society for promotion of it & e-governance (siteg...

RFP – SUGAM PLUS

D O I T - G o v e r n m e n t o f H i m a c h a l P r a d e s h

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Request For Proposal (RFP)

For

Selection of Software Development Agency for

Pilot Implementation of Sugam Plus in Kangra District of Himachal Pradesh

RFP NO. DIT-F(2)1/2008

Society for Promotion of IT & e-Governance

(SITEG)

Department of Information Technology

Government of Himachal Pradesh

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Table of Contents

SECTION

TOPIC

PAGE NO.

1

INTRODUCTION

6

1.1 About This Request For Proposal (RFP) 6

1.2 Project Profile 6

2

PROJECT SCOPE AND OBJECTIVES

7

2.1 Scope 7

2.2 Suggested List of Deliverables 11

2.3 Requirements to be met by the System 12

2.4 Functional Performance Requirements of the System 12

2.5 Functions to be Performed by Sugam Plus 13

2.6 Sugam Plus Service Delivery System 14

2.7 Sugam Plus Business Process Flow 15

2.8 Services Offered – First & Second Phase 19

2.9 Sugam Plus Location Setup 22

2.10 Perspectives of the Solutions 23

2.11 Benefits Envisioned from the Proposed Solutions 23

3

INSTRUCTION TO BIDDERS

25

3.1 RFP Notice 25

3.2 Critical Information 25

3.3 Other Important Information related to Bid 27

3.4 Indicative Project Plan 27

3.5 Introduction of Issuer 29

3.6 Purpose 29

3.7 Cost of RFP 30

3.8 Transfer of RFP 30

3.9 Completeness of Response 30

3.10 Proposal Preparation Costs 30

3.11 Signing of Communication to Nodal Agency 31

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3.12 Pre-Bid Meeting 31

3.13 Bid Queries and Nodal Agency‟s Response 31

3.14 Amendment of RFP Document 32

3.15 Supplemental Information to the RFP 32

3.16 Nodal Agency Right to Modify Submission Deadline 33

3.17 Nodal Agency Right to Terminate the Process 33

3.18 Earnest Money Deposit (EMD) 33

3.19 Submission of Bids 35

3.20 Authentication of Bids 37

3.21 Validation of Interlineations of Bid 37

3.22 Cost of Bidding 37

3.23 Site Visit 37

3.24 Language of Bids 37

3.25 Bid Submission Format 38

3.26 Documents Comprising the Bid 38

3.27 Negotiations, Contract Finalization and Award 39

3.28 Award Criteria 40

3.29 Right of Nodal Agency to Accept/ Reject Any or All

Proposals

40

3.30 Guidelines for Technical Proposal 40

3.31 Guidelines for Financial Proposal 43

3.32 Evaluation Process 43

3.33 Qualification Criteria 45

3.34 Notification of Award 49

3.35 Signing of Contract 50

3.36 Performance Bank Guarantee (PBG) 51

3.37 Warranty and Maintenance 52

3.38 SDA‟s warranty To The Nodal Agency 52

3.39 Team Deployment 53

3.40 Government Orders 53

3.41 Failure To Agree with Terms and Conditions of the RFP/

Contract

54

3.42 Financial Proposal 54

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4

TERMS AND CONDITIONS

54

4.1 Statutory Requirements 54

4.2 Arbitration (As per State Government Rules) 55

4.3 Right of Monitoring, Inspection and Periodic Audit 55

4.4 Information Security 56

4.5 Risk Management 57

4.6 Terms and Extension of the Contract 57

4.7 Suspension of Work 57

4.8 Publicity 58

4.9 Default By Implementing Agency 58

4.10 Consequences in Event of Default 59

4.11 Terminate the Contract 60

4.12 Termination 60

4.13 Sub Contracting 61

4.14 Overall Terms and Conditions for the Implementation of

the Project

62

4.15 Service Level Agreement (SLA) 63

4.16 Roles and Responsibilities – Stake Holders 63

5

ANNEXURE

65

1. Eligibility Bid Format 64

2. Format for Pre-bid Queries 66

3. Server Configuration 67

6

FORMS

68

1. Covering Letter with proposal response to RFP

notice

68

2. Details of the Responding Firm 71

3. Team Composition and Task Assignment 73

4. Curriculum Vitae (CV) for the Proposed

Professional Staff Template

74

5. Format for Performance bank Guarantee (PBG) 77

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6. Technical Proposal Submission Form 78

7. Financial Proposal Submission Form 79

8. Expenditure Costs 80

9. Past Experience Details of the Firm 81

10. Checklist of the Documents (To be Submitted with

the Proposal)

82

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1. I NT RODUCTI ON

1.1 ABOUT THIS REQUEST FOR PROPOSAL (RFP)

Department of Information Technology is releasing this RFP to appoint a Software Development

Agency(SDA) for -

ANALYSIS, DESIGN, DEVELOPMENT, TESTING, DEPLOYMENT AND MAINTENANCE OF

APPLICATION FOR SUGAM PLUS in Kangra District of Himachal Pradesh

1.2 PROJECT PROFILE

The Software Development Agency (SDA) shall study the requirements of the project and

existing systems. The SDA shall design, develop, test and manage the Sugam Plus software

and customize it as per the requirement of District Administration,Kangra Himachal

Pradesh.District Administrationwill provide all the related Space, Hardware and Network set-up

for all the Sugam Plus Centers identified by the State Government across Kangra district. The

software will be tested for services mentioned, once stabilized, the software may be used for

more services.

Sugam Plus is a single roof, computer based, front-end interface for providing G2C

(Government-to-Citizen), Business-to-Citizen (B2C) and Citizen-to-Citizen (C2C) services. It is a

replicate of Jan Seva Kendra PPP model an e-governess initiative implemented in Gujrat to

improve service delivery at the front-end (for citizens) and to increase the efficiency,

transparency and accountability at the back-end (for the administration).

In order to improve the efficiency and transparency in day to day functioning of the

government and to bring up the district administration services to the citizens in a more efficient

manner, the government of Himachal Pradesh is taking a major step by planning to replicate

Jan Seva Kendra PPP Model under the name of Sugam Plus, where all the citizen centric

services will be made available under one roof in anintegrated manner. The existing Sugam

centers in the state will be upgraded by using the technology of Jan Seva Kendra and more

services will be added to the Sugam portfolio. This new initiative will be called as Sugam Plus in

Himachal Pradesh. These centers will be setup in Sub-Divisional/Tehsil level apart from DC

office.The sites for theSugam Plus centers have already been identified by the State

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Government and have been mentioned under section 2.9.Sugam Plus centers will be more

service specific and users friendly where the staff will be ready to help and guide the citizens to

avail number of services at one common place.

2. P ROJECT SCOPE AND OBJECTI VES

2.1 SCOPE

Sugam Plus will go hi-tech in providing the services to the citizens. The desired software should

develop an efficient tracking system to monitor the table to table movement of the application

through barcode scanner along with smart trackers. The system should have a computer

assisted application scrutiny to track the current status of the application. The software should

be equipped with the technologies such as SMS and emails that allow the applicant to know his/

her current updated status of his application.

Online Monitoring of the application is one of the prime functionalities that is required in

desired format by the proposed system. Each division within the department will be having a

monitoring PC which will display the daily status of applications filed by citizens. Various types

of reports should begenerated by the system to show the performance of Sugam Plus centers.

These include but not limited to, reports on Pending cases by type of issues, department,

Lapses and delays – number of days. These reports will be sent on daily basis to the senior

officers through SMS/ email in order to track the status of the applications. SMS alerts and

emails will be sent to the staff/ concerned officials as a reminder of pending cases.

Concerned Officials will have direct access to view the status and count of pending

applications within their department or at their own office. They can export, print these reports

and can even view the applications that are overdue and act on those accordingly.

Unauthorized access to the proposed software should be prohibited and only the Sugam

Plus staff working in all the eight specified locations should have an access the software which

will be running on the HIMSWAN. The model focuses on access to key services for citizens

through the e-governance infrastructure. Once the basic Sugam Plus model has been initiated

and implemented, it can be further enhanced to accommodate B2C services also, such as Rail

Tickets, Air Tickets, besides this payment of Utility Bills like BSNL Bills, Water Bills and

Electricity Bills can also be added.

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Software Development Process,Scope and Deliverables.

S. No

Scope of Work Area

Description of Scope of Work/ Deliverables for

the Activity

1 General 1. Design, Develop and implementation of web

based Sugam Plus software.

2. Deliver, install, configure and provide

necessary support for software on servers

and/or desktops

3. Providing the necessary training to staff for

operations.

4. Provide, Install, maintenance and support for

the server.

5. Customized MIS as per the Sugam Plus

requirements.

2 Requirement Gathering

& Analysis

The SDAMUST clearly understand Sugam Plus requirements and propose solution to meet the specific tracking software requirements.

The SDAMUST study the needs of Sugam Plus & visit the respective locations where Sugam Plus centers are to be set up and gather the detailed requirement, understand the setup and perform the gap analysis

3 Solution Design &

Solution Architecture

The selected SDA shall prepare System Design

Document. The SDA shall perform the following

tasks:

1. Design of Document management System

2. Design of Application Architecture

3. Suggest Business Process Re-engineering if

required.

4. Migration of current applications and

databases from existing systems to data

center and systems

5. Design of Deployment Architecture

6. Design of Security Policy.

7. The SDA will also be responsible for creating unique identifications/codes that will be required in the application system in consultation with departments.

8. Security Audit done from the CERT-In empanelled agencies initially as well as if there is any change in the application in future.

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Deliverables:

1. Software Design Document.

2. Other relevant Documents

4 Solution Development Development of thesolution based on the

specifications finalized through the System

Requirement Specifications and Solution design.

Deliverables: Solution Software including Source

Code, Operational/ Technical manual, library files,

setup programs etc.

5 Supply and Installation

of Hardware

Only Server(s) with sufficient storage, Operating

System, Database, Licensesto be supplied by the

SDA whose specifications are given in Annexure 3.

6 Transaction Volume to

assess Server

specification

12,000 to 13,000applications per month.

7 Solution Implementation Following activities (but not limited to) to be

performed by SDA:

1. Deployment of Applications.

2. Implementation of Document Management

System.

3. Support in Installations of required Servers

and Software at specified locations; etc as

per the requirements.

4. Support in creation of logical and physical

Security Plans for software, Database.

5. Generate reports.

Deliverables:

1. All the relevant documents related to

Implementation.

(Acceptance report/ Signoff will be given by the

District Administration after consulting with the

concerned departments)

8 Operational Support and The SDA shall provide comprehensive operational

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Maintenance (O and

M)

support and onsite maintenance services for a

period of 36 months from the „Go-Live‟ date for

overall system stabilization and support, solution

maintenance, database administration and end-

user problem resolution (including support for

Servers).

TheDistrict Administration and concerned

departments will have the option to ask the SDA to

provide such operational support andonsite

maintenance services for a further period of up to

24 months, for which, the work contract will be

issued on the annual basis. The operational

support shall ensure that the solution is functioning

as intended and attending to all the problems

associated in operationof the deployed system.

9 Comprehensive Training

and Change

Management

The SDAhas to train the designated technical and

end-user staff / vendors to enable them to

effectively operate the system and shall undertake

Change Management interventions as necessary

to achieve project objectives.

The SDA shall also be responsible for re-

trainingthe operators whenever changes are made

in the solution.

Deliverables:

1. Training for officers/employeesof the

concerned departments in batch sizes not

exceeding 30 for the deployed system

2. Issue supporting documentation such as

User Manual, Installation Manual, Training

Manual (material).

3. Sign-off fromDistrict Administration and

concerned Departments on Training

Note: SDA has to provide the training to the

departmental officials and operators at all the

specified Eight locations

10 Solution

Documentation

Preparation of documents including Technical and

User Manuals, Operational Manual, Training

Manual (material), Maintenance Manuals, etc. SDA

shall obtain the sign-off from District Administration

and concerned Departmentfor all the documents

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submitted for the solution.

Deliverables:

1. Technical, Operational and User Manuals

for operation of the deployed solution.

2. All policy documents (e.g. Security policy

etc.)

3. Source Code and solution design

documents.

2.2 SUGGESTED LIST OF DELIVERABLES

The suggested list of deliverables (but not limited to) from the successful SDA include –

System Requirement Specification (SRS) document containing detailed

requirement capture and Software Design Document(SDD).

Suggest BPR to be done to make system more effective.

Interface Specifications, application security requirements.

Complete Source Code with Documentation.

Application to monitor the SLAs to be supplied by the Implementing

Agency.

Training Manuals and literature.

Manuals- User manuals covering key areas like Systems Administration,

Installation, Maintenance and User level Operational issues

Periodic Status and Review Reports

Support services during Operations and Support stage

Change Management methodology to be adopted

Exit Management Policy to be developed by SDA and approved by DIT

H.P

Server with necessary Operating System, Database and Licenses will be

supplied by the Software Development Agency(SDA)

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2.3 REQUIREMENTS TO BE MET BY THE SYSTEM

The generalized requirements for the new systems to be implemented, but not limited to, can be

summarized as follows:

The application system should primarily work in centralized architecture. The data

should be replicated and made available through the central server.

The SDA must provide requisite storage to store data during the entire Project Period

The system should allow interactive modes depending on the type of modules. The

application design and construction should take into account the network

infrastructure availability, as per the proposed solution by the SDA.

Development and Integration of portal & new system integration with existing and

upcoming applications running in various corporations.

During the design of database for new system, SDA has to take care of existing

databases of existing applications and the same have to be migrated / incorporated

in the new one.

Ensuring quality in all the activities carried out during the development/

customization, documentation, testing, implementation, maintenance etc. of the

system. The SDA would also be required to provide District Administration with

approach for quality related activities. The SDA MUST provide the quality records

related to deliverables of the project e.g. review reports, periodic status etc.

2.4 FUNCTIONAL PERFORMANCE REQUIREMENTS OF THE SYSTEM

The system MUST be able to meet satisfactory performance standards. The minimum numbers

of users envisaged for system are 100.

Performances of the application system will be one of the important factors in the success of

the project. District Administration expects that SDAs MUST provide details as to how it plans to

deal with the performance issues that usually occur with the centralized system. The SDAMUST

propose at the minimum:

Response time of the „to be‟ developed/customized application duly approved by DIT

H.P

Tools and techniques to meet the response time etc.

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The application should have proper data archiving facility depending on the requirements of

system.

2.5 FUNCTIONS TO BE PERFORMED BY SUGAM PLUS

The Sugam Pluswill offer a host of services ranging from e-Government services to Education

and Health services, etc. Some of the common functions to be performed by Sugam Plus are:

Sugam Plus will be providing citizen-centric services in efficient, quick and transparent

way. Citizens will have an easy access to Government Services (both Information &

Transactional) under one roof.

Sugam Plus will avoid cumbersome follow-up visits of citizens to the concerned

departments.Usage ofSMS query and SMS intimation to know the status of the paper

work and to send an automatic alert to the applicant (through SMS or some other fast

mode) regarding the completion of his work is also proposed. It will help in increasing

efficiency and better work environment in government departments as there will be less

public interference.

Sugam Plus aims at delivering quick, transparent and reliable services within a specified

time limit. In order to achieve it, the Sugam Plus will make use of the smart electronic

tracker. The smart tracker is an electronic device with a barcode scanner that keeps

track of the identity of the officer/table with whom the file is pending, inward time,

outward time, file number etc. Smart trackers should be installed at the back-end to

monitor the physical movement of applications from table to table within a department.

Creation of grievance redressal mechanism is another function which will be performed

by Sugam Plus, whereby customer feedback will also be obtained (through feedback

forms or discussions) on a regular basis and reviewed at weekly meetings. These

meetings will be held by senior officials who will review the feedback from the citizens

and try to implement changes/ enhancements so as to provide more quality services in

future.

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Online evaluation and Monitoring is also one of the prime functions that will be

performed by Sugam Plus. Each division within the department will be having a

monitoring PC which will display the daily status of applications filed by citizens. Various

types of reports will be generated by the system to show the performance of Sugam

Plus. These include reports on Pending cases by type of issues, department, Lapses

and delays – number of days. Daily reports will be sent by SMS to senior officers to track

the status of the applications. An SMS alert will be sent to the staff/ concerned officials

as a reminder of pending cases.

Monitoring of paper work by the officers using their own computer is another functionality

which will be provided by the Sugam Plus, where Officers will have direct access to the

database of the Sugam Plus and can review the status and count of pending

applications within their department or at their own office. They can export and print

these reports. They can view the applications that are overdue and act on those

accordingly.

2.6 SUGAM PLUS SERVICE DELIVERY SYSTEM

The proposed system of service delivery through Sugam Plus in Kangra district of

Himachal Pradesh will facilitate the services of district administration towards e-

governance. Citizens will need to visit the SugamPlus located in DC office, Sub-Division/

Tehsil level as a single place to complete all the Government services applications.

Sugam Plus will also serve as a place for the government to receive inputs from citizens

in the form of feedbacks, suggestions, complaints and opinion pools or information

leads. Complete traceability will be offered to track the work under process as well as

the work completed in past. An analysis of ideal and actual processing time of civic work

will be generated and made available to the administration on request. All the work will

be received and delivered from the civic centre only.

Government of Himachal Pradesh intends to change the perception of the common man

through Sugam Plus regarding the working process in government offices. By adopting

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this methodology, there will be a significant time saving of the public for availing different

services offered by different departments. For example the processing time for several

issues will be reduced from several days to less than a day. There will be a notable

change in the attitude of the government employees due to the transparent systems

including the tracking of work in process.

Complete accountability will be maintained as papers will be delivered to the people

within the stipulated time period on the acknowledgement slips.

The efficiency of the administration will be increased due to significant savings in time by

the government officers as they do not have to meet people directly and they will receive

the applications in complete manner. Besides, common man is not hassled by

personally contacting concerned officers.

Use of the technology like Barcode for traceability, SMS for alerts, and Web cameras for

instant photos and MIS software for continuous monitoring will ensure quick and

transparent services to every citizen.

Chances of corruption will be minimized as there will be a single system computer based

front-end interface for the citizens.

Incomplete application will not be accepted and time limits will be observed in a highly

transparent manner.

2.7 SUGAM PLUS BUSINESS PROCESS FLOW

Front end of Sugam Plus involves setting up the information kiosks at the counter to provide the

updated information to public on type of services that are provided at Sugam Plus and the

process for obtaining forms, submission of forms, time limits, working hours of Sugam Plus,

etc.Issue of forms covered under the charter would be standardized and user friendly. It will

include detailed and clear instructions about filling up form and enclosures to be attached. This

is how the process follows:

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Form Issue:Barcode stickers will be applied to all the forms. This is done either at the time

of issuing the form or just before submission of the form. There is no need to log the name

of the applicant at the time of issue of the form or barcode. This helps avoid queues and

makes the process more convenient to the applicants. Registered citizens can obtain

partly-filled forms by giving their fingerprint or registered government photo ID. Most of the

basic fields are automatically filled up in the application form.

Submission of Forms:Applicant visits the counter, where an operator scans the barcode

and a computer system allots a token at one of the counters, on basis of type of form

issue. Token system also ensures minimum wait time for the applicant. Typically, the wait

time is between 0 and 15 minutes. The computerized token system also helps ensure

optimal use of resources at the Kendra. Citizens can then wait till their token number is

called at the assigned counter. A separate counter is available for senior citizens and

handicapped persons where all the work is completed at the same counter on priority

basis.

Acceptance of Form:Applicants visit the designated counter when the token number shows

up on display. The operator at the counter checks the enclosures with computer

assistance and tick marks its receipt on the computer screen. The operator performs

qualitative check to ensure that the form is complete and ticks that on the PC. The

operator takes the photograph of the applicant using web-cam if required. In case all the

required enclosures are checked, the software issues a bar-coded acknowledgement slip

in two copies. One copy is given to the applicant and the second copy is attached to the

application. The applicant copy shows up Sugam Plus‟s help line number, latest delivery

date and time. In case of affidavit, franking is also done at the same counter. At the same

counter, the applicant can specify if he or she needs any certified copies, laminated

certificates and/or home delivery of papers.

Forwarding of Forms: The back office operator at Sugam Plusscans the barcode on the

application. The system shows up the concerned office and this way the received papers

are sorted out. A list is generated by the concerned branch.

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Follow-ups: Every department should have an access to the information on pending

cases online or through SMS query or requested printouts. Reminders and alerts are sent

to the office by the system to ensure timely completion of cases. The district collector,

concerned SDM‟s of the area where Sugam Plus centers are setup should be able to view

and monitor the pending cases and status of the applications using his own computer.

Applicant can also get the status of the application i.e. by sending SMS query, email, by

telephone or by visiting any of the Sugam Plus centers or online portal.

Completion of Cases and Delivery: The system should automatically send the SMS, email

when the case is scanned for completion. At the time of delivery, the bar-coded

acknowledgement is received and the papers are given to the applicant. If the applicant

has shown the preferences at the time of submission, certified photocopies are also kept

ready for delivery and if the applicant has opted for home delivery, the papers are

dispatched to the Applicant‟s residence by courier.

Reports and monitoring: Various types of reports are generated and are available on the

system to show the performance of the system. Typical time of processing, Lapse and

delays, Issue-wise/ department-wise volume, payment collection, pending cases etc can

be generated and viewed.

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Below given figure shows the business flow of Sugam Plus:

(1) Forms are available at the counter of Sugam Plus Center (2) Contain Instructions on enclosures to be attached, time limit for the processing of the application, officer responsible for processing Form Issue

(1) Forms are simple and self explanatory (2) Helpdesk is available. Person at reception can review the form and answer queries from citizens

Form fill-up

(1) Computerized token system for ‘first come first serve’ (2) Separate counters for senior citizens and physically challenged (3) Only completed forms are accepted (4) Barcode is applied to application and bar coded acknowledgement slip is given to citizen

Form Submission

(1) Sugamplus staff scans the bar code on the form to identify the type of issue and relevant department. (2) Forms are directly forwarded by the sugamplus staff to the concerned department for processing. Citizens do not have to approach different officers for approvals

(1) Officers receive complete application and eliminates need for follow up visits by citizens (2) Status of the application is monitored by senior officers, every department can access the status of pending case (3) SMS reminders are send to concerned officers

(1) System automatically sends SMS to applicant when the case is scanned for completion

Forwarding of form

Review of form

Completion of case

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2.8 SERVICES OFFERED – FIRST AND SECOND PHASE

Below table mentions the services that Sugam Plus will be initially providing to the citizens of

Kangra for the first phase:

#

SERVICES – FIRST PHASE

1

Different Types of Certificates to be issued from already running e-praman

Caste

Unemployment

SC/ST

Income

Bonafide

Character

Dogra Class

Minority

Indigent Needy

2. Application for Fresh Arms License

3. Application for Renewal of Arms License

4. Application for Senior Citizen Identity Card

5. Application for Disability Identity Card

6. Application for Stamp Vendor License

7. Application for Renewal of Stamp Vendor License

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8. Application for Sound Permission (Marriage/Jagrata)

9. Copying Branch (Both General and Revenue Record Room)

10. Application for Lease of Land

11. Application for Affidavit Attestation

12. Application for purchase of Land under section 118

13. Attestation of various types of certificates by District Magistrate

14. Provision of Franking Machine for Pasting of Court Fee

.

Once the application is stabilized the State Government may consider providing the

Department-Wise services of various Government Departments in the second phase. Table

below displays the Department-Wise services offered for the second phase.

#

DEPARTMENT

SERVICES – SECOND PHASE

1

RURAL DEVELOPMENT

DEPARTMENT

Application of NREGA

I-card for NREGA

Scheme Status

2

HP STATEELECTRICITYBOARD

Power Availability Certificate

Application for new connection

3

FOOD &

CIVILSUPPLIESDEPARTMENT

Issuance of Ration Card

Complaints

4

DEPARTMENTOF LABOR AND

Registration/renewal including shops

and commercial establishments

Trade Union Registration

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EMPLOYMENT DEPARTMENT Motor Transport Worker registration

Registration/renewal of employment

5

ELECTION DEPARTMENT

Application of voter registration

Issuance of voter card

Search Facility

6

FOREST

DEPARTMENT

Application of Timber disposal

License/permission for saw machine

7

EXCISE &

TAXATION

DEPARTMENT

Tax declaration forms &receipts

Sales tax returns & Assessment

8

INDUSTRIES

DEPARTMENT

Registration for industries

Registration of Mining Lease

Registration of Plot/Allotment of Land

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2.9 SUGAM PLUS LOCATION SETUP

Following sites have been identified for the setup of Sugam Plus centers for the pilot

implementation of the same. However in order to have a better control and focus over the pilot

replication Government of Himachal Pradesh intends to setup Sugam Plus centers at sub-

Divisional/ Tehsil Level.

Total numbers of Sugam Plus Centers to be setup in Kangra District is 8.

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2.10 PERSPECTIVES OF THE SOLUTIONS

DIT is looking for an Implementation Vendor who would provide a solution, which addresses the

following perspectives:

End-user services and Performance levels:

Meaningful, user friendly and easy operational services to end user, reliability and highly

acceptable response time. Complete tracking of the customer application and timely

updates of the application status to the customer and department user through SMS and

emails.

Capacity Building:

Enhance the skills of Sugam Plus employees and departmental employees for

successful implementation of project.

Capacity and System Software upgrades:

The capacity of the system to handle large volume of transactions and system software

evaluation in the future. The system MUST be expandable and upgradeable to support

the evolving operational needs in terms of processing load, data volume, upcoming

technology, network expansion etc.

The application system needs to be developed as per Functional Requirements. It is envisaged

to keep the system flexible and scalable enough to cater to the changes in objectives,

procedures and processes that may occur due to any updates or addition of any new service/s

to the existing SUGAM PLUSservices.

Also the solution must be able to automate and integrate work flow with document management

system and support in efficient monitoring and control.

2.11 BENEFITS ENVISIONED FROM THE PROPOSED SOLUTION

DIThas envisioned that the successful implementation of the system will provide the following benefits:

Overall Benefits

Provide Single Window services to citizens in a time bound manner.

Increase the efficiency and productivity of Sugam Plus staff.

Provides better monitoring, tracking and timely updates of the application through

electronic messages.

Provide citizen centric services using latest technology.

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Provide timely & reliable management information to departmental and Sugam Plus

users for effective decision making

Performance Monitoring

Online evaluation and Monitoring is also one of the prime functions that will be

performed by Sugam Plus software. Each division within the department will be having a

monitoring PC which will display the daily status of applications filed by citizens. Various

types of reports will be generated by the system to show the performance of Sugam Plus.

These include reports on Pending cases by type of issues, department, Lapses and delays

– number of days. Daily reports will be sent by SMS and emails to senior officers to track the

status of the applications. SMS alert and emails will be sent to the staff/ concerned officials

from the software as a reminder of pending cases.

Increased Productivity

Automation of routine tasks will lead to increase in productivity of personnel; hence the

personnel would be able to handle larger volume of work.

Reduced Documentation

The data-sharing feature in the proposed solution will enable a significant reduction in

manual documentation and time involved in evaluation and reporting processes.

Enhanced Transparency

Total computerization will result in better transparency for the department, as majority of the

tasks will be computerized hence retrieval and verification of the data will be faster.

Better Efficiency

Sugam Plus will avoid cumbersome follow-up visits of citizens to the concerned

departments. Usage of SMS query and SMS intimation to know the status of the paper work

and to send an automatic alert to the applicant regarding the completion of his work will help

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in increasing efficiency and better work environment in government departments as there

will be less public interference.

3. I NSTRUCT ION T O BIDDE RS

3.1 RFP NOTICE

1. This RFP Document is being issued by DIT for the selection of Implementing Agency for

ANALYSIS, DESIGN, DEVELOPMENT, TESTING, DEPLOYMENT AND

MAINTENANCE OF APPLICATION FOR PILOT IMPLEMENTTION OF SUGAM PLUSin

Kangra District of Himachal Pradesh. The EMD of Rs.1lakhsubmitted in response to DIT

notification will be forfeited by DIT in the event of failure to submit proposals as per this

RFP notice.

2. Bidders are advised to study this RFP document carefully before submitting their

proposals in response to the RFP Notice. Submission of a proposal in responseto this

notice shall be deemed to have been done after careful study and examination of this

document with full Understanding of its terms, conditions and implications.

3. This RFP document is not transferable.

4. Bidders are requested to attend a pre-proposal conference on Date as per details

provided below.

3.2 CRITICAL INFORMATION

S. No. Information Details

1. RFP reference No. and Date DIT-F(2)1/2008 dated 01-08-2011

2. Last date for submission of writtenqueries

for clarifications*

10-08-2011

3. Place, Time and Date for Pre-

bidConference

Place- Conference Hall,Department of

InformationTechnology, Shimla.Date- 16-

08-2011

4. Release of response to

clarifications on

Date- 20-08-2011

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http://himachaldit.gov.in

5. Last date (deadline) for receipt of

proposals in response to RFP

notice

Date – 27-08-2011

Time - 1:30 PM

6. Place, Time and Date of opening of

RFP received in

response to the RFP notice

Place- Department of Information

Technology, Shimla.

Date–27-08-2011

Time –3 PM

7. Contact Person for queries Mr. Anil Semwal( Manager, DIT)

Tel: +91-177-2626709

+91 9418497722

E-mail: [email protected]

8. Addressee and Address at which

proposal in response to RFP notice

is to be submitted

Member Secretary (SITEG)-cum-

Director (IT),Department of Information

Technology,Government of Himachal

Pradesh,24, SDA Complex, Kasumpti,

Shimla-171009;Phone: +91-177-2628914

fax: +91-177-2628914

E-mail: [email protected]

*Pre - Bid Queries – Refer Annexurefor Pre Bid Query format

3.3 OTHER IMPORTANT INFORMATION RELATED TO BID

S.NO Item Description

1. RFP document fee Rs. 5000/-

http://himachaldit.gov.in/

mailto:[email protected]

mailto:[email protected]

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2. Earnest Money Deposit (EMD) in

theform of a Demand Draft

Rs. 1,00,000/-

3. Bid Validity Period 120 days from the last date

(deadline) for submission of

Proposals

4. Deadline / last date for furnishing

performance security i.e.

Performance Bank Guarantee

Within Thirty days as per 3.36

5. Performance Bank Guarantee 20% of the contract value

6. Performance Bank Guarantee

validityPeriod

3 Months beyond expiration ofcontract period

7. Deadline / last date for

signingContract

Within 10 working days date fromnotice of

award

3.4 INDICATIVE PROJECT PLAN

The implementation schedule for the project is as under:

Stage Activity / Task / Milestone Time to complete (In Weeks)

T1 SDD(Software Design Document) and

BPR(Business Process Re-engineering)

T + 3

T2 Development of software and Installation of Server

T1 +6

T3 Test Installation and Testing of software

Test Installation and Testing of Computer Network and Deployment of Application Software

T2 +1

T4 Final User Acceptance Test and Go Live T3+2

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T5 Training

Sugam Plus staff

Government Officials

T4+1

T6 Annual maintenance and Customization

T5 + 3years

(*T indicates the date of signing of Agreement)

The Bidderneeds to submit a detailed project plan on the commencement of the project.

Department may also prioritize the deliverables and can ask the Bidderto incrementally

implement the high priority items initially during the Development Phase.

Post Acceptance Support:

From the day when the system goes “live”, the Bidder must provide post

acceptance support for a period of 36 months (three years).

At the end of 36 months, department will have the option of extending the Post

Acceptance support for any further periods, if the need arises so.TheDistrict

Administration and concerned departments will have the option to ask the Bidder

to provide such operational support and maintenance services for a further

period of up to 24 months, for which, the work contract will be issued on the

annual basis.

System Hand-Over on Completion of Contract Period:

The Biddershall transfer all the assets including all its components of

software, etc. to the State at the end of contract period at no additional cost to

the State as per the exit plan submitted by Bidder and approved by State

Nodal Agency.

Acceptance Criteria:

The District Administration will accept the commissioning and project Go Live

only after confirmation and verifying the entire system and giving the signoff

report in consultation with the concerned departments/ officials.

Since it is a web based application, a team comprising of representatives from

District Administration, Bidder and respective Departments will verify if all the

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components of the solution are working fine and department is satisfied with the

provided solution.

3.5 INTRODUCTION OF NODAL AGENCY

3.5.1 Society for Promotion of IT and E-Governance, Himachal Pradesh (SITEG) Invite the

bidders to submit their Technical and Financial Offers forAnalysis, Design,

Development, Testing, Deployment and Maintenance of software for the pilot

Implementationof Sugam Plus centers inKangra District of Himachal Pradesh, in

Accordance with the conditions and manner prescribed in this Request for Proposal

(RFP) document.

3.6 PURPOSE

3.6.1 The purpose of this Request for Proposal (RFP) is to seek the services of a reputed IT

firm that would conductAnalysis, Design, Development, Testing, Deployment and

Maintenance of software for the pilot Implementation of Sugam Plus centers in

Kangra District of Himachal Pradesh. This Document provides information to enable

the Bidders to understand the broad requirements to submit their "Bids". The detailed

scope of work is provided in this RFP document.

3.7 COST OF RFP

3.7.1 The Tender document fee isRs. 5000/-.The soft copy may be downloaded from the State

Government Website “http://himachaldit.gov.in/”. Bidders should submit the Tender

Document fee in form of Demand draft drawn in favour of “Member Secretary (SITEG)-

cum-Director (IT)” payable at Shimla,Himachal Pradesh along with Technical Proposal.

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The SDA should have paid the tender document fee before attending the pre-bid

meeting.

3.8 TRANSFER OF RFP

3.8.1The RFP Document is not transferable to any other Bidder.

3.9 COMPLETENESS OF RESPONSE

3.9.1 Bidders are advised to study all instructions, forms, terms, requirements and other

information in the RFP documents carefully. Submission of bid shall be deemed to have

been done after careful study and examination of the RFP document with full

understanding of its implications.

3.9.2The response to this RFP should be full and complete in all respects.Failure to furnish all

information required by the RFP documents orsubmission of a proposal not substantially

responsive to the RFPdocuments in every respect will be at the Bidder's risk and may

result inrejection of its Proposal.

3.10 PROPOSAL PREPARATION COSTS

3.10.1 The Bidder is responsible for all costs incurred in connection with Participation in this

process, including, but not limited to, costs incurred in conduct of information and other

diligence activities, participation in meetings/discussions/presentations, preparation of

proposal, in providing any additional information required by District Administration to

facilitate the evaluation Process, and in negotiating a definitive Contract or all such

activities related to the bid process. District Administration will in no case be responsible

or liable for those costs, regardless of the conduct or outcome of the bidding process.

3.10.2 This RFP does not commit District Administration to award a contract or to engage in

negotiations. Further, no reimbursable cost may be incurred in anticipation of award.

3.10.3 All materials submitted by the Bidder become the property of District Administration and

may be returned at its sole discretion, provided, any materials which are identified as

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“Proprietary and Confidential Material of Bidder” shall remain the property of such Bidder

and the District Administration shall maintain confidentiality of such materials.

3.11 SIGNING OF COMMUNICATION TO THE NODAL AGENCY.

3.11.1 All the communication to SITEG including this RFP and the bid documents shall be

signed on each page by the authorized representative of the Bidder.

3.11.2 Copy of board resolution/ Power of Attorney/ Authorization letter/ any other

supportingdocument indicating that the person signing the bid has the required authority

to sign on behalf of the Biddershould be attached with the bid.

3.12 PRE-BID MEETING

3.12.1 Nodal Agency will host a Pre-Bid Meeting, tentatively scheduled on Date….. at Time…

3.12.2 The purpose of the meeting is to provide Bidders with information regarding the RFP

and the Project requirements, and to provide each Bidder with an opportunity to seek

clarifications regarding any aspect of the RFP and the Project. However, Nodal Agency

reserves the right to hold or re-schedule the pre-bid conference.

3.13 BIDDER QUERIES AND NODAL AGENCY’S RESPONSE

3.13.1 All enquiries / clarifications from the Bidders, related to this RFP, must be directed in

writing exclusively to the contact person notified in Section 3.2.

3.13.2 The preferred mode of delivering written questions to the aforementioned contact person

would be through mail or fax or email. Telephone calls will not be accepted. In no event

will the Nodal Agency be responsible for ensuring that Bidders' inquiries have been

received by Nodal Agency.

3.13.3 After publication of the RFP, the contact person notified by Nodal Agency will begin

accepting written questions from the Bidders. Nodal Agency will endeavor to provide a

full, complete, accurate, and timely response to all questions. However, Nodal Agency

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makes no representation or warranty as to the completeness or accuracy of neither any

response, nor does Nodal Agency undertake to answer all the queries that have

beenposted by the Bidders. The responses to the queries from all Bidders will be

distributed to all.

3.13.4 No request for clarification from any Bidder (in written) shall be entertained after the

Time and Date as mentioned in section 3.2.

3.14 AMENDMENT OF RFP DOCUMENT

3.14.1 At any time till 7 days before the deadline for submission of bids, Nodal Agency, may,

for any reason, whether at its own initiative or in response to a clarification requested by

a prospective Bidder, modify the RFP Document by an amendment. All the amendments

made in the document would be published in the Department website

“http://himachaldit.gov.in/”.

3.14.2 The Bidders are advised to visit the aforementioned website on regular basis for

checking necessary updates. The Nodal Agency also reserves the rights to amend the

dates mentioned in this RFP for bid process.

3.14.3 In order to afford prospective Bidders reasonable time in which to take the amendment

into account in preparing their bids, Nodal Agency may, at its discretion, extend the last

date for the receipt of Bids by a reasonable period.

3.15 SUPPLEMENTAL INFORMATION TO THE RFP

3.15.1 If Nodal Agency deems it appropriate to revise any part of this RFP or to issue additional

data to clarify an interpretation of provisions of this RFP, it may issue supplements to

this RFP. Any such corrigendum shall be deemed to be incorporated by this reference

into this RFP.

3.16 NODAL AGENCY’S RIGHT TO MODIFY SUBMISSION DEADLINE

3.16.1 Nodal Agency may, in exceptional circumstances and at its discretion, extend the

deadline for submission of proposals by issuing an corrigendum or by intimating all

Bidders who have been provided the proposal documents, in writing or by facsimile, in

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which case all rights and obligations of the project and the Bidders previously subject to

the original deadline will thereafter be subject to the deadline as extended.

3.17 NODAL AGENCY’S RIGHT TO TERMINATE THE PROCESS

3.17.1 Nodal Agency may terminate the RFP process at any time and without assigning any

reason. Nodal Agency makes no commitments, express or implied, that this process will

result in a business transaction with anyone.

3.17.2 This RFP does not constitute an offer by Nodal Agency. The Bidder's participation in this

process may result in Nodal Agency selecting the SDA to engage in further discussions

and negotiations toward execution of a contract. The commencement of such

negotiations does not, however, signify a commitment by Nodal Agency to execute a

contract or to continue negotiations. The Nodal Agency may terminate negotiations at

any time without assigning any reason.

3.18 EARNEST MONEY DEPOSIT (EMD)

3.18.1 Bidders shall submit, along with their Bids, EMD of Rs. 1,00,000/-in the form of a

Demand Draft only in favour of “Member Secretary (SITEG)-cum-Director (IT)”

payable at Shimla and valid for six months. EMD in any other form shall not be

entertained.

3.18.2 The EMD shall be denominated in Indian Rupees only. No interest will be payable to the

Bidder on the amount of the EMD.

3.18.3 The EMD shall be submitted with the technical bid in a separately sealed envelope as

mentioned in this section. Bids submitted without adequate EMD will be liable for

rejection.

3.18.4 Unsuccessful Bidder‟s EMD will be discharged/ returned as promptly as possible, but

not later than 30 days after the award of the contract to the Bidder.

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3.18.5 The EMD may be forfeited:

3.18.4.1 If a Bidder withdraws his bid or increases his quoted prices during the

period of bid validity or its extended period, if any; or

3.18.4.2 In the case of a successful Bidder if the Bidder fails to sign the Contract

for any reason not attributable to the State Nodal Agency or to furnish

Performance Bank Guarantee within specified time in accordance with

the format given in the RFP.

3.18.4.3 During the bid process, if a Bidder indulges in any such deliberate act as

would jeopardize or unnecessarily delay the process of bid evaluation and

finalization. The decision of the Nodal Agency regarding forfeiture of the

Bid Security shall be final & shall not be called upon question under any

circumstances.

3.18.4.4 If more than one bid‟s are submitted by same organization/ other

divisions of same organization. In such a scenario Nodal Agency reserves

the right to disqualify the bids and forfeit the EMD.

3.18.4.5 During the bid process, if any information provided by the Bidder to the

Nodal Agency is found false / manipulated / hidden in the bid. The

decision of Nodal Agency regarding forfeiture of the Bid Security and

rejection of bid shall be final & shall not be called upon question under

any circumstances.

3.19 SUBMISSION OF BIDS

3.19.1 It is proposed to have a Two Cover System for this tender:

3.19.1.1 Technical Bid - (2 copies i.e. one original and one copy) in one cover.

3.19.1.2 Commercial Bid - (1 copy) in one cover.

3.19.2 Each copy of Technical Bid and single copy of Commercial Bid of the Tender should be

covered in separate sealed covers super-scribed "Technical Bid" and “Commercial Bid”

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respectively. Each copy of Technical bid should also be marked as "Original" and

"Copy" as the case may be. The two copies of Technical bid should be put together in a

separate sealed cover super-scribed “Technical Bid" and Commercial bid shall be put in

a separate cover super-scribed “Commercial Bid”. Please note that prices should not

be indicated in the Technical Bid and should only be indicated in the Commercial Bid.

3.19.3 The two envelopes containing two copies of Technical Bid and original copy of

commercial Bid shall be super scribed with Tender Number and the wordings ”DO NOT

OPEN BEFORE” Time and Date ….and shall be put in another single sealed envelope

duly sealed and clearly marked “Analysis, Design, Development, Testing,

Deployment and Maintenance of software for the pilot Implementationof Sugam

Plus centers inKangra District of Himachal Pradesh”.

3.19.4 The cover thus prepared should also indicate clearly the name, address, telephone

number, E-mail ID and fax number of the Bidder.

3.19.5 Each copy of the tender should be a complete document and should be bound as a

volume. The document should be page numbered and appropriately flagged and must

contain the list of contents with page numbers. Any deficiency in the documentation

may result in the rejection of the Bid.

3.19.6 In case of any discrepancy observed by the Nodal Agency in the contents of the

submitted original paper bid documents with respective copies, the information

furnished on original paper bid document will prevail over others.

3.19.7 As part of the bid, Bidder should also provide the Technical and Commercial bid in soft

copy format, in the-forms of a non-re-writeable CD (Compact Disc) as follows:

3.19.7.1 Two (2) copies of CD each containing the technical bid - The CDs

containing technical bid should be sealed along with the hard copies of

the respective technical bids. The CD should contain a single PDF file

with all the relevant information included in a sequence exactly as in the

paper proposal.

3.19.7.2 Single copy of CD containing the commercial bid - The CD containing

commercial bid should be sealed along with the hard copy of the

respective commercial bid. The CD should contain a single PDF file with

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all the relevant information included in a sequence exactly as in the paper

proposal. Please note that CD containing commercial bids must enclosed

in financial bid envelop.

3.19.7.3 All CDs submitted by the Bidder must be in sealed covers. The sealed

covers as well as the CD media must be duly signed by the Bidder using

a “Permanent Pen/Marker”, should be super-scribed with “Technical Bid-

Soft Copy from “Bidder Name” / “Commercial Bid-Soft Copy from Bidder

Name” (as the case may be) and should bear the name and number of

the tender.

3.19.7.4 Bidder must ensure that the information furnished by him in respective

CDs is identical to that submitted by him in the original paper bid

document. In case of any discrepancy observed by the Nodal Agency in

the contents of the CDs and original paper bid documents, the information

furnished on original paper bid document will prevail over the soft copy.

3.19.7.5 Bidder must ensure that Technical Bid CDs do not contain any

Commercial information.

3.19.8 Telex/Telegraphic/Tele-fax bids will not be considered. All out-station bids, if sent by

post, should be sent through registered post/Speed post/Courier only.

3.19.9 If the outer envelope is not sealed and marked as indicated above, the Nodal Agency

will assume no responsibility for the bid‟s misplacement or premature opening.

3.20 AUTHENTICATION OF BID

3.20.1 The original and all copies of the bid shall be typed or written in indelible ink. The

original and all copies (hard copies) shall be signed by the Bidder or a person or

persons duly authorized to bind the Bidder to the Contract. A letter of authorization

shall be supported by a written power-of – attorney accompanying the bid. All pages of

the bid, except for unamended printed literature, shall be initialled and stamped by the

person or persons signing the bid.

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3.21 VALIDATION OF INTERLINEATIONS IN BID

3.21.1 The bid shall contain no interlineations, erasures or overwriting except as necessary to

correct errors made by the Bidder, in which case such corrections shall be initialed by

the person or persons signing the bid.

3.22 COST OF BIDDING

3.22.1 The Bidder shall bear all costs associated with the preparation and submission of its bid

including cost of presentation for the purposes of clarification of the bid, if so desired by

the Nodal Agency. The Nodal Agency will in no case be responsible or liable for those

costs, regardless of the conduct or outcome of the Tendering process.

3.23 SITE VISIT

3.23.1 The Bidders may visit the sites and obtain additional information at their own cost and

responsibility.

3.24 LANGUAGE OF BIDS

3.24.1 The Bids prepared by the Bidder and all correspondence and documents relating to

the bids exchanged by the Bidder and the Nodal Agency, shall be written in English

language, provided that any printed literature furnished by the Bidder may be written in

another language so long the same is accompanied by an English translation in which

case, for purposes of interpretation of the bid, the English translation shall govern.

3.24.2 This bid should be filed in English language only. If any supporting documents

submitted are in any language other than English, translation of the same in English

language is to be duly attested by the Bidder.

3.25 BID SUBMISSION FORMAT

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3.25.1 The entire proposal shall be strictly as per the format specified in this Request for

Proposal. Bids with any deviation from the format specified in this RFP shall be

rejected.

3.25.2 Firm Prices

Prices quoted in the bid must be firm and final and shall not be subject to

any upward modifications, on any account whatsoever. However, State

Nodal Agency reserves the right to negotiate the prices quoted in the bid

to effect downward modification.

Prices in any form or by any reason before opening the Commercial Bid

should not be revealed, failing which the offer shall be liable to be

rejected. If price change is envisaged due to any clarification, revised Bid

in a separate sealed cover shall be submitted with prior written

Permission of the State Nodal Agency.

3.26 DOCUMENTS COMPRISING THE BID

The bids prepared by the Bidder shall comprise of the following:

3.26.1 Proposal Covering letter

3.26.2 Power of Attorney executed by the Bidder in favor of the Principal Officer or the duly

Authorized Representative, certifying him as an authorized signatory for the purpose of

this Tender.

3.26.3 Declaration that the Bidder has not been debarred / blacklisted by any Govt. / Semi-

Govt. organization for quality of services / product and there is no major complaint

against the Bidder by any organization.

3.26.4 RFP document fee in the form of Demand Draft

3.26.5 Earnest Money Deposit (EMD) amount in the form of a Demand Draft

3.26.6 Technical Proposal Cover Letter

3.26.7 Technical Proposal (2 copies) – (With reference to Form 6)

3.26.8 Financial Proposal Cover letter

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3.26.9 Financial Proposal

3.26.10 Team Composition with Resume of proposed staff

3.26.11 CD‟s containing copies (PDF format) of Technical and Financial proposal

3.26.12 Relevant documents in support for past experience of the firm (duly signed by

designated authority)

3.26.13 Any printed literature in support for Hardware and Technical proposal

3.26.14 Training Plan (During implementation and post implementation)

3.26.15 Integration Plan with other State Department applications

3.27 NEGOTIATIONS, CONTRACT FINALIZATION AND AWARD

3.27.1 Nodal Agency shall reserve the right to negotiate with the Bidder(s) whose proposal has

been ranked first by the tender evaluation committee on the basis of least value to the

Project. If Nodal Agency is unable to finalize a service agreement with the Bidder ranked

first, Nodal Agency may proceed to the next ranked Bidder, and so on until a contract is

awarded.

3.28 AWARD CRITERIA

3.28.1 Nodal Agency will award the Contract to the Bidder whose Bid has been determined to

be substantially responsive and has been determined as the Least Value Bid (a proposal

which satisfies the Qualification criteria and proves to be the lowest Financial quote),

provided further that the Bidder has demonstrated that it is qualified to perform services

required for the project satisfactorily.

3.29 RIGHTS OF NODAL AGENCY TO ACCEPT / REJECT ANY OR ALL PROPOSALS

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3.29.1 Nodal Agency reserves the right to accept or reject any proposal, and to annul the

bidding process and reject all Bids at any time prior to award of Contract, without thereby

incurring any liability to the affected Bidder or any obligation to inform the affected Bidder

of the grounds for Nodal Agency‟s action.

3.30 GUIDELINES FOR TECHNICAL PROPOSAL

Technical Proposal should comprise of the following:

A printed covering letter, on the bidding organization‟s letterhead with all required

information and authorized representative‟s initials shall be submitted along with the

proposal. Do not, otherwise, edit the content of the proposal cover letter.

The technical proposal should be duly indexed, signed and stamped on each page. An

index page showing page numbers of the documents should be attached along with the

proposal.

The technical proposal should contain a detailed description of how the Bidder will

provide the required services outlined in this RFP. It should articulate in detail, as to how

the Bidder‟s Technical Solution meets the requirements specified in the RFP. The

technical proposal must not contain any pricing information. In submitting additional

information, please mark it as supplemental to the required response.

Proposals must be direct, concise, and complete. All information not directly relevant to

this RFP should be omitted. State Nodal Agency will assess Bidder‟s proposal based

upon its clarity and the directness of its response to the requirements of the project as

outlined in this RFP.

The Bidder must address the following in their project implementation strategy:

Approach and Methodology of design, development and management of the

Application software. The customization of the application software as per DIT

Himachal Pradesh and a technical plan should adhere to the software

development life cycle (SDLC) approach.

Project Management tools proposed to be used for project.

The Technical Proposal should address the following at the minimum:

The proposal should have information specific to Sugam Plus.

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Tracking SugamPlus Applications using Bar Code Scanners, Application Status

Tracking using technologies SMS query and SMS Intimation, email Alerts, online

portaletc.

The Proposal should also clearly specify how the customization of the software

can be done based on the Himachal Pradesh Government requirements.

Propose how availability, performance parameters for the system will be

Measured and Maintained.

Project Management Plan Including

Team composition and Tasks assigned to be submitted in the format as

enclosed in Form-3

Implementation Methodology and Plan to include

Key implementation objectives, key deliverables and an implementation

schedule for the same

Implementation Time Frame

Data Backup plan

Escalation Process during implementation

Quality and Security Assurance Plan

Training Plan

Hand holding, Operations and Support Plan

Bidder shall be responsible for providing the Exit Management Plan for the project to the

State Nodal Agency at the time of submission of bids.

Post Implementation Plan

Manpower Deployment to support operations and support of Services and IT

infrastructure

Location, Manpower Structure and Services offered from Help desk

Method of estimating man power efforts to develop, design and implement

additional e Forms and services

Documentation

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The Bidder shall prepare all necessary documentation for the project, and provide them

to department or its designated Consultant for review, approval, record, reference etc as

mentioned in this RFP. Some of the documents (but not limited to) to be provided

include –

o During installation and post installation, the Bidder shall provide As

Built/customized documentation to department. The as built documentation

should consist of all the configuration details, Diagrams, Test plans,

Administration manuals, Setup guides etc as minimum.

o Detailed manuals for each appropriate unit of the supplied equipment and

services.

o The Training manuals and Administration manuals

o Inspection and testing procedures manual including QA Policy and Procedures

for the software/hardware equipments

o Any other document(s) deemed necessary for implementation, operations and

support of the hardware and network equipments and the overall system

Security Services

Security would be one of the most important aspects of the department network.

The Bidder shall, to the extent relevant and possible, be guided by the standard

information Systems Security Policies and Guidelines or suitable Industry standards.

The software solution shall contain all suitable security features and firewalls using the

latest features to protect and secure the databases used by the proposed system, data

in transit etc. Appropriate access and authorization controls should be incorporated into

software.

The Bidder shall get the security audit done by the CERT-IN empanelled agency before

go live as well as during the operation phase if there is any change in the application

3.31 GUIDELINES FOR FINANCIAL PROPOSAL

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The financial Proposal should be duly indexed, signed and stamped on each page. An

index page showing page numbers of documents should be attached along with the

proposal.

Unless expressly indicated, Bidder shall not include any technical information regarding

the services in the financial proposal.

Prices shall be quoted entirely in Indian Rupees.

The price quoted would be inclusive of all taxes, duties, and charges and levies as

applicable. The price quoted should also include the cost of the Server.

The prices, once offered, must remain fixed and must not be subject to escalation for

any reason whatsoever within the period of project. A proposal submitted with an

adjustable price quotation or conditional proposal may be rejected as nonresponsive.

3.32 EVALUATION PROCESS

3.32.1 Tender Evaluation Committee

3.33.1.1 The Tender Evaluation Committee constituted by the Nodal Agency shall

evaluate the tenders.

3.33.1.2 The decision of the Tender Evaluation Committee in the evaluation of the

Technical proposals and financial bids shall be final. No correspondence

will be entertained outside the process of negotiation/ discussion with the

Committee.

3.32.2 Overall Evaluation

3.32.2.1 Tender Evaluation Committee will evaluate and compare the bids

determined to be substantially responsive. It is Tender Evaluation

Committee‟s intent to select the proposal that is most responsive to the

project needs and each proposal will be evaluated using the criteria and

process outlined in this section. Qualification criteria fulfillment (defined in

section 3.34)and technical proposal completeness to the specifications

mentioned in the RFP.

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3.32.2.2 Evaluation Committee will assess the bids responsiveness to the

Qualification criteria defined in Section 3.32. Bids in compliance to the

Qualification criteria will be treated as substantially responsive and shall

be eligible for further financial evaluation.

3.32.2.3 The Least Value Bid (i.e. the Bidder quoting minimum amount) will be

given preference in the order of selection.

3.32.2.4 If there is a discrepancy between words and figures, the amount in words

will prevail. If the Bidder does not accept the correction of the errors, its

Bid would be rejected and may result in forfeiture of EMD.

3.32.2.5 The Tender Evaluation Committee reserves the right to reject any or all

proposals on the basis of any deviations.

3.32.3Evaluation of Bids

3.32.3.1 Tender Evaluation Committee will carry out a detailed evaluation of the

Technical Bids received in order to determine whether they are

substantially responsive to the requirements set forth in the Request for

Proposal. In order to reach such a determination, Tender Evaluation

Committee will examine the information supplied by the Bidder s, and

shall evaluate the same as per the evaluation criteria specified in this

RFP.

3.32.4Proposal Presentations:

3.32.4.1 The committee may invite each Bidder to make a presentation. The

purpose of such presentations is to allow the Bidders to present their

proposed solutions to the evaluation committee and the key highlights of

their proposals. The presentation should not take more than 10 minutes.

3.32.4.2 During technical bid assessment, the committee will look for

completeness of the bids and their responsiveness to the requirements of

the RFP in all respects. The incomplete bids may be rejected

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straightforward. Substantially Responsive Bids will be considered for

financial evaluation.

3.32.4.3 Based on the technical bid assessment, the Financial Bids of only the

qualified Bidders (who have submitted substantially responsive bids) shall

be opened by Tender Evaluation Committee. The Financial evaluation will

take into account the information supplied by the Bidders in the Financial

Proposal, and shall evaluate the same.

3.32.4.4 A substantially responsive Bid is one, which conforms to the Qualification

Criteria (section 3.34), all the requirements, terms, conditions and

specifications of the RFP.

3.32.4. 5 Any attempt by a Bidder to influence the bid evaluation process may

result in the rejection of the Bidder's Bid.

3.33 QUALIFICATION CRITERIA

3.33.1 The Tender Evaluation Committee will scrutinize the bids for completeness i.e.

submission of required Forms, Credentials, Technical proposal, Financial proposal,

EMD, RFP fee, manpower and other requirements mentioned in the RFP. During

assessment, Committee will assess responsiveness to the Qualification criteria to

evaluate each Bidder‟s ability to satisfy the requirements set forth in the RFP Document.

3.33.2 The Bid Committee will first check the Eligibility Criteria. Technical bids of only those

Bidders shall be opened and evaluated who are found to be eligible as per the criteria

mentioned below. Bidders should enclose the following documents in a sealed envelop

Super-scribed “Eligibility Criteria”. A copy of these documents should also be submitted

separately as mentioned in Forms section (Form 10 - Checklist of Documents to be

submitted with the Proposal)

ELIGIBILITY CRITERIA

S. No Eligibility Criteria Required Details

1 Company must be registered under the ACopy ofCertificate

ofIncorporation.

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Indian Companies Act 1956.

The Bidder must provide details of

incorporation details of the company

AttachMOU and Articles

ofAssociations

2 The Bidder should have been making

profit from last two years i.e. for year

2009-10 and 2010-11

Profit and Loss

Account Statement.

Audited Balance

3 The company should be ISO

9001:2008certified OR should have at

least 3 years‟ experience indevelopment,

implementation and maintenance of the

e-governess projects of similar kind.

Attach relevant

Certificate

4 The Bidder should have Experience in

Software Development and managing

the front end operations including

maintenance for the last 3 years

Attach relevant proof

5 The Bidder should not be blacklisted by

any state government or central

government

Submit anundertaking

6 The Bidder should have deposited the

cost of Tender Document i.e. Rs.5000/-

and EMD

Yes/ No.

3.33.3 Following are the Minimum set of requirements. Bidder must submit a proposal in

compliance to following Qualification criteria. Incomplete bids or the bids deviating below

minimum defined criteria will be treated as unresponsive bids and shall not be

considered eligible for financial evaluation.

Qualification Criteria

Minimum Requirements

Supporting Documents Required

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People Skills/Capacity/Capability – To be developed in Himachal Pradesh, at Project site,

exclusively for this Project.

Proposed Team

Strength

Project Manager

1

Team Composition and Task

Assigned as per Form 3

Team Lead

1

Implementation Team

Min 3

Team Lead (Operations

and Support)

1

Support Team (Helpdesk

Staff)

Min 1

Support Staff (System

Administrator, Network

Admin and DBA

Min 1

Project Manager

Min. experience of managing at least 2 e-Governance projects / products

Total experience of minimum 5 years. At least 3 years experience in e-Gov projects

Exposure to front-end and back-end

CV of Proposed

Professional Staff template

as per Form 4

- (CV of Proposed Professional Staff

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govt process Qualification –

BE/BTech/MCA.

Details of exposure to e-Governance projects)

Team Lead

(Development

and Support Phase)

Min. experience of leading team in at least 2 products / projects. (1 in e-Gov)

Total experience of 4+ years

Exposure to support, electronic hardware interfacing, IVRS, GSM, implementation.

Qualification –

BE/BTech/MCA

CV of Proposed


as per Form 4

- (CV of Proposed Professional Staff

Details of exposure to e-Governance projects)

Technical Staff

(Operations and

Support)

Min. experience of 1 year in development or support role, total experience of 2 years

Experience in windows-based and web-based programming

B.E./B. Tech/MCA

CV of Proposed


as per Form 4

(CV of Proposed Developers)

P

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Past Experience of the Organization

Prior experience of

Implementing, Delivering

and Maintaining the e-

governess projects of

similar kind.

Proof of the running of the e-governess Projects of similar kind can be given.

E-Governance Projects – work order or MoU or Contract Agreement confirming the engagement of the company at least 1 year prior to the issuance of the RFP

E-Governance Products – product brochure, availability of demonstration version, list of clients & contact references

Proof of having Delivered e-District services at any Districts Centers

3.34 NOTIFICATION OF AWARD

3.34.1 Prior to the expiration of the period of proposal validity, the Bidderwill be notified in

writing or by fax or email that its proposal has been accepted.

3.34.2 The notification of award will constitute the formation of the Contract. Upon the

Implementation Agency‟s executing the contract with department, department will

promptly notify each unsuccessful Bidder.

3.34.3 Bidders should not have conflict of interest.

3.34.4 The Bidder shall acknowledge in writing receipt of the notification of award and shall

send his acceptance to enter into agreement within Ten (10) days of receiving the

notification.

3.35 SIGNING OF CONTRACT

3.35.1 The notification of the award shall constitute signing of the agreement. The signing of

agreement will amount to award of contract and Bidder will initiate the execution of the

wok as specified in the agreement. At the same time as the Nodal Agency notifies the

successful Bidder that its bid has been accepted, the Nodal Agency will send the

Bidders the Performa for Contract, incorporating all agreements between the parties.

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Within 10 days of receipt of the Contract, the successful Bidder shall sign and date the

Contract and return it to the Nodal Agency.

3.35.2 At the same time as Nodal Agency notifies the Bidderthat its Bid has been accepted,

District Administration shall enter into a contract, incorporating all agreements (as per

RFP) between Nodal Agency, District Administration and the Implementation Agency.

Such agreements shall cover, in detail, aspects/ terms of the Contract such as

(Indicative only, and not restricted to):

Performance security

Contract form

Warranty Payment

Prices

Assignment

Sub-contracts

Termination

Applicable Law

Notices

Change orders

Taxes and Duties

Confidentiality

Limitation of liability

Training and consultancy

Technical Documentation

Application Software terms

Project Management

Software ownership rights

Source code support

Bidder‟s obligations

Department‟s obligations

Patent Rights

3.36 PERFORMANCE BANK GUARANTEE (PBG)

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3.36.1 The Biddershall at his own expense, deposit with department, within 30 (thirty) working

days of the date of notice of award of the contract or prior to signing of the contract,

whichever is earlier, an unconditional and irrevocable Performance Bank Guarantee

(PBG) from a Nationalized Bank acceptable to department, payable on demand, for the

due performance and fulfillment of the contract by the Bidder.

3.36.2 This Performance Bank Guarantee will be for an amount equivalent to 20 % of Contract

value. All charges whatsoever such as premium, commission, etc. with respect to the

Performance Bank Guarantee shall be borne by the Bidder.

3.36.3 The Performance Bank Guarantee shall be valid till the end of three months after the

expiration of contract period and should be in the form prescribed in this RFP.

3.36.4 The Performance Bank Guarantee may be discharged/ returned by Department before

the expiry of the same as stipulated under clause 6.31.3 above upon being satisfied that

there has been due performance of the obligations of the Bidder under the contract.

However, no interest shall be payable on the Performance Bank Guarantee.

3.36.5 In the event of the Bidder being unable to service the contract for whatever reason,

Department would evoke the PBG. Notwithstanding and without prejudice to any rights

whatsoever of department under the Contract in the matter, the proceeds of the PBG

shall be payable to Department as compensation for any loss resulting from the Bidder‟s

failure to complete its obligations under the Contract. Department shall notify the Bidder

in writing of the exercise of its right to receive such compensation within 14 days,

indicating the contractual obligation(s) for which the Bidder is in default.

3.36.6 Department shall also be entitled to make recoveries from the Bidder‟s bills,

Performance Bank Guarantee, or from any other amount due to him, the equivalent

value of any payment made to him due to inadvertence, error, collusion, misconstruction

etc.

3.37 WARRANTY & MAINTENANCE

3.37.1 The warranty should include that the Server and storage hardware, software modules

designed and developed by the Bidderunder this Contract shall have no defect arising

from design or workmanship or from any act or omission of the Bidderthat may develop

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under normal use of the supplied Software. The Bidder shall specify normal operating

environmental conditions in the Contract.

3.37.2 The District Administration will be providing the maintenance of the PC Procured. It will

also provide all updates, patches/ fixes, version upgrades and new versions if any with

consultation with the Implementing Agency

3.37.3 The Bidderhereby represents and warrants that the Software as delivered does not and

will not infringe any Intellectual Property Rights held by any third party and that it has all

necessary rights, or at its sole expense shall have secured in writing all transfers of

rights and other consents necessary to make the assignments, licenses and other

transfers of Intellectual Property Rights and the warranties set forth in the Contract, and

for department to own or exercise all Intellectual Property Rights as provided in the

Contract. Without limitation, the Vendor shall secure all necessary written agreements,

consents and transfers of rights from its employees and other persons or entities whose

services are used for development of the Software.

3.38 BIDDER’S WARRANTY TO THE DISTRICT ADMINISTRATION

3.38.1 The system proposed to be developed and maintained by Bidder represents a

complete, integrated solution (including hardware and software) meeting department‟s

requirements and will provide the functionality and performance, as per the terms and

conditions and SLAs under the contract.

3.38.2 The Biddershall accept responsibility for the successful implementation of the proposed

System.

3.38.3 The Bidderundertakes to ensure the maintenance of the Acceptance criteria /standards

in respect of the systems.

3.39 TEAM DEPLOYMENT

Implementing Agency (Bidder) would be required to deploy a team at Project sitefor Analysis,

Design, Development, Testing and the proposed software till Go Live periodconsisting of

members with requisite skills and experience as per proposed Qualification Criteria (Refer

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Section 6.28..TODO).Although Bidder can propose team deployment as per the understanding

of the scope of work and proposed solution.

3.39.1 All the team members should be deployed on fulltime basis.

3.39.2 The resume of all team members should be submitted as per the format given under

Annexure and Forms Section

3.39.3 Bidder shall refer Section 6.28 for guidelines regarding team strength and credentials of

proposed team members to be considered in qualification and Technical assessment of

proposed team.

3.40 GOVERNMENT ORDERS

3.40.1 Based on the BPR suggested by the bidder, necessary Government Orders will be

released by District administrationto modify existing office procedures and to facilitate

the citizen service requests through SugamPlusCentres for:

Receiving the application through Sugam Plus

Receiving the supporting documents

Processing the applications

Updates on application status on the portal

Communicating back to the applicant and delivery of documents/certificates

3.40.2 The consultants will provide required inputs to the state in issuing the necessary

Government Orders.

3.41 FAILURE TO AGREE WITH THE TERMS & CONDITIONS OF THE RFP/CONTRACT

Failure of the Bidderto agree with the Terms & Conditions of the RFP/Contract shall

constitute sufficient grounds for the annulment of the award of contract, in which event

the contract may be awarded to the next most responsive Bidder.

3.42 FINANCIAL PROPOSAL

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3.42.1 Financial proposal should comprise of:

3.42.1 Financial Proposal Cover Letter

3.42.2 Financial proposal as per “Form 8: Expenditure Costs”

3.43.3 An undertaking from the Bidder stating the compliance with all the

conditions of the Contract and Technical Specifications of the Bidding

Document since no deviation will be acceptable to State Nodal Agency.

4. TE RMS AND CONDITI ONS

4.1 STATUTORY REQUIREMENTS

During the tenure of this Contract nothing shall be done by the Bidder in contravention of

any law, act and/ or rules/regulations, there under or any amendment thereof governing

inter-alia customs, stowaways, foreign exchange etc. and shall keep State Nodal Agency

indemnified in thisregard.

The Bidder and their personnel/representative shall not without consent of the State

Nodal Agency install any hardware or software not purchased /owned by State Nodal

Agency.

4.2 ARBITRATION (AS PER THE STATE GOVERNMENT RULES)

SITEG and the selected Implementing Agency shall make every effort to resolve

amicably by direct informal negotiation any disagreement or dispute arising between

them under or in connection with the Implementing Agency.

If, after thirty (30) days from the commencement of such informal negotiations, the

SITEG and the selected Implementing Agency have been unable to amicably resolve

dispute, either party may require that the dispute be referred for resolution to the formal

mechanisms, which may include, but are not restricted to, conciliation mediated by a

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third party acceptable to both, or in accordance with the Arbitration and Conciliation Act,

1996.

Arbitration

All disputes, differences, claims and demands arising under the contract shall be

referred to arbitration of a sole arbitrator. The Secretary IT to the Government of

Himachal Pradesh will be sole arbitrator for this project. All arbitration will be held in

Shimla.

All disputes, differences, claims and demands arising under the contract shall be

referred to arbitration of a sole arbitrator.

The Arbitration proceedings will be held at Shimla, Himachal Pradesh.

4.3 RIGHT OF MONITORING, INSPECTION AND PERIODIC AUDIT

State Nodal Agency reserves the right to inspect and monitor/assess the Project at any

time during the course of the Contract. State Nodal Agency may demand and upon such

demand being made State Nodal Agency shall be provided with any document, data,

material or any other Information which it may require to enable it to assess the progress

of the project.

The State Nodal Agency shall have the right to conduct, either itself or through another

Third Party as it may deem fit, an audit to monitor the performance. Any deviations or

contravention identified as a result of such audit/assessment would need to be rectified

by the Bidder failing which the client may without prejudice to any other rights that it may

have issue a notice of default.

4.4 INFORMATION SECURITY

The Bidder shall not carry and/or transmit any material, information, diagrams, storage

media or any other goods/material in physical or electronic form, which are proprietary to

or owned by State Nodal Agency, out of premises without prior written permission.

Bidder should adhere to the Information Security Policy of State. Bidder should

acknowledge that all Department/Business data and other proprietary information or

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materials, are confidential and proprietary to State Nodal Agency and Bidder agrees to

use reasonable

Care to safeguard the proprietary information and to prevent the unauthorized use or

disclosure thereof, which care shall not be less than that used by Bidder to protect its

own Proprietary Information. Bidder recognizes that the goodwill of State Nodal Agency

depends, among other things, upon Bidder keeping such proprietary information

confidential and thatUnauthorized disclosure of the same by Bidder could damage State

Nodal Agency and that by reason of Implementation Agency‟s duties here under. Bidder

may come into possession of such proprietary information even though Bidder does not

take any direct part in or furnish the services performed for the creation of said

proprietary information and shall limit access thereto to employees with a need to such

access to perform the services required by this agreement. Bidder shall use such

information only for the purpose of performing the said services.

Bidder shall, upon termination of this agreement for any reason or upon demand by

State Nodal Agency, whichever is earliest return any and all information provided to

Bidder by State Nodal Agency including any copies or reproductions, both hard copy and

electronic.

4.5 RISK MANAGEMENT

Bidder shall at his own expense adopt suitable Risk Management methodology to

mitigate all risks assumed by the Bidder under this contract. Bidder shall underwrite all

the risk related to its personnel deputed under this contract as well as equipment, tools

and any other belongings of the Bidder or their personnel during the entire period of their

engagement in connection with this contract and take all essential steps to reduce and

mitigate the risk. State Nodal Agency will have no liability on this account.

4.6 TERM AND EXTENSION OF CONTRACT

The term of this Contract shall be for a period as indicated in the contract and shall come

to an end on expiry of such period except when its term is extended by State Nodal

Agency.

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State Nodal Agency shall reserve the sole right to grant any extension to the term

mentioned above on mutual agreement including fresh negotiations on terms and

conditions.

4.7 SUSPENSION OF WORK

The Bidder shall, if ordered in writing by State Nodal Agency representative, temporarily

suspend the works or any part thereof for such a period and such a time as ordered. The

Bidder shall not be entitled to claim compensation for any loss or damage sustained by

him by reason of temporary suspension of the Works as aforesaid. An extension of time

for

Completion corresponding with the delay caused by any such suspension of the works

as aforesaid shall be granted to the Implementation Agency, if request for same is made

and that the suspension was not consequent to any default or failure on the part of the

Implementation Agency. In case the suspension of works is not consequent to any

default or failure on the part of the Bidderand lasts for a period of more than 3Months,

the Bidder shall have the option to request the State Nodal Agency to terminate the

Contract with mutual consent.

4.8 PUBLICITY

The Bidder shall not make or permit to be made a public announcement or media

release about any aspect of this Contract unless the State Nodal Agency first gives the

Bidder its written consent.

4.9 DEFAULT BY IMPLEMENTING AGENCY

The failure on the part of the Bidder to perform any of its obligations or comply with any of the

terms of this Contract shall constitute an Event of Default on the part of the Implementation

Agency. The events of default as mentioned above may include but not limited to inter alia the

following

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Also:

The Bidder has failed to perform any instructions or directives issued by State Nodal

Agency which it deems proper and necessary to execute the scope of work under the

Contract or

The Bidder has failed to adhere to any of the key performance indicators as laid down in

the Key Performance Measures / Contract or

If the Bidder has fallen short of matching such standards/targets as the State Nodal

Agency may have designated with respect to any task necessary for the execution of the

scope of work under this Contract. The above Mentioned failure on the part of the Bidder

may be in terms of failure to adhere to timelines, specifications, requirements or any

other criteria as defined by State Nodal Agency.

The Bidder has failed to remedy a failure to perform its obligations in accordance with

the specifications issued by State Nodal Agency despite being served with a default

notice which laid down the specific deviance on the part of the Bidder to comply with any

stipulations or standards as laid down by State Nodal Agency or

The Implementation Agency/Implementation Agency‟s Team has failed to conform with

any of the Service/Facility Specifications/standards as set out in the scope of work of this

Tender document or has failed to adhere to any amended direction, modification or

clarification as issued by State Nodal Agency during the term of this Contract and which

State Nodal Agency deems proper and necessary for the execution of the scope of work

under this Contract

The Bidder has failed to demonstrate or sustain any representation or warranty made by

it in this Contract with respect to any of the terms of its Bid or the Tender and this

Contract

There is a proceeding for bankruptcy, insolvency, winding up or there is an appointment

of receiver, liquidator, assignee, or similar official against or in relation to the

Implementation Agency.

The Implementation Agency/Implementation Agency‟s Team has failed to comply with or

is in breach or contravention of any applicable laws. Where there has been an

occurrence of such defaults inter alia as stated above, the State Nodal Agency shall

issue a notice of default to the Implementation Agency, setting out specific defaults /

deviances / omissions and providing a notice of Sixty (60) days to enable such defaulting

party to remedy the default committed.

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Where despite the issuance of a default notice to the Bidder by the State Nodal Agency

the Bidder fails to remedy the default to the satisfaction of the Implementation Agency,

the State Nodal Agency may, where it deems fit, issue to the defaulting party another

default notice or proceed to adopt such remedies as may be available to State Nodal

Agency.

4.10 CONSEQUENCES IN EVENT OF DEFAULT

Where an Event of Default subsists or remains uncured beyond permissible or

reasonable time, State Nodal Agency may/shall be entitled to the following for cases

where permissible time is not indicated in the contract, State Nodal Agency will decide,

at its discretion, the quantum ofreasonable time to cure the default.

Impose any such obligations and conditions and issue any clarifications as may be

necessary to inter alia ensure smooth continuation of Services and the project which the

Bidder shall be obliged to comply with which may include unilateral re-determination of

the consideration payable to the Bidder hereunder. The Bidder shall in addition take all

available steps to minimize loss resulting from such event of default.

State Nodal Agency may by a written notice of suspension to the Implementation

Agency, suspend all payments to the Bidder under the Contract provided that such

notice of suspension:

Shall specify the nature of the failure and shall request the Bidder to remedy such failure

within a specified period from the date of receipt of such notice of suspension by the

Implementation Agency.

State Nodal Agency reserves the right to terminate the contract with 30 days notice

4.11 TERMINATE THE CONTRACT

Retain such amounts from the payment due and payable by State Nodal Agency to the

Bidder as may be required to offset any losses caused to State Nodal Agency as a

result of such event of default and the Bidder shall compensate State Nodal Agency for

any such loss, damages or other costs, incurred by State Nodal Agency in this regard.

Nothing herein shall effect the continued obligation of the Bidder / other members of its

Team to perform all their obligations and responsibilities under this Contract in an

identical manner as were being performed before the occurrence of the default.

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Invoke the Performance Bank Guarantee and other Guarantees furnished hereunder,

enforce the Deed of Indemnity, recover such other costs/losses and other amounts from

the Bidder may have resulted from such default and pursue such other rights and/or

remedies that may be available to State Nodal Agency under law.

4.12 TERMINATION

State Nodal Agency may terminate this contract in whole or in part by giving the Bidder prior

and written notice indicating its intention to terminate the Contract under the following

circumstances:

Where it comes to State Nodal Agency attention that the Bidder (or the Implementation

Agency‟s Team) is in a position of actual conflict of interest with the interests of State

Nodal Agency in relation to any of terms of the Implementation Agency‟s Bid, the Tender

or this Contract

Where the Implementation Agency‟s ability to survive as an independent corporate entity

is threatened or is lost owing to any reason whatsoever including inter alia the filing of

any bankruptcy proceedings against the Implementation Agency, any failure by the

Bidder to pay any of its dues to its creditors, the institution of any winding up

proceedings against the Bidder or the happening of any such events that are adverse to

the commercial viability of the Implementation Agency. In the event of the happening of

any events of the above nature, State Nodal Agency shall reserve the right to take any

steps as are necessary to ensure the effective transition of the project to a successor

Implementation Agency/service provider, and to ensure business continuity.

Termination for Default: State Nodal Agency may at any time terminate the Contract by

giving 30 days written notice to the Bidderwithout compensation to the Bidderin the

Event of Default on the part of the Bidder which may include failure on the part of the

Bidder to respect any of its commitments with regard to any part of its obligations under

its Bid, the Tender or under this Contract.

Termination for Insolvency: State Nodal Agency may at any time terminate the Contract

by giving written notice to the Bidderwithout compensation to the Implementation

Agency, if the Bidder becomes bankrupt or otherwise insolvent, provided that such

termination will not prejudice or affect any right of action or remedy which has accrued or

will accrue thereafter to State Nodal Agency.

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Termination for Convenience: State Nodal Agency may by prior written notice sent to the

Bidder at least 3 months in advance terminate the Contract in whole or in part at any

time for its convenience. The notice of termination shall specify that termination is for

State Nodal Agency Convenience, the extent to which performance of work under the

Contract is terminated and the date upon which such termination becomes effective.

In the event of termination of this contract due to any cause whatsoever except

termination for State Nodal Agency convenience the Bidder may be blacklisted and the

contract will stand cancelled effective from the date of intimation to the Bidder.

4.13 SUB CONTRACTING

Bidder shall not appoint a subcontractor to perform Bidder‟s obligations under this Contract

without obtaining prior written approval of State Nodal Agency, except if the subcontractor is the

affiliate of the Bidder. In the event that State Nodal Agency approves use of a subcontractor or

in case of delegation of work to Bidder‟s Affiliates, Bidder shall ensure that the subcontractor

executes a confirmation deed in favor of State Nodal Agency in a form approved by State Nodal

Agency prior to sub-delegation of any services to the subcontractor or affiliate. State Nodal

Agency approval of a subcontractor shall not constitute a waiver of any rights State Nodal

Agency may have based on Bidder‟s representations and warranties. Bidder will be fully

responsible for all acts and omissions of its Subcontractors and affiliates. Nothing in this

Contract shall be construed to create any contractual relationship between State Nodal Agency

and any subcontractor or affiliate, nor any Obligation on the part of State Nodal Agency, to pay

or to ensure the payment of any money due to any subcontractor or affiliate.

4.14 OVERALL TERMS & CONDITIONS FOR THE IMPLEMENTATION OF THE PROJECT

The Implementing Agency may go through the Terms and Conditions appended below

thoroughly before bidding for the same.

The entire Space, Infrastructure and Desktop Computer and peripherals for setting up

the Sugam Plus centers across Kangra district will be provided by the State Government

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and the same will remain the property of the state. Any loss to the Infrastructure or

Hardware during the period of contract will be borne by the Implementing Agency.

The implementing Agency will provide necessary Servers, Operating System, Database,

Storage and Licenses for the installation of the Software application for this Project

The end product of the work assignment carried out by the Selected Implementing

Agency, in any form, will be the sole property of the State.

In the first instance the Project will be run by the successful Bidder for the period of three

years. After the completion of contract of three years, the State Government can

consider renewal of the contract or invite fresh bid/tenders.

In case the work is not performed to the satisfaction of the Management the Cash

Security/Bank Guaranteeshall be forfeited and the agreement shall be terminated.

The Selected Bidder shall not outsource the work to any otherAssociate / franchisee /

third party under any circumstances without the prior approval of State Nodal Agency.

The Selected Implementing Agency shall perform the services and carry out its

obligations under the Conditions with due diligence and efficiency, in accordance with

Generally accepted techniques and practices used in the industry and with professional

engineering and training / consulting standard recognized by national / international

professional bodies and shall observe sound management practice. It shall employ

appropriate advanced technology and safe and effective methods. The Selected

Implementing Agency shall always act, in respect of any matter relating to these

Conditions of Empanelment, as faithful advisors to State and shall at all times , support

and safeguard State‟s legitimate interests.

The Selected Implementing Agency automatically agrees with State for honoring all

aspects of fair trade practices in executing the work orders placed by State.

In the event the Selected Implementing Agency or the concerned Division of the

company is taken over / bought over by another company, all the obligations under the

agreement With State, should be passed on the compliance by the new company new

Division in the negotiation for their transfer.

4.15 SERVICE LEVEL AGREEMENT (SLA) AND PENALTY

The purpose of this Service Level Agreement Requirements (hereinafter referred to as SLA) is

to clearly define the levels of service which shall be provided by the Implementing Agency to the

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Nodal Agency for the duration of this contract. The SLA document (to be drafted later) provides

for minimum level of services required as per Contractual obligations based on performance

indicators and measurements thereof. The Bidder shall ensure provisioning of all required

services while monitoring the performance of the same to effectively comply with the

performance levels.

For any delay in the deliverables,a penalty of Rs.5, 000 per week per deliverable for first two

weeks and Rs.10, 000 per week for every subsequent week subjected to maximum of

Rs.50,000.

4.16 ROLES AND RESPONSIBILITIES – STAKE HOLDERS

For the successfully Implementing, Managing and Operating the Sugam Plus Centers, the

Stake Holders i.e. State Government and Software Development Agency need to understand

their respective Roles and Responsibilities.

Stake Holder 1 – State Government:

(1) The entire Space, Infrastructure and Desktop PCs and peripherals for setting up the

Sugam Plus centers across Kangra district will be provided by the State Government

(2) In case the work is not performed to the satisfaction of the Management the Cash

Security/Bank Guaranteeshall be forfeited and the agreement shall be terminated.

Stake Holder 2 – Software Development Agency(SDA):

(1) Bidder will perform Analysis, Design, Development, Testing, Deployment and

Maintenance of application for Sugam Plus,which includes the installation of devices for

tracking the table to table moment of the application using smart electronic tracker with

bar code scanners, SMS query and SMS intimation in all the centers of Sugam Plus.

The Bidder has to provide server at his own cost. Refer Annexure 3 for Server

Configuration.

(2) Bidder will be providing the complete documentation which includes (but not be limited

to) – User Manual, Installation Manual, Operation Manual and Training Manual.

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(3) Bidder will provide the Application Training for Service Delivery Staff and Training for

Department Users/ Government Officials

(4) Bidder will provide Server(s), Operating System, Database, storage, necessary Licenses

for the implementation of application as per clause 2.1

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ANNE XURE

ANNEXURE 1 – ELIGIBILITY BID FORMAT

Sr. No.

Criteria Value Supporting Document attached at Page No. of Eligibility bid

1. Average annual turnover from software development in last three years. Audited Balance Sheets should be attached

2. No. of projects of value more than Rs 5 Lakhs each. Bidder should submit firm purchase orders and user satisfaction/ completion reports in support of claim regarding number of projects executed

3. Experience in e-Governance projects

4. No. of Software professionals on its own roll

5. Manpower to be deployed for this project

Seal & Signature

Date: _________ Place: ________

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ANNEXURE 2 – FORMAT FOR PRE-BID QUERIES

Interested vendors can submit their queries till…………….

The following format should be used while sending the queries.Queries sent in any other

formats shall not be entertained.

Name of the Vendor

Contact Person

E-mail

Phone (Official)

Mobile Number

Address

Query

RFP Section Number

RFP Sub Section

RFP Page Number

For multiple queries, vendor‟s are suggested to make an excel sheet in the format givenabove

and send queries through mail to the concerned person at State Nodal Agency.

NOTE:

(1) For Professional Staff the input should be indicated individually; for

support staff it should be indicated by category

(2) Weeks are counted from the start of the assignment.

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ANNEXURE 3– SERVER CONFIGURATION

3.1 Following are the minimum server configuration that is expected out from Software

Development Agency :

Company: Dell or IBM

Processor: Core i3, Xeon, any latest Intel processor

Memory: 32 GB or higher

Hard disk: 146*3 GB or higher

RAID-5

Operating System: As per application requirement(Enterprise License)

Database: Enterprise License

3.2 Storage (3TB or higher)

For Document Management

The capacity unit include 3 years operation period requirement too

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FORMS

FORM 1 – COVERING LETTER WITH THE PROPOSAL IN RESPONSE TO RFP NOTICE

(To be submitted on the Letterhead of the responding firm)

{Place}

{Date}

To

The Member Secretary (SITEG)-cum- Director (IT),

Department of Information Technology,

Government of Himachal Pradesh,

24, SDA Complex, Kasumpti,

Shimla-171009

Ref: RFP Notification no Date…………..

Subject: Submission of proposal in response to the RFP for “Selection of Software

Development Agency for Analysis, Design, Development, Testing, Deployment and

Maintenance of software for the pilot Implementationof Sugam Plus centers inKangra

District of Himachal Pradesh”

Dear Sir,

1. Having examined the RFP document, we, the undersigned, herewith submit ourproposal in

response to your RFP Notification no…DITdated……for the“Selection of Software



District of Himachal Pradesh” in full conformity with the said RFP document.

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2. We have read the provisions of the RFP document and confirm that these areacceptable to

us. We further declare that additional conditions, variations,deviations, if any, found in our

proposal shall not be given effect to.

3. We agree to abide by this proposal, consisting of this letter, the detailedresponse to the RFP

and all attachments, for a period of 120 days from theclosing date fixed for submission of

proposals as stipulated in the RFPdocument.

4. We agree that in case of we being selected as successful Bidder after Bidevaluation, the

Security of Rs. 1,00,000/-submitted by us in the form ofEMD may beencashedby DIT

Government of Himachal Pradesh, if we do not submit the requisite Performance

BankGuarantee within Thirty days of award of contract for “Selection of Software



District of Himachal Pradesh”.

5. We would like to declare that we are not involved in any major litigation that mayhave an

impact of affecting or compromising the delivery of services as requiredunder this assignment

and we are not under a declaration of ineligibility forcorrupt or fraudulent practices

6. We would like to declare that there is no conflict of interest in the services that wewill be

providing under the terms and conditions of this RFP.

7. We hereby declare that all the information and statements made in this proposalare true and

accept that any misrepresentation contained in it may lead to ourdisqualification.

8. We understand DIT Government of Himachal Pradesh are not bound to shortlist / accept any/

all proposal DIT Himachal Pradesh receive.

Our correspondence details with regards to this proposal are:

S.No.

Information

Details

1 Name of the responding Firm

2 Address of the responding Firm

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3

Name, Designation, Address of

the primary contact person to

whom all references shall be

made during this RFP

Name, Designation, Address of

the secondary contact person to

whom all references shall be

made during this RFP

4

Telephone number of the contact

persons:

5

Mobile number of the contact

persons

6 Fax number of the contact

persons

7

E-mail of the contact persons:

We are enclosing details of our company in the format as given in Form 2.

We hereby declare that our proposal submitted in response to this RFP is made in good faith

and the information contained is true and correct to the best of our knowledge and belief.

Sincerely,

[FIRM‟S NAME]

Name

Title

Signature

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Date

FORM 2 – DETAILS OF RESPONDING FIRM

S.No.

Particulars

Details to be furnished

1

Details of responding firm

Name

Registered Address

Telephone Number

Fax

E-mail

Website

2

Information about responding firm

Status of Firm/ Company

Government/ Public Sector Undertaking proprietary firm partnership firm (if yes, give partnership

deed)

Limited company or limited corporation member of a group of companies (if yes, give name and

address, and description of other companies)

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Subsidiary of a large corporation (if yes give the name and address of the parent organization)

If the company is subsidiary, state what involvement if any, will the parent company have in the

project.

Joint venture consortia (if yes, give name and address of each partner)

Details of Registration (Ref e.g ROC Ref #)

(Enclose certificate of incorporation)

Date

Ref #

Number of professionals (on the rolls of the firm) providing managed services

(excluding temporary staff)

(Enclose a self certificate on the organization Letterhead duly sealed and Signed by HR Head)

Locations and addresses of Key offices (in India and overseas)

NOTE- Enclose a letter signed by Head of HR Department

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FORM 3 – TEAM COMPOSITION AND TASK ASSIGNMENTS

Please indicate composition of teams separately for Implementation and Post Implementation

phases:

Professional Staff

Name of

Staff

Firm

Area of

Expertise

Position

Assigned

Task Assigned

Place of

deployment

This information should be provided for all key staff, such as team leaders, project managers,

technical support staff, etc. The relevant CV‟s of the professional staffs mentioned above are

also required to be given in the format provided in Form-4.

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FORM 4 – CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF TEMPLATE

1. Proposed Position [only one candidate shall be nominated for each position]:

2. Name of Firm [name of firm proposing the staff]:

3. Name of Staff [Insert full name]:

4. Date of Birth:

5. Education (Graduation onwards, any professional degree/certificate)

Name of Degree

College / University

Specialization

Year of Passing

6. Membership of Professional Associations:

7. Other Training [Indicate significant training since degrees]:

8.Countries of Work Experience: [List countries where staff has worked in the last 3

years]:

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9. Languages [For each language indicate proficiency: good, fair, or poor]:

Language

Proficiency

Reading

Writing

Speaking

* Add columns if required

10. Employment Record [Starting with present position, list in reverse order every employment

held by staff member since graduation, giving for each employment (see format here below):

dates of employment, name of employing organization, positions held, Project handled.]:

From [Year]: …...........................To [Year]:….................................

Employer: …....................................................................................

Positions held: ….............................................................................

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Detailed Tasks Assigned Work Undertaken that best illustrates

capability to handle the task assigned

Task 1

Name of the Assignment/ Project:

Year:

Project Status: (Ongoing/Completed on………)

Location:

Client:

Main Project Features:

Position held:

Team Size:

Activities performed:

* Add rows for more tasks

13. Staff is resident / native of:

14. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly

describes myself, my qualifications, and my experience. I understand that any willful

misstatement described herein may lead to my disqualification or dismissal, if engaged.

Date:

[Signature of staff member or authorized representative of the staff]

Day/Month/Year

Full name of authorized representative:

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FORM 5 – FORMAT OF PERFORMANCE BANK GUARANTEE

To

The Director,

Department of Information Technology

Govt. of Himachal Pradesh,

SDA Complex, Kasumpati, Shimla

H.P. – 171009

1. Whereas M/s ……………..(hereinafter called “Vendor”) has to undergo Analysis,

Design, Development, Testing, Deployment and Maintenance of software for the

pilot Implementationof Sugam Plus centers inKangra District of Himachal

Pradeshfor three years as per agreement dated____________ signed between

_____________________________ on behalf of Principal Secretary (IT), Govt. of

Himachal Pradesh (hereinafter called “Client”).

2. NOW THEREFORE KNOW ALL THE MAN THESE PRESENTS THAT WE,_-

__________________________________ having its Head Office

at_____________________________________________________________________

______________________________________________________________________

_____ (hereinafter called “the Bank”) are bound upto the “Client” in the sum of

Rs.______________ (___________________________________) for which payment

will and truly to be made to the “Client”, the Bank binds itself, its successors and

assignees by these presents.

3. “The Bank” further undertakes to pay to the “Client” upto the above amount on receipt of

its first written demand, without the “Client” having to substantiate its demand. The

Client‟s decision in this regard shall be final and shall not be called upon to question

under any circumstances. The Bank Guarantee will remain in force upto__________.

However, its validity can be got extended before ___________ solely at the instance of

the “Client”. This clause shall remain valid not withstanding anything else contained to

the contrary in this document.

4. Our liability under this guarantee is restricted to __________

(______________________________________________) and it will remain enforce

upto ____________ unless a demand in writing is received by the bank on or before

____________, all your rights under the said guarantee shall be forfeited and we shall

be released and discharged from all the liabilities there under.

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5. Sealed with the Common Seal of the said Bank this ________day of ________2011.

In witness whereof the Bluechip Computers e Bank, through its authorized officer, has set its

hand and stamp on this ______ day of _________2011.

For Bank______________________ Witness Signature Name M/s_________________________ ____________________________

____________________________

FORM 6 – TECHNICAL PROPOSAL SUBMISSION FORM


{Place}

{Date}

To

The Member Secretary (SITEG)-cum-Director (IT),




Shimla-171009

Ref: RFP Notification no DIT Date………

Subject: Submission of technical proposal in response to the RFP for “Analysis, Design,

Development, Testing, Deployment and Maintenance of software for the pilot

Implementationof Sugam Plus centers inKangra District of Himachal Pradesh”. File No

DITF()-………

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Dear Sir:

We, the undersigned, offer to provide the services for the“Analysis, Design, Development,

Testing, Deployment and Maintenance of software for the pilot Implementationof Sugam

Plus centers inKangra District of Himachal Pradesh”in accordance with your Request for

Proposaldated ……

Our attached Technical Proposal is based on our full understanding of scope of work and

services and other requirements as mentioned in RFP of the project requirements.

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

FORM 7 FINANCIAL PROPOSAL SUBMISSION FORM


{Place}

{Date}

To

The Member Secretary (SITEG)-cum-Director (IT),




Shimla-171009

Subject: Submission of proposal in response to the RFP for “Analysis, Design, Development,

Testing, Deployment and Maintenance of software for the pilot Implementationof Sugam

Plus centers inKangra District of Himachal Pradesh”File No DIT---- Dated…………

Dear Sir:

We, the undersigned, offer to provide the services for“Analysis, Design, Development, Testing, Deployment and Maintenance of software for the pilot Implementationof

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SugamPlus centers inKangra District of Himachal Pradesh”in accordance with your Request for Proposal dated..…and our Technical Proposal. Our attached Financial Proposal is

for the sum of `……………( in words).This amount is inclusive of taxes, duties and charges and

Leives as applicable. Service tax as and when applicable will be quoted separately.

Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal.

We understand DIT Government of Himachal Pradesh is not bound to accept any/all Proposal it receive.

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

FORM 8 – EXPENDITURE COSTSas per Clause 2.1

S.No.

Items

Total Price

(INR)

Total Price

(In words)

1. Server with Operating

System

2.

Cost of the Application

Software

3. Database with Licenses

4. Storage

Grand Total()

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FORM 9 - PAST EXPERIENCE DETAILS OF THE FIRM

Past Projects

Projects executed by the firm that best

illustrates capability to handle the tasks

Assigned

Project 1

Name of the Assignment/Project:

Year:

Project Status (On going/Completed On…..)

Location:

Client:

Client Contact Details:


Team Size:

Activities Performed

Project 2

Name of the Assignment/Project:

Year:

Project Status (On going/Completed On…..)

Location:

Client:

Client Contact Details:


Team Size:

Activities Performed

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* All client details will be kept confidential

FORM 10 - CHECKLIST OF DOCUMENTS (TO BE SUBMITTED WITH THE PROPOSAL)

S.No.

Requirements

Provided

(Y/N)

Technical Proposal

1 RFP document fee (draft)

2 Earnest Money Deposit (draft)

3 Proposal Cover Letter

4 Declaration against being debarred/ blacklisted by any

Govt./Semi Govt. organization for quality of service product

and any major complaint against the SDA

5 Technical Proposal cover letter

6 Project Schedule and milestone chart

7 Approach and Methodology for design, development and

management of application software

8 Team Composition and Curriculum Vitae (CV) of Proposed

Staff

9 Relevant documents in support for past experience of the

firm (duly signed by designated authority)

10 An undertaking from the SDA stating the compliance with all the

conditions of the Contract and TechnicalSpecifications of the

bidding document/proposal.

11 CDs containing copies (pdf format) of Technical proposal

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12 Letter signed by head of HR Department

13 Relevant proof of experience in Software Development

14 Attach the relevant certification (ISO) or experience certificate of

implementing and maintaining the e-governess projects in State

Districts

Financial Proposal

1 CDs containing copies (pdf format) of Financial Proposal

2 Financial Proposal cover letter

3 Profit and LossAccount Statement. Audited BalanceSheet of the

company registeredunder the IndianCompanies Act 1956

4 Attested Copy ofCertificate ofIncorporation. AttachMOU and

Articles ofAssociations

5 Financial Proposal (Form 7)

Quote on software including Server cost.