THE PROCESS

Commissioner may terminate the RFP process at any time without assigning any reason. o. LIABILITY Bidder shall be excused and not be liable or responsible for any delay or failure to perform the services or failure of the services or a deliverable under this Agreement, to the extent that such delay or failure has arisen as a result of any delay or failure by the BUYER or its employees or agents or third party service providers to perform any of its duties and obligations as set out in this Agreement. In the event that Bidder is delayed or prevented from performing its obligations due to such failure or delay on the part of or on behalf of the BUYER, then Bidder shall be allowed an additional period of time to perform its obligations and unless otherwise agreed the additional period shall be equal to the amount of time for which Bidder is delayed or prevented from performing its obligations due to such failure or delay on the part of or on behalf of the BUYER. Such failures or delays shall be brought to the notice of the BUYER and subject to mutual agreement with the BUYER, and then Bidder shall take such actions as may be necessary to correct or remedy the failures or delays. Bidder shall be entitled to invoice the BUYER for additional costs incurred in connection with correction or remedy as above at time & material rate card as agreed upon between the parties.


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Neither party shall be liable to the other for any special, indirect, incidental, consequential (including loss of profit or revenue), exemplary or punitive damages whether in contract, tort or other theories of law, even if such party has been advised of the possibility of such damages. The total cumulative liability of either party arising from or relating to this Agreement shall not exceed the total amount paid to Bidder by the BUYER under that applicable work that gives rise to such liability (as of the date the liability arose); provided, however, that this limitation shall not apply to any liability for damages arising from (a) willful misconduct or (b) indemnification against third party claims for infringement. p. GENERAL INDEMNITY The BUYER will, during the period of the coverage of this assignment, indemnify and hold Bidder harmless from any loss, injury, claim or damage resulting from any death or injury to any person or property of Bidder arising out of the use or possession of the equipment or location of the BUYER by Bidder or its personnel, unless caused by the negligence of Bidder personnel and the limitation or liability provided herein shall not apply to such loss, injury, claim or damages.

q. INDEMNITY FOR INFRINGEMENT OF INTELLECTUAL PROPERTY RIGHTS The BUYER warrants that all software, information, data, materials and other assistance provided by it under this proposal shall not infringe any intellectual property rights of third parties, and agrees that it shall at all times indemnify and hold Bidder harmless from any loss, claim, damages, costs, expenses, including Attorney’s fees, which may be incurred as a result of any action or claim that may be made or initiated against it by any third parties alleging infringement of their rights.

r. EARNEST MONEY DEPOSIT As per Data SheetThe EMD of the unsuccessful bidders may be discharged / returned promptly , but not later than 180 days after the expiration of the period of bid validity. The EMD of the successful bidder will be adjusted against the Performance Guarantee upon the signing of the Contract. The EMD can be forfeited if a Bidder

If a bidder withdraws his bid or increases his quoted prices during the period of bid validity or its extended period. If any; or

In the case of a successful bidder if the bidder fails to sign the contract for any, reason not attributable to the CCP or to furnish Performance Bank Guarantee within specified time in accordance with the format given in the RFP.

During the bid process, if a bidder indulges in any such deliberate act as would jeopardize or unnecessarily delay the process of bid evaluation and finalization.


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During the bid process, if any information is found to be wrong/ manipulated/ hidden in the bid.


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16. General Condition of Contract a. APPLICABILITY

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

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

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

d. USE OF CONTRACT DOCUMENTS AND INFORMATION The Bidder shall not, without the Commissioner’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 Commissioner in connection therewith, to any person other than a person employed by the Bidder in performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance.

The Bidder shall not, without the Commissioner’s prior written consent, make use of any document or information except for the purposes of performing the Contract.

Any document, other than the Contract itself, shall remain the property of the Commissioner.

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

e. INTELLECTUAL PROPERTY RIGHTS All intellectual property rights in the software, all tools, processes, software, utilities and methodology including any Bidder proprietary products or components thereof any development carried out by Bidder thereto in the course of providing services hereunder, including customization, enhancement, interface development etc. shall remain the exclusive


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property of Bidder and the BUYER shall not acquire any right title or interest of any nature therein except to the extent provided herein. Bidder shall however grant in favor of the BUYER the right and non-exclusive, non-transferable, perpetual and irrevocable license to use the software for the purposes agreed hereunder. Similarly all the Intellectual Property Rights (IPR) in the third party software used in providing services including those forming part of or incorporated into the deliverables shall remain with the respective third party owners/ Bidder’s licensor and BUYER shall have user rights in accordance with end user license agreement (EULA) as applicable to use of such software.

f. INSPECTIONS AND TESTS The Commissioner or its representative shall have the right to inspect and/or to test the

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

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

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

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

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

g. DELIVERY AND DOCUMENTS

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

h. INSURANCE The Goods & Services supplied / provided under the Contract shall be fully insured in Indian Rupees against loss or damage incidental to manufacture or acquisition, transportation, storage,


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working environment, Installation & Commissioning, fire, safety, theft, natural calamities, performance and delivery in the manner specified.

i. BIDDER OFFICE AT GOA The successful bidder will open their own office at Goa to carry out the design and development of SLSS

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

k. INCIDENTAL & BACK-UP SERVICES The Bidder may be required to provide any or all of the following services, including additional services, if any.

Performance or supervision of the on-site assembly/work/training and/or; start-up of the supplied/provided Goods/products/services/solutions; furnishing of tools/software/firmware required for running and/or maintenance of the

supplied / provided goods / products / services / solutions; furnishing of detailed installation, implementation, commissioning, operations and

maintenance manual for each appropriate unit of supplied/provided Goods/products/services/solutions;

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

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

l. WARRANTY Bidder shall warrant that the delivered software meets the requirements as specified in

the detailed Specifications of the Application Software. This warranty shall remain valid for three (3) months after the acceptance of the software by the BUYER or three (3) months after the delivery of the software, whichever is earlier.

BUYER shall promptly notify Bidder in writing of any ‘defect’ in the software arising due to the reasons solely and entirely attributable to Bidder under this warranty. Upon receipt of such notification, Bidder shall remove the ‘defect’ in the application software.


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The scope of the warranty shall be limited only to correction of any bugs that were left undetected during acceptance testing by the BUYER. Warranty shall not cover any enhancements or changes in the application software, carried out after acceptance testing. This warranty is only valid for defects against approved Specifications. The above mentioned warranty shall also not apply if there is any (i) combination, operation, or use of some or all of the deliverables or any modification thereof furnished hereunder with information, software, specifications, instructions, data, or materials not approved by Bidder and operation of the deliverables on incompatible hardware not recommended by Bidder; (ii) any change, not made by Bidder, to some or all of the deliverables; or (iii) if the deliverables have been tampered with, altered or modified by the BUYER without the written permission of Bidder; or (iv) defects in components or materials provided to Bidder by BUYER in connection with the preparation of the deliverable.

In case of breach of this warranty, BUYER’s exclusive remedy will be to obtain (1) the re-performance of the service or the correction or replacement of any service deliverable that provides substantially similar functionality or (2) if both parties mutually determines that such remedies are not practicable, a refund of the fees allocable to that part of the deliverable will be due to the BUYER if already paid by the BUYER.

Except as set forth in this agreement, bidder makes no warranties to buyer, express or implied, with respect to any services or deliverables provided hereunder, including, without limitation, any implied warranties of merchantability or fitness for a particular purpose. All such other warranties are hereby disclaimed by the bidder.

m. Additional Support and Services

In case the BUYER requires any additional support in execution of its tasks in respect of the assignment, it shall be provided to them by Bidder on availability-basis at its then current market rate.

n. PAYMENTS Performance Bank Guarantee

a. A Performance Bank Guarantee of 10% of value of the contract would be furnished by the bidder in the form of a Bank Guarantee from Indian Public Sector Banks

b. The Performance Bank Guarantee should be furnished within 15 working days from the signing of the contract and should be valid for entire term of the contract.

c. The Performance Bank Guarantee Should be valid for the 3 Months(90 days) beyond expiration of contract period

d. The performance guarantee shall be returned to the Bidder within 30 days of the date of successful discharge of all contractual obligations at the end of the period of the agreement by the Commissioner.


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e. In the event of any amendments to agreement, the bidder shall within 15 days of receipt of such amendment furnish the amendment to the performance guarantee as required.

Forfeiture of Performance Bank Guarantee

In case of a successful award of the work as defined in this RFP, the performance bank guarantee of the Primary Bidder shall be forfeited under the following conditions:

a. If the Primary Bidder fails perform a proper exit and transition b. If the Primary Bidder fails to sign the contract agreement with Commissioner, after

acceptance of communication on placement of award of work. c. If the Primary Bidder violates any such important conditions of this RFP d. If the Primary Bidder indulges in any such activities as would jeopardize the interest of

the Commissioner in timely finalization of this RFP document.

Payment Terms & Schedule

Primary Bidder will sign the contract with the Commissioner covering all the required services. The payment schedule and milestones for each of the cost components are as follows:

Activity Time of Completion (Elapsed Weeks)

% Payment

Signing of Agreement with the successful bidder against Performance Bank Guarantee

T0 10%

Hardware and COTS software Procurement and Delivery

After the Hardware and Cots software is

delivered 40%

State level SRS Preparation and sign-off T0 + 10 10% Design, Development and Customization and Integration of software/applications

T0 + 36 10%

Complete Hardware procurement and Installation

T0 + 36 5%

Testing, Modification and User Acceptance of Software at CCP

T0 + 40 10%

Stakeholder Training & Change Management T0 + 48 10%

System �"Go-Live (G)" - T1 T0 + 52 5%

Annual Maintenance Contract (for 3 years Post Implementation Support)

T1 + 3 Years On-Going

o. CHANGE ORDERS A change identified at any stage of the assignment, which requires the deliverable to

deviate from the then current baseline or the approved deliverable of the previous


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baseline to be modified, will be conveyed by the BUYER to Bidder or vice-versa in the form of a Change Request document. The request for change will then be assessed by Bidder to evaluate its impact on feasibility, time schedules, technical requirements in consequence of the proposed change and cost. Bidder will present this assessment to the BUYER for its approval within a reasonable time period. Bidder will incorporate the change after receiving the BUYER’s written approval. In case of delay in approval by the BUYER, the baseline itself may undergo a change; this will mean a reassessment of the charges.

Changes in the requirements like office space, hardware/software, and tools etc. during the execution of the assignment will be conveyed by Bidder to the BUYER. These will be evaluated jointly by the BUYER and Bidder and will be provided by the BUYER at no cost to Bidder.

The Commissioner& the Bidder shall decide jointly the changes required to meet the requirement of the time and processes, and will minute the modifications and cost implications where the payment is to be made by the Commissioner at the agreed prices and accordingly necessary amendment order will be issued by Commissioner.

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

p. REIMBURSEMENT OF TAX/LEVY

Bidder shall be reimbursed for payment of any statutory duty/tax/levy including interest and/or new taxes or an increase in the rates of existing taxes or any other sum, if any payable in respect of any sales tax and/or any other state or central levy. This will apply retrospectively, if so applicable upon Bidder.

q. CONTRACT AMENDMENTS

No variation in or modification of the terms of the Contract shall be made except by written amendment signed by the parties.

r. ASSIGNMENT

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


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s. DELAYS IN THE BIDDER’S PERFORMANCE Delivery / Provision of the Goods / Products / Services / Software Solutions and

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

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

t. TERMINATION FOR DEFAULT The Commissioner may, without prejudice to any other remedy for breach of contract,

by written notice of default sent to the Bidder, terminate the Contract in whole or part: o if the Bidder fails to deliver / provide any or all of the Goods / Products /

Services / Solutions within the period(s) specified in the Contract, or within any extension thereof granted by the Commissioner or

o If the Bidder fails to perform any other obligation(s) under the Contract. o If the Bidder, in the judgment of the Commissioner, has engaged in corrupt and

/ or fraudulent practices in competing for or in executing the Contract. o A corrupt practice means the offering, giving, receiving or soliciting of anything

of value to influence the action of the Commissioner, its agents, employees or Office Bearers in the procurement process or in contract execution.

o A fraudulent practice is a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the Commissioner, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial, noncompetitive, levels and to deprive the Commissioner of the benefits of free and open competition.

u. FORCE MAJEURE

Except to the extent otherwise provided herein, no liability shall result to other Party from delay in performance of from non-performance caused by circumstances beyond the control of the Party affected, including but not limited to act of God, fire, flood, explosion, war, action or request of governmental authority, accident, labour trouble but each of the hereto shall be diligent in attempting to remove such cause or causes. If such an event lasts for a continuous period of thirty (30) days, then either party may at any time thereafter while such performance continues to be excused, terminate this Assignment without liability, by notice in writing to the other party. However, Bidder


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shall be entitled to receive payments for all services rendered by it under this Assignment.

v. TERMINATION FOR INSOLVENCY

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

w. TERMINATION FOR CONVENIENCE The Commissioner by written notice sent to the Bidder, may terminate the

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

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

x. GOVERNING LANGUAGE

The contract shall be written either in English language. English language version of the Contract shall govern its interpretation. All

correspondence and other documents pertaining to the Contract, which are exchanged by the parties, shall be written in the same language.

y. APPLICABLE LAW

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

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

aa. BINDING CLAUSE

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


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employees and shall indemnify the corporation from all the liabilities as a principle employer during the tenure of this project.

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

cc. JURISDICTION For all the legal purpose, the Jurisdiction shall remain confined to the Courts of Panaji.

dd. EXIT POLICY At the time of exit under the agreed or forced circumstances, the proper

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

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

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

The Bidder shall submit the documentation as follows: o The valid insurance policy documents. o Copies of the Bidder’s invoice mentioning the clause of agreement to

pay or accounting purpose only, showing Goods / Products / Services / solutions description, amount, total amount, life lived, total life year of the goods/products/Services/solutions, now claimable value.

o Bidder’s warranty certificate. o Inspection Certificate issued by the nominated inspection agency, and

the Bidders test report.


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Request for Proposal

For

“Selection of the System Integrator for the Implementation of e-Governance in Corporation of City of Panaji”

TENDER FORM – FIRST RECALL

(COMMERCIAL BID)

November – 2013


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To, Date:

The Commissioner, Corporation of the City of Panaji, Panaji, Goa Sir, Having examined the bidding documents the receipt of which is hereby duly acknowledged, I/We the undersigned, offer to supply/work as service providers as mentioned in the scope of work and technical specifications and in conformity with the said bidding documents for the same. Our attached Financial Proposal is for currency Rs.___________________ (Rupees_______________________________________________________________________________________________________________) including all taxes and duties. I/We undertake that the prices quoted above are in conformity with the specifications prescribed. I/We undertake, if our bid is accepted, to deliver the good in accordance to the delivery terms of the requirement. We understand that you are not bound to accept the lowest or any bid received without assigning any reason. We agree to the terms and conditions mentioned in the tender document and the subsequent clarifications issued in this respect. Dated this ____________day of _______________________________ Signature Signature In capacity of: The Commissioner

Corporation of Panaji Seal of the Company Seal of COMMISSIONER OF CCP Name of the Company:


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Annexure A - Certificate from Chartered Accountant

Date: dd/mm/yyyy

To: The Commissioner Corporation of City of Panaji (CCP) Panaji, Goa RFP. No. : …….…. Dated ………. Sub: RFP supply, implementation and post implementation support for e-Governance solution for City Corporation of Panaji (CCP)

Dear Sir,

This is to certify that our Client M/s. ______________________________ has average annual turnover of more than Rs. 40 Crores in the last three financial years from its Indian operation only (as on 31-03-2013). This is also to certify that this turnover mentioned above is from its business of Software and Services, Application Customization, Integration with legacy systems, Deployment and Maintenance services in India only. Thanking you, For _____________________________ Authorized Signatory Name of Person: Designation: Name of CA Firm & its Registration No: Address: * Use the above format or equivalent for submission


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Annexure B – Bidder’s experience in implementing e-Governance solution Note:

1. Bidders has to provide details of relevant experiences in the format give below, highlighting experience of designing & implementing a similar e-Governance project

2. Kindly use separate sheet for each Project citation

3. Kindly provide supporting documents i.e. Work Order / agreement copy, Client’s testimonial /

completion certificate

Sr. No. Particulars Details

1 Project Citation Number

2 Name of Project

3 Name of Client

4 Address of Client

5 Contact Person Name, Designation & Mobile/ Telephone

6 Total Project value in Rs

7 Value of Software Development Agency / Application Service Provider Work

8 Start & End Date of Project

9 Project Timelines/ Duration (in months)

10 Name of key team personnel involved and functions performed by them

11 Brief narrative description of Project

Signature of Bidder (with official seal) Name: Designation


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Annexure C – Bidder’s experience in proving Post Implementation Support Services Note:

1. Bidders has to provide details of relevant experiences in the format give below, highlighting experience of designing & implementing a similar e-Governance project

2. Kindly use separate sheet for each Project citation 3. Kindly provide supporting documents i.e. Work Order / agreement copy, Client’s testimonial /

completion certificate

Sr. No. Particulars Details

1 Project Citation Number

2 Name of Project

3 Name of Client

4 Address of Client

5 Contact Person Name, designation & Mobile/ Telephone

6 Total Project value in Rs

7 Value of Post Implementation support services provided

8 Start & End Date of Project

9 Project Timelines/ Duration (in months)

10 Name of key team personnel involved and functions performed by them

11 Brief narrative description of Project

Signature of Bidder (with official seal) Name: Designation Name of Organization: Address:


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Annexure D - Certificate from HR Head (On bidder’s letter head)

Date: dd/mm/yyyy


Dear Sir,

This is to certify that our firm M/s. ______________________________ has more than 100 full-time professionals, of which at least 50% professionals are Software Professionals on its rolls as on the bidding date Thanking you, For _____________________________ Authorized Signatory Name of Person: Designation: Address:


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Annexure E – Authorization Letter from OEM (On Company’s Letter Head)

Date: dd/mm/yyyy


Dear Sir,

We _______________________, (name and address of the manufacturer) who are established and reputed manufacturers / developers of __________________ having factories / development centers at __________________ (addresses of manufacturing / development locations) do hereby authorize M/s _______________________ (name and address of the bidder) to bid, negotiate and conclude the contract with you against the above mentioned tender for the above equipment manufactured / developed by us.

We undertake to provide support to _____________________ (name and address of the bidder) for the period of 6 years from dd/mm/yyyy (mention tender submission date).

Yours faithfully,

For and on behalf of M/s __________________________(Name of the OEM) Name: Designation Address: Note: This letter of authority should be on the letterhead of the concerned manufacturer and should be signed by a person competent and having the power of attorney to bind the manufacturer. Bidder is expected to submit the Authorization Letters from all the OEMs of the Packaged Software / Hardware supplied.


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Annexure F – Undertaking on Non-blacklisting

(On Company’s Letter Head)

Date: dd/mm/yyyy

To: The Commissioner Corporation of City of Panaji, Goa RFP. No. : …….…. Dated ………. Sub: RFP supply, implementation and post implementation support for e-Governance solution for City Corporation of Panaji (CCP)

Dear Sir,

This is to certify that our firm M/s. ______________________ has not been debarred/ blacklisted / banned / suspended by any State/Central Govt. / UT Administration/Semi-Government Organization / PSU etc. in India in last 5 years as of date of Submission of the Bid

Thanking you, For _____________________________ Authorized Signatory Name of Person: Designation: Address:


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Annexure G - Format for Technical Bid The Bidder is required to submit the detailed Technical proposal covering following items:

1. Supporting documents for Pre-qualification Criteria:

• Compliance of Pre-qualification Table • All stipulated documents in support of each of pre-qualification criteria as mentioned in the RFP

2. Supporting documents for Technical Proposal:

• Bidder’s understanding of the requirements • Clear description of the proposed solution covering each module and how integration would be

undertaken between modules • Extent of compliance to technical requirements specified in the RFP • Bidder’s strength to provide services including examples or case studies of similar solutions

deployed for other clients • Implementation Methodology • Methodology for Post Implementation Support • Compliance of Technical Bid Evaluation • Project Plan

3. Detailed technical design of the solution covering the following:

• Solution Architecture to meet technical requirements specified in this RFP. • Approach & Methodology for Installation & Configuration of:

Computing (Servers, OS, Databases etc.) infrastructure Storage infrastructure Help Desk Other infrastructure

• Operations & Maintenance Help Desk Services System Maintenance & Management System / Storage / Database / Security Administration Backup & Restoration Strategy


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Annexure H - CV of resource proposed

Sr. No.

Item Details

1 Name

2 Specify role to be played by him/her

3 Current job title

4 Date of Birth

5 Gender

6 Languages Known

7 Educational Background

8 Training / Certifications

9 Total Experience in years.

10 Details of Experience

Name of Organisation From Date To Date Role

11 Current job responsibilities

12 Summary of Professional / Domain experience

13 Skill sets

14 Highlights of assignments handled and significant accomplishments

Name of the Assignment Client Name Project Brief Role Played Period Activities Undertaken by the personnel


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Annexure I Commercial Bid

* ALL THE COSTS ARE TO BE QUOTED INCLUSIVE OF ALL TAXES

S. No. Item Description Cost per unit

Qty Total

(Rs in Lakhs) Remarks

A] Hardware - Servers, PCs, Printers, Scanners UPS etc.

1

Web/Application Server Server - Quad core , 32GB RAM , 2 x 300 GB SAS 10K Hot Plug , 2 x Single Port HBA , 2 x Dual Port NIC 2

2

Database Server Server -Quad core , 32GB RAM , 2 x 300 GB SAS 10K Hot Plug , 2 x Single Port HBA , 2 x Dual Port NIC 2

3

Application Server Server -Quad core , 32GB RAM , 2 x 300 GB SAS 10K Hot Plug , 2 x Single Port HBA , 2 x Dual Port NIC 2

4

Web Server / App/ DB (GIS) Server -Quad core , 32GB RAM , 2 x 300 GB SAS 10K Hot Plug , 2 x Single Port HBA , 2 x Dual Port NIC 2

5

Antivirus Server On Access Scanner, On Demand Scanner, Exclusions, Risk Based Scanning, Scheduled Scans, Memory Scan, Resumeable Scanning, CPU and Disk IO utilization control, Spyware, adware and dialer detection, Script protection, Port Blocking / Lockdown 1

6 Client Desktops: 3rd generation Processor,

25


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Qty Total


Integrated Realtek LOM Ports 8 External USB 2.0 ports (2 front, 6 rear) and 2 Internal USB 2.0; 1 RJ-45; 1 VGA; 1 HDMI; 4GB RAM, HDD 500GB, DVD R/W, Standard Optical Mouse/KeyBoard 17 Inch LED Monitor

7

Printer: 20 ppm, 8MB memory, 10k pages monthly duty cycle 5

8

Network Printer: 28 ppm, 64MB memory, 20k pages monthly duty cycle, Auto Duplex & network ready 3

Total Cost in Lakhs (INR) of H/W

B] Network & Security

1

LAN Switches (Managed) 24-Port 10/100/1000Mbps PoE + 4-Port Gigabit TP/SFP Combo Managed Switch 2

2

LAN Switches (UnManaged) Sixteen 10/100BASE-TX RJ-45: 10BASE-T, 100BASE-TX Universal UTP Cable Recognition for Straight-through or Crossover cables 8


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Qty Total


3

Firewall Interfaces Ethernet: 10 Configurable Gigabit Ports, SFP: NoUSB : 2 USB Ports (reserved), Console : 1 DB-9 RS-232 Firewall Throughput2: 2 Gbps, VPN Throughput3: 1 Gbps, IPS Throughput4: 600 Mbps, Antivirus Throughput4:450 Mbps, Concurrent Sessions: 1,500,000, New Sessions (per second): 20,000, Policies: 6,000 Firewall System :Transparent Mode, NAT, PAT 1

Total Cost in Lakhs (INR) of H/W

C] GPS Hardware Cost

1 GPS Devices 75

Total Cost in Lakhs

D] Software

1 OS Server Windows Server 2012 Std. Ed. 9

2 Application Server (As req. by bidder) 1

3 RBS (As req. by bidder) 1

4 Antivirus Software (Client/Server) For all Clients and Servers 1

5 GIS Tool (As req. by Bidder) 1

6 Web Server (As Required by Bidder) 1

7 MS Project 3


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Qty Total


8 GIS web Server (As Required by Bidder) 1

9 OS Client- Win 8 Professional 25

10 Ms Office - 2013 Standard 25

Total Cost in Lakhs

E] COTS Solution

1 Software License cost Including Third Party Components

2 Database

3 Implementation

4 AMC for 3 years

5 Testing

6 Support for 3 years post Go- Live , Miscellaneous

Total Cost in Lakhs

F ] Capacity Building

1 Training

Total Cost in Lakhs

G ] Resource Rate

1 Developer 1

2 Business Analyst 1

3 Implementer 1

4 Tester 1

5 Project Manager 1


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Qty Total


Total Cost in Lakhs 1

H ] Additional Items which System Integrator wants to add:

1

2

3

4

5

Total Cost in Lakhs

GRAND TOTAL (A+B+C+D+E+F+G+H)

The above Hardware, COTS software are indicative. The Bidder should propose the required Hardware and the required configurations to suite the proposed solution maintaining the above format.

The above servers are indicative for the Data Center, The bidder may additionally consider DR servers at minimum 50% of the Data Center.


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Annexure J - Format of sending Pre-bid queries Ref: RFP Notification no <xxxx> dated XX/XX/XXXX. Name of the Bidder- <<>> Contact Address of the Bidder- <<>> Email ID : Phone no :

Sr. No Section No. Page Number Query

Signature: Name of the Authorized signatory: Company seal:


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Annexure K - Technical Specifications of the hardware items including RDBMS and third party software.

Sr. No. Name of the item Technical Specification Quantity Required


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Annexure L - Statement of Deviation from RFP Requirements, Terms & Conditions

Date: dd/mm/yyyy

To: The Commissioner Corporation of City of Panaji Panaji, Goa RFP. No. : …….…. Dated ………. Sub: RFP supply, implementation and post implementation support for e-Governance solution for City Corporation of Panaji (CCP)

Dear Sir,

Following are the deviations from the RFP requirements, terms and conditions of the above-referred RFP. These deviations and variations are exhaustive. Except these deviations and variations, all other terms and conditions of the tender are acceptable to us.

S. No. Section No. Page No. Para Statement of deviations and variations

1.

2.

Signature of Bidder (with official seal) Name: Designation Name of Organization: Address:


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Annexure M – Bank Guarantee Format

(To be typed on Non-judicial stamp paper of the value of Indian Rupees of Appropriate Value)

(TO BE ESTABLISHED THROUGH ANY OF THE NATIONALISED BANKS OR ANY SCHEDULED BANK (BY CO-OPERATIVE BANKS ARE NOT ACCEPTED)

LETTER OF GUARANTEE

To,

Commissioner, Corporation of City of Panaji, Dr. Pissurlekar Marg, Panaji

IN ACCORDANCE WITH YOUR TENDER for Selection of the System Integrator for the Implementation of e-Governance in Corporation of City of Panaji, M/s.__________________________________________ (hereinafter called the “Bidder”) having its Registered Office at ____________________________________________________________, wish to participate in the said bid for the supply______________________________________________ as an irrevocable Bank Guarantee against Earnest Money Deposit for an amount of Rs 25,00,000 (Rupees. Twenty five lacs only) valid up to XX/XX/2014 (180 days from the date of issue of Bank Guarantee), is required to be submitted by the bidder as a condition precedent for participating in the said bid, which amount is liable to be forfeited by the Purchaser on:

1) The withdrawal or revision of the offer by the bidder within the validity period, 2) Non acceptance of the Letter of Indent / Purchase order by the Bidder when issued within the

validity period, 3) Failure to execute the contract as per contractual terms and condition with in the contractual

delivery period and 4) On the happening of any contingencies mentioned in the bid documents.

During the validity of this Bank Guarantee :

We, ____________________________(Bank name) having registered Office at ____________________________________guarantee and undertake to pay immediately on first demand by _____________________________ the amount of Rs____________________________

(Rupees__________________________________________) without any reservation, protest, demur and recourse. Any such demand made by the Commissioner, Corporation of City of Panaji shall be conclusive and recourse. Any such demand made by the purchaser shall be binding on the Bank irrespective of any dispute or difference raised by the Bidder. The Guarantee shall be irrevocable and


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shall remain valid up to _________________(180 days from the date of issue of Bank Guarantee) If any further extension is required, the same shall be extended to such required period on receiving instruction form the Bidder, on whose behalf the is Guarantee is issued.

Notwithstanding anything contained herein:

Our liability under this Bank Guarantee shall not exceed Rs_____________(Rupees (In Words)________________________________________________________________) .

This Bank Guarantee shall be valid up to _________________________________(date).

We are liable to pay the guaranteed amount or any part thereof under this Bank Guarantee Only and only if you serve upon us a written claim or before__________________________(date).

This Bank further agrees that the claims if any, against this Bank Guarantee shall be enforceable at our branch office at _____________________________ situated at_____________________________ (Address of local branch).

Yours truly,

Signature and seal of the guarantor: Name of Bank: Address: Date: Instruction to Bank: Bank should note that on expiry of Bond Period, the Original Bond will not be returned to the Bank. Bank is requested to take appropriate necessary action on or after expiry of bond period.