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Rajasthan Housing Board RFP for RHBMS
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Draft Request for Proposal (RFP) Document for Rajasthan Housing Board Management System (RHBMS)
for Rajasthan Housing Board
Reference No: Tender Ref. No.F.4.3(22)/RISL/Tech/2012/4327 Dated : 07/09/2012
Mode of Bid Submission Online though eProcurement/ eTendering system at
http://eproc.rajasthan.gov.in Tendering Authority/ Purchaser Managing Director,
RajCOMP Info Services Limited (RISL), First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)
Date & Time of Pre-bid meeting 24/09/2012 at 03:00PM Last Date & Time of Submission of eBid 05/11/2012 at 03:00 PM Date & Time of Opening of Technical Bid 06/11/2012 at 03:30PM
Cost of RFP Document: Rs. 5000/- Only (Rupees Five Thousand Only)
Name of the Bidding Company/ Firm:
Contact Person (Authorised Bid Signatory): Correspondence Address:
Mobile No. Telephone & Fax Nos.:
Website & E-Mail:
RajCOMP Info Services Limited (RISL) 1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)
Phone: 0141-2226055, 5103902 Fax: 0141-2228701
Website: http://risl.rajasthan.gov.in
Email: [email protected]
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ABBREVIATIONS & DEFINITIONS ............................................................................................................. 5
1. INVITATION FOR BIDS (IFB) & NOTICE INVITING TENDER (NIT) 7
NOTICE INVITING TENDER-NIT 9
2. BACKGROUND INFORMATION 10
2.1. PROJECT PROFILE ......................................................................................................... 10
2.2. ABOUT RAJASTHAN HOUSING BOARD, GOVERNMENT OF RAJASTHAN ............................. 14
3. ELIGIBILITY CRITERIA 28
4. SCOPE OF WORK, DELIVERABLES AND TIMELINES 31
4.1. CONCEPTUAL TECHNICAL DESIGN OF THE PROJECT ......................................................... 31
4.1.1. THE WEB APPLICATION ....................................................................................................... 31
4.1.2. PROPOSED DEPLOYMENT ARCHITECTURE ......................................................................... 33
4.1.3. SUGGESTIVE SECURITY ARCHITECTURE ............................................................................. 33
4.1.4. APPROACH AND METHODOLOGY TO BE FOLLOWED ........................................................... 35
4.1.5. USERS, DATA SIZING & CONCURRENCY OF DATA.............................................................. 35
4.2. SCOPE OF WORK................................................................................................................. 36
4.2.1. APPLICATION SOFTWARE DEVELOPMENT AND WEB PORTAL DEVELOPMENT ................... 37
4.2.2. SITE PREPARATION INSTALLATION AND COMMISSIONING OF IT AND NON-IT HARDWARE.. 47
4.2.3. DATA DIGITIZATION ............................................................................................................. 48
4.2.4. TRAINING & CAPACITY BUILDING........................................................................................ 49
4.2.5. OPERATION AND MAINTENANCE / FACILITY MAINTENANCE SERVICES (FMS) ................... 52
4.2.5.1. ACCEPTANCE FOR SUCCESSFUL ROLL OUT ...................................................................... 52
4.2.5.2. DEPLOYMENT OF MANPOWER FOR FACILITY MANAGEMENT SERVICES ............................. 52
4.2.5.3. SUPPORT SERVICES FOR WEB BASED APPLICATION S/W ................................................. 56
4.2.5.4. MIS REPORTS: .................................................................................................................... 57
4.2.6. CHANGE REQUEST MANAGEMENT SERVICES ..................................................................... 58
4.2.7. THIRD PARTY AUDIT (TPA) ................................................................................................. 59
4.3. PROJECT DURATION ........................................................................................................... 60
4.4. ROLES & RESPONSIBILITIES (STAKEHOLDER-WISE) .......................................................... 60
4.5. PROJECT DELIVERABLES, MILESTONES & TIME SCHEDULE .............................................. 63
5. INSTRUCTION TO BIDDERS AND BIDDING PROCESS 76
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6. TERMS AND CONDITIONS, OF TENDER & CONTRACT 89
7. ANNEXURES 131
7.1. ANNEXURE 1 – FUNCTIONAL REQUIREMENT SPECIFICATIONS ....................... 131
7.1.1. ESTATE MANAGEMENT MODULE....................................................................................... 132
7.1.2. FINANCIAL ACCOUNTING ................................................................................................... 157
7.1.2.1. BUDGET ALLOCATION & MANAGEMENT MODULE ............................................................ 158
7.1.2.2. PROJECT ACCOUNTING SUB MODULE .............................................................................. 165
7.1.2.3. BOOK KEEPING & ACCOUNTING SUB MODULE ................................................................ 179
7.1.3. SCHEME INFORMATION SYSTEM MODULE ........................................................................ 190
7.1.4. PROJECT MONITORING INFORMATION SYSTEM (PMIS).................................................... 197
7.1.5. ASSET MANAGEMENT MODULE ........................................................................................ 202
7.1.6. PERSONNEL AND PAYROLL MODULE ................................................................................ 206
7.1.7. APPLICATION DIGITIZATION & MANAGEMENT ................................................................... 220
7.1.8. INTEGRATION REQUIREMENTS .......................................................................................... 227
7.1.9. OTHER REQUIREMENTS..................................................................................................... 229
7.1.9.1. DASHBOARD ...................................................................................................................... 229
7.1.9.2. WEB PORTAL .................................................................................................................... 229
7.1.9.3. MANAGEMENT OF DOCUMENTS ......................................................................................... 237
7.1.9.4. AUTOMATION OF WORKFLOW FOR VARIOUS PROCESS UNDER CORE MODULES ............... 244
7.1.9.5. QUERY BASE SEARCH ENGINE ......................................................................................... 253
7.2. ANNEXURE 2 – BILL OF MATERIAL (BOM) ............................................................... 263
7.3. ANNEXURE-3 – SUGGESTED TECHNICAL SPECIFICATIONS .............................. 266
7.4. ANNEXURE-4 - COVERING LETTER OF THE BID..................................................... 276
7.5. ANNEXURE-5 - PRE- BID QUERIES FORMAT ........................................................... 278
7.6. ANNEXURE-6 - TENDER FORM ................................................................................... 279
7.7. ANNEXURE-7- LETTER OF AUTHORITY .......................................................................... 280
7.8. ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING ................................. 281
7.9. ANNEXURE-9 - CERTIFICATE OF CONFORMITY/ NO DEVIATION ....................... 282
7.10. ANNEXURE-10 - MANUFACTURER’S AUTHORIZATION FORM (MAF) ................ 283
7.11. ANNEXURE-11 - UNDERTAKING ON AUTHENTICITY OF COMPUTER
EQUIPMENTS................................................................................................................................... 284
7.12. ANNEXURE – 12- FORMAT – STATEMENT OF DEVIATIONS ............................................... 285
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7.13. ANNEXURE-13 - FINANCIAL BID FORMAT ............................................................... 287
7.14. ANNEXURE-14 - PERFORMANCE BANK GUARANTEE .......................................... 298
7.15. ANNEXURE-15 - DRAFT AGREEMENT FORMAT ..................................................... 300
7.16. ANNEXURE 16- FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR ELIGIBILITY
CRITERIA 302
7.17. ANNEXURE 17- SERVICE LEVEL AGREEMENT ............................................................... 303
7.18 ANNEXURE-18 - LIST OF INFRASTRUCTURE TO BE PROVIDED BY RSDC ...... 308
7.19 ANNEXURE-19 - EXPECTED QUALIFICATION OF MANPOWER RESOURCES .. 310
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ABBREVIATIONS & DEFINITIONS
Agreement The Agreement to be signed between the successful bidder and
RajCOMP Info Services Ltd.
Authorised Signatory The bidder’s representative/ officer vested (explicitly, implicitly, or through conduct) with the powers to commit the authorizing organization to a binding agreement. Also called signing officer/ authority having the Power of Attorney (PoA) from the competent authority of the respective bidding firm.
Bidder / Tenderer "Bidder" means any firm/ agency/ company/ contractor/ supplier/ vendor responding to Invitation for Bids / Request for Proposal / Notice Inviting Tender and which is participating in the Bid. Also called offeror or quoter.
CMC Contract Monitoring Committee
Contract The “Contract” means a legally enforceable agreement entered into between RajCOMP Info Services Limited (RISL) and the selected bidder(s) with mutual obligations.
Day “Day” means a working day as per Government of Rajasthan Government of India.
DeITY, GoI Department of Information Technology, Government of India
DoIT&C, GoR Department of Information Technology and Communication, Government of Rajasthan
EMD Earnest Money Deposit
GoI Government of India
Goods “Goods” means a tangible physical product that can be contrasted with a service which is intangible i.e. all the products which the bidder is required to supply to the purchaser under the contract.
GoR Government of Rajasthan
ICT Information and Communication Technology
INR Indian Rupee
IT Information Technology
ITB Instruction to Bidders
LD Liquidated Damages
LoI Letter of Intent
NIT Notice Inviting Tender
OEM Original Equipment Manufacturer
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PBG Performance Bank Guarantee
PC Procurement Committee
Project Site The “Project Site”, wherever applicable, means the designated place or places where the project implementation is to be carried out.
PSD Performance Security Deposit
Purchaser/ Tendering Authority Person or entity that is a recipient of a good or service provided by the bidder under a purchase order or contract of sale. Also called buyer. RajCOMP Info Services Limited (RISL) in this RFP document.
RFP Request for Proposal, an early stage in procurement process, issuing an invitation for bidders, through a bidding process, to submit a proposal on a specific commodity or service.
RHB, GoR Rajasthan Housing Board, Government of Rajasthan
RHBMS Rajasthan Housing Board Management System
RISL RajCOMP Info Services Ltd.
RSDC Rajasthan State Date Centre
RSWAN Rajasthan State Wide Area Network
Services “Services” means the services to be delivered by the successful bidder and as required to run the project successfully as per the contract. A service is the intangible equivalent of an economic good.
SI System Integrator
SLA Service Level Agreement is a negotiated agreement between two parties wherein one is RISL and the other is the selected bidder. It is a service contract where the level of service is formally defined.
SoW Scope of Work
SSDG State Service Delivery Gateway
State Government Government of Rajasthan
STQC Standardisation Testing and Quality Certification, Government of India
Supplier/SI/Vendor/Successful Bidder/ Service Provider/Contractor
The bidder who will be finally selected and who gets into an agreement with the RISL for completing the work mentioned in this bidding document.
TC Technical Committee
TPA Third Party Auditor
UAT User Acceptance Testing
WO/ PO Work Order/ Purchase Order
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1. INVITATION FOR BIDS (IFB) & NOTICE INVITING TENDER (NIT) 1) RajCOMP Info services Limited (RISL) on behalf of Rajasthan Housing Board (RHB) invites electronic
bid (eBid) proposals from the eligible bidders, who meet the minimum eligibility criteria as specified in
this RFP document for the study, design, development, implementation and operations &
maintenance of Rajasthan Housing Board Management System (RHBMS) as detailed in the section
titled “Scope of the Work” of this RFP document.
2) The RHBMS will be based upon open standards & state-of-art technologies, designed in 3-tier
architecture with the flexibility to expand/ upgrade and integrate with other existing/ proposed NeGP/
GoR projects as per the requirements of RHB.
3) The complete bidding document has been published on the websites http://eproc.rajasthan.gov.in,
http://risl.rajasthan.gov.in, and http://www.rhbonline.rajasthan.gov.in for the purpose of downloading.
The downloaded bidding document shall be considered valid for participation in the electronic bidding
process (eProcurement/ eTendering) subject to the submission of required tender/ bidding document
fee and RISL Processing Fee in Cash/ Demand Draft and in favour of “Managing Director, RajCOMP
Info Services Limited (RISL)” payable at “Jaipur”. A copy of the tender/ bidding document fee receipt
and RISL Processing Fee must be enclosed along with the Technical bid/ proposal failing which the
bid will be summarily rejected.
4) Bidders who wish to participate in this bidding process must register on http://eproc.rajasthan.gov.in
(bidders already registered on http://eproc.rajasthan.gov.in before 30-09-2011 must register again).
5) To participate in online bidding process, Bidders must procure a Digital Signature Certificate (Type III)
as per Information Technology Act-2000 using which they can digitally sign their electronic bids.
Bidders can procure the same from any CCA approved certifying agency, i.e. TCS, safecrypt, Ncode
etc. Bidders who already have a valid Digital Signature Certificate (DSC) need not procure a new
DSC.
6) A “single stage-two envelope” selection procedure shall be adopted.
7) Bidder (authorised signatory) shall submit their offer on-line in Electronic formats both for technical
and financial proposal. However, Demand Draft (DD) for Tender document fees, RISL Processing
Fees and EMD should be submitted physically at the office of Tendering Authority as prescribed in
NIT and scanned copy of same should also be uploaded along with the technical bid/ cover.
8) RISL will not be responsible for delay in online submission due to any reason. For this, bidders are
requested to upload the complete bid well advance in time so as to avoid 11th hour issues like slow
speed; choking of web site due to heavy load or any other unforeseen problems.
9) Bidders are also advised to refer “Bidders Manual Kit” available at eProc website for further details
about the e-tendering process.
10) Training for the bidders on the usage of e-Tendering System (eProcurement) is also being arranged
by RISL on regular basis. Bidders interested for training may contact e-Procurement Cell, RISL for
booking the training slot.
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Contact No: 0141-4022688 (Help desk 10 am to 6 pm on all working days)
e-mail: [email protected]
Address : e-Procurement Cell, RISL, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur
11) Please note that a Pre-Bid meeting of the prospective bidders, who have purchased the tender/
bidding document, is scheduled as per the details specified in Notice Inviting Tender (NIT) below. The
objective of this meeting is to address the queries of the prospective bidders related to the
Project/Bidding document.
12) No contractual obligation whatsoever shall arise from the RFP/ bidding process unless and until a
formal contract is signed and executed between the tendering authority and the successful bidder(s).
13) RISL disclaims any factual/ or any other errors in this document (the onus is purely on the individual
bidders to verify such information) and the information provided herein are intended only to help the
bidders to prepare a logical bid-proposal.
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NOTICE INVITING TENDER-NIT
Tender Ref. No.F.4.3(22)/RISL/Tech/2012/4327 Dated:07/09/2012
RajCOMP Info Services Limited (RISL) on behalf of Rajasthan Housing Board (RHB) invites proposals from eligible bidders for selection of System Integrator (SI) for study, design, development, implementation and operations & maintenance of Rajasthan Housing Board Management System (RHBMS) at the designated locations in the state of Rajasthan. The proposals shall only be submitted through eTendering system at www.eproc.rajasthan.gov.in . Consortium bids are not permitted. The bidding schedule is as follows: Nature of the Project IT Enablement of Rajasthan Housing Board Cost of RFP document (non-refundable)* Rs. 5000/- (Rupees Five Thousand Only) RISL Processing Fees (Non – refundable)* Rs 1000 /- (Rupees One Thousand only)
Estimated Project Cost Rs. 8.00 Crores (Rupees Eight Crores and sixty lacs) approx
Earnest Money Deposit (EMD)* Rs.16 Lacs (Rupees Sixteen Lacs) RFP Publishing Date & Time Date at time RFP Download Start Date & Time From 14/09/2012 at 03:00PM
Date, Time & Venue of Pre-Bid Meeting 24/09/2012 at 03:00PM Board Room , RISL , First Floor ,Yojana Bhawan, Tilak Marg, C-Scheme Jaipur, Rajasthan-302005
Proposal Bid Date/ Time 05/11/2012 at 03:00 PM Submission of DD etc Upto 06/11/2012 at 2.30 PM
Technical Bid Opening Date & Time 06/11/2012 at 03:30PM at the aforementioned address of pre bid meeting.
Financial Bid Opening Date & Time Will be intimated later to the technically qualified bidders
Websites for downloading Tender/RFP/ Bidding Document, Corrigendum’s, Addendums etc.
http://doitc.rajasthan.gov.in, http://risl.rajasthan.gov.in http://eproc.rajasthan.gov.in/ and http://www.rhbonline.rajasthan.gov.in
Proposal & EMD Validity 180 Days from the date of proposal submission
(Sanjay Malhotra) Managing Director
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2. BACKGROUND INFORMATION
2.1. PROJECT PROFILE
2.1.1 Project Objectives
Strategic objective of the project is to improve the efficiency of RHB and pass on the benefits of an
efficient system to all stakeholders. Main objectives of the project are mentioned below:
o Democratic Participation: Bi lingual Web Portal in Hindi & English shall enable the common
citizen to view scheme wise, category wise information about houses and other properties being
offered by RHB for the purpose of sale, auction or rent. Provide an interface to common public to
submit application for allotment, to track status of application, etc. RHBMS will provide facilities to
allottee and lessees who would be notified via SMS and email for their monthly account
statement, pending instalment, amount due, charges, interest statement, payment receipt and
status of request submitted by allottee.
o Use of IT for improving e-Governance: e-Governance will facilitate the monitoring of operations of
Board functionality and will increase the accountability. It will bring efficiency, effectiveness &
transparency in operations of Board.
2.1.2 Need and benefits
Rajasthan Housing Board has been identified as one of the State Mission Mode Project under State e
Governance Plan for execution of computerization and automation of processes. Rajasthan Housing
Board was established on 24 February, 1970 by promulgation of an RHB Act No. 4, of 1970 (received
the assent of the Governor on the 18 April, 1970) by the Government of Rajasthan as an autonomous
body to provide for measures to be taken to deal with & satisfy the need of Housing accommodation
in State of Rajasthan. The Board is endeavouring to provide houses with essential modern facilities to
people from all the sections of the society, at an affordable cost. Out of all the houses constructed by
the Board, more than 60% of houses are for economically weak sections.
Rajasthan Housing Board aims to put in place an effective monitoring of programme and to oversee
the timely and proper execution of works. RHB aims to put in place an web based management and
monitoring mechanism for creating a database of various assets, tracking various proposals from
preparation of projects to completion of projects stage, making available simple and transparent
accounting system, ensuring an online maintenance system and an online interface to all the citizens.
The vision of the Board through this project is to ensure that following benefits are rendered to the
stakeholders:
o Bringing various Applicant centric (G2C) and Government centric (G2G) services on an
automated system
o Centralized Storage of Data leveraging the State Data Centre
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o Data entry in the system at only one point of time and provide an error free environment
with inbuilt controls and validations
o Maintain Centralise data base
o Integration of all IT Application of RHB and provide single sign on to user for all
application
o Transparent and easy data retrieval and search facilities
o Extensive query/search of database in various modules
o Generate appropriate reports and MIS without manual intervention
o Provide backup plans and avoid data redundancy
o Scalable and Expandable to the future needs
o Proper and definite security settings based on defined authorization levels for users
o Data related to the applicants and allottees should be available on the Internet for their
reference
o Making available a simple and transparent accounting system
o The accounting will be converted from Cash based Single entry system to Accrual based
Double entry system of Accounting
o Ease of information access to the citizens regarding various projects of the RHB
o Providing required information and services to the applicants with ease and convenience
o Creating a web based database of various works and assets
o Simplified and standardized processes within each cells of the RHB
o Simplified, secured and reliable records keeping and maintenance processes
o Effective communication channels between the stakeholders to promote transparency
o Tailor made and computerized MIS (Management Information System) generation
o Computerization of RHB across all, Cash Collection Counters, Division offices, Circle
offices and Head Office
2.1.3 Brief Technical Solution Requirements
a) The bidder is responsible to provide the best of class technical solutions as per the requirements
in the Scope of Work provided in Chapter 4 of the RFP document.
b) The application s/w development work shall comply with the respective guidelines issued by
DoIT&C, Government of Rajasthan and Department of Electronics and Information Technology
(DeitY), Government of India (GoI). The resources deployed by the selected bidder for RHBMS
assignment should be qualified and experienced with specialization in identified technologies/
products. Depending upon the project needs, it is expected that adequate resources will be
deployed by the firm for the entire contract period.
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c) For detailed technical solution requirements, bidders may refer to subsequent chapters/ sections
of this bidding document.
2.1.4 Brief Scope of Work
a) The scope involves study, design, development, integration, testing and implementation of
RHBMS application software for RHB. The Functional Requirements Specifications (FRS)
included in this document at Annexure-1 to be considered as an integral part of the scope of work
and the bidder should take it into account for effort estimation and financials.
b) Supply and install required infrastructure at RSDC, Head Office, of RHB at Jaipur, 9 circle offices,
12 independent division offices, 26 division office and 30 cash collection counters across
Rajasthan.
c) After successful commissioning of the project, providing 4 year of Operations and Maintenance
(O&M) services as per the agreed SLA.
d) The RHB expects the successful bidder to provide quality & timely services. All the activities
performed during different phases of the project shall be closely monitored by RISL/ RHB/ GoR.
e) For detailed SoW, bidders may refer to subsequent chapters/ sections of this bidding document.
2.1.5 Implementing and participating agencies (Stakeholders)
The key stakeholders identified are as follows:
o Rajasthan Housing Board
• Owner of the project is Rajasthan Housing Board, Jaipur.
• The SI (selected Bidder) will work in close coordination with the Board, their Consultant
and other stakeholders for this project.
• The SI would be required to coordinate with the Board for the detail system study and
interact with the different user level, wing and cells of the Board before preparation of
final SRS and design documents.
• The SI will carry out the activities as indicated in this section of RFP and submit all the
mentioned deliverables within the stipulated time-frame.
• The SI will ensure that the time lines will be adhered to. If there are any perceived
slippages on the timelines, the selected Bidder would deploy additional manpower, free
of any additional charges.
• The SI would get the relevant sections of deliverables, particularly the deliverables of the
Application development / Customization phase, duly verified/ validated from the
concerned Board officer / official.
• The deliverables will be accepted only if they confirm to the specifications as laid down in
this RFP. Deliverables of the SI will be considered to have been formally accepted only
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after the Board communicates so in writing. Any queries regarding the deliverables will
have to be answered by the selected Bidder within 5 working days.
• The SI will share all intermediate documents, drafts, reports, surveys and any other item
related to this assignment. No work products, methodology or any other methods used by
the selected Bidder should be deemed as proprietary and non-shareable.
• The SI would submit hardcopies and softcopies of all the deliverables to Rajasthan
Housing Board as per timelines specified in the RFP
• The SI would be required to coordinate with the Rajasthan Housing Board various
cells/wings and office locations for the detail system study and interact with the different
user level and wings.
• The SI will understand the entire business process being carried out with in RHB before
preparation of final SRS and design documents. The scope of computerisation will be
limited as per FRS provided with this RFP document
• The SI will understand the application architecture and functionality of existing solutions
being used by RHB for the purpose of integration with the core application.
• The SI would be required to provide FMS at various office locations of RHB.
o RajCOMP Info Services Ltd (RISL)
• The role of RajCOMP for successful implementation of the Application software includes
discharging the following responsibilities:
o To conduct review meetings at regular intervals to monitor the overall progress of
the project
o To ensure speedy centralized issue resolution
o To ensure timely sign-offs
o To provide necessary infrastructure support and resources to the Bidder during
the development stage.
o To co-ordinate with other Government agencies and defining responsibilities of
the Selected Bidder
o RISL will ensure compliance with the project SLAs.
o RISL will ensure that the selected bidder will make the best effort to ensure that
the quality of deliverables meets the expectations of RHB.
o RISL would review and approve the payment to the bidder as per SLA.
o Department of Information Technology & Communication, Government of Rajasthan
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• Bidder would be required to coordinate with the State Nodal Agency for RSDC and
RSWAN.
• The Rajasthan Government has also envision to roll-out the e-district project in State,
currently a pilot project has been undergoing in some of the districts in state. The SI
would be required to coordinate with the nodal agency for implementation of e-district
project to extend RHBMS citizen interface for e district.
• Facilitate UAT, security audit and performance audit.
2.1.6 Expected Project Outcomes
The expected outcomes to be achieved from the project are as follows:
o Efficient & transparent service delivery mechanism through Web portal supported by
preconfigured workflow system
o Efficient and better MIS systems for improving the internal efficiency of operations
o Centralized Storage of Data leveraging the Rajasthan State Data Centre
o Data entry in the system at only one point of time and provide an error free environment with
inbuilt controls and validations
o Transparent and easy data retrieval and search facilities
o Provide backup plans and avoid data redundancy
o Scalable and Expandable to the future needs
o Data related to the applicants and allottees should be readily available on the Internet for
their reference
o Eliminate communication barrier by direct notify new applicants, allottees, lessee and through
SMS and email system.
2.2. About Rajasthan Housing Board, Government of Rajasthan
Rajasthan Housing Board was established on 24 February, 1970 by promulgation of an RHB Act No.
4, of 1970 (received the assent of the Governor on the 18 April, 1970) by the Government of
Rajasthan as an autonomous body to provide for measures to be taken to deal with & satisfy the
need of Housing accommodation in State of Rajasthan. The Board is endeavouring to provide houses
with essential modern facilities to people from all the sections of the society, at an affordable cost.
Out of all the houses constructed by the Board, more than 60% of houses are for economically weak
sections. The geographical operations of board has been divided into one HQ at Jaipur, 9 circle
offices, 12 independent division offices, 26 division office. In order to aid the proper functioning of the
RHB, the board has been organised in following internal cell
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2.3.1 Geographical Coverage of Rajasthan Housing Board
Rajasthan Housing Board has 30 cash collection counters, 38 division offices (12 independent division offices and 26 division offices), nine circle offices and a head office.
Offices Numbers Head Office 1 Circle Office 9
Independent Division Office 12 Division Office 26
Cash Collection Counters 30
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2.3.1 Organization Structure of Rajasthan Housing Board
The organization structure of Rajasthan Housing Board is as follows:
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2.3.2 Key Activities of Rajasthan Housing Board
The key activities of Rajasthan Housing Board are as follows
S. No.
Cell Key Services/ Activities
1 Accounts Cell
Account Cell is responsible for the following Key activities:
o To maintain and keep updated all the subsidiary
books / registers of accounts
o To pass all the bills of expenditure after proper
scrutiny and exercising all the checks
o Preparation and disbursement of salary to the staff
through electronic modes
o To reconcile inter divisional / Board monthly /
yearly accounts and adjustment of differences
o To control the budgets & maintain the Accounts
books of records for the budgetary control
o To check and internally audit the accounts of sub
divisions / sections
o To tender financial advice to the Housing Board
o To assist the Audit Party during the annual audit
and present all the books of accounts and other
records as and when required as and when
required by the Audit Party
o To reply the audit query / observations and ensure
settlement of the name
o Investment of available surplus funds of RHB with
various banks in accordance with the policy /
guidelines
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2 Compilation Cell
Compilation cell is also responsible for current
budget estimates that contain details under
following heads:
o Capital receipts and expenditure
o Revenue receipts and expenditure
o Deposits, advances and investment (outgoing and
incoming)
o Total / division wise financial targets
o Category wise / division wise physical targets
o Ancillary services in RHB colonies
o Public loans
o Manpower etc
3 Costing Cell
The Costing Cell plays an important role in
functioning of RHB as it determines cost of its
properties. Main functions of Costing Cell are:
o Calculating cost of new / old / cancelled / surplus
houses
o Calculating reserve price of surplus houses, shops
and plots for auction and open counter
o Calculating land rate and revise land rates
4 Inspection Cell
Inspection Cell in RHB is responsible for ensuring
fair practices in Board via auditing. Main duties of
Inspection Cell are:
o Conduction of internal audit of all Division/Circle
and Head Offices
o Helping Local Fund Audit Department (LFAD) in
their audit of RHB. It also ensures compliance of
findings of audit report of LFAD.
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5 G.P.F and
Pension Cell
Pension Cell performs following functions while an
employee is in service:
o Provide GPF loan for different heads according to
rules and regulations of RHB.
o It is responsible for recovering above loans from
employees
o Responsible for maintaining new pension scheme
accounts for employees recruited after 01 January
2004, separately.
o Post retirement functions:
o Refund of accumulated GPF to employee
o Refunds gratuity of employee
o Leave encashment for employees
o Provides for monthly pension of employee
o Provides for medical reimbursement from medical
relief fund according to norms of RHB
6 Finance Cell
o This cell is responsible for fixation of the salary for
permanent/ temporary employees of the Board
o Finance cell is to keep a track of refund/return of
loans received from the employee (House Building
Loan or Conveyance Loans) by the concerned
Division/Circle/Head Offices
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7 Recovery Cell
Some of the important roles and responsibilities of
the Recovery Cell are as follows:
o Monitor overall recovery work
o Prepare one time information of the allottees and
regulate individual a/c of allottees
o Raise demand and collect monthly instalments,
lease money and other dues from allottees
o Maintain cash book and ledgers
o Issue demand notices, no dues certificate, one
time lease certificate and notices to defaulters
o Prepare monthly Demand – Collection – Balance
(DCB) Statements of HPS houses and Lease
money a/c for all the houses, shops, institutional
lands and commercials.
o Headed by DHC/RE/ Accounts Officer, it regulates
and controls cash collection counters established
in various schemes / offices
8 Land Cell
� The main objective of Land Cell is to acquire land
for RHB.
o Land acquisition is governed by Land
Acquisition Act, 1894. Land is either purchased
from Urban Improvement Trust (UIT), local
development authorities, Municipalities etc. or
private land is acquired for residential purpose
through State Government.
o Land acquisition is a long procedure involving
legal issues and requires multi agency
cooperation
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9 OSD Cell
o The Office on Special Duty Cell overtakes the land
acquisition process after declaration by the State
government under section 4(1). OSD is a court for
all legal procedures regarding land acquisition
process for housing board
o It is the duty of OSD cell to handle all objections
and litigation regarding claims on land and claims
for compensation. On the basis of hearings and
governments approval, final award is declared by
the Cell
o It also makes payments as required by award
through RHB
10 Personnel Cell
Main responsibilities of Personnel cell are
mentioned below:
o Deals with all the matters related to appointments,
postings, transfers
o Makes / amends service rules & regulation as
when required
o Conducts Board & other committee meetings
o Deals with matters of confidential nature
o Deals with all correspondences with State
government
o Deals with all matters pertaining to State Assembly
11 Public Relation
Cell
o Public Relation Cell is responsible for overall
coverage of board activities & programmes,
developments, schemes and meetings through
Print media and Electronic media.
o The Public Relation cell is responsible for
advertising and publication of schemes, auctions
and NITs floated by RHB.
o Public Relation Cell is also serves as a point of
contact for the citizens with any query, concerns
related to RHB rules & regulations, schemes,
houses etc.
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12 Central Store
The main functions of Central Store/ Pool (vehicle)
are listed below:
o Allocation and distribution of fixed items like
furniture fixtures, computer items, photo state
machines etc.
o Allocation and distribution of printing and stationary
materials
o Allocation and distribution of materials needed for
daily activities
o Purchase, registration, insurance etc. of board
vehicles
o Allocation, distribution and maintenance of Board
vehicles
o Work related to the vehicles on lease
o Maintenance and repairing of furniture fixtures for
office use
o Work related to uniforms for the uniformed
employees
o Auction of old and useless items
13 Vigilance Cell
� Vigilance cell is responsible for paying continuous
and close attention to the working of all the
officers/employees of RHB.
o If a complaint against an employee/ officer is
received by the vigilance cell, this cell seeks for the
response to the complaint from the respective
employee/officer of RHB.
o After receiving the responses from the
sections/units, Vigilance Cell forwards the
response to the complaining
departments/individuals.
o Vigilance cell receives complaints primarily from
the following departments:
§ Secretariat
§ Chief Minister Office
§ District Collector (Vigilance)
§ Anti-Corruption Bureau
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14 Confidential Cell
o Confidential Cell deals with all the relevant
information of departmental enquiry pertaining to
all the permanent officers/work charge employees
of Board. The record for the same is maintained.
o A departmental enquiry is initiated against those
employees/officers who are found guilty prima facie
in Primary Enquiry (PE), under Employees
Disciplinary Action and Appeal Regulation, 1976
and Employees Conduct Regulation, 1976,
Rajasthan Housing Board.
o Confidential Cell also deals with the appeal
matters.
o In the matters submitted by RHB for the
prosecution sanction against the alleged
officer/employee, the cell processes the matter to
the higher authorities for the final decision.
15 Right to
Information
o Under RTI every public authority has to designate
a Public Information Officer who is responsible for
providing information that has been requested
under the RTI act.
o Right to Information Cell in RHB is acts as a control
unit to process the RTI applications and reply to
the cases of Ist & IInd appeal.
o It is also responsible to send monthly reports to the
state commission and annual report to Rajasthan
Information commission.
o RHB has designated officers, PIOs and APIOs at
every level in order to provide information to the
information seeker.
16 Central Records
o Central Record maintains an efficient indexing and
cataloguing of RHB records and tries to
computerize their records and maintain a proper
connectivity of their records.
o Central Record is expected to provide any
information to the information seeker and the
access to required information shall be available
with an easy mechanism
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17 Technical Cell
Main functions performed by Technical cell are:
o Issue of Administrative &
Financial/Technical/Splitting /
Approval/Revised/Financial Tie up
o Approval of tenders, contracts, sanction of rates,
execution of works with or without invited tenders,
Payment of extra/additional items/ escalation
claims/ other claims/ issue of advertisement and
refund of security deposits
o Enlistment of Contractors
o Approval for Re-appropriation of funds.
o Purchases of store articles & Building materials
o Preparation, evaluation and monitoring of works
conduct land survey at places where housing
demand exists
o Access feasibility of land for housing projects
finalize & effective monitoring of budget for housing
projects deal with audit paras to related works
o Construction and maintenance of Houses, Parks,
Community Halls, Office Buildings, Roads, Street
Lights, Schools, Dispensaries, sewer line, watch
line etc.
o Ensuring no trespass and encroachment in houses
and lands
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18 Quality Control
Cell
The main function of Quality Control Cell is to
ensure effective control on quality in construction
works. Some of the roles and responsibilities of the
Quality Control Cell are as follows:
o Establishes & runs well equipped laboratories for
material testing in Quality Control field offices to
observe/ test materials used at various sites of
RHB.
o QC Cell is also responsible to ensure that field
offices have established labs at different locations
and QC labs where required for testing purposes.
o Prescribes standard norms time to time for quality
control/ testing.
o Conducts test of all raw materials / products used
in construction of houses / development works.
o Issues approval orders for using materials in
construction works.
o Decides standards, specifications of various items
to be executed in different category of houses
o Regulates and monitor testing by field staff on each
work
o Updates quality control returns for each work viz.
testing results, penalty and rejection of works and
Quality Control Manual
o Testing of some of the materials is outsourced to
external labs that are approved by CE through
DHC(QC)
o The QC staff makes regular inspections at
construction sites to collect samples, to perform
tests on collected samples and issue inspection
reports to necessary actions.
o Organizes seminars / workshops to make general
awareness regarding quality in construction.
o Monitoring of third party inspections of quality of
specified works.
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19 Town Planning
o This branch looks after the work of preparation of
layout plans of housing schemes and architecture
designs of different categories of houses,
institutional, commercial & other buildings
o This Cell is also responsible for making proposals
for outsourcing the projects that are to be planned
by empanelled consultants.
20 Planning and
Monitoring Cell
Main functions of Planning and Monitoring cells
are:
o Prepare annual action plan for various activities of
the Board
o Fix annual targets of all housing activities
o Fix targets for all schemes launched by State Govt.
o Progress of various monthly / quarterly activities
o Update statistical information of various monthly /
quarterly / annual activities
o Formulation of loan schemes for submission to
financial institutions
o Sanction of loan schemes from financial institutions
o Documentation work of sanctioned loan schemes
o Loan drawl commensurate with the progress of
schemes
o Repayment of loan to financial institutions as per
payment schedule
o Arrangement for the Government guarantee
against the loan from the financial institutions
o As of now, NHB loan is outstanding to be repaid by
RHB and payments to rest of the institutions have
already been done
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21 Housing Cell
The following are some of the roles and
responsibilities of the housing Cell:
o RHB office prepares a scheme data base
o Prepares application forms to be delivered to the
applicant
o Delivers allotment, registry and possession details
to the applicants
o Sanctions allotment and rejection letters to the
successful and rejected candidates
o Sanctions letter for possession after delivering the
registry date
22 Law Cell
The Law cell is mainly engaged in legal aspects
and court cases of the RHB. Some other roles and
responsibilities are as follows:
o Advise the Board on all legal matters
o Deal all legal cases in various courts in the state
o Effectively monitoring the legal proceeding of each
case
o Maintain & update list of total court cases all over
the state
o Appoint the Advocates & OIC in all cases
o Regulate Settlement Committee proceedings
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3. ELIGIBILITY CRITERIA S. No.
Basic Requirement
Specific Requirements Documents Required Compliance By
1 Legal Entity The Bidder can be an individual company or firm or consortium (Allowed with one company only) .The Bidder (In case of consortium , all members) should be a company registered under Indian Companies Act, 1956 or a partnership firm registered under Indian Partnership Act, 1932 or a proprietorship firm registered under shop act and VAT registration .
Copy of the Certificate of Incorporation and registration certificates
Both
2 Turnover from IT/ITeSin System Integration
Annual turnover of the Bidder (Lead partner in case of Consortium) from IT/ITeS during each of the last three financial years (2009-10, 2010 adn 2011-12) as per the last published audited balance sheet, should be atleast Rs 80 Crores.
CA Certificate with CA’s Registration Number/ Seal
Lead partner
3 Net Worth The net worth of the bidder (Both lead bidder and consortium member, in case of consortium) in the last financial year, i.e. 2011-12, should be positive.
CA Certificate with CA’s Registration Number/ Seal
Both
4 Technical Capability
The bidder (Lead partner in case of Consortium) must have successfully completed at least One eGovernance project of including services like hardware provisioning, software development, and O&M to any state/ central government organization/ PSU’s (excluding Banks) only in India not less than the amount Rs. 6.4 Crores during the last three financial Years (2009-10, 2010-11 and 2011-12). OR The bidder (Lead partner in case of Consortium) must have successfully completed at least TWO eGovernance projects of including services like hardware provisioning, software development, and O&M to any state/ central government organization/ PSU’s (excluding Banks) only in India not less than the amount Rs. 3.2 Crores during the last three financial Years (2009-10, 2010-11 and 2011-12).
• Project reference format as per Annexure – 16
Work Completion Certificates from the client; OR Work Order + Self Certificate of Completion (Certified by the Statutory Auditor); OR Work Order + Phase Completion Certificate from the client
Lead Partner
5 Tax registration and clearance
The bidder (Both lead bidder and consortium member , in case of consortium) must possess a valid: -
• VAT/ Sales Tax Registration Certificate
• Sales Tax clearance certificate
Copies of relevant certificates of Registration VAT clearance certificate from the Commercial Taxes
Both
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S. No.
Basic Requirement
Specific Requirements Documents Required Compliance By
for the year 2010- 2011 • Income tax clearance certificate
for the year 2010-11 • Service Tax Registration
Certificate • Income Tax Registration/ PAN
Officer of the Circle concerned
6 Certifications The bidder (In case of consortium, the member whoever is responsible for the s/w activity) must possess currently valid below certification:
• CMMi Level 5 (Software Development & Customization) certification
Copy of a valid certificate
In case of consortium, the member whoever is responsible for the s/w activity
7 Blacklisting The Bidder (Both lead bidder and consortium member, in case of consortium) : - 1. Should not be an insolvent, in receivership, bankrupt or being wound up, not have its affairs administered by a court or a judicial officer, not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons. 2. Should not have, and their directors and officers not have, been convicted of any criminal offence related to their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a procurement contract within a period of three years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to debarment proceedings. 3. Should not currently have been blacklisted by any Government Department/PSU or under a declaration of ineligibility for fraudulent or corrupt practices or inefficient/ineffective performance.
Undertaking on a Non-judicial stamp paper of Rs. 10/- as per Annexure-8.
Both
8 Manpower Strength
The bidder (Lead partner in case of Consortium) must have a minimum strength of 100 IT / software professionals / domain experts on their permanent rolls.
Self Certification by the authorized signatory with clear declaration of staff – year wise, level/designation wise.
Lead Partner
9
Local Presence
The Bidder (Lead partner in case of Consortium) should have their own office located at Jaipur. If the bidder, at the time of bidding, RHBs not have a
Declaration as a part of the cover letter as per the format given at Annexure – 4
Lead Partner
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S. No.
Basic Requirement
Specific Requirements Documents Required Compliance By
local support office at Jaipur an undertaking on the bidders’ letter head (as a part of the cover letter at Annexure - 7) that an office will be opened by the bidder(if selected for the award of the contract) within 2 months from the date of issue of LoI, should be submitted by the bidder
10 Consortium In the event of a consortium, one of the partners shall be designated as a "Lead Partner/ Bidder". Consortium is allowed with ONE company only. The lead partner should have atleast 51% stake in consortium.
The MoU/ Agreement, on an appropriate stamp paper, between the Lead partner and his Consortium partner(s) as per the format given at Annexure – 17 clearly depicting the roles and responsibilities of each member.
Nil
11 OEM Authorization
The bidder (lead partner or member of consortium) should have been authorized by respective OEM for distribution/channel partner/ Retailer of the equipments covered under the RFP. The bidder must attach Manufactures Authorization certificate & Back-to-back support for all the active items to be covered through this tender except for the items which are declared End of Support from respective OEM.
As per Annexure-10
Lead Partner
Note: In case of consortium, all the above criteria shall have to be fulfilled by the lead bidder. Additionally, the consortium partner should satisfy the eligibility requirements mentioned at SL. No. 1, 3, 5 and 7. Regarding 6, certification criteria has to be satisfied by either of the consortium members whoever is doing the s/w application activity. Note: The bidder/ firm are requested to kindly adhere to the order of documents as mentioned above. Also, all the required documents should be properly annexed as indicated above along with an Index Page.
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4. SCOPE OF WORK, DELIVERABLES AND TIMELINES
4.1. Conceptual Technical Design of the Project RHB is providing various services to the common citizen, especially to the allottee & tenants.
These services include customer relationship management, accounts management, recovery
management, allottee profile management and grievances management. To provide citizen
centric services a backend computerisation of board’s operation like internal financial
management, human resource management, scheme management and projects management
are also need to be done, Though RHB is working in silo but organisation has envisaged
providing single interface to citizen, allottee and internal users Keeping in view other complexity
associated with requirements of RHB the application of an Service Oriented Architecture (SOA)
based Enterprise Architecture approach has been conceptualise to simplify the complexity and
reduce associated costs.
4.1.1. The Web application RHBMS is conceptualised as a centralized web based application to be accessed by all
the users (Citizen and Board) across the state. Real time information is to be made available to
both external (citizens, registered allottee) and internal stakeholders (RHB employees) through
centralise web portal. Solution will provide back – end computerization and direct connectivity up
to division level offices of RHB .RHBMS will have 3-Tier architecture comprising of following
layers
a) Presentation layer: It will provide a graphical way for users to interact with the application.
This will be top layer comprises all input form and reports this layer will be access through
different devices like Computers, PDA, mobile (SMS Only) and payment gateway. User
interfaces are implemented using different technologies to render and format data for users
and to acquire and validate data coming in from them. This interface will be design on user
role base authentication. The application will cover 8 core module of RHBMS, User interface
of all modules will support Unicode standard based Bi-lingual versions (English and Hindi).
Internal users of RHB can access portal and application modules of RHBMS through an
enterprise wide secured interface/portal. However citizens can access portal through
internet. The application layer shall be designed & deployed on agile methodology based on
modular architecture wherein modules of RHBMS and other third party application will be
design developed in the form of interoperable services.
b) Business layer: It will facilitate communication between user interfaces and application
layer through pre defined business rules of application modules. this layer will provide middle
ware supported application and tools. Business layer will comprises following components &
sub layers
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• Business Logic layer:- It will defines business rules support the business processes and
work follow of each activities. This layer will automate the process, defining what must be
done and how it must be done. As the business processes of with board change, the
business rules in the applications that support those work flow must also be changed.
Financial Management System, Budget Management, Project monitoring, Personal &
Payroll management system, project accounting, and assets management each of these
applications will have a well-defined business logics and components for implementation
of business rules and performance of business tasks.
• Request Control Layer: In this layer which connect Value Object a class with the
contents GET and SET methods. It’s mainly used to pass Data from one class to another.
It’s directly connected with Business Logic Layer and Presentation Layer.
• Web Services: Web services provide a standard means of interoperating between
different software applications, running on a variety of platforms and/or frameworks. Web
services instead share business logic, data and processes through a programmatic
interface across a network. In this application SMS gateway and mobile telephony will
comprise of some codes to manage the semantics of communicating with that particular
service.
• Presentation Builder- Business entity components: The Proposed application
requires data to be passed between components. The data is used to represent real-
world business entities, such as services and applications.
c) Database Layer:- Third layer, database abstraction layer is an application programming
interface which unifies the communication between middleware layers. it will act on the
quires submitted though presentation layer and business rule defined in the middleware.
The application and the services will be accessing data stored at RSDC during a business
process through Data access logic components layer. It makes sense to abstract the logic
necessary to access data in a separate layer of data access logic components. Doing so will
centralize data access functionality and make it easier to configure and maintain.
On top of core module and supporting middleware applications there will be user access
security layer supported by single sign-on. The proposed application will use components for
security, operational management, and communication to perform exception management, to
authorize users to perform certain tasks, and to communicate with other services and applications
It is also envisaged to integration solution with existing application of RHB i.e. Lottery
management system which is being used to manage applications for new scheme and processing
of lotteries for allotment, SUGAM (application to manage citizen complaint reddresal) and UIDAI’s
(Aadhaar number). the integration will be done through external connectors so that data can be
synchronize on regular interval.
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. The portal should have integration with SMS Gateway for status reporting/tracking and
other queries of the citizens. SMS Gateway will be utilized by the government departments for
sending service delivery related status updates to the citizens. The application shall be supported
by business intelligence tools for query generation and search result.
4.1.2. Proposed Deployment Architecture The centralized application shall be deployed at RSDC. For Hosting of application web
server, application server will be provided in redundant along with load balancers to avoid any
failover. Database servers will also be provided in redundant and hi-available cluster. The SI will
provision the servers in accordance to the requirements along with load balancers so that both
the server should be up and running 24X7 and functionality like read and write on both can be
achieved as per SLA. A different zone for each authentication method will be used. The web
server will be provided in de-militarization zone, application server in militarization zone and
database server in most secured zone.
RSDC will provide existing solution (IBM Tivoli) for data backup, along with requisite
storage devices (Tape device) for this project. The solution will use fully redundant core network
backbone connectivity. As per policy of RSDC, existing infrastructure available at RSDC like core
switch, firewall, proxy server, DNS Server, authentication server, backup server, antivirus server,
Audit syslog log server, EMS Server shall be provide by RSDC for hosting of application. Further
to this email server, SMS sever and SMS gateway shall also be provided by the RISL/DoIT&C,
GoR.
The traffic from all the project locations would arrive at the central site i.e. RSDC, Jaipur.
4x2 Mbps internet bandwidth will be provided at RSDC, Jaipur for the Web/ Application Server
access by the department officials and citizens. Database will be stored in RSDC database
cluster configured for hi availability as per best industries practices.
The GoR has envisaged connecting RHB HO, Circle Offices, Independent Divisional
Offices, Divisional Offices in the near future under RSWAN. Dedicated 2 Mbps connectivity has
already been provided to RHB HO, Jaipur through SecLAN by DoIT, GoR, and further all the
Offices are connected with 1 Mbps broadband connection. Till operational of RSWAN RHB will
provide 1 Mbps internet connectivity (VPN over broadband) at Circle Offices, Independent
Divisional Offices, Divisional Offices Thus, all intranet users can access application through
secured network connection. However, all public users can connect through internet only.
4.1.3. Suggestive Security Architecture Envisaged security architecture for the RHBMS solution is as provided below:
I. User Level Security: Restricted areas of the application should only be accessible through
pre-defined user access rights.
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II. Database Level Security: Other than built in database access logic in application, a separate
database security layer shall be required to control direct access to database server by any
unauthorised user, only authorised database administration users with assigned privilege
shall be allowed to access database. A separate audit trail should be maintained for any
direct modification, deletion and addition in RDBMS database in database structure or
records. No user, even the database administrator should not be allowed to temper with audit
log.
III. Network Level Security: Network traffic shall be encrypted using SSL & secured connectivity
between the HO, Circle Offices, Independent divisional offices, divisional offices and RSDC.
Network traffic shall be managed through network monitoring system, till switch level at each
project location.
IV. IP Based security: a comprehensive security solution in an IP environment will provide three
critical components: IP Address Management (IPAM); a DNS security solution; and a security
solution that can address the expanding use of DHCP (Dynamic Host Configuration
Protocol).
V. Infrastructure Level Security: Application infrastructure shall be hosted in a DMZ & firewall
and IPS shall be installed to detect malicious activities.
VI. Application Level Security: Application shall have Role based access, encryption of user
credentials and storing of user credentials for external and internal users in separate
repositories. Application level security should be provided through following security controls
• Prevent SQL Injection Vulnerabilities for attack on database (Use Parameterized APIs
for Data Access and Avoid Using Command Interpreters
• Prevent XSS Vulnerabilities to extract user name password (Escape All Untrusted Data in
HTML Contexts and Use Positive Input Validation)
• Secure Authentication and Session Management control functionality shall be provided
through a Centralize Authentication and Session Management Controls and Protect
Session IDs from XSS
• Prevent Security Misconfiguration Vulnerabilities (Automated scanners shall be used for
detecting missing patches, misconfigurations, use of default accounts, unnecessary
services, etc. maintain Audits for updates
• Prevent Insecure Cryptographic Storage Vulnerabilities (by encrypt off-site backups,
ensure proper key storage and management to protect keys and passwords, using a
strong algorithm)
• Prevent Failure to Restrict URL Access Vulnerabilities (By providing authentication and
authorization for each sensitive page, use role-based authentication and authorization
and make authentication and authorization policies configurable
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• Prevent Insufficient Transport Layer Protection Vulnerabilities (enable SSL for all
sensitive pages , set the secure flag on all sensitive cookies and secure backend
connections
• Prevent Unvalidated Redirects and Forwards Vulnerabilities
VII. Apart from the above:
• Anti – Virus software will be provided on all the PCs / servers and other host clients. This
software will be configured from the server and will be updated from time to time.
• Annual IT audits, security audits, application audit, vulnerability assessment and penetration
testing will be undertaken.
• To design web portal & application software, SI shall make use eSAFE: eGovernance
Security Assurance Frame Work Guidelines for Implementation of Security Controls issued
by the Department of Electronics and Information Technology (DeitY), Ministry of
Communications & IT (MCIT), Government of India”. Envisaged security architecture for the
RHBMS solution is as provided below:
4.1.4. Approach and Methodology to be followed The bidder is expected to adopt any of the following approaches or combination of following
approaches:
a) Bespoke development of the application OR
b) Configuration / Customization of an existing application that may be either
Commercially available Off-the-shelf product (COTS) or that might have been
developed for deployment in another Housing Board/ similar organisation/ Department
having similar nature of the work OR
c) Combination of (a) and (b) above.
4.1.5. Users, Data Sizing & Concurrency of Data It is expected that application should be scalable to meet following requirements
a) Approximate number of enterprise wide named users for application – 300 Users however
module wise indicative users are as under:
Sr No Module Name No of User
1. Estate Management System a. Housing Sub-Module b. Recovery Sub-Module c. Lease System and Rental properties Sub-
Module
160
2. Financial Accounting a. Budget Planning and Allocation b. Project Accounting c. Book keeping & accounting
150
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3. Asset Management Module
100
4. Personnel and Payroll Module 125
5. Project Monitoring Information System
50
6. Scheme Information System Module
25
7. Application Digitization and Management tools
100
Support Applications
8. Document management System 125
9. Workflow Configuration & Management 25
10. Web Content Management 5
b) Concurrent Users:- 250 Internal user and 500 external users which shall be scalable up to
400 internal users and 2000 external users
c) Transaction No :– 1000 transactions per hour scalable up to 4000 transactions per hour.
The bidder is expected to carry out an independent exercise to see that the conceptual
design including the data centre infrastructure and the internet bandwidth proposed to be provided
by the purchaser and the IT and non-IT hardware proposed to be provided by the bidder is capable
to meet the requirements of the bid document including the performance requirements and service
level standards. Any major IT and non-IT item required for meeting the requirements of the bid
should be pointed out by the bidders well before the last date of bid submission.
4.2. Scope of Work The broad scope of work of this engagement, not limited to, would include:
ü Application software development and Web portal Development
ü Site Preparation (basic infrastructure i.e. space, electricity, air conditioning, furniture etc.
Would be provided by RHB) and installation and commissioning of IT and non-IT hardware
ü Data Digitization and Migration
ü Training and Capacity Building
ü System Integration and Commissioning (Go-Live)
ü Handholding support after Go-Live
ü Operation & Maintenance (O&M)/ Facility Management Services (FMS)
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4.2.1. Application Software Development and Web Portal Development a) Broad scope of activities to be computerised
I. The core applications envisaged to be developed and to be rolled out in RHB HQ, 9 circle
offices, 12 independent divisional office, 26 divisional offices and 30 cash collection
counters in the State of Rajasthan is as below:
o Estate Management (Housing, Recovery, Lease system & Rental Properties
System)
o Scheme Information System
o Application Digitization & Management System
o Project Monitoring Information System
o Financial Accounting (Budget Planing & Allocation, Project Accounting & Book
keeping)
o Assets Management System
o Store & Inventory Management
o Personnel and Payroll System
II. Integration of third party applications
o SMS gateway
o Payment gateway
o UIDAI
o RHB Lottery System
( Please refer Annexure 1 for the FRS for these applications)
b) System Requirement Study i. Although the FRS has been provided for the application, the bidder is responsible to carry out
an independent system study at RHB HO, at least 1 Circle Office and 1 Independent
Divisional Office and 2 Division Office to thoroughly understand the function and operational
process of board by -
a. Interacting with concerned board officials
b. Reviewing the existing systems, applications, and the RHB website
c. Detailed study of requirements of RHBMS components and solutions
d. Detailing various use cases scenario
e. Understanding / assessing data migration / digitization requirement and strategy
f. Understanding / assessing data inputs and outputs requirements
g. Assessment of existing applications from prospective of integration with core application
h. Collecting all input forms, registers and reports formats of board
ii. Bidder should understand the business processes and other related documents and seek
clarifications from RHB, if any. Bidder should then take a hand over of these documents from
RHB.
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iii. The functional requirement specifications stated in the RFP are the minimum features that
the solution suggested for RHBMS should have. The bidder shall be responsible for
preparation of Software Requirement Specification (SRS) based on an independent
assessment of the requirements of the RHBMS and the functional requirements as specified
in this RFP document. The SI shall develop the System Requirement Specifications (SRS)
documents after a detailed design phase.
iv. If found necessary to modify the designed processes and other documents for successful
implementation, the same should be discussed and the relevant documents should be
modified as and when required during the project implementation
v. Bidder shall, as part of development of SRS, develop a system prototype to capture and
demonstrate the end user requirements in the form of screens and outputs. The prototype
shall be enhanced continuously during the development of SRS and SDD specifications.
vi. The prototype shall have the user access management configured for a ‘control group’ of
users of RHB wide during the time of SRS and prototype enhancement.
vii. The Prototype shall also act as tool for preliminary orientation of the end users in familiarizing
with the system that is being implemented.
viii. The System Requirement Specifications (SRS) should be prepared as per the latest version
of the IEEE Standard 830 & 1233 for drafting the SRS.
ix. The bidder shall obtaining sign-off of SRS from the designated authority.
c) Development of the Web Portal and Application S/w
i. The bidder shall prepare & submit System Design Document (SDD) based on principles of
enterprise, service oriented architecture and enterprise architecture to provide for a secure
and scalable application software. The design should be modular. He shall submit the SDD
including
a. Solution Architecture
b. Application Architecture
c. Network Architecture
d. Security Architecture
e. Deployment Architecture
f. Database Design
ii. Bidder should design the Logical Data Model of the Core Database based on the
understanding of the information needs of RHB and existing information items. The Logical
Data Model should include the definition of data structure or schema diagram and data
dictionaries and metadata developed explaining specific entities, relationships and
dimensions identified as a part of the Logical Data Model.
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iii. The Logical Data Model should address the multiple needs of RHB in terms of:
a. Retaining a copy of the information content captured as-is.
b. Arranging the data in the manner that facilitates easy analysis
iv. An industry standard methodology should be adopted for Software Engineering, covering
the entire SDLC (Software Development Life Cycle).
v. The bidder shall be responsible to present the demo of prototype of all input screen, layout
and out put reports format etc. to the purchaser, before finalisation of coding process.
vi. The bidder shall be responsible for the development of dynamic content and feature rich
Web portal for the department and as per the guidelines issued by the Govt. of India and
Govt. of Rajasthan for the development of the government websites/ portal like GIGW etc.
All the sections of the Web portal should be of dynamic nature and must be supported with
a Content Management module for easy content management and administration of the
same.
vii. Both the departmental Web portal and the RHBMS solution should support at least
Unicode 5.1/ 6.0 standard based Bi-lingual versions for user interface. It is expected to be
in Hindi and English (India) languages. The users should see the labels and captions on
selected language and additionally be able to feed-in their data in the language of their own
choice as per the requirement. Also, the SI must translate, at its own, the equivalent Hindi
Captions for the English version (without altering the meaning) of the Web Portal and the
RHBMS solution and the same must be submitted to the RHB for approval before
implementation/ uploading or vice-versa.
viii. To maintain information security during transaction the developed application should
support both HTTP and HTTPS all internal data communication shall be done through
encrypted mode using SSL 3.0 (SSL certificate to be deployed by the bidder on the Web/
Application Server for the entire project duration). SI shall follow the eSAFE: eGovernance
Security Assurance FramEwork Guidelines for Implementation of Security Controls issued
by the Department of Electronics and Information Technology (DeitY), Ministry of
Communictions & IT (MCIT), Government of India” which can be downloadable at given
below address
http://egovstandards.gov.in/guidelines/guidelines-for-information-security/eSAFE-GD210.pdf/view ix. The information and forms collected from various sources and the development of the web
portal and application will have to be converted into appropriate electronic open standard
format(s) as mentioned in “Interoperability Framework for E-Governance in India-Draft v0.6
issued by Department of Information Technology (DIT), Ministry of Communications & IT
(MCIT), Government of India” issued vide Document No IFEG;01 Version 1.0 May 2012.
downloadable at given below address
http://egovstandards.gov.in/standardsandFramework/IFEG/view
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x. Audit trail should be maintained, All deleted & edited records should be traceable and copy
of all editions/ deletions should be available with MIS reporting of the same. The audit trail
should be preserve in securely and No user other than authorise should be allowed to
modify audit record.
xi. The successful bidder will develop application with built-in feature or provide software
integration of third party application involving all services and software functionalities as
described below:
o User Access Control
o Workflow Management
o Web Content Management System
o Document Management System
o User Dash Board
o Search engine
a) To build the above mentioned features in web portal The bidder may opt any one option
1) To maintain the business continuity of RSDC, the bidder may make existing portal
application (MS Share Point) available at RSDC to built features of CMS/ Workflow/
User Dash Board/ Search Engine additional client licence if any and as applicable,
shall be procured by the RISL.
Alternatively The bidder may opt for any COTS solution open source /propriety
solution to built features of CMS/ Workflow/ User Dash Board/ Search Engine and
in this case SI should also supply, if any and as applicable, all the required server
edition and client/ user licenses (perpetual with 4 years comprehensive OEM
support) of used applications. The bidder is advice to bundle the cost of portal
software and any other middleware software along with quoted modular price of
RHBMS application.
2) To maintain the business continuity of RSDC, bidder shall make use of the existing
DMS software (MS-Sharepoint or Omnidocs) available at RSDC. Additional MS-
Sharepoint or Omni docs additional client licenses, if any and as applicable, shall
be procured by the RISL.
b) User Access Control: The Application must have integrated user level application
security/ monitoring features with the following: -
o Definition of Roles and Users
o Define Role-wise add/ edit/ view/ delete rights for each Entry Form/ Report in all
modules
o Digital Time and User Stamping of each transaction
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c) The development should be based upon automated work flow system, open standards
and 64-bit architecture. It should also allow designated user to customise workflow as
per the operative policies and business rules of RHB.
d) Content Lifecycle Management: The bidder would be required to provide automated
facility/ tool to maintain the complete life cycle of all the contents. The functionality
should provide at least two features for lifecycle automation:
(a) The ability to conduct scheduled releases of content and
(b) The ability to set expiration date for a content element. Both automated processes
ensure that content is published and expired on time, without manual intervention.
xii. The successful bidder will develop application with built-in module or provide software
integration of third party applications involving all services and software functionalities as
described below:
o Financial Management System
o Personal & Payroll System
o Project Monitoring Information System
o Assets Management System
SI is free to use any third party/ COTS application to develop aforesaid modules. In
case SI makes use of COTS application over the customise application to develop
these modules then SI should provide perpetual server edition license and client user
licences (with 4 years subscription for upgrade) in the name of purchases. The
software licenses to be supplied by the bidder should not be restricted based on
location and the purchaser should have the flexibility to use the software licenses for
other requirements in any Form or Manner for the users of RHB. The Software Licenses
should be Modular and to be supplied as per the procurement timelines considering the
solutions to be implemented in Phase I and II. The module wise COTS applications
requirements are as under
a) Financial Management System:
o It should be robust and scalable to handle financial transactions up to 20 fiscal
years.
o The system shall provide functionality to simultaneously support the cash basis,
accrual basis and modified accrual basis accounting system for appropriate fund
types
o Module should have in flexibility feature to choose rules for posting, rules for
editing vouchers and receipt, rules & authorisation for approval of payable
account.
o Should support regulatory compliance as per the GoI
o Should have integration with workflow system to configure workflow as per
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business rule and should also allow user to modify configured workflow
o Financial Module should have seamless integration with other modules like
Personal & Payroll System (Employee’s salary, taxes, PF, loan and deduction),
Project Monitoring Information System, Assets Management System and Estate
Management System (HPS/ORS Receipt, Recovery and rent receipt). It should
be able to update financial related transaction data on real time basis.
o The system should have in built feature to generate Business intelligence base
queries report
o The module should be accessible through single signoff in application
o The software offered must have in-built components catering to basic Indian
Statutory requirements
o The system should have inbuilt feature to send notification (on preconfigured
events) to the concern stakeholder using technology like digital dash board,
email & SMS.
o The Module should have capabilities to provide user interface and reports in
English and Hindi
o The application should be designed in modular architecture and provided
functionality for deployment in phase manner
b) Personal & Payroll System (HCM):
o It should be robust and scalable to handle records for at least 2500 employees
o System should be able to handle all statutory regulations and maintain the details
directly in the screens provided for data entry. All rules related to such acts
should be preconfigured in the system.
o Module should have seamless integration with other modules like financial
module, payroll system, project monitoring information system.
o It should have functionality to manage employee’s profile management, leave
management, promotion, training, performance monitoring, appreciations and
posting
o It should have integration with payroll system for calculation of salary. it should
have capability to manage employee’s income tax, gratuity, provident fund,
insurance premium and loan.
o The system should have inbuilt feature to send notification (on preconfigured
events) to the concern stakeholder using technology like digital dash board,
email & SMS.
o The system should have in built feature to generate Business intelligence base
queries report
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o The module should be accessible through single signoff in application
o The system should have ability to Generate statutory reports e.g. Form 16, Form
16A, Form 12BA, Income Tax Returns, E-TDs Returns (capable of being
uploaded to NSDL)
o The Module should have capabilities to provide user interface and reports in
English and Hindi
o The application should be designed in modular architecture and provided
functionality for deployment in phase manner
c) PMIS:
o Module should have seamless integration with other modules like financial
module (Budget Allocation & Project Accounting) and Personal and Payroll
system for allocation of resource
o The system should have inbuilt or integration with third party workflow system to
configure work flow in terms of resource level, time line, escalation method etc.
o The system should have inbuilt feature to send event notification to the concern
stakeholder using technology like digital dash board, email & SMS.
o The system should have in built feature to generate Business intelligence base
queries report
o The module should be accessible through single signoff in application
o The Module should have capabilities to provide user interface and reports in
English and Hindi
o The module No customization should be required to create dashboard, User
should be able to configure dashboard without any coding.
• Projects Performance (Forecast, Budget and Actual) by Organization
• Projects in Progress by Division/Circle
• Project Health by Cost Performance
• Cost Budget Changes by Project
• Budget Accuracy by Project
• Project Funding Summary by Division/Circle
• Cumulative Cost Variance by Top Projects
• Cumulative Cost Variance by Top Resources
• Periodic Project Cost Trends
d) Asset management System
i. Module should have seamless integration with other modules like financial
module and Personal and Payroll system for allocation of resource
ii. The system should have inbuilt or integration with third party workflow
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system to configure work flow in terms of resource level, time line, escalation
method etc.
iii. The system should have inbuilt feature to send event notification to the
concern stakeholder using technology like digital dash board, email & SMS.
iv. The system should have in built feature to generate BI base queries report
v. The module should be accessible through single signoff in application
vi. The Module should have capabilities to provide user interface and reports in
English and Hindi
xiii. Version Control & Archiving: The SI would be required to provide version control and
archiving facility as strict version control is necessary for legal accountability, backup and
disaster recovery. A simple but powerful interface must be provided for these features viz.
date based snapshots, version comparing etc. Check in and checkout ability is therefore an
essential component of content management. Versioning should also allow contributors to
know whether they are working with the latest version, and allow them to merge changes
made in separate versions when needed.
xiv. The Web portal & the Application developed should be compatible with all the common
web browsers i.e. Web portal & the Application so developed should be browser
independent (at least 32bit and 64bit MS-Internet Explorer v8.0, 32bit Google Chrome
v15.0/ Mozilla Firefox v3.0, Apple Safari).
xv. Currently RSDC is providing database cluster of PostGrey SQL sever ver 9. These servers
have been configured as per latest requirement of database security, database audit and
other services. To maintain business continuity management policies of RSDC the SI shall
make use any of the existing databases available at RSDC for RHBMS portal application.
Additional database client licenses, if any and as applicable, shall be procured by the
RSDC. SI shall be responsible to maintain the database security & audit features as per the
suggested security architecture (para 4.1.3) of this RFP.
xvi. The bidder shall provide at least 2 demo of proposed RHBMS software application to
purchaser before UAT finalisation. First demo the application should be able to perform all
core functionality of like working of input forms and out put reports. However second demo
should be able to demonstrate complete feature of software like integration with other
modules, cross linkage with other forms, validation check points, integration with email and
SMS solution, software security feature etc..
d) Software Testing of Web Portal & application S/w (PAT)
i. The costs of testing (other than third party auditing) shall be borne by the bidder
ii. The selected bidder shall be responsible for the following –
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§ Conducting testing of various components/ modules of the software developed,
as per the latest version of the IEEE 730 standards.
§ Designing the Testing strategy, Test Cases
§ Obtaining sign-off on testing approach and plan.
iii. The selected bidder will install web portal & application s/w on testing zone of RSDC or
will host on public web server and provide web link & access to RHB/RISL through a
public IP address
iv. Partial User Acceptance of the web portal & application s/w shall be given by RHB / RISL
after successful testing. This is the responsibility of the bidder to obtain the PAT approval
from the RHB / RISL.
e) Deployment & Configuration of Web Portal & Software Application
i. After PAT sign-off the selected SI shall provide with required infrastructure at RSDC to
host application on production server. The list of Infrastructure hardware and software to
be provided by SI is attached as Annexure 2 of this RFP document.
ii. The Bidder shall be responsible to install requisite software/ utilities tools and configure
web server, application server and database server clusters. These server should be
configured with load balancer to provide redundancy and hi availability.
iii. The bidder shall be responsible to coordinate with RSDC operator to host, install and
configure web portal and application at RSDC Jaipur. SI shall adhere with the rules and
regulation of RSDC.
iv. Configuration with RSDC infrastructure: The selected bidder shall be responsible to
configure the web portal and application with existing infrastructure at RSDC like DNS
Server, backup server, EMS server, application load balancer etc.
v. The bidder should provide server and client edition usage licenses (Perpetual Licence) in
the name of RHB for the various tools and third party components used by the bidder to
run the application. These tools would typically include Application Framework /
Environment for custom built and COTS based products, application to manage
document repository, application to manage business process & workflow, tools used for
integration etc if used.
vi. The bidder should provide server and users base licenses (as applicable) in the name of
RHB for the RDBMS database server used by the bidder as database layer. The
database cluster along with full services should be configured in redundant along with
load balancing devices to maintain hi-availability feature. SI shall also supply any
additional utility tools/services/software used by the bidder to meet SLA requirement
related to database availability security & audit, these tool typically includes database
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identity & access control, tools to maintain hi-availability in redundancy, tools for data
simulation in cluster, database schema designer, database audit log, reporting services,
integration services, analytical & data mining services etc
vii. All third party tool/software supply by bidder to run web portal and software application
should provide comprehensive support though online/phone line, along with upgrade
option for period of 4 years from date of installation.
f) Integration of RHBMS with other communication channels i. Integration with Payment Gateway: The selected bidder would be responsible for
integrating the existing payment gateway(s) with the proposed web portal/ application
software, whenever required by RISL/ GoR, for making online payments. The recurring
transaction charges, if any, shall be borne by RISL/ GoR.
ii. Integration with SMS Gateway: The Web portal & Application must facilitate, from the day
one, existing SMS gateway (MSDG) for automatically sending the required details/
information through SMS to the designated officers of the department and other
stakeholders. The selected bidder would be responsible for integrating the existing SMS
Gateway (MSDG), provided by GoI, with the proposed web portal/ application software.
The recurring SMS charges, if any, shall be borne by RISL/ GoR.
iii. Integration with email Server: The Web portal & Application must facilitate, from the day
one for automatically sending the required details/ information through email to notify the
designated officers of the department and other stakeholders. The selected bidder would
be responsible for integrating the existing email solution of GoR with the proposed web
portal/ application software.
g) User Acceptance Testing (UAT) The selected bidder would be responsible for:
o Preparation and submission of detailed FAT/ UAT plans/ schedules/ procedures/ formats.
o Prepare various use cases and scenarios
o Performing Hardware and Software Testing: Conducting testing of various components/
modules of the software developed (web portal and RHBMS application), as per the latest
version of the IEEE 730 standards. The bidder shall be required to share the testing
documents and standards with the designated S/w testing team, wherever applicable/
required.
o Assist Purchaser in carrying out user acceptance of solution.
o System Test Cases with Results
o UAT Case and Results
o Rectifying the Hardware and Software (including the board website and RHBMS application
software) issues/ bugs reported during the testing upto the satisfaction of RISL/ RHB.
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o Final approval/user acceptance of the software and system shall be given by RHB / RISL
after successful implementation and testing. This is the responsibility of the bidder to obtain
the UAT approval from the RHB / RISL.
4.2.2. Site Preparation Installation and commissioning of IT and non-IT hardware
a) The SI will conduct a site survey at RHB HQ, at least one circle office and 2 Independent Division
and 2 division offices and based on the site survey prepare submit following reports to purchaser
• Hardware deployment plan (with Bill of Quantity)
• Hardware testing plan & methodology
b) The SI shall perform site preparation of all the project locations and shall submit site readiness
reports (location-wise) for the installation of all the required equipments.
i. The list of project sites and locations are as provided in Annexure 22.
ii. The purchaser reserves the right to change any locations at any time before the
installation of equipments without any additional financial cost.
c) The RSDC shall provide requite rack space, network connectivity along with other requisite
infrastructure (as per list attached as annexure 20), the SI shall be responsible to install &
configure hardware & software (as per BoM annexure-20) at RSDC, Jaipur. The selected bidder
shall not be liable for any delay arising out of RSDC failure to provide requisite infrastructure
within the stipulated period.
d) SI shall be adhering with the rules & policies guideline of RSDC. The SI shall be responsible for I. For all infrastructure being provided by RSDC Accuracy/currency to be confirmed by
bidder.
II. Any Updates/upgrades/withdrawal to/of RSDC shared infrastructure to be accommodated
by the bidder,
III. RSDC to notify in writing any update/upgrade/withdrawal of shared service,
e) Any additional hw/sw by SI for RSDC (at SI’s request), to be accepted only after approval from
RSDC authority subjected to following condition
II. Prosed Hw/Sw should be inline with RSDC policy.
III. In such case full capex/opex of additional Hw/Sw to be borne by bidder only.
IV. Opex includes comprehensive O&M throughout project period.
V. Ownership (but not any liabilities) of such asset transferred to RSDC for the project
period.
f) RHB shall provide the requisite space to the SI for the deployment of the requisite IT/ Non-IT
infrastructure in the existing office premises at all the designated project locations. The selected
bidder shall not be liable for any delay arising out of RISL/ RHB’s failure to provide the sites within
the stipulated period
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g) The entire hardware and software supplied under the project should be branded, interoperable,
Unicode 5.1 or higher compliant and IPv6 ready from the day one.
h) The bidder supply all the media and manuals, OEM support, updates, patches, and errata.
i) Bidder should ensure that none of the components and sub-components is declared end-of-sale
or end-of-support by the respective OEM at the time of submission of bid. If, the OEM declares
any of the products / solutions end-of-sale subsequently, bidder should ensure that the same is
supported by the respective OEM from its date of installation till the end of the 5 years.
j) The bidder shall be responsible for supply, installation and commissioning of all equipment as per
finalised quantities of items mentioned in the BOM.
k) Bidder should ensure that all the software, hardware, peripherals, accessories, sub-components
required for the functionality and completeness of the solution, including but not limited to
devices, equipment, accessories, patch cords (copper / fibre), cables, software, licenses,
development / testing kits, tools, etc. should also be provisioned according to the requirements of
the solution.
l) SI will be responsible for supplying and installing all allied accessories, consumables and fitting
assembly and complete all related work for installation and commissioning including but not
limited to the following -
a. For installation of LAN, the bidder is expected to also carry out structured cabling. Any
equipment (like Screws, clamps, fasteners, ties, anchors, supports, grounding strips,
wires, fibre termination kits etc.) required for completing installation of LAN will be
supplied/provided by the bidder.
b. For installing and commission UPS at all the required locations, the bidder will also be
required to undertake any work related to electrical wiring.
m) The bidder shall provide OEM documentation with every unit of the equipment supplied.
4.2.3. Data Digitization The scope related to data digitization includes
a) Selected SI shall provide manpower for the data digitization & migration, data with
respect to one time allottee profile, employee’s master, assets master. Historical data
digitization will cover digitization of past 5 years records
b) Entry of financial transactional data of allottee for last five years
c) Scanning of supporting documents attachment of scan documents, indexing of document
and tag document with the relevant file.
d) Quoted man-month rate by SI shall be used for cost estimation, efforts of all technical
resources- data entry operator, data entry supervisor responsible for data validation, any
managerial staff use by SI shall be taken into account for total man-month estimation to
carry out data digitisation. For all technical resources irrespective of their experience and
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specialisation, the quoted man-month rate shall be used. Efforts of support staff shall not
be taken into
e) The selected SI is expected to carry out an independent exercise for assessment of data
source, data format, and data fields and no. of records before data entry.. The data entry
done by the successful bidder will be verified by RHB employees for its sanctity.
f) The selected SI will ensure validation of data entered, data scanned and document
indexing
Indicative list of master records and transaction record need to be digitized is as under:
Sl No Record Description Approximate QTY Records Available in Electronics Format
1 Master Data of Allottee Profile 2,00,000 1,00,000
2 Transaction Data of Allottee (last five
years )
10,00,000 4,00,000
3 Employees Profile 2,000 Nil
4 GPF/PF Pension Record 2,500 Nil
5 Transaction data GPF/Pension 4,00,000 4,00,000
6 Assets Registers Master 5,000 Nil
(All the figures provided above are approximate / indicative).
4.2.4. Training & Capacity Building o The selected bidder shall also ensure a proper hands-on training to the designated end-users on
the application developed. The content of the training and schedule shall be mutually decided by
RISL / RHB and the selected bidder later at an appropriate time period.
o Training could have multiple sessions as per the need and requirement of the project/ application.
Hence, SI shall conduct Training Needs Analysis of all the concerned staff and drawing up a
systematic training plan. The training duration should be sufficiently long for effecting meaningful
assimilation of training content by an average user. There should be sufficient number of trainers
in every training session for conducting the training program.
o The space for training will be provided by the RHB. The training shall be conducted at 6 locations
i.e. Jaipur, Jodhpur, Kota, Alwar, Udhaipur and Kota. The bidder shall be responsible to arrange
transportation and boarding of trainers, the bidder is advice to quote accordingly.
o The requisite training infrastructure like computers, projector with screen shall be provided by the
bidder.
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o Training should be of 8hrs/ session and all the trainees should be offered Morning Tea, Lunch
and Evening Tea. Hence, the bidder is advised to quote accordingly.
o Retraining the above staff whenever significant changes are made in the application and/or
personnel.
o The bidder shall take training feedback from the trainees in format approve by RISL.
o In case more than 30% of the respondents suggest that the training provided to them was
unsatisfactory or less than satisfactory then the SI should re-conduct the same training at no
extra cost.
o Training should be of 8hrs/ session and all the trainees should be offered Morning Tea, Lunch
and Evening Tea. Hence, the bidder is advised to quote accordingly.
o The SI shall provide training material (role base), the language of training material shall be in
Hindi and English.
o The SI shall ensure that all the training documentation in Hardcopy and Softcopy is in place (user
training, operation procedures, visual help-kit etc.).
Training needs identified for RHB are:
Sl.No. Description of Training
No of employees to be trained approx (pilot)
Batch Size
No of Batch
No. of Session/Batch
Total No of
Session
1. Basic Skills/Office
Suite/Internet Skills
Including Basic
Hardware &
Networking Concepts
300 25 12 3 36
2. Sensitization Training
covering basics of e
Governance, Project
Management etc
50 10 5 1 5
3. Handholding &
Application Training
for Phase- I
250 25 10 5 50
4. Handholding &
Application Training
for Financial Module
175 25 7 7 49
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Module & Phase-II
5. Handholding &
Application Training
for Phase –III Assets
management
modules
100 25 4 3 12
6. Handholding &
Application Training
for phase IV HRM
Modules
150 25 6 7 42
o Duration of each training session should be of 8 Hours per day,
o Expected number of participants for the training session will be 25 participants except
sensitization training to top management which expected to be 10 persons only.
4.1.1 System Integration and Commissioning of the Project (FAT & Go Live)
a) Facilitation for network connectivity: The bidder shall provide the following facilitation and
integration –
I. RHB will be responsible for providing the network connectivity (VPN over broadband)
to the selected bidder for running RHBMS solution till RSWAN is operational.
II. Dedicated 2 Mbps connectivity has been provided to the RHB HQ, through SecLAN
and further 1 Mbps broadband connectivity will be provided by RHB, at all project
locations. However, SI will be responsible for the LAN connectivity within the board
offices.
b) The bidder shall integrate the hardware including the LAN, system software and application
software and commission the whole project. The purchaser shall conduct Final Acceptance
Testing on receipt of intimation of commission of the whole project from the bidder. Only after
the acceptance of FAT reports by RISL, the entire infrastructure (including RHBMS
application) would be deemed to have been commissioned. After the successful
commissioning of the project, the system would be declared as Go-Live and enter into O&M/
FMS phase and the selected bidder would also be issued a commissioning certificate by
RISL/ GoR.
c) SI should provide following documents to the purchaser
• Installation Manuals
• User manual (Role wise)
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• Access Control Policy
• Incident Management Policy
• Change management plan development
d) Transferring the ownership of all software developed/ customized/ configured/ procured. All
licenses & support related documents should be in the name of RHB.
4.2.5. Operation and Maintenance / Facility Maintenance Services (FMS) Bidder would be responsible of operations and maintenance for the entire RHBMS solution at
RHB HO, 9 Circle Offices, 12 Independent Divisional Offices, 26 Divisional Office and 30 Cash
Collection Office for 4 years after the Go-live (as certified and accepted by RHB/RISL)
4.2.5.1. Acceptance for Successful Roll Out a) Post Go- live, SI shall be responsible to provide 3 month implementation support.
b) During implementation period SI shall be responsible to create a separate register for all
telephone call/online calls received from all project locations regard, SI shall also keep a
tracker of call resolve and pending. SI will provide a monthly compliance report after resolving
of such calls to RISL/RHB. These calls / complaint will be resolved by SI within the 3 month
implementation period only.
c) After successful performance of the web based application software, a separate sign-
off/acceptance shall be issued to the SI by RISL/ RHB. The sign off shall be given only after
successful resolution of the issues/ complaint.
4.2.5.2. Deployment of Manpower for Facility Management Services
Bidder would be responsible of operations and maintenance for the entire RHBMS solution at RHB
HQ, 9 circle offices, 12 independent divisional offices, 26 divisional offices and 30 cash collection
counters for 4 years after the Go-live (as certified and accepted by RHB/RISL)
a) Bidder shall depute the following resources at the below project locations for four
years, from starting day of commissioning of hardware and system software, to
trouble shoot, manage, replace and repair the hardware/ system software onsite (if
possible).
S.
No
Resource RHB/ HO NOC Circle office Independent Division / Division Office
1. Project Manager 1
2. Sr Software Engineers cum System Engineer
1
3. Database Administrator 1
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4. Network Administration 1
5. IT Helpdesk Engineer 2
6. Local helpdesk support engineer
9 6
o The bidder shall deploy one full time dedicated resident Project Manager at RHB HQ,
Jaipur.
o The bidder shall deploy three full time dedicated resident engineers at RHB HQ,
Jaipur. for purpose of System Administration/ Network Administration/ Database
Administration
o The bidder shall deploy 2 helpdesk operators at RHB HQ, Jaipur to log and resolve
complaints of the various project locations.
o The bidder shall deploy 15 local support staff at other project location to log
complaints to the central helpdesk at the RHB HQ and resolve complaints as per
instructions from central helpdesk.
b) The minimum required technical qualifications and experience details for the aforementioned
manpower are provided in annexure 21 of this RFP document
c) Also, it would be the responsibility of the SI to retain the deployed manpower for the entire
Contract/ Project duration or in the event of a resource leaving the employment with SI, the
same shall be immediately replaced with another resource of equivalent minimum
qualifications and experience. All such events should be notified prior to RISL.
d) During and after the end of the project period, the SI shall refrain from canvassing RHB/
RISL/ GoR and any of its associates with any claim for employment of the bidder’s personnel
deployed under the project.
e) As Hindi is Official Language of the Government of Rajasthan, the SI has to appoint
personnel having proficiency in Hindi language.
f) The staff provided by the SI will perform their duties in accordance with the instructions given
by the designated officers of RISL/ RHB from time to time. RISL/ RHB will examine the
qualification, experience etc. of the personnel provided before they are put on positions. The
SI has to take approval from RISL/ RHB for the proposed staff before their deployment. RISL/
RHB has every right to reject the personnel, if the same is not acceptable, before or after
commencement of the awarded work/ project.
g) At no time, the provided manpower should be on leave or absent from the duty without prior
permission from the designated nodal officer of RHB. In case of long term absence due to
sickness, leave etc, the SI shall ensure replacements and manning of all manpower posts by
without any additional liabilities to RISL/ RHB. Substitute will have to be provided by the SI
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against the staff proceeding on leave/ or remaining absent and should be of equal or higher
qualifications/ experience.
h) The proposed services shall be normally manned from 9:00 AM to 6:00 PM but may vary as
per the requirement throughout the project period or as decided by RISL/ RHB
i) The operational support will have to be provided through a suitable helpdesk system, to
ensure that the solution is functioning as intended and that all problems associated with
operation are resolved satisfactorily.
j) The SI will make use of existing helpdesk management system (web enabled with SMS and
eMail based alert system) available at RSDC, GoR for Helpdesk Call management and SLA
reporting. Any additional licence required for the IT helpdesk shall be provided by the SI
xvii. The SI will make use of existing EMS application available at RSDC for the SLA
management as per existing policy & guidelines of RSDC. The bidder shall assert the
requirement of any additional licenses for the SLA Management tool and the same shall be
taken into consideration by the successful bidder. This includes
o Network Management
o Server Monitoring
o Application Performance Monitoring
o Database Monitoring
o Transaction Impact monitoring
4.1.1.1 Preventive Maintenance Services
This activity shall be carried out at least once in every quarter in addition to the normal
maintenance required and sub activities are detailed as below:
a) Check for any loose contacts in the cables & connections.
b) Extract the log reports, study, draw logical conclusions, do fixes and then submit the final
report to RISL / RHB.
c) Conduct preventive maintenance (including inspection, testing, satisfactory execution of
diagnostics and necessary repairing of the equipment)
d) Cleaning and removal of dust and dirt from the desktop and printers of all supplied
equipments.
4.1.1.2 Corrective Maintenance Services
a) Troubleshooting of hardware problem of all supplied equipments and rectification of the
same.
b) Troubleshooting of OS and databases etc and provide solutions for the same.
c) Documentation of problems, isolation, cause and rectification procedures for building
knowledge base for the known problems.
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4.1.1.3 Asset Management Services
a) The bidder shall be required to create database of all IT assets like hardware, software,
peripherals, etc., by recording information like configuration details, serial numbers, licensing
agreements, warranty and AMC details, etc.
b) Record installation and removal of any equipment from the network and inform RHB even if it
is temporary.
c) Create Software inventory with information such as Licenses, Version Numbers and
Registration Details
d) Register all software procured by RISL / RHB in this bid document with respective OEMs.
e) Perform software license management and arrange for licensing contract renewal for RISL /
RHB for period of 4 years from the date of installation at no cost to RISL / RHB.
4.1.1.4 Configuration Management Services
a) The bidder shall maintain a record of hardware as well as software and all other items
supplied in this RFP including the details of policies implemented on the servers, network,
databases, web servers, etc.
b) The bidder shall keep soft copies of the configurations of each of the devices mentioned
above.
c) The bidder shall define change management procedures to ensure that no unwarranted
changes are carried out on the equipments. All the changes carried out by the bidder must be
formally approved by RISL / RHB and recorded.
d) The bidder shall do proper version management of these configurations as the configurations
may be changed from time to time. This is required to ascertain changes made to these
configurations at different stages as well as have functional configurations.
4.1.1.5 Vendor Management Services
a) The bidder shall coordinate with external vendors, network providers and FMS team of RSDC
& all the project locations for upkeep of equipment deployed to meet the SLA and shall liaison
with various vendors/OEMS for related works, equipment & services.
b) The bidder should maintain database of the various vendors and service providers, including
vendors for hardware under warranty, service providers etc. with details like contact person,
telephone numbers, escalation matrix, response time and resolution time commitments etc.
c) The bidder should, if required escalate and log calls with vendors/ OEM and other service
providers and coordinate with them to get the problems resolved.
4.1.1.6 Network Management Services
The bidder shall be responsible for:
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a) Daily monitoring of Network
b) Making sure the high availability & reliability of network for these equipments at all times and
performance maintenance.
c) Checking network status and taking remedial action (Logging Calls etc) in case of problems.
d) Sending alerts to concerned people regarding critical errors.
4.1.1.7 Server Management Services
a) The bidder shall manage the servers on end-to-end basis like server administration,
performance tuning, hardware and software support and upkeep of the server etc.
b) Handling of OS related issues, installation of OS updates and patches, re-installing OS if
required, periodic system performance tuning, monitoring server usage statistics, network OS
support, and start up and shut down of servers. The SI will also have to resolve all the issues
between the servers & software supplied under this project.
c) The bidder shall provide device/peripherals management, user management etc for the
servers.
d) The bidder shall implement operating system security/hardening and application level
security for the servers.
4.2.5.3. Support Services for Web Based Application S/w i. Overall administration, operations, monitoring, maintenance of the deployed Web portal,
Application software and the Database to ensure the desired uptime.
ii. Periodic backup and recovery of Database, application and web content.
iii. During O&M period RHB/RISL may request SI, to make necessary changes in the layout,
colour schema, MIS reports format, input forms layout. However, these changes shall be
suggested keeping in view that it should not transform in database schema. The SI shall
be responsible to make these changes at no extra cost to purchaser.
iv. Design & Upload content on web portal as per instruction of Purchaser. Content
management services include (content collection, translation, conversion, design of
content upload content using CMS).
v. Web portal and application administration, support & maintenance throughout the project
period. The SI shall provide support on following activities
• Minor changes in RHBMS on instruction of RHB/RISL
• Bugs Fixing reported by RHB/RISL
• Back office support required to update Web Portal & Applications S/W
vi. Maintain version control and archives of source code, and web site content and
database
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4.2.5.4. MIS Reports: The SI shall have to submit certain key deliverables which are mentioned hereunder. However, in
addition to the reports/ deliverables as indicated below, SI shall prepare and submit all other
required information in the desirable format as notified by the purchaser related to project.
The formats for all the reports shall be prepared by the SI and submitted to the purchaser for
approval. The reports submitted by the SI should strictly be in the approved format only which, if
required, may be revised from time to time.
Sl.No. Activity Deliverable Frequency Time Frame
1. SLA Manpower Report
• Attendance of Manpower deployed
Quarterly Within 1 Week of end of each Quarter
2. SLA FMS Support (User)
• Log reports of help desk, Call resolved, unresolved and escalated issues
Daily Daily
• List of stand by equipments Incident Reporting
Quarterly Within 1 Week of end of each Quarter
• User complaint redressal resolve time
Quarterly Within 1 Week of end of each Quarter
3. Backup and recovery services
• Log reports of backup server
Quarterly Within 1 Week of end of each Quarter
4. Configuration changes
• Report on changes like configuration changes, patch upgrades, database reorganization, storage reorganization, log truncation, volume expansion, user creation, user password reset, etc.
Quarterly Within 1 Week of end of each Quarter
5. Preventive Maintenance Reports
• Equipment wise and date wise list of hardware for which preventive maintenance was undertaken during quarter
Quarterly Within 1 Week of end of each Quarter
6. Vendor Management Report
• Date wise details of calls logged with external vendor and their resolution time
Quarterly Within 1 Week of end of each Quarter
7. Asset Management Services
• Details of Hardware Equipments with serial
Once During Implementation
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Sl.No. Activity Deliverable Frequency Time Frame
no., configuration details, Software Details, Policies implemented
support
8. Software license management
• Details of software licences with renewal due date
Once During Implementation support
9. SLA Compliance Report for IT & Non IT infrastructure at RHB HO
• Quarterly Compliance Report for hardware complaints registered and resolved at RHB HO
Quarterly Within 1 Week of end of each Quarter
10. SLA Compliance Report for IT & Non IT infrastructure at RHB Circle office
• Quarterly Compliance Report for hardware complaints registered and resolved at RHB CO
Quarterly Within 1 Week of end of each Quarter
11. SLA Compliance Report for IT & Non IT infrastructure at RHB Independent Division Offices
• Quarterly Compliance Report for hardware complaints registered and resolved at RHB IDO
Quarterly Within 1 Week of end of each Quarter
12. SLA Compliance Report for IT & Non IT infrastructure at RHB Division Offices /cash Counters
• Quarterly Compliance Report for hardware complaints registered and resolved at RHB DO/cash counters
Quarterly Within 1 Week of end of each Quarter
13. SLA Compliance Report for IT & Non IT infrastructure at RHB Cash collection Centre
• Quarterly Compliance Report for hardware complaints registered and resolved at RHB CCC
Quarterly Within 1 Week of end of each Quarter
14. SLA RHBMS Application S/w Report
• Application up time report
Quarterly Within 1 Week of end of each Quarter
15. SLA (RHBMS application S/W Support)
• Report on content management reported and Time to upload
Quarterly Within 1 Week of end of each Quarter
• Report on minor changes reported and time taken to complete
Quarterly Within 1 Week of end of each Quarter
• Report on incident reporting of Bugs fixing reported and time taken to resolve
Quarterly Within 1 Week of end of each Quarter
4.2.6. Change Request Management Services i. RHB envisaged that RHBMS should have integration with exiting application. The
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requirement for integration shall be finalise in consultation with RHB/ DoIT&C/NIC as and
when these projects will be operational. The required integration shall be done through
change request management system. Following are envisaged existing application but not
limited to these to be considered for change request.
• Integration with Lottery Management system
• Integration with UIDAI
• Integration with SUGAM
• Integration with Lites
ii. RISL/ RHB may at any time, by a written order given to the selected bidder, make changes
within the general scope of the Agreement in any one or more of the following: -
• Designs, specifications, requirements which software or service to be provided under
the Agreement are to be specifically developed and rendered for the RHB
• The method of deployment, shipping or packing.
• Schedule for Installation Acceptance.
• The place of delivery and/or the services to be provided by the selected bidder.
iii. The steps to be followed in change request/ management procedure has been described in
Chapter for Change Management of this RFP.
4.2.7. Third Party Audit (TPA) i. A third party audit may be got done by RISL/ RHB at its own cost. The TPA would be
selected separately by the RISL/ RHB.
ii. The audit may cover one or more of the following aspects of the project: -
• Vulnerability Assessment of the critical servers and network devices
• Penetration testing of the systems and networks (External and Internal)
• Application Security Assessment
• System Performance Testing/ Monitoring
• Review and Assessment of Security Policies
iii. The audit will study execution of the project by SI and verify the executed work against entire
scope envisaged in the RFP. If TPA report suggests any modification / alteration to meet
RFP requirement / adherence then SI shall be required to do the needful without any financial
implication to the purchaser.
iv. The TPA activity will be one time and will be initiated after start of the FMS phase.
v. The bidder shall be required to share the testing documents and standards with the
designated third party wherever applicable/ required.
vi. Based on the audit reports submitted by the TPA, the selected bidder shall make the required
changes to the solution deployed (as per RFP) and incorporate the suggestions of the auditor
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at no extra cost. The purchaser may recover costs from the pending payments or
performance security on failure of the bidder to make the required changes.
4.3. Project Duration As per RFP, the RHBMS project will likely to achieve Go Live status within 52 weeks of award of
contract. This will be followed by 4 years of operations and maintenance phase post successful
commissioning of the project.
4.4. Roles & Responsibilities (Stakeholder-Wise) A contract monitoring committee will be constituted for overall monitoring of the progress of RHBMS
project. The contract monitoring committee will be appraised on the periodic developments by the
bidder. The contract monitoring committee shall consist of the members of RISL and RHB
a) Responsibilities of RISL The role of RISL in the successful implementation of the solution includes discharging the following
responsibilities:
• To ensure active participation from the Board users
• To coordinate with other government agencies and Board
• To provide acceptance and Sign off SRS document
• Review the solution design document, submitted by the selected bidder.
• To conduct review meetings at defined regular intervals to monitor the overall progress of
the project.
• Provide feedback on changes to be in the solution to improve usability of the application
software.
• Report problems/ bugs in solution to the selected bidder for immediate action/
rectification.
• Prioritize the change requests as per project objectives.
• Provide required infrastructure to conduct training at Jaipur
• Co-ordination with the RSDC Operator and other stakeholders of the project.
• To coordinate with the RHB for providing schedule for hardware installation &
commissioning at RHB office locations.
• To coordinate with the RHB for providing schedule for data digitisation& training
• To approve testing approach methodology and test cases submitted by SI
• To provide sign off/ acceptance of SRS, approval of testing approach & test cases, Partial
Acceptance Testing (PAT), User Acceptance testing (UAT), Final Acceptance Testing
(FAT), Commissioning Certificate, Acceptance of successful performance after
completion of 3 Months
• Facilitate PAT, UAT, security audit and performance audit
• Appoint agency for third party audit TPA of web based application software if needed
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• To ensure timely project milestones sign offs.
• To approve and oversee the proposed training plan
• Set up and administration of escalation mechanism
• Review and approval of payment against CAPEX as per payment schedule as mentioned
in section of this RFP
• Review and approve the payments to the bidder as per SLA
• Approval and disapproval of change requested including the finalisation of efforts
estimation, cost estimation, milestone and payment
• Any other help/ assistance periodic report submitted by SI, and acceptance/ co-ordination
required for the successful implementation and operations of the work/ project
b) Responsibilities of RHB The roles and responsibilities of the RHB shall be as follows: -
• To formulate a nodal team for the project responsible for end to end coordination and
execution of the RHBMS project.
• To identify the circle office, independent division and division office for conducting
detailed SRS study
• To provide necessary support during requirement gathering, sharing of sample reports
and other IT infrastructure requirements
• To identify and appoint nodal officer for facilitating the project execution
• Explain the functional requirements in detail to the selected bidder
• Provide schedules for Hardware deployment, training, data digitization etc
• Provide space and infrastructure for purpose of training in case training is required at a
location outside Jaipur
• RHB will be responsible for providing the 2x4 Mbps dedicated internet connectivity at
RSDC for the Web/ Application Server access by the board officials and citizens .
• RHB will be responsible for providing the network connectivity (VPN over broadband) at
all project location to the SI for running RHBMS solution till RSWAN is operational.
• To ensure active participation from the board users
• To provide information, raw data, documents (for Scanning) required to be digitized
• To conduct review meetings at defined regular intervals to monitor the overall progress of
the project.
• Provide feedback on changes to be in the solution to improve usability of the application
software.
• Prioritize the change requests as per project objectives.
• To ensure timely project milestones sign offs
• to provide readiness report from all project location after commissioning of infrastructure
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• To approve and oversee the proposed training plan
• To ensure close coordination of all the participants and the external agencies involved in
the project.
• To review the installation, commissioning and maintenance of the software
• To take steps to mitigate any potential risks that might surface during the course of the
project
• Set up and administration of an issue and escalation management process.
• To identify the staff at various levels who need to undergo user training
• To identify employees who needs to be trained by SI for learning the technical aspects of
the RHBMS application.
• RHB will provide dedicated telephone line at RHB HO for managing help desk
• Handle change management
• To monitor the overall progress of the project
• Review of software requirement specifications, system design, hardware sizing/Scrutiny
of deliverables for their compliance with RFP specifications
• Review content, methodology and pedagogy for user training
• Review data migration plans and their implementation.
• Review the documentation provided by the Bidder and verifies that it conforms to the
requirements.
• To facilitate RISL in providing sign-off /acceptance PAT of web based application
software
• To facilitate RISL in providing sign-off /acceptance UAT of web based application
software
• To facilitate RISL in providing sign-off/acceptance final FAT of web based application
software and its integration with hardware and network components
• To facilitate RISL in providing acceptance of successful performance of web based
application software (post implementation)
• Periodic SLA monitoring of the system deployed by the successful bidder
• To ensure timely release of the payments as per agreed schedule
• The RHB shall be responsible to provide all the required consumables required for the
Project like printer toner cartridges, and backup media/ tapes etc.
• The RHB must ensure that all type of consumables required for the project, in sufficient
quantities, are readily available at each project location.
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c) DoIT&C GOR Rajasthan State Data Centre (RSDC)
• The core software application infrastructure and web based application software are
expected to be hosted at the RSDC. The data collected from all 9 circles offices, 12
independent divisional offices, 26 divisional offices and 30 cash collection centre will be
centrally stored at the RSDC.
• All services, applications and infrastructure to provide efficient delivery of G2G and G2C
services will be consolidated on RSDC.
• The SI will be provided with the requires hardware infrastructure for hosting web RHBMS
software applications. The list of infrastructure to be provided by RSDC has been
attached as Annexure18 of this RFP.
• RSDC will provide infrastructure such as firewall service, directory service, management
and data storage services, SMS and payment gateway which could be a shared
infrastructure to all the applications /departments in the RSDC.
• Some of the key functionalities of RSDC are Central Data Repository of the State, Secure
Data Storage, Disaster Recovery, Remote Management and Service Integration.
• RSDC will provide access and share middleware application software available at RSDC
(MS share point and omni docs) to build DMS and other applications.
• RSDC will provide SAN Storage, high speed (Fibre Channel)
• RSDC will provide SAN SATA and Tap liberary usable for archived data storage.
• RSDC will provide required number of Internal and external IP at data centre for the
RHBMS application.
• RSDC will be responsible to manage all servers and infrastructure to be used for
deployment of web based application software.
• RSDC will provide database cluster along with database admin access rights to SI for
manage database.
d) Responsibilities of System Integrator (SI) The detailed role & responsibilities of SI has already been described in the scope of work section 4 of
this RFP.
4.5. Project Deliverables, Milestones & Time Schedule In view of the volume and complexity of the RHBMS, bidder is expected to carry out all ground work for
implementation including documentation, coordination with GoR and other stakeholders of the project, site
survey etc. These reports or deliverables are to be submitted timely by bidder to the RISL / RHB to ensure the
timely and smooth execution of RHBMS project. Certain key deliverables are identified for each of the
parts/stages, which are mentioned hereunder. However, bidder has to prepare and submit any required
information in form of Reports / excel sheet / document desired by RISL related to RHBMS other than defined
hereunder in the table.
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The milestones and deliverables for the implementation of RHBMS project would be as follows:-
T= Date of work order
Phase wise Division
Phase -I
a. Estate Management System 1. Housing Sub-Module 2. Recovery Sub-Module 3. Lease System and Rental properties Sub-Module
b. Scheme Information System Module c. Application Digitization and Management tools
Phase –II
Project Monitoring Information System
Phase -III
Financial Accounting
1. Budget Planning and Allocation 2. Project Accounting 3. Book keeping & accounting
Phase-IV
Asset Management Module
Phase-V
Personnel and Payroll Module Phase-VI
Stores and Purchase Management System
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Milestone Deliverable (Reports/ Documents & Infra)
Phase Wise Time Line
1st 2nd 3rd 4th 5th 6th
Perform System Study & SRS (Para 4.2.1 b)
• Submission of SRS Software Requirement Specifications (SRS)
T1 = T+ 8 week (Includes 2 weeks for SRS approval)
T is event marked as date of Issue of work order by RISL/RHB)
T1 = T+ 8 week (Includes 2 weeks for SRS approval)
T is event marked as date of Issue of work order by RISL/RHB)
T1 = T+ 8 week (Includes 2 weeks for SRS approval)
T is event marked as date of Issue of work order by RISL/RHB))
T1 = T+ 8 week (Includes 2 weeks for SRS approval)
T is event marked as date of Issue of work order by RISL/RHB)
T1 = T+ 8 week (Includes 2 weeks for SRS approval)
T is event marked as date of Issue of work order by RISL/RHB)
T1 = T+ 8 week (Includes 2 weeks for SRS approval)
T is event marked as date of Issue of work order by RISL/RHB)
Development of Web Portal & RHBMS Application S/w (Para 4.2.1 c to 4.2.1 g
• System Design Document (SDD)
T2 = T1+ 2 weeks
T1 is event marked as date of SRS acceptance by RISL/RHB)
T2 = T1+ 2 week
T1 is event marked as date of SRS acceptance by RISL/RHB)
T2 = T1+ 2 week
T1 is event marked as date of SRS acceptance by RISL/RHB)
T2 = T1+ 2 week
T1 is event marked as date of SRS acceptance by RISL/RHB)
T2 = T1+ 2 week
T1 is event marked as date of SRS acceptance by RISL/RHB)
T2 = T1+ 2 week
T1 is event marked as date of SRS acceptance by RISL/RHB)
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Milestone Deliverable (Reports/ Documents & Infra)
Phase Wise Time Line
1st 2nd 3rd 4th 5th 6th
• Deployment of RHBMS application software and web portal on staging server
T4=T2+ 16 weeks
T4=T2+T3+ 12 weeks
T3 is event marked as date when RISL/RHB will provide formal letter for implementation of 2nd phase
T4=T2+T3+ 10 weeks
T3 is event marked as date when RISL/RHB will provide formal letter for implementation of 3rd phase
T4= T2+T3+ 10 weeks
T3 is event marked as date when RISL/RHB will provide formal letter for implementation of 4th phase
T4= T2+T3+ 10 weeks
T3 is event marked as date when RISL/RHB will provide formal letter for implementation of 5th phase
T4= T2+T3+ 10 weeks
T3 is event marked as date when RISL/RHB will provide formal letter for implementation of 6th phase
PAT Sign off (Partial Acceptance Test of RHBMS application)
• Testing Methodology including test cases and test plan
• (SI’s may host application on private server & provide access to RISL through Public IP over internet) and Test Results
T5= T4+1week T5=T4+1 week T5= T4+1week T5= T4+1 week T5= T4+1 week T5= T4+1
week
• Testing of application
T6= T4+4 weeks T6= T4+4
weeks
T6= T4+4 weeks T6= T4+4 weeks T6= T4+4 weeks T6= T4+4
weeks
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Milestone Deliverable (Reports/ Documents & Infra)
Phase Wise Time Line
1st 2nd 3rd 4th 5th 6th
UAT Sign off of User acceptance of RHBMS application
• Final Deployment of RHBMS application software and web portal on production server and integration with Email solution, SMS gateway and payment gateway
T7= T5+2 week T7= T5+2 week
T7= T5+2 week T7= T5+2 week T7= T5+2 week T7= T5+2 week
• Handing over of Source code and Server and client edition usage perpetual licenses in the name of the purchaser for the various third party utility tools/COTS used by the bidder to run the application.
T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week
Site Preparation, Procurement, Installation and commissioning of IT & Non IT infrastructure all project locations
as per BoM
• Hardware deployment plan, in accordance to Site survey, testing methodology and Bill of quantity agreeable to the RHB/RISL
T+4 weeks
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Milestone Deliverable (Reports/ Documents & Infra)
Phase Wise Time Line
1st 2nd 3rd 4th 5th 6th
annexure -2 (A) and (Para 4.2.2 of SoW)
• Item Delivery, installation and commissioning reports with specification of each item supplied at RHB HO
T11+4 week T11 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB HO
• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 9 Circle offices of RHB
T12+4 week
T12 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB CO
• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 12 Independent Division Offices of RHB
T13+4 week
T13 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB IDO
• Item Delivery,
installation and commissioning reports with specification of each item (from each location) at 26 Division Offices of RHB
T14+6 week T14 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB
division office
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Milestone Deliverable (Reports/ Documents & Infra)
Phase Wise Time Line
1st 2nd 3rd 4th 5th 6th
specification of each item (from each location) at 26 Division Offices of RHB
• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 5 Cash Collection Counter of RHB
T15+4 week
T15 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB CCC
Data Digitization
(Para 4.2.3 of SoW)
• Provide manpower to undertake data digitization of master data essential for UAT & Go live
• (Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w)
T6+ 4 weeks T6+ 4 weeks T6+ 4 weeks T6+ 4 weeks T6+ 4 weeks T6+ 4 weeks
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Milestone Deliverable (Reports/ Documents & Infra)
Phase Wise Time Line
1st 2nd 3rd 4th 5th 6th
• Provide manpower to undertake data digitization
• (Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w)
T16+24 weeks
T16 is the event marked when RISL/RHB will provide schedule to data digitization related to specific module
T16+4 weeks
T16 is the event marked when RISL/RHB will provide schedule to data digitization related to specific module
T16+5 weeks
T16 is the event marked when RISL/RHB will provide schedule to data digitization related to specific module
T16+4 weeks
T16 is the event marked when RISL/RHB will provide schedule to data digitization related to specific module
T16+4 weeks
T16 is the event marked when RISL/RHB will provide schedule to data digitization related to specific module
T16+4 weeks
T16 is the event marked when RISL/RHB will provide schedule to data digitization related to specific module
Training
Para 4.2.4 of SoW)
• Training Completion certificate to all Nominated employees of RHB as per SoW
• Trainees Feedback
T17+4 week
T17 is the event marked when RISL/RHB will provide schedule to conduct training related to specific module
T17+4 week
T17 is the event marked when RISL/RHB will provide schedule to conduct training related to specific module
T17+4 week
T17 is the event marked when RISL/RHB will provide schedule to conduct training related to specific module
T17+4 week
T17 is the event marked when RISL/RHB will provide schedule to conduct training related to specific module
T17+4 week
T17 is the event marked when RISL/RHB will provide schedule to conduct training related to specific module
T17+4 week
T17 is the event marked when RISL/RHB will provide schedule to conduct training related to specific module
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Milestone Deliverable (Reports/ Documents & Infra)
Phase Wise Time Line
1st 2nd 3rd 4th 5th 6th
GO-Live
• Installation Manuals
T7+1 week T7+1 week T7+1 week T7+1 week T7+1 week T7+1 week
• User manual (Role wise) with visual help kits
T7+1 week
T7+1 week T7+1 week T7+1 week T7+1 week T7+1 week
FAT (Final acceptance test of hardware/software and other infrastructure
T18=T7+2 week
T18=T7+1 week T18=T7+1 week T18=T7+1
week
T18=T7+1
week
T18=T7+1
week
Operation & Management (Post Go-Live)
Acceptance of Successfully Roll Out (Successfully rollout of Web portal & RHBMS application S/W for period of minimum 3 months at all project locations (Acceptance for successful performance from RHB/RISL)
Post –Go live for period of 3 months
• Acceptance Certificate from RHB/RISL
T18+12 weeks T18+12 weeks T18+12 weeks T18+12 weeks T18+12 weeks T18+12
weeks
Support RHBMS Application S/W
Successfully Completion activities related to
• MIS reports related to software application maintenance & support as
T18+4 years T18+4 years
T18 = date of Go
live of 2nd phase
T18+4 years
T18 = date of Go
live of 3rd phase
T18+4 years
T18 = date of
Go live of 4th
T18+4 years
T18 = date of
Go live of 5th
T18+4 years
T18 = date
of Go live of
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Milestone Deliverable (Reports/ Documents & Infra)
Phase Wise Time Line
1st 2nd 3rd 4th 5th 6th
maintenance of web portal & application S/w , defined in SoW section (para 4.2.7.4)
defined in Sow (Sr No 14 to 15.) Operation and maintenance
phase phase 6th phase
• Handing over yearly licence comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run phase-I application.
T18+1 week
for subsequent years it should be within one week from start of next O&M Year
T18+1 week for subsequent years it should be within one week from start of next O&M Year
T18+1 week for subsequent years it should be with in one week from start of next O&M Year
T18+1 week for subsequent years it should be within one week from start of next O&M Year
T18+1 week for subsequent years it should be within one week from start of next O&M Year
T18+1 week for subsequent years it should be within one week from start of next O&M Year
FMS During O&M Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M Phase of the project (4 Years from Go live of 1st Phase)
• Manpower Supply for period of 4 years at as per requirement mentioned in SoW (operation & maintenance) to manage services
T18+ 4 years from go live of 1st Phase
• MIS reports as per SOW ( S No 1 to 8 Para 4.2.5.4) Operation & maintenance
As per frequency defined in (Para 4.2.6.5)
• Helpdesk for the technical & functional scope
T18+ 4 years from go live of 1st Phase
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Milestone Deliverable (Reports/ Documents & Infra)
Phase Wise Time Line
1st 2nd 3rd 4th 5th 6th
Infrastructure & Hardware Maintenance at RHB Project Locations
Successfully Completion activities related to Hardware maintenance supplied at project location defined in SoW section (Para 4.2.5)
During O&M period of 4 years for maintenance of hardware supplied
• Quarterly Compliance Report on hardware complaints registered and solved to the hardware & software at RHB HQ
• MIS reports as per ( S No 9 Para 4.2.5.4) O&M
•
After go live of 1st Phase + Within 1 Week of end of each Quarter
• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Circle offices
• MIS reports as per (S No 10 Para 4.2.5.4) O&M
After go live of 1st Phase +Within 1 Week of end of each Quarter
• Quarterly Compliance Report for hardware complaints registered and
After go live of 1st Phase + Within 1 Week of end of each Quarter
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Milestone Deliverable (Reports/ Documents & Infra)
Phase Wise Time Line
1st 2nd 3rd 4th 5th 6th
resolved at RHB Independent Division offices
• MIS reports as per (S No 11 Para 4.2.5.4) O&M
• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Division offices
• MIS reports as per (S No 12 Para 4.2.5.4) O&M
After go live of 1st Phase + Within 1 Week of end of each Quarter
• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Cash Collection Counters
• MIS reports as per (S No 13 Para 4.2.5.4) O&M
After go live of 1st Phase + Within 1 Week of end of each Quarter
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• Deliverables/ Reports, if any, mentioned elsewhere in this RFP document would also be accounted for while ascertaining the successful completion of the respective Phase of the project and SI would submit the same as per the requirement of RISL/ RHB
• It may be also be noted that the time schedule for each milestone shown in the table above would be enforced independently, even though some of them are inter-dependent. This would have a cascading effect of penalties for delays in all other milestones dependent on the precedent milestone. Any delay in the approval of the deliverable(s) submitted by the SI to RISL/ RHB shall not account for the delay on SI’s part.
• The Purchaser may schedule data digitization and training in phase manner, the SI will adhere with time lines of the schedule
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5. INSTRUCTION TO BIDDERS AND BIDDING PROCESS 1. Sale of Tender/ Bidding Document
The complete bidding document would be available on the websites for the period as specified in the
NIT. The prospective bidders are permitted to download the bidding document from any of the
specified websites..
2. Clarifications to the Bidding Document a)If the prospective bidder has any doubts as to the meaning of any portion of the bidding
document, then he is allowed to refer the same to the tendering authority and get clarifications.
He may do so by contacting the tendering authority in writing at the tendering authority’s
address indicated in the NIT.
b)The Tendering authority/ Procurement Committee will respond in writing to any request for
clarification, provided that such request is received no later than 3 days after the Pre-bid
Meeting. All the prospective bidders must submit the prescribed RFP document fees before
submitting any such requests to the Tendering authority.
c) The Tendering authority shall forward copies of its response to all bidders who have purchased
the RFP document directly from it and shall also place it on the eProc website, including a
description of the inquiry but without identifying its source.
d)Should the Tendering authority deem it necessary to amend the Bidding Document as a result of
a clarification or otherwise, it shall do so by issuing a revised RFP/bidding document and/ or
Addendum/ Corrigendum. If need be, the deadline for submission of Bids may also be
extended in order to give reasonable time to the prospective Bidders to take into account the
amendment.
e)Post-bid clarifications, if any, will be sought only once. Hence, bidders are advised to prepare and
submit the bid accordingly and ensure that all the required documents are in place. Also,
clarifications shall be sought only for the bid/ documents submitted and no new documents
shall be accepted.
3) Pre-bid Conference/ Meeting a)The bidder or its official representative (not more than two representatives per bidder) may attend
the pre-bid meeting as per the details specified in NIT. The objective of this meeting is to
address the generic queries of the prospective bidders related to the Project/ bidding
document.
b)Only the bidders/ firms, who have purchased the bidding document from the office of the RISL or
have deposited the prescribed RFP document fee, are allowed to attend the pre-bid
conference/ meeting and submit their pre-bid queries in the specified format as provided in
Annexure 5. Bidders having purchased the bidding document are welcome to attend the pre-bid
meeting, even if they do not have any specific queries. Tendering authority shall respond to the
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queries of only those bidders who have purchased the bidding document till the day of pre-bid
meeting or within 3 days after the Pre-bid meeting.
c) As a result of discussions in the pre-bid conference, if modifications in the bidding document,
specifications of services and/ or goods are considered necessary, they may be done by
issuing an addendum/ corrigendum and its copies shall be sent through Email/ post to all the
bidders having purchased the bidding document. The corrigendum/ addendum and the Final
RFP/bidding document will be placed on the websites as specified in the NIT.
d)The tendering authority reserves the right not to respond to any/ all queries raised or clarifications
sought if, in their opinion and at their sole discretion, they consider that it would be
inappropriate to do so or do not find any merit in it.
4) Amendment of Bidding Document a)At any time prior to the deadline for submission of the Bids, the tendering authority may amend
the RFP/Bidding document by issuing Corrigendum/ Addendum.
b)Any Corrigendum/ Addendum issued shall be a part of the Bidding document and shall be
communicated in writing to all, who have purchased the RFP/Bidding document and on the
websites specified in NIT.
c) To give prospective Bidders reasonable time in which to take a Corrigendum/ Addendum into
account in preparing their proposals, the tendering authority may, at its discretion, extend the
deadline for the submission of the proposals.
d)Any change in date of submission and opening of bids would be published in appropriate manner
including the websites mentioned in the NIT.
5) Documents comprising the Bid a)A Single stage-Two envelope/ cover system shall be followed for the bid –
a. Technical bid (including the pre-qualification & technical documents)
b. Financial bid
Technical Bid shall include the following documents:-
S. No. Documents Type Document Format 1. Covering Letter – Technical Bid On bidder’s letter head duly signed
by authorized signatory (as per Annexure - 4)
2. Bidder’s Authorization Certificate As per Format given at Annexure – 7
3. Copy of board resolution/ Power of Attorney in favour of person signing the Letter of Authority at 2 above
Power of Attorney/ Copy of board resolution
Fee Details 4. Tender Fee Scanned copy of Fee Receipt 5. RISL Processing Fee Scanned copy of Fee Receipt
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6. EMD Scanned copy of DD/ Banker’s Cheque/ Bank Guarantee
Pre-Qualification Documents 7. Tender Form As per Annexure-6 8. Self-Declaration – No Blacklisting As per Annexure-8 9. All the documents mentioned in the “Eligibility
Criteria”, in support of the eligibility As per the format mentioned against the respective eligibility criteria clause
Technical Documents 10. Certificate of Conformity/ No-Deviation As per Annexure-9 11. Manufacturer’s Authorisation Form (MAF) As per Annexure-10 12. Undertaking of Authenticity of Computer
Equipments As per Annexure-11
13. Statement of Deviations As per Annexure-12 14. Compliance Report of Technical Specifications As per Annexure -3, along with
datasheet b)Financial bid shall include the following documents: -
S. No. Documents Type Document Format 1. Covering Letter – Financial Bid On bidder’s letter head duly signed
by authorized signatory 2. Finacial Bid As per Annexure-13, As per BoQ
(.XLS) on eProc website
c) The bidder should ensure that all the required documents, as mentioned in this RFP/bidding
document, are submitted along with the bid and in the prescribed format only. Non-submission
of the required documents or submission of the documents in a different format/ contents may
lead to the rejections of the bid proposal submitted by the bidder.
d)Post-bid clarifications, if any, will be sought only once. Hence, bidders are advised to prepare and
submit the bid accordingly and ensure that all the required documents are in place. Also,
clarifications shall be sought only for the bid/ documents submitted and no new documents
shall be accepted.
6) Cost of Bidding
The bidder shall bear all costs associated with the preparation and submission of its proposal,
and the tendering authority shall not be responsible or liable for those costs, regardless of the
conduct or outcome of the bidding process.
7) Language of Bids
The ebid, as well as all correspondence and documents relating to the bid exchanged by the
Bidder and the tendering authority, shall be written only in English language. Supporting
documents and printed literature that are part of the bid may be in another language provided
they are accompanied by an accurate translation of the relevant passages in English/ Hindi
language, in which case, for purposes of interpretation of the bid, such translation shall govern.
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8) Bid Prices a)All the Prices in financial bid must be specified in the BoQ file available at eProc and without
changing it form and type.
b)All the prices should be quoted only in Indian Rupees (INR) Currency.
c) Prices/ Rates shall be written both in words and figures. There should not be errors and/ or over-
writings. Corrections/ alterations, if any, should be made clearly and initialled with dates by the
authorized signatory.
d)All rates quoted must be FOR destination/ site where the IT/ Computer systems and allied items
are to be installed, and should include all incidental charges except Central/ Rajasthan VAT,
which should be shown separately in the Financial/ Commercial bid format only.
e)The prices quoted by the Bidder in the financial bid shall conform to the requirements specified
therein.
f) All the required items must be listed and priced separately in the financial bid. If a financial bid
shows items listed but not priced, their prices shall be assumed to be included in the prices of
other items. Items not listed in the financial bid shall be assumed not to be included in the bid,
and provided that the bid is substantially responsive, the corresponding adjustment shall be
applied in accordance with the provisions of bidding document.
g)The price to be quoted in the financial bid shall be the total price of the bid. Discount, if any,
should be included in the quoted price. Discounts of any type, indicated separately, will not be
taken into account for evaluation purposes.
h)The disaggregation of price components is required solely for the purpose of facilitating the
comparison of bids by the tendering authority. This shall not in any way limit the tendering
authority’s right to contract on any of the terms offered: -
i. For Goods offered from within/ outside the country.
ii. For Related Services whenever such Related Services are specified in the bidding
document.
9) Period of Validity of Bids a)Bids shall remain valid for the period of 180 days, as specified in NIT, after the bid submission
deadline date prescribed by the tendering authority. A bid valid for a shorter period shall be
rejected by the tendering authority as nonresponsive.
b)In exceptional circumstances, prior to the expiration of the bid validity period, the tendering
authority may request bidders to extend the period of validity of their bids. The request and the
responses shall be made in writing. If EMD is requested, it shall also be extended for a
corresponding period. A bidder may refuse the request without forfeiting its bid security i.e.
EMD. A bidder granting the request shall not be required or permitted to modify its bid.
c) If the validity of the EMD instrument expires before the bid validity period, the bidder will ensure
renewal / resubmission of EMD as and when asked for.
10) Format and Signing of Bid
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a)The bid forms/templates/annexure etc., wherever applicable, shall be typed or written in indelible
ink and shall be signed (all the pages) by a person duly authorized to sign, in token of
acceptance of all the terms and conditions of the bidding document. This authorization shall
consist of a written confirmation as specified in the bidding document and shall be attached to
the bid.
b)A written letter of Authorization accompanied by the board resolution/power of attorney must be
submitted as per Annexure – 7.
c) Any amendments such as interlineations, erasures, or overwriting shall be valid only if they are
signed or initialled by the authorized person signing the bid.
d)The bid, duly signed (digitally) by Authorized Signatory, should be uploaded on the eproc portal in
respective file/ format.
e)Bidders must submit their bids online at eproc portal. Bids received by another other means shall
not be accepted.
f) If bids are not submitted as per the details mentioned in this bidding document and eProc
website, the tendering authority shall reject the bid.
11) Withdrawal, Substitution, and Modification of Bids a) If permitted by the tendering authority, a Bidder may withdraw its bid or re-submit its bid
(technical and/ or financial cover) as per the instructions/ procedure mentioned at eProc
website under the section “Bidder’s Manual Kit”.
b) Bids withdrawn shall not be opened and processed further.
12) Bid Opening / Opening of Tenders a)The designated Procurement Committee will perform the bid opening, which is a critical event in
the bidding process.
b)The tendering authority shall conduct the bid opening at the address, date and time specified in
the NIT.
c) All the bids received up to the specified time and date in response to all the bid inquiries shall be
opened by the members of the designated Procurement Committee at the specified place, date
and time in the presence of bidders or their authorized representatives who may choose to be
present. Alternatively, the bidders may also view the bid opening status/ process online at
eProc website.
d)All the documents comprising of technical bid cover shall be opened & downloaded from the
eProc website (only for the bidder’s who have submitted the prescribed fee(s) to RISL).
e)All the technical bid covers, except the Financial cover, shall be opened one at a time, and the
following read out and recorded: the name of the bidder; the presence of the processing fee,
RFP document fee, EMD and any other details as the tendering authority may consider
appropriate.
f) The Tendering authority shall prepare a record of the bid opening that shall include, at a
minimum: the name of the bidder and the presence or absence of processing fee, RFP
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document fee, and EMD. The bidder’s representatives who are present shall be required to
sign the attendance sheet.
g)The Financial cover shall be kept unopened and shall be opened later on the date and time
intimated to the bidders who qualify in the evaluation of technical bids.
13) Evaluation / Selection Method A bidder would be selected on the basis of Least Cost Based Selection Method (LCBS) i.e. L1
method wherein an eligible bidder with adequate technical competence and the most competitive
(lowest) rates/ quote would be selected for the implementation of the project.
14) Guiding Principle for Evaluation of Bids a) The tendering authority shall strictly apply only and all of the evaluation and qualification criteria
specified in the bidding document.
b) The determination shall be based upon an examination of the documentary evidence of the
bidder’s qualifications and proposed solution submitted by the bidder.
15) Determination of eligibility and responsiveness a) A bidder shall be considered to be eligible if it meets the eligibility and technical evaluation criteria
mentioned in the RFP document.
b) A responsive bid would be the one that meets the requirements of the bidding document without
material deviation, reservation, or omission where: -
i. “Deviation” is a departure from the requirements specified in the bidding document;
ii. “Reservation” is the setting of limiting conditions or withholding from complete
acceptance of the requirements specified in the bidding document; and
iii. “Omission” is the failure to submit part or all of the information or documentation
required in the bidding document.
c) A material deviation, reservation, or omission is one that,
i. if accepted, would: -
a. affect in any substantial way the scope, quality, or performance of the Goods and
Related Services specified in the bidding document; or
b. limits in any substantial way, inconsistent with the bidding document, the tendering
authority’s rights or the bidder’s obligations under the proposed Contract; or
ii. if rectified, would unfairly affect the competitive position of other bidders presenting
responsive bids.
d) The tendering authority shall examine the technical proposals including the pre-qualification
documents.
e) Provided that a bid is substantially responsive, the tendering authority -
• may waive any nonconformity in the bid that does not constitute a material deviation,
reservation or omission.
• may request that the bidder submit the necessary information or documentation, within a
reasonable period of time, to rectify nonmaterial nonconformities or omissions in the bid
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related to documentation requirements. Requesting information or documentation on such
nonconformities shall not be related to any aspect of the price of the bid. Failure of the
bidder to comply with the request may result in the rejection of its bid.
• shall rectify nonmaterial nonconformities or omissions. To this effect, the bid price shall be
adjusted, for comparison purposes only, to reflect the price of the missing or non-
conforming item or component. The adjustment shall be made using the method indicated
in pre-qualification and Evaluation Criteria of this bidding document.
f) The eligible bidders whose bid is determined to be substantially responsive shall be considered to
be qualified in the technical evaluation, unless disqualified pursuant to clause 17 or 18, and shall
be informed in writing about the date, time and place of opening of their financial bids.
g) The firms which could not qualify in technical evaluation will be informed about this fact. Their
financial bid will be returned unopened and EMD refunded after completion of the bid process i.e.
award of the contract to the best/ successful bidder.
16) Conflict of Interest a) RISL 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 RISL's
Procurement Ethics requirement that bidders, suppliers, and contractors under contracts, observe
the highest standard of ethics, RISL 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.
b) 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.
c) It may be considered to be in a conflict of interest with one or more parties in the bidding process
if
i. they have controlling shareholders in common; or
ii. it receives or have received any direct or indirect subsidy from any of them; or
iii. they have the same legal representative for purposes of the Bid; or
iv. they have a relationship with each other, directly or through common third parties, that puts
them in a position to have access to information about or influence on the Bid of another
Bidder, or influence the decisions of the tendering authority regarding this bidding process.
17. Confidentiality
a) Information relating to the examination, evaluation, comparison, and post qualification of bids, and
recommendation of contract award, shall not be disclosed to bidders or any other persons not
officially concerned with such process until publication of the Contract award.
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b) Any attempt by a bidder to influence the tendering authority or other officials in the examination,
evaluation, comparison, and post qualification of the bids or Contract award decisions may result
in the rejection of his bid.
c) From the time of bid opening to the time of Contract award, if any bidder wishes to contact the
tendering authority on any matter related to the bidding process, he is allowed to do so in writing.
18. Clarification of Bids
a) To assist in the examination, evaluation, comparison and post qualification of the bids, the
tendering authority may, at its discretion, ask any bidder for a clarification of his bid. The
tendering authority’s request for clarification and the response shall be either in writing or by
uploading the details on the websites mentioned in the NIT.
b) Any clarification submitted by a bidder with regard to his bid that is not in response to a request
by the tendering authority shall not be considered.
c) No change in the prices or substance of the bid shall be sought, offered, or permitted, except to
confirm the correction of arithmetic errors discovered by the tendering authority in the evaluation
of the Commercial/ Financial Bids.
19. Evaluation of Technical Bids
a) The technical evaluation shall be completed by the designated Procurement Committee as early
as possible after opening of technical bids.
b) After approval of the technical evaluation by tendering authority, the firms which qualified in the
technical evaluation shall be informed in writing or by uploading the details on the websites
mentioned in the NIT about the date, time and place of opening of their financial bids.
c) The firms who could not qualify in technical evaluation will be informed about this fact and their
EMD will be refunded after completion of the tender process i.e. award of the contract to the best/
successful bidder.
20. Evaluation of Financial Bids
a) The financial bids cover of bidders who qualify in technical evaluation shall be opened online at
the notified time, date and place by the members of the designated Procurement Committee in
the presence of the bidders or their representatives who choose to be present. Alternatively, the
bidders may also view the financial bid opening status/ process online at eProc website.
b) The Process of opening of financial bids/covers shall be similar to that of technical bids.
c) The names of the firms, the rates given by them, shall be read out and recorded in tender
opening register.
d) to evaluate a bid, the tendering authority shall consider the following: -
i. the bid price as quoted in accordance with bidding document.
ii. price adjustment for correction of arithmetic errors in accordance with bidding
document.
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e) The tendering authority’s evaluation of a bid will exclude and not take into account -
i. in the case of goods, Rajasthan VAT but Central Sales Tax shall be considered for
purposes of comparison; and
f) The evaluation shall include all costs and all taxes and duties applicable to the bidder as per law
of the Central/ State Government/ Local Authorities. Treatment of CenVAT/ VAT etc. would,
however, be as per Clause No. 23 below.
21. Correction of Arithmetic Errors
Provided that the Bid is substantially responsive, the competent Procurement Committee shall
correct arithmetical errors on the following basis: -
i. if there is a discrepancy between the unit price and the total price that is obtained by
multiplying the unit price and quantity, the unit price shall prevail and the total price shall be
corrected, unless in the opinion of the tendering authority there is an obvious misplacement
of the decimal point in the unit price, in which case the total price as quoted shall govern
and the unit price shall be corrected;
ii. if there is an error in a total corresponding to the addition or subtraction of subtotals, the
subtotals shall prevail and the total shall be corrected; and
iii. if there is a discrepancy between words and figures, the amount in words shall prevail,
unless the amount expressed in words is related to an arithmetic error, in which case the
amount in figures shall prevail subject to (i) and (ii) above.
22. Comparison of Rates of firms outside and those in Rajasthan
While tabulating the bids of those firms which are not entitled to price preference, the element of
Rajasthan VAT shall be excluded from the rates quoted by the firms of Rajasthan and the element
of Central VAT shall be included in the rates of firms outside Rajasthan. In such case, if the price of
any commodity being offered for sale by firms in Rajasthan is the same or lower (excluding element
of Rajasthan Sales Tax) than the price of firm outside Rajasthan (including element of Central
Sales Tax), the commodity shall be purchased from the firm in Rajasthan.
23. Margin of Preference/ Price Preference
No margin of preference/ price preference shall be given to the goods produced or manufactured by
Industries of Rajasthan over goods produced or manufactured by Industries outside Rajasthan.
24. Price Negotiations: No price negotiation shall be held by the purchaser with a
bidder with respect to a bid submitted by him
25. Comparison of bids and determination of the best value bid
The tendering authority shall compare responsive bids of all eligible bidders to determine the best
value bid, in accordance with the evaluation criteria given in this RFP.
26. Tendering authority’s Right to Accept/ Reject any or all of the Bids
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The tendering authority reserves the right to accept or reject any Bid, and to annul the bidding
process and reject all Bids at any time prior to Contract award, without thereby incurring any liability
to the Bidders.
27. Right to vary Quantities
a) At the time the Contract is awarded, the quantity of Goods and Related Services originally
specified in the bidding document may be increased or decreased, provided this change does not
exceed the limits/ ceilings of minimum and maximum quantity, if any, indicated in the bidding
document, and without any change in the unit prices or other terms and conditions of the bid and
the bidding document.
b) The tendering authority reserves the right to increase the quantity of goods and scope of services
originally specified in the bidding document by 25% and without any change in the unit prices or
other terms and conditions of the bid and the bidding document.
c) Repeat orders may also be placed with the consent of the contractor/ supplier on the rates and
conditions given in the bidding document provided that the repeat orders are up to 50% of the
quantity originally purchased and the period is not more than one month from the date of expiry of
last supply (i.e., delivery) and that the original order was given after inviting open tenders/ bids.
The delivery/ completion period will also be proportionately increased.
d) If the tendering authority does not purchase any of the tendered articles or purchases less than
the quantity/ indicated in the tender form, the bidder shall not be entitled to claim any
compensation.
28) Disqualification
Tendering authority may at its sole discretion and at any time during the processing of bids,
disqualify any bidder/ proposal from the bid process if the bidder: -
a) Has not submitted the bid in accordance with the bidding document.
b) Has submitted bid without submitting the prescribed Tender Fee, RISL Processing Fee,
EMD or the Bidder's authorisation certificate/ Power of Attorney.
c) Has imposed conditions in his bid.
d) During validity of the bid or its extended period, if any, increases his quoted prices.
e) Has made misleading or false representations in the forms, statements and attachments
submitted in proof of the eligibility requirements.
f) Has failed to provide clarifications related thereto, when sought.
g) Has submitted more than one bid. This will cause disqualification of all bids submitted by
such bidders including forfeiture of the EMD.
h) Is found to canvass, influence or attempt to influence in any manner for the qualification or
selection process, including without limitation, by offering bribes or other illegal gratification.
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29. Acceptance of the Tender / Bid and Notification of Award
a) Prior to the expiration of the period of bid validity, the tendering authority shall notify the
successful Bidders, in writing, that their Bids have been accepted.
b) The tendering authority shall award the Contract to the Bidders whose offer have been
determined to be the best Bid and are substantially responsive to the Bidding Document,
provided further that the Bidders are determined to be qualified to perform the Contract
satisfactorily.
c) Decision on tenders shall be taken within original validity period of offers. If the decision on
acceptance or rejection of a tender cannot be taken within the original bid validity period due to
unavoidable circumstances, all the bidders shall be requested to extend validity period of their
bids up to a specified date.
d) As soon as a bid is accepted by the tendering authority, its written intimation would be sent to the
concerned bidder. If the issuance of formal Work Order is likely to take time, a Letter of Intent
(LOI) may be sent in the meanwhile. In the same intimation the bidder may be asked to execute
an agreement in prescribed format on a non-judicial stamp of prescribed value and deposit the
amount of prescribed performance security deposit within 15 days from the date of issue of
acceptance.
e) The acceptance of an offer is complete as soon as the letter of communication is posted to the
correct address of the bidder.
f) The acceptance of the bid shall also be placed on website of RHB and RISL for general
information to all.
g) The EMD of the bidders whose bids could not be accepted shall be refunded soon after the
agreement with the successful bidder is executed and his performance security deposit is
obtained. Until a formal Contract is prepared and executed, the notification of award shall
constitute a binding Contract.
30. Signing of Contract
a) Promptly after notification of award, the tendering authority shall send to the successful Bidders
the Contract Agreement including “Special Conditions of Contract.
b) Within fifteen (15) days of receipt of the Letter of Intent from the tendering authority, the
successful Bidders shall sign, date, and return the Contract Agreement to the tendering authority.
31. Performance Security Deposit (PSD)
a) Within fifteen (15) days of the receipt of notification of award from the tendering authority, the
successful Bidder shall furnish the Performance Security Deposit (PSD) @5% of the total
agreed/ordered project value.
b) Failure of the successful bidder to submit the aforementioned PSD or sign the Contract
Agreement shall constitute sufficient grounds for the annulment (cancellation/ termination) of the
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award and forfeiture of the EMD. In that event the tendering authority may award the Contract to
the next best value bidder whose offer is valid and substantially responsive and is determined by
the tendering authority to be qualified to perform the Contract satisfactorily.
32. Reservation of Rights
To take care of unexpected circumstances, RISL / RHB shall reserve the rights for the following: -
a) Extend the Closing Date for submission of the proposals.
b) Amend the bidding requirements at any time prior to the closing date, with the amendment being
notified to prospective bidders and on the respective websites.
c) Allow a bidder to change its technical proposal if the same opportunity is given to all bidders but
before the opening of financial bids.
d) To accept any bid not necessarily the lowest, reject any bid without assigning any reasons and
accept bid for all or anyone or more of the articles/services for which bid has been invited or
distribute items of stores/services to more than one bidder.
e) Terminate or abandon the bidding procedure or the entire project whether before or after the
receipt of bid proposals.
f) Seek the advice of external consultants to assist RISL / RHB in the evaluation or review of
proposals.
g) Make enquiries of any person, company or organization to ascertain information regarding the
bidder and its proposal.
h) Reproduce for the purposes of the procedure the whole or any portion of the proposal despite any
copyright or other intellectual property right that may subsist in the proposal.
33. Monitoring of Contract
a) An officer or a committee of officers named Contract Monitoring Committee (CMC) may be
nominated by tendering authority to monitor the progress of the contract during its delivery period.
b) During the delivery period the CMC shall keep a watch on the progress of the contract and shall
ensure that quantity of goods and service delivery is in proportion to the total delivery period
given, if it is a severable contract, in which the delivery of the goods and service is to be obtained
continuously or is batched. If the entire quantity of goods and service is to be delivered in the
form of completed work or entire quantity of goods and service is to be delivered in the form of
completed work or entire contract like fabrication work, the process of completion of work may be
watched and inspections of the selected bidders premises where the work is being completed,
may be inspected.
c) If delay in delivery of goods and service is observed a performance notice would be given to the
selected bidder to speed up the delivery.
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d) Any change in the constitution of the firm, etc. shall be notified forth with by the contractor in
writing to the tendering authority and such change shall not relieve any former member of the
firm, etc., from any liability under the contract.
e) No new partner/ partners shall be accepted in the firm by the selected bidder in respect of the
contract unless he/ they agree to abide by all its terms, conditions and deposits with the tendering
authority through a written agreement to this effect. The bidder’s receipt for acknowledgement or
that of any partners subsequently accepted as above shall bind all of them and will be sufficient
discharge for any of the purpose of the contract.
The selected bidder shall not assign or sub-let his contract or any substantial part thereof to any other
agency without the permission of tendering authority.
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6. TERMS AND CONDITIONS, OF TENDER & CONTRACT
Definitions
For the purpose of clarity, the following words and expressions shall have the meanings hereby assigned
to them: -
a) “Contract” means the agreement entered into between the Purchaser and the Supplier, together with
the contract documents referred to therein, including all attachments, appendices, and all documents
incorporated by reference therein.
b) “Contract Documents” means the documents listed in the agreement, including any amendments
thereto.
c) “Contract Price” means the price payable to the Supplier as specified in the agreement, subject to
such additions and adjustments thereto or deductions there from, as may be made pursuant to the
Contract.
d) “Day” means calendar day.
e) “Delivery” means the transfer of the Goods from the Supplier to the Purchaser in accordance with the
terms and conditions set forth in the Contract.
f) “Completion” means the fulfilment of the related services by the Supplier in accordance with the terms
and conditions set forth in the contract.
g) “Goods” means all of the commodities, raw material, machinery and equipment, and/or other
materials that the Supplier is required to supply to the Purchaser under the contract.
h) “Purchaser” means the entity purchasing the Goods and Related Services, as specified in the bidding
document.
i) “Related Services” means the services incidental to the supply of the goods, such as insurance,
installation, training and initial maintenance and other similar obligations of the Supplier under the
Contract.
j) “Subcontractor” means any natural person, private or government entity, or a combination of the
above, including its legal successors or permitted assigns, to whom any part of the Goods to be
supplied or execution of any part of the Related Services is subcontracted by the Supplier.
k) “Supplier” means the person, private or government entity, or a combination of the above, whose bid
to perform the Contract has been accepted by the Purchaser and is named as such in the
Agreement, and includes the legal successors or permitted assigns of the Supplier.
l) “The Site,” where applicable, means the project places named in the bidding document.
A) General Conditions of the Bid
1. Income Tax and VAT Registration and VAT Clearance Certificate No Dealer who does not hold PAN from Income Tax department and who is not registered under the
Sales Tax Act prevalent in the State where his business is located shall bid. The VAT Registration
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Number should be quoted and a VAT clearance certificate from the Commercial Taxes Officer of the
Circle concerned valid on the date of submission of bid shall be submitted without which the bid is
liable to rejection.
2. Contract Documents Subject to the order of precedence set forth in the Agreement, all documents forming the Contract
(and all parts thereof) are intended to be correlative, complementary, and mutually explanatory.
3. Interpretation a) If the context so requires it, singular means plural and vice versa.
b) Commercial Terms: The meaning of any trade term and the rights and obligations of parties there
under shall be as prescribed by commercial terms. All the terms shall be governed by the rules
prescribed in the current edition of commercial terms, published by the Indian Chamber of
Commerce at the date of the Invitation for Bids or as specified in the bidding document.
c) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser and the
Supplier and supersedes all communications, negotiations and agreements (whether written or
oral) of parties with respect thereto made prior to the date of Contract.
d) Amendment: No amendment or other variation of the Contract shall be valid unless it is in writing,
is dated, expressly refers to the Contract, and is signed by a duly authorized representative of
each party thereto.
e) Non-waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or indulgence by
either party in enforcing any of the terms and conditions of the Contract or the granting of time by
either party to the other shall prejudice, affect, or restrict the rights of that party under the
Contract, neither shall any waiver by either party of any breach of Contract operate as waiver of
any subsequent or continuing breach of Contract.
f) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing, dated,
and signed by an authorized representative of the party granting such waiver, and must specify
the right and the extent to which it is being waived.
g) Severability: If any provision or condition of the Contract is prohibited or rendered invalid or
unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or
enforceability of any other provisions and conditions of the Contract.
4. Language a) The Contract as well as all correspondence and documents relating to the Contract exchanged by
the Supplier/ successful bidder and the Purchaser, shall be written in English language only or as
specified in the special conditions of the contract. Supporting documents and printed literature
that are part of the Contract may be in another language provided they are accompanied by an
accurate translation of the relevant passages in the language specified in the special conditions
of the contract, in which case, for purposes of interpretation of the Contract, this translation shall
govern.
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b) The Supplier/ successful bidder shall bear all costs of translation to the governing language and
all risks of the accuracy of such translation.
5. Eligible Goods and Related Services a) For purposes of this Clause, the term “goods” includes commodities, raw material, machinery,
equipment, and industrial plants; and “related services” includes services such as insurance,
transportation, installation, and commissioning, training, and initial maintenance.
b) Bids for articles marked in the BOM (Annexure 2) should be the ones which are produced in
volume and are used by a large number of users in India/ abroad should be encouraged. All
products quoted by the suppliers/ bidders must be associated with specific model numbers, item
code and names and with printed literature describing configuration and functionality. Any
deviation from the printed specifications should be clearly mentioned in the offer document by the
bidders/ suppliers.
c) The OEM/ Vendor must have its own registered spares depot in India having adequate inventory
of the equipment being quoted for providing the necessary spares within next business day or
maximum 30 hours.
d) The OEM/ Vendor should have its direct representation in India in terms of registered office for at
least past 4 years. The presence through any Distribution/ System Integration partner agreement
will not be accepted.
e) Bidder must quote products in accordance with above clause “Eligible goods and related
services”.
f) The OEM/ Vendor whose equipments are being quoted shall have Technical Support/ Assistance
Centre to provide 24x7 support over toll free numbers as well as web-based support.
6. Notices a) Any Notice given by one party to the other pursuant to the Contract shall be in writing to the
address specified in the contract. The term “in writing” means communicated in written form with
proof of receipt.
b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is later.
7. Governing Law The Contract shall be governed by and interpreted in accordance with the laws of the Rajasthan
State/ the Country (India), unless otherwise specified in the contract.
8. Scope of Supply a) Subject to the provisions in the bidding document and contract, the Goods and Related Services
to be supplied shall be as specified in Scope of Work/ Schedule of Supply section of the bidding
document.
b) Unless otherwise stipulated in the Contract, the scope of supply shall include all such items not
specifically mentioned in the Contract but that can be reasonably inferred from the Contract as
being required for attaining delivery and completion of the goods and related services as if such
items were expressly mentioned in the Contract.
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c) The bidder shall not quote and supply and hardware/ software that is likely to be declared as End
of Sale in next 6 months and End of Service/ Support for a period of 5 Years from the last date of
bid submission. OEMs are required to mention this in the MAF for all the quoted hardware/
software. If any of the hardware/ software is found to be declared as End of Sale/ Service/
Support, then the bidder shall replace all such hardware/ software with the latest ones having
equivalent or higher specifications without any financial obligation to the purchaser.
9. Delivery & Installation a) Subject to the conditions of the contract, the delivery of the goods and completion of the related
services shall be in accordance with the delivery and completion schedule specified in the bidding
document. The details of supply/ shipping and other documents to be furnished by the Supplier
are specified in the bidding document and/ or contract.
b) The Contract for the supply can be repudiated at any time by the Purchase Officer, if the supplies
are not made to his satisfaction after giving an opportunity to the bidder of being heard and
recording the reasons for repudiation.
c) The Supplier/ Bidder shall arrange to supply, install and commission the ordered materials/
system as per specifications within the specified delivery/ completion period at various
departments and/ or their offices/ locations mentioned in purchase order.
d) Shifting the place of Installation: The user will be free to shift the place of installation within the
same city /town/ district/ division. The supplier shall provide all assistance, except transportation,
in shifting of the equipment. However, if the city/town is changed, additional charges of
assistance in shifting and providing maintenance services for remaining period would be decided
mutually.
10. Supplier’s/ Bidder’s Responsibilities The Supplier/ Bidder shall supply all the goods and related services included in the scope of supply in
accordance with the provisions of bidding document and/ or contract.
11. Purchaser’s Responsibilities a) Whenever the supply of goods and related services requires that the Supplier/ Bidder obtain
permits, approvals, and import and other licenses from local public authorities, the Purchaser
shall, if so required by the Supplier/ Bidder, make its best effort to assist the Supplier/ Bidder in
complying with such requirements in a timely and expeditious manner.
b) The Purchaser shall pay all costs involved in the performance of its responsibilities, in
accordance with the general conditions of the contract.
12. Contract Price a) The Contract Price shall be paid as specified in the contract subject to any additions and
adjustments thereto, or deductions there from, as may be made pursuant to the Contract.
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b) Prices charged by the Supplier/ Bidder for the Goods delivered and the Related Services
performed under the Contract shall not vary from the prices quoted by the Supplier/ Bidder in its
bid, with the exception of any price adjustments authorized in the special conditions of the
contract.
13. Recoveries from Suppliers/ Bidders a) Recovery of liquidated damages, short supply, breakage, rejected articles shall be made
ordinarily from bills.
b) The Purchase Officer shall withhold amount to the extent of short supply, broken/damaged or for
rejected articles unless these are replaced satisfactorily. In case of failure to withhold the amount,
it shall be recovered from his dues and performance security deposit.
c) The balance, if any, shall be demanded from the Supplier/ Bidder and when recovery is not
possible, the Purchase Officer shall take recourse to law in force.
14. Taxes & Duties a) The income tax, service tax, value added tax, etc. if applicable shall be deducted at source from
the payment to the Supplier/ Bidder as per the law in force at the time of execution of contract.
b) The entry tax, if applicable shall be deducted at source and deposited in the government treasury
in proper revenue receipt head of account.
c) For goods supplied from outside India, the Supplier shall be entirely responsible for all taxes,
stamp duties, license fees, and other such levies imposed outside the country.
d) For goods supplied from within India, the Supplier shall be entirely responsible for all taxes,
duties, license fees, etc., incurred until delivery of the contracted Goods to the Purchaser.
e) Revision in VAT and Service Tax shall be on account of the tendering authority if it has been
asked for separately in the financial bid and is not taken into account for the purpose of
comparison of bids. If, however, they have not been asked for separately, any benefit or
additional cost will be on account of the bidder. Revision of any other tax or duty shall be on
account of the bidder.
f) If any tax exemptions, reductions, allowances or privileges may be available to the Supplier in
India, the Purchaser shall use its best efforts to enable the Supplier to benefit from any such tax
savings to the maximum allowable extent.
15. Performance Security Deposit (PSD) a) In case of successful Supplier/ Bidder, the Earnest Money will be adjusted in arriving at the
amount of the Performance Security Deposit.
b) The Supplier/ Bidder shall, within fifteen (15) days of the notification of Contract award, provide a
Performance Security deposit for the due performance of the Contract in the amounts and
currencies specified in the contract.
c) The proceeds of the Performance Security deposit shall be payable to the Purchaser as
compensation for any loss resulting from the Supplier’s/ Bidder’s failure to complete its
obligations under the Contract.
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d) Form of Performance Security deposit: Performance Security Deposit (PSD) in the form of cash
will not be accepted. It may be deposited in the form of Bank Draft or Banker’s Cheque. The
concerned Procurement Committee may also permit to accept full amount or part of PSD in the
form of a Bank Guarantee in case the amount of PSD exceeds Rupees 10 Lacs. The other form
of security money shall be Post-office Savings Bank Pass Book duly pledged or National Savings
Certificates, Defence Savings Certificates. Kisan Vikas Patras, or any other script/ instrument
under National Savings Schemes for promotion of small savings, if the same can be pledged.
These certificates shall be accepted at surrender value. The competent Purchase Committee
may permit to deposit Bank Guarantee in part or full if the amount of Performance Security
deposit exceeds Rupees 10 Lacs.
e) Refund of Performance Security deposit: The Performance Security deposit shall be refunded
within two months from the expiry of the term of contract.
f) Forfeiture of Performance Security deposit: Performance Security deposit shall be forfeited in the
following cases: -
i. When any terms and condition of the contract is breached.
ii. When the Supplier/ Bidder fail to commence supply or stops making the supplies or fail to
provide deliverables after partially executing the purchase/ work order.
iii. To adjust any dues against the firm from any other contract with RISL.
g) No interest will be paid by RISL on the amount of earnest money and performance security
deposit.
h) Proper notice will be given to the Supplier/ Bidder with reasonable time before earnest money/
performance security deposit is forfeited.
i) Forfeiture of earnest money / performance security deposit shall be without prejudice to any other
right of RISL to claim any damages as admissible under the law as well as to take such action
against the Supplier/ Bidder such as severing future business relation or black listing, etc.
16. Copyright a) The application developed along with source code, documentation and IPR will be the sole
property of Purchaser.
b) The selected bidder shall indemnify RISL against all third-party claims of infringement of patent,
copy right, trademark or industrial design rights arising from use of the goods or any part thereof
in India.
c) The ownership of the source code of the application developed by the SI should be transferred to
RHB or to RISL / Department of IT, Govt. of Rajasthan and also the SI is not supposed to use the
same for any other Government projects without the prior written consent of RHB / RISL or
Department of IT, Govt. of Rajasthan.
d) In case of third party tools/ application been used for application development then all the
required users base licenses or Process Base Licence of third party tools/application should be in
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the name of RISL / RHB only. This licence should have provision to download updates for
respective application for at least period of 3 years.
17. Confidential Information a) The Purchaser and the Supplier/ Bidder shall keep confidential and shall not, without the written
consent of the other party hereto, divulge to any third party any documents, data, or other
information furnished directly or indirectly by the other party hereto in connection with the
Contract, whether such information has been furnished prior to, during or following completion or
termination of the Contract.
b) The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such documents,
data, and other information it receives from the Purchaser to the extent required for the
Subcontractor to perform its work under the Contract, in which event the Supplier/ Selected
Bidder shall obtain from such Subcontractor an undertaking of confidentiality similar to that
imposed on the Supplier/ Selected Bidder
c) The Purchaser shall not use such documents, data, and other information received from the
Supplier/ Bidder for any purposes unrelated to the Contract. Similarly, the Supplier/ Bidder shall
not use such documents, data, and other information received from the Purchaser for any
purpose other than the design, procurement, or other work and services required for the
performance of the Contract.
d) The obligation of a party under sub-clauses above, however, shall not apply to information that: -
i. the Purchaser or Supplier need to share with the RHB / RISL or other institutions participating
in the Contract;
ii. now or hereafter enters the public domain through no fault of that party;
iii. can be proven to have been possessed by that party at the time of disclosure and which was
not previously obtained, directly or indirectly, from the other party; or
iv. otherwise lawfully becomes available to that party from a third party that has no obligation of
confidentiality.
e) The above provisions shall not in any way modify any undertaking of confidentiality given by
either of the parties hereto prior to the date of the Contract in respect of the supply or any part
thereof.
f) The provisions of this clause shall survive completion or termination, for whatever reason, of the
Contract.
18. Sub-contracting a) Unless otherwise specified in the Contract, the bidder shall not assign or sub-let his contract or
any substantial part thereof to any other agency without the permission of Purchasing Authority.
b) If permitted, the bidder shall notify the Purchaser in writing of all subcontracts awarded under the
Contract if not already specified in the Bid. Subcontracting shall in no event relieve the Supplier
from any of its obligations, duties, responsibilities, or liability under the Contract.
c) Subcontracts shall comply with the provisions of bidding document and/ or contract.
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19. Specifications and Standards a) All articles supplied shall strictly conform to the specifications, trademark laid down in the tender
form and wherever articles have been required according to ISI/ ISO/ other applicable
specifications/ certifications/ standards, those articles should conform strictly to those
specifications/ certifications/ standards. The supply shall be of best quality and description. The
decision of the competent authority/ purchase committee whether the articles supplied conforms
to the specifications shall be final and binding.
b) Technical Specifications and Drawings
i. The Supplier/ Bidder shall ensure that the goods and related services comply with the
technical specifications and other provisions of the Contract.
ii. The Supplier/ Bidder shall be entitled to disclaim responsibility for any design, data, drawing,
specification or other document, or any modification thereof provided or designed by or on
behalf of the Purchaser, by giving a notice of such disclaimer to the Purchaser.
iii. The goods and related services supplied under this Contract shall conform to the standards
mentioned in bidding document and, when no applicable standard is mentioned, the standard
shall be equivalent or superior to the official standards whose application is appropriate to the
country of origin of the Goods.
c) Wherever references are made in the Contract to codes and standards in accordance with which
it shall be executed, the edition or the revised version of such codes and standards shall be those
specified in the bidding document. During contract execution, any changes in any such codes and
standards shall be applied only after approval by the Purchaser and shall be treated in
accordance with the general conditions of the contract.
20. Packing and Documents a) The Supplier/ Bidder shall provide such packing of the Goods as is required to prevent their
damage or deterioration during transit to their final destination, as indicated in the Contract.
During transit, the packing shall be sufficient to withstand, without limitation, rough handling and
exposure to extreme temperatures, salt and precipitation, and open storage. Packing case size
and weights shall take into consideration, where appropriate, the remoteness of the final
destination of the Goods and the absence of heavy handling facilities at all points in transit.
b) The packing, marking, and documentation within and outside the packages shall comply strictly
with such special requirements as shall be expressly provided for in the Contract, including
additional requirements, if any, specified in the contract, and in any other instructions ordered by
the purchaser.
21. Insurance a) Unless otherwise specified in the contract, the Goods supplied under the Contract shall be fully
insured against loss by theft, destruction or damage incidental to manufacture or acquisition,
transportation, storage, fire, flood, under exposure to weather and delivery, in accordance with
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the applicable terms or in the manner specified in the contract. The insurance charges will be
borne by the supplier and Tendering Authority will not be required to pay such charges if incurred.
b) The goods will be delivered at the FOR destination in perfect condition.
22. Transportation a) Unless otherwise specified in the contract, obligations for transportation of the Goods shall be in
accordance with the commercial terms specified in the bidding document.
b) The bidder shall be responsible for the proper packing so as to avoid damage under normal
conditions of transport by sea, rail and road or air and delivery of the material in the good
condition to the consignee at destination. In the event of any loss, damage, breakage or leakage
or any shortage the bidder shall be liable to make good such loss and shortage found at the
checking/ inspection of the material by the consignee. No extra cost on such account shall be
admissible.
c) All goods must be sent freight paid through Railways or goods transport. If goods are sent freight
to pay, the freight together with departmental charge @ 5% of the freight will be recovered from
the supplier’s bill.
23. Inspection a) The Purchase Officer or his duly authorized representative shall at all reasonable time have
access to the suppliers premises and shall have the power at all reasonable time to inspect and
examine the materials and workmanship of the goods/ equipment/ machineries during
manufacturing process or afterwards as may be decided.
b) The supplier shall furnish complete address of the premises of his factory, office, go-down and
workshop where inspection can be made together with name and address of the person who is to
be contacted for the purpose. In case of those dealers who have newly entered in business, a
letter of introduction from their bankers will be necessary.
c) After successful inspection it will be supplier’s responsibility to dispatch and install the equipment
at respective locations without any financial liability to the Purchaser. However, supplies when
received at respective locations shall be subject to inspection to ensure whether they conform to
the specification.
24. Testing charges
Testing charges shall be borne by the RISL. In case urgent testing is desired to be arranged by the
bidder or in case of test results showing that supplies are not upto the prescribed standards or
specifications, the testing charges shall be payable by the bidder.
25. Rejection a) Articles not approved during inspection or testing shall be rejected and will have to be replaced by
the bidder at his own cost within the time fixed by the Purchase Officer.
b) If, however, due to exigencies of RISL / RHB’s work, such replacement either in whole or in part,
is not considered feasible, the Purchase Officer after giving an opportunity to the bidder of being
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heard shall for reasons to be recorded, deduct a suitable amount from the approved rates. The
deduction so made shall be final.
c) The rejected articles shall be removed by the bidder within 15 days of intimation of rejection, after
which Purchase Officer shall not be responsible for any loss, shortage or damage and shall have
the right to dispose of such articles as he thinks fit, at the bidder’s risk and on his account.
26. Extension in Delivery Period and Liquidated Damages (LD) a) Except as provided under clause “Force Majeure”, if the Supplier/ Bidder fails to deliver any or all
of the Goods or perform the Related Services within the period specified in the Contract, the Purchaser may without prejudice to all its other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the percentage specified in the conditions of the Contract Price for each week or part thereof of delay until actual delivery or performance, up to a maximum deduction of the percentage specified in the bidding document and/ or contract. Once the maximum is reached, the Purchaser may terminate the Contract pursuant to clause “Termination”.
b) The time specified for delivery in the tender document shall be deemed to be the essence of the contract and the successful bidder shall arrange supplies within the specified period.
c) Delivery and installation/ completion period may be extended with or without liquidated damages if the delay in the supply of goods or service is on account of hindrances beyond the control of the bidder.
i. The supplier/ service provider shall request in writing to purchaser giving reasons for extending the delivery period of service if he finds himself unable to complete the supply of goods or service within the stipulated delivery period or is unable to maintain prorate progress in the supply of goods or service delivery. This request shall be submitted as soon as a hindrance in delivery of goods and service occurs or within 15 days from such occurrence but before expiry of stipulated period of completion of delivery of goods and service after which such request shall not be entertained.
ii. The purchaser shall examine the justification of causes of hindrance in the delivery of goods and service and the period of delay occurred due to that and recommend the competent authority on the period of extension which should be granted with or without liquidated damages.
iii. Normally, extension in delivery period of goods and service in following circumstances may be considered without liquidated damages:
a. When delay has occurred due to delay in supply of drawings, designs, plans etc. if the RISL was required to supply them to the supplier of goods or service provider as per terms of the contract.
b. When delay has occurred in supply of materials etc. if these were required to be supplied to the supplier or service provider by the RISL as per terms of the contract.
iv. If the competent authority agrees to extend the delivery period/ schedule, an amendment to the contract with suitable denial clauses and with or without liquidated damages, as the case may be, shall be issued. The amendment letter shall mention that no extra price or additional cost for any reason, what so ever beyond the contracted cost shall be paid for the delayed supply of goods and service.
v. It shall be at the discretion of the concerned authority to accept or not to accept the supply of goods and/ or services rendered by the contractor after the expiry of the stipulated delivery
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period, if no formal extension in delivery period has been applied and granted. The competent authority shall have right to cancel the contract with respect to undelivered goods and/ or service.
vi. If RISL are in need of the good and/ or service rendered after expiry of the stipulated delivery
period, it may accept the services and issue a letter of extension in delivery period with usual liquidated damages and denial clauses to regularize the transaction.
d) In case of extension in the delivery and/ or installation/ completion period is granted with full liquidated damages, the recovery shall be made on the basis of following percentages of value of goods and/ or service which the bidder has failed to supply or complete : -
No. Condition LD %*
a. Delay up to one fourth period of the prescribed period of delivery, successful installation and completion of work 2.5 %
b. Delay exceeding one fourth but not exceeding half of the prescribed period of delivery, successful installation and completion of work 5.0 %
c. Delay exceeding half but not exceeding three fourth of the prescribed period of delivery, successful installation and completion of work 7.5 %
d. Delay exceeding three fourth of the prescribed period of delivery, successful installation and completion of work 10.0 %
i. Fraction of a day in reckoning period of delay in supplies, successful installation and completion of work shall be eliminated if it is less than half a day.
ii. The maximum amount of liquidated damages shall be 10%.
iii. Table A4 The goods and services mentioned in the clause along with the associated deliverables and applicable cost reference for the LD calculations shall be in accordance to the following table:
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Milestone Deliverable (Reports/ Documents & Infra)
Cost reference in Financial Bid for calculation of LD %
1st 2nd 3rd 4th 5th 6th
Perform System Study & SRS (Para 4.2.1 b)
• Submission of SRS Software Requirement Specifications (SRS)
10 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( Sr No 1 Table A7 of Fin. Bid)
10 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,3 & 4 Table A6 of Fin. Bid)
10 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,3 & 4 Table A6 of Fin. Bid)
10 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,3 & 4 Table A6 of Fin. Bid)
10 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,3 & 4 Table A6 of Fin. Bid)
10 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,3 & 4 Table A6 of Fin. Bid)
Development of Web Portal & RHBMS Application S/w (Para 4.2.1 c to 4.2.1 g
• System Design Document (SDD)
5 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( Sr No 1 Table A7 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,3 & 4 Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,3 & 4 Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,3 & 4 Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,3 & 4 Table A6 of Fin. Bid)
• Deployment of RHBMS application software and web portal on staging server
20 % of CAPEX for Web portal & RHBMS Application S/w ( Sr No 1 Table A6 of Fin. Bid)
20 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
20 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
20 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of
20 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of
20 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
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Milestone Deliverable (Reports/ Documents & Infra)
Cost reference in Financial Bid for calculation of LD %
1st 2nd 3rd 4th 5th 6th
Fin. Bid) Fin. Bid)
PAT Sign off (Partial Acceptance Test of RHBMS application)
• Testing Methodology including
• Test cases and Test Result
5 % of CAPEX for Web portal & RHBMS Application S/w ( Sr No 1 Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
• PAT sign off 10 % of CAPEX for Web portal & RHBMS Application S/w ( Sr No 1 Table A6 of Fin. Bid)
10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
UAT Sign off of User acceptance of RHBMS application
• UAT Sign off 10 % of CAPEX for Web portal & RHBMS Application S/w ( Sr No 1 Table A6 of Fin. Bid)
10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with
10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with
10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules
10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules
10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with
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Milestone Deliverable (Reports/ Documents & Infra)
Cost reference in Financial Bid for calculation of LD %
1st 2nd 3rd 4th 5th 6th
Phase Table A6 of Fin. Bid)
Phase Table A6 of Fin. Bid)
associated with Phase Table A6 of Fin. Bid)
associated with Phase Table A6 of Fin. Bid)
Phase Table A6 of Fin. Bid)
• Handing over of Source code and Server and client edition usage perpetual licenses in the name of the purchaser for the various third party utility tools used by the bidder to run the application.
5 % of CAPEX for Web portal & RHBMS Application S/w ( Sr No 1 Table A7 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
Site Preparation, Procurement, Installation and commissioning of IT & Non IT infrastructure all project locations as per BoM annexure -2 (A) and (Para 4.2.2 of SoW)
• Item Delivery, installation and commissioning reports with specification of each item supplied at RHB HO
65% of the CAPEX (Table A1 of Fin. Bid) for RHB HO Infrastructure
• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 9 Circle
65% of the CAPEX (Table A2 of Fin. Bid) for RHB Circle Office Infrastructure
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Milestone Deliverable (Reports/ Documents & Infra)
Cost reference in Financial Bid for calculation of LD %
1st 2nd 3rd 4th 5th 6th
offices of RHB
• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 12 Independent Division Offices of RHB
65% of the CAPEX (Table A3 of Fin. Bid) for RHB Independent Division Infrastructure
• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 26 Division Offices of RHB specification of each item (from each location) at 26 Division Offices of RHB
65% of the CAPEX (Table A4 of Fin. Bid) for RHB Division office Infrastructure
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Milestone Deliverable (Reports/ Documents & Infra)
Cost reference in Financial Bid for calculation of LD %
1st 2nd 3rd 4th 5th 6th
• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 5 Cash Collection Counter of RHB
65% of the CAPEX (Table A5 of Fin. Bid) for RHB cash collection center Infrastructure
Data Digitization (Para 4.2.3 of SoW)
• Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w)
5% of the CAPEX (S No 1 Table A7 of Fin. Bid) for data digitization
5% of the CAPEX (S No 1 Table A7 of Fin. Bid) for data digitization
5% of the CAPEX (S No 1 Table A7 of Fin. Bid) for data digitization
5% of the CAPEX (S No 1 Table A7 of Fin. Bid) for data digitization
5% of the CAPEX (S No 1 Table A7 of Fin. Bid) for data digitization
5% of the CAPEX (S No 1 Table A7 of Fin. Bid) for data digitization
• Provide manpower for data digitisation
10,000 per person per day
Training Para 4.2.4 of SoW)
• Training manual 10% of CAPEX (S.No.2 of Table A7 of Fin. Bid) for training & capacity building
10% of CAPEX (S.No.2 of Table A7of Fin. Bid) for training & capacity building
10% of CAPEX (S.No.2 of Table A7of Fin. Bid) for training & capacity building
10% of CAPEX (S.No.2 of Table A7of Fin. Bid) for training & capacity building
10% of CAPEX (S.No.2 of Table A7 of Fin. Bid) for training & capacity building
10% of CAPEX (S.No.2 of Table A7of Fin. Bid) for training & capacity building
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Milestone Deliverable (Reports/ Documents & Infra)
Cost reference in Financial Bid for calculation of LD %
1st 2nd 3rd 4th 5th 6th
• Training Completion certificate to all Nominated employees of RHB as per SoW
90% of CAPEX (S.No.2 of Table A7 of Fin. Bid) for training & capacity building
90% of CAPEX (S.No.2 of Table A7 of Fin. Bid) for training & capacity building
90% of CAPEX (S.No.2 of Table A7 of Fin. Bid) for training & capacity building
90% of CAPEX (S.No.2 of Table A7 of Fin. Bid) for training & capacity building
90% of CAPEX (S.No.2 of Table A7 of Fin. Bid) for training & capacity building
90% of CAPEX (S.No.2of Table A7 of Fin. Bid) for training & capacity building
GO-Live
• Installation Manuals
5 % of CAPEX for Web Portal & RHBMS Application S/w ( S. N 1 Table A6 of Fin. Bid)
5 % of CAPEX for Web Portal & RHBMS Application S/w (S. N 2 Table A6 of Fin. Bid)
5 % of CAPEX for Web Portal & RHBMS Application S/w (S. N 2 Table A6 of Fin. Bid)
5 % of CAPEX for Web Portal & RHBMS Application S/w (S. N 2 Table A6 of Fin. Bid)
5 % of CAPEX for Web Portal & RHBMS Application S/w (S. N 3 Table A6 of Fin. Bid)
5 % of CAPEX for Web Portal & RHBMS Application S/w (S. N 4 Table A6 of Fin. Bid)
• User manual (Role wise) with visual help kits
5% of CAPEX for Web Portal & RHBMS Application S/w (S. N 1 Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
5 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)
FAT (Final acceptance test of hardware/software and other infrastructure
15% of CAPEX for Web Portal & RHBMS Application S/w (S. N 1 Table A6 of Fin. Bid)
15 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6
15 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6
15 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated
15 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated
15 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6
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Milestone Deliverable (Reports/ Documents & Infra)
Cost reference in Financial Bid for calculation of LD %
1st 2nd 3rd 4th 5th 6th
of Fin. Bid) of Fin. Bid) with Phase Table A6 of Fin. Bid)
with Phase Table A6 of Fin. Bid)
of Fin. Bid)
Operation & Management (Post Go-Live)
Acceptance of Successfully Roll Out
• MIS reports related to software application maintenance & support as defined in Sow (Sr No …… to …….) Operation and maintenance
15% of CAPEX for Web Portal & RHBMS Application S/w (S. N 1 Table A6 of Fin. Bid)
15% of CAPEX for Web Portal & RHBMS Application S/w (S. N 2 Table A6 of Fin. Bid)
15% of CAPEX for Web Portal & RHBMS Application S/w (S. N 3 Table A6 of Fin. Bid)
15% of CAPEX for Web Portal & RHBMS Application S/w (S. N 3 Table A6 of Fin. Bid)
15% of CAPEX for Web Portal & RHBMS Application S/w (S. N 3 Table A6 of Fin. Bid)
15% of CAPEX for Web Portal & RHBMS Application S/w (S. N 4 Table A6 of Fin. Bid)
Support Web Portal & RHBMS Application S/W Successfully Completion activities related to maintenance of RHBMS application S/w , defined in SoW section
• Handing over yearly years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run application.
22% of OPEX for RHBMS Application S/w Support (S. N 4 Table B1 of Fin. Bid)
22% of OPEX for Web Portal & RHBMS Application Support S/w (S. N 5 Table B1 of Fin. Bid)
22% of OPEX for Web Portal & RHBMS Application Support S/w (S. N 5 Table B1 of Fin. Bid)
22% of OPEX for Web Portal & RHBMS Application Support S/w (S. N 5 Table B1 of Fin. Bid)
22% of OPEX for Web Portal & RHBMS Application S/w Support (S. N 6 Table B1 of Fin. Bid)
22% of OPEX for Web Portal & RHBMS Application S/w Support (S. N 7 Table B1 of Fin. Bid)
• MIS reports as per ( S No 12 & 13 Para 4.2.5.4)
Rs 1000 per day per report
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Milestone Deliverable (Reports/ Documents & Infra)
Cost reference in Financial Bid for calculation of LD %
1st 2nd 3rd 4th 5th 6th
(para 4.2.7.4) O&M
FMS During O&M Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M Phase of the project (4 Years from Go live of 1st Phase)
• MIS reports as per SOW ( S No 1 to 8 Para 4.2.5.4) Operation & maintenance
Rs 10,000 per day per report
• Helpdesk for the technical & functional scope
Rs 10,000 per person per day
• Deployment of Manpower to provide FMS support
Rs 10,000 per person per day
Infrastructure & Hardware Maintenance at RHB HO Successfully Completion activities related to Hardware maintenance supplied at project location
• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at RSDC
• MIS reports as per ( S No 9 Para 4.2.5.4) O&M
Rs 1000 per Day per Report
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Milestone Deliverable (Reports/ Documents & Infra)
Cost reference in Financial Bid for calculation of LD %
1st 2nd 3rd 4th 5th 6th
defined in SoW section (Para 4.2.5) During O&M period of 4 years for maintenance of hardware supplied
• Quarterly Compliance Report on hardware complaints registered and solved to the hardware & software at RHB HQ
• MIS reports as per ( S No 10 Para 4.2.5.4) O&M
•
Rs 1000 per day per report
• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Circle offices
• MIS reports as per (S No 11 Para 4.2.5.4) O&M
Rs 1000 per day per report
• Quarterly Compliance Report for
Rs 1000 per day per Report
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Milestone Deliverable (Reports/ Documents & Infra)
Cost reference in Financial Bid for calculation of LD %
1st 2nd 3rd 4th 5th 6th
hardware complaints registered and resolved at RHB Independent Division offices
• MIS reports as per (S No 12 Para 4.2.5.4) O&M
• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Division offices
• MIS reports as per (S No 13 Para 4.2.5.4) O&M
Rs 1000 per day per report
• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Cash Collection
Rs 1000 per day per report
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Milestone Deliverable (Reports/ Documents & Infra)
Cost reference in Financial Bid for calculation of LD %
1st 2nd 3rd 4th 5th 6th
Counters
• MIS reports as per (S No 14 Para 4.2.5.4) O&M
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27. Authenticity of Equipments a) The selected bidder shall certify (as per Annexure-9) that the supplied goods are brand new,
genuine/ authentic, not refurbished, conform to the description and quality as specified in this
bidding document and are free from defects in material, workmanship and service.
b) If during the contract period, the said goods be discovered counterfeit/ unauthentic or not to
conform to the description and quality aforesaid or have determined (and the decision of the
Purchase Officer in that behalf will be final and conclusive), notwithstanding the fact that the
purchaser may have inspected and/ or approved the said goods, the purchaser will be entitled to
reject the said goods or such portion thereof as may be discovered not to conform to the said
description and quality, on such rejection the goods will be at the selected bidder’s risk and all the
provisions relating to rejection of goods etc., shall apply. The selected bidder shall, if so called
upon to do, replace the goods etc., or such portion thereof as is rejected by Purchase Officer,
otherwise the selected bidder shall pay such damage as may arise by the reason of the breach of
the condition herein contained. Nothing herein contained shall prejudice any other right of the
Purchase Officer in that behalf under this contract or otherwise.
c) Goods accepted by the purchaser in terms of the contract shall in no way dilute purchaser’s right
to reject the same later, if found deficient in terms of the this clause of the contract.
28. Warranty a) The bidder must supply all items with comprehensive on-site warranty valid for three years after
the goods, or any portion thereof as the case may be, have been delivered to, installed and
accepted at the final destination(s) indicated in the bidding document. However, if delay of
installation is more than a month’s time due to the reasons ascribed to the bidder, the warranty
shall start from the date of last successful installation of the items covered under the PO.
b) The bidder shall submit a certificate/ undertaking from all the respective OEMs mentioning the
fact that the goods supplied are covered under comprehensive warranty & support for the
prescribed period.
c) The purchaser shall give a written notice to the selected bidder stating the nature of any defect
together with all available evidence thereof, promptly following the discovery thereof. The
purchaser shall afford all reasonable opportunity for the selected bidder to inspect such defects.
Upon receipt of such notice, the selected bidder shall expeditiously cause to repair the defective
goods or parts thereof or replace the defective goods or parts thereof with brand new genuine/
authentic ones having similar or higher specifications from the respective OEM, at no cost to the
Purchaser. Any goods repaired or replaced by the selected bidder shall be delivered at the
respective location without any additional costs to the purchaser.
d) If having been notified, the selected bidder fails to remedy the defect within the period specified,
the purchaser may proceed to take within a reasonable period such remedial action as may be
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necessary, in addition to other recourses available in terms and conditions of the contract and
bidding document.
e) During the warranty period, the bidder shall also be responsible to ensure adequate and timely
availability of spare parts needed for repairing the supplied goods.
f) The warranty on supplied software media, if any, should be at least 5 years
29. Patent Indemnity a) The Supplier shall, subject to the Purchaser’s compliance with sub-clause (b) below, indemnify
and hold harmless the Purchaser and its employees and officers from and against any and all
suits, actions or administrative proceedings, claims, demands, losses, damages, costs, and
expenses of any nature, including attorney’s fees and expenses, which the Purchaser may suffer
as a result of any infringement or alleged infringement of any patent, utility model, registered
design, trademark, copyright, or other intellectual property right registered or otherwise existing at
the date of the Contract by reason of: -
i. the installation of the Goods by the Supplier or the use of the Goods in the country where the
Site is located; and
ii. the sale in any country of the products produced by the Goods.
Such indemnity shall not cover any use of the Goods or any part thereof other than for the
purpose indicated by or to be reasonably inferred from the Contract, neither any infringement
resulting from the use of the Goods or any part thereof, or any products produced thereby in
association or combination with any other equipment, plant, or materials not supplied by the
Supplier, pursuant to the Contract.
b) If any proceedings are brought or any claim is made against the Purchaser arising out of the
matters referred to above, the Purchaser shall promptly give the Supplier a notice thereof, and
the Supplier may at its own expense and in the Purchaser’s name conduct such proceedings or
claim and any negotiations for the settlement of any such proceedings or claim.
c) If the Supplier fails to notify the Purchaser within thirty (30) days after receipt of such notice that it
intends to conduct any such proceedings or claim, then the Purchaser shall be free to conduct the
same on its own behalf.
d) The Purchaser shall, at the Supplier’s request, afford all available assistance to the Supplier in
conducting such proceedings or claim, and shall be reimbursed by the Supplier for all reasonable
expenses incurred in so doing.
e) The Purchaser shall indemnify and hold harmless the Supplier and its employees, officers, and
Subcontractors from and against any and all suits, actions or administrative proceedings, claims,
demands, losses, damages, costs, and expenses of any nature, including attorney’s fees and
expenses, which the Supplier may suffer as a result of any infringement or alleged infringement of
any patent, utility model, registered design, trademark, copyright, or other intellectual property
right registered or otherwise existing at the date of the Contract arising out of or in connection
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with any design, data, drawing, specification, or other documents or materials provided or
designed by or on behalf of the Purchaser.
30. Limitation of Liability Except in cases of gross negligence or wilful misconduct: -
a) neither party shall be liable to the other party for any indirect or consequential loss or damage,
loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall
not apply to any obligation of the Supplier to pay liquidated damages to the Purchaser; and
b) the aggregate liability of the Supplier to the Purchaser, whether under the Contract, in tort, or
otherwise, shall not exceed the amount specified in the Contract, provided that this limitation shall
not apply to the cost of repairing or replacing defective equipment, or to any obligation of the
Supplier to indemnify the Purchaser with respect to patent infringement.
31. Change in Laws & Regulations Unless otherwise specified in the Contract, if after the date of the Invitation for Bids, any law,
regulation, ordinance, order or bylaw having the force of law is enacted, promulgated, abrogated, or
changed in Rajasthan/ India, where the Site is located (which shall be deemed to include any change
in interpretation or application by the competent authorities) that subsequently affects the Delivery
Date and/ or the Contract Price, then such Delivery Date and/ or Contract Price shall be
correspondingly increased or decreased, to the extent that the Supplier has thereby been affected in
the performance of any of its obligations under the Contract. Notwithstanding the foregoing, such
additional or reduced cost shall not be separately paid or credited if the same has already been
accounted for in the price adjustment provisions where applicable, in accordance with Clause
“Contract Price”.
32. Force Majeure a) The Supplier shall not be liable for forfeiture of its Performance Security deposit, liquidated
damages, or termination for default if and to the extent that its delay in performance or other
failure to perform its obligations under the Contract is the result of an event of Force Majeure.
b) For purposes of this Clause, “Force Majeure” means an event or situation beyond the control of
the Supplier that is not foreseeable, is unavoidable, and its origin is not due to negligence or lack
of care on the part of the Supplier. Such events may include, but not be limited to, acts of the
Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine
restrictions, and freight embargoes.
c) If a Force Majeure situation arises, the supplier shall promptly notify RISL in writing of such
conditions and cause thereof within 15 days of occurrence of such event. Unless otherwise
directed by RISL, the supplier shall continue to perform its obligations under the contract as far as
reasonably practical.
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d) If the performance in whole or part or any obligation under the contract is prevented or delayed by
any reason of Force Majeure for a period exceeding 60 days, either party at its option may
terminate the contract without any financial repercussion on either side.
e) In case a Force Majeure situation occurs with the RISL / RHB, RISL / RHB may take the case
with the contractor on similar lines.
33. Change Orders and Contract Amendments a) The Purchaser may at any time order the Supplier/ Bidder through Notice in accordance with
clause “Notices” above, to make changes within the general scope of the Contract in any one or
more of the following: -
i. drawings, designs, or specifications, where Goods to be furnished under the Contract are to
be specifically manufactured for the Purchaser;
ii. the method of shipment or packing;
iii. the place of delivery; and
iv. the Related Services to be provided by the Supplier.
b) If any such change causes an increase or decrease in the cost of, or the time required for, the
Supplier’s/ Bidder’s performance of any provisions under the Contract, an equitable adjustment
shall be made in the Contract Price or in the Delivery and Completion Schedule, or both, and the
Contract shall accordingly should be amended. Any claims by the Supplier/ Bidder for adjustment
under this clause must be asserted within thirty (30) days from the date of the Supplier’s/ Bidder’s
receipt of the Purchaser’s change order.
c) Prices to be charged by the Supplier/ Bidder for any Related Services that might be needed but
which were not included in the Contract shall be agreed upon in advance by the parties and shall
not exceed the prevailing rates charged to other parties by the Supplier/ Bidder for similar
services.
34. Termination a. Termination for Default
i. The tender sanctioning authority of RISL may, without prejudice to any other remedy for
breach of contract, by written notice of default sent to the contractor, terminate the contract in
whole or in part: -
a. If the SI fails to deliver any or all quantities of the service within the time period specified
in the contract, or any extension thereof granted by RISL; or
b. If the SI fails to perform any other obligation under the contract within the specified period
of delivery of service or any extension granted thereof; or
c. If the SI, in the judgement of the Procuring Authority has engaged in corrupt, fraudulent,
collusive, or coercive practices in competing for or in executing the contract.
d. If the SI commits breach of any condition of the contract.
ii. If RISL terminates the contract in whole or in part, it may take recourse to any or more of the
following actions: -
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a. Amount of performance security deposit may be forfeited.
iii. Before cancelling a contract and taking further action, advice of senior most finance person
available in the office and of legal adviser or legal assistant posted in the office, if there is
one, may be obtained.
b. Termination for Insolvency
RISL may at any time terminate the Contract by giving Notice to the Supplier if the Supplier
becomes bankrupt or otherwise insolvent. In such event, termination will be without compensation
to the Supplier, provided that such termination will not prejudice or affect any right of action or
remedy that has accrued or will accrue thereafter to RISL.
c. Termination for Convenience i. RISL, by Notice sent to the Supplier, 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
Purchaser’s convenience, the extent to which performance of the Supplier under the Contract
is terminated, and the date upon which such termination becomes effective.
ii. Depending on merits of the case the SI may be appropriately compensated on mutually
agreed terms for the loss incurred by the contract if any due to such termination.
iii. The Goods that are complete and ready for shipment within twenty-eight (28) days after the
Supplier’s receipt of the Notice of termination shall be accepted by the Purchaser at the
Contract terms and prices. For the remaining Goods, the Purchaser may elect:
a. To have any portion completed and delivered at the Contract terms and prices; and/or
b. To cancel the remainder and pay to the Supplier an agreed amount for partially
completed Goods and Related Services and for materials and parts previously procured
by the Supplier.
35. Settlement of Disputes a) General: If any dispute arises between the SI / contractor / supplier and RISL during the
execution of a contract that should be amicably settled by mutual discussions. However, if the
dispute is not settled by mutual discussions, a written representation will be obtained from the
contractor on the points of dispute. The representation so received shall be examined by the
concerned Procurement Committee which sanctioned the tender. The Procurement Committee
may take legal advice of a counsel and then examine the representation. The contractor will also
be given an opportunity of being heard. The Committee will take a decision on the representation
and convey it in writing to the contractor.
b) Standing Committee for Settlement of Disputes: If a question, difference or objection arises in
connection with or out of the contract agreement or the meaning of operation of any part, thereof
or the rights, duties or liabilities of either party have not been settled by mutual discussions or the
decision of tender sanctioning Procurement Committee, it shall be referred to the empowered
standing committee constituted by Chaiman, RISL for decision.
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c) Procedure for reference to the Standing Committee: The contractor shall present his
representation to the Managing Director, RISL along with a fee equal to two percent of the
amount of dispute, not exceeding Rupees One lakh, within one month from the date of
communication of decision of the tender sanctioning Procurement Committee. The officer-in-
charge of the project who was responsible for taking delivery of the goods and/ or service from
the contractor shall prepare a reply of representation and shall represent the RISL’s stand before
the standing committee. From the side of the contractor, the claim case may be presented by
himself or through a lawyer. After hearing both the parties, the standing committee shall
announce its decision which shall be final and binding both on the contractor and RISL. The
standing committee, if it so decides, may refer the matter to the Board of Directors of RISL for
further decision.
d) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties
regarding a contract shall be settled by a competent court having jurisdiction over the place,
where agreement has been executed and by no other court, after decision of the standing
committee for settlement of disputes.
B) Payment Terms and Schedule
36. Terms of Payment a) The supplier’s/ selected bidder’s request for payment shall be made to the RISL in writing,
accompanied by invoices describing, as appropriate, the goods delivered and related services
performed, and by the required documents submitted pursuant to general conditions of the
contract and upon fulfilment of all the obligations stipulated in the contract.
b) Subject to the performance as per SLA, payments shall be made promptly by the RISL, generally
within thirty (30) days after submission of an invoice or request for payment by the supplier/
selected bidder, and the RHB has accepted it.
c) The currency or currencies in which payments shall be made to the supplier/ selected bidder
under this Contract shall be Indian Rupees (INR) only.
d) All remittance charges will be borne by the supplier/ selected bidder.
e) In case of disputed items, the amount shall be withheld and will be paid only after settlement of
the dispute.
f) Payment in case of those goods which need testing shall be made only when such tests have
been carried out, test results received conforming to the prescribed specification.
g) Advance Payments will not be made.
h) Payments to the selected bidder, after successful completion of the target milestones (including
specified project deliverables), would be made as under: -
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A. Application Software and We Portal
Milestone Deliverable (Reports/ Documents & Infra)
Payment Schedule Payment Terms
Perform System Study & SRS (Para 4.2.1 b)
• Submission of SRS Software Requirement Specifications (SRS)
Phase -1 15 % of CAPEX for
RHBMS Application S/w (S No 1 Table A6 of Fin. Bid)
Phase -2,3,4 15 % of CAPEX for
RHBMS Application S/w (S No 2,3 and 4 Table A6 of Fin. Bid)
The above payment schedule will apply on respective phases independently. i.e. 15% of Phase-I, Phase-II, Phase-III, Phase-IV on event of completion.
SRS Acceptance Letter / SRS Sign-off
Development of Web Portal & RHBMS Application S/w (Para 4.2.1 c to 4.2.1 g
• System Design Document (SDD)
55 % of CAPEX for RHBMS Application S/w (Table A6 of Fin. Bid)
The above payment schedule will apply on respective phases independently. i.e. 55% of Phase-I, Phase-II, Phase-III, Phase-IV on event of completion.
UAT Acceptance Letter/UAT Sign off
• Deployment of RHBMS application software and web portal on staging server
(SI’s may host application on private server & provide access to RISL/RHB through Public IP over internet)
• Testing Methodology including test cases and test plan and Test Results
• PAT Sign off (Partial
Acceptance Test of
RHBMS application)
• Final Deployment of RHBMS application software and web portal on production server and integration with Email solution, SMS gateway and payment gateway
• UAT Sign off of web portal and application
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Milestone Deliverable (Reports/ Documents & Infra)
Payment Schedule Payment Terms
Software
• Handing over of Source code and Server and client edition usage perpetual licenses in the name of the purchaser for the various middleware/ Portal/ and third party tools used by the bidder to run the application.
B. Infrastructure
Milestone Deliverable (Reports/ Documents & Infra)
Payment Schedule Payment Terms
Site Preparation, Procurement, Installation and commissioning of IT & Non IT infrastructure all project locations as per BoM annexure -2 (A) and (Para 4.2.2 of SoW)
• Hardware deployment plan, in accordance to Site survey, testing methodology and Bill of quantity agreeable to the RHB/RISL
• Item Delivery, installation and commissioning reports with specification of from RHB HO
55% of the CAPEX (Table A1 of Fin. Bid) for RHB HO Office
Commissioning Certificate for RSDC
• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 9 Circle offices
55% of the CAPEX (Table A2 of Fin. Bid) for RHB Circle Office
Commissioning Certificate for 9 circle offices
• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 12 Independent Division offices
55% of the CAPEX ( Table A3 of Fin. Bid) for RHB Independent Division Office
Commissioning Certificate for 12 RHB Independent Division Office
• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 26 RHB Division Office
55% of the CAPEX ( Table A4 of Fin. Bid) for RHB Division Office
Commissioning Certificate for 26 RHB Division Office
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• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 5 Cash Collection Centres
55% of the CAPEX ( Table A5 of Fin. Bid) for 5 Cash Collection Centres
Commissioning Certificate for 5 Cash Collection Centres
C. Data Digitization
Milestone Deliverable (Reports/ Documents & Infra)
Payment Schedule Payment Terms
Data Digitization (Para 4.2.3 of SoW)
• Data Digitization & migration policy
Monthly Payment of the CAPEX on basis of unitary price (Sr No 1 Table A7of Fin. Bid) for Data Digitization
Monthly Attendance Approve by RHB/RISL
• Provide manpower to undertake data digitization of master data essential for UAT & Go live
Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w
• Provide manpower to undertake data digitization
Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w
D. Training
Milestone Deliverable (Reports/ Documents & Infra)
Payment Schedule Payment Terms
Training Para 4.2.4 of SoW)
• Training Manual
100% payment shall be paid based on no of session successfully completed during a quarter (unitary price S No 2 of table A7 of Fin Bid)
Completion Certificate from RHB
• Training Completion certificate to all Nominated employees of RHB as per SoW
• Trainees Feedback
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E. Go Live & Acceptance
Milestone Deliverable (Reports/ Documents & Infra)
Payment Schedule Payment Terms
GO-Live
• Installation Manuals 20 % of CAPEX for RHBMS Application S/w (Table A6 of Fin. Bid)
The above payment schedule will apply on respective phases independently. i.e. 20% of Phase-I, Phase-II, Phase-III, Phase-IV on event of completion.
Final Acceptance from RISL/RHB
• User manual (Role wise) with visual help kits
• FAT (Final acceptance test )
Acceptance of Successfully Roll Out (Successfully rollout of Web portal & RHBMS application S/W for period of minimum 3 months at all project locations (Acceptance for successful performance from RHB/RISL)
Post –Go live for period of 3 months
• Monthly compliance report on compliant registers and bugs fixing
Remaining 10% CAPEX for Web portal & RHBMS Application S/w (table A6 of Fin. Bid) shall be paid after successful go live (Minimum 3 months)
The above payment schedule will apply on respective phases independently. i.e. 10% of Phase-I, Phase-II, Phase-III, Phase-IV on event of completion.
Acceptance letter for successful Rollout
F. Operations & Maintenance (i) Web portal and application software
Milestone Deliverable (Reports/ Documents & Infra)
Payment Schedule Payment Terms
FMS During O&M Successful completion of O&M Activities and submission of associated deliverables every quarter
• Manpower Supply for period of 4 years at as per requirement mentioned in SoW (operation & maintenance) to manage services
6.25% of the total OPEX for Website and Application S/w per quarter for 16 quarters i.e. 4 Years (SN 1 to 3 Table B1 of Financial Bid)
Approval in line with SLA from Purchaser on Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M
• Helpdesk for the technical
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during the O&M Phase of the project.
& functional scope
Phase of the project.
• MIS reports as per SOW (S No 1 to 8 Para 4.2.5.4) Operation & maintenance
Support Web Portal & RHBMS Application S/W Successfully Completion activities related to maintenance of web portal & application S/w , defined in SoW section (para 4.2.7.4)
• MIS reports as per ( S No 14 & 15 Para 4.2.6.5) O&M
• Supply of yearly license Comprehensive OEM support through (Phone & Online) for all third party tools/COTS used by SI to run RHBMS application software
The above mentioned license shall be applicable for respective phases only
6.25% of the total OPEX for Website and Application S/w per quarter for 16 quarters i.e. 4 Years (SN 4 Table B1 of Financial Bid)
The above payment schedule will apply on respective phases independently. i.e. 6.25% of Phase-I, Phase-II, Phase-III, Phase-IV on event of completion.
Successfully Completion activities related to maintenance of web portal & application S/w , defined in SoW section (para 4.2.6.4)
Upon Receipt of OEM licence (yearly) for each phase by the purchaser
•
(ii) Infrastructure
Infrastructure & Hardware Maintenance supplied at all project locations Successfully Completion activities related to Hardware maintenance supplied at project location defined in SoW section (Para 4.2.5) During O&M period of 4 years for maintenance of hardware supplied
• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at RHB HO
MIS reports as per ( S No 9 Para 4.2.5.4) O&M
Remaining 45% CAPEX of (Table A1 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.81% per Quarter
Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB HO as defined in SoW section 4.2.5
• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at Circle Offices
MIS reports as per ( S No 10 Para 4.2.5.4) O&M
Remaining 45% CAPEX of (Table A2 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.81% per Quarter
Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB Circle Office as defined in SoW section 4.2.5
• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at independent division offices
MIS reports as per ( S No 11 Para 4.2.5.4) O&M
Remaining 45% CAPEX of (Table A3 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.81% per Quarter
Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB IDO as defined in SoW section 4.2.5
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• Quarterly Compliance Report for hardware complaints registered and resolved at Division offices
MIS reports as per ( S No 12Para 4.2.5.4) O&M
Remaining 45% CAPEX of (Table A4 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.81% per Quarter
Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB DO as defined in SoW section 4.2.5
• Quarterly Compliance Report for hardware complaints registered and resolved at cash collection centre
MIS reports as per ( S No 13 Para 4.2.5.4) O&M
Remaining 45% CAPEX of (Table A5 Part-I of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.81% per Quarter
Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB CCC as defined in SoW section 4.2.5
a) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as per the
criterion mentioned in this bidding document, will be deducted from the payments for the
respective milestones.
b) The selected bidder must obtain an NOC for all the kind of deliverables as mentioned in this
bidding document from the designated nodal officer/ authority before raising the Bill/ Invoice for
the successful completion of the respective milestone.
c) All work contract tax, service tax and income tax, etc., as applicable, will be deducted at source
as per the prevalent rules & regulations at the time of making payments to the selected bidder.
C) Special Conditions of the Bid
37. Acceptance Testing and Certification
a) The primary goal of Acceptance Testing and Certification is to ensure that the Project (including all
the project components as discussed in the scope of work) meets requirements, standards,
specifications and performance, by ensuring that the following are associated with clear, quantifiable
metrics for accountability:
• Functional requirements
• Infrastructure (Hardware and Network) Compliance Review
• Availability of the project Services in the defined locations
• Performance
• Security
• Manageability
• SLA Reporting System
• Project Documentation (Design, development, configuration, training and administration manuals
etc)
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• Data Quality Review
b) As part of Acceptance testing, performed through a third party agency, the procurement agency shall
review 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 defined
requirements, interoperability, scalability, availability and compliance with all the technical and
functional requirements of the RFP and the agreement.
c) The procedures and parameters for testing will be laid down by the Third Party Agency after approval
from procurement agency; the solution deployed by the vendor has to satisfy third party acceptance
testing upon which the system shall go-live, subject to procurement agency approval.
d) The procurement agency will establish appropriate processes for notifying the selected vendor of any
shortcomings from defined requirements at the earliest instance after noticing the same to enable the
selected vendor to take corrective action. All gaps identified shall be addressed by the vendor
immediately prior to Go-live of the solution. It is the responsibility of the selected Bidder to take any
corrective action required to remove all shortcomings, before the roll out of the project.
e) It is to be noted that the involvement of the third party for acceptance testing and certification, RISL
not absolve the vendor of his responsibilities to meet all SLAs as laid out in this RFP document.
f) It is to be noted that the procurement agency may get the solution audited through a Third Party
before Go-Live and periodically after Go-Live in order to ensure the success of the project. Such
third-party agency for carrying out the acceptance testing and certification of the entire solution will be
nominated by the Department.
g) Following discusses the acceptance criteria to be adopted for the project as mentioned above. The
list below is indicative and the activities will include but not be limited to the following:
• Functional Requirements Review: The solution developed/customized by selected Bidder shall
be reviewed and verified by the agency against the Functional Requirements signed-off between
the procurement agency and the selected Bidder. All gaps, identified shall be addressed by the
vendor immediately prior to Go-live of the solution. One of the key inputs for this testing shall be
the traceability matrix to be developed by the vendor for the solution. Apart from Traceability
Matrix, agency may develop its own testing plans for validation of compliance of system against
the defined requirements. The acceptance testing w.r.t. the functional requirements shall be
performed by independent third party agency (external audit) as well as the select internal
department users (User Acceptance Testing) and system has to satisfy both third party
acceptance testing and internal user acceptance testing, upon which the system shall go-live. For
conducting the User Acceptance Testing, the procurement agency shall identify the employees
from respective regions, who shall be responsible for day-to-day operations of the functions
automated through the project. The system, during the functional requirements review, shall
necessarily satisfy the user acceptance testing process.
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• Infrastructure Compliance Review : Third party agency shall perform the Infrastructure
Compliance Review to verify the conformity of the Infrastructure (both IT, non IT as well as
Network infrastructure) supplied by the selected Bidder against the requirements and
specifications provided in the RFP and/or as proposed in the proposal submitted by the selected
Bidder. Compliance review shall not absolve the vendor from ensuring that proposed
infrastructure meets the SLA requirements.
• Security Review: The software developed/customized shall be audited by the agency from a
security and controls perspective. Such audit shall also include the IT infrastructure and network
deployed for the project. Following are the broad activities to be performed by the Agency as part
of Security Review. The security review shall subject the solution to the following activities.
o Audit of Network, Server and Application security mechanisms
o Assessment of authentication mechanism provided in the application /components/modules
o Assessment of data encryption mechanisms implemented for the solution
o Assessment of data access privileges, retention periods and archival mechanisms protected.
o Server and Application security features incorporated etc.
o Application Security mechanisms should be accessed in compliance with the IT Act
2000,2008 Amendment and IT rules 2011, such that it maintains data/information Integrity,
Confidentiality, Non-repudiation.
o Audit of Security mechanisms so that they are in compliance with the latest Guidelines by
Controller of Certifying authority (CCA),IT Act, ISO27001.
o Gap assessment of certain controls like say ISO 27001 and section 43, 47, 66, 69, 79, 84
and 87 of IT ACT amendment 2008 and decide how the sensitive data from a data centric
stand point is to be protected.
• Performance: Performance is another key requirement for the project and the agency shall
review the performance of the deployed solution against certain key parameters defined in SLA.
Such parameters include request-response time, work-flow processing time, concurrent sessions
supported by the system etc, Disaster Recovery drill etc. The performance review also includes
verification of scalability provisioned in the solution for catering to the project requirements.
• Availability: The solution should be designed to remove all single point failures. Appropriate
redundancy shall be built into all the critical components to provide the ability to recover from
failures. The agency shall perform various tests including network, server, security, DC/DR fail-
over tests to verify the availability of the services in case of component/location failures. The
agency shall also verify the availability of the project services to all the users in the defined
locations.
• Manageability Review: The agency shall verify the manageability of the solution and its
supporting infrastructure deployed using the Enterprise Management System (EMS) proposed by
the selected Bidder. The manageability requirements include requirements such as remote
monitoring, administration, configuration, inventory management, fault identification etc.
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• SLA Reporting System: The selected Bidder shall design, implement/customize the Enterprise
Management System (EMS) and shall develop any additional tools required to monitor the
performance indicators listed as per the SLAs mentioned the RFP. The Acceptance Testing and
Certification agency shall verify the accuracy and completeness of the information captured by
the SLA monitoring system implemented by the vendor and shall certify the same. The EMS
deployed for the project, based on SLAs, shall be configured by the selected Bidder to calculate
the payment to be paid by the department after deducting the necessary penalties.
• Project Documentation: The Agency shall review the project documents developed by the
selected Bidder including requirements, design, source code, installation, training and
administration manuals, version control etc.
• Any issues/gaps identified by the Agency, in any of the above areas, shall be addressed to the
complete satisfaction of the Department.
• Data Quality: The Agency shall perform the Data Quality Assessment for the Data digitized by
selected Bidder and the data migrated by the vendor to the new system. The errors/gaps
identified during the Data Quality Assessment shall be addressed by the vendor before moving
the data into production environment, which is a key mile stone for Go-live of the solution.
38. Service Level Standards/ Requirements/ Agreement
Service level Agreement - SLA defines the terms of the successful bidder’s responsibility in ensuring the
performance of the hardware, software & other equipments supplied for RHBMS project based on the
agreed performance indicators as detailed in the agreement. This defines various Service Levels for
various components of the project, which shall be considered in the Service Level Agreement with SI. The
service level agreement has been given at Annexure - 17
39. Change Requests/ Management
i. RHB through RISL may at any time, by a written order given to the selected bidder, make
changes within the general scope of the Agreement in any one or more of the following: -
• Designs, specifications, requirements which software or service to be provided under
the Agreement are to be specifically developed and rendered for the RHB.
• The method of deployment, shipping or packing.
• Schedule for Installation Acceptance.
• The place of delivery and/or the services to be provided by the selected bidder.
ii. The change request/ management procedure will follow the following steps: -
• Identification and documentation of the need for the change - The information related
to initiator, initiation date and details of change required and priority of the change will
be documented by RHB/ RISL.
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• Analysis and evaluation of the Change Request - Impact of the change in terms of
the estimated effort, changed schedule, cost and the items impacted will be analyzed
and documented by the selected bidder.
• Approval or disapproval of the change request – RHB/ RISL will approve or
disapprove the change requested including the additional payments for software
development, quoted man-month rate shall be used for cost estimation, efforts of all
technical resources- project manager, analyst, software developer, testing engineer,
database architecture etc shall be taken into account for total man-month estimation
to carry out the s/w development resulting from the change request. For all technical
resources irrespective of their experience and specialisation, the quoted man-month
rate shall be used. Efforts of support staff shall not be taken into consideration for this
purpose.
• Implementation of the change – The change will be implemented in accordance to
the agreed cost, effort, and schedule by the selected bidder.
• Verification of the change - The change will be verified by the RHB/ RISL on
implementation of the change request.
iii. All changes outside the scope of supplies agreed to herein which may have likely financial
implications in terms of the overall cost/ time of the project shall be undertaken by SI only
after securing the express consent of the RHB/ RISL. In the event that the consent of RHB/
RISL is not received then the change will not be carried out.
iv. While approving any change request, if required, RISL/ GoR may ask the selected bidder to
deploy the required resources on-site.
v. If any such change outside the scope of supplies agreed to herein causes an increase or
decrease in cost of, or the time required for, firm’s performance of any provisions under the
Agreement, equitable adjustments shall be made in the Agreement Price or Delivery
Schedule, or both, and the Agreement shall accordingly be amended. Any claims by firm for
adjustment under this must be asserted within 30 (thirty) days from the date of SI receiving
the RISL change order which shall not be unreasonably withheld or delayed.
D) Exit Management
• Preamble
I. The word ‘parties’ include the tendering authority and the selected bidder.
II. This Schedule sets out the provisions, which will apply on expiry or termination of the
Project Implementation and Operations and Management of SLA.
III. In the case of termination of the Project Implementation and/ or Operation and
Management SLA due to illegality, the Parties shall agree at that time whether, and if so
during what period, the provisions of this Schedule shall apply.
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IV. The Parties shall ensure that their respective associated entities carry out their respective
obligations set out in this Exit Management Schedule.
• Transfer of Assets
I. The selected bidder may continue work on the assets for the duration of the exit
management period which may be a six months period from the date of expiry or
termination of the agreement, if required by RISL / RHB to do so. During this period the
selected bidder will transfer all the assets in good working condition and as per the
specifications of the bid document including the ones being upgraded to the department/
designated agency. The security deposit/ performance security submitted by selected
bidder will only be returned after the successful transfer of the entire project including its
infrastructure.
II. The selected bidder will transfer all the Software Licenses under the name of the
department as desired by the tendering authority during the exit management period.
III. RHB / RISL during the project implementation phase and the operation and management
phase shall be entitled to serve notice in writing to the selected bidder at any time during
the exit management period requiring the selected bidder to provide RHB / RISL or its
nominated agencies with a complete and up-to-date list of the assets within 30 days of
such notice.
IV. Upon service of a notice, as mentioned above, the following provisions shall apply:
a. In the event, if the assets which to be transferred to RHB / RISL mortgaged to any
financial institutions by the selected bidder, the selected bidder shall ensure that all such
liens and liabilities have been cleared beyond any doubt, prior to such transfer. All
documents regarding the discharge of such lien and liabilities shall be furnished to RHB /
RISL or its nominated agencies.
b. All title of the assets to be transferred to RHB / RISL or its nominated agencies pursuant
to clause(s) above shall be transferred on the last day of the exit management period. All
expenses occurred during transfer of assets shall be borne by the selected bidder.
c. That on the expiry of this clause, the selected bidder and any individual assigned for the
performance of the services under this clause shall handover or cause to be handed over
all confidential information and all other related material in its possession, including the
entire established infrastructure supplied by selected bidder to RISL / RHB.
d. That the products and technology delivered to RISL /RHB during the contract term or on
expiry of the contract duration should not be sold or re-used or copied or transferred by
selected bidder to other locations apart from the locations mentioned in the this bid
document without prior written notice and approval of RHB and RISL. Supplied hardware,
software & documents etc., used by selected bidder for RHB / RISL shall be the legal
properties of RHB / RISL.
• Cooperation and Provision of Information
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I. During the exit management period-
a. The selected bidder will allow RISL / RHB or its nominated agencies access to the
information reasonably required to define the current mode of operation associated with
the provision of the services to enable RHB / RISL or its nominated agencies to assess
the existing services being delivered.
b. The selected bidder shall provide access to copies of all information held or controlled by
them which they have prepared or maintained in accordance with the Project
Implementation, the Operation and Management SLA and SOWs relating to any material
aspect of the services provided by the selected bidder. RISL / RHB or its nominated
agencies shall be entitled to copy all such information comprising of details pertaining to
the services rendered and other performance data. The selected bidder shall permit RISL
/ RHB or its nominated agencies and/ or any Replacement Operator to have reasonable
access to its employees and facilities as reasonably required by RISL / RHB or its
nominated agencies to understand the methods of delivery of the services employed by
the selected bidder and to assist appropriate knowledge transfer.
• Confidential Information, Security and Data
I. The selected bidder will promptly on the commencement of the exit management period
supply to RISL / RHB or its nominated agencies the following:
a. Documentation relating to Intellectual Property Rights;
b. Project related data and confidential information;
c. All current and updated data as is reasonably required for purposes of RISL / RHB or its
nominated agencies transitioning the services to its replacement selected bidder in a
readily available format nominated by RISL / RHB or its nominated agencies; and
d. All other information (including but not limited to documents, records and agreements)
relating to the services reasonably necessary to enable RISL / RHB or its nominated
agencies, or its replacement operator to carry out due diligence in order to transition the
provision of the services to RISL / RHB or its nominated agencies, or its replacement
operator (as the case may be).
e. Before the expiry of the exit management period, the selected bidder shall deliver to RISL
/ RHB or its nominated agencies all new or up-dated materials from the categories set out
above and shall not retain any copies thereof, except that the selected bidder shall be
permitted to retain one copy of such materials for archival purposes only.
• Transfer of certain agreements
I. On request by Tendering Authority or its nominated agencies, the selected bidder shall
effect such assignments, transfers, innovations, licenses and sub-licenses as Tendering
authority or its nominated agencies may require in favour of tendering authority or its
nominated agencies, or its Replacement Operator in relation to any equipment lease,
maintenance or service provision agreement between selected bidder and third party
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leasers, operators, or Operator, and which are related to the services and reasonably
necessary for carrying out of the replacement services by RISL / RHB or its nominated
agencies, or its replacement Operator.
II. Right of Access to Premises: At any time during the exit management period and for
such period of time following termination or expiry of the SLA, where assets are located
at the selected bidder’s premises, the selected bidder will be obliged to give reasonable
rights of access to (or, in the case of assets located on a third party's premises, procure
reasonable rights of access to RISL / RHB or its nominated agencies, and/ or any
replacement operator in order to inventory the assets.
• General Obligations of the selected bidder
I. The selected bidder shall provide all such information as may reasonably be necessary to
effect as seamless during handover as practicable in the circumstances to RISL / RHB or
its nominated agencies or its replacement operator and which the operator has in its
possession or control at any time during the exit management period.
II. The selected bidder shall commit adequate resources to comply with its obligations under
this Exit Management Clause.
• Exit Management Plan
I. The selected bidder shall provide RISL / RHB or its nominated agencies with a
recommended exit management plan ("Exit Management Plan") which shall deal with at
least the following aspects of exit management in relation to the SLA as a whole and in
relation to the Project Implementation, the Operation and Management SLA and SOWs.
II. A detailed program of the transfer process that could be used in conjunction with a
replacement operator including details of the means to be used to ensure continuing
provision of the services throughout the transfer process or until the cessation of the
services and of the management structure to be used during the transfer; and
III. Plans for the communication with such of the selected bidder's, staff, suppliers,
customers and any related third party as are necessary to avoid any material detrimental
impact on RISL / RHB operations as a result of undertaking the transfer; and
IV. If applicable, proposed arrangements and Plans for provision of contingent support in
terms of business continuance and hand holding during the transition period, to RISL /
RHB or its nominated agencies, and Replacement Operator for a reasonable period, so
that the services provided continue and do not come to a halt.
V. The Bidder shall re-draft the Exit Management Plan annually after signing of contract to
ensure that it is kept relevant and up to date.
VI. Each Exit Management Plan shall be presented by the selected bidder to and approved
by RHB / RISL or its nominated agencies.
VII. In the event of termination or expiry of SLA, Project Implementation, Operation and
Management SLA or SOWs each party shall comply with the Exit Management Plan.
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VIII. During the exit management period, the selected bidder shall use its best efforts to
deliver the services.
IX. Payments during the Exit Management period shall be made in accordance with the
Terms of Payment Clause.
X. It would be the responsibility of the selected bidder to support new operator during the
transition period.
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7. ANNEXURES
7.1. ANNEXURE 1 – FUNCTIONAL REQUIREMENT SPECIFICATIONS The functional requirement specifications stated below are the minimum features that the solution
suggested for RHB should have. This indicative functional requirement has been provided here to be
used by the SI for the effort estimation. The System Integrator/ Implementation Agency (SI/IA) shall
develop the final detailed Functional Requirement Specifications (FRS) and System Requirement
Specifications (SRS) documents after a detailed design phase where all the processes, procedures and
existing templates should be studied in detail by the SI/IA. SI/IA should independently design the
solutions as may be required to support the business operations. The SI/IA shall be required to
coordinate with the department for the detailed system study and interact with the different users of the
department for preparation of final FRS, SRS and related design documents.
Core Application Modules Based on the requirements of services envisaged for the RHB for automation under current scope of
project, mentioned below are the core and non-core functional modules that are envisaged for RHBMS.
These modules have been divided into six Phases.
Modules envisaged in Phases are as follows:
Phase -I
a. Estate Management System 1. Housing Sub-Module 2. Recovery Sub-Module 3. Lease System and Rental properties Sub-Module
b. Scheme Information System Module c. Application Digitization and Management tools Phase –II
Project Monitoring Information System Phase -III
Financial Accounting 1. Budget Planning and Allocation 2. Project Accounting 3. Book keeping & accounting
Phase-IV
Asset Management Module Phase-V
Personnel and Payroll Module Phase-VI
Stores and Purchase Management System
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Other functional and non-functional requirements Based on the requirements of services envisaged for RHB for automation under current scope of project,
following are the other functional and non functional requirements that are envisaged:
a. Dashboard b. Web portal c. Management of Documents d. Workflow Automation e. Additional Requirements
a. System Wide Functionalities b. System Management Requirements c. Operational Requirements d. Human Engineering Requirements e. Logs f. Security Requirements g. Legal and Regulatory Requirements h. Interface Requirements i. Testing Requirements j. Common Technical Requirements k. Enquiry and Grievance Redressal Services
f. Integration Requirements a. RHB Lottery System b. UIDIA c. SUGAM d. Payment Gate Way e. SMS Gate Way f. E Mail Solution
7.1.1. Estate Management Module Estate Management module is the most important module for RHB as it will deal with the allottees
accounts in sync with the scheme and category of houses. It will maintain the database of all houses /
plots developed or under development. This will help in proper management of unsold properties,
recovery of monthly instalments and ultimately will lead to known available funds and total debtors. MIS
will help the management to pin point the area where to concentrate the efforts.
Housing Sub Module
The Housing sub- module of the Estate Management Module, ill have provision for creating account of
individual applicant and after lottery on becoming a successful applicant an allottee account will be
created for the applicant. The module will capture every transaction between allottee and RHB office.
Requirement Id Requirement Description
System Login
REQ_HSM_1 The System shall be accessible to following users:
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Requirement Id Requirement Description
• Internal RHB users as per the user roles specified by the RHB for various
components of RHBMS for allotment of house, transfer of house, possession
letter, any modification in transfer, final registration deed, and various type of
communication with allottees.
• Registered applicants for tracking their application statement till issuance of
allotment letter.
• Registered allottees for submission of application form for:
o Transfer of property on basis of sale.
o Transfer of property on basis of legal will, executed in favour of
heir(s).
o Addition & modification of spouse and blood relation members in
property.
o No Objection/Clearance certificate.
o Non encumbrance certificate.
o Request for cancellation of allotment letter.
o Request for issue of possession letter.
REQ_HSM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB.
REQ_HSM_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and to ensure that
the data is not submitted by non-humans.
REQ_HSM_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
REQ_HSM_5 The module should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o Estate Admin
o Estate officer
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Requirement Id Requirement Description
o Estate User
o Accounts officer
o Accountant / cashier
• Registered Allottees
Fields To Be Captured
REQ_HSM_6 The following mentioned fields are indicatively expected to be captured for allotment
letter under Hire purchase (Monthly Instalment)
• Allotment Letter No
• Date of allotment
• Name of Allottee
• Address of allottee
• Name of Colony/ Sector
• City
• Scheme
• GRS No
• Unit category
• Year of allotment
• House No/Flat No
• Details Of cost of House/flat & other expenses
o Land Area in Sqr Meter
o Cost of land Rate per sqr Mtr
o Cost of land
o Cost of extra land
o Cost of construction
o Ancillary Service charges
o Lease Money (Ten Year)
o Hire Purchase Charges
o Monthly Installment Amount
o Inertest on outstanding Seed Mooney
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Requirement Id Requirement Description
REQ_HSM_6A The following mentioned fields are indicatively expected to be captured for allotment
letter under Outright Sale
• Allotment Letter No
• Date of allotment
• Name of Allottee
• Address of allottee
• Name of Colony/ Sector
• City
• Scheme
• GRS No
• Unit category
• Year of allotment
• House No/Flat No
• Details Of cost of House/flat & other expenses
o Land Area in Sqr Meter
o Cost of land Rate per sqr Mtr
o Cost of land
o Cost of extra land
o Cost of construction
o Extra charges for DC/SDC House
• Other Charges
o Ancillary Service charges
o Lease Money (one year)
o Interest on outstanding Seed Money
o Interest on installment
o Land building tax (if applicable)
• Less (Discount applicable on ORS
o Registry Charges
o Interest on registry Amount
o Seed Money
o Installment
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Requirement Id Requirement Description
o Interest on seed money
o Interest on installments
o Interest on addition if deposited by the allottee
• Total Amount to be Paid
REQ_HSM_7 The system should provide interface to record the following forms. However, the
fields which need to be captured for each form shall be finalized after consultation
with RHB.
• Intimation letter to allottee
• Reminder for seed money
• Allotment Letter under Outright sale (ORS)
• Allotment letter under Hire Purchase Sale (HPS)
• Reminder for Installment
• Reminder for lease money
• Possession letter to allottee
• Physical possession of property to allottee
• Perpetual dead (For land)
• Conveyance Deed (for House)
• Transfer letter
• Registry of House
• Cancellation of allotment
• No due Certificate
• Non encumbrance certificate
Workflow
REQ_HSM_8 The system should allow designated authority to configure the workflow for various
activities being carried out by the Housing Cell. The system should capture the step
required for each activity and further role based action required. The detail list of
activities and their processes shall be finalized in consultation with the RHB.
• Issuance of allotment Letter under ORS
• Issuance of allotment letter under HPS
• Issuance of possession letter to allottees
• Physical possession of property to allottees
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Requirement Id Requirement Description
• Final perpetual dead (For land)
• Final Conveyance Deed (for House)
• Registry of House
• Transfer of property on request of allottees
• Transfer of property after death of allottees
• Cancellation of allotment
• Issue of no due/ clearance certificate
• Registration of property in name of Allottee
The designated authority should be allowed to modify the workflow. However all audit
trails shall be maintained in the system and mandatory approvals should be required
to be uploaded in the system if required for the change.
REQ_HSM_9 The system should provide interface to capture the list of successful applicants for a
particular scheme, through process of lottery draw or auction (the process of lottery,
draw or auction is not a part of the proposed system). This list shall be allowed to
record following fields:
• Date of draw/auction
• Name of applicant
• Application Number (applicable only in case of draw)
• Unit category
• Allotment category
• Allotment Authority
REQ_HSM_10 The system should provide interface to capture list of applicants selected under
waiting list for a particular scheme, through process of lottery draw or auction. This
list shall be allowed to record following fields:
• Date of draw
• Name of applicant
• Application Number
• Unit category
• Allotment category
• Waiting list seniority Number
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Requirement Id Requirement Description
REQ_HSM_11 The system should provide facility for final approval of allotment list and waiting list
through a well configured workflow system
REQ_HSM_12 After final approval of allotment list, system should notify the successful applicants
through SMS/ email notifications.
REQ_HSM_13 The system should be able to generate intimation letter for successful applicants, it
should also have the ability to calculate seed money required before issuance of
allotment letter.
REQ_HSM_14 The system should have ability to calculate interest on seed money and instalment
amount on daily basis.
REQ_HSM_15 • As per pre configured workflow the System shall allow designated authority
to generate allotment letter, under HPS (Hire Purchase Payment) policy.
• The system should automatically calculate expenses payable statement on
account of lease money, HPS deposit, installment amount, administrative
charges and other charges according to prices applicable for respective
category of unit.
REQ_HSM_16 • As per pre configured workflow the System shall allow designated authority
to generate allotment letter, under ORS (outright sale) policy.
• They should have the ability to automatically calculate expenses payable
statement on account of lease money, HPS deposit, installment amount,
administrative charges and other charges according to prices applicable to
respective category of unit.
REQ_HSM_17 The system should have the provision to generate possession letter, in the name of
allottees. The system shall allow designated authority to issue this letter with prior
approval of competent authority.
REQ_HSM_18 The System should have the ability to record all type of payments being deposited by
the successful applicant. These includes payment against:
• Seed Money
• Hire Purchase
• Lease Money
• Installment Amount
• Interest on installment/seed money/lease money
• Administrative & Other Charges
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Requirement Id Requirement Description
REQ_HSM_19 In case of an allottee not depositing any of above mentioned payment in stipulated
time then the system should have the ability to generate reminder and notifications to
concern RHB official and allottees through e-mail/ SMS alert and in-tray of dash
board.
REQ_HSM_20 The system should provide a proper workflow to generate cancellation letter for
cancellation of allotment.
REQ_HSM_21 The system should have provision to generate conveyance deed/perpetual deed, in
the name of allottees. As per configured workflow the system shall allow designated
authority to issue this deed with prior approval of competent authority.
REQ_HSM_22 The system should have ability to generate registry in the name of allottee as per
business rule and configured workflow.
REQ_HSM_23 As and when there is any update in the allotment number, the status of unit may
change in the system to any of the following:
• Selected & Intimation letter issued
• Offer Accepted by allottee
• Seed money deposited
• Allotment letter Issued
• Possession letter issued
• Possession taken by owner
• Conveyance Deed/ Perpetual Deed
• Clearance for registry
• Cancelled allotment
• Unsold property
Post Allotment Activity
REQ_HSM_24 The system shall provide online request form along with configured workflow for
submission and processing of service requests. Indicative list of Request forms is
provided below. However, the detail list shall be finalized after SI discussions with
RHB.
• Issuance of duplicate letter of allotment
• Transfer of property on basis of sale,
• Transfer of property on basis of a will executed in favour of
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Requirement Id Requirement Description
heir(s).
• Addition & modification of spouse and blood relation members in
property
• No Objection/Clearance Certificate
• Non encumbrance certificate
• Request for cancellation of allotment letter
• Request for issue of possession letter
• Application for refund of earnest money
REQ_HSM_25 The system should allow authorized user to specify the fee for each service.
REQ_HSM_26 The system should allow authorized user to define supporting documents required for
each request.
REQ_HSM_27 All request forms should be downloadable in XML embedded format. These forms
should have inbuilt validation check for field, in respect to data type, date range, date
format.
Workflow
REQ_HSM_28 The System should allow configuration of the workflow for processing of allottees
request for any modification in allotment/official database. Indicative list of Requests
is providing in below section.
• Issuance of duplicate letter of allotment.
• Transfer of property on basis of sale.
• Transfer of property on basis of legal will executed in favour of
heir(s).
• Addition & modification of spouse and blood relation members in
property.
• No Objection/Clearance Certificate.
• Non encumbrance certificate.
• Request for cancellation of allotment letter.
• Request for issue of possession letter.
The designated authority should be allowed to modify the workflow. However all audit
trails shall be maintained in the system and mandatory approvals should be required
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Requirement Id Requirement Description
to be uploaded in the system if required for the change.
REQ_HSM_29 The system should allow authorized users to configure activity based reminders for
defined periodicity based on defined action timelines or custom timelines. Authorized
user may be allowed to extend/revise the timelines based on the guidelines provided
in the charter of the RHB.
Request Form Submission
REQ_HSM_30 The system should provide electronic form for submitting the request in the following
three modes for every available scheme ( Please refer Scheme Information System
Module) :
• Registered allottee may download the form, then fill the form in off-line mode
and then upload the application form through their respective account. ( All
applicable rules and validations shall be included in downloaded form as
well)
• Registered allottee may choose to fill online application and submit.
• Office user may fill application on behalf of applicant and capture the details.
REQ_HSM_31 The system should have mandatory fields marked out clearly for online application
filling. The system should not allow submission of the application without completing
the mandatory fields. Mandatory/Non Mandatory fields shall be finalized in discussion
with the RHB.
REQ_HSM_32 The system should allow the applicant /office user to attach various
documents/supporting documents/evidences along with the application. Following
should be the indicatively allowed formats for upload:
• Scanned documents
• Images
• RTFs
• PDFs
The system shall support all other formats as specified by RHB for above mentioned
types of documents.
REQ_HSM_33 All types of documents submitted along with the application should be preserved
securely in the system and its quality must be maintained. All documents should be
in read only mode and non editable.
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Requirement Id Requirement Description
REQ_HSM_34 On submission of the application, a unique application number should be generated
by the system for future reference. This application number should be saved in
encrypted form in the system.
REQ_HSM_35 All types of documents submitted along with the complaint should be tagged with the
unique application number and should be retrievable only by an authorized user of
the RHB
REQ_HSM_36 On submission of application along with supporting document, acknowledgement
receipt should be sent to the applicant through email/SMS
Processing of Request
REQ_HSM_37 All submitted applications should be notified to the designated authority through dash
board and email notification, as per the pre configured workflow for respective
application category.
REQ_HSM_38 The designated authority should be given an authorized access to review the
application form submitted and allow him/her to report any discrepancies if found.
REQ_HSM_39 If any discrepancy is found in the application form, then the authorized user should
be able to provide the comments and also if required should be able to send an
email/sms notification to the applicant informing requirements of fulfilling the
discrepancies.
REQ_HSM_40 If no discrepancy is found, the system should allow designated authority to forward
the application for next level with his/her own comments. It should reflect in next
authority’s dashboard as well as in his/her email notification.
REQ_HSM_41 In case next level authority does not agree with the supporting documents and other
facts of applicant then he/she may reject application or inform applicant about
discrepancy in application. Alternatively, designated authority can forward application
to approving authority along with remarks.
REQ_HSM_42 Designated estate admin should be able to view the details of the application and
activities carried out so far and if any decision is taken, he should be able to approve/
allow through system.
REQ_HSM_43 The system should automatically ask for a mandatory reason/ comment when status
is changed to 'Rejected' or 'Clarification Required'.
REQ_HSM_44 Based on the task configured in the workflow by authorized user, the tasks should
reflect in the email of the user and in the dashboard along with activity status.
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Requirement Id Requirement Description
REQ_HSM_45 Customized dashboard should allow authorized user to take action on activities
pending with him/her in a secured manner in a system seamlessly integrated with
other modules like portal, document management and other modules of the
application. Submission of every activity in the system should suitably update
required tables/databases at the backend. There should be no/minimum data
redundancy.
REQ_HSM_46 The configured workflow should allow each designated authorized user for a
particular activity to provide his comments on a note sheet in line with format used by
the RHB. The same should be attached with each application which shall record all
Reports/Remarks/decisions related to the application and will exist throughout the
lifecycle of the application. Authorized users should only be allowed to provide inputs
to notesheet. No user should be allowed to modify any already existing content in the
notesheet.
REQ_HSM_47 All communications, remarks, reviews, recommendations, approvals, rejections,
disposals should be recorded in the system and available for
preparer/approver/reviewer or any other designated officer as per assigned authority
for viewing and providing comments.
MIS
REQ_HSM_48 The system should provide suitable MIS to designated officer at predefined
periodicity/ scheme/circle/division. These MIS should have parameters to configure
option to be delivered through email, or dashboard, or access by the designated
user. Indicative but not comprehensive list of MIS include:
• Summary of sold properties according to scheme and unit category
• Summary of salable property
• List of properties sold on ORS
• List of properties sold on HPS
• Allotment list for a scheme
• List of allottees who have deposited the seed money
• List of allottee eligible for issue of possession letter
• List of units/allottees who have taken possession
• List of allottees who have not deposited lease money
• List of cancelled allotment letters
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Requirement Id Requirement Description
Integration
REQ_HSM_49 The system should have backend integration with scheme information management
system
REQ_HSM_50 The system should have integration with application digitization and management
system
REQ_HSM_51 The system should have integration with recovery sub module and accounts system
REQ_HSM_52 The system should allow seamless integration for workflow activities of Legal cell and
for prosecution cases.
REQ_HSM_53 The system shall maintain a centralized repository of all such
documents/policies/rules/procedure etc. (Please refer to requirements of
“management of documents”, section 6.3 for details)
Recovery Sub-Module
Recovery would be another sub module of Estate Management. This sub module will be integrated with
the Housing sub module and will automate the process of calculating the amount to be recovered from
the allottee for the following processes
Requirement Id Requirement Description
System Login
REQ_RSM_1 The System shall be accessible to following users:
• Internal RHB users as per the user roles specified by the RHB for various
components of RHBMS for receipt of all type payment being made by
allottee, manage allottee account, provide waver in payment, onetime
settlement etc..
• Registered allottee for
o View transaction details
o View Payment reminders and Notices
o View statement of account
o certificate for Income tax
o online payment of installment
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Requirement Id Requirement Description
o Application for one time settlement
REQ_RSM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB.
REQ_RSM_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
REQ_RSM_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
REQ_RSM_5 The system should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o Estate Admin
o Estate officer
o Estate User
o Account officer
• Register user Tenants
Fields to capture
REQ_RSM_6 The system should provide electronic form to record the details account profile (one
time profile) of each allottee. It should comprise of the following fields (indicative
only):
• Circle/Division
• A/c Number of Allottee
• Allottee Name
• Name of scheme (where house is allotted)
• Communication Address
• Permanent Address
• Mobile No
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Requirement Id Requirement Description
• Email of Allottee
• Unit Number (Allotted house/shop /plot no )
• Unit Category
• size of house/plot/shop
• Date of lottery/draw/auction
• Mode of payment opted by allottee (HPS/ORS)
• Allotment No
• Allotment date
• Date of Possession
• Hire purchase deposit Amount
• Balance cost (deferred amount)
• Rate of Interest
• Monthly installment due from (date from when installment will start)
• Total number of Monthly Installment (count of installment)
• Monthly Installment completion date (date when last installment will
paid)
• Monthly installment amount
• Lease money (yearly)
• Lease money (half yearly)
• Lease money due from (date from when lease money installment will
start)
• One time lease money deposit
REQ_RSM_7 The system should provide electronic form to record the payment being received by
RHB. It should comprise of the following fields (indicative only)
• Circle/Division
• Receipt Number
• Date of Payment
• A/c Number of Allottee
• Allottee Name
• Name of scheme (where house is allotted)
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Requirement Id Requirement Description
• Unit Number (Allotted house/shop /plot no )
• Unit Category (EWG/LIG/MIG-I/MIG-II/HIG)
• Mode of Payment (HP/ORS/Auction)
• Payment Description (cash/DD/Cheque bank name and date)
• Details of Deposit (Account Head in which money deposited)
• If Cash Employee/cashier Id (who receive money)
• Total Amount
REQ_RSM_8 The system should have the ability to create master of deposit heads, it should
have provision to correlate these deposit head to their corresponding account
heads, bank a/c number etc. indicative list of deposit head is as under:
• Monthly Installment
• Lease Money
• HPS allotment Amount (before possession amt)
• Out Right Payment ORS
• SFS/Parijat
• Auction of Plot & shop
• Per day penalty on late possession
• Administrative charges (fees, fine)
• Registration amount
• Seed money
Work flow
REQ_RSM_9 The System should allow designated authority to configure the workflow for various
activities being carried out by the recovery cell. The system should capture the step
required for each activity and further role base action required. Indicative list of
activities is provided in this section
• One time Settlement of account
• OTS under Government Policy
• Adjustment in loan account
• Calculation of interest
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Requirement Id Requirement Description
• Cancellation of OTS
The designated authority should be allowed to modify the workflow. However all
audit trails shall be maintained in the system and mandatory approvals should be
required to be uploaded in the system if required for the change.
REQ_RSM_10 The system should have ability to set calculation formula for various type of interest
and panel interest. it must have ability to configure workflow to allow concession on
interest. Indicative list of interest applicable is as under:
• Calculation of interest on seed money /installment/lease money
• Calculation of per day interest on late possession
• Calculation of panel interest on hire purchase (default amount)
• Calculation of panel interest on installment (default amount)
• Calculation of panel interest on lease money (default Amount)
• Calculation of interest on any additional deposit
• Calculation of administration charges
Workflow
REQ_RSM_11 The System should allow designated authority to configure the workflow for various
activities being carried out by the recovery cell. System should capture the step
required for each activity and further role base action required. Indicative list of
activities is providing in this section However details list of activities and their
processes shall be finalized in consultation with the RHB.
• Recovery of default installment amount
• Recovery of default lease amount
• Payment deferment & Rescheduling of installment
• Allow concession on interest & penalties
• One time settlement under predefined policy
• One time settlement routine cases
• Start legal prosecution against allottee
• Issue of clearance certificate
The designated authority should be allowed to modify the workflow. However all
audit trails shall be maintained in the system and mandatory approvals should be
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Requirement Id Requirement Description
required to be uploaded in the system if required for the change.
REQ_RSM_12 The system should have the provision to capture prepayment penalty and process
the receipts accordingly.
REQ_RSM_13 The system should have the provision to waive-off pre-payment penalty and
approval limits by the designated authority.
REQ_RSM_14 The system should allow designated authority for rescheduling of payment
structure. It can be one of the following but not limited to:
• Fixed to floating and vice-versa
• Annual reducing balance to monthly reducing balance
• Re-Appraisal
Payment System
REQ_RSM_15 The system should have the ability to generate Pay-in-Slip with account number of
allottee.
REQ_RSM_16 The system should have the ability to accept receipts through various receipt
methods like Cash / Cheque, Electronic Clearance system
REQ_RSM_17 The system shall have provision for bank reconciliation of all payment being
deposited through cheque and ESC. Provision to enter, view and update the
details of bounced cheque.
REQ_RSM_18 The system should have ability to notify allottee and concerned recovery cell about
dishonored cheques and other instruments through email/SMS and dash board
REQ_RSM_19 The system should ability to escalate cheque bouncing cases to higher authority for
appropriate action to be taken for realizing payment and for initiating various
proceedings under Negotiable Instruments Act or any other act applicable.
REQ_RSM_20 The system should have the provision to handle special cases like cancellation of a
cheque/stop ESC facility
REQ_RSM_21 Through centralized web based system, an allottee should be able to login and
view statement of account various statements for his/her respective account.
Indicative list for statements to be displayed is provided in subsection.
• Receipt of Instalment paid
• Account statement with charges, interest, panel interest and payment
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Requirement Id Requirement Description
• Interest certificate for income tax
• Provisional certificate of principal & interest
REQ_RSM_22 The system should have the provision to enter any type of additional charges/panel
interest and the adjustment should be made in the allottees account.
REQ_RSM_23 The system should be able to handle customer refund; this shall be allowed through
pre configured workflow. Refund should be handled by cash/cheque/ or direct bank
transfer in the account of allottee.
REQ_RSM_24 In regard to each allottees the system must be able to maintain the following
components of dues
• Installment component
• Lease Installment
• HPS deposit
• Simple Interest part
• Compound part
• Loss of rebate
• Interest penalty
• Risk Charge
• Interest Tax
Recovery from Default
REQ_RSM_25 The system should have ability to assign role base recovery agent and recovery
officer for default amount, it should notify the designated officer about status of
recoveries and follow-up dates
REQ_RSM_26 A note sheet in line with format used by the RHB should be attached with each
default recovery case which shall record all calls/reminder/personal
meetings/assurance by defaulter/decisions related to the recovery case and will
exist throughout the lifecycle of the allottee. Authorized users should only be
allowed to provide inputs to note sheet. No user should be allowed to modify any
already existing content in the note sheet.
REQ_RSM_27 The system should allow designated authority to issue legal notice to the defaulter;
it should be notified to the allottee through email and print hard copy.
REQ_RSM_28 The system should allow designated authority to notify the allottee for legal action
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Requirement Id Requirement Description
and prosecution
One time settlement
REQ_RSM_29 The system should have provision to create master database of all policies being
issued by RHB for settlement of loan/HPS accounts. It should also allow designated
officer to configure workflow for approval and settlement of account
REQ_RSM_30 The system should have provision to record application received under OTS policy.
All submitted requests should be notified to the reviewer through email and
dashboard. This role shall be preconfigured in the system as part of workflow
configured for review of request
REQ_RSM_31 The system should allow reviewer to forward the submitted OTS request for
following action as per the configured work flow of the RHB
• Calculation of actual receivable
• Concession if already granted to allottee
• History of payments
• Physical verification if required
• Discrepancy in documents that need to be attached with case
• Deposit of minimum installment with request letter
REQ_RSM_32 The system should have the provision to enter any type of waiver information and
accounting adjustments in receivables account
REQ_RSM_33 The system should have ability to track all OTS cases as per the terms and
conditions, in case allottee fails to deposit the money as per the reschedule terms
then system should allow designated authority to cancellation of OTS and roll back
account to original status.
Integration
REQ_RSM_34 The system should have integration with following module ( Phase II of the project)
• Scheme Information system Module
• Estate Housing Module
• Application Digitization & Management Tools
• Personal & Payroll Module
• Account Module (envisaged in second phase)
MIS
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Requirement Id Requirement Description
REQ_RSM_35 The system should be able to generate MIS reports as per the requirements of
Board. These reports should be allowed to filter according to board, circle, division
or revenue district. The indicative list of MIS reports include:
• List of defaulters who fall under Red category (having defaulted on 3 times
of nonpayment of installments )
• List of defaulters (defaulter of more than 1 installments )
• List of cheques and ECS dishonored/bounced
• List of case settled under OTS
• List of defaulters after OTS
• List of defaultes under prosecution
Lease System and Rental Properties Sub-Module
Context: Various schemes are run at state and district level by Rajasthan Housing Board. Fund is
allocated for various schemes. Beneficiary applies through application form under various schemes.
Application is processed and if approved, a grant is sanctioned to the beneficiary.
Requirement Id
Requirement Description
System Login
REQ_LSR_1 The System shall be accessible to following users
• Internal RHB users as specified by the RHB.
• Registered tenants for
o View transaction details
o View Payment reminders and Notices
o View statement of account
o online payment of Rent
REQ_LSR_2 The system should allow authorized users to access various functions, forms, screens,
sub modules, information etc. as per the authorizations and user roles permissible as
per guidelines and policies of the RHB
REQ_LSR_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
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Requirement Id
Requirement Description
REQ_LSR_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
REQ_LSR_5 The system should be accessible through centralized web application only for following
roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o Estate Admin
o Estate officer
o Estate User
o Account officer
• Register Allottee
• Register Applicant
Fields to be captured
REQ_LSR_6 The system should have provision to create database of all lease hold/freehold
property available with the RHB, it should be able to generate unique property id
across Rajasthan. Indicative list of fields need to be capture about each property are
as under, however detail of fields can be decided in consultation with RHB
• Circle/Division
• Property Number as per asset register
• Sector/colony name where property is situated
• Name of scheme (where property is situated)
• Property type (shop/ house/plot /office/ commercial)
• Shop Number (leased house/shop /plot/office no )
• Size of Property (total Area, Built-up area)
• Description of construction
• Approximate value of property
REQ_LSR_7 The system should provide electronic form to record the details of the allottees. The
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Requirement Id
Requirement Description
allottees profile should contain the following fields (indicative only):
• Circle/Division
• Sector/colony name
• Name of scheme (where house/shop/property is leased)
• A/c Number of lessee
• Lessee Name
• Communication Address
• Permanent Address
• Mobile No
• Email of Allottee
• Property type (shop/ house/plot /office/ commercial)
• Shop Number (leased house/shop /plot/office no )
• size of house/plot/shop
• Details description of Property (built-up area, plot area etc..)
• Lease Rate per/sqr meter
• Date of lease
• Lease expiry date
• Lease money yearly
• Lease money Monthly
• Rate of Interest in case of default
• Yearly increase in lease (in percentage)
REQ_LSR_8 The system should provide electronic form to record the payment being received by
RHB. It should comprise of the following fields (indicative only)
• Circle/Division
• Receipt Number
• Date of Payment
• A/c Number of lessee
• Lessee Name
• Name of scheme (where property is leased)
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Requirement Id
Requirement Description
• Unit Number (leased house/shop /plot/office no )
• Payment Description (cash/DD/Cheque bank name and date)
• Details of Deposit (Account Head in which money deposited)
• If Cash Employee/cashier Id (who receive money)
• Total Amount
REQ_LSR_9 The system should allow the authorized user to attach various type of legal documents
like lease deed / rent agreement/ lease extension along with the lease hold property.
Following should be the minimally allowed formats for upload:
• Scanned documents
• Images
• RTFs
• PDFs
The system shall support all other formats as specified by RHB for above mentioned
types of documents.
REQ_LSR_10 All types of documents uploaded along with the lease deed/rent deed should be
preserved securely in the system and its quality must be maintained. All documents
should be in read only mode and non editable.
REQ_LSR_11 The system should have ability to notify authorised user about rent due, rent default,
lease deed expiry and lease money increase through email and dash board
REQ_LSR_14 The system should have the provision of collection of payments at cash collection
counter/ cheque/ DD and through ECS payment system
REQ_LSR_15 The system should support E-payments collection through internet.
Advertisement for Rental Properties
REQ_LSR_16 The system should have the provision to advertise all property available for
rental/lease hold on web portal. It should capture the following field before publishing
on portal.
• Circle/Division
• Property Number as per asset register
• Sector/colony name where property is situated
• Name of scheme (where property is situated)
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Requirement Id
Requirement Description
• Property type (shop/ house/plot /office/ commercial)
• Shop Number (leased house/shop /plot/office no )
• Size of Property (total Area, Built-up area)
• Description of construction
• Contact person email/mobile number
• Location map of property
• Lay out plan of property
• Picture of property
• Terms of lease/rent
• Expected rent/lease
• Expected yearly increase in rent
• Target segment (Bank/MNC/company/ individual/commercial)
REQ_LSR_17 The system should have the provision of On-line search of any lease/rental properties
REQ_LSR_18 The system should have the provision of recording queries made by prospective
lessee and tenants
REQ_LSR_19 The system should generate the Arrear Register
Recovery from Defaulters
REQ_LSR_20 The system should have ability to assign role base recovery agent and recovery officer
for default amount, it should notify the designated officer about status of recoveries
and follow-up dates
REQ_LSR_21 A note sheet in line with format used by the RHB should be attached with each default
recovery case which shall record all calls/reminder/personal meetings/assurance by
defaulter/decisions related to the recovery case and will exist throughout the lifecycle
of the allottee. Authorized users should only be allowed to provide inputs to note sheet.
No user should be allowed to modify any already existing content in the note sheet.
REQ_LSR_22 The system should allow designated authority to issue legal notice to the defaulter, it
should be notify to the allottee through email and print hard copy
REQ_LSR_23 The system should allow designated authority to approve case and notify allottee for
legal action and prosecution
REQ_LSR_24 The system should have ability to maintain statement of account of each lease holder
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Requirement Id
Requirement Description
Through centralized web based system, any lessee/tenants should be able to login
and view statement of account in regard to
• Receipt of lease/rent paid
• Account statement with charges, interest, panel interest and payment
• Online payment of rent/lease
Integration
REQ_LSR_25 The system should have integration with following modules
• Scheme Information system Module
• Estate -Housing Module
• Estate -Recovery Module
• Account Module (Envisaged for Phase II of the project)
MIS
REQ_LSR_26 The system should be able to generate MIS reports as per the requirements of Board.
These reports should be allowed to be listed according to board, circle, division or
revenue district. The indicative list of MIS includes
• Circle wise division wise Rental received
• Circle wise division wise Rental receivable
• Monthly Demand collection Register
• Arrear Register
• Generate Defaulter Notices
• Accounting for TDS related to properties rentals
7.1.2. Financial Accounting This module defines an integrated system as a financial management system designed with effective and
efficient interrelationships between software, hardware, personnel, procedures, controls, and data
contained within the systems. To be integrated, financial management systems must have, as a
minimum, the following four characteristics:
• Standard data classifications (definitions and formats) that are established and used for recording each
financial event
• Common processes for similar kinds of transactions
• Internal controls over data entry, transaction processing, and reporting that are applied consistently
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• A design that eliminates the need for duplicate entry of transactions.
7.1.2.1. Budget Allocation & Management Module
Requirement Id Requirement Description
System Login
REQ_FMBS_1 The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:
o Head office
- Housing Commissioner
- CAO/Account Admin
- Accounts Officer
- Accountant (Assigned for Budget Management)
o Circle Office
- Circle Head /SE/ DHC
- Circle Accountant
o Division Office
- Division head / EE/RE
- Divisional Accountant
- Office user/accounts (Assigned for Budget Management)
REQ_FMBS_2 The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB
REQ_FMBS_3 The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS
Access
REQ_FMBS_4 R The System shall be accessible to following users
• Internal RHB users at division office as specified by the RHB for various components of RHBMS to record
• Head Office
o Budget Consolidation
o Budget Review for approval
o Budget Prioritization after approval
o Intimate Circle office/Division office/HoD regarding Budget sanction
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Requirement Id Requirement Description
o Transfer to corresponding CD account
o Budget Monitoring and report generation
o Budget revision approval
• Circle Office
o Budget Consolidation
o Budget Review for approved projects
o Budget Forward to corresponding agencies
o Budget Monitoring and report generation
o Credit Drawing authority
• Division office
o Prepare budget for Plan Heads
o Prepare Budget for Non Plan Heads
o Prepare Annual Budget for New Projects
o Prepare budget for R&M of Building & assets
§ Schedule Repair
§ Special Repairs
§ Non schedule Repairs
o Credit Drawing authority
REQ_FMBS_5 Budget and actual expenditure inquiry or reporting by a internal users should be
restricted to the data pertaining to that finance & accounts cell only. The
authorized budget users such as the Budget Officer and the officials of the budget
section should however have complete access.
Pre –Budget for Plan & Non Plan Heads
REQ_FMBS_6 Should allow authorised user at DO/Circle Office level to prepare a Scheme wise Plan budget for a complete financial year (New/On going Projects Expenditure). List of indicative fields needs to be captured is as under:
• Location HO/Circle/Division
• Financial Year
• Scheme Name
• Account Head
• Cost of Project
• Other description
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Requirement Id Requirement Description
• Implementation details of on-going projects
o Particular of work order (order No, date and amount)
o Physical Progress Stage (plinth /linthal /roof)
o percentage completion
o expenditure incurred till previous year
o sanctioned budget
o Requirement for this years
• Total budget requirement for project
REQ_FMBS_7 Should allow authorised user at DO/Circle Office level to prepare a head wise Plan budget for a complete financial year (Non Projects Expenditure). List of indicative fields needs to be captured is as under:
• Location Division/Circle/HO
• Department/Cell
• Financial Year
• Account Head (Major/Minor)
• Amount Budgeted
• Other description
REQ_FMBS_8 Should allow creation of expenditure programme for non-plan budget, based on rules of expenditure for:
• Recurring expenditure items proportionate over the year @ of 1/12
• Recurring expenditure items not proportionate over the year e.g. maintenance
• Non recurring expenditure item to be planned over the year e.g. office furniture & equipment
REQ_FMBS_9 Should allow authorised user at Division Office /Circle Office level to prepare a head wise Non Plan budget for a complete financial year. List of indicative fields needs to be captured is as under:
• Location Division /Circle/HO
• Financial Year
• Account Head (Major/Minor)
• Amount Budgeted
• Other description
REQ_FMBS_10 System should make the e-form available for entering the revised budget estimation
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Requirement Id Requirement Description
REQ_FMBS_11 System should allow user to bifurcate head wise budget in monthly/ quarterly and half yearly mode
REQ_FMBS_12 Should allow copying details from existing budget into the revised budget estimate form
REQ_FMBS_13 Should populate the projected expenditure and actual expenditure accrued on last year while preparing head wise monthly budget to compare the level of expenditure achieved
REQ_FMBS_14 it should allow the user to prepare scheme wise budget for new projects, Facility for direct manual entry of amounts for individual budget items apart from formula builder and percentage revaluations
REQ_FMBS_15 Should allow compilation of the revised budget for HR and non-HR expenses head wise by incorporating re-appropriations and additional grants and subtracting Surrenders
REQ_FMBS_16 The system should have provision to generate Annual budget for preventive maintenance of building as per standard maintenance schedule.
REQ_FMBS_17 The system should have provision to generate Annual budget for amount receivable under various account heads. Should populate the projected Income and actual recovery accrued on last year, and default recovery target set by the Estate Department while preparing head wise monthly budget to compare the level of income achieved
Budget Consolidation & Review
REQ_FMBS_18 interface to consolidation of budget at division level and circle level
REQ_FMBS_19 Should provide an option to drill down to the complete details of each project
• Project List
• New or Rolling Project
• Cost associated with new Project
• Cost associated with ongoing projects
• Priority of Project
• Probable start date
• Outcome of Project
• Activity List
• Cost Breakdown of activities
• Brief Description
• Duration of project
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Requirement Id Requirement Description
• Start Date
• End Date
• Implementation details of on-going projects
REQ_FMBS_20 Interface to review budget by adding new items, delete items, edit quantity of items and edit cost etc..
REQ_FMBS_21 Ability to generate queries to the subordinate office in regard
Budget Approval
REQ_FMBS_22 There should be provision to record the final budget approved according to division wise along with details of work code, head code, sub head code etc..
REQ_FMBS_23 Should allow relevant stakeholders to transfer budget within various account heads within a major head
REQ_FMBS_24 Should have provision to freeze budget on basis of budget head and account head, there should be provision to drill down budget up to month level. Ability to support user-defined budget availability controls to specify which accounts do not allow actual exceed budget or otherwise
Budget Reversion & Monitoring
REQ_FMBS_25 There should be provision to carry forward budget to next year as per the configured workflow and business rule of department
REQ_FMBS_26 Provides budget vis-à-vis actual comparison on a on-line basis as well as periodic intervals
REQ_FMBS_27 Ability to transfer budget from one head to another. This should be allowed as per configured business rule of the RHB
REQ_FMBS_28 System should populate the re-appropriation, re-allocations, surrenders, revised requirements for the remaining months etc. as on the date of preparation of revised estimates
REQ_FMBS_29 System should cumulate the re-appropriation, re-allocations, surrenders etc. with the budgeted estimates to arrive at the revised budget estimates
REQ_FMBS_30 Should allow DOs to submit the revised estimates to the Head office for purpose of re-allocation
REQ_FMBS_31 Should allow designated authorities at Head office to review and approve revised estimates received from DO & CO
REQ_FMBS_32 Should enable DO/CO/HO and HOD to undertake expenditure monitoring/ reviews using system tools and utilities.
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Requirement Id Requirement Description
REQ_FMBS_33 Comparison of expenditure with project implementation schedule in plan budget (mile stone/end of activity stage) periodically(at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)
REQ_FMBS_34 Comparison of expenditure with expenditure program using trend analysis for recurring non plan expenditure periodically (at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)
REQ_FMBS_35 Comparison of expenditure with expenditure program using for non-recurring non plan expenditure periodically (at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)
REQ_FMBS_36 As a result of expenditure reviews should identify likely savings/excesses
REQ_FMBS_37 Should allow users to choose from following options
• No Requirement
• Additional Requirement
• Budget Savings
REQ_FMBS_38 Should allow designated authority to fill the surrender proposal and submit the proposal to Finance & Accounts, list of indicative fields need to in budget surrender form are as under:
• Planned/Non-Planned Budget
• Grant
• Account Head (Major/Minor)
• Amount to Surrender
REQ_FMBS_39 System allows users to perform on-line appropriation budget adjustments with appropriate security authority within the Financial powers
REQ_FMBS_40 Should allow HODs/DOs /COs to prepare a supplementary grant proposal and submit it to accounts cell in case there is no excess budget available for re-appropriation
REQ_FMBS_41 Should automatically update original budget on the basis of Re-appropriation/additional grants/surrendered budget
REQ_FMBS_42 System should allow designated authorities of Accounts cell to lock any budget head for any period of time in case of issues with resource availability
REQ_FMBS_43 System should allow specifying a lower limit of expenditure to be done under a particular budget head
REQ_FMBS_44 System should allow to notify all HOD/DO/CO in case of low or no
expenditure being done by a board for any particular head
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Requirement Id Requirement Description
REQ_FMBS_45 Online enquiry of budget availability for a particular account head/ project head /
expense head
REQ_FMBS_46 Option to send an e-mail to the concerned department requesting the expenditure
if the cumulative expenditure exceeds the budget
Workflow
REQ_FMBS_47 it should be allowed to configure workflow as per business rule of the board for forward budget along with recommendation, consolidation of budget, review of budget, rights for addition and deletion of budget items
REQ_FMBS_48 Provide flexible budget hierarchy to define budgeting level (what level should be budgeted), account posting level (level where accounting entries will be posted) and budget availability control level (budget level where active budget availability checks are performed).
REQ_FMBS_49 The system should have ability to configure workflow for following activities
o Prioritization of Projects
o Budget review
o Financial & administrative sanction of project according to project value
REQ_FMBS_50 Support the monitoring of various budget types such as original budget,
supplementary budget, budget carry-forward (unutilized budget amounts carried
forward from previous years), budget transfers.
MIS Reports
REQ_FMBS_51 Flexibility to report against different versions like budget estimate, revised estimate, etc. for the year
REQ_FMBS_52 Ability to export the budget data into text or excel format that can be used by the publisher for publishing
REQ_FMBS_53 Budget version analysis report showing differences between different versions of a budget
REQ_FMBS_54 Budget versus actual expenditure report for all or a selected set of departments and expenditure heads for the current year as well as the previous ones
REQ_FMBS_55 Budget and actual expenditure inquiry or reporting by a department should be restricted to the data pertaining to that department only. The authorized budget users such as the Budget Officer and the officials of the budget section should however have complete access.
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7.1.2.2. Project Accounting Sub Module
Requirement Id Requirement Description
System Login
REQ FMPA 1. The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:
o Head office
- Housing Commissioner
- CAO/Account Admin
- Accounts Officer
- Accountant / cashier
o Circle Head /Dy Housing Commissioner
o Circle Accountant
o Division head / Executive Engineer/RE/DHC
o Divisional accountant
o Assistant Engineer
o Junior Engineer
o Office user accounts (DO)
REQ FMPA 2. The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB
REQ FMPA 3. The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS.
Access
REQ FMPA 4. The System shall be accessible to following users
• Internal RHB users at division office and sub division office as specified by the RHB for various components of RHBMS to record
• Head Office
o Project Monitoring and report generation
o Approval of Monthly Fund requires for Project
• Circle Office
o Approval of project monthly project funds
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Requirement Id Requirement Description
o Approval of revised project bill
o approval of contract &work order
o Project Review with time line
o Edit /delete MB books
o Impose penalty on contractor
• Division office RE/DHC
o Approval of contractor Bill in partial or full bill
o Approval of contractor Advances
o Edition and deletion in MB book
o Impose penalty on contractor
o Prepare Monthly report (funds required for a work)
o Reject contractor bill
o Approval of contract work order
• Assistant Engineer/JE
o Entry of DPR Project Profile
o Enter work contact detail with Milestone, rate and payment terms
o Submission of running bill against work
o Submission of Measurement Book
o Entry of Credit Note against material supplied to contractor
o Update work milestone status in line with PMIS
• Divisional Accountant
o Review Contractor running bill
o adjustment of material payment
o deduction against penalty imposed by AE/RE/SE
o entry of Advance paid to contractor
o deduction of advance & mobilization advances from contractor bill
o deduction of security amount from contractor bill
o entry of payment paid to contractor against a work
Field to capture
REQ FMPA 5. A system should have ability to capture project related data. It should have ability to define scheme then activities and sub activities under a scheme. it should generate unique id for each activities and sub activities. and should be capable to calculate actual expenditure incurred up to sub activities level
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Requirement Id Requirement Description
REQ FMPA 6. The system Should ability to create project profile for new projects and DPRs. the list of indicative fields need to be captured is as under
• Location
• Name of Scheme
• Category of Scheme (EWS/LIG/MIG1/HIG/Flats/Multistoried
• Plinth Area As Per Scheme
• Plot Size
• Total Houses constructed
• estimated cost per houses
• cost of construction for total houses
• date of commencement as per scheme
• actual project period
• Goal & Objectives (Outcome) of the Project
• Target Beneficiary
• Current Situation
• Work Plan
• Mode of funding (with alternative funding options)
• Funding Agency (Multiple Agencies)
• Major milestones of projects
• Activity Sets & strategy to achieve each milestone
• Criteria and Justification for selection of the final strategy
• Outputs of each activity
• Cost of each Milestone
• Total Cost of the Project
REQ FMPA 7. Should be able to enter milestones, milestone dates and Key Performance Indicators in the system
REQ FMPA 8. System should allow creation of a new activity and generate an activity ID, these activities should have interlinkage with PMIS Module, for the purpose of resource allocation
REQ FMPA 9. System should have integration with PMIS module and it should allow breaking the strategy options into activity sets and provide the following details
• Scheme Name
• Milestone ID
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Requirement Id Requirement Description
• Activity Name
• Activity Description
• Activity ID
• Whether it is work related to construction/engineering
• Target date for completion of activities
REQ FMPA 10. System should be able to calculate the cost specific to each activity with the help of cost tables
REQ FMPA 11. System should allow consolidation of cost specific to each activity set
REQ FMPA 12. System should calculate the cost of the entire project
REQ FMPA 13. Should capture approvals (Administrative and/or Technical Sanctions) of each project/work specifically all activities related to construction work/engineering related
REQ FMPA 14. System should allow the stakeholders to apply for Administrative sanctions by Competent Authority for any work under scheme which is due for implementation
REQ FMPA 15. System should allow stakeholders to seek technical sanction from a competent authority for the details & cost estimate of the work
REQ FMPA 16. System should allow issuing revised AS/TS in cases the expenditure goes beyond the approved estimates
REQ FMPA 17. Should allow authorised users to review the approved project plan submitted by the implementation authority from PMIS
REQ FMPA 18. Should allow authorised user to review the activities line items of each approved Project /Programme provided under the Planned Budget of the current Financial Year
REQ FMPA 19. Should have ability to capture the following details of work related construction and engineering
• Name Of The Scheme
• Work/ Project Name
• Work Description
• Work ID/Code
• Administrative Sanction No & Date
• sanction authority
• Sanctioned Amount
• Technical Sanction No & Date
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Requirement Id Requirement Description
• Target Completion Date
• Source of Funding (should allow multiple sources also)
REQ FMPA 20. Should be able to record following details of milestone associated with a particular project/work
• Work ID
• Milestone Name
• Budgeted Estimate for milestone
• Target date for completion for Milestone
REQ FMPA 21. Should be able to record following details of associated with a particular milestone
• Work ID
• Milestone Name
• Activity ID
• Activity Name
• Activity Brief Description
• Budgeted Estimate for Activity
• Target date for completion for Milestone
REQ FMPA 22. Should allow to capture contract details of each work associated with scheme. List of indicative fields needs to be captured are as below
• Name Of The Scheme
• Project/Work Name
• Project/ Work ID
• Work Order No & Date
• Work Order Amount
• Target Completion Date
• Total Work Order amount
• Contractor Name & details address
• Contractor Account ID
• Contractor Bank Account details
• Contractor PAN Number,
• Contractor Service tax number
• Milestone Details
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Requirement Id Requirement Description
o Milestone Name
o Activities to be perform
o Cost for Milestone
o Target date for completion
• Unit Rate
o Item & Chapter No
o Item description
o Measuring Unit
o Quantity
o Unit Price
• Payment Terms
o Mile stone Basis / Monthly Basis
• Performance Security Amount (in case of advance)
• Late delivery Penalty If any
o Milestone Name
o Activity Name
o Target Date
o Penalty calculation Methodology (Percentage/ Days)
o Penalty Amount
REQ FMPA 23. Should be able to provide the following details of the Work In Progress project
• Project/work ID
• Project/work Name
• Milestone Name & ID
• Milestone Target date
• On Going Activities List
o Activity ID
o Activity Name
o Current Status of activity (completed/ Ongoing/not started/cancelled)
o Pending activities
• Expected target date to achieve milestone
• Milestones achieved (Percentage of completion)
• Cost Incurred to date
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Requirement Id Requirement Description
• Budgeted Sanctioned for milestone
• Budget required for completion (if Any)
REQ FMPA 24. Should allow project estimate to be maintained so that revised estimates can be computed in combination with the actual to date expenditure
Monthly Budget Requirements for Work
REQ FMPA 25. It should allow the user to prepare scheme wise budget at DO level so that budget can be forward to the circle office. Should compile the draft plan for new and ongoing projects having following details
• Division name
• Circle Name
• Financial year
• Scheme Locations
• Project Name
• Project Duration
o Start date
o Target completion date
• Total project Cost Estimates
• Implementation details of on-going projects
o Particular of work order (order No, date and amount)
o Physical Progress Stage (plinth /linthal /roof)
o percentage completion
o expenditure incurred
o sanctioned budget
o Requirement for this month/years
o recommended by DHC (Deputy Housing commissioner)
• funds received in current financial year
• funds available from previous financial year
• funds utilized
• surplus funds available with Div
• Net Funds required
REQ FMPA 26. Scheme budget will have to be distributed (month-wise) over the financial year to be able to draw moneys with regard to contractor’s bills and related work contingency expenditure
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Requirement Id Requirement Description
REQ FMPA 27. The system should provide the functionality to allow reallocating/redistributing scheme budget over the FY as per needs of the revised construction programme (month wise)
REQ FMPA 28. should have ability to review monthly funds requirements and approve as per the authorisation and business rule of the Board
REQ FMPA 29. The system should provide the functionality to allocating/distributing scheme budget over the FY as per needs of construction programme (month wise)
REQ FMPA 30. The system should provide the functionality to allow reallocating/redistributing scheme budget over the FY as per needs of the revised construction programme (month wise)
REQ FMPA 31. The system should provide the functionality to customize online MB reach-wise
REQ FMPA 32. Scheme budget will have to be distributed (month-wise) over the financial year to be able to draw moneys with regard to contractor’s bills and related work contingency expenditure
REQ FMPA 33. The system should provide the functionality to raise alerts if slice/quantities exceeds predefined limits
REQ FMPA 34. The system should provide the functionality to enable consolidation of measurement RE (Division)-wise as also inter division consolidation of Item-wise quantities and milepost information.
REQ FMPA 35. The system should provide the functionality to enable consolidation of all information/data of all the contracts of a particular project/scheme in project management module
REQ FMPA 36. Should allow the system updating authority to update the project with the following information:
o Project Name (Drop Down)
o Project Id (self generated)
o Project duration ( to be selected by authority)
• Activity Detail
• Output of each activity
o Milestones set (self generated from)
o Milestones Pending (self Generated by the system)
o Milestones achieved (to be filled in by authority)
o Activities set under the milestone
o Activities achieved
o Activities pending
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Requirement Id Requirement Description
o Cost Incurred
o Material Used (for works)
o Remarks by the sub engineer
REQ FMPA 37. The system should provide the functionality to enable closure of contract when completed/abandoned/ terminated
REQ FMPA 38. The system should provide the functionality to enable audit logs for all changes/modifications and copied in the contract/project management utility/system
REQ FMPA 39. The system should provide the functionality to assign contracts owner, contracts manager, accountable person and key stakeholders, System updating authority, reviewing authority
REQ FMPA 40. The system should provide the functionality to be able to re-open closed contracts
Monitoring Physical Progress
REQ FMPA 41. The system should provide the functionality to define reach slice/quantities and milestones of the contract in section’s online MB enabling capture of measurements and milestone in the MB. list of indicative field need to be captured are as below
• Location (Circle & Division)
• Work Name & ID
• Work Order No & Date
• Contractor Name
• Period from
• Period to
• Measured/recoded By (Name, ID & designation of Emplyee)
• Reference No of physical MB Books
• Item wise quantities
o Item Name
o Item Number
o Description
o Measuring Unit
o Dimension (height, width, length)
o Total Item Quantity
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Requirement Id Requirement Description
REQ FMPA 42. Should generate an alert for the AE/EE if the Junior engineer does not upload MB within specified time as per the project requirement
REQ FMPA 43. Should allow the AE & EE to accept / reject / edit the MB at his own end.
REQ FMPA 44. Should allow the AE & EE to seek clarification or mark for action to Junior engineer
REQ FMPA 45. Should allow the AE/EE to enter the reasons for the rejection of the MB or the part there off
REQ FMPA 46. Should allow the AE/EE to edit the MB at his own end for certain minor changes
REQ FMPA 47. Should allow the AE/EE to approve quantities (partially) as per his/her own verification
Contractor Payment
REQ FMPA 48. Should provide required electronic formats of invoices (e.g. Abstract of quantities executed as per running bill format along with a generic invoice format which can be customized by the project authority for the project use
REQ FMPA 49. For every invoice submitted and entered into the system, system should create an unique Invoice/Bill id. Any further communication and tracking should be based on that
REQ FMPA 50. Should allow authorised user track the status of contractor bill. The points at which the status can be tracked would be:
• Invoice processed at sub engineer level
• Submitted to assistant engineer for clearing
• Invoice processed at AE level, bill created
• Submitted to RE for clearing
• Invoice accepted / rejected at RE level
• Queued in Ways & Means Management
• Bill cleared
REQ FMPA 51. Should allow the AE or User authorize by AE to enter the following bill details. the list of indicative fields needs to be captured are as under
• Invoice No.
• Bill no.
• whether final bill/running
• Work Name & ID
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Requirement Id Requirement Description
• work order No & date
• Head details
• Contractor’s name
• Contractor’s ID
• TAN & CIN Number of the company
• Contractor’s bank account number ( Bank branch name, location and code)
• Address of the company
• Contact details of the contractor
• Milestone Achieved or not Yes or No
• Claimed amount Rs…
• Passed amount – Rs…
• Penalties to levy on contractor - if any (to be filled by relevant authorities
(JE/AE/EE/DHC) – Rs…
• Deductions (to be filled by DA/Auditor) – Rs…
• Deduction against material supplied –RS
• Assistant Engineer’s/EE/SE Remarks
• Digital signature of the EE
REQ FMPA 52. System should have ability to capture the Abstract of quantities executed as per the measurement book recorded by the AE/JE. List of indicative fields needs to be compiled from MB books are as follows
• Work Name & ID
• Work Order No & Date
• Contractor Name
• Period from
• Period to
• Measured/re coded By
• Item wise quantities
o Item Name
o Item Number
o Description
o Measuring Unit
o Dimension (height, width, length)
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Requirement Id Requirement Description
o Total Quantity
o Quantity verified by AE/EE/SE
REQ FMPA 53. System should have ability to capture the amount against material supplied to the contractor on payment, List of indicative fields needs to be compiled from store receipt are as follows
• Work Name & ID
• Work Order No & Date
• Contractor Name
• Date
• Store Issued By
• Indent No & Date
• Indent Approved By
• Material Details
o Material Name
o Material Number
o Measuring Unit
o Quantity Issued
o Unit Price
o Total Price
REQ FMPA 54. The system should provide the functionality to enable computation of quantities for approval of contractor’s bill/invoice of quantities
REQ FMPA 55. The system should provide the functionality to enable creation of contract bill as per verified/measured quantities less what is paid earlier (Process: Contractor Bill Clearing)
REQ FMPA 56. The system should provide the functionality to enable adjustments of deductions on account of advances, security, penalty, taxes, etc from created bill (Process: Contractor Bill Clearing)
REQ FMPA 57. The system should provide the functionality to enable uploading of contractor’s bill along with necessary approval
REQ FMPA 58. Should allow the DO/EE to view the work ID in the bi, as soon as the AE upates/uploads the bill. The Work ID the project plan, online measurement book, corresponding terms of reference, original contract document and budget availability statement should open up automatically
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Requirement Id Requirement Description
REQ FMPA 59. Should provide the facility to EE to review the Measurement Book if required, Bank Guarantee details contract uploaded over the system
REQ FMPA 60. Should allow the DO/EE to accept / reject / edit the bill at his end
REQ FMPA 61. the System should allow EE/DO to approve contractor invoice in an full approval or in partial approval
REQ FMPA 62. Should allow the EE to seek clarification or mark for action to junior engineer through AE
REQ FMPA 63. Should provide the EE/PIU the following options:
• Accept
• Reject
• Object and resend to bill clerk
• For processing the raised bill
REQ FMPA 64. Should allow the EE/Designated Authorities to enter the following format in case of a rejection:
• Claim id
• Rejection ID
• Rejection Date
• Rejection Code
• Reason for rejection (description to be filled in by bill clerk)
REQ FMPA 65. Should allow the EE to fill in the following details in case of an objection
• Claim id
• Objection ID
• Objection Date
• Objection # 1: (Standard objection filled from dropdown menu other to be recorded)…………………………..
• Objection # 2: (Description to be filled)…………………………..
• Objection # n: (Description to be filled)…………………………..
REQ FMPA 66. Should allow the designated staff to respond to the raised objections in a serial wise manner:
• Claim id
• Objection ID
• Objection Date Objection # 1: …………………………..
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Requirement Id Requirement Description
• Actions taken over the Objection # 1 ………………
• Objection # n:…………………………..
• Actions taken over the Objection # n)………………
REQ FMPA 67. Should system generate notifications (through SMS / email / In Tray dash board etc.) at each of the following stages:
• Measurements taken/verified at junior engineer level
• Bill created at AE level for clearing
• Submitted to RE for clearing
• Bill accepted / rejected at EE level
• Submitted to Accounts disbursement system
• Bill cleared by Ways & Means system and contractor’s account credited
REQ FMPA 68. Should allow the user to enter all the invoices for advance received at the front desk from the contractor/supplier/service provider for advance payments. The bill clerk will make the following entries while accepting the invoices for advance payment:
• Claim ID (System Generated)
• Claim date
• Project/work Id
• Contractor’s name
• Contractor’s ID
• Advance Type
• Whether advance is to be deducted from running bill Y/N
• Contractor’s bank account details (already registered in the system)
• Particulars of security received (e.g. bank guarantee, etc)
• Advance Amount
REQ FMPA 69. Should generate an alert for the Resident Engineer as soon as the bill clerk raises a bill for advance payments
REQ FMPA 70. Should maintain a database of all the advance payments
REQ FMPA 71. Should maintain a database of all the Security amount deducted from contractor bill
REQ FMPA 72. Should account for recovery/adjustment of advance payment while making the next payments to the contractor
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Requirement Id Requirement Description
REQ FMPA 73. Should provide details of the advances that have been paid till date to the contractor/supplier/service provider before any new payments
REQ FMPA 74. The system shall provide functionality to automatically update the general ledger with contract transaction and documents
MIS Reports
REQ FMPA 75. Following is list of MIS but not limited up to this list
1. Project wise Bill Paid
2. Project wise bill pending for approval at different level
3. Project Physical Progress Vis-a Vis Finnacial Progress
4. Monthly Expenditure on each project
5. Monthly Expenditure on each scheme
6. Monthly expenditure budgeted vis-à-vis expenditure incurred on a project
7. Monthly Funds requirement statement for a project
7.1.2.3. Book Keeping & Accounting Sub Module
Requirement Id Requirement Description
System Login
REQ FMBK 1. The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:
o Head office - Housing Commissioner - CAO/Account Admin - Accounts Officer - Accountant - Cashier
o Circle Head /Dy Housing Commissioner o Circle Accountant o Account Assistant o Division head / Executive Engineer o Divisional accountant o Account Assistant o Office user accounts (DO)
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Requirement Id Requirement Description
REQ FMBK 2. The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB
REQ FMBK 3. The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS.
REQ FMBK 4. Access
REQ FMBK 5. The System shall be accessible to following users
• Internal RHB users at division office and sub division office as specified by the RHB for various components of RHBMS to record
• Head Office o Budget Re-Consolidation o Generation of Monthly Reports o Trial Balance o Book Keeping of all Receipt & Voucher o Entry of Loans from FI o Entry of Interest on loans o Entry of loan repayment o Entry of investment from Government grant o Entry of funds transfer to circle & divisional offices o Generation of MIS reports related to accounts o Send financial queries to the HoD, COs and DOs o Generate balance sheet
• Circle Office o Budget Re-Consolidation o Generation of Monthly Reports o Trial Balance o Book Keeping of all Receipt & Voucher o Generation of MIS reports related to accounts o Send financial queries to DOs o Reply of financial & audit queries being send by HO
• Division office o Entry of Payment Receipt o Entry of Payment Voucher o Entry of Cheque o Bank Reconciliation o Entry of Challan (Government funds) o Budget Re-Consolidation
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Requirement Id Requirement Description o Generation of Monthly Reports o Trial Balance o Reply of financial & audit queries being send by CO/HO o Generate balance sheet for a particular project/scheme
REQ FMBK 6. Should set up security by various user groups to restrict access for those account ranges.
REQ FMBK 7. Should define Account level security by user e.g.: The system should restrict user entering or reviewing balances for certain accounts.
Generic Requirements
REQ FMBK 8. Should define accounting periods with at least fiscal periods, per year with Cumulative figures. indicative fields need to be capture are as below
• Financial Year
• Start Date • End Date
REQ FMBK 9. Should create and maintain unlimited number of account Head and sub head
REQ FMBK 10. The system shall provide functionality to support a centralized ledger for each Account head.
REQ FMBK 11. Should create and maintain unlimited number of ledgers/registers in general Ledger (GL) with an option to include or exclude any of the ledgers for one or multiple consolidations. list of indicative fields need to be capture in GL are as under
• Ledger Name • Ledger Code
• weather behave as sub ledger
• if yes then name of master ledger
• Account Head & Sub head details • ledger Type (income /expenditure/Assets/Liabilities)
• Opening Balance Rs …. (Dr/Cr)
• weather account is active
REQ FMBK 12. Should have centralized account maintenance capability in order to ensure that any addition or change in the account code in the master chart of account will be available automatically in all location
REQ FMBK 13. The system shall provide functionality to simultaneously support the following basis of accounting for appropriate fund types, but not limited to:
• Cash basis • Accrual basis • Modified accrual basis
REQ FMBK 14. The system shall provide functionality to support multi-fund accounting with the capacity to segregate funds by type and by regulatory requirements
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Requirement Id Requirement Description
Cash & Journal Transactions
REQ FMBK 15. The system shall provide functionality to define multiple types of journal vouchers to handle multiple transaction types including, but not limited to:
• Manual • Recurring
• Interfaced
REQ FMBK 16. The system shall provide functionality to configure a journal voucher format as per the business procedure of the RHB
REQ FMBK 17. The system shall provide functionality for the user to set-up standard journal voucher templates that can be recycled to enable the creation of like kind vouchers
REQ FMBK 18. The system shall provide functionality to generate a unique voucher Id for each journal transaction and transaction line entered. These voucher ID should be maintains in accordance to the voucher type.
REQ FMBK 19. System should provide user interface to define the prefix of each voucher ID
REQ FMBK 20. The system shall provide functionality to define multiple types of journal vouchers to handle multiple transaction types
REQ FMBK 21. The system shall provide functionality to support both automatic and manual identification of document numbers
REQ FMBK 22. should allows cash accounting with multiple cash points for a single or multiple
cash GL accounts
REQ FMBK 23. The system shall provide functionality to post transactions from integrated functional areas to the general ledger interactively after the due approval of designated authority
REQ FMBK 24. The system shall provide functionality to reverse journal vouchers with user control over the period in which the reversal occurs
REQ FMBK 25. The system shall provide functionality to identify goods or services received in the prior year that were paid for in the current year
REQ FMBK 26. The system shall provide the functionality to post transactions in the past or future period as long as the period is open
REQ FMBK 27. The system shall provide the functionality to permit prior year adjustments to be entered in the current fiscal year and reported as a prior year adjustment for financial reporting and entered as a current year adjustment for budgetary purposes
REQ FMBK 28. The system shall provide functionality to run multiple periods and fiscal years concurrently, which will allow users to enter transactions, based on effective dates, in any periods that have not been closed
REQ FMBK 29. The system shall provide functionality to automatically adjust cash held in an agency’s fund ledger and the associated revenue for each returned cheques or unsuccessful transaction (payment)
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Requirement Id Requirement Description
REQ FMBK 30. The system shall provide functionality for users to trace summarized transactions in the general ledger back to detail source documents in other system modules or subsystems. If the information must be retrieved from these modules or subsystems, it should be transparent to users
REQ FMBK 31. The system shall provide functionality for users to perform on-line drill-downs from the general ledger summary balance to the original source document(s)
REQ FMBK 32. The System shall provide the functionality to prevent creation of duplicate transactions with system controls
Bank Transactions
REQ FMBK 33. The system shall provide functionality to accommodate multiple banks and bank accounts in the automated bank reconciliation process
REQ FMBK 34. Should provide interface for entry to incoming cheques for current as well as
future period and segregation based on dates possible.
REQ FMBK 35. Should provide facility to view and print cheque deposit statement for a day.
REQ FMBK 36. Captures value date for cheque deposited and payment
REQ FMBK 37. The system shall provide functionality for users to make correction during the reconciliation process
REQ FMBK 38. The system shall provide functionality for users to enter the bank charges corresponding to a particular transaction during the reconciliation process
REQ FMBK 39. The system shall provide functionality to automatically reconcile bank activity entered in the system with bank transactions received from the State's bank Accounts (e-scrolls).
Financial Queries
REQ FMBK 40. Should perform on-line transaction inquiries for Individual Chart of Accounts, Summarized at various levels of parents, range of periods, Actual or budget or both with variance, Period to date, year to date and project to date
REQ FMBK 41. Should perform budget vs. actual inquiry on summary account & detailed account balances
REQ FMBK 42. Should provide interface to the user to send transaction related queries to the subordinate office . list of indicative fields need to capture are as below
• Reviewer ID (Name location and designation of employee) • Project/work ID • Voucher Type • Voucher id • Objection ID • Objection Date • Objection # 1: (Standard objection filled from dropdown menu other to be
recorded)………………………….. • Objection # 2: (Description to be filled)………………………….. • Objection # n: (Description to be filled)…………………………..
REQ FMBK 43. Should allow the designated staff to respond to the raised objections in a serial wise manner:
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Requirement Id Requirement Description • Respondent ID (Name location and designation of employee) • Project/work ID • Voucher Type • Voucher id • Objection ID • Objection Date Objection # 1: ………………………….. • Actions taken over the Objection # 1 ……………… • Objection # n:…………………………..
• Actions taken over the Objection # n)………………
Payment Against Purchase
REQ FMBK 44. Should have ability to enter invoice details. List of indicative fields needs to be captured are as under
• Location HO/circle /division
• Claim No & Date
• Purchase Order No & date
• Invoice no & date
• Name & address of supplier/vendor
• Store Receipt No & date
• Account Head / GL Number
• Project/Work ID (in case of purchase on account of project) • Description of Goods or services provided by vendor
• Invoice Amount
• State VAT (if any) • Service Tax (if any)
• Total Invoice Amount
REQ FMBK 45. Supports typical 3 way match (PO, GRN, Vendor invoice) bill passing process
REQ FMBK 46. should allow to capture Expense voucher where vendor is credited without PO/GRN in the system
REQ FMBK 47. should have ability mark goods to capital job note in case of capital asset receipt
REQ FMBK 48. With respect to service entry note in case of a service vendor
REQ FMBK 49. The system should have ability to invoice processing as per the pre configured workflow and business rule of the RHB
REQ FMBK 50. Should notify the stakeholder involved in the bill processing through email and in-tray dash board
REQ FMBK 51. Should allow authorised user track the status of vendors invoice. The points at which the status can be tracked would be:
• Invoice processed at Store level
• Invoice processed at 1st Level Reviewer
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Requirement Id Requirement Description • Invoice processed at 2st Level Reviewer
• Submitted to final approver for clearing
• Invoice accepted / rejected at approver level • Queued in Ways & Means Management
• Invoice cleared for payment
• Payment made
REQ FMBK 52. Should allow processing of payment against one or multiple invoices - adhoc
amount
REQ FMBK 53. Ability to block certain vendors invoices so that they cannot be paid unless
cleared by appropriate authority
REQ FMBK 54. Allows to process one or more vendor invoices, debit notes, credit notes and
allows to make net payment
REQ FMBK 55. Allows to select/deselect certain invoices for payment processing
REQ FMBK 56. Should allow approver and reviewer to drill down other details related to invoice like purchase order, store receipt, comments of store incharge etc
REQ FMBK 57. Should allow approver and reviewer to drill down other details related to vendors like
• Payment history for selected supplier • Supplier history in terms of delivery date and target date • Other outstanding bills of same vendors
REQ FMBK 58. Should allow approver and accounts manager to drill down other details related to selected account head corresponding to invoice
• Budget approve / spent and balance in account head • Budget approve / spent and balance in particular project head (in case of
project) • Other outstanding invoices under same project
REQ FMBK 59. Should provide the approver the following options: • Accept • Reject • Object and resend to bill clerk
• For processing the raised bill
REQ FMBK 60. Should allow the Designated Authorities to enter the following format in case of a rejection:
• Claim id • Rejection ID • Rejection Date • Rejection Code • Reason for rejection (description to be filled in by bill clerk)
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Requirement Id Requirement Description
REQ FMBK 61. Should allow the approver to fill in the following details in case of an objection • Claim id • Objection ID • Objection Date • Objection # 1: (Standard objection filled from dropdown menu other to be
recorded)………………………….. • Objection # 2: (Description to be filled)…………………………..
• Objection # n: (Description to be filled)…………………………..
REQ FMBK 62. Should allow the designated staff to respond to the raised objections in a serial wise manner:
• Claim id • Objection ID • Objection Date Objection # 1: ………………………….. • Actions taken over the Objection # 1 ……………… • Objection # n:…………………………..
• Actions taken over the Objection # n)………………
REQ FMBK 63. Ability to edit /modify invoice amount through a manual intervention. authorised user should be allowed to deduct penalty, shortage or any other LD in line with the terms of purchase order
REQ FMBK 64. Ability to prompt/automatically deduct all deductible charges such as TDS, works contract tax, surcharge on these taxes at the time of vendor bill processing
REQ FMBK 65. Ability to automatically account for all these deductions based on pre-determined criteria
REQ FMBK 66. Triggers timeline/ commitment and updates budget on issue of purchase orders
for goods/services
REQ FMBK 67. Ability to approve full bill invoice or partial approval
REQ FMBK 68. Ability to capture payment details through a payment voucher as per the format of RHB
REQ FMBK 69. On payment system should automatically update entry of transaction in vendor
account
REQ FMBK 70. Ability to track duplicate invoice based on vendor code, purchase order number
and invoice number
Loan & Advances
REQ FMBK 71. Should have the capability of setting up special accounts for loans. It should be able to interface with the Accounting system and retrieve information about the movement of funds in these special accounts
REQ FMBK 72. Should have a separate debt management section with the following login options:
• Market Borrowing • Loans from Financial Institutions
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Requirement Id Requirement Description • Central Government Loans and Grants
REQ FMBK 73. Should capture the following details related to each new loan (bearing a unique borrowing id):
• Borrowing ID • Amount Borrowed • Source of Borrowing • Financer Details • Date of Borrowing • Details of Borrowing (coupon rate, discount offered, rate of interest, face
value etc.) • Terms of Reference of borrowing • Duration of borrowing • Repayment Schedule
REQ FMBK 74. The system should be able to interact with the accounting system to transfer details about the disbursement schedule of monetary aid received from the Financing agency
REQ FMBK 75. Should update the states receipt and liability account as soon as a new borrowing is taken by the RHB
REQ FMBK 76. Should interact with the fixed asset module to reconcile the acquisition/ creation of assets out of aid money, as reported by the beneficiary budget entity, with the aid recorded in the
REQ FMBK 77. System should be able to transfer information of due but not paid amount of interest/loan installments of various loans and market borrowings to the accounts payable system and update current liability account also
REQ FMBK 78. The system should notify the concern users on receive information about the actual disbursement of loans and should be able to register the payments into the loan accounts of the project head who has taken the loan
REQ FMBK 79. Should allow the concerned user to update the following details over the Repayment of Borrowing Section:
• Borrowing ID (against which the repayment was done) • Amount repaid • Distribution of Repayment (Principle & Interest) • Date of Repayment • Total Amount Repaid • Remaining Amount • Amount of next repayment
REQ FMBK 80. the system should ability to generate notification and alerts for concerned
stakeholder users, on the event of installment date overdue
REQ FMBK 81. Should provide a facility for entering the repayment advice received through the bank
REQ FMBK 82. Should be able to interface with the ACCOUNTING SYSTEM to retrieve the information on receipts pertaining to repayment of debt and should print reconciliation reports
Audit Trail
REQ FMBK 83. should maintain audit trail for reopening of fiscal year periods, any modification in
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Requirement Id Requirement Description the previous fiscal year
REQ FMBK 84. Tracking of user login in accounts module, date and time for each transaction
REQ FMBK 85. Tracking of changes made to any document like add, edit delete
REQ FMBK 86. Tracking of creation and changes to any master data in the system
REQ FMBK 87. Tracking of creation and changes to any set up data in the system, e.g. TDS
codes, excise chapter nos.
REQ FMBK 88. Tracing of changes to authorization profile/ approval profile
Workflow
REQ FMBK 89. The system shall provide functionality to automatically receive and store electronic deposit information in various formats as well as generate information to identify and approve the deposits
REQ FMBK 90. The system shall provide functionality to define accounting rules such that both full accrual and modified accrual postings are cap the following items including, but not limited to:
• Fixed and Current assets • Liabilities • Loans receivables and payable • Investments • Deposits • Advances to Contractors • Amount Receivable and payable • Disbursement and Receipts (taxation) • Non tax revenue receipts tured, as well as cash basis for
The system shall provide functionality to assign approval routes to journal voucher transactions
REQ FMBK 91. The system shall provide functionality to create approval routes for inter-fund or inter-agency
REQ FMBK 92. The system should provide functionality to configure workflow for the approval of following type of payment
• Advance Payment to contractor • Payment against Purchase • Payment to Contractor for Running Bill • Payment to contractor for Final Bill • Release of Contractor Security • Payment to Financial Institution for Re-payment of Loan
REQ FMBK 93. The system shall provide functionality to Configure an automated workflow to carry out following activities
• Edit entry in previous Fiscal year • Edit/ Delete any Receipt • Edit/ Delete payment voucher
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Requirement Id Requirement Description
REQ FMBK 94. The system shall provide functionality to perform an automated year-end rollover of appropriate financial information into the new fiscal year
REQ FMBK 95. Allows to take comparative balance sheet, profit and loss account, trial balance
where a corresponding period which can be selected by user
REQ FMBK 96. Should ability to define various TDS rates, works contract tax rates in the system and attach relevant rates to contractor based on the applicability
MIS Reports
REQ FMBK 97. Should provide functionality to develop routines, reports, and inquiries that compare subsidiary ledger balances (e.g., any integrated functional area) with the respective general ledger balance for integrity controls
REQ FMBK 98. Should generate trial balance summarized by account segment and in detail
REQ FMBK 99. Should produce general ledger reports for users elected accounts and periods
REQ FMBK 100. Should generate the following financial reports in user defined format Balance sheet, Income and Expenditure Account, Cash flow statement, Budget status report ( budget vs. actual by selected accounts/groups of accounts)
REQ FMBK 101. Should have all Online transactions registers on the basis of voucher type
Interlinking with other module
REQ FMBK 102. The system should be interlined with following modules
• Estate Management System
• Project Monitoring Information System • Personal & Payroll Module
• Assets management
REQ FMBK 103. The financial & accounting module should have integration with Estate management system The account should automatically be updated on Receipt following type of payment being made by allottee
• Receipt of Seed money • Receipt of ORS payment
• Receipt of HPS Installment
• Interest payment
• receipt of Penalty & Charges
REQ FMBK 104. The financial & accounting module should have integration with Estate management system The account should automatically be updated on event of following type transaction
• OTS Settlement of Allottee account
• Receipt of full & final of allottee account
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Requirement Id Requirement Description • Surrender of allotment by allottee
REQ FMBK 105. The financial & accounting module should have integration with Estate management system The account should automatically be updated on Receipt following type of payment being made by Tenants against rented income
• Receipt of Rent amount • receipt of security from tenant
• Refund of security amount to tenant
• OTS Settlement & waiver amount provided to tenants
REQ FMBK 106. The financial & accounting module should have integration with Estate management system and should have ability to calculate periodical projection of amount receivable by the estate section on account of following
• Lease Rent to be received against rented property
• HIPS installment amount to be received for Allottee
• Amounted to be recover from the defaulters (As per target assigned to the recovery staff)
REQ FMBK 107. The financial & accounting module should have integration with Personal & Payroll Management System The account should automatically be updated on Receipt following information from the HR Department
• Consolidated salary Bill
• Challan for payment of TDS amount • Challan for payment of EPF & PF
• Grant of Employees Loan
• Deduction of employees loan installment from salary account
• Release of employees gratuity
REQ FMBK 108. The financial & accounting module should have integration with Project Monitoring & Information System The account should automatically be updated on Receipt following information related to PMIS module
• Creation of Project Profile
• Milestone & activities defined for project
• Budget allocated to project and milestone corresponding to the projects • Physical Progress of project Vis-a vis financial progress of project
7.1.3. Scheme Information System Module
Requirement Id Requirement Description
System Login
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Requirement Id Requirement Description
RHB_SIM_1 The System shall be accessible to Internal RHB users as per the user roles specified
by the RHB for various components of RHBMS
RHB_SIM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB.
RHB_SIM_3 The system shall as a part of registration establish challenge and responsive
mechanisms for session validation for future online sessions. Details such as
username and password, challenge question and response answer should be asked
if login details are forgotten etc.
RHB_SIM_4 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
RHB_SIM_5 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
RHB_SIM_6 The system should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o Estate Admin
o Estate officer
o Account officer
RHB_SIM_7 The system should be accessible through web application only, for add/ modify new
scheme it should be accessible to internal user authorised by Board for maintenance
of scheme database
RHB_SIM_8 The system should have the feature to define/modify/delete a new scheme by
authorized users.
Scheme Database
RHB_SIM_9 The system should provide interface to record the detail of each scheme. Indicative
list for fields to be captured is provided. However details to be captured shall be
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Requirement Id Requirement Description
finalized in consultation with the RHB.
• Name of Project
• Location of Project (District /Circle/Division)
• Total Area of Project
• Type of scheme (Residential, Commercial etc)
• Unit details (Number of different type of plots/houses)
• Details of Commercial Area ( no of shops, club, parks, & other non
residential property)
• Land usage details (area of roads, parks, community facilities etc.)
• Other as per requirements of RHB
Details of Units
RHB_SIM_10 The system should allow user to create unit category like LIG, MIG, HIG etc.
RHB_SIM_11 The system should allow user to define unit description under each category. In case
of built house. For each category of unit, indicative list for fields to be captured is
provided.
• Total super area available in each unit
• covered area of unit,
• Total no of bed Rooms in unit
• Total no of bathrooms in unit
• Availability of storage space
• No of balconies & total area available for balconies,
• Parking area available
RHB_SIM_12 The system should allow user to capture no of units available under each category of
unit.
Allotment Criteria
RHB_SIM_13 The system should allow user to capture the special allotment quota available for
each category of unit
RHB_SIM_14 The system should provide feature to capture detail eligibility criteria for applicant to
meet special quota.
Rate Applicable per unit
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Requirement Id Requirement Description
RHB_SIM_15 The system should allow user to capture rate per unit. These rate shall be depending
upon category of unit, and then category of applicants e.g price of a LIG category of
unit for general category will be different from sportsman category
RHB_SIM_16 The system should allow capturing different payment option for each category. The
RHB allows allottee to pay allotment charges on instalment mode. Further there is
some discount on lump sum payment also
RHB_SIM_17 The system should allow user to capture interest rate applicable on various payment
options,
Application Process
RHB_SIM_18 The system should be able to capture the complete workflow requires for application
process as per the guidelines of RHB, it should capture the step required and further
role base action required from application registration to final allotment of Unit.
Update Scheme Business rule
RHB_SIM_19 The system should allow designated authority to configure the workflow for
processing of application for each scheme, category of applicants and category of
unit as per the guidelines of Department of RHB. The designated authority should be
allowed to modify the workflow. However all audit trails shall be maintained in the
system and mandatory approvals should be required to be uploaded in the system if
required for the change
Interlinking with other module
RHB_SIM_20 The system should have integration with following modules
• Project Monitoring Information System
• Application Digitization & Management Tools
RHB_SIM_21 The system should be integrated with other modules and ability to auto commit
required information to relevant modules and auto update relevant tables
Application Form
RHB_SIM_22 The system should have the provision to create, design and upload application form
for each scheme.
RHB_SIM_23 Application form should comprises the following fields e.g scheme code ,unit
category, allottee category, cast category, district code, gender code, qualification,
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Requirement Id Requirement Description
income group code etc.
RHB_SIM_24 This form should have inbuilt validation check for field, in respect of data type, date
range, date format etc.
RHB_SIM_25 The system should have feature to publish and download the application from the link
on the web portal having detailed information about scheme and procedure for
application.
RHB_SIM_26 The system should have inbuilt validation check available on downloadable version,
in respect to data type, date range, date format, mandatory field. These validations
should also be available in off line mode.
RHB_SIM_27 The system should have the ability to capture and display FAQs and online help
related to filling & submission of application form.
Notification for Application Form
RHB_SIM_28 The system should have ability to capture the following dates for submission of form
• Form publish date on internet,
• last date for online form submission through online mode,
• last date for form submission by hand
RHB_SIM_29 The system should provide feature to define partner bank for submission of
application form, the system should capture following details about partner bank,
indicative list for fields to be captured is provided. However details to be captured
shall be finalized in consultation with the RHB.
• Bank Name
• Branch Name
• Branch code
• Branch Address
• Account Type
• Account No
RHB_SIM_30 The system should have integration with web portal for the following details:
• About scheme
• Project Layout Plan
• Unit wise layout Design
• Eligibility Criteria (General category)
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Requirement Id Requirement Description
• Eligibility Criteria (Special Reserve category)
• Category wise unit price
• Payment Stages
• Payment Installation mode (discount on the basis of payment mode)
• Special Discount (if Applicable)
• FAQs related to Application
Scheme Monitoring
RHB_SIM_31 The system should provide feature to create generic milestone required for any
scheme, these milestone should also be interlinked with PMIS module.
RHB_SIM_32 The system should allow designated authority to automate the workflow involved with
each milestone. Indicative list of mile stone is as under
• Land Acquisition
• Land Survey,
• DPR Preparation,
• Design Template,
• Clearances From Competent Authorities,
• Execution of Construction Work
• Unit Cost Estimation
• Formation of Allotment Committee
RHB_SIM_33 The system should allow authorized user to select milestone required for particular
scheme and further allows user to customize milestone basis workflow for the
respective scheme along with supporting documents
The designated authority should be allowed to modify the workflow anytime during
the proceedings. However all audit trails shall be maintained in the system and
mandatory approvals should be required to be uploaded in the system if required for
the change.
RHB_SIM_34 The system shall be able to facilitate dissemination of information about the scheme
to stakeholders such as registered users, existing allottee and concern employees
through preferred medium and through the online web application
RHB_SIM_35 The system shall allow authorized user to update the parameters of the scheme with
necessary supporting data
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Requirement Id Requirement Description
RHB_SIM_36 The system should have the ability to assign role of registered board representative
for various approvals as per the workflow defined in line with laid down approval
policies of the board ( e.g. Verification Officer)
RHB_SIM_37 The system shall allow authorised user to update scheme status in terms to
• Application Open
• Application closed
• Allotment completed
RHB_SIM_38 The system shall allow authorised user to close the scheme with support documents
as per the guidelines of the scheme.
Search Option
RHB_SIM_39 The system shall allow authorized personnel to access the details of the various
schemes. System shall allow search facility by different parameters like scheme wise
information, scheme wise allotments etc.
RHB_SIM_40 The system shall be able to monitor the performance of running scheme against the
configured parameters.
RHB_SIM_41 The system shall be able to link the schemes that are conducted in a series or
periodically.
MIS Reports
RHB_SIM_42 The system should be able to generate MIS reports as per the requirements of the
department. The system should be able to generate various reports according to
board, circle, division or revenue district. The indicative list of scheme is as follows:
• Date wise initiation of Scheme
• Scheme where fresh application have been closed
• Scheme where allotment have been done
• City wise Scheme
• Scheme wise quota for a particular user category
• Scheme wise No of units available under each unit category
Interlinking with other module
RHB_SIM_43 The system should be interlined with other modules
• Scheme Information System Module
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Requirement Id Requirement Description
• Estate Management Housing Module
• Personal and Payroll
RHB_SIM_44 The system should be integrated with other modules and ability to auto commit
required information to relevant modules and auto update relevant tables
7.1.4. Project Monitoring Information System (PMIS) The project execution and monitoring module will involve checking of Project plan for the project including
schedule, resources, deliverables, dependency on deliverable and other details as required for different
types of projects. Further this module will provide feature to compare physical target achieved against the
plan, to map physical and financial progress against fund allocation and further to the extent of
expenditure utilization certificate,
Requirement Id Requirement Description
System Login
REQ_PM_1 The System shall be accessible to following users
• Internal RHB users as specified by the RHB for various components of
RHBMS to record
o All type of Movables, Immovable assets
o Upload of legal documents related to assets
o Dispose of assets
o maintain assets
REQ_PM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB
REQ_PM_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
REQ_PM_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Activity Planner
REQ_PM_5 The system must provide the following to automate the Project execution and
monitoring process:
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Requirement Id Requirement Description
The Creation of a project plan with the milestones, resources and deliverables
• Entry of the project status periodically
• Generation of periodic status reports and alerts for important
deliverables and milestones
• Linking of the Project execution with the Financial and HR modules
• Workflow process for project for monitoring and change in the Project plan
REQ_PM_6 The system should provide complete facility to add/ edit/ review/block activity, sub
activities and other task related to Activities.
REQ_PM_7 The system should provide a workflow for the approval of activities wherever
required. The user may specify the task and stage related to activity. e.g for
approval of DPR system will comprises sub activities like finalisation land, location
of land, clearance from revenue department, rough estimation, bill of quantities,
clearance from internal accounts branch etc.
REQ_PM_8 The system should provide the facility to define start date, target date, priority,
ownership, weightage,
Work Flow
REQ_PM_9 The system should allow designated authority to define activities /deliverable and
further configure work flow required for the completion of activities. The board may
set some default work flow for each activity according to their business rule but any
operational office can further be allowed to add /customize the micro level work flow
as per their structure. Indicative list of activities/mile stone requires for completion
of each scheme/project is as under
• Demand Survey
o Assess Demand
o Assess Quantum
o Assess Typology
• Site Selection Methodology
o Assessment of land change Use
o Assessment of approach road
o Availability of Water Resources
o Availability of Power
• Techno economic Feasibility study
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Requirement Id Requirement Description
• Conceptualization of Project
o Approval of Internal process
o Project Estimate
o Funding provision
o Approval of Board
o Approval by Government
• Appointment of Architecture
o Finalisation of layout
o Buildings Design
• Approval of layout and buildings from Regulatory Authorities
o EIA (Environmental Impact Assessment)
o State Pollution Control Board
o Central Pollution Control Board
o ASI (Archaeological Survey of India)
o AAI (Airport Authority of India)
o Department of Irrigation
o Town Plaining Department
o Power (State Electricity Board)
o Local Bodies Department
• Prepare Detail Estimation (DPR)
• Technical Sanction
• Administrative sanction
• Selection of contractor and
• Execution of work
Resource Allocation
REQ_PM_10 The system shall provide resource allocation system for the ownership of each
activity, wherein system will be able to define resource owner, responsibility of
owner till micro level, weightage of his ownership etc. The system should have
interlinking with Personnel and Payroll Module for associate resource on a project,
it should fetch employee from existing database only.
REQ_PM_11 The system should have the provision for maintaining the skills enhancement
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Requirement Id Requirement Description
database of all employees in board working on projects.
REQ_PM_12 The system should have the provision for review of the skills database of
employees to enable resource allocation to projects.
REQ_PM_13 The system should have the provision for resource allocation module to update the
database of the employees for the projects allocated from time to time.
REQ_PM_14 The system should have the provision for performance management module to
enter the performance of the employees based on the status of the projects.
Dependency
REQ_PM_15 The system will provide system to define interdependency of each activity and sub
activity within the activity
Consolidation and Approvals of Activities
REQ_PM_16 A comprehensive workflow process will need to be implemented for the
approval process to ensure that necessary approvals are taken based on the
authority levels.
Online Authorization, Review of Activities
REQ_PM_17 The system should facilitate life – cycle based Program and Project Planning
approach.
REQ_PM_18 The system should facilitate online project scheduling and generation and allocation
of job number.
REQ_PM_19 The system should also facilitate online review, authorization and approval by the
concerned authority as per the Basic Schedule of Powers.
Financial Progress Tracking
REQ_PM_20 The system shall provide detail information for head and sub head wise fund
allocation, these fund allocation may be tag along with activities. Further the
milestone stage of release of payment will be tag according to sub activities.
REQ_PM_21 The system will allow all level of user to report for fund utilization against their
respected fund allocated to them. It will provide to drill down to the state to district
wise and also activities to sub activities wise report.
Action Points Tracking
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Requirement Id Requirement Description
REQ_PM_22 The action point tracker will provide the system to escalate the problem and action
required to the higher authorities. e.g divisional office may escalate some action
point where circle office /Zonal office intervention is required subsequently the
Circle office will escalate the action point need to addressed by the Zonal office/Ho
or at state Government. Similarly district administration intervention and external
departmental intervention would be required at some stage of the project, for the
system to escalate the problem.
REQ_PM_23 Further each action will be tag with their respective activities, sub activities and up
to task level.
REQ_PM_24 The system will automatically alert popup for delayed activities being carried out at
below level. The user will be imparted to drill down into the details of delay. e.g if
circle office notice a delay in particular activities then he may grill down till the sub
activities and task which cause delay. There user will be empowered to identify the
person responsible for delay and impact of delay on overall activity user can also
give instruction to the responsible person or escalate the problem to higher
authority.
MIS Reports
REQ_PM_25 The system will be able to generate MIS reports for almost every stake holder.
These reports can be generated on the basis of activities, stake holder as well as
state also. These will be provision to drill down the reports till task level. However
the DIT will get consolidated reports of all state, then they may drill down state
specific reports also. Similarly state will get consolidated report of all districts but
further user will be able to drill down each district also. The following reports may
be generated
• Periodic activities wise status in term of Progress, completed, not
completed (monthly, weekly, fortnightly - as per the requirement of
the department).
• Project status along with line Activities, Sub activities and Task and
Sub task
• Fortnightly status of each zone /circle/ division
• Action Point Required at Zonal level
• Action points required at circle Level
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Requirement Id Requirement Description
• Action Point Required at District administration Level/ external
department level
• Action required at state Government level or central government
ministry level
• Activities wise fund utilization
• Comparison of Fund allocation vis-a vis physical progress
• Comparison of Fund allocation Vis-a vis fund utilization
• Delayed activities
• Long time delayed activities
• Delay in various tasks.
Interlinking with other module
RHB_PM_26 The system should be interlined with other modules
• Scheme Information System Module
• Personal and Payroll
RHB_PM_27 The system should be integrated with other modules and ability to auto commit
required information to relevant modules and auto update relevant tables
7.1.5. Asset Management Module RHB owns and manages large number of building, houses, land and other assets like parks, gardens in
the state. The Asset management Module will provide overview of each of these assets. Asset
Management system shall take care of all the assets / part of the assets from the date of receipt of the
asset from the manufacturer / construction of the fixed assets, their operation, Maintenance till de-
commissioning and disposal.
Requirement Id Requirement Description
System Login
REQ_ASM_1 The System shall be accessible to following users
• Internal RHB users as specified by the RHB for various components of
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Requirement Id Requirement Description
RHBMS to record
o All type of Movables, Immovable assets
o Upload of legal documents related to assets
o Disposal of assets
o Maintenance of Assets
REQ_ASM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB
REQ_ASM_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
REQ_ASM_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
REQ_ASM_5 The system should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o Dy Housing commissioner
o Estate officer
o Estate User
o Account officer
Field to capture
REQ_ASM_6 The system should have the ability to capture the attributes of the Fixed / Movable
Assets.
Asset Register
REQ_ASM_7 The system should have the provision that the asset data base should have all
classification based on specification, make, type, location etc. and could be traced
and grouped on any combination.
REQ_ASM_8 The system should have the capability to automatically generate codification of
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Requirement Id Requirement Description
assets for identification by unique number.
REQ_ASM_9 The system should have the provision of maintaining an electronic copy of
necessary revenue documents pertaining to asset like land registration details,
copy of mutation, layout plan, necessary approvals etc.
REQ_ASM_10 In case of any machinery, the system should have provision to record the technical
documentation pertaining to asset.
REQ_ASM_11 The system should have the details of building along with block wise details, and
then floor wise details.
REQ_ASM_12 The system should have feature to add the details of addition in the asset e.g.
addition of new block in the building.
REQ_ASM_13 The system should have feature to add the modification made in the assets like
construction of additional room in a block.
REQ_ASM_15 The system should have the capability to track assets wherever the asset moves in
its life time, maintain the asset history, maintenance records and location of the
assets.
REQ_ASM_16 The system should be capable of tracking the details of the asset in transit, asset in
service at each location etc.
REQ_ASM_17 The system should be integrated with the estate management system and with
PMIS.
Transfer & Movement of Assets
REQ_ASM_18 The system shall have facility to migrate the available asset and maintenance data.
REQ_ASM_19 The system should be capable of tracking assets, its associated costs as it moves
to various locations.
REQ_ASM_20 The system should have facility to provide book value of the assets at any time
based on the calculation with the available input details (initial cost, year of
commissioning / construction and Rate of Depreciation).
REQ_ASM_21 The system should be able to create association between people and assets based
on authorization.
REQ_ASM_22 The system should have capability for linking assets with the related spare parts
which, in turn, should be linked to the inventory
REQ_ASM_23 The system should have the ability to track all aspects of warranty, latent defect,
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Requirement Id Requirement Description
extension of warrantee etc.
REQ_ASM_24 The system should have the ability to show different status of asset at any point of
time such as service, breakdown, idle etc
REQ_ASM_25 The system should have the ability to create association between equipment serial
number and location to perform asset physical inventory of the asset.
Maintenance of Assets
REQ_ASM_26 The system should have provision to generate Annual Maintenance Plans for each
asset as per standard maintenance schedule
REQ_ASM_27 The system should have ability to define different activities sequentially (each with
its own parts, labour and tools requirements) for different maintenance process.
REQ_ASM_28 The system should have the ability to view comprehensive and detailed planning
information such as work plans, schedules, costs, materials etc.
REQ_ASM_29 The system should have ability to create cost of maintenance based on the persons
employed, materials used and time for maintenance.
REQ_ASM_30 The system should support both Preventive Maintenance and Breakdown
Maintenance functionalities.
REQ_ASM_31 The system should have ability to capture Repair / Maintenance notifications,
Repair / Maintenance orders
REQ_ASM_32 The system should have ability to capture all Repair / Maintenance work carried
out, Materials / parts replaced etc
REQ_ASM_33 The system should capture the Complete Repair / Maintenance History.
MIS Reports
REQ_ASM_34 The system should generate the following main MIS reports related to Asset
management
• Assets Registers with grouping
• Non-Revenue Infrastructure and Social Assets
• Rental/lease assets
• Current fixed assets
• Assets for Corporation use: Land, Building, Furniture &
Fixtures, Vehicles, Other assets
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Requirement Id Requirement Description
Interlinking with other module
RHB_ASM_35 The system should be interlined with other modules
• Scheme Information System Module
• Project Monitoring Information Module
• Personal and Payroll Module
RHB_ASM_36 The system should be integrated with other modules and ability to auto commit
required information to relevant modules and auto update relevant tables
7.1.6. Personnel and Payroll Module The system will provide feature for online generation of Employee List ID wise and Employee Code,
Employment listing, transfers, leaves, service records etc. The system should be designed to provide
below mentioned information.
Requirement ID Requirement Description
System Login
REQ_PPM_1 The System shall be accessible to following users
• Internal RHB Internal users as per specified by RHB for various
components of RHBMS for employees registration, maintain employees
service book, any modification in service book, leave management, salary
generation, PF and EPF maintenance
• RHB employees
o View salary Slip
o Submit Travel bill
o Submit leave application
o View leave details
REQ_PPM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB.
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Requirement ID Requirement Description
REQ_PPM_3 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
REQ_PPM_4 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
REQ_PPM_5 The system should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o HR Admin (Secretary RHB)
o HR officer
o Accounts officer
o RHB Employees
Fields to capture
REQ_PPM_6 The system should be able to record and store Master Data Information for an
Employee. Indicative list of fields required to be captured for each employees are
as follows:
• Name of employee
• Father’s Name
• Date of birth
• Employee Cast category (SC/ST/OBC/Others)
• Religion
• Permanent Address
• Current Address
• Education Qualification
• Previous Employment
• Phone Numbers / Contact Information
• Work Experience
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Requirement ID Requirement Description
• Languages known
• Family Information
• Employee photo, Signature
• Passport details
• PF number
• Bank account information (salary Account)
• Employee class – (permanent employees, temporary employees, contract
workers, project teams, etc.)
• Location (HO/zone/ward/branch)
• Department
• Job code/designation
• Grade/cadre
• Date of joining
• Identification Mark for verification
• UID Number (optional)
• Date of probation/confirmation
• Date of termination/retirement
REQ_PPM_7 The system should have ability to capture details (service record history) as per
the service book being maintained by RHB. The following are indicative
requirements of service book data:
• Details of Appointments
• Promotions during job
• Additional charges held
• Posting / transfer of officers upon their promotions
• Routine Transfers during Job
• Deputation, temporary transfers
• Increments during Job
• Date of pay rate change, etc – Increment
• Date of pay grade/scale change
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Requirement ID Requirement Description
REQ_PPM_8 The system should have ability to record the training attended by employee during
his tenure with RHB.
REQ_PPM_9 The system should have ability to capture information when an employee receives
an award and appreciation.
REQ_PPM_10 The system should have ability to capture details of all administrative actions taken
against the employee, in regard to
• Charge sheet issued to employee
• Temporary suspension from job
• Any vigilance enquiry
• Any departmental enquiry
REQ_PPM_11 The system should have ability to record annual confidential report of employee as
per the formats and guidelines of RHB, the formats shall be varied according to
role and designation of employee
REQ_PPM_12 The system should allow authorized user to configure the workflow as per the
guidelines of RHB for following activities
• Promotion of Employees
• Change in basic pay increment
• Transfer & posting of Group A officer
• Transfer & Posting of Group B Employees
• Transfer & Posting of Group C employees
• Suspension of employees
• Department enquiry against employee
• Assign additional charge to employee
• Handing complaint made by collogue/ co-worker
• Handling complaint made by senior/ boss
• Sanction of leave for leaving India ( visits to other countries for
conference/ seminar/ workshop)
• Acceptance of resignation
• Issue of relieving certificate
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Requirement ID Requirement Description
• Processing of annual confidential report
• Permanent Reliving formalities
• Reliving during transfer & posting
• Joining procedure during transfer & posting
• Appointment of casual/ contractual employee
Designated authority should be allowed to modify the workflow anytime during the
proceedings. However all audit trails shall be maintained in the system and
mandatory approvals should be required to be uploaded in the system if the
workflow is required to be changed.
Leave Management
REQ_PPM_13 The system should have ability to record Definition and maintenance of leave
calendars for different types of leave depending upon the pay scales of the
employee
REQ_PPM_14 The system should provide feature to create master for all types of leave like CL,
PL, ML SL extra-ordinary leave, special leave etc
It should have ability to configure leave eligibilities for each type of employee in
accordance to designation/ basic pay/ gender of depending on the rules specified
by RHB
REQ_PPM_15 The system should have the ability to maintain rules for leave taken in terms of
rules for availing leave, enchasing leave, accrual of leaves, lapsing of leaves,
ceilings for accumulation of leaves, rules for combination of leave types, etc.
REQ_PPM_16 The system should have the provision to accounting of leave including automatic
credit of leave and also provision with manual credit / debit / modification /
cancellation etc.
REQ_PPM_17 The system should have the provision for leave cancellation and leave extension /
amendments advancement, postponement of leave.
REQ_PPM_18 The system should have the provision for calculating the leave avail-ment / carry
forward leave as laws laid down by the Board / Government.
REQ_PPM_19 The system should have the provision for interlinking of Leave management to
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Requirement ID Requirement Description
payroll and employee history
Transfer & Posting
REQ_PPM_20 The system should have the provision that the transfer/redeployment of officers is
done based on requirement/sanction strength of different regions/zones
REQ_PPM_21 Maintenance of transfer records of specialist transfer, identification of vacancies
and issue of transfer orders based on the recommendations received from the
respective cell/operational office
REQ_PPM_22 Generation of list of eligible staff members for transfer based on the user defined
criteria (like those who completed 3 years service at one place, those who working
more than 10 years in one region, those who have not worked outside the state in
a particular scale or overall position)
REQ_PPM_23 Maintenance of exemptions given in transfers with a facility to record the reasons
for the same
REQ_PPM_24 The system should have the provision to record the transfer orders
cancelled/deferred/modified and follow up with the respective regional/zonal
offices for implementation
REQ_PPM_26 The system should have the provision to capture the details of officers on
deputation to outside agencies, etc.
Payroll Configuration
REQ_PPM_27 The system should have the provision to store current & previous rules/rates in the
system with date effected and date implemented so that previous claims (arrears)
can be calculated with date effected & date implemented
REQ_PPM_28 The system should provide feature to create master for all types of allowances
and deduction
It should have ability to configure allowances & deduction eligibilities for each type
of employee in accordance to designation/ basic pay/ posting location of
depending on the rules specified by RHB
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Requirement ID Requirement Description
REQ_PPM_29 The system shall be rule based and configurable in nature so as to permit changes
in Compensation structure and tax structure
REQ_PPM_30 The system should allow for the computation of the following elements:
Fixed Pay elements applicable to all employees Like Basic, PF, Special
Allowance, Conveyance Allowance etc.
Variable Pay elements based on parameters Like options exercised by the
employee, place of duty etc (CCA, HRA, Recoveries Like LIC, NIC)
Formula based Pay elements like (DA as a % of Basic) and combination of the
above.
REQ_PPM_31 The system should have the ability to process scale and non-scale increments,
based on inputs from Administration department
REQ_PPM_32 The system should have the ability to configure pay groups and pay check
sequences.
Payroll Integration
REQ_PPM_33 The system should have the ability to accept list of employee details, leave details
and increments details as a data entry input from each cell, as an input for payroll
processing
REQ_PPM_34 The system should have the ability to integrate with administration module ( to be
incorporated in Phase II of the project) to accept employee details, leave details
and increments details directly from employee service book
REQ_PPM_35 For each employee, system should have the ability to use Employee Master data
of such as:
• Name of employee
• PF Account No.
• Name of Father / Husband
• Date of birth
• Basic Pay
• Designation
• Date of Joining service
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Requirement ID Requirement Description
• Nomination details
• Name & address of nominee
• Relationship with subscriber
• Age of Nominee
• Share payable to each nominee
• Other user-defined fields / service book attributes
REQ_PPM_36 The system should have the ability to transmit payroll information to Finance and
Accounts module ( to be incorporated in Phase II of the project) with seamless
integration
REQ_PPM_37 The system should have the ability to integrate the system to fetch the data from
Attendance system, Time recording system, Benefits Administration System
(Earnings Master, Deduction Master), General Ledger Account
Payroll Processing
REQ_PPM_38 The system should have the ability to flag and track exceptions
REQ_PPM_39 The system should have the ability to generate different payrolls per cycle period.
REQ_PPM_40 The system should have the ability to generate payroll registers
REQ_PPM_41 The system should have the ability to transmit all payroll information electronically
after aggregation of information at circle level, division level, sub division level
other operating offices for processing at headquarters
REQ_PPM_42 Ability to process payroll on the following frequencies:
• Weekly
• Monthly
• On-demand (i.e., exceptions, terminations, vacation advance, court order,
ratification)
REQ_PPM_43 The system should have the ability to allow for deductions under Rules like
• General Provident Fund
• Advances
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Requirement ID Requirement Description
• Income Tax/ Surcharge
• House Monthly Installment (in case purchased from RHB)
• House Rent Recovery
• Employee Welfare fund
• Others (User Defined)
REQ_PPM_44 The system should have the ability to define multiple direct deposit accounts for
each employee.
REQ_PPM_45 The system should have the ability to produce a supplemental payroll.
REQ_PPM_46 The system should have the ability to automatically recover salary advances.
REQ_PPM_47 The system should have the ability to support deferred salary calculations (e.g.,
work 9 months, pay over 12 months).
REQ_PPM_48 The system should have the ability to calculate a "net pay" deduction for direct
deposit.
REQ_PPM_49 The system should have the ability to set a defined amount for direct deposit.
REQ_PPM_50 The system should have the ability to support arrears calculations, which shall
support payroll increases with retrospective benefit.
REQ_PPM_51 The system should have the provision for TDS calculations (if any) & tracking of
TDS payable to the Government of India.
REQ_PPM_52 The system should allow the calculation of pay based on Compensation Rules like:
• Years of Service
• Grade
• Location
• Employee Type
• Others (user Defined)
REQ_PPM_53 The system should have provision to maintain/ configure pay elements like LTA
and Medical, Service Award etc.
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Requirement ID Requirement Description
REQ_PPM_54 The system should allow the setup of multiple payrolls with different payroll
administrators & combining payroll
REQ_PPM_55 The system should allow restriction of administrative functions to a few select
payroll users
REQ_PPM_56 The system should have a data upload facility to upload history payroll data
REQ_PPM_57 The system should allow the maintenance of slab wise details for statutory
elements like Income Tax, Professional Tax as well as user defined elements
REQ_PPM_58 The system should allow for the calculation of the following kinds of pay elements
• Basic/ Leave Encashment
• Special Pay/ Allowance/ Personal Pay
• Dearness Allowance
• House Rent Allowance
• City Compensatory Allowance
• Tuitions Fees
• Children’s Education Allowance
• Washing Allowance
• Conveyance Allowance
• All Loans & funds
• Accounting at PF, LTS, Pension, Gratuity, Leave etc.
• Transport Allowance
• Others (User Defined)
REQ_PPM_59 The system should allow for advance payments: Fixed Value amounts or Formula-
based Amounts
REQ_PPM_60 The system should allow the capture of deductions at user defined fixed values or
as a percentage of some pay elements / Flexibility to relax user defined caps.
REQ_PPM_61 The system should Allow the following calculation of onetime payment of
allowance and / or deduction:
• Incentive, arrear, ex-gratia, uniform, lease / conveyance maintenance,
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Requirement ID Requirement Description
Foundation day, etc.
• By Amount: enter amount to be deducted or payable - by Days: enter
number of Days for system to compute the amount based on Basic Pay or
gross Pay and/or any other component of Pay
• By Percentage: enter percentage for system to compute the amount
based on basic pay or gross pay and/or any other component of pay
REQ_PPM_62 The system should Calculate recurring payments and / or deductions using the
same criteria as onetime payment / deduction
REQ_PPM_63 The system should have the ability to allow for input of start and end date for
recurring payment / deduction
REQ_PPM_64 The system should have the ability to combine travel and expense
reimbursements with other payables and pay with one check at user's option.
REQ_PPM_65 The system should Automatically update Payroll database for changes in
employee record without interfering with payroll processing (e.g. Promotions in the
middle of month)
REQ_PPM_66 The system should have a full and Final settlement process in place
REQ_PPM_67 The system should provide a final settlement report for each terminated employee
REQ_PPM_68 The system should have provision to suspend Payroll runs or control final
settlement processing on a case to case basis
REQ_PPM_69 The system should have the provision to run separate bonus/ incentive runs
REQ_PPM_70 The system should provide the capability to handle unlimited pay account codes
and drawing banks
REQ_PPM_71 The system should have a provision to process Arrear and backdated (Retroactive
Pay) Payment calculations
REQ_PPM_72 The system should have the provision to recover advances in subsequent pay
periods with a single transaction
REQ_PPM_73 The system should have Linkage to leave, punishments, suspension period,
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Requirement ID Requirement Description
promotion, location, qualifications (Core HR information database)
REQ_PPM_74 The system should have the ability to calculate HRA Rebate for Income tax
computation.
REQ_PPM_75 The system should handle LTA and Medical exemptions as per the Income Tax
Rules
Maintain PF and Gratuity
REQ_PPM_76 The system should allow the capture of the following kinds of information for an
employee:
• PAN No
• Ex Serviceman Information
• Residential Status
• PF Number
• Pension Fund Number
• Dependant info.
• The system should capture Previous Employment Information like
• Designation
• Annual Salary
• PF Number
• PF Establishment code
• No of LTC availed in the previous block
• No of LTC availed in the current block
• Leave Encashment amount
• Gratuity Amount
• VRS Amount
• Gross Earning for the current tax year
• PF deduction for the current tax year
• Professional tax paid in the current tax year
• TDS deducted for the current tax year
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Requirement ID Requirement Description
REQ_PPM_77 The system should have the ability to calculate the Gratuity of the employees.
REQ_PPM_78 The system should handle Provident fund rules
REQ_PPM_79 The system should Capture Nomination Information like
• Nominee Details
• Relationship with employee
• Percentage
• Guardian Information for minors
• Other Required Fields
REQ_PPM_80 The system should have the ability to generate P.F. schedules, P.F. Annual Slips
etc.
REQ_PPM_81 The system should have the ability to process P.F. Final claims, Gratuity
calculations based on user-defined configurable rules
REQ_PPM_82 The system should have the ability to process Family Pension Return in Form No.
7 and 8. (available on the department website)
REQ_PPM_83 There should be a report generated before posting of salaries at month end. This
would ensure that the system allows checking of data prior to posting
REQ_PPM_84 The system should have the ability to calculate and incorporate bonus based on
user-defined formula
REQ_PPM_85 The system should have the ability to process L.P.C. & Salary details of
transferred employees/officers
REQ_PPM_86 The system should have the ability to generate challan of statutory payments such
as I. Tax, P. Tax
REQ_PPM_87 The system should have the ability to process I.T. Certificate Form 16, 24,
Quarterly statement 24Q
REQ_PPM_88 The system should have the ability to process I. Tax calculation for each employee
REQ_PPM_89 The system should have the ability to generate advance leave salary bill
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Requirement ID Requirement Description
REQ_PPM_90 The system should have the ability to generate salary slip and print it on pre-
printed stationery
REQ_PPM_91 The system should have the ability to allow for workflows to replicate existing
stages of approvals, audits and authorizations
REQ_PPM_92 The system should have the ability to print all Paychecks / Direct Deposit Receipts
outputs in English and Marathi
MIS
REQ_PPM_93 The system should provide suitable MIS to designated officer at predefined
periodicity. These MIS should have parameters to configure option to be delivered
through email, or dashboard, or access by the designated user. Indicative but not
comprehensive list of MIS include:
• Generation of seniority list
• Reporting capabilities for AdHoc Reporting
• Reports on Demographics
• Reports on Vacancies
• Report on Employees Salary Details
• Report on Leave Availed
• Report on Leave Entitlements
• Employee Attendance List for a Business Event
• Budget Comparisons
• Headcount Report
• Report on time spent in a grade
• Transfer List
• Form 16 with Form 12 BA
• Form 24
• Provident Fund Returns: Monthly returns to the Regional Provident Fund
Commissioner for joining (Form 5) or leaving employees (Form 10) and
• Contributions paid (Form 12A) as well as monthly returns for Pension
contributions for exempted trusts for joining (Form 4) or leaving employees
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Requirement ID Requirement Description
(Form 5) and the contributions paid (Form 6)Professional Tax returns
• Ability to generate reports branch wise with / Account head wise
Classification form 6 and Form 7, the half yearly returns to be generated
by the payroll for the eligible employees with the relevant annexure listing
the employees and the amounts earned and deducted
• Ability to calculate actual leave balance at any point in time
7.1.7. Application Digitization & Management A computerized database shall be generated for all the application receiving under various schemes.
The web interface shall be provided to the citizen for submission of on line application form. This will be
pre allotment procedure and it shall be capture following information
• Publication of advertisement for the allotment of houses under scheme
• Interlinking of application form with scheme database for allotment criteria, application money,
form fee, eligibility criteria and other documents required for eligibility
• Generation Publication of downloadable application form in XML embedded
• Facility for Online submission of form
• Facility with tools to digitization application form through OCR scanning
• Intimation to success full applicant after lottery
• Prepare a waiting list along with seniority list
• Refund of application money to the unsuccessful applicants
Requirement Id Requirement Description
System Login
REQ_ADM_1 The System shall be accessible to following users
• Internal RHB users as specified by the RHB for various components of
RHBMS like submission of application, processing of application,
accept/reject application,
• Register applicants for submission of application form, track their
application statement till issue of allotment letter
REQ_ADM_2 The system should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the RHB.
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Requirement Id Requirement Description
REQ_ADM_3 The system shall as a part of registration establish challenge and responsive
mechanisms for session validation for future online sessions. Details such as
username and password, challenge question and response answer should be
asked if login details are forgotten etc.
REQ_ADM_4 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans.
REQ_ADM_5 The system shall maintain non editable audit trail of all activities carried out by any
user in RHBMS.
Access
REQ_ADM_6 The system should be accessible through centralized web application only for
following roles and indicative privileges:
• Internal RHB user as per the user role specified by the RHB for various
components of RHBMS over Intranet
o Housing Commissioner
o Estate Admin
o Estate officer
o Estate User
o Account officer
• Register Applicant
Fields to be Captured
REQ_ADM_7 Following is the list of indicative field which needs to be captured through the online
application form. However, the final list would be prepared in consultation with
RHB:
• Division/ RHB Office
• Sector/Colony
• Scheme
• Name of Applicant
• Father/Husband Name
• Date of Birth
• Nationality
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Requirement Id Requirement Description
• Photo Identity Card Type/ Number
• Source Of Income salaries/ Non Salaried
• Corresponding address
• Permanent Address
• Mobile no
• Email Id
• Total family Income (self+ Spouse)
• Whether Income tax payee (Year wise IT return)
• Income slab
• Details of application money (bank name, DD no, date)
• Payment Mode Opted (ORS/HPS)
• Applicant Category (in which quota applied)
• Bank account Details of applicant (Bank account, Name, Branch)
• Whether applicant hold any lease hold/free hold property if yes then details
of property
REQ_ADM_8 The system shall provide interface to record following sub set of form along with the
main application form. Indicative list of forms is as under however formats and
fields of these forms shall be discussed and finalized with the RHB
• Challan of Application Money
• Nomination Form
• Declaration form
• Acceptance Form
Application Submission
REQ_ADM_9 The system should have the ability to provide electronic form for submitting the
application in following three modes for every scheme available
• Registered user may download form, fill the form in off line mode and then
upload the application form through their respective account
• Registered user choose to fill online application form wherein user should
be allowed to fill the application form in online mode and submit
• The system should provide interface to the office user for filing application
on behalf of applicant and capture the details
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Requirement Id Requirement Description
REQ_ADM_10 The system should perform data validation checks on the input such as data
formats, completeness of the form in terms of mandatory fields, etc. In case of any
validation failure, the system should display an appropriate error message.
REQ_ADM_11 The system shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure that
data is not submitted by non-humans
REQ_ADM_12 The system should validate last date of form submission for respective scheme in
case current date is greater than last date then system should display an
appropriate error message
REQ_ADM_13 The system shall require entries from the user for certain important information
items entered twice. For example email id needs to be captured correctly if email is
the preferred mode of communication
REQ_ADM_14 The system should have the ability to select the scheme for which he/she may wish
to apply for
REQ_ADM_15 The system should have the ability to select the unit category for which he/she wish
to apply for
REQ_ADM_16 The system should have the ability to select the special applicant category for
which he/she wish to apply
REQ_ADM_17 The system shall provide online help in regard to selection of code
• District code
• Scheme Code
• Unit category
• Special applicant Category
• Cast category
• Income group category
• Any department specific code applicable for respective scheme
REQ_ADM_18 The system shall provide adequate aid to the user in the form of online tutorials,
"How Tos", FAQs, etc that can be used on their own to familiarize themselves with
keying-in the registration data and the registration process
REQ_ADM_19 The system should provide feature to download application form in XML format and
fill it in off line mode, downloadable form should have inbuilt validation check, in
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Requirement Id Requirement Description
regard to date range, date formate, field length, data type etc..
REQ_ADM_20 The system shall authenticate the external users through login credentials prior to
providing access to update the record
REQ_ADM_21 The system should have the provision for periodic automatic saving of the data
entered by the applicant during a live session and should make the data available
to applicant as intermediate save even after expiry of session.
REQ_ADM_22 The system should have the ability to save form in draft mode before final
submission. The system should allow the applicant to add/ modify details in the
draft version.
Upload Supporting Document
REQ_ADM_23 The system should have the ability for seamless integration with the document
management system with tagging of the uploaded documents to the unique
application number and easy retrieval based on the application number.
REQ_ADM_24 The system should have the ability to upload supporting documents/supplement
documents in permissible formats for each scheme / scheme component as agreed
with the Department e.g. pdf, doc, rtf etc.
REQ_ADM_25 The system should prompt user to select file format before uploading, further there
should be ability to validate the file formate at time uploading, in case format does
not match the system should give error message
REQ_ADM_26 The system should prompt user to select the document category for which
document is being required and further document name e.g ID proof is document
category and Driving licence is document name
REQ_ADM_27 The system should have the ability to validate the file format of document in case
system does not support file type then it should give error message “the system
does not recognize this file format”
REQ_ADM_28 The system shall allow user to define maximum size of file for each category of
document. In case file size exceed the permissible limit then system should raise
alert message “file exceeded the maximum allowed size”
REQ_ADM_29 The system should have the ability to resubmit revised documents, however
previous versions shall not be deleted but suitably archived as per relevant cases
or re submission etc.
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Requirement Id Requirement Description
REQ_ADM_30 The system should have appropriate restrictions on various modes e.g Draft,
Submitted, Processed, Held etc
REQ_ADM_31 The system should have the ability to flag relevant documents to be attached.
Application Money
REQ_ADM_32 The system should have integration with partner bank for use of payment gate
facility
REQ_ADM_33 The system should allow register user to transfer payment through net banking
facility, the payment being made by applicant should directly transfer to the RHB
bank account in its respective account code
REQ_ADM_34 The system should allow office user to capture the payment details on counter and
generate receipt of payment for applicant, the receipt should comprise
Application Acknowledgement
REQ_ADM_35 The system shall allow register user to submit application form without attachment
of supporting document and application money, but in such event system should
save application on hold mode till time applicant submit requires document and
application money either through online, with partner bank, directly at office counter
or any other mode as desire by Board.
REQ_ADM_36 The system should have the ability to generate unique reference number for
application submitted, which shall flash on the screen for future reference and
tracking of the application.(Application number)
REQ_ADM_37 The system should have the ability to save and print acknowledgement number
only after submission of all supporting documents and application money.
REQ_ADM_38 The system should have the ability to send auto email confirmation to the registered
email id of the applicant at various stages of the application cycle as agreed with
the Department.
REQ_ADM_39 The system should have the ability to send auto SMS confirmation to the registered
mobile number of the applicant at various stages of the application cycle as agreed
with the Department.
REQ_ADM_40 The system should have the ability to track the status of the application through
web portal
REQ_ADM_41 The system should have the ability to display audit and version history and tracking
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Requirement Id Requirement Description
of the application
REQ_ADM_42 The system should have the ability to view / publish MIS reports based on various
filter parameters as per the format of Board
Processing of Application
REQ_ADM_43 The system should have the ability to commit the application through configured
workflow for approval and communicating necessary alerts and messages to roles
in workflow through email and SMS only after validating that required information
has been provided by the applicant. Otherwise flash appropriate
messages/reminder SMS/reminder eMail for the applicant.
REQ_ADM_44 The submitted Application form must be available to the authorised user of RHB in
read-only form. Any required changes will have to be requested by the Board and
made at the applicants end.
REQ_ADM_45 The system should automatically notify information on the dash board of designated
authority as per the business rule applicable for respective scheme. The system
should allow the designated authority to forward the application to next level
authority for verification; this should be allowed as per business rule applicable for
respective scheme. Typically any application goes through following key steps
• Application Submission as per eligibility criteria
• Application submission under special category as per eligibility criteria
• Attaching suitable documents
• Late submission of application
• Non submission of Application Money
REQ_ADM_46 The system should allow manual intervention o authorised user to escalate
rejection cases for the approval of designated authority, it should also provide
interface to capture reason for rejection of application form
REQ_ADM_47 The system should have the ability to escalate or delegate approval to another
registered Department representative in line with laid down approval policies of the
Department.
REQ_ADM_48 The system should populate rejected case on dash board of designated authority,
for final decision
REQ_ADM_49 The system should re-confirm from user before rejection of application
REQ_ADM_50 The system should have the ability to print list applicants eligible for lottery
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7.1.8. Integration Requirements Board has certain existing and envisaged systems that shall be developed in near future. SI should
provide suitable connectors/interfaces of APIs for integration with the existing and envisaged IT systems.
List of these systems is as follows
Application Status Integration Requirements Data exchange methodology
Court Cases
(Litigation)
Monitoring System
Implemented For dispute cases under various schemes
and grants , integration may be required to
view case proceeding details
Flat files/ Web
services for
Data exchange
Integration with
UID initiative
Envisaged System should provision for integration with
UIDAI system in terms of
• House Allotment information,
online application for
payment, etc for the citizen.
• Using Aadhaar and
demographic/biometric
authentication for service
delivery
• Complying to various
standards and compliance
requirements of various
components in line with
guidelines issued by UIDAI
Flat files/ Web
services for
Data exchange
Integration with
SSDG
Envisaged In order to achieve integration of information
across state departments, State Service
Delivery Gateway (‘SSDG’) has been
conceptualized.
• SSDG acts as standards-
based messaging switches
and provides seamless
interoperability and
exchange of data across the
departments.
• The applications developed
Flat files/ Web
services for
Data exchange
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at state level can interact
with the gateway through
connector.
• The web user (Citizen/
Dealer) shall first be routed
to state service delivery
gateway from department
portal and after data and
identity scrutiny shall be
routed to Department back
office.
• The generic connectors will
be provided by state and the
application services specific
connectors will be developed
by the successful bidder for
the RHB. Following services
not limited to require service
based connector
• Online citizen based services
e.g. Online Application for
House Allotment
• Online payment instalments
etc.
• The successful bidder will be
responsible for developing
RHB application based
connector. The detailed
technical connector manual
can be downloaded from the
following link:
http://nsdg.cdacmumbai.in/a
dministration/Manuals.jsp
• The bidder will ensure
middleware solution as a
back up to the SSDG.
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SI may be required to integrate/provide connectors/APIs to integrate RHBMS modules with above
mentioned applications of the Board. These shall be finalized in discussion with the Board.
7.1.9. Other Requirements
7.1.9.1. Dashboard
Requirement Id Requirement Description
REQ_GEN_1 Each user of RHBMS should have a customized dashboard view on logging into the
system with key sections as
• Activities pending
• Activities assigned
• Key MIS
• SMS
• Notifications
• Link to allowable modules/activities for particular User
7.1.9.2. Web Portal
Requirement Id
Requirement Description
REQ_GEN_2 SI shall be required to develop a web portal for RHB which shall be user friendly,
informative, interactive and easily accessible.
It should have following sections (indicative):
• Overview about the RHB
• Brief statistics about the board
• Administrative setup of the RHB
• Access to various types of forms/applications
• Access to various rules and regulations related literature
• Feedback centre
• Contact us
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Requirement Id
Requirement Description
• News section
• Notification Section
• Access for users to Register themselves and apply for various housing
schemes
• Link for board users to access various modules of RHB
• Link for administrators for various modules/components of RHB including
security, database, user administration etc.
• Information related to Rights to Information Act required to be made public.
• Citizen charter
• MIS reports for the both Citizen & Board etc.
REQ_GEN_3 All the sections of the Web portal would be of dynamic nature and must be supported
with a Content Management module for easy content management and administration of
the same.
REQ_GEN_4 The Web portal would be accessed by Citizens (Internet) and all the Users (Intranet) of
the Board and various other entities related to Board through this portal using a Secured
Login process.
REQ_GEN_5 The domain name of the Web site is to be registered by the Board as
http://www.rhbonline.rajasthan.gov.in.
Access
REQ_GEN_6 The system should be accessible to
• Office user at head office with a user role
o Any other designated and authorized by Board
• Office staff at Circle / Division office with role
o Circle / Divisional Officer
o Office clerk
o Any other designated and authorized by Board
• Public user to view various components of Web portal
• Registered User (Applicants)
User management
REQ_GEN_7 The system should allow to creation and management of office user, each user should
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Requirement Id
Requirement Description
comprises the following details
• Employee Name
• Date of registration
• User ID (unique Name)
• Employee ID (as per Board)
• Operation office (HO or district or block)
• Designation
• Mobile Number
• Contract Address
REQ_GEN_8 The system should allow to create unique user name only
REQ_GEN_9 The system should provide feature to search a valid user name
REQ_GEN_10 The system should provide facility to block or unblock any office user
REQ_GEN_11 The system should allow admin user to create/modify user and roles and privileges
Board Master
REQ_GEN_12 The system should have facility to create master of Boards/ cell/wing.
Operation office
REQ_GEN_13 The system should have facility to create database of operational office. It should
comprises following field
• Operational office type (HO/Circle/Divisional )
• Circle name (if operation type = district or block)
• Divisional (if operation type = block)
• Office Name
• Office Address
o Street 1
o Street 2
o City/Town
o Tehsil
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Requirement Id
Requirement Description
o District
o State
o PIN Code
• Contact person
• Contact number
o Office Phone
o Fax
o Mobile
• Email Address
Designation Master
REQ_GEN_14 The system should have facility to create designation master
User Role
REQ_GEN_15 The system should provide facility to create user role as per the follows
• Office user at head office with a user role
o Director
o Joint/Deputy director
o Office clerk
• Office staff at district office with role
o Circle Officer
o Office clerk
• Registered User
• Applicant
• Any other as specified by the Board
Default Right to User Role
REQ_GEN_16 The system should provide facility to define form level/report level/record search access
right to each user role. These access rights should be for following type
• Add
• Edit
• Delete
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Requirement Id
Requirement Description
• View
• Search (applicable for search)
Assign Role to user
REQ_GEN_17 The system should allow system to assign user role to each user,
REQ_GEN_18 The user will be assigned with default rights of the given access role
Public User Registration
REQ_GEN_19 the system should allow any public user to register on the web portal, the user should be
permitted with define role for register user
REQ_GEN_20 The system should capture the following detail about each user
• User First Name
• User Last Name
• User ID (unique)
• User Address
o Street 1
o Street 2
o City/Town
o Tehsil
o District
o State
o PIN Code
• Contact number
o Phone
o Fax
o Mobile (required for all SMS alert)
• Email Address
REQ_GEN_21 The system should provide facility to confirm user id though user’s given email only
REQ_GEN_22 The system should give warning if user with similar email id is already exist
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Requirement Id
Requirement Description
REQ_GEN_23 the system should provide facility to block or unblock any user access
Web Content management
REQ_GEN_24 The system should allow creating site navigation index through a dynamic menu option.
REQ_GEN_25 The WCMS should allow to create a web page on the fly, with help of rich text box facility
REQ_GEN_26 The WCMS should also provide facility to upload a pre designed pages
REQ_GEN_27 The WCMS should provide web pages directory with facility to publish or block web page
REQ_GEN_28 The WCMS should provide facility to create meta tag search of each web page
REQ_GEN_29 WCMS should allow to upload any image on the page and it should be further allow to
define position of the image on web page
REQ_GEN_30 WCMS should provide feature to define the position of the web page like center frame,
left frame or right frame etc.
Language
REQ_GEN_31 The system should allow bi lingual option i.e. Hindi and English
Web Page Search
REQ_GEN_32 The portal should provide meta tag basis search option
REQ_GEN_33 The search result should show path of the web page with brief description of the page,
REQ_GEN_34 In case page description is not been provide by user then it should show first 20- 30
words of the page
REQ_GEN_35 The system should allow to drill down to the page
News Section
REQ_GEN_36 The system should provide news section for publication of Board news, office circular
REQ_GEN_37 The news should comprises minimum following details
• News Heading
• Date of publication
• News source
• Reported by
• News room
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Requirement Id
Requirement Description
• News search key word
• News main content
REQ_GEN_38 The system should provide facility to attach image related to news
Event Calendar
REQ_GEN_39 The portal should provide facility to upload event details being organized by Board
REQ_GEN_40 The event should comprises minimum following details
• Event Name
• Event Type
• Date of event
• Start time- End Time
• Event description
• Reported by
• Detail event program schedule
• Event organized by
• Target group
• Registration process
• Fee if any
REQ_GEN_41 The system should provide facility to attach image related to event
REQ_GEN_42 The system should provide facility to search event with key word
REQ_GEN_43 The system should provide facility for online registration for event; this facility should be
allowed to the registered user only.
User dash Board
REQ_GEN_44 The system should provide digital dash board for each user
REQ_GEN_45 Dash board should be design in accordance to user role assign to the user
REQ_GEN_46 The system should allow the user to personalize dash board menu option as per the
REQ_GEN_47 The system should provide feature to change color scheme, skin of screen, font and
language
Others
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Requirement Id
Requirement Description
REQ_GEN_48 System shall be able to provide a view of maintenance / updating requests to authorized
users
REQ_GEN_49 System shall be able to filter / sort the requests based on various parameters
REQ_GEN_50 System shall support dynamic configuration of the modules. For each of the modules
listed above. System shall be able to enable or disable the features.
REQ_GEN_51 System should be able to design custom look and feel of the portal with minimal change
in software code
REQ_GEN_52 System should adhere to standard programming practices that can help extending the
functionality of the portal easily
REQ_GEN_53 The system shall provide compatible interfaces, metadata and indexing support for
exchange of electronic documents with Scanner APIs, digital imaging Programs and
document management software
REQ_GEN_54 All forms shall be created on standard A4 paper (as defined by standard ISO 216: 2007)
REQ_GEN_55 All kinds of notifications whether internal or external through channels such as email,
letter, SMS shall be recorded.
REQ_GEN_56 All kinds of notifications shall be assigned a designated user to whom response will be
communicated. The response shall be automatically routed to the designated user.
REQ_GEN_57 All forms shall be accompanied by a well-written set of instructions - in English and Hindi
- on how to fill up the form and the mode of submission
REQ_GEN_58 All notifications / alerts / reminders shall be as per as a standard format/ template that is
configurable
REQ_GEN_59 System shall display the date and time of last login when the user logs in
REQ_GEN_60 System shall have a fail-proof online modification submission process. The system shall
have performed the commit of the return data to the database only once if the transaction
has gone through successfully. In case the transaction has not been fully committed, the
system shall not post any modifications into the database.
REQ_GEN_61 System shall ensure virus check for all files that are uploaded in the system e.g. detect
malicious executables
REQ_GEN_62 While authentication, on 3 unsuccessful attempts in a row, the user account shall be
locked and be denied access to application till the user account is unlocked through
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Requirement Id
Requirement Description
challenge and response questions
REQ_GEN_63 Once authenticated through challenge and response questions, system shall be able to
send the new password to the email id of the user within a time period of 5 minutes.
REQ_GEN_64 For all kinds of online forms, system shall allow downloading of an electronic form and
uploading of the filled-in form at a later stage
REQ_GEN_65 Where ever documents are involved, system shall allow the user to assign a
note/annotation to a document image
REQ_GEN_66 Where ever workflow systems are involved, Workflow systems shall be designed in such
a manner that introduction of additional workflow requirements or changes to existing
workflow can be implemented without underlying architectural or programming changes
to the system
REQ_GEN_67 System shall provide consistent look & feel to the users and the standards defined for
content, structure and presentation of the portal shall be applied and followed throughout
the portal
REQ_GEN_68 The solution shall provide Metadata directories or indexes of data related to the data
available within the application to facilitate search
7.1.9.3. Management of documents Central Repository for managing documents would form integral part of the solution. Key points where
documents shall be managed through solution include
• Managing various documents of RHB Board including operating procedures, scheme manuals,
application manuals, Registers, policies guidelines etc
• Documents submitted by various departments as per requirements of workflow for above detailed
core modules
• Documents submitted by applicants in application process for various schemes
• Documents submitted by beneficiaries as reporting requirements etc.
This module helps in catering to all requirements of Board related to management of documents. It
provides clear metadata for categorization of any document entering the system. It must also support a
string based search.
Requirement Id Requirement Description
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Requirement Id Requirement Description
REQ_GEN_1 The system shall provide centralized repository of all departments related policies
guidelines etc and those mentioned above (related to RHBMS) and shall make it
centrally accessible to various users based on roles, privileges and permissions.
REQ_GEN_2 The system shall allow storing and retrieval of digital documents comprising of
a) Scanned documents
b) Images
c) Video clips
d) Audio clips
REQ_GEN_3 Automatic categorization of documents as different documents like Office file
document, Supporting documents, Field report etc.
REQ_GEN_4 Easy to use GUI for setting the scanning properties like indexing parameters,
document and folder nomenclature, zones for data extraction etc
REQ_GEN_5 Facility to upload scanned batches from different field offices with Auto
folder/Subfolder creation document filing & indexing on user defined fields.
REQ_GEN_6 System ability to provide Compression of scanned image files in TIF Format.
REQ_GEN_7 The System shall support Image Editing operations such as page insertion, deletion
merge/split pages, etc.
REQ_GEN_8 The system shall provide facility for merging/splitting documents based on bar-
code/page count, etc. to assemble documents from scanned batches
REQ_GEN_9 Support all the special image enhancement functionality offered by the scanner
through the driver interface.
REQ_GEN_10 The system shall support categorization of documents in folders-subfolders just like
windows interface. There should not be any limit on the number of folder and levels
of sub folder
REQ_GEN_11 The system shall provide facility to link cross-related documents like Application
form and Field report, Grievance and reply sent etc.
REQ_GEN_12 The system shall provide search facility to in the same interface, so that users are
able to search the documents to be linked
REQ_GEN_13 The system shall support versioning of documents with facility to write version
comments
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Requirement Id Requirement Description
REQ_GEN_14 The system shall allow Locking of documents for editing and importing it back into
the system through check-in/Check-out features
REQ_GEN_15 The system shall support Applet for viewing Image documents- No third party
viewers should be there for viewing of scanned images. Please specify if third party
applets are used and the licensing terms together with cost implication
REQ_GEN_16 Image view applet should support progressive display technology.
REQ_GEN_17 Even for multi page document. The download and view should be page by page.
REQ_GEN_18 The system shall facilitate Document View without the native application in pdf or
html view for office applications like Word, excel, PPT etc.
REQ_GEN_19 The system shall facilitate zoom-in/zoom-out, zoom percentage and Zoom lens to
zoom in on a part of image and other image operations like Invert, rotate etc.
REQ_GEN_20 Document view shall have the provision to draw a line, insert arrows etc over image
document.
REQ_GEN_21 Document view shall have the provision to highlight or hide certain text by drawing
line rectangle and solid rectangle.
REQ_GEN_22 Document view shall have the provision to insert text over image document
REQ_GEN_23 The system shall support for viewing documents in native application
REQ_GEN_24 The system shall provide facility of putting text, graphic and image annotations on
document pages
Archival of Files
REQ_GEN_25 The system should differentiate between Administrative general files (Subject Files)
and Administrative Business files (Special Files)
REQ_GEN_26 The system should support handling of both types of files
REQ_GEN_27 The system shall have a facility to create/open a new electronic file.
REQ_GEN_28 Subject File creation shall take at least File Number and File Subject as inputs.
REQ_GEN_29 The system shall have a facility to create both main as well as part file.
REQ_GEN_30 The system shall have a facility to save the file in the desired folder in the system.
REQ_GEN_31 The system shall also generate a Barcode number on successful creation of a file.
This barcode can be pasted on a physical file for tracking, in case physical file is
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Requirement Id Requirement Description
also used.
REQ_GEN_32 The system shall have facility to print barcode number of file at any point of time.
REQ_GEN_33 The system shall have facility to add documents in the File.
REQ_GEN_34 The system should have a facility to search a file on File number, file subject
REQ_GEN_35 The system should have a index table of all created files in the form of a "File
Register" as per the Guidelines of Office procedure by Government of India
REQ_GEN_36 The system should support creation of any types of special files such as employee
files, property return file etc
REQ_GEN_37 The system should have a provision to define searching attributes for each type of
special file
REQ_GEN_38 The system should have a separate searching interface for each type of special file
Integration with Workflow and RHBMS modules
REQ_GEN_39 Document management and access should be seamlessly integrated with RHBMS
workflow, portal and integration requirements
General
REQ_GEN_40 The system shall provide an easy to use email like interface for routing & working
on workflow items
REQ_GEN_41 The system shall provide an inbox like feature to receive workflow item
REQ_GEN_42 The system shall provide an Sent Item like feature to view forwarded workflow item
REQ_GEN_43 The system shall have a tree like structure for frequently use features.
Indexing
REQ_GEN_44 The System shall provide facility to index folders and documents on user-defined
indexes like Board, ministry, file number, year etc.
REQ_GEN_45 The system shall provide facility to set particular fields as mandatory or unique
Search and Retrieval
REQ_GEN_46 The system shall provide extensive search facility to retrieve documents or
Folders/Files
REQ_GEN_47 The system shall support saving of search queries and search results
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Requirement Id Requirement Description
REQ_GEN_48 The system shall have quick retrieval ( should be able to handle Terabytes of data
quickly in less than 10 seconds(indicative))
REQ_GEN_49 The system shall support search for documents or folders on document or folder on
profile information such as name, created, modified or accessed times, keywords,
owner etc.
REQ_GEN_50 The system shall support combined search on Profile, Indexed and Full Text
Search
REQ_GEN_51 The system shall support search for documents/Folders using user-defined indexes
and document classes i.e. file number, name, ministry, Board, date etc.
REQ_GEN_52 The system shall support Full Text Search on image and electronic documents
REQ_GEN_53 The system shall support highlighting of searched string with a facility to browse
between pages for a multiple page document and moving between hit pages
REQ_GEN_54 The system shall support advanced search using Boolean and logical operators like
and, or, greater than etc. for example searching application form on the basis of
customer type and city
REQ_GEN_55 The system shall support facility to export results in excel format
REQ_GEN_56 The system should provide support for configuring and saving search criteria’s
REQ_GEN_57 Check-In and Checkout support for collaborative working on documents
Security
REQ_GEN_58 The system shall support access permissions on Folders, documents and object
level
REQ_GEN_59 The system shall support multiple levels of access rights (Delete/ Edit/ View/ Print/
Copy or Download).
REQ_GEN_60 The system shall support for application based rights
REQ_GEN_61 The system shall support system privileges like Create/Delete Users, Define
indexes etc.
REQ_GEN_62 The system shall support secure login id and passwords for each user and
passwords shall be stored in encrypted format in database
REQ_GEN_63 The system shall have a facility to define password policy with extensive password
validations like passwords must be of minimum 8 characters, shall be
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Requirement Id Requirement Description
alphanumeric, locking of user-id after three un-successful attempts, password
expiry, password history so that passwords are not same as previous passwords
etc.
REQ_GEN_64 The system shall support Disaster recovery by replicating the data at remote
locations
REQ_GEN_65 The system shall support provide support for HTTPs/SSL for secured data transfer
and session timeouts.
REQ_GEN_66 The system shall provide LDAP support for integrating with directory services and
shall support single sign on
REQ_GEN_67 The system shall support Extensive Audit-trails at document, Folder and for highest
levels for each action done by particular user with user name, date and time
REQ_GEN_68 The system shall support integration with database-based authentication.
Administration
REQ_GEN_69 The system shall support web-based administration module for the complete
management of system.
Document Delivery and Distribution
REQ_GEN_70 The system shall allow users to download documents through HTTP depending
upon the access rights
REQ_GEN_71 The system shall support for Print/Mail/Fax of documents
Reports and Audit Trails Features
REQ_GEN_72 The system shall support extensive Reports and audit trails and shall also provide
data points and facility to design new reports
REQ_GEN_73 The application shall log all the actions done by individual users with user name,
date and time and the administrator shall be able to generate detailed audit logs
and history of the process instance.
Reminders and Alarms
REQ_GEN_74 The system should have the capability to set automatic reminders and alarms to
concerned users.
Monitoring and Tracking
REQ_GEN_75 The system shall be able to keep track of the status, the date/time the jobs are
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Requirement Id Requirement Description
started and ended, the creation and archival date of the documents.
REQ_GEN_76 The system should have inbuilt monitoring and diagnostic tool for monitoring of
logs, versions and important services
Custom Human to Human interfaces
REQ_GEN_77 The system shall support Rapid Application Development component that enables
development of User friendly and customizable user Interface.
REQ_GEN_78 The desktop shall support inbuilt Imaging capabilities and shall support complete
and automatic integration of every step of the approval workflow with the underlying
DMS for the purpose of document retrieving and processing. There shall be no
need for integrating individual steps of a workflow to DMS separately.
REQ_GEN_79 The system shall be Unicode compliant for supporting different languages and shall
also provide localization kits for localizing the User Interface in particular language
REQ_GEN_80 The system shall have a support for Hindi language GUI
Integration and Web Services
REQ_GEN_81 Should be based on open standards and have API support for data import & export
REQ_GEN_82 The system shall provide support to invocation of external programs to perform
activities of a process like launching core application screen for data entry.
REQ_GEN_83 The system shall support integration based on messaging
REQ_GEN_84 The system shall support integration based on standards such as XML
REQ_GEN_85 The system shall support message-based collaboration based on protocols such as
HTTP, FTP and SMTP.
REQ_GEN_86 The system shall support integration with Email Servers.
REQ_GEN_87 The system shall support email-steps to be fully integrated, not just for notification
but also to initiate or complete a work step.
REQ_GEN_88 The system shall provide fully functional APIs for Integration.
REQ_GEN_89 The system shall provide presentation level API to customize user task interfaces.
REQ_GEN_90 The system shall support Web services.
REQ_GEN_91 The system shall enable the work items to access the Web methods of a remotely
deployed web service
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Requirement Id Requirement Description
REQ_GEN_92 The system shall allow support of both synchronous as well as asynchronous mode
to invoke Web methods
REQ_GEN_93 The system shall support Web based interfaces.
REQ_GEN_94 The system may have its own front-end or launch any application.
REQ_GEN_95 The system should have the capability to interface with industry standard web
services through simple interfaces.
7.1.9.4. Automation of workflow for various process under core modules The proposed solution shall be capable of an automated electronic processing of data and documents
that allows for the integration of Business Rules. It must adhere to the thin client open standards and
must not require any proprietary software to be installed on client machines. It shall be able to deal with
exceptions when these occur by changing business rules or even the entire processes in real time to
respond to business conditions. It shall enable the efficient and accurate tracking of the entire cycle of
each major business process and provide means of generating reports for management as well as for
statistical purposes. It shall seamless manage documents related to the workflow and be capable of
retrieving and attaching documents and archiving the processed documents with metadata in the
specified folder structure.
Requirement ID Requirement Description
REQ_WFS_1 The system shall have a workflow engine to support different types of document
routing mechanism including:
a. Sequential routing –Tasks are to be performed one after the other in a sequence
b. Parallel routing – Tasks can be performed in parallel by splitting the tasks among
multiple users and then merging as single composite work item. The system shall
support conditional merging of multiple parallel activities i.e. Response from
mandatory parallel work stages before it can be forwarded to next stage
c. Rule based routing - One or another task is to be performed, depending on
predefined rules
d. Ad-hoc routing: Changing the routing sequence by authorized personnel
Process Designing
I. Graphical Route Designer
REQ_WFS_2 The workflow management system shall support Inbuilt Graphical route designer for
modeling complex Business Processes using drag and drop facilities.
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REQ_WFS_3 The system shall allow process designers to define multiple automatic system
defined stages, where no human intervention is required.
REQ_WFS_4 The interface shall be easy to use so that Process owners can change the business
process as and when required without any programming knowledge.
REQ_WFS_5 The system shall enable process designers to design multiple sub-processes. This
includes mapping of the existing process instance to the newly created process
instance as per mapping defined in the route.
REQ_WFS_6 The workflow management system development environment shall provide easy
navigation to choose sub-processes as required to be invoked from within a process.
REQ_WFS_7 Facility to copy and paste work stages along with all its properties.
REQ_WFS_8 Facility to define documents viewed and to be attached at individual stages.
REQ_WFS_9 The Process designer shall support multiple Introduction stages for introducing
different document types from different acquisition sources
REQ_WFS_10 Facility to define multiple archive stages for archive selected documents and indexes
at any stage of workflow process.
REQ_WFS_11 The system shall provide facility to define hold stages so that a particular instance or
the workflow can be kept on hold for specified interval on the basis of pre-defined
condition. The system shall also provide facility to define conditions for resuming the
instance from hold stage.
REQ_WFS_12 The system shall allow process designers to design properties for each work stage
like default document view, form view or Exception view etc.
REQ_WFS_13 The system shall allow users to define entry-level settings like Increase of priority or
sending an email trigger on the basis of pre-defined conditions or setting up
particular variable or property etc.
REQ_WFS_14 The workflow management system shall support the definition of roles and allow
many-to-many relationships between users and roles to be defined.
REQ_WFS_15 The workflow management system shall be capable of automatically deploying an
entire business process application (including forms and adapters) to the servers
from the development environment
II. Inbuilt Form Designer
REQ_WFS_16 The system shall provide inbuilt facility to design Custom forms that can be attached
at one or more stages of workflow.
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REQ_WFS_17 The Form designer interface shall support facility to define text boxes, Combo boxes,
radio buttons, Drop down etc.
REQ_WFS_18 The system shall provide facility to define variables in the process or in external
database tables, which can be linked to fields defined in the form for efficient data
entry.
REQ_WFS_19 The system shall provide facility to define zones at forms and images, so that
relevant part of the image is highlighted for Image assisted data entry.
REQ_WFS_20 The system shall support field level calculations at form level
REQ_WFS_21 Facility to use scripts for defining field level validations
III. Automatic Escalations
REQ_WFS_22 The system shall provide facility to define multi level escalation procedures
REQ_WFS_23 The system shall provide facility to define deadlines to individual work stages and
escalation to respective or group of individuals, if the instance is not processed in
specified time frame.
REQ_WFS_24 The system shall provide facility to define multi level escalations on the basis of
deadlines i.e. Level 1 escalation after specified time and Level 2 escalation after
specified time.
REQ_WFS_25 Facility to raise custom triggers like Email, sms etc. for escalations.
REQ_WFS_26 The system shall support inbuilt calendar for defining Holidays and Working hours
and the escalations and reminders shall be raised on the basis of this i.e. if the
escalation time is set for 2 days and there is Sunday in between then it shall not be
included
IV. Inbuilt Exceptions
REQ_WFS_27 The system shall provide facility to define exceptions at individual stages, which shall
dynamically change the route on execution.
REQ_WFS_28 The system shall facility to give rights to raise and clear exceptions at different
stages of the process with user comments.
REQ_WFS_29 Facility to raise triggers on the basis of exceptions.
REQ_WFS_30 Facility to raise automatic exceptions on the basis of pre defined conditions.
REQ_WFS_31 The system shall track all the exceptions raised in the course of process and shall
maintain history of that with user name, date, time and comments.
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REQ_WFS_32 The system shall clearly differentiate process instances with and without exception
V Task Management
REQ_WFS_33 The system shall provide facility to define tasks for individual or group of users with
deadlines.
REQ_WFS_34 The system shall provide facility to define check lists for individual stage with option
to make particular checklist items as mandatory.
REQ_WFS_35 Facility to raise triggers on the basis of checklist.
REQ_WFS_36 The workflow management system shall have email notification to user when the
user is not logged on to the workflow management system. Upon receiving the
email, the user shall be able to click on the attachment in the email to automatically
launch the Workflow management system and present the user with the task to act
on.
REQ_WFS_37 Automatic reminders to concerned users for delegated tasks.
REQ_WFS_38 The system shall allow definition of audit stages to audit work of new users. The
users shall be able to define percentage of work to be audited on the basis of which,
random instances shall be picked up and sent to auditing supervisor.
REQ_WFS_39 The workflow management system shall provide user-definable job filters and
sorters for the outstanding tasks for viewing and work prioritization.
REQ_WFS_40 The workflow management system shall allow the users to route/re-route the jobs to
one or more other users by job and by users (e.g. on long leave, resignation).
REQ_WFS_41 The workflow management system shall allow automatic temporary re-routing of jobs
to one or more other users (e.g. temporary covering of duties).
VI. Inbuilt Triggers
REQ_WFS_42 The system shall provide facility to define custom triggers like Emails, Word template
or launching executable etc. on predefined conditions
REQ_WFS_43 The system shall provide facility to define custom templates for the triggers with
static and dynamic data.
REQ_WFS_44 The system shall provide facility to generate event based triggers for automatically
sending mails/ fax, generating responses, invoking data form for data entry,
communicating from external systems.
REQ_WFS_45 The workflow management system shall have email notification to user when the
user is not logged on to the workflow management system. Upon receiving the
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email, the user shall be able to click on the URL in the email to automatically launch
the Workflow management system and present the user with the task to act on.
VII. Multiple Initiation Methodologies
REQ_WFS_46 The Workflow management system shall support multiple Initiation methodologies
for different user groups or document types.
REQ_WFS_47 The Workflow management system shall support automatic initiation of incoming
faxes as separate instance with the fax document as an attachment.
REQ_WFS_48 The system shall support automatic initiation on the basis of incoming emails with
email as an attachment.
REQ_WFS_49 The system shall support integration with IVRS application for automatic initiation of
processes.
REQ_WFS_50 The system shall support facility to host online forms in PDF or JSP format, which
can be filled online by the users and on submission a process instance is initiated.
VIII Custom Human to Human interfaces
REQ_WFS_51 The system shall support Rapid Application Development component that enables
development of User friendly and customizable user interfaces for each stage of the
Workflow on the fly.
REQ_WFS_52 The system shall provide facilities so that process implementer needs only to define
the Work step parameters like the to do list, exceptions, comments, associated
Forms and related document images for each step based on, which the user
interface is automatically generated. Each parameter that requires user input,
including interfaces of integrated applications and images that the user needs to
refer to shall be made available in different frames through a single desktop.
REQ_WFS_53 The desktop shall support inbuilt Imaging capabilities and shall support complete
and automatic integration of every step of the workflow with the underlying DMS for
the purpose of document retrieving and processing. There shall be no need for
integrating individual steps of a workflow to DMS separately.
Architecture and Technology
REQ_WFS_54 The workflow management system shall be based on an N-tier, open, scalable
architecture.
REQ_WFS_55 The workflow management system shall support thin client architecture.
REQ_WFS_56 The workflow management system shall support Web based interfaces.
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REQ_WFS_57 The workflow management system shall support XML messaging and SOA
Architecture.
REQ_WFS_58 The workflow management system shall have the ability to integrate through
messaging.
REQ_WFS_59 The workflow management system shall have the ability to integrate through APIs.
REQ_WFS_60 The workflow management system architecture must be scalable and can support
increasing number of users and concurrent transactions.
REQ_WFS_61 The workflow management system shall run in a clustered environment.
REQ_WFS_62 The workflow management system shall be scalable through both horizontal
clustering (multiple channels) and vertical clustering (multiple instances per
machine).
REQ_WFS_63 The Workflow management system must be Unicode compliant and shall also
support customizing the interface in Local language.
REQ_WFS_64 The system should have the capability to interface with industry standard web
services through simple interfaces.
Process Management
REQ_WFS_65 The workflow management system shall be able to support complete administration
through a web browser interface.
REQ_WFS_66 The workflow management system shall allow administrators to manage users,
groups, Roles and other document management operations.
REQ_WFS_67 The workflow management system shall allow administrators to suspend, resume
and control various processes from the same interface
REQ_WFS_68 The workflow management system shall have audit trail to maintain history of all
transactions performed on the system.
REQ_WFS_69 The system shall give flexibility to administrator to do selective logging i.e. suspend
and resume audit trail generation for specific system and user activities.
REQ_WFS_70 The workflow system shall give a facility to define Turnaround time for the complete
process and also for the individual work stages for efficient monitoring
REQ_WFS_71 The workflow system shall give a facility to set Audit percentage for multiple users at
different stages, so that the specified percentage of work randomly goes for work
audit.
REQ_WFS_72 The workflow system shall give a facility to review the audit done by different
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auditors.
REQ_WFS_73 The workflow system shall display all the queues corresponding to particular process
and add and remove multiple users to particular queue.
REQ_WFS_74 The workflow system shall allow administrator to set properties of particular queue
i.e. FIFO, Dynamic etc.
REQ_WFS_75 The system shall support Load balancing of work items in case of Dynamic Queues
i.e. if more than one user is associated with particular queue, work items shall be
assigned on the basis of current load.
REQ_WFS_76 The Workflow system shall support the concept of Shared and Personal Queues, so
that work items can either be permanently assigned to user’s Personal queue or can
be routed to shred pool of users.
REQ_WFS_77 The workflow management system shall allow administrator to add new queues and
associate multiple work steps with them.
REQ_WFS_78 The workflow system shall give a facility to set diversions for particular users so that
all the incoming work items are routed to assigned person or group of users.
Application Access Control
REQ_WFS_79 The workflow management system shall provide comprehensive access control
mechanism.
REQ_WFS_80 All users of the workflow management system shall be able to access to their own
work queues and other work queues with access granted by the workflow
administrator. They shall not be able to delete assigned tasks from the work queues.
REQ_WFS_81 Process Owners or workflow administrator shall be able to intervene the flow of work
items and reassign to specific user and shall also support ad-hoc routing to specific
stage in case of delays or bottleneck.
REQ_WFS_82 The application shall log all the actions done by individual users with user name,
date and time and the administrator shall be able to generate detailed audit logs and
history of the process instance.
REQ_WFS_83 The application shall support field level access so that authorized users can only edit
them.
REQ_WFS_84 The workflow management system shall allow process owners to track the following
status:
Task Status
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REQ_WFS_85 Types of actions required (i.e. for approval, for acknowledgment, for further
dissemination, for reply, etc)
REQ_WFS_86 For a task in progress or a completed task on Name of Officer, Start Date, End
Date, Duration
Process Monitoring and Reporting
REQ_WFS_87 The workflow management system shall be able to keep track of the work item
status, the date/time the jobs are started and ended, the creation and archival date
of the documents.
REQ_WFS_88 The workflow management system shall provide graphical and tabular tools to view
progress of each individual process
REQ_WFS_89 The workflow management system shall support the generation of statistical and
management reports like:
• Number of cases assigned
• Number of cases completed
• Time taken to complete each task
• Process History Report
• User Performance Report
• Average Process Time Report
• Participant Report
• Participant Processing Time Report
• Process Definition Summary Report
• Exception Details Report
• Expired Work item Report
• Diversion Report
• Temporary Queue Assignment Report
REQ_WFS_90 The workflow management system shall support the generation of performance
comparison reports.
REQ_WFS_91 The workflow management system shall support users drill down from a higher level
view of business processes to lower level details.
REQ_WFS_92 The workflow management system shall support statistical reports like Total
turnaround time and delay report for complete process or specific work stages
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REQ_WFS_93 The workflow management system shall support definition of new customized
reports based on exposed data points.
REQ_WFS_94 The workflow management system shall also provide dashboard interface for online
reporting of various processes. The interface shall give a flexibility to toggle between
graphical and tabular view and tile different windows in the same interface
User Management and Security
REQ_WFS_95 The workflow management system shall support integration with domain level
authentication and single sign on.
REQ_WFS_96 The workflow management system shall support integration with database-based
authentication.
REQ_WFS_97 The workflow management system shall be capable of giving access rights to
users/groups on work stages, documents, forms and also to the data fields.
REQ_WFS_98 The workflow management system shall support extensive password validations i.e.
locking of user account after specified number of unsuccessful login attempts,
password history, password expiry, passwords must be alphanumeric and of
minimum character length etc.
REQ_WFS_99 The workflow management system shall support SSL, HTTPS and session timeouts.
Integration and Web Services
REQ_WFS_100 The workflow management system shall provide support to invocation of external
programs to perform activities of a process like launching core application screen for
data entry.
REQ_WFS_101 The workflow management system shall support integration based on messaging.
REQ_WFS_102 The workflow management system shall support integration based on standards
such as XML
REQ_WFS_103 The workflow management system shall support message-based collaboration
based on protocols such as HTTP, FTP and SMTP.
REQ_WFS_104 The workflow management system shall support actions to be taken on business
processes based on messaging.
REQ_WFS_105 The workflow management system shall allow documents used in processes to
come from inbuilt proposed Document Management System.
REQ_WFS_106 The workflow management system shall support integration with Email Servers.
REQ_WFS_107 The workflow management system shall support email-steps to be fully integrated
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into business processes, not just for notification but also to initiate or complete a
work step.
REQ_WFS_108 The workflow management system shall provide fully functional APIs for Process,
Rules and Integration engines.
REQ_WFS_109 The workflow management system shall support Web services.
REQ_WFS_110 The workflow management system shall enable the work items to access the Web
methods of a remotely deployed web service
REQ_WFS_111 The system shall allow the data to be mapped from the workflow to Web method
parameters and vice versa.
REQ_WFS_112 The system shall allow support of both synchronous as well as asynchronous mode
to invoke Web methods
REQ_WFS_113 The workflow management system shall allow a step of a business process or
integration process to be performed by Web services.
REQ_WFS_114 The workflow management system shall allow for an integration flow or a business
process to be made available as Web services
7.1.9.5. Query Base Search Engine
Additional Requirements
S No. Business Requirement Description
System Wide Functionalities
REQ_GEN_96 Consistent, globally unique naming and addressing scheme for data made centrally
and automatically
REQ_GEN_97 Centralized application and components
REQ_GEN_98 Application shall be paperless and web-based. Functions and other relevant
information shall be accessible to authorized persons on request.
REQ_GEN_99 Application shall be modular in design and shall be designed using modular and
reusable programming techniques for ease of maintenance.
REQ_GEN_100 For any hardware and software purchased in order to facilitate Application, quality
assurance requirements must be adhered to.
REQ_GEN_101 Application shall have the capability to ensure that management of data is defined
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independently of the processes that create or use that data.
REQ_GEN_102 Application shall have the capability to format output to support HTML, XML, text and
any other format required for data exchange/integration with various entities involved
in the process.
REQ_GEN_103 The architecture shall be expandable. This requires that the application architecture
should include interfaces that will permit easy insertion of additional capabilities as
required (e.g., replacing an Relational Database Management System (RDBMS) with
an RDBMS with object oriented extensions, adding new report formats, statistical
algorithms etc.)
REQ_GEN_104 The architecture shall be operationally robust. This requires that the system
architecture should: - include standard error handling modules permitting the system to
degrade "gracefully" in the presence of failures, be functionally redundant when
appropriate, ensure that functional allocation to architectural elements does not
introduce unacceptable delay or introduction of human error, support end-to-end
system performance analysis
REQ_GEN_105 Application shall be designed to permit the easy insertion of new modules and new
enhancements.
REQ_GEN_106 Internal application changes shall be transparent, any changes that will not be
transparent must be coordinated before implementation
REQ_GEN_107 Application shall have the capability to complete all requests (e.g., store, retrieve,
update, etc.) without any data loss
REQ_GEN_108 Application shall have a system of record for legal purposes and shall maintain an
audit file in chronological sequence of each transaction and all corresponding
corrections made during the transaction by clients or their facilitators
REQ_GEN_109 Application shall be made possible to distribute the elements between different
premises.(only if required)
REQ_GEN_110 Distributed elements shall operate as a single integrated and cohesive information
system
REQ_GEN_111 System shall have the capability to organize and store all data for aggregation and
analysis
REQ_GEN_112 System shall be able to add new storage devices, if required, to serve archiving needs.
REQ_GEN_113 Application shall accommodate usage growth with minimal disruptions.
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REQ_GEN_114 Application shall be designed to accommodate growth in data rates and volumes for
communications and networks
REQ_GEN_115 Application shall have the capability to define and modify Client’s access privileges.
REQ_GEN_116 Application shall have the capability to remotely maintain and upgrade the system
REQ_GEN_117 Application shall use open systems, standard-based architecture to meet functional
requirements and to inter-operate with existing information systems.
REQ_GEN_118 Application may be built from a combination of both unique and Commercial Off-The-
Shelf (COTS) service capabilities if required
REQ_GEN_119 Application shall facilitate the development of applications; application platform’s
enabling services shall consist of well-defined Applications Program Interface (API).
REQ_GEN_120 A standards-based operating system shall be selected, which will provide formally
defined APIs for application program access
System Management Requirements
REQ_GEN_121 System shall incorporate management capability, which shall include: Configuration
Management, Testing & Validation, Fault Detection, Fault Isolation, Fault Recovery,
Data collection, Data Analysis
REQ_GEN_122 System shall provide end-to-end performance monitoring and control.
REQ_GEN_123 System shall maintain knowledge of current operational status of all elements.
REQ_GEN_124 Necessary configuration control procedures shall be instituted to ensure a complete
understanding of system and configuration
REQ_GEN_125 System shall provide the capability to manage system operations, administration,
archiving, and security functions
REQ_GEN_126 System shall establish and maintain accounting information on communications used.
REQ_GEN_127 System shall support end-to-end system fault isolation of all provided services,
including the capability to identify a failing node, element, and/or service, to the level
necessary to correct the fault.
REQ_GEN_128 System shall provide capability to manage fault isolation functions
REQ_GEN_129 System shall provide data quality determination and analysis, error correction,
recovery processing, and related quality control procedures and processes.
REQ_GEN_130 System shall provide for support of coordinated management of elements distributed
between different premises.
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REQ_GEN_131 Application shall implement applications and infrastructure components to permit
management to monitor and measure the effectiveness.
REQ_GEN_132 Application shall permit inclusion of new or modified requirements during the life of
application with appropriate established change control procedures.
Operational Requirements
REQ_GEN_133 Application shall support 24 hours per day, 7 days per week on a continuous basis
REQ_GEN_134 User training shall be provided to authorized personnel to permit full use of application
REQ_GEN_135 Application shall perform its operations in accordance with applicable policies and
procedures.
REQ_GEN_136 Data inputs to the application shall be validated prior to being processed
REQ_GEN_137 Input data shall be validated for out of range values.
REQ_GEN_138 Input data shall be validated for missing or incomplete data.
REQ_GEN_139 Input data shall be validated for unauthorized or inconsistent control data.
REQ_GEN_140 Input data shall be validated for values or volumes that are exceptional to the norm.
REQ_GEN_141 Invalid input data shall be rejected and security incident shall be initiated.
REQ_GEN_142 Integrity checks functionality on any data generated by the system shall be provided.
REQ_GEN_143 Reasonableness check functionality on the volume and values of data output shall be
provided.
REQ_GEN_144 Functionality necessary for scheduling of Application to certain days, dates or time of
day, shall be provided.
REQ_GEN_145 Functionality necessary for 'roll back' or recovery routines if applicable fails to operate
as planned shall be provided
Human Engineering Requirements
REQ_GEN_146 System shall provide a menu driven screen interface permitting a properly trained user
to navigate easily through the different functions of the system.
REQ_GEN_147 System shall provide users with access to information management services at their
premises.
REQ_GEN_148 The user interface shall be tailored to functions, which are authorized for the user.
Back Up Requirements
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REQ_GEN_149 Back-up copies of data shall be taken at a mutually agreed upon frequency to be
consistent with the ability to recover cost effectively from any loss or corruption.
Logs
The following operations shall be logged by means of automatic (machine generated)
logs:
REQ_GEN_150 Logs shall include process start and finish times.
REQ_GEN_151 Logs shall include Application faults, errors and recovery processes.
REQ_GEN_152 Logs shall include the use of any privileged passwords.
REQ_GEN_153 Logs shall include the use of any privileged utilities.
REQ_GEN_154 Logs shall include automatically generated data necessary to assess the application
performance.
REQ_GEN_155 The frequency of logs generation shall be mutually agreed upon, in order to be
consistent with the ability to trace appropriate actions of the application.
REQ_GEN_156 Logs shall include all log-ons and log-outs as well as all attempts (whether successful
or not) to log-on
REQ_GEN_157 Logs shall have appropriate mutually agreed upon retention period.
REQ_GEN_158 The log generating software shall prohibit amendment of log details and disabling of
the recording of events.
REQ_GEN_159 The log generating software shall include review of log-on patterns to determine
potentially abnormal system use.
REQ_GEN_160 Files of logged events shall be protected from amendment or deletion.
REQ_GEN_161 Logging process shall always be enabled except when explicitly disabled by a
supervisor role. Controls shall be in place to prevent the logging process from being
disabled.
Security Requirements
REQ_GEN_162 Application shall prevent unauthorized users from accessing the system.
REQ_GEN_163 Application shall make data available to the authorized users in an expedient and
secure environment
REQ_GEN_164 Application shall provide access monitoring to compile and report security violations
and attempted security violations
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REQ_GEN_165 Application shall have the thorough capability to a log record of an unauthorized
attempt.
REQ_GEN_166 Application shall provide physical and remote access control to Application systems.
REQ_GEN_167 Application shall evaluate the following security measures such as encryption and
firewalls, which shall provide a model for the Application design.
REQ_GEN_168 Application shall implement controls to ensure the privacy of information, individuals,
and corporations are not compromised.
REQ_GEN_169 Application shall use audit controls, electronic signatures, data encryption and other
methods to assure the authenticity of transaction and other relevant data.
REQ_GEN_170 Application database management security services shall include access control (e.g.,
Discretionary Access Control (DAC), Mandatory Access Control (MAC), content-
dependent and context dependent access control), individual user identification and
authentication (I&A), data confidentiality, data integrity (e.g., entity integrity, referential
integrity, and label integrity), security audit, object reuse, availability of service and
data, and other security services.
REQ_GEN_171 Application shall implement controls to ensure the authenticity of data is preserved.
REQ_GEN_172 Application shall comply with the Application Security Plan and security guidelines of
each of the stakeholder involved.
REQ_GEN_173 Application shall adhere to guidelines for physical, personnel, computer,
communications, and internal data security.
REQ_GEN_174 Application shall be foreseen of user registration system allowing: distinguishing
different user roles; authorization of users;
REQ_GEN_175 Application shall be foreseen with an access control policy functionality allowing
access of users in different roles to different functionalities of Application. At least the
following roles shall be introduced for Application: Supervisor, Operator, System
support, User
REQ_GEN_176 Only registered users shall be allowed to log-in to the application.
REQ_GEN_177 Registered users shall be allowed to log-on only to those Application functions which
they are authorized to access and use.
REQ_GEN_178 Registration of users in their respective roles shall be valid only for a limited period of
time, where after their authorization shall be re-confirmed and prolonged.
REQ_GEN_179 Additional access controls shall be considered for log-on to Application (such as
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physical tokens)
REQ_GEN_180 The logon processes shall display only the minimum amount of information to assist
users.
REQ_GEN_181 The logon processes shall prohibit the display of help screens.
REQ_GEN_182 The logon processes shall minimize the opportunities for unauthorized connections to
Application.
REQ_GEN_183 The logon processes shall prohibit the display of the Application system or the
application details until the process has been successfully completed.
REQ_GEN_184 The logon process shall deny access if either the username or password is invalid
without identifying the specific erroneous element.
REQ_GEN_185 The logon process shall allow only a fixed number of logon attempts before disabling
the terminal.
REQ_GEN_186 If access is denied following repeated unsuccessful logon attempts, this shall be
treated by the application as a security incident and handled accordingly.
REQ_GEN_187 The logoff procedure shall clear any screen displays prior to terminating the
application.
REQ_GEN_188 Application shall disallow simultaneous logon by the same user.
REQ_GEN_189 Passwords to log-on to Application (and additional access control devices) shall have
at least the length of TBD characters. The password management system shall require
the enforcement of a minimum password length.
REQ_GEN_190 The password management system shall require the use of quality (i.e. difficult to
guess) passwords.
REQ_GEN_191 The password management system shall require the enforcement of a password
change after a TBD period.
REQ_GEN_192 The password management system shall include non-display of the password when
being entered
REQ_GEN_193 The password management system shall require the storage of passwords in
encrypted form.
REQ_GEN_194 For all security incidents alarm functionality shall be implemented, which immediately
informs the supervisor role of these incidents.
REQ_GEN_195 Application shall treat the following events as security incidents: unsuccessful log-on,
intrusion detection, malfunctioning of encryption facility
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Legal and Regulatory Requirements
REQ_GEN_196 Application shall provide flexibility to easily modify the system to handle changes in
trade laws, regulations, and license & permit requirements.
REQ_GEN_197 Application shall have the capability to search and analyze payment transactions for
enforcement purposes
Interface Requirements
REQ_GEN_198 Seam less integration / interfacing with existing/proposed applications
Testing Requirements
REQ_GEN_199 Standard procedures shall be established to test compliance and conformance of
equipment, to be used to facilitate IPF to IPF Standards and to certify interoperability
and portability of information systems coupled to applications.
REQ_GEN_200 All corrections to address discrepancies shall be validated through formal regression
test before insertion into the operational systems
REQ_GEN_201 Application shall support the revalidation of performance capabilities whenever an
element(s) upgrade/enhancement is made to IPF, which may cause a change in
performance.
REQ_GEN_202 All new application functionality shall be validated through a formal extensive testing
before insertion into the operational systems.
REQ_GEN_203 Application shall support operations and testing concurrently.
REQ_GEN_204 Application shall provide tools and metrics to support testing, system performance
monitoring, fault isolation, verification and validation of the end-to-end system
Common Technical Requirements
REQ_GEN_205 The system shall have ability to customize user menus and screens based on user
access authority.
REQ_GEN_206 The system shall be able to archive transactional database records to prevent long
term speed concerns. The solution must also feature functionality for efficient retrieval
of archived data.
REQ_GEN_207 The solution shall be capable of generating event notifications and interfacing with E-
mail system and must support e-mail triggers as part of the solution’s workflow.
REQ_GEN_208 The system shall provide a report-writing tool, which can be used to generate
customized reports at any level.
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Audit Trail
The system shall be able to automatically record an audit trail of events under the
control of the system, storing information about:
REQ_GEN_209 • Action which is being carried out
REQ_GEN_210 • The object(s) to which the action is being applied
REQ_GEN_211 • The user carrying out the action
REQ_GEN_212 • The date and time of the event
REQ_GEN_213 The system shall track and record information about events in the audit trail without
manual intervention, once the audit trail facility has been activated
REQ_GEN_214 The system shall ensure that audit trail data cannot be modified, or any part of the data
be deleted by any user, including an Administrator.
REQ_GEN_215 The system allow the extent of audit trail tracking and recording to be user-
configurable, so that an Administrator can select the events for which information is
automatically recorded
REQ_GEN_216 The system shall ensure that the selection for audit trail tracking, and all later changes
to it, are also recorded in the audit trail
REQ_GEN_217 The system shall ensure that audit trail data is available for inspection on request, so
that a specific event can be identified and all related data made accessible, and that
this can be achieved by authorized external personnel e.g. auditors, who have little or
no familiarity with the system
User Interface
REQ_GEN_218 System shall perform data validation checks on the input such as data formats,
completeness of the form in terms of mandatory fields, checking for file type and size
of files uploaded, etc. In case of any validation failure, the system shall display an
appropriate error message.
Enquiries and Grievance Redressal Services
REQ_GEN_219 System shall be able to provide a list of "Frequently Asked Questions" to the user
REQ_GEN_220 Allowing employers to log enquiries and grievances through an online web application
/ Allow help desk personnel to take grievances
REQ_GEN_221 System shall be able to capture enquiries and grievances through an electronic form.
REQ_GEN_222 System shall be able to associate an enquiry or a grievance with a past request similar
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request
REQ_GEN_223 System shall generate a unique case number for the grievance which can be used for
tracking purposes on successful submission of the form through the web portal
REQ_GEN_224 Should be based on open standards and have API support for data import and export
REQ_GEN_225 The system shall provide support to invocation of external programs to perform
activities of a process like launching core application screen for data entry
REQ_GEN_226 The system shall support integration based on messaging and shall support distributed
systems interface
REQ_GEN_227 The system shall provide the option of invoking its integration components (adapters)
either synchronously and asynchronously
REQ_GEN_228 The system shall allow users to define adapters for the system
REQ_GEN_229 The system shall support integration based on standards such as XML/those laid down
by Stakeholders
REQ_GEN_230 The system shall support message based collaboration based on protocols such as
HTTP, FTP and SMTP
REQ_GEN_231 The system shall provide fully functional APIs for integration
REQ_GEN_232 The system shall provide presentation level API to customize user task interfaces
REQ_GEN_233 The system shall support web services
REQ_GEN_234 The system shall enable the work items to access the web methods of a remotely
deployed web service
REQ_GEN_235 The system shall allow support of both synchronous and asynchronous modes to
invoke web methods
REQ_GEN_236 The system shall support web based interfaces
REQ_GEN_237 The system shall have the ability to integrate through messaging
REQ_GEN_238 The system may have its own front end or launch any application
REQ_GEN_239 The system should have the capability to interface with industry standard web services
through simple interfaces
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7.2. ANNEXURE 2 – BILL OF MATERIAL (BOM) 1. Following are minimum and indicative requirements. The bidder is expected to provide complete
list of Bill of Materials proposed to fulfil the stated requirements in the RFP.
2. The bidder may propose any additional components that are deemed necessary for providing the
solution as a whole.
3. The bidder will be required to study the existing IT Infrastructure available at RSDC for seamless
integration and accordingly propose the hardware.
4. The bidder is expected to size the solution to meet the expected performance levels.
5. The bidder should propose the bill of material such that the same technology, make, model,
family of products are implemented at all sites. The bidder should ensure standardization at unit
building blocks. It is expected that the bidder will design the overall solution such that the variety
of server models in the entire architecture is minimized in order to improve the management of
the overall solution and scope of future expandability.
6. The bidder should offer latest and proven technologies that are available for items. All hardware
and software provided by the bidder should be new and not purchased more than two months
prior to the supply to RHB/RISL.
7. The power supplies, cables/connectors for all servers / equipments should be for Indian power
specifications of voltage, frequency and phasing.
8. The bidder has to propose hardware to meet all the minimum performance and SLA requirements
and accordingly propose the solution.
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BILL OF MATERIALS
Location – Head Office, Jaipur
S.No. Name of item No. of units
Technical Specification
Ref 1. Desktop (including Anti-Virus + Business
Productivity Suite) 50 Item No 1
2. Layer 2 Switch (48 Port) - Manageable 2 Item No 2
3. Multi Function Device ( A4 Size)
25 Item No 4
4. UPS (1 KVA) 50 Item No 5
5. Printer Laser Jet (B&W- Duplex) 25 Item No 6
Location – 9 Circle Offices
The following is the requirement for each Circle office
S.No. Name of item No. of units
Technical Specification
Ref 1. Desktop (including Anti-Virus + Business
Productivity Suite) 6 Item No 1
2. Switch (Layer 2 - 24 Port) - Manageable 1 Item No 3
3. Multi Function Device ( A4 Size) 1 Item No 4
4. UPS (1 KVA) 6 Item No 5
5. Printer Laser Jet( B&W - Duplex) 5 Item No 6
6. Passive work -structure cable (UTP) PVC Conduits and Laying of PVC along with I/O
1,000 Mtr
Item No 7/1
7. Passive work-Panel along with 19U rack 1 Item No 7/2
8. Patch Cord 7” 15 Item No 7/3
Location – 12 Independent Division Offices
The following is the requirement for each office
S.No. Name of item No. of units
Technical Specification
Ref 1. Desktop (including Anti-Virus + Business Productivity
Suite) 3 Item No 1
2. L2 Switch ( 24 Port) – Manageable 1 Item No 3
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3. Multi Function Device ( A4 Size) 1 Item No 4
4. UPS (1KVA) 3 Item No 5
5. Printer Laser Jet( B&W - Duplex) 2 Item No 6
6. Passive work -structure cable (UTP) PVC Conduits and Laying of PVC along with I/O
500 Mtr
Item No 7/1
7. Passive work-Panel along with 19U rack 1 Item No 7/2
8. Patch Cord 7” 8 Item No 7/3
Location – 26 Division Offices
The following is the requirement for each office
S.No. Name of item No. of units
Technical Specification
Ref 1. Desktop (including Anti-Virus + Business
Productivity Suite) 3 Item No 1
2. L2 Switch ( 24 Port) – Manageable 1 Item No 3
3. Multi Function Device ( A4 Size) 1 Item No 4
4. UPS (1 KVA) 3 Item No 5
5. Printer Laser Jet( Black & white - Duplex) 2 Item No 6
6. Passive work -structure cable (UTP) PVC Conduits and Laying of PVC along with I/O
500 Mtr
Item No 7/1
7. Passive work-Panel along with 19U rack 1 Item No 7/2
8. Patch Cord 7” 8 Item No 7/3
Location – 5 Cash Collection Counter
The following is the requirement for each office
S.No. Name of item No. of units
Technical Specification
Ref 1 Desktop (including Anti-Virus + Business
Productivity Suite) 1 Item No 1
2 UPS (1KVA) 1 Item No 5
3 Printer Laser Jet( Black & White - Standard) 1 Item No 7
There are 30 cash collection centres of RHB, out of which only 5 cash collection centres are situated out
side Divisional Office/ Circle office premises.
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7.3. ANNEXURE-3 – SUGGESTED TECHNICAL SPECIFICATIONS 1. All specifications are minimum and indicative required and have been provided for immediate
reference. Any alternative (make/model) suggested by Bidder must either meet or exceed the
specifications stated in terms of capacity, performance etc and must be supported by suitable
evidences depicting equivalence to stated specifications.
2. Bidder should ensure that none of the listed parameters are modified, deleted and no additional
parameter is added. (Remarks, if any, should be indicated separately in the Remarks column)
3. In case the Bidder is proposing any additional product category that is not listed in this section,
the same may be highlighted in Section 5 of Annexure 6 and in annexure 23 and 24.
4. In case the software proposed by the Bidder has multiple modules/components that are priced
and sold separately, the Bidder should use additional sheets for each such module/component
and include the licensing policy and number of licenses proposed for the same in the respective
sheets.
5. While there are no marks for compliance with specifications, any deviations shall be evaluated by
Purchaser and if found significant, Purchaser may reject the bid on the grounds on technical non-
compliance.
6. The contents in this document do not indicate an exhaustive 'Bill-of-Material' for the requirements
of purchaser. Bidders may add/ modify the components based on suggested design as long as
minimum requirements are met or exceeded.
Note: Below are the minimum required indicative specifications. Bidder may propose equivalent or better configuration.
1. Desktops Computer
Sl.No.
Parameter Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
1. Model Offered
To be provided by bidder
2. Make Offered
To be provided by bidder
3. Mandatory Certifications
OEM – ISO 9001 Manufacturer, Certified on supplied OS, DMI 2.0 compliance and support, Energy Star 5, UL certification,
4. Processor Intel Core i3-2120, 3.3 GHz, 3 MB Cache and 1066 MHz FSB or higher.
5. Chipset Intel H61 or better on Intel/OEM Motherboard
6. Memory 4 GB 800 MHz DDR3 RAM with 8 GB Expandability
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Sl.No.
Parameter Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
7. HDD 500 GB 7200 Serial ATA HDD or higher
8. Monitor 47 cm (18.5 inch)or larger TFT/LED Digital Color Monitor TCO-05 certified.
9. Bays 3 Nos. or above.
10. Keyboard OEM Mechanical Keyboard with 104 keys
11. Mouse Optical with USB interface.
12. Optical Device
DVD RW (Min. 16x) or higher
13. Cabinet Micro ATX
14. Ports 6 USB Ports (with at least 2 in front), 1 Serial audio port for microphone and headphone in front.
15. Network Features
10/100/1000 on board integrated Network Port with remote booting facility remote system installation, remote wake up.
16. Multimedia Integrated Audio and Graphic Controller
17. Power Management
ACPI (Advanced Configuration and Power Management Interface)
18. Operating System
Genuine latest Windows 7 professional SP1 (64 Bits) preloaded with Media and Documentation and Certificate of Authenticity
19. Office Suite Open office / Libre office
20. Antivirus Pre-installed & Norton/McAfee/ Kasper sky/tend micro /quick heal,, Internet security and Antivirus Software latest Version with 3 years subscription
21. Warranty Period
Minimum 3 Years (Comprehensive Onsite)
2. L2 Switch (48 Port) Manageable
S. No
Parameter Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
1 Interface 10/100/1000 BASE-TX Ports : 48 : Combo 10/100/1000 BASE-T/SFP : Minimum 2 : RS 232 Console Port/RJ45
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S. No
Parameter Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
serial console port : Gigabit &100 BASE-FX Fiber Support on SFP
2 Performance Switch Capacity : 96 Gbps or more with non blocking architecture: 64-Byte Packet Forwarding Rate: 65 Mpps or More
3 Layer-2 Features
IGMP Snooping v1,v2 (Upto 256 groups),IGMPV3 IGMP Snooping Fast leave 802.1D Spanning Tree 802.1w Rapid Spanning Tree 802.1s Multiple Spanning Trees 802.3x & Back-Pressure 802.3ad Link Aggregation (8 or More Ports per group/6 or more groups per device)
4 VLAN Port mirroring ( One to One, Many to One ) : Standard : 802.1Q VLAN IDs: 4K Dynamic VLAN groups : 128 or higher GVRP/MVRP/Equivalent
5 Quality of Services
802.1p Priority Queues standard Number of 802.1p priority Queues: 4 Queues Support WRR/Strict mode Packet classification based on : Switch Port VLAN ID TCP/UPD Port number MAC address IPv4 +IPV6 802.1p Priority TOS DSCP User defined Packet Content
6 Access Control List (Max 256 Profiles/Rules)
Multi-Layer ACL based on : Switch Port VLAN ID 802.1p Priority MAC address IPv4 DSCP Protocol type TCP/UPD Port number User defined Packet Content
7 Network Access/Security
RADIUS/TACACS+ Authentication for Management Access RADIUS Accounting for
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S. No
Parameter Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
Management Access Port security (max.16MAC entries per port) 802.1X Port-based Access Control 802.1X MAC-based Access Control 802.1X Guest VLAN SSH v1, v2/ SSL v3 Traffic Segmentation Broadcast Storm Control
8 Management Single IP Management Web-based GUI CLI ( Command Line Interface ) Telnet client TFTP client SNMP v1,v2c, v3 Support for RMON 1/2 group as and when required BOOTP/DHCP Client SNTP or NTP SYSLOG Dual image or fireware upgrade through TFTP /FTP server Port description Web GUI traffic/CPU Monitoring SNMP trap on MAC notification DHCP Auto Configuration DHCP relay option 82 SMTP client ( e-mail notification )externally/ Internally
9 MIB Support MIBII ( RFC 1213 ) Bridge MIB ( RFC 1493 ) RFC 2011 SNMPv2 MIB for IP,RFC 2013 SNMPv2MIB for UDP RMON MIB ( RFC 1757, 2819 ) 802.1p MIB ( RFC 2674 ) IF MIB ( RFC 2233, 2863 ) RADIUS Authentication client MIB(RFC 2620) RADIUS Accounting client MIB (RFC 2925) Private MIB
10 Physical & Environmental
Internal Power supply
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3. L2 Switch (24 Port) Manageable
S. No
Parameter Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
1 Interface 10/100/1000 BASE-TX Ports : 10 Combo 10/100/1000 BASE-T/SFP : 2 RS 232 Console Port/RJ45 serial console port
2 Performance Switch Capacity : 48 Gbps or more with non blocking architecture 64-Byte Packet Forwarding Rate: 34.8 Mpps or more MAC Address Table Size : 8k
3 Layer-2 Features
IGMP Snooping v1,v2 (Up to 256 groups),IGMPV3 IGMP Snooping Fast leave 802.1D Spanning Tree 802.1w Rapid Spanning Tree 802.1s Multiple Spanning Trees 802.3x & Back-Pressure 802.3ad Link Aggregation (8Ports per group/6 groups per device) Should support Spanning Tree Fast Forward | BPDU Filtering | BPDU Guard | BPDU Forward | BPDU Transparent | Loopback Detection | Auto Edge Port
4 VLAN Port mirroring ( One to One, Many to One ) Standard : 802.1Q VLAN IDs: 4K Dynamic VLAN groups : 128 or higher GVRP/MVRP/Equivalent
5 Quality of Services
802.1p Priority Queues standard Number of 802.1p priority Queues: 4 Queues Support WRR/Strict mode Packet classification based on Switch Port VLAN ID TCP/UPD Port number MAC address IPv4 +IPV6 802.1p Priority TOS DSCP User defined Packet Content
6 Access Control List (Max 256 Profiles/Rules)
Multi-Layer ACL based on : Switch Port VLAN ID 802.1p Priority MAC address
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S. No
Parameter Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
IPv4 DSCP Protocol type TCP/UPD Port number User defined Packet Content
7 Network Access/Security
RADIUS/TACACS+ Authentication for Management Access RADIUS Accounting for Management Access Port security (max.16MAC entries per port) 802.1X Port-based Access Control 802.1X MAC-based Access Control 802.1X Guest VLAN SSH v1, v2/ SSL v3 Traffic Segmentation Broadcast Storm Control
8 Management Web-based GUI CLI ( Command Line Interface ) Telnet client TFTP client SNMP v1,v2c, v3 Support for RMON 1/2 group as and when required BOOTP/DHCP Client SNTP or NTP SYSLOG Dual image or fireware upgrade through TFTP /FTP server Port description Web GUI traffic/CPU Monitoring SNMP trap on MAC notification DHCP Auto Configuration DHCP relay option 82 SMTP client ( e-mail notification )externally/ Internally
9 MIB Support MIBII ( RFC 1213 ) Bridge MIB ( RFC 1493 ) RFC 2011 SNMPv2 MIB for IP,RFC 2013 SNMPv2MIB for UDP RMON MIB ( RFC 1757, 2819 ) 802.1p MIB ( RFC 2674 ) IF MIB ( RFC 2233, 2863 ) RADIUS Authentication client MIB(RFC 2620) RADIUS Accounting client MIB (RFC 2925)Private MIB
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S. No
Parameter Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
10 Physical & Environmental
Internal/External Power supply
4. Multi Function Device ( A4 Size)
S. No. Parameter Minimum Specifications Suggested
Specification Proposed By Bidder
Compliance Y/N
1. Functions Black-and-white printing, black-and-white copying, color scanning, black-and-white faxing
2. Print speed >= 25 ppm
3. Memory 64 MB
4. Duty cycle (monthly, A4)
>= 8000
5. Print quality (black, normal quality)
Up to 600 x 600 dpi
6. Duplex print options
Automatic
7. Copy speed (black, draft quality, A4)
>=25 cpm
8. Copy resolution (black graphics)
600 x 600 dpi or better
9. Scan Type Flatbed, ADF
10. Optical scanning resolution
Up to 1200 dpi
11. Maximum scanning size
216 x 297 mm through Flatbed/ADF and 216 x 356 mm through ADF
12. Scan file format
PDF, JPEG,TIFF
13. Standard media sizes
A4, A5, B5 (JIS), executive (JIS), 16K, envelopes
14. System Interface
1 USB (compatible with USB 2.0 specifications), and 10/100 Ethernet network port
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S. No. Parameter Minimum Specifications Suggested
Specification Proposed By Bidder
Compliance Y/N
15. Compatible operating systems
Microsoft Windows 7 (32Bit/64bit), windows 2000, Windows XP(32Bit/64bit), XP Professional (32Bit/64bit), Windows Server 2003, Windows 2008 (32Bit/64bit), Linux
16. Power requirements
Input voltage 220 to 240 VAC (+/- 10%), 50/60 Hz (+/-2 Hz)
17. Warranty Period
Minimum 3 Years (Comprehensive Onsite)
5. 1 KVA UPS
Sl.No Features Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
1. Mandatory Certification - ISO 9001 Series Manufacturer, - Valid Test Certificate from any Govt. Approved Test/ Certifying Agency on Tendered Specs.
2. Capacity 1K VA
3. No. of Sockets Min. 3 sockets for connecting devices.
4. Battery Make Battery should be branded - ISO 9001 and 14001 certified
5. Battery backup 30 minutes on full load with Internal batteries (i.e. housing of the batteries should be within UPS)
6 Cables With necessary cable and plug
6. Laser Printer (B/W Duplex)
Sl.No. Parameter Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
1. Make To be specified by Bidder
2. Model To be specified by Bidder
3. Print Technology
Laser
4. Print speed in black in normal mode
Minimum 24 PPM (A4) or higher
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Sl.No. Parameter Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
5. Resolution in black
600 x 600 dpi or better
6. Memory Min: 32MB or better
7. Duty cycle. Min: 8,000 pages per month or above
8. Media size A4, Letter, Legal
9. Duplex Yes (Automatic Duplex)
10. Interface
Hi speed USB 2.0 or better, Built in Ethernet 10/100 Mbps Ethernet
11. Energy Star Yes
12. Cables/ Accessories/ Drivers
All the required cabled, accessories and software drivers to be included for the supplied operating system
13. Platform supported
Windows 7(32bit/ 64 bit), Win XP (32Bit/64Bit), Windows 2008 (32 Bit/64 Bit) and Windows 2003.
14. Warranty Period
Minimum 3 Years (Comprehensive Onsite)
7. Passive Work
S. No. Features Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
1. Common
All specifications for components & cabling to be tested up to 250 MHz , UL *R listed & verified
2. UTP cable
The UTP Cable Shall meet the requirement w.r.t maximum d.c resistance, balance and unbalance, maximum PR to GND Capacitance and attenuation losses as applicable to the category 6,unshielded UTP Cable and corresponding ASTM Standards as mentioned there in. Cable shall have Standard marking and designation as applicable in line with the international standard such as CSA/UL. This item shall be accepted based on OEM certificate.
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S. No. Features Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
3. 24 port Patch Panel
110 wiring block at rear end & RJ 45 jack on front panel, 19” rack mountable, should confirm or deviance exceed the EIA/TIA 568 B standards for CAT 6, Metallic /steel high strength & 1U height, confirm EIA/TIA 568 B wiring pattern, should have routing rings & ties and labeling strips for identification, UL *R Listed & verified.
4. Information outlets
Surface mount box with single RJ 45 socket, should confirm or exceed the EIA/TIA 568 B standards for CAT 6, provision for dust cover, labeling icons & strips, anchors for stain relief cable entry, UL *R listed & verified
5. Patch Cord
Should confirm or exceed the EIA/TIA 568 B standards for CAT 6, Factory molded boots on RJ 45 plugs at both ends, UL *R listed & verified, Option for color – Grey, Blue, Red & Green & cross over cable Length - 3 feet Length – 10 feet Length – 7 feet
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7.4. ANNEXURE-4 - COVERING LETTER OF THE BID
(To be submitted on the Company Letter head of the Tenderer, sealed and signed)
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
Dear Sir,
Ref: Request for Proposal (RFP) Notification dated............... No..........
1. I/We, the undersigned bidder, Having read & examined in detail, the Bid Document, the receipt of
which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as mentioned in
the Scope of the work, Technical specifications, Service Level Standards & in conformity with the
said bidding document for the same.
2. I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the
information contained in the bid is true and correct to the best of our knowledge and belief.
3. I/ we hereby submit our token of acceptance to all the tender terms & conditions without any
deviations. Hence, we are hereby submitting our Bid and offer to provide services to Purchaser
for carrying out the project in accordance with your RFP.
4. Until a formal contract is prepared and executed, this bid, together with your written acceptance
thereof and your notification of award shall constitute a binding Contract between us.
5. I/We agree to abide by this RFP for a period of 180 days from the closing date fixed for
submission of bid as stipulated in the RFP document.
6. I/We undertake that, in competing for (and, if the award is made to us, in executing) the above
contract, we will strictly observe the laws against fraud and corruption in force in India namely
“Prevention of Corruption Act, 1988”.
7. I/ We undertake, for timely establishment of a local office in Jaipur (if the award is made to us)
and within 2 months from the date of issue of LoI.
Or (strike out whichever is not applicable)
We have an existing office at Jaipur at the following address:
..........................................................................................................................
8. I/We understand that the Purchaser is not bound to accept any bid received in response to this
RFP.
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9. In case we are engaged by the Purchaser, we shall provide any assistance/cooperation required
by Purchaser, appointed auditing agencies (if any), state government officials and Other
Stakeholders of the project for performing their duties with respect to this project. We understand
that our non-cooperation for the same shall be grounds for termination of service.
Signature…………………
In the capacity of………………………
Duly authorised to sign Proposal for And on behalf of………………………..
Date………………….. Place………………….
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7.5. ANNEXURE-5 - PRE- BID QUERIES FORMAT Name of the Company/Firm: Name of Person(s) Representing the Company/ Firm:
Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.
Company/Firm Contacts:
Contact Person(s) Address for Correspondence
Email-ID(s) Tel. Nos. & Fax Nos.
Query / Clarification Sought:
Sl.No. RFP Page No.
RFP clause No.
Clause Details Query/ Suggestion/ Clarification
Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/ .ODF/.doc/.docx).
Queries not submitted in the prescribed format will not be considered/ responded at all by the tendering
authority
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7.6. ANNEXURE-6 - TENDER FORM 1) Addressed to:
Name of the Tendering Authority Managing Director, RajCOMP Info Services Limited (RISL),
Address First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)
Telephone 0141-2226055, 5103902 Tele Fax 0141-2228701 Email [email protected]
(clearly mention the NIT no. in the subject of the mail) 2) Firm Details:
Name of Firm Name of Contact Person with Designation
Registered Office Address
Address of the Firm
Year of Establishment Type of Firm Put Tick( √ ) mark
Public Limited Private Limited
Partnership Proprietary
Telephone Number(s) Email Address/ Web Site Email: Web-Site: Fax No. Mobile Number Mobile: Certification/Accreditation/Affiliation, if Any
3) The requisite tender fee amounting to Rs. ________/- (Rupees <in words>) has been deposited vide
receipt no. _______ dated ___________.
4) The requisite tender processing fee amounting to Rs. ________/- (Rupees <in words>) has been
deposited vide receipt no. _______ dated ___________.
5) The requisite EMD amounting to Rs. ________/- (Rupees <in words>) has been deposited vide
Banker’s Cheque/ DD No. ___________ dated ___________.
6) We agree to abide by all the terms and conditions mentioned in this form issued by the Empanelment
Authority and also the further conditions of the said notice given in the attached sheets (all the pages
of which have been signed by us in token of acceptance of the terms mentioned therein along with
stamp of the firm).
Date: Name & Seal of the firm: ________________________ Authorized Signatory: ___________________________
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7.7. ANNEXURE-7- Letter of Authority
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
I/ We <Name/ Designation> hereby declare/ certify that <Name/ Designation> is hereby authorized to
sign relevant documents on behalf of the company/ firm in dealing with Tender/ NIT reference No.
______________________ dated _________. He/ She is also authorized to attend meetings & submit
technical & commercial information/ clarifications as may be required by you in the course of processing
the Bid. For the purpose of validation, his/ her verified signatures are as under.
Thanking you,
Name of the Bidder: - Verified Signature:
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
Please attach the board resolution / valid power of attorney in favour of person signing this authorizing letter.
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7.8. ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING
UNDERTAKING (To be submitted by the bidder on a non-judicial stamp paper of Rs. 10/-) In response to the Tender/ NIT Ref. No. _____________________________ dated ___________ for <Project Title>, as an Owner/ Partner/ Director of ________________________________________, I/ We hereby undertake that our Company/ firm ___________________, at the time of bidding: - 1. is having unblemished record and is not declared ineligible for corrupt & fraudulent practices
either indefinitely or for a particular period of time by any State/ Central government/ PSU/ UT.
2. is not insolvent, in receivership, bankrupt or being wound up, does not have its affairs administered by a court or a judicial officer, does not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons.
3. does not have, and their directors and officers not have, been convicted of any criminal offence related to their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a procurement contract within a period of three years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to debarment proceedings.
If this undertaking is found to be incorrect then without prejudice to any other action that may be taken and our bid, to the extent accepted, may be cancelled. Thanking you, Name of the Bidder: - Authorised Signatory: - Seal of the Organization: - Date: Place:
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7.9. ANNEXURE-9 - CERTIFICATE OF CONFORMITY/ NO DEVIATION
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
CERTIFICATE
This is to certify that, the specifications of Hardware & Software which I/ We have mentioned in the
Technical bid, and which I/ We shall supply if I/ We am/ are awarded with the work, are in conformity with
the minimum specifications of the Tender/ bidding document and that there are no deviations of any kind
from the requirement specifications.
Also, I/ we have thoroughly read the tender/ bidding document and by signing this certificate, we hereby
submit our token of acceptance to all the tender terms & conditions without any deviations.
I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the end-to-
end implementation and execution of the project, to meet the desired Standards set out in the Tender/
bidding Document.
Thanking you,
Name of the Bidder: -
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
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7.10. ANNEXURE-10 - MANUFACTURER’S AUTHORIZATION FORM (MAF) To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
Subject: Issue of the Manufacturer’s Authorisation Form (MAF)
Reference: NIT/ RFP Ref. No. _____________________ dated ________
Sir,
We <name and address of the OEM> who are established and reputed original equipment
manufacturers (OEMs) having factories at <addresses of manufacturing location> do hereby
authorize <M/s __________________________> who is our <Distributor/ Channel Partner/ Retailer/
Others <please specify> to bid, negotiate and conclude the contract with you against the
aforementioned tender reference for the following Hardware/ Software manufactured by us: -
<OEM will mention the details of all the proposed product(s) with their make/ model.
This should be in sync with the overall proposed technical solution. Also, OEM shall
provide to the bidder, the Compliance Sheets (duly supported by the datasheets) for all
the products as per Technical Specifications mentioned in this bid document at
Annexure-3>
We undertake that offered Hardware/ Software, as mentioned above, by the bidder for back to back
service, support, spares, updates and patches for the entire period of contract as mentioned in the
bid document.
Yours faithfully,
For and on behalf of M/s (Name of the manufacturer)
(Authorized Signatory) – Please attach proof
Name, Designation & Contact No.:
Address: ___________________________________
Seal:
Rajasthan Housing Board RFP for RHBMS
Page 284 of 310
7.11. ANNEXURE-11 - UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS (On Rs. 100/- Non-judicial stamp paper)
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
Reference: NIT No. :___________________________________ Dated:__________
This has reference to the items being supplied/ quoted to you vide our bid enquiry no. ___________
dated ___________.
We hereby undertake that all the components/ parts/ assembly/ software used in the equipment shall be
genuine, original and new components /parts/ assembly/ software from respective OEMs of the products
and that no refurbished/ duplicate/ second hand components/ parts/ assembly/ software are being used
or shall be used. In respect of licensed operating system, we undertake that the same shall be supplied
along with the authorized license certificate with our name/logo. Also, that it shall be sourced from the
authorized source for use in India.
In case, we are found not complying with above at the time of delivery or during installation, for the
equipment already billed, we agree to take back the equipment already supplied at our cost and return
any amount paid to us by you in this regard and that you will have the right to forfeit our EMD/ SD/ PSD
for this bid or debar/ black list us or take suitable action against us.
Authorized Signatory
Name:
Designation:
Rajasthan Housing Board RFP for RHBMS
Page 285 of 310
7.12. Annexure – 12- Format – Statement of Deviations Statement of Deviations
Statement of deviations from Schedule of Requirements
To
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
Following are the Technical deviations and variations from the requirements and documents proposal
submitted against Tender document No. <TENDER REFERNECE NUMBER> Dated <DATE>. 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. Clause No. Page No. Statement of deviations and variations.
Remarks
Note: Bidders may please note that compliance to a clause and a sub-clause would mean complete
compliance to all the other sections within those clauses and sub-clauses.
Witness: Bidder:
Signature ------------------------ Signature ------------------------
Name ------------------------ Name ------------------------
Address ------------------------ Designation ------------------------
Company ------------------------
Date ------------------------- Date -------------------------
Rajasthan Housing Board RFP for RHBMS
Page 286 of 310
Statement of Deviations from Tender Terms & Conditions
To
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
Following are the Technical deviations and variations from the requirements and documents proposal
submitted against Tender document No. <TENDER REFERNECE NUMBER> Dated <DATE>. 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. Clause No. Page No. Statement of deviations and variations.
Remarks
Note: Bidders may please note that compliance to a clause and a sub-clause would mean complete
compliance to all the other sections within those clauses and sub-clauses.
Witness: Bidder:
Signature ------------------------ Signature ------------------------
Name ------------------------ Name ------------------------
Address ------------------------ Designation ------------------------
Company ------------------------
Date ------------------------- Date -------------------------
Rajasthan Housing Board RFP for RHBMS
Page 287 of 310
7.13. ANNEXURE-13 - FINANCIAL BID FORMAT
Financial bid covering Letter
(Cover Letter on Bidder’s Letter Head)
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
Reference: NIT No. :___________________________________ Dated:__________
Dear Sir,
Having examined the Bidding Document, the receipt of which is hereby duly acknowledged, I/ we, the
undersigned, offer to work as “System Integrator/ Implementing Agency” as per the defined Scope of the
work & in conformity with the said bidding document for the same. We hereby offer our best price as per
the details below and would be valid as per the details mentioned in the NIT.
1) I/ We undertake that the prices are in conformity with the specifications/ requirements prescribed. The
price quoted is inclusive of all cost likely to be incurred for executing this work. The prices are
inclusive of all type of govt. taxes/ duties.
2) I/ We undertake, if our bid is accepted, to deliver the services in accordance with the requirements of
RISL/ designated department.
3) If our bid is accepted, we will give the Performance Security of Rs. ___________for the due
performance of the Contract, in the form prescribed by RISL.
4) I/ We agree to abide by this bid for a period of 180 (One Hundred Eighty only) days after the last date
fixed for bid submission and it shall remain binding upon us and may be accepted at any time before
the expiry of that period.
5) Until a formal contract is prepared and executed, this bid, together with your written acceptance
thereof and your notification of award shall constitute a binding Contract between us.
6) We understand that you are not bound to accept the lowest or any bid you may receive.
7) We agree to the terms & conditions mentioned in the Tender document.
Rajasthan Housing Board RFP for RHBMS
Page 288 of 310
A) CAPEX
A1) CAPEX: Head Quarter, RHB, Jaipur
S.No. Item No. and Description
Item No. Ref.
As per Tech. Specs
Make &
Model
Unit Total Qty
Base Unit Cost in INR (incl. all
incidental charges and all Taxes but
excl. Raj. VAT)
Total Cost in
INR
VAT in %
VAT Amount
Total Cost in
INR
A B C=AxB D E F=C+E
1.
Desktop Computer (Incl. OS + AV + Open Office)
Item No 1 Nos. 50
2. L 2 Switch - 48 Port
Item
No 2 Nos. 2
3. MFD Printer (B/W) A4 Size
Item
No 4 Nos. 25
4. UPS 1 KVA Item
No 5 Nos. 50
5. Printer Laser jet (B&W Duplex)
Item
No 6 Nos 25
Total A1 (In Figures) – Rs
Total A1 (In Words) – Rupees
A2) CAPEX: Circle offices, RHB GoR (for 9 circle offices)
S.No. Item No. and Description
Item No. Ref.
As per Tech. Specs
Make &
Model
Unit Total Qty
Base Unit Cost in INR (incl. all
incidental charges and all Taxes but
excl. Raj. VAT)
Total Cost in
INR
VAT in %
VAT Amount
Total Cost in
INR
A B C=AxB D E F=C+E
1.
Desktop Computer (Incl. OS + AV + Open Office)
Item No 1 Nos. 54
2. L 2 Switch - 24 Item Nos. 9
Rajasthan Housing Board RFP for RHBMS
Page 289 of 310
S.No. Item No. and Description
Item No. Ref.
As per Tech. Specs
Make &
Model
Unit Total Qty
Base Unit Cost in INR (incl. all
incidental charges and all Taxes but
excl. Raj. VAT)
Total Cost in
INR
VAT in %
VAT Amount
Total Cost in
INR
A B C=AxB D E F=C+E
Port No 3
3. MFD Printer (B/W) A4 Size
Item
No 4 Nos. 9
4. UPS 1 KVA Item
No 5 Nos. 54
5. Printer Laser jet (B&W Duplex)
Item
No 6 Nos 45
6.
Passive work -structure cable (UTP) PVC Conduits and Laying of PVC along with I/O
Item
No 7/1 Mtr 9000
7. Passive work-Panel along with 19U rack
Item
No 7/2 Nos 9
8. Patch Cord 7” Item
No 7/3 Nos 125
Total A2 (In Figures) – Rs
Total A2 (In Words) – Rupees
A3) CAPEX: Independent Division Office, RHB, GoR (for 12 selected offices)
S.No. Item No. and Description
Item No. Ref.
As per Tech. Specs
Make &
Model
Unit Total Qty
Base Unit Cost in INR (incl. all
incidental charges and all Taxes but
excl. Raj. VAT)
Total Cost in
INR
VAT in %
VAT Amount
Total Cost in
INR
A B C=AxB D E F=C+E
1.
Desktop Computer (Incl. OS + AV + Open Office)
Item No 1 Nos. 36
Rajasthan Housing Board RFP for RHBMS
Page 290 of 310
S.No. Item No. and Description
Item No. Ref.
As per Tech. Specs
Make &
Model
Unit Total Qty
Base Unit Cost in INR (incl. all
incidental charges and all Taxes but
excl. Raj. VAT)
Total Cost in
INR
VAT in %
VAT Amount
Total Cost in
INR
A B C=AxB D E F=C+E
2. L 2 Switch - 24 Port
Item
No 3 Nos. 12
3. MFD Printer (B/W) A4 Size
Item
No 4 Nos. 12
4. UPS 1 KVA Item
No 5 Nos. 36
5. Printer Laser jet (B&W Duplex)
Item
No 6 Nos 24
6.
Passive work -structure cable (UTP) PVC Conduits and Laying of PVC along with I/O
Item
No 7/1 Mtr 6000
7. Passive work-Panel along with 19U rack
Item
No 7/2 Nos 12
8. Patch Cord 7” Item
No 7/3 Nos 85
Total A3 (In Figures) – Rs
Total A3 (In Words) – Rupees
A4) CAPEX: Division office, RHB, GoR (for 26 selected offices)
S.No. Item No. and Description
Item No. Ref.
As per Tech. Specs
Make &
Model
Unit Total Qty
Base Unit Cost in INR (incl. all
incidental charges and all Taxes but
excl. Raj. VAT)
Total Cost in
INR
VAT in %
VAT Amount
Total Cost in
INR
A B C=AxB D E F=C+E
1.
Desktop Computer (Incl. OS + AV + Open Office)
Item No 1 Nos. 78
Rajasthan Housing Board RFP for RHBMS
Page 291 of 310
S.No. Item No. and Description
Item No. Ref.
As per Tech. Specs
Make &
Model
Unit Total Qty
Base Unit Cost in INR (incl. all
incidental charges and all Taxes but
excl. Raj. VAT)
Total Cost in
INR
VAT in %
VAT Amount
Total Cost in
INR
A B C=AxB D E F=C+E
2. L 2 Switch - 24 Port
Item
No 3 Nos. 26
3. MFD Printer (B/W) A4 Size
Item
No 4 Nos. 26
4. UPS 1 KVA Item
No 5 Nos. 78
5. Printer Laser jet (B&W Duplex)
Item
No 6 Nos 52
6.
Passive work -structure cable (UTP) PVC Conduits and Laying of PVC along with I/O
Item
No 7/1 Mtr 13500
7. Passive work-Panel along with 19U rack
Item
No 7/2 Nos 26
8. Patch Cord 7” Item
No 7/3 Nos 200
Total A4 (In Figures) – Rs
Total A4 (In Words) – Rupees
A5) CAPEX: Cash Collection Office, RHB, GoR (for 5 selected offices)
S.No. Item No. and Description
Item No. Ref.
As per Tech. Specs
Make &
Model
Unit Total Qty
Base Unit Cost in INR (incl. all
incidental charges and all Taxes but
excl. Raj. VAT)
Total Cost in
INR
VAT in %
VAT Amount
Total Cost in
INR
A B C=AxB D E F=C+E
1. Desktop Computer (Incl. OS + AV +
Item No 1 Nos. 5
Rajasthan Housing Board RFP for RHBMS
Page 292 of 310
S.No. Item No. and Description
Item No. Ref.
As per Tech. Specs
Make &
Model
Unit Total Qty
Base Unit Cost in INR (incl. all
incidental charges and all Taxes but
excl. Raj. VAT)
Total Cost in
INR
VAT in %
VAT Amount
Total Cost in
INR
A B C=AxB D E F=C+E
Open Office)
2. UPS 1 KVA Item
No 5 Nos. 5
3. Printer Laser jet (B&W Standard)
Item
No 6 Nos 5
Total A5 (In Figures) – Rs
Total A5 (In Words) – Rupees
A6) CAPEX: RHBMS Software Application
Phase Module Name Amount for
Phase (INR)
Service Tax %
Service Tax
(INR)
VAT %
VAT (INR)
Total Amount
for Phase
1. • Estate Management System o Housing Sub-Module o Recovery Sub-Module o Lease System and
Rental properties Sub-Module
• Scheme Information System Module
• Application Digitization and Management tools
2. Financial Accounting o Budget Planning and
Allocation o Project Accounting o Book keeping &
accounting
3. Project Monitoring Information System
4. Asset Management Module
5. Personnel and Payroll Module
Rajasthan Housing Board RFP for RHBMS
Page 293 of 310
6. Stores and purchase management system
Total A6 (In Figures) – Rs.
Total A6 (In Words) – Rupees
Note:-
1. The Purchase may opt for agile methodology for development of core application, wherein a phase wise plan will be provided to the SI for development and implementation of modules. The Purchaser may phase out work up to 6 phases. The cost of phase shall be considered a sum of quoted cost of module associated with the phase. e.g the purchaser may club module 2 & 4 for phase 2 development or may club module no 2,4,6 for phase 2 development.
2. The bidder shall quote module wise Software Development, Deployment & configuration cost inclusive of supply of all third party tools/software like dash board/ access control & identity manager/reporting tools etc. used by bidder to run application.
A7) CAPEX: Miscellaneous One-Time Activities
Phase Item Description MU Unit Total Qty
Base Unit Cost
in INR
Amount for
Module (INR)
Service Tax %
Service Tax
(INR)
Total Amount
A B C=AXB D E=C+D
1 Man month rate to undertake work related to Data Digitization (data entry, data migration, scanning and data indexing)
Man
Month
No 225
2 Initial Training to all Officer s/ Emp. as per SoW
Training
session
No 195
Total A7 (In Figures) – Rs.
Total A7 (In Words) – Rupees
B) OPEX
Rajasthan Housing Board RFP for RHBMS
Page 294 of 310
B1) OPEX for 4 Years
Sl.No.
Item Description No. of Offices/
Locations
Per Unit OPEX
Cost in INR
(for 4 Years)
Total Cost
In INR
Service Tax %
Service Tax In INR
Total OPEX Cost in INR
A B C=AXB D E=C+D
1.
NOC at RHB HQ (Deployment of Manpower at NOC/RHB HQ ref 4.2.5.2 –SoW)
1
2.
Circle offices, RHB, GoR (Deployment of Manpower at Circle Office ref 4.2.5.2 –SoW)
9
3. Division/ Independent Division, RHB (Deployment of Manpower ref 4.2.5.2 –SoW)
6
4.
RHBMS Application S/w Maintenance (Phase -I) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run phase-I application.
1
5.
RHBMS Application S/w Maintenance (Phase-II) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run Phase-II application.
1
6.
RHBMS Application S/w Maintenance (Phase-III) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run Phase-III application.
1
7. RHBMS Application S/w 1
Rajasthan Housing Board RFP for RHBMS
Page 295 of 310
Sl.No.
Item Description No. of Offices/
Locations
Per Unit OPEX
Cost in INR
(for 4 Years)
Total Cost
In INR
Service Tax %
Service Tax In INR
Total OPEX Cost in INR
A B C=AXB D E=C+D
Maintenance (Phase-IV) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run Phase-IV application.
8.
RHBMS Application S/w Maintenance (Phase-V) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run Phase-V application.
9.
RHBMS Application S/w Maintenance (Phase-VI) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run Phase-VI application.
Total B1 for 4 Years (In Figures) – Rs.
Total B1 for 4 Years (In Words) – Rupees C) Man-Month Rate for Application Change Requests
Rajasthan Housing Board RFP for RHBMS
Page 296 of 310
Phase Item Description MU Unit Total Qty
Base Unit Cost
in INR
Amount for
Module (INR)
Service Tax %
Service Tax
(INR)
Total Amount
A B C=AXB D E=C+D
1 Man-Month Rate for undertaking change request work with an effort estimate of 60 man-months
Man
Month
No 60
Total C (In Figures) – Rs.
Total C (In Words) – Rupees
D) COMMERCIAL BID SUMMARY – TOTAL CAPEX and TOTAL OPEX
D1) TOTAL CAPEX
Sl.No. Item No. and Description CAPEX Cost in INR
1. Total Cost of A1
The rates shall be filled up separately in given format
on e-procurement portal
with financial bid.
2. Total Cost of A2
3. Total Cost of A3
4. Total Cost of A4
5. Total Cost of A5
6. Total Cost of A6
7. Total Cost of A7
Total D1 (In Figures) – Rs.
Total D1 (In Words) – Rupees
D2) TOTAL OPEX
Rajasthan Housing Board RFP for RHBMS
Page 297 of 310
Sl.No. Item No. and Description Total OPEX Cost in INR
1. Total Cost of B1
The rates shall be filled up separately in given format on
e-procurement portal with financial bid.
Total D2 (In Figures) – Rs.
Total D2 (In Words) – Rupees
E) COMMERCIAL BID SUMMARY – TOTAL PROJECT COST
Sl.No. Item No. and Description Total Cost in INR
1. Total CAPEX (D1) The rates shall be filled up
separately in given format on e-procurement portal
with financial bid.
2. Total OPEX (D2)
3. Man-Month Rate for undertaking change request work with an effort estimate of 60 man-months (C)
Total E (In Figures) – Rs.
Total E (In Words) – Rupees
Date: ________________
Place: ________________
Authorized Signatory: ___________________________
Seal of the Company/Firm: ______________________
Rajasthan Housing Board RFP for RHBMS
Page 298 of 310
7.14. ANNEXURE-14 - PERFORMANCE BANK GUARANTEE (To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur) To, Managing Director, RajCOMP Info Services Ltd. (RISL), Jaipur. 1. In consideration of the RajCOMP Info Services Ltd. (RISL) (hereinafter called "RISL") having agreed
to exempt M/s ..........................(hereinafter called "the said Contractor(s)" from the demand, under the terms and conditions of an Agreement No..................................dated .....................made between the RISL through Director (T) and .......................(Contractor) for the work .................(hereinafter called "the said Agreement") of Security Deposit for the due fulfillment by the said Contractor (s) of the terms and conditions contained in the said Agreement, on production of a Bank Guarantee for Rs...................(rupees ........................................only), we ...................(indicate the name of the Bank), (hereinafter referred to as "the Bank") at the request of ..................Contractor(s) do hereby undertake to pay to the RISL an amount not exceeding Rs...................(Rupees..................................only) on demand.
2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs.................... (Rupees............................only), the amounts due and payable under this guarantee without any demur or delay, merely on a demand from the RISL. Any such demand made on the bank by the RISL shall be conclusive as regards the amount due and payable by the Bank under this guarantee. The Bank Guarantee shall be completely at the disposal of the RISL and We....................... (Indicate the name of Bank), bound ourselves with all directions given by RISL regarding this Bank Guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs...................... (Rupees....................only).
3. We.......................(indicate the name of Bank), undertake to pay to the RISL any money so demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or proceeding pending before any Court or Tribunal or Arbitrator etc. relating thereto, our liability under these presents being absolute, unequivocal and unconditional.
4. We.....................(indicate the name of Bank) further agree that the performance guarantee herein contained shall remain in full force and effective up to <DATE> and that it shall continue to be enforceable for above specified period till all the dues of RISL under or by virtue of the said Agreement have been fully paid and its claims satisfied or discharged or till the RISL certifies that the terms and conditions of the said Agreement have been fully and properly carried out by the said Contractor(s) and accordingly discharges this guarantee.
5. We ...........................(indicate the name of Bank) further agree with the RISL that the RISL shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said Agreement or to extend time of performance by the said Contractor(s) from time to time or to postpone for any time or from time to time any of the powers exercisable by the RISL against the said Contractor(s) and to forbear or enforce any of the terms and conditions relating to the said Agreement and we shall not be relieved from our liability by reason of any such variation, or extension being granted to the said Contractor(s) or for any forbearance, act or omission on the part of the RISL or any indulgence by the RISL to the said Contractor(s) or by any such matter or thing whatsoever which would but for this provision, have effect of so relieving us.
6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not be discharged due to the change in the constitution of the Bank or the contractor(s).
Rajasthan Housing Board RFP for RHBMS
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7. We .............................. (indicate the name of Bank), lastly undertake not to revoke this guarantee except with the previous consent of the RISL in writing.
8. This performance Guarantee shall remain valid and in full effect, until it is decided to be discharged by the RISL. Notwithstanding anything mentioned above, our liability against this guarantee is restricted to Rs........................... (Rupees..............................only).
9. It shall not be necessary for the RISL to proceed against the contractor before proceeding against the Bank and the guarantee herein contained shall be enforceable against the Bank notwithstanding any security which the RISL may have obtained or obtain from the contractor.
10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last day of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee shall expire on the close of the next working day.
11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under the memorandum and articles of Association/constitution of our bank and the undersigned is/are the recipient of authority by express delegation of power(s) and has/have full power(s) to execute this guarantee for the power of attorney issued by the bank.
Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)
Signature
(Name & Designation)
Bank's Seal
The above performance Guarantee is accepted by the RISL
For and on behalf of the RISL
Signature (Name & Designation)
Rajasthan Housing Board RFP for RHBMS
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7.15. ANNEXURE-15 - DRAFT AGREEMENT FORMAT 1) An agreement made this__ (enter date of Agreement)__between__(enter your firm’s name &
address)__(hereinafter called "the approved supplier", which expression shall, where the context so
admits, be deemed to include his heirs, successors, executors and administrators of the one part and
the "RISL" which expression shall, where the context so admits, be deemed to include his successors
in office and assigns of the other part.
2) Whereas the approved supplier has agreed with the RISL to supply to the Managing Director, RISL,
Yojana Bhawan, Jaipur on behalf of (enter name of client organisation) to its various Offices as well
as at its branch offices throughout Rajasthan, all those articles set forth in Our Order No ._________
Dated __________ appended hereto in the manner set forth in the conditions of the tender and
contract appended herewith and at the rates set forth in the said order.
3) And whereas the approved supplier has deposited a sum of Rs._____________ in the form of: -
a) Cash/ Bank Draft No./ Banker Cheque No.____________________ dated._________ valid upto
_____________.
b) Post Officer Savings Bank Pass Book duly hypothecated to the Departmental authority.
c) National Savings Certificates / Defence Savings Certificates / Kisan Vikas Patras or any other
script / instrument under National Saving Schemes for promotion of Small Savings, if the same
can be pledged under the relevant rule. (The certificates being accepted at surrender value) as
security for the due performance of the aforesaid agreement which has been formally transferred
to RISL.
4) Now these Presents witness:
a) In consideration of the payment to be made by the RISL through cheque/DD at the rates set forth
in the Supply Order hereto appended the approved supplier will duly supply the said
articles set forth in Our Order No.___________ dated ___/___/20___ thereof in the manner
set forth in the NIT, Tender Form, Instructions to Bidders, Terms of Reference, General and
Special Conditions of the Tender and Contract, Technical Bid and Financial Bid along with their
enclosures.
b) The NIT, Tender Form, Scope of Work, General and Special Terms and Conditions of the Tender
and Contract, Technical Bid and Financial Bid along with their enclosures enclosed with the
Tender Notice No._____ dated.___/___/20___ and also appended to this agreement will be
deemed to be taken as part of this agreement and are binding on the parties executing this
agreement
c) Letter Nos._______________ dated __________ received from bidder and letter number
_____________dated____________ issued by the RISL and appended to this agreement shall
also form part of this agreement.
d) (i) The RISL do hereby agree that if the approved supplier shall duly supply the said articles in the
manner aforesaid observe and keep the said terms and conditions, the RISL will through
Rajasthan Housing Board RFP for RHBMS
Page 301 of 310
Cheque/ DD pay or cause to be paid to the approved supplier at the time and the manner set
forth in the said conditions, the amount payable for each and every consignment.
(ii) The mode of Payment will be as specified in the bid document/ work order.
5) The prescribed scope of work/ requirement of services and deployment of technical resources shall
be effected and completed within the period as specified in the work order.
6) In case of extension in the delivery and/ or installation period/ completion period with liquidated
damages, the recovery shall be made on the basis of following percentages of value of stores/ works
which the bidder has failed to supply or complete the work: -
a) Delay up to one fourth period of the prescribed delivery period, successful installation & completion of work
2.5%
b) Delay exceeding one fourth but not exceeding half of the prescribed delivery period, successful installation & completion of work.
5.0%
c) Delay exceeding half but not exceeding three fourth of the prescribed delivery period, successful installation & completion of work.
7.5%
d) Delay exceeding three fourth of the prescribed delivery period, successful installation & completion of work.
10.0%
Note:
a) Fraction of a day in reckoning period of delay in supplies/ maintenance services shall be
eliminated if it is less than half a day.
b) The maximum amount of agreed liquidated damages shall be 10%.
c) If the supplier requires an extension of time in completion of contractual supply on account of
occurrence of any hindrances, he shall apply in writing to the authority which had placed the
supply order, for the same immediately on occurrence of the hindrance but not after the stipulated
date of completion of supply.
Delivery period may be extended with or without liquidated damages if the delay in the supply of
goods in on account of hindrances beyond the control of the bidder.
7) Warranty/ Services shall be provided by the bidder as per Conditions of Contract.
8) All disputes arising out of this agreement and all questions relating to the interpretation of this
agreement shall be decided by the RISL and the decision of the RISL shall be final.
In witness whereof the parties hereto have set their hands on the _____ day of _____ (Year).
Signature of the Approved
supplier
Signature for and on behalf of
MD, RISL
Designation:
Date: Date:
Witness No.1 Witness No.1
Witness No.2 Witness No.2
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7.16. ANNEXURE 16- Format for Submission of Project References for eligibility criteria
Project Name: Value of Contract/Work Order (In INR): Country: Location within country:
Project Duration:
Name of Customer: Total No. of staff-months of the assignment: Contact person with address, phone, fax and e-mail:
Approx. value of the services provided by your company under the contract (in INR):
Start date (month/year): Completion date (month/year): Name of associated Bidders, if any: Narrative description of Project:
List of Services provided by your firm/company
Please attach a copy of the work order/completion certificate/purchase order/ letter from the customer for
each project reference
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7.17. ANNEXURE 17- Service Level Agreement a. Purpose & Duration of SLA:
The SLA purpose is to enforce a contract between the selected bidder and Purchaser. The
SLA would come into effect from the date of commissioning and until the successful
completion of the operations & maintenance period of 4 years. The successful bidder
has to comply with Service Level Agreements (SLAs) to ensure adherence to
project timelines, quality and availability of services.
b. Service Window:
1 Prime Business Hours (PBH) 08:00AM to 08:00PM, 12 Hours (On all
days)
2 Non-Prime Business Hours
(NPBH)
8:00PM to 08:00AM, 12 Hours (On all
days)
c. Hours of Operation (Help Desk): The problems encountered during the usage of the
application would be reported at the Help Desk established by the selected bidder at the
Head Office of RHB in Jaipur. This would enable the Helpdesk staff to log complaints and
take action as per the severity of the reported problem. Also, the hours of Helpdesk
operation would be from 9.30AM to 6.30PM and on all the working days. If required, the
Helpdesk would also be operational on non-working days between 10 .00 A.M. to 1.00 P.M.
d. Dependencies: The dependencies on the performance of services beyond the control of
either party and where default is due to reasons beyond the control of the selected bidder or
due to reasons attributable to RISL or third parties, the selected bidder would not be
penalized. For example, if uptime of a particular equipment/ application is desired and this is
due to non-availability of power (which is out of scope of work of the selected bidder), then
the time period during which a service was unavailable due to non-availability of power
would be removed while calculating the uptime.
e. Monitoring & Evaluation: The selected bidder shall provide and make use of following
system for monitoring and evaluation
Sr No SLA Monitoring System
1 Down time of IT & Non-IT
Infrastructure deployed at all project
locations
Through a web base/phone line Incident reporting log
available at IT help desk
2 Down Time web portal & Application
software
Through EMS application available at RSDC
3 Non Availability of Manpower Attendance Register at each project location
4 Delay in performing software support
like upload content/ bugs fixing/ minor
Through a web base/phone line call log available at IT
help desk
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change request
f. Review Committee and Review Mechanism: The designated review committee/
members, on a quarterly basis, shall review and discuss the services delivery and
performance standard compliance of the selected bidder. The review would include but not
be limited to: -
• Service provided during the review period
• Major incidents during the review period
• Problems that remains outstanding
• Review of Change requests/Variation and progress for enhancements
• Future events or business developments that will affect the Service
• Review any potential changes required to the SLA
• Agree items for submission to the executive decision making
• Review schedules for Services provided.
g. Penalty for downtime: If the selected bidder fails to deliver the required services due to
reasons attributable to him like non-functioning of the hardware/ system, non-accessibility of
the web-portal/ application, non-availability of the technical personnel/ manpower, etc. the
cumulative penalty, as applicable, would be imposed as mentioned bellow while processing
the payment for respective milestone.
h. Penalty for Downtime of IT & Non IT Infrastructure deployed at various project locations:
The successful bidder has to resolve the calls during the warranty period as per the
timelines defined below, failing which the successful bidder is liable to be penalized as given
below
Item (CRITICAL) Time to resolve after lodging of complaint (PBH)
Penalty
Switch ,Router
0 - 4 Hours No Penalty
(A) 4 - 8 Hours 1% of the item value
(B) 8 - 12 Hours 2% of the item value
(C) 12 - 24 Hours 3% of the item value
(D) 24 - 48 Hours 4% of the item value
(E) 48-72 hours 6% of the item value
(F) Beyond 72 hours If the call is not resolved beyond 72
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hours a penalty of 10% of the item
value will be imposed with 0.01%
per additional PBH (till call is
resolved)
Other Non Critical Items like:
DESKTOP , Printer, UPS
From the date of lodging of
complaint(1st business day)
within next two business days
(upto 3rd business day)
No penalty
Within 4th business day 0.5% of the item value
Within 5th business day 1.0% of the item value
Within 6th business day 1.5% of the item value
Within 7th business day 2.5% of the item value
Beyond 7th business day If the call is not resolved beyond 7th
business day penalty of 5% of the
item value will be imposed with
0.05% per additional PBH (till call is
resolved)
Notes :
A business day means a working Day from 08.00 Am to 08.00PM except Rajasthan Government Holidays .
• For purpose of lodging of call and resolve of call a standard mechanism defined in RFP will be applicable.
• For calculation of hours for time to resolve a call will include PBH (8.00 AM to 8.00 PM)..
i. Penalty for Downtime of portal & Application S/w The penalty defined in table below is applicable for web portal & application s/w not functional/
accessible, in case of downtime the penalty shall be attributed to the particular phase rather than
overall software cost.
Item Time to resolve after
lodging of complaint
Penalty
Overall Non-Availability of the Website/ Application in a Quarter (PBH to be taken into account)
(A) 0 - 4 Hours No Penalty
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(B) 4 - 8 Hours 0.25% of the value (Maintenance cost
quoted for respective phase OF B1 of fin
Bid) per prime business hour payable
quarterly
(C) 8 - 12 Hours 0.5% and additional 0.50% per additional
prime business hour of the value
(Maintenance cost quoted for respective
phase OF B1 of Fin. Bid) payable
quarterly.
(D) 12-48 Hours 5.0% and additional 0.80% per additional
prime business hour of the value
(Maintenance cost quoted for respective
phase OF B1 of Fin. Bid) payable
quarterly.
(E) Beyond 48 hours If the call is not resolved beyond 48 prime
business hours a penalty of 15% of the
value (Maintenance cost quoted for
respective phase OF B1 of Fin. Bid)
payable quarterly will be imposed with
additional 0.5% PBH till the call is
resolved
Note: Down-time of 5 consecutive days in a month for consecutive 2 months may be treated as
breach of contract. Also, the penalty defined in this section shall be used only when the website/
application is not accessible/ functional/ active but the hardware is functional at RSDC, Jaipur.
j. Penalty for Non-Availability of deployed Personnel/ Resources/ Manpower
Resource Type Penalty Per Day of Non-Availability (to be deducted from the total quarterly payable
amount during the O&M Phase)
Project Manager/ System Administrator/
Network Engineer / Database Admin (NOC) Rs. 2500/- per day.
Helpdesk Executive (Helpdesk) Rs. 1200/- per day.
Local Support Exec. (Mandis. Off.) Rs. 750/- per day.
k. Penalty for non-timely performing software support service like Update Content Management (Web Portal)/ Incident reporting of Bugs fixing/ Change Management (Application Software) i.e. Minor Change Requests
Delay (in days) Penalty Per Day (to be deducted from the total quarterly payable
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amount during the O&M Phase)
Upto 1 Day No Penalty
2nd Day Rs. 2,000/- per day.
3rd Day Rs. 3,000/- per day.
4th Day Rs. 4,000/- per day.
5th Day Rs. 5,000/- per day.
Note: Non-timely Content Management/ Bugs fixing / Change Management for 5 or more days for
consecutive 2 months may be treated as breach of contract.
l. Penalty for improper/ missing Data Backup: If the selected bidder fails to take the backup (as per the RSDC Backup Policy) then a
penalty of Rs. 1000 per day will be imposed (to be deducted from the total quarterly payable
amount during the O&M Phase).
m. The maximum total penalty in each quarter (excluding penalties for non-availability of
manpower/resources/personnel) shall not be more than 20% of the Total Quarterly payable
amount during the O&M Phase i.e.,sum of FM1,FM2,FM3,FM4,FM5) as defined in the
Operations & Management (Post Go-Live) Section of Payment Terms and Schedule in this
RFP beyond which the tendering authority will be free to initiate action as per RFP terms
and condition for breach of SLA. The tendering authority may also forfeit the PSD and also
debar the SI from bidding(for all types and form of bids) for at least three years in RISL and
DoIT&C
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7.18 ANNEXURE-18 - LIST OF INFRASTRUCTURE TO BE PROVIDED BY RSDC
S. No. Item Description Shared/Dedicated Type/ Specification
Servers
1 Web Servers Dedicated 1+1 HP DL580 G7, (4 x hex core) available in DMZ zone with 32 GB dedicated Ram, including OS Linux/windows
2 Application Dedicated 1+1 HP DL580 G7, (4 x hex core) available in MZ zone with 32 GB dedicated RAM including OS Linux/windows
3 Database Shared 1+1 HP DL580 G7, (4x 8core) available in MZ zone
4 Back Up Server Shared IBM Tivoli Storage manager client license shall be provided by RSDC
5 EMS Server Shared CA NMS, e health & spectrum, DPM wily, willy-cer, service desk &ITCM on windows (additional NMS licenses shall be provided by SI)
6 SMS Server / Payment Gateway
shared Red Chilly on windows / As provided by GoI / MSDG
7 Anti virus shared Symantec Endpoint protection 11.0 on windows 2008 R2 client licence as applicable shall be provided by RSDC
8 Authentication Server Shared DC,ADC ON WINDOWS 2008 R2, client license shall be provided by RSDC
9 Audit Log Server Shared Centralized syslog server on RHE15
10 Mailing Server shared Open Source / SMTP Gateway
11 Helpdesk Server Shared CA Service Desk R12.5
Storage
12 SAN Storage shared IBM SAN & HP 3PAR
13 Tape Library shared IBM
Network
14 Core Switch shared CISCO 6513
15 Application Access Switch shared CISCO 3750
16 Network Load balancer shared Link Proof & array
17 Bandwidth to be provide by RSDC
dedicated 4X2 Mbps
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S. No. Item Description Shared/Dedicated Type/ Specification
18 Data transfer inter connectivity
shared 1 Gbps , HBA 4Gbps for SAN
19 Portal software application server
shared MS Sharepoint, Jboss AS, Tomcat
20 Middle ware Application (DMS)
Shared MS SharePoint, Omni Doc
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7.19 ANNEXURE-19 - EXPECTED QUALIFICATION OF MANPOWER RESOURCES
S. No. Role Desirable Qualification and Experience
1 Project Manager • B.E/ B.Tech + MBA and preferably PMP certified
• Having at least 5 years of post-qualification relevant work experience in design and development of customized IT applications
• Experience working through the design, development, release (SDLC) cycle delivering software application projects
• Experience in managing a team size of more than 15 developers in the capacity of Team Leader / Project Manager
• Must have good understanding of Government Processes and IT automation initiatives in eGovernance Domain
2 NOC (at HO, RHB)
• B.E/ B.Tech/ MCA/ M.Sc (CS/ IT)/ MCA/ M.Tech • Certification (Microsoft/ Redhat Platform)
• Fluency in English/ Hindi • 3+ years of post-qualification and relevant work experience
as System administrator
6 Local Support Engineer and IT help desk
• Graduation + Diploma in Computers • Certification (Microsoft/ Redhat/ Cisco or Equivalent) • Fluency in English/ Hindi
• 2+ years of post-qualification and relevant work experience as Support Executive/ Engineer