final rfp of e-procurment for gomp - mpsedc.com document/tender/0804201503472333.pdf · 3.2....

Private & Confidential

RFP for Customization, Integration, Data Migration, Implementation & Maintenance of e-Procurement Solution for GoMP

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Request for Proposals (RFP)

for

Customization, Integration, Data Migration,

Implementation & Maintenance of

e-Procurement Solution

for

Government of Madhya Pradesh

2012

Madhya Pradesh State Electronic Development Corporation

147, Zone-1, M.P. Nagar, Bhopal- 462001

Phone: 0755-2554107, Email: [email protected], Website:www.mpsedc.com



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Table of Contents

Acronyms................................................................................................................................................. 9

Executive Summary ................................................................................................................................ 10

1. Invitation for Competitive Bidding ...................................................................................................... 11

1.1. RFP Notice ................................................................................................................................... 11

1.2 Critical Information ...................................................................................................................... 12

1.2.1 Time schedule of various Tender related events ..................................................................... 12

1.2.2. Other Important Information related to Bid........................................................................... 13

2. Pre Qualification Criteria .................................................................................................................... 14

3. Introduction ...................................................................................................................................... 16

3.1 Features of Proposed System ........................................................................................................ 16

3.2. e-Procurement Software Functional Vision .................................................................................. 18

3.3. Terms of Reference (ToR)............................................................................................................. 19

3.4. Objectives of the Proposed Solution............................................................................................. 21

3.5. Objectives of RFP ......................................................................................................................... 23

3.6. Implementation Approach ........................................................................................................... 23

3.7. Stakeholders ................................................................................................................................ 24

4. Scope of Work ................................................................................................................................... 25

4.1. Overview of the Current Scenario ................................................................................................ 25

4.2. Current Government Procurement Mechanisms .......................................................................... 25

4.3. Need for New e-Procurement Solution......................................................................................... 25

4.4. Data Migration Requirements ...................................................................................................... 26

4.5. Solution deployment model ......................................................................................................... 26

4.5.1. Client Tier ............................................................................................................................. 26

4.5.2. Web Server Tier .................................................................................................................... 26

4.5.3. Application Server Tier .......................................................................................................... 26

4.5.4. Database Tier ........................................................................................................................ 27

4.6. Functional Requirements of e-Procurement ................................................................................. 27

4.6.1 Basic Functional Requirements of e- Procurement modules.................................................... 28

4.6.1.1 Indent Management system ............................................................................................... 28

4.6.1.2 e-Auction system ................................................................................................................ 30



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4.6.1.3 Contract Management system ............................................................................................ 32

4.6.1.4 Catalogue Management system .......................................................................................... 35

4.7. Technical Requirements ............................................................................................................... 37

4.8 Table of Technical Requirements .................................................................................................. 39

4.9. Software Licenses ........................................................................................................................ 40

4.10. Integration/Interface Requirements ........................................................................................... 40

4.11. Operational Support (For 5 years) .............................................................................................. 41

4.12. Compliance to Guidelines .......................................................................................................... 42

5. Security Requirements ....................................................................................................................... 43

5.1 Information System Security (Compliance/Certification) ............................................................... 43

5.1.1. Web Services Security ..................................................................................................... 43

5.1.2 STQC Certification ........................................................................................................... 43

5.1.3 Authorization .................................................................................................................. 44

5.1.4 Data Integrity and Data Confidentiality ............................................................................ 44

5.1.5 Integrity of Transactions and Communications ................................................................ 44

5.1.6 Non-Repudiation ............................................................................................................. 44

5.1.7 End-to-End Integrity and Confidentiality of Messages ...................................................... 44

5.1.8 Audit Trails ...................................................................................................................... 44

5.1.9 Application Controls ........................................................................................................ 45

5.1.10 Database Controls ........................................................................................................... 45

5.1.11 Additional Security Features ............................................................................................ 45

5.1.12 Backup Management Services ......................................................................................... 46

5.1.13 Maintenance ................................................................................................................... 47

5.2 Audit Requirement ................................................................................................................. 48

5.3 E-Procurement Portal Solution Requirements ......................................................................... 49

5.4 User Registration & Access Control Management Requirements ............................................. 52

5.5 PKI Services Requirements ...................................................................................................... 54

5.6 Database System Requirements .............................................................................................. 55

5.7 Requirements of Solution Integration with Departmental Information System......................... 56

5.8 Interface with Payment Gateway ............................................................................................ 57

5.9 India Localization .................................................................................................................... 58



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5.10 Data Search, input, validation and confirmation ...................................................................... 58

5.11 Documentation ....................................................................................................................... 59

5.12 Overall Solution Security Requirements................................................................................... 60

5.13 Implementation Model/Approach ........................................................................................... 63

5.13.1. Implementation Model with Timelines – O&M for 5 year..................................................... 64

5.13.2. Training .............................................................................................................................. 64

5.14. Governance Structure ................................................................................................................ 65

5.15. Roles & Responsibilities ............................................................................................................. 65

5.15.1. Bidder’s Responsibilities ...................................................................................................... 65

5.15.2. Stakeholder Departments Responsibilities ........................................................................... 66

5.15.3. IT Department Responsibilities ............................................................................................ 66

5.15.4. MPSEDC .............................................................................................................................. 66

5.16. Project Deliverables ................................................................................................................... 67

6. Instruction to Bidders ..................................................................................................................... 68

6.1. Introduction & Issuer ................................................................................................................... 68

6.2. Compliance & Completeness of Response .................................................................................... 68

6.3. Proposal Preparation Costs .......................................................................................................... 69

6.4. Signing of Communication to MPSEDC ......................................................................................... 70

6.5. Cost of RFP .................................................................................................................................. 70

6.6. Transfer of RFP ............................................................................................................................ 70

6.7. Pre-Bid Meeting........................................................................................................................... 70

6.8. Bidder inquiries and MPSEDC’s response...................................................................................... 70

6.9. Clarification on Bid Document ...................................................................................................... 71

6.10. Address for Clarification ............................................................................................................. 71

6.11. Amendment of Bid Document .................................................................................................... 72

6.12. General Instructions .................................................................................................................. 72

6.13. General Eligibility ....................................................................................................................... 73

6.14. Site Visit .................................................................................................................................... 73

6.15. Bid Validity ................................................................................................................................ 73

6.16. Documents Comprising the Bid .................................................................................................. 73

6.17. MPSEDC’s right to modify submission deadline .......................................................................... 74



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6.18. MPSEDC’s right to terminate the process ................................................................................... 74

6.19. Earnest Money Deposit (EMD) ................................................................................................... 75

6.20. Bidding Procedure ..................................................................................................................... 76

I EMD (Original) & Pre Qualification Bid – (2 copies) in one cover ................................................... 76

II Technical Bid - (2 copies) in one cover .......................................................................................... 77

III Commercial Bid - (2 copies) in one cover ..................................................................................... 78

6.21. Authentication of Bid ................................................................................................................. 80

6.22. Validation of interlineations in Bid ............................................................................................. 80

6.23. Language of Bids ........................................................................................................................ 80

6.24. Bid Validity ................................................................................................................................ 80

6.25. Deadline for submission of Bids ................................................................................................. 80

6.26 Late Bid ...................................................................................................................................... 81

6.27. Withdrawal of the Bids .............................................................................................................. 81

6.28. Disqualification of bids ............................................................................................................... 81

6.29. Bid Submission Format .............................................................................................................. 82

6.30. Opening of Bids ......................................................................................................................... 82

6.31 Clarification of Bids during Evaluation ......................................................................................... 82

6.32. Preliminary Examination of the Bids ........................................................................................... 82

6.33. MPSEDC’s Rights to Accept / Reject any or all Proposals ............................................................. 83

6.34. Bid Prices ................................................................................................................................... 83

6.35. Bid Security ............................................................................................................................... 87

6.36. Substantially Responsible Bids ................................................................................................... 87

6.37. Bid Opening and Evaluation ....................................................................................................... 87

6.37.1. Bid Evaluation Committee ................................................................................................... 87

6.37.2. Overall Evaluation ............................................................................................................... 88

6.37.3. Evaluation of Pre-Qualification bids ..................................................................................... 88

6.37.4. Evaluation of Technical bids ................................................................................................ 88

6.37.5 Parameters for technical evaluation (indicative). .................................................................. 90

6.37.6. Commercial Bid Evaluation .................................................................................................. 91

6.38. Overall Evaluation ...................................................................................................................... 92

6.39 Confidentiality ............................................................................................................................ 93



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6.40. Assumptions and Exclusions ....................................................................................................... 93

6.41. Corrupt Fraudulent Practices ..................................................................................................... 93

6.42. Contract Finalization and Award Criteria .................................................................................... 93

7. General Conditions of Contract (GCC) ............................................................................................. 95

7.1 Contract and Interpretation .......................................................................................................... 95

7.2 Confidentiality .............................................................................................................................. 96

7.3 Intellectual Property Rights ........................................................................................................... 97

7.4 Bid Security, Payments, Guarantees and Liabilities ......................................................................... 98

7.4.1. Bid Security (EMD) ................................................................................................................ 98

7.4.2. Performance Bank Guarantee (PBG) ...................................................................................... 98

7.4.3. Payment ............................................................................................................................... 99

7.4.4. Prices .................................................................................................................................... 99

7.4.5. Taxes and Duties ................................................................................................................. 100

7.4.6. Delay in the Bidder Performance ......................................................................................... 100

7.4.7. Liquidated Damages ............................................................................................................ 100

7.4.8. Application of Liquidated Damages ..................................................................................... 101

7.5 Termination for Default .............................................................................................................. 101

7.6 Termination for Insolvency ......................................................................................................... 101

7.7 Force Majeure ............................................................................................................................ 101

7.8 Resolution of Disputes ................................................................................................................ 102

7.9 Governing Language ................................................................................................................... 102

7.10 Applicable law .......................................................................................................................... 102

7.11 No Interest for Performance Guarantee .................................................................................... 102

7.12 Notices ..................................................................................................................................... 102

8. Contract Execution ........................................................................................................................... 103

8.1. Inspections and Acceptance Test ............................................................................................... 103

8.2. The Bidder warrants to MPSEDC ................................................................................................ 103

8.3. Bidder’s Obligations ................................................................................................................... 103

9. Service Level Requirements ............................................................................................................. 105

9.1. Category of SLRs ........................................................................................................................ 105

9.1.1. Deployment SLR ................................................................................................................... 106



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9.1.2. Technical SLR ...................................................................................................................... 107

9.1.3 Operational SLR .................................................................................................................... 108

9.2. Basis of Measurement ............................................................................................................... 110

9.3. Penalty Clause ........................................................................................................................... 112

9.4. SLRs for Helpdesk/ Maintenance ................................................................................................ 113

9.4.1. Penalty Clause for Helpdesk/Maintenance support calls ...................................................... 115

9.5. Project Management Review ..................................................................................................... 115

9.6 Acceptance Criteria..................................................................................................................... 116

10. Special Conditions of the Contract (SCC) ......................................................................................... 117

10.1. Subject Matter of Contract....................................................................................................... 117

10.1.1. Contract Agreement .......................................................................................................... 117

10.1.2. Contract Signing ................................................................................................................ 117

10.2. Payments................................................................................................................................. 117

10.2.1. Contract Price & Payments ................................................................................................ 117

10.2.2. Payment Authority ............................................................................................................ 118

10.2.4. Subcontract ...................................................................................................................... 118

10.2.5. Infrastructure arrangement by Bidder ............................................................................... 118

11. Table of Sample Forms and Procedures........................................................................................... 120

11.1. Bid Form .................................................................................................................................. 120

11.2 Form of Contract Agreement.................................................................................................... 122

Annexure – A: Bid table of contents and Checklists ............................................................................... 125

Stage – I - Bidding (Pre-Qualification Bid) Formats ................................................................................ 126

Form – P#0 : COVERING LETTER FROM THE Bidder ............................................................................ 126

Form - P#1 : FORMATS FOR SUBMISSION OF DETAILS ....................................................................... 133

Form - P#2 : Financial Information for Single bidder / Consortium Member ....................................... 134

Form - P#3 : e-Procurement Implementation Experience .................................................................. 135

Form - P#4 : Quality Certification ...................................................................................................... 136

Form - P#5 : List of Professionals with CV of e-Procurement Experts ................................................. 137

Form – P#6 : Declaration Regarding Clean Track Record & Satisfactory Performance ......................... 138

Stage – II : Bidding (Technical Bid) Formats ........................................................................................... 139

Form – T#1 ....................................................................................................................................... 139



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Form – T#2 : Brief detail of the e-Procurement Project ..................................................................... 141

Stage – III : Bidding (Commercial Bid) Formats ...................................................................................... 142

Form – P#99 : Compliance/Agreed/Enclosed/Deviation Statement ................................................... 143

Annexure 1 : As-Is Report ..................................................................................................................... 144

Annexure 2 : Commercial Bid ............................................................................................................... 152



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Acronyms

ASP Authorize Service Provider

BOOT Build Own Operate Transfer

COTS Commercial Off the Shelf Software

CA Certification Authorities

DSC Digital Signature Certificates

ECV Estimated Contract Value

EMD Earnest Money Deposit

GoMP Government of Madhya Pradesh

IPR Intellectual Property rights

LoI Letter of Intent

LAN Local Area Network

LOI Letter of Intent

MPSEDC Madhya Pradesh State Electronics Development Corporation

MIS Management Information System

MoU Memorandum of Understanding

OEM Original Equipment Manufacturer

PWD Public Works Department

PHE Public Health Engineering

PKI Public Key Infrastructure

PPP Public Private Partnership

RFP Request for Proposal

SP Service Provider

SRS System Requirement Specification

SLA Service Level Agreement

SSL Secure Socket layer

SSP Software Solution Provider

WRD Water Resource Department

WAN Wide Area Network



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Executive Summary

Government of Madhya Pradesh (GoMP) seeks for an end-to-end e-Procurement solution which

should be much more comprehensive than e-Tendering. Since 2006 an e-tendering project was

running in the state and now there is a need to move a step ahead with full solution of e-

procurement. GoMP wish to implement e-Procurement on a Private-Public-Partnership (PPP)

mode. The Service Provider is required to provide e-Procurement as a service and engage on a

Build-Own-Operate (BOO) basis with Transfer – BOO (T) after the period of 5 years. By BOO, it is

meant that the selected private partner shall customize, deploy and maintain the e-Procurement

infrastructure. It should include the modules like Centralized Registration of Contractors, Indent

management, e-Auction, e-Tendering, Contract management, Catalogue management, e-

Payments, Accounting and MIS.

The selected Service Provider shall be responsible for the Data migration from the existing e-

tendering application to the new system. The entire activities like e-procurement solution,

necessary hardware, maintenance, operations, payment gateway integration, ongoing training

to user departments & bidders would be undertaken by the Service Provider along with

Helpdesk services on a 8AM to 10PM on all days to assist Government users and contractors

in using the e-Procurement system. The selected Service Provider needs to bear the entire

Operating expenditure for the project for the entire operational period of 5 years.



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1. Invitation for Competitive Bidding

1.1. RFP Notice

Madhya Pradesh State Electronics Development Corporation (MPSEDC) on behalf of Department

of Information Technology, Government of Madhya Pradesh seek proposals from reputed and

experienced Companies to participate in competitive tendering for a single, unitary, end-to-end

e-Procurement solution in the State. GoMP has implemented e-tendering since year 2006 and

now wishes to move forward with an end-to-end e-Procurement solution for the State

Government departments/ organizations. MPSEDC has decided to implement e-Procurement

solution for all type of procurement and wishes to select a suitable Service Provider, who can

provide this facility.

The Government requires the Service Provider (SP) to provide e-Procurement solution as a

service. The SP needs to provide an entire suite of e-Procurement services to the departments/

agencies of GoMP. This would call for setting up the required infrastructure and deploying an e-

Procurement solution to suit the Government requirements and maintaining the system. The

bidder would be required to Customise, Integrate, Implement and Maintain the web based PKI

enabled e-Procurement solution for GoMP Departments. Interested competent bidders must

submit their bids indicating that they are qualified to perform the services listed above.



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1.2 Critical Information

1.2.1 Time schedule of various Tender related events

Item Description

Bid calling date 17th

October 2012, Wednesday

Date of Sale of RFP document 17th

October 2012, Wednesday

Date, Time & venue for Pre-bid

Conference

31st

October 2012, Wednesday at 11:30 am

3rd

Floor, MPSEDC Building, 147 Zone 1 MP Nagar,

Bhopal

Release of Response to clarifications

On website www.mpsedc.com

On or before 5th

November 2012

Bid Submission date and time 16th

November 2012 till 3:00 pm

Opening of Bids 16th

November 2012 till 3:30 pm

Technical Presentations Would be communicated

Commercial bid opening date and time Would be communicated to qualified bidders

Bid Document Price Rs. 10,000/-

MPSEDC contact person Mr. Nandkishore Brahme,

OSD (e-Procurement)

Phone: 0755-2554107

Email [email protected]

The RFP document fee is Rs 10,000/- to the bidders. The companies which are interested in

participation shall download the soft copy from the MPSEDC website www.mpsedc.com. The

bidders should submit the RFP Document fee in form of a crossed demand draft from any

scheduled/ nationalized bank drawn in favour of “Managing Director, MPSEDC” payable at

Bhopal along with Technical Proposal.



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1.2.2. Other Important Information related to Bid

This section provides important deadlines and associated activities, such as Bid Security

information, Implementation cum Performance Guarantee, O&M Period.

S.No Item Description

1. Earnest Money Deposit (EMD) Rs.5,00,000/- (Rupees Five Lacs only)

2. Bid Validity Period 180 days from the date of opening of bid.

3. EMD Validity Period 180 days from the date of opening of bid.

4. Implementation Period As per the RFP clauses

5. Performance Guarantee Value

(in Rupees) Rs. 30 lacs ( Rupees Thirty Lacs only)

6. Performance Guarantee validity

period 3 Months beyond the contract period

7. Period for submission of Performance

Guarantee

Within 15 days of receipt of letter of

notification of award.

8. Period for signing contract Within 15 days from the date of receipt of

letter of notification of award.

9. Penalty for delay in implementation Please refer penalty clause.

10. O&M Period

The e-Procurement System shall be under

O&M for a period of 5 year from the date of

Go-Live.

11. Address for correspondence in

respect of Technical clarifications

Mr. Nandkishore Brahme,

OSD (e-Procurement)

147, Zone I, M.P. Nagar

Bhopal, Madhya Pradesh

E-mail: [email protected]



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2. Pre Qualification Criteria

This invitation for RFP is open to all those who are eligible to do business in India under relevant

Indian laws as in force at the time of bidding and who fulfil the eligibility criteria mentioned in

this document. The pre-qualification criteria for the participating bidders are as given below:

1. The bidder should be an IT company registered under the Indian Companies Act, 1956

since last 5 (five) years. Incorporation certificate is to be enclosed.

2. Bids can be submitted by an Individual company or a Consortium. (Please refer

*Consortium Criteria)

a. “Consortium**” shall mean more than one company up to a maximum of three

(3) which joins with other companies for complementing skills to undertake the

scope of work defined in this RFP.

b. Memorandum of Understanding (MOU)/Agreement among the members signed

by the Authorized Signatories of the companies dated prior to the submission of

the bid to be submitted in original. The MoU /Agreement shall clearly specify the

prime bidder, stake of each member and outline the roles and responsibilities of

each member. However, complete responsibility from the submission of Bid to the

successful completion of the project lies with the Prime Bidder, in case the other

consortium members fail in their responsibilities.

3. The Bidder (Lead Bidder in case of consortium) should have a minimum of 5 years’

experience in the field of e-procurement domain and shall provide references of at least

five successfully completed/ running e-Procurement projects of Govt. Depts. /PSUs along

with supporting testimonials from them. Any company having experience of running even

a single state wide/ nationwide (India or International) e-Procurement application since

last 5 years would be considered equivalent to the aforesaid criteria. The bidder should

provide work orders, experience certificate and relevant documents in this regard.

4. The bidder should have processed at least 10,000 e-Tenders for Govt. Depts. / PSUs in the

last 3 years as on the date of submission of bids.

5. The bidder’s (prime) development unit should have certification of CMMi Level 3 or

above and BS 7799 / ISO 27001. The bidder should submit a copy of the certificates valid

as on bid calling date.

6. Solution should be PKI enabled and should support industry standard encryption

algorithm conforming to IT Act 2000.



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7. The e-Procurement Application should undergo STQC certification. Certification should be

initiated within three months from the Go-live / Final UAT signoff.

8. The bidder should have the IPR (Intellectual Property Rights) of the proposed e-

Procurement solution so that all type of customization related issues can be addressed by

the bidder.

9. The bidder (Prime) should be a profit making company having earned profits, for last 3

years, with a minimum turnover of Rs. 50 Crore in all of the last 3 years (09-10, 10-11, 11-

12). As documentary proof, Balance Sheet & Profit & Loss A/c is to be submitted.

10. The bidder shall not have been black listed by any State Government, Central

Government or any other Public Sector undertaking or a Corporation as on bid calling

date.

Note:

1. Bidder agencies are advised to study this RFP document carefully before submitting their

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

document is not transferable.

2. Proposals of bidders who do not conform to above PQ criteria will not be considered for

further evaluation and shall be summarily rejected without any separate notice or

assigning any reason whatsoever.

3. The Bidder should have a point of presence in Bhopal or should open a Project Office

within 30 days of receipt of Letter of Intent (LoI). An undertaking to this effect should be

submitted by the bidder on its letter head.

4. An applicant shall not have conflict of interest that may affect the bidding process or the

Bidder (the “Conflict of Interest”). Any applicant found to have a Conflict of Interest shall

be disqualified.



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3. Introduction

The e-governance has become an accepted methodology involving the use of IT to providing

information speedily to all citizens, Improving Public services, improving administrative

efficiency. In this direction Government of Madhya Pradesh (GoMP) has adopted to rollout major

Information Technology Infrastructure project namely State Wide Area Network, State Data

Centre and electronics Infrastructure for e-Procurement and other vital e-governance projects

for the use of ICT in general administration.

GoMP requires the Bidder hereon for Customisation, Integration, Implementation and

Maintenance of Single, Unitary, Web Based e-Procurement Software (Portal) with all the

specified modules (Supplier Management, e-Tendering, e-Auctions, Indent Management,

Contract Management, Catalogue Management, e-Payments, Accounting and MIS) which can be

utilized by all GoMP departments including, local bodies and municipal corporations along with

their vendors. The Bidder has to exhibit its capability to deploy the sought modules.

3.1 Features of Proposed System

1. The Developed Software should be Role Based, Workflow Driven Web Application,

providing real-time bidding solutions for buyers and sellers that bring Efficiency, Control,

and Simplicity.

2. The Developed Software should be compatible with the GoMP Procurement Guidelines,

PSU, World Bank, IRC & MORTH requirements and Centrally Sponsored Scheme (CSS)

guidelines and any other guidelines specified from time to time. It should also compliant

with all relevant Government rules, laws, instructions, acts including provisions of IT Act.

3. Facility for User Authentication & Role based access control. The user ID and Password

policy should be same as of a Certifying Authority.

4. Version archiving and version control.

5. The proposed Software should help both the buyers and the suppliers to reduce the cycle

time, unnecessary paper work, waiting in long queues and simultaneously maintain the

transparency in the entire process. e-Procurement solution will be utilized by



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Government of Madhya Pradesh departments including, local bodies and municipal

corporations along with their vendors. Co-operative Sectors, Public Sectors and other

State Governments can also other authorities can use this solution.

6. The intellectual property rights in anything developed by the Bidder under this RFP

exclusively for MPSEDC and based on information owned by MPSEDC shall vest with

MPSEDC. GoMP shall use existing domain name or can register different domain name for

the installed instance. The software shall be gradually rolled-out across offices in the

Government of Madhya Pradesh.

7. The e-Procurement application shall be a n-tiered (3 or more) architecture with Web,

Application and Database Server & offers a superior level of security with Secure Socket

Layer (SSL) encryption, strong authentication with digital certificates and speed to

conduct real time bidding over the Internet.

8. The e-Procurement software should be Platform and Browser Independent however

browser for all legal purpose is Microsoft Internet explorer 6.0 above. Application must

work on IE 6.0 & above. At the user-end, various users of the e-Procurement system

should be able to use their PCs under MS Windows XP and above and / or Linux with

commonly used office automation tools such as MS office/Star Office/Abode publishing

system along with S-MIME (Secure-Multipurpose Internet Mail Extensions) compliant

email systems and Internet browsers. The Software should support multi platform and

should run on open source & Windows platform as well. GoMP shall provide the Data

centre facility to host the e-Procurement Solution.

9. For the purpose of notional sizing of hardware, the approximate total number of

concurrent online e-Procurement system users may be taken as 500 (approx).

10. The proposed e-Procurement application should be highly robust, scalable. The Bidder

needs to check the scalability, interoperability of its e-Procurement application and the

data on the maximum number of concurrent users and transactions the system can

handle.

11. Detailed User and Operational Manual to be provided to each department.

12. The User Department shall provide Digital Signatures to their Officials that are involved in



MPSEDC of 160

the tendering process and requiring access to the e-procurement systems.

13. An option to view and download the tender document should be provided without

making any payment by the tenderer. However the transaction fee for per tender

processing would be charged from tenderer as per module.

14. The transaction fees would be shared between the Service Provider and the MPSEDC in

90:10 ratios respectively.

15. Data Migration- Bidder shall be responsible for the Data migration from the existing e-

Procurement application to the new system. (Modalities of the data migration will be

finalized after discussions with selected service provider).

MPSEDC as a corporation under the Department of Information Technology, Government of

Madhya Pradesh is the nodal agency for selection of the e-Procurement agency &

implementation of e-Procurement solution on behalf of GoMP. The intellectual property rights in

anything developed under this RFP exclusively for MPSEDC and the information or data owned by

GoMP shall be proprietary to MPSEDC. However, each party shall own and retain its pre-existing

IP. The Bidder shall sign the Non Disclosure Agreement with MPSEDC.

3.2. e-Procurement Software Functional Vision

A web based, State of the Art Secured Solution that provides:

1. Single Platform for Buyers

a. On Line Purchases – Contracts

b. On Line Requisitions, Bidding, Contracting.

c. Web Posting & Distribution of RFPs/RFI/Expression of interest etc.

d. Single Source of Purchase Transaction Data.

2. Single Platform for Suppliers/Vendors

a. Centralized Vendor Registration � To Agencies.

b. All RFI/RFP/opportunities From Agencies

c. IFB/RFP “Push” Technology � To All Eligible Vendors

d. Accept Electronic bids From All Vendors.

e. Facilitate Payment � To Both



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3.3. Terms of Reference (ToR)

Covers full life cycle of purchasing of Goods, Products, Services & works (Indent to Final Payment

on Completion of the work)

� Connects buyers and suppliers through electronic exchange of Tenders, Catalogues,

contracts, POs, invoices etc.

� Create and publish Tender documents

� Sell Tenders

� Receive Bids

� Evaluate Tenders

� Award Contract / PO

� Using e-Tendering, the suppliers can:

• Receive notification of the relevant tenders

• Purchase tenders document

• Submit Bids Online

• Track the status of their bids

� Indent management

� Aggregation of demand

� Tender Hosting

� Tender requisition

� Tender approval

� Tender publishing

� Tender amendments/ corrigendum

� Pre-bid meeting

� Bid submission

� Online receipt of payments

� Bid opening

� Bid evaluation

� Supplier selection

� Letter of award



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� Ordering items with rate contracts

� Catalogue based procurement

� Creation of purchase requisitions from standard catalogues

� Workflows

� Create and output purchase orders

� Receipt and returns

� Supplier Order Management

� Supplier registration for mutually agreed and identified items

� Supply order management

� Price updates

� Auctions

� Forward auctions

� Reverse auctions

� Creation of Contractor /Vendor database

� Vendor uploading their data in the online structured forms

� Updating the data by the Bidder on intervals

� Publication of database in the public domain

� Integration of the database with e-Tendering module for bid submission by the Bidder

� Auto bid evaluation by the user department

� Online application for new registration of contractors

� Renewal of registrations

� Workflow to process the application

� Approval / Rejection of contractors registration

� Black listing/ suspension of contractors

� Contract Monitoring

� Integration with e-Tendering module

� Contract status (physical & financial) online inputs from the field functionaries

� Generation of progress charts/graphs by the software for work/project



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3.4. Objectives of the Proposed Solution

The key objectives of the e-Procurement solution are listed but not limited to:

• Demand Aggregation – The ability to aggregate Government departments demand to

leverage buying power with the supply market.

• Reduced inventory costs – Improved planning and management of inventory leading to

lower levels of inventory

• Internal Arbitrage – Ensuring consistency in goods and services costs at the best price

across all Departments at item level.

• Consistent and sustainable vendor development – Enabling pre-qualified vendors the

opportunity to access other government departments.

• Transactional Effectiveness – Eliminating or automating non-value adding steps within

the procurement to enable efficient and effective processes.

• Total Cost of Ownership – Understanding the supply chain and life cycle costs in

procurement to establish value adding supply relationships leading to reduced cost of

doing business for both government and industry

• Effective Tender processing - Use of different types of e-Auctions to get better deals

• Open Platform – Level playing field and fair competitive platform for the suppliers

• Disposals – Accessing a wider customer base when disposing of redundant assets

• Smart governance – Increased transparency, monitoring and control of procurement

process.

• Scalability: The Bidder's proposed / developed e-Procurement software should be highly

robust, scalable and proven. The Bidder needs to check the scalability of its e-

Procurement application and the data on the maximum number of concurrent users and

transactions the system can handle.

• Security: offer a superior level of security with Secure Socket Layer (SSL) encryption,

strong authentication with digital certificates and speed to conduct real time bidding over

the Internet e-Procurement has secured demonstrable benefits to the stake holders by

providing transparency, cost and time savings, improved efficiency and decreased the

scope for corrupt practices.



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• The Software should be configurable to create various types of the following users on the

portal to be set up using the aforesaid software. Software to support creation of

Administrative hierarchy, using adequately secured passwords with digital signatures in

addition to user ID & PKI support

I. Authorized personnel from the GoMP or whosoever is designated authority;

II. Authorized personnel from the supplier organizations of GoMP;

III. System Administrators of GoMP or supplier organization;

IV. Super user of GoMP to control all operations on the e-Procurement Portal; and

V. Any other user such as payment gateway providers or as per the architecture of

the proposed Software by the Bidder / consortium

VI. Payment gateway details shall be provided by GoMP and bidder shall integrate

the same as per the specifications provided.

• Compliance: The Software services must be PKI enabled so as to ensure secure and

authenticated access and transactions which are in conformity with the IT Act 2000 and

any further amendments issued by the Government of India (GoI).

• Availability: To ensure full availability of web site during working hours, alternative

facilities should be provided.



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3.5. Objectives of RFP

The objective of MPSEDC’s e-Procurement solution is to develop a coordinated approach to

attain leading procurement practices across the government departments. In order to achieve

the objective MPSEDC desires to utilize new technologies and applications to create a suitable

comprehensive e-Procurement solution that meets the present and future requirements of

various departments of GoMP and also other entities. The e-Procurement solution can be utilized

by all GoMP departments including, local bodies and municipal corporations along with their

vendors. Co-operative sectors, public sectors, world bank funded projects, centrally sponsored

schemes, other state government and other authorities can also use this solution.

3.6. Implementation Approach

GoMP proposes to implement new e-Procurement system in a phased manner across

departments in the State. The Software must be Internet based and accessible by both

Government employees and the contractor community from all over the world. The services shall

be made available to the government employees through internet by MPSEDC.

In the first phase, MPSEDC requires to implement the following specified modules across all the

departments of GoMP.

a. Registration of Suppliers/ Contractors

b. Indent Management

c. e-Tendering

d. e-Auctions

e. e-Payments

f. MIS & Accounting

Once the infrastructure & software development is completed, the bidder has to implement the

solution on pilot basis that would comprise of all the department/ agencies on board who are

currently using e-tendering solution and test solution till the successful completion of the pilot.

The Go-Live date would be considered with effect from the clearance of First phase Pilot

implementation.



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In the second phase, MPSEDC requires to implement the other modules (Contract Management

& Catalogue Management) on pilot basis in few selected departments. Then, when the Bidder

has exhibited its capability to deploy the sought modules, the system shall be gradually rolled-

out across all the departments in the Government.

3.7. Stakeholders

The current stakeholders are all GoMP departments including, local bodies and municipal

corporations along with their vendors. So far 70 Departments/Agencies/PSU’s & Corporations,

Universities and urban local bodies and any other agency identified by GoMP are using the e-

tendering services.



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4. Scope of Work

4.1. Overview of the Current Scenario

Departments procure goods and services depending on specific needs. Types of procurement can

be broadly classified as:

i. Procurement of goods and services

ii. Procurement of works (projects)

Goods/Services are procured both centrally and from individual locations. Departments such as

MP Laghu Udhog Nigam, NICSI & Directorate General of Supplies & Disposals (DGS&D) procure

centrally on behalf of other departments. These are typically of high value such as IT

infrastructure equipment and huge projects. Procurement of low value items is usually done

locally. The delivery of goods is done at the premises of individual users. The payments are made

by the respective PAOs (Pay and Accounts Officers).

4.2. Current Government Procurement Mechanisms

Government of Madhya Pradesh is the one of the pioneering state in India to embark upon e-

tendering by adopting the information Technology tools for public procurements. The GoMP e-

Procurement system is on portal http://mpeprocurement.gov.in/. The initiative has proved that

transparency; fairness and equal opportunity to private entrepreneurs who bid for Govt.

Contracts, sell products or expertise to Govt. agencies will evolve a competitive market and

contribute significantly to a vibrant economy. So far 70 Departments/agencies are using the

e-tendering service. The current “As-Is” scenario is annexed as Annexure-1

4.3. Need for New e-Procurement Solution

Since 2006 an e-tendering project was running in the state and now there is a need to move a

step ahead with full solution of e-procurement. Government of Madhya Pradesh (GoMP) seeks

for an end-to-end e-Procurement system which should be much more comprehensive than e-

Tendering. The existing e-Procurement system of GoMP needs much more improvements to

cater the present needs and also to provide more convenience to the users by way of providing

much more user friendly with superior security features. The existing e-Procurement system is



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confined to the following few modules.

i. Registration of Suppliers/ Contractors

ii. e-Tendering for all the department processes

iii. Limited Management Information Systems (MIS)

Keeping view of the present requirements and to have a comprehensive e-Procurement system

with complete end to end e-Procurement solution which is to be owned by MPSEDC this RFP is

invited.

4.4. Data Migration Requirements

Data Migration includes the following:

1. Extraction of existing data from the legacy systems;

2. Cleansing and formatting of data extracted from the legacy systems;

3. Creation of new/additional data mandatory in the new system covering the past years.

4. Uploading of these data to the new system;

4.5. Solution deployment model

e-Procurement application shall be a 3 or more tiered architecture with web, application and

database server farms. Each tier shall be scaled independently, both vertically and horizontally,

to address the performance and scalability requirements.

4.5.1. Client Tier

The client tier shall run in a browser and uses HTML for presentation. The client communicates

with the web server tier using HTTP or HTTPS.

4.5.2. Web Server Tier

The web server manages static images and pages and passes client requests from the browsers

to the application server tier using HTTP.

4.5.3. Application Server Tier

The application servers (buyer management, supplier management etc.,) are multi-threaded



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applications with two main areas of logical functionality:

� Managing and supplying object data, including database interaction

� Handling client request and generating HTML as a response.

4.5.4. Database Tier

The e-Procurement application suite shall use standard relational database platform for object

persistence - all business object data shall be stored in the database.

4.6. Functional Requirements of e-Procurement

The e-Procurement software should be capable of handling limited tenders, open tenders, global

tenders, reverse auction and auction sale etc. Web software shall support email, SMS, payment

gateway and digital certification certified by Certification Authorities (CA). The e-Procurement

application requires integration with legacy systems and Bank payment gateways which should

be undertaken by service provider in consultation with MPSEDC. It should also support the

ASP/SAAS requirements. In addition to the above, the software must have a well-built MIS

reporting system.

Dissemination of tender and other procurement information from the GoMP e-Procurement

website. This will involve only posting of such information on the site and shall not involve any

backend workflows or automation of process thereof. This can be on current & future tendering

opportunities, general guidelines for doing business with the Govt., new supplier registration etc.



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4.6.1 Basic Functional Requirements of e- Procurement modules

4.6.1.1 Indent Management system

Sl. No. Feature Functional Requirement

1 Indent

Creation

Facilitate online creation of the works and goods indents in

standardized formats.

Facilitate upload of documents (Drawings-scanned or CAD format,

technical specifications, etc.) with the indent.

The system should auto generate a unique indent number for

each new indent.

2 Demand Aggregation

In case of goods procurement, provide online templates for

demand estimation from several departmental locations.

Support consolidation of several indents into a single indent by

a centralized indenting authority.

3 Estimate Preparation

In case of works and goods procurements facilitate

preparation of estimates (value put to tender).

In case of goods procurement, support cost estimation using the

last RC‟s price or other price as specified by the indent creator.

In case of works procurement, facilitate storing of the Schedule

of Rates (SOR) in the system for use during the preparation of the

estimate.

Facilitate uploading of the SOR through excel file.

In case of works procurement, support estimate generation.



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4 Indent

Approval

Workflow

Facilitate hierarchy-based workflow in the system for creation

and approval of the indent.

In the workflow system, comments made by an approver at each

stage or creator should be frozen, stored and viewable.

In case of works procurement, facilitate the workflow for

creation and approvals (Administrative & Technical Approvals) of

plans and estimates.

Facilitate configuration of separate workflows depending on

the type & value of work selected at the time of creating the

indent (e.g. major or minor work, original or repair, etc.).

Maintain auditable logs of all indent actions (creation, approvals,

rejections, etc)

5 Indent

Approval

Facilitate online review of submitted indent by the approver. In case of works procurement, support use of Digital Certificates

for providing administrative approval and technical sanction

online.

Facilitate providing comments, etc. with the indent. System

should capture comments of the approvers at each stage.

Update/cancel the indent number based on the results of the

review by the authorized approver.

Provision for modifications/ amendments after publication of

indent.



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6 Identification

of indents

under project

code

Allow linking of the indent number with the overall project code,

if the procurement is part of a bigger project with multiple

procurements (indents).

Facilitate computation of the overall project expenditure based

on the expenditures of the individual procurements (indents)

linked to the project code.

7 Integration

with

Budgeting/

Project

Management Module

Allow integration with existing budgeting/project management

module or back-office application to facilitate validation of

project (indent) cost with available departmental budget, to

avoid project cost overruns.

8 Indent

Tracking

Allow tracking of the indent throughout the creation and

approval cycle using the unique indent number.

4.6.1.2 e-Auction system

Sl.

No. Feature Functional Requirement

1 Create Online Auction

Provide simplified menu based workflow to create online

auction by the Auction Administrator.

Facilitate specification of various auction parameters.

2 Online Bidding

during Live

Auction

Facilitate proxy bidding for contractors, if decided by the

department.

Provide a tabular view of auction items allowing fast and easy

bidding by contractors in case of multiple line items



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3 Auction Types Support multiple types of auction.

Support multi variable bidding, assigning weights to different

variables and use of formulae in an auction.

Support dependent auctions i.e. it should open an auction

only on the successful completion of the previous auction.

Support for parcel auctions – bidders can either place one bid

for the whole lot or individual bids for each component that

makes up a lot.

4 Advanced

Auction Features

Allow department to assign weights to different contractors

based on their past performance and quality in an auction.

5 Auction Viewing

and Monitoring

Allow viewing of the lowest going price in real time, by the

bidders.

Allow Inviting Officer to view history of items and price bids

during the live auction and after with date and time stamp.

Disallow divulging the identity of the participating bidders on

the system.

6 Online Auction

Features

The system should be flexible to allow defining several

categories, sub-categories and attributes for an item,

Customizing auction rules to fit departmental need,

Permitting both auto-approval and manual approval of auction

results, Changing of auction data by the Auction Administrator or

departmental administrator at any time.

7 Bidder Administration

Provide a bidder administration module to add, delete, enable

or disable the contractors or contractor group.



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4.6.1.3 Contract Management system

Sl.

No. Feature Functional Requirement

1 Online Contract

Template

Library

Template library for contracts with common set of terms and

conditions. Further, user should be able to define the contract

on the selected vendor.

2 Online Issue of

Work Order

The system should verify receipt of digitally signed

undertaking (in response to the Tender Acceptance Notice)

from the contractor before allowing issue of Work Order.

Allow issue of Work Order to the selected contractor online.

3 Integration With

Tendering

Module

Facilitate instant availability of information on contract terms

and conditions, payment conditions, delay clauses, etc. to the

Contract Management module.

Facilitate processing of contractor payments based on the

contract information available from the Tendering Module.

4 Integration with

Project

Accounting

Module

Facilitate tracking previous payments/advances released to a

contractor, cost overruns, etc via integration with the Project

Accounting Module.



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5 Online

Measurement

Book in case of

works contracts

Allow initiation of online measurement book.

Enable contractor’s login to access and update completed

work information in the online measurement book.

Freeze the details of the measurement book, while it is sent

from one official to another in the workflow.

Time stamp the file while it moves from one desk to another.

Support uploading of measurements in the form of pre-

specified excel spreadsheet, text, etc. formats. Facilitate the filing of deviation requests (variations in project

scope, work content, etc) by the contractor.

Send alerts to contractors and departmental staff on critical

dates for updating the online measurement book, verification of

measurement book, generation of bill, bill approval, and

release of payment, etc. The dates to be available from the contract agreement details transferred from the tendering

module.



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6 Contract Status

Tracking

Track a contract through various stages- Active, close,

terminated.

Support pre-contract stages such as under construction

(contract document under construction) and under

negotiation (negotiations underway between department and

contractor).

Facilitate login of concerned departmental officials for the

purpose of entering project related information and for

providing approvals at various stages.

Allow entry of third party verification information on project

progress, quality control in the system.

Designated staff should be able to upload inspection reports,

photographs, etc. on the system for review of higher up

authorities.

Allow documents, as necessary, to be attached with the 7 Project Analytics

Capture information on project analytics, such as percent of

work completed against time elapsed, corresponding

payments made, work extensions, delays, etc. for the purpose of

generating reports.



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8 Automatic Bill Support automatic generation of the bill based on verified MB

entries, and other contract agreement terms and conditions.

Apply to the bill any service tax, sales tax, etc. as applicable

locally.

Track project delays on the part of the contractor and apply

penalty clauses accordingly at the time of preparation of the

bill.

Track delays in payment to the contractor, and apply interest

payment clauses as per the terms and conditions of the contract

agreement.

9 Audit Trail Maintain all reports/audit trails as required for the AG’s audit purpose.

Compliance with relevant provisions of the Works Manual,

Account Code, Finance Code, and appropriate statute, etc.

4.6.1.4 Catalogue Management system

Sl.

No.

Feature Functional Requirement

1 Online Rate

Contract

Repository

Make available online the various attributes of the rate

contracts negotiated by a nodal agency.

2 Online RC database

Store the information on concluded rate contracts in a

database format.



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3 Online Search Allow end users to view the rate contract database (option)

provided they had logged in.

Have both simple and advanced search functionalities.

Allow categorization of rate contracts and locating rate

contracts through browsing.

4

Rate Contract

creation

Provide a simple, form-based system to upload the rate-

contract information.

5 Online Rate

Contract Validity

Management

Warn the rate contract negotiating official about the expiry of

rate contracts.

Provide a system for administering the rate contracts.

Maintain a separate file for each of the rate-contracts

negotiated.



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4.7. Technical Requirements

This section details the requirements of the e-Procurement Software from a technical

perspective. In response to the RFP, the service provider shall propose their technical solution

meeting the software requirements. Some of the requirements and guidelines are indicative and

thus open-ended to which the vendors are required to provide descriptive responses explaining

the manner in which the specified requirements are addressed in their solution.

4.7.1. The server-end software should be platform independent and able to run on

Microsoft Windows Server and LINUX Operating System environment. At the user-

end, various users of the e-Procurement software should be able to use their PCs

under MS Windows XP and above and/or Linux with commonly used office

automation tools such as MS office/Star Office/Abode publishing system along with S-

MIME compliant email systems and Internet browsers.

4.7.2. The e-Procurement Software must be compliant to international open standards at

various levels such as schema definition, security, document management, E-mail/File

Transfer Protocol (FTP) etc. Any proprietary component of the software which is not

compliant to international standards should be clearly mentioned. Proprietary

components, if any, in the e-Procurement software should be downloadable from the

portal-server by each user for creating tenders and procurement methodologies at its

end, which may include provision for bid submission and signing/encryption of the

document except the Digital Signature Certificates (DSCs).

4.7.3. Technical Specifications for Design & Development of e-Procurement system

1. The e-Procurement software should be capable of handling limited tenders, open

tenders, global tenders, reverse auction and auction sale etc.

2. Web software shall integrate Payment, SMS, email gateways and digital signature

certificates certified by GoMP.



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3. Vendor should indicate the software technologies used for writing the application

software with comment on back-end/front-end integration with the existing

hardware / software available.

4. e-Procurement software should be capable for adoption for supporting different

kind of formats of tenders, tender conditions and output reports.

5. The e-Procurement system should run in complete secured environment with

following minimum features and Bidder should be able to successfully

demonstrate each of these:

� User ID and access control through password and Digital Signature

Certificate

� Hierarchical set up with pre-defined roles and access levels with specific

permission for overriding default roles by proper authority.

� Data encryption with PKI support certified by GoMP 256 or higher bit

encryption with SSL Security or equivalent must be provided for Data Flow

and Data encryption during Storage in Data Box.

� Audit trail with log files for each & every event for diagnostic & Auditing

purposes.

� Intrusion detection & protection security features. The Vendor shall

provide firewall and IPS as part of the SDC.

� Digital time stamping provision on each document.

� MIS report features on tenders, evaluation, tabulations and procurement

spending.

� Provision for attachment of drawings on electronic tenders.

� Payment Gateway enabled features.

� Adoption of Industry standard symmetric/asymmetric algorithm. Vendors

to specify the standard of algorithm adopted in the software.

� Provision of database(s) for every activity.

� Provision of sending automated email/SMS to tenderers’. Vendor shall

provide SMS gateways and e-Mail SMTP details to send the SMS or Mail.



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4.8 Table of Technical Requirements

S.No. Description

1 The solution offered should be Uni-Code Compliant.

2 The solution offered should be Service Oriented Architecture complaint.

3 The solution shall support 3 or more tiered & Internet Architecture.

4 The solution should be natively built on 64 bit Operating System.

5 Should support Application & database clustering & Load Balancing.

6 The solution should provide an Architecture which can be integrated with third party

/ legacy applications using the build-in Integration tools technology.

7 Ability to maintain Log of Transactions.

8 The solution should include tools / mechanism for System, Database & performance

measurement activates.

9 To support GUI and Web based User Interface.

10 Ability to support multi currency operations.

11 Ability to generate report output directly in excel, PDF, text, XML ,HTML or such

other file types.

12 The solution shall be able to import data from various formats (Text, Excel, XML etc.).

13 The future versions of the solution shall support functionalities provided in the

earlier versions.

14 Ability to provide MIS dashboards for senior management.

15 It should have import/export tools as well as APIs that will allow users to easily

manage content and documents during staging, back-up, offline usage and

deployment.

16 The solution shall be capable of being deployed on multiple OS platforms like Linux,

Unix and Windows



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17 Ability to support XML, WML, SOAP by the solution to integrate with other systems.

18 Ability to support role based access control.

19 Shall facilitate the system administrator to

� Add

� Delete

� Modify

� Password reset

� Restrict

for the user profiles.

20 Ability to provide automatic time out (log out) for user.

4.9. Software Licenses

The software licenses required if any shall be procured by the bidder. The system software

licenses required shall be genuine, perpetual, full use and should provide patches, fixes, security

updates directly from the OEM at no additional cost to MPSEDC / GoMP for the entire period of

contract. All the licenses and support should be in the name of MPSEDC. However, if the

software is open source then this provision shall not be applicable.

4.10. Integration/Interface Requirements

The implementation of the developed e-Procurement application requires integration with the

existing legacy systems & interfacing with the various user departments. The bidders shall

provide open APIs for interface with future e-commerce / m-commerce /ERP applications. The e-

Procurement system should support integration of payment gateway for electronic payment

through web towards the tender fees, earnest money and security money etc. with all security

standards in place and the Bidder shall facilitate the integration as per requirements. The e-

Procurement application must be integrated with the payment gateway & should allow bidders

to remit the funds via NEFT / RTGS. The bidder should be able to make the EMD & document fees

payment online. Also it should have a provision to get EMD automatically refunded via NEFT to

his/her account for the unsuccessful bidders.



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4.11. Operational Support (For 5 years)

The responsibilities of the bidder include, but are not limited to, the following:

• The operation support for end-to-end e-procurement system would be for 5 years that

would be starting from the Go-live date. The O&M period can be further extended on or

before the expiration of the contract on mutually agreed terms & conditions with the

consent of both Parties.

• Support for the all system and associated components of the e-Procurement solution

during 8 AM to 8 PM during all the days through an onsite support team of minimum

dedicated three members. The bidder has to suggest the exact requirements to meet the

SLAs. At least two resources should be full time for the helpdesk.

• Ensuring that the system is available as per the prescribed SLAs. The Bidder should install/

develop his/her own tools for monitoring the SLAs.

• Re-installations, in the event of system crash/failures.

• Develop Standard Operating Procedures (SOPs)

• Over all monitoring and management of the systems implemented, which includes

administration of Networks, UPS and all other services ancillary to these facilities, in

compliance with standards and specifications.

• Ensure overall security of the solution for protection of all the servers and systems

implemented for the project,.

• Backup of operating system, database and application as per stipulated policies which will

be defined by GoMP.

• Monitoring and enhancement of the performance of scheduled backups, schedule regular

testing of backups and ensure adherence to related retention policies. Retention policies

shall be defined by GoMP. SAN storage and other related infrastructure for backup shall

be provided by GoMP.

• Reactive maintenance that is intended to troubleshoot the system with sufficient teams

positioned at key places

• Performance tuning of the system as may be needed to comply with SLA requirements on

a continuous basis.



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• Escalation and co-ordination with other partners for problem resolution wherever

required.

• System administration tasks such as creating and managing users, taking backups etc.

• Whenever a component has to be replaced because of technical, functional,

manufacturing or any other problem, it shall be replaced with a component of the same

make or higher configuration. If the components are not available same shall be mutually

agreed and replaced with appropriate approved components.

4.12. Compliance to Guidelines

Bidders to ensure incorporate the guidelines as a must for the e-Procurement

System/Application. It should comply with guidelines issued by CVC/ NIC/ DIT/ GFR/ GIGW or any

other guidelines with respect to procurements issued by the Authorized Agencies from time to

time.



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5. Security Requirements

5.1 Information System Security (Compliance/Certification)

Quality certification of the e-Procurement Project components i.e. application is mandatory. The

software solution shall contain all suitable security features like DDOS, any virus attack or hackers

and vulnerabilities as mentioned in STQC 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.

To facilitate secured transactions, reliable data availability 24x7x365, confidentiality and

authentication, the following security controls are proposed for the solution:

5.1.1. Web Services Security

All aspects of Web services including routing, management, publication, and discovery should be

performed in a secure manner. Web services implementers must be able to utilize security

services such as authentication, authorization, encryption and auditing. Encryption of data shall

take place at client level itself. Application server shall provide SSL security. Adherence to all

security guidelines issued by Govt. of India from time to time.

5.1.2 STQC Certification

The STQC will be the designated agency to perform the task of providing compliance, conformity

assessment and quality certification. Security Feature of the incoming Bid(s) in the e-

Procurement System should have but not limited to, the following feature(s):

� The bids shall be encrypted using PKI at the bidders’ end with adequate secured level.

� The bid flow must also be further encrypted when it leaves the bidders.

� Encrypted bids should get stored in a time lock electronic tender box. And opening shall

be permitted by the authorised officers only, supported by digital certification certified by

Certifying Agency.

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

Systems Security Policies and Guidelines issued by STQC.



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5.1.3 Authorization

Authorization is needed in order to control access to resources. Once authenticated,

authorization mechanisms control the requester access to appropriate system resources. There

should be controlled access to systems and their components. Policy determines the access

rights of a requester. The principle of least privilege access should be used when access rights are

given to a requester.

5.1.4 Data Integrity and Data Confidentiality

Data integrity techniques shall be deployed to ensure that information has not been altered, or

modified during transmission without detection. Data confidentiality features to be applied to

ensure that the data is only accessible by the intended parties.

5.1.5 Integrity of Transactions and Communications

This is needed to ensure that the business process was done properly and the flow of operations

was executed in correct manner.

5.1.6 Non-Repudiation

The application shall have the Non-repudiation security services to protect a party to a

transaction against false denial of the occurrence of that transaction by another party.

5.1.7 End-to-End Integrity and Confidentiality of Messages

The integrity and confidentiality of messages must be ensured even in the presence of

intermediaries.

5.1.8 Audit Trails

The design and implementation shall ensure audit trails to trace user access and behaviour, also

to ensure system integrity through verification. Audit trails shall play the role of an audit guard

that can monitor; watch resources and other agents, validating those obligations that have been

established are respected and/or discharged.



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5.1.9 Application Controls

Application controls must be designed such that the roles are assigned to the right controls:

• Access Controls

• Input & Output Controls

• Processing Controls

• Monitoring Transaction processing

• Authorization Controls

• Interface Controls

• Data Integrity / File Continuity Controls

• Output controls

• Change control procedures

• Version Controls

5.1.10 Database Controls

The design shall ensure the data integrity controls Atomicity, Consistency, Isolation, and

Durability. The database controls for online Transaction processing systems like Access to

database directly, Access to database through application, Access to log files, Access by the

remote terminals, DBA Controls, Backup policy and backup procedures.

5.1.11 Additional Security Features

a. Electronic tender box must be time locked and opening should be permitted by

authorized officers, supported by Digital Certification certified by GoMP.

b. Software must support authentication and authorization of each supplier for each tender.

c. Freezing of each bid will be done by digital counter signatures by the tender opening

officials.

d. Support of advanced biometric technology for security and authentication of electronic

documentation to establish unique identity with electronic signature.

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

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



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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.

g. In general, the Bidder shall ensure the following:

I. Integration of all security components used in the department network

II. Secured network access provision for all authorized users

III. Ability to detect and control any unauthorized access to the system

IV. Secure data transaction within department

V. Appropriate Anti Virus rules and general security policies.

VI. Shall filter packets based on protocol, source & destination address, source &

destination ports, interface of the firewall that the packet entered

VII. Proxy operations shall, at a minimum, be operable on the content of SMTP, FTP

and HTTP protocol traffic

VIII. Shall perform inspection of connections.

IX. Support for protection of common internet applications like mail, DNS, AAA, etc.

and shall prevent IP Spoofing & Denial of Service Attacks.

X. Shall be able to filter malicious viz. Java Applets, ActiveX.

XI. Shall log different type of events viz. Traffic allowed, denied etc. in standard

formats. Filters shall allow viewing of different events based on IP address,

network numbers, connection types, domain names, date & time etc.

XII. Shall have facility to query the logs and display the appropriate results

XIII. Should support 24/7 Security Update Service

XIV. Adherence to all security guidelines issued by Govt. of India from time to time.

5.1.12 Backup Management Services

The Bidder shall provide for backup management services (conduct regular backups and

restoration (if required), of critical data and systems to achieve the required service level). The

activities shall include:

i. Backup of operating system, database and application as per stipulated policies.



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ii. Monitoring and enhancement of the performance of scheduled backups, schedule

regular testing of backups and ensure adherence to related retention policies.

iii. Ensuring prompt execution of on-demand backups of volumes, files and database

applications whenever required by User Departments or in case of upgrades and

configuration changes to the system.

iv. Real-time monitoring, log maintenance and reporting of backup status on a regular

basis. Prompt problem resolution in case of failures in the backup processes.

5.1.13 Maintenance

The Bidder should define and indicate the preventive maintenance schedule and procedure. Any

special tools/ instruments/ equipments required carrying out the preventive and break down

maintenance of the system offered should be clearly indicated and offered to department by the

selected bidder at no extra cost.



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5.2 Audit Requirement

The IS security audit is an annual activity and the service provider should facilitate it by

complying with noted deviations. The IS Audit shall be carried out by STQC.

Features Requirement

Audit Trail I. Information contained within Data records generated within

the System must be capable of being documented for audit

purposes, i.e. to form an Audit Trail.

II. Allow Audit Trails to be configurable to meet individual

Department requirements.

III. If the information is updated from the initial entry, all update

information, through to the current form, must be recorded in

an Audit Trail.

IV. The system must be able to log all the activities, up to field

level, carried out on the system by any user.

Audit Trail Security I. Data that has been Audit Stamped must not be physically

deleted from the System until it has been Archived.

II. It must not be possible to alter Audit Trail information using

the System or other utilities.

Printing of Audit Log I. The activity log should be printable.

II. It must be possible to select ranges of appropriate Audit Trails

to be printed at any one time.

Search Facility The administrator should be able to make intelligent search on the

log based on user name, time period, type of activity, etc.



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5.3 E-Procurement Portal Solution Requirements


Provide Platform Layer The online procurement needs of various departments of Madhya

Pradesh Government shall be addressed through single, unitary

platform.

Transaction Security i. The e-Procurement Software proposed by the Bidder shall ensure

that the bids submitted by the suppliers are encrypted, using at

least 256 bit encryption, and should be ensured that such

encrypted bids cannot be viewed by any one till the commercial

bids are officially opened by the respective government officials

ii. The commercial bids submitted by the suppliers from the client

machines (browsers) shall be transported to the server in an

encrypted format and shall remain in encrypted format till the

opening of such commercial bids by authorized govt. Officials.

Portal Security Provide security features like User authentication, authorization,

role based access; rules based access, ACLs etc and should be able

to work with user information repositories including standard

relational databases and identity management systems.

Portal Presentation I. Provide consistent look & feel to the users and the

standards shall be defined for content, structure and

presentation of the portal.

II. These standards should be applied and followed

throughout the portal.

Metadata Directory I. Shall provide Metadata directories or indexes for data

about the data available in the e Procurement solution.

II. The search engine should be integrated with the metadata



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directory or any other data sources created for the content

in the e Procurement solution, which enables efficient

retrieval of the information within the portal and the

database based on the access to the user.

Caching Provide caching at multiple levels including page/sections in the

page, which improves the performance of the portal, in terms of

the speed at which content is delivered to users, by caching

frequently accessed information.

Content Management Provide import/export tools as well as APIs so as to easily manage

content and documents during staging, back-up, offline usage and

for deployment.

Portal Usage Analytics I. Provide interface that manages and creates reports on

Software usage and the analysis of user or system behaviour.

Metrics that are logged shall pertain to portal user network

demographics as well as click through behaviour.

II. Enable these metrics to be analyzed in order to derive user

trends.

III. Shall provide trend analysis facility to record usage behaviour

patterns providing forward-looking predictions of

department user/supplier interests in the solution.

Interfacing to Other

Software

I. Support interfacing with participating departments’ legacy

software’s such as an inventory management system, if

available.

II. Include a standards (preferably web services) based

connector for easy integration with the legacy software.

The software should be multi platform, multi browser based.



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Note: Any supplier/Bidder/service provider having digital signature,

the e-Procurement software should accept such digital signature

also.

User Interface and

Usability

i. Operate over the Internet and through any web browser.

ii. The Software must not require the installation of Software on

User’s personal computers other than software normally

associated with web browser operation.

iii. All functional areas must employ a consistent look and feel

across all functions.



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5.4 User Registration & Access Control Management Requirements


User Registration

Services

I. Should enable department users and suppliers to register

with the Software using both the User Id/Password and

Digital Certificates as required for the services catered

through the solution. The Software shall facilitate usage of

digital certificates issued by authorized PKI vendors

adhering to IT Act 2000 and approved by CCA. The Software

should interface with the new interoperability guidelines of

CCA.

II. Should provide detailed instructions for obtaining and

usage of Digital Certificates on e-Procurement portal.

III. Should enable registration of users with multiple levels of

access and authorization privileges.

User Authentication

Services

I. Support authentication mechanisms including User

Id/Password and digital Certificates issued by CA’s

approved by CCA.

II. Be able to integrate with leading PKI vendors adhering to

the IT ACT 2000 and approved by CCA.

III. Once authenticated, users should be allowed to access the

services for which he/she has enrolled and for which access

has been provided.

User Management,

Auditing & Reporting

I. Provide the Security & User administration interface for

system administrator to enable management of access

rights and privileges of users.

II. User Administration activities should be carried over a

secured and encrypted connection.



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III. The Passwords and other confidential information related

to the users should be stored and transmitted in a secured

and encrypted manner.

IV. Password Management services must enforce password

restrictions, which include the criteria and limitations that

can be placed on passwords to increase security. It should

provide features such as periodic forced changes, not

reusable, hard to guess, mixed characters, etc.

V. Successful/unsuccessful user login requests should be

logged for investigative purposes in case of a security

breach.

Audit Logs I. The auditing and logging should allow secure logging of

events in the software.

II. The Software should allow a choice of the persistent

storage for the logs (e.g. RDBMS, flat file).

III. The Software should be capable of secure, tamper proof

auditing and logging features.



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5.5 PKI Services Requirements

Feature Requirement

Acceptance of Digital

Signature Certificates

(DSC)

I. The Software should support Digital Certificates issued by

licensed CA’s in India as approved by CCA.

II. Client Digital Certificates based authentication should be

used for access to the services as mandated by GoMP.

III. The digital signatures used in e-Procurement Software must

be compliant to RSA standards as required by IT-Act 2000 and

shall adhere to any further amendments issued by Govt. of

India in this regard.

IV. The User Department shall provide Digital Signatures to their

Officials that are involved in the tendering process and

requiring access to the e-procurement systems.

DSC Validation I. Automatic validation of Digital Certificates used for

Authentication and Digital Signatures is required.

II. The validation must include check for acceptance criteria

(Issuer, Class, and Policy Identifiers), validity period, and

current CRL based revocation checking.

DSC Compliance I. Digital signing and encryption of attachments (documents)

compliant to PKCS standards is required.

II. XML Digital Signatures compliant to W3C XML-Signature syntax

and processing are required for transactions.



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5.6 Database System Requirements

Feature Requirement

Relational database

Requirement

A relational database Software should be deployed for storing the

service related information & records.

Support Clustering Support clustering features exploiting rapidly emerging disk storage

and interconnect technologies.

Access Control Allow for server-enforced, fine-grained access controls and also for

row level security (in conjunction with application contexts).

Data Encryption Encryption capabilities while transferring data over networks, and

ability to encrypt data stored in the database at the column level.

PKI Support Support PKI based authentication for administrative access to the

Server.

Multi-lingual Support Database must be capable of storing Unicode data formats, for

multilingual language support.

Auditing Comprehensive auditing for inserts/ deletes/ updates / selects to

quickly spot and respond to security breaches.

Comprehensive Storage The database system deployed for the solution should also address

the storage requirements of other services such as content,

transaction and activity logging etc.



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5.7 Requirements of Solution Integration with Departmental Information

System

The e-Procurement Software shall be designed to facilitate synchronous, real-time integration

and asynchronous integration with ERPs and Legacy applications, which are used in the

procurement processes by the user departments. The e-Procurement application should support

integration with leading ERP vendors as well as the legacy applications used by the departments.

Feature Requirement

Integration Interface to

Support Information

Exchange

I. Provide integration interfaces for inbound and outbound

communication that provide an integration framework. This

integration framework shall allow integration with multiple

EAI vendors.

II. Support a reliable Message Transport for delivery of

messages across multiple hardware and OS platforms.

III. Support adapters or other mechanisms for sending and

receiving the information to and from the standard ERP

solutions and legacy solutions.

IV. Support Message Transformation to map e-Procurement

software application server object attributes (schema) to the

corresponding formats the external systems expect.



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5.8 Interface with Payment Gateway

Feature Requirement

Payment

Gateway

Interface

i. Provide the interface and access to external payment gateway

services providers and should be integrated with the e-

Procurement software.

ii. The payments engine shall use a 3rd party payment service

provider or gateway to validate, authorize and collect

payments duly approved by MPSEDC.

iii. The Payments Engine should also support paperless Direct

Debit set-up and draw down.

iv. Connection to the Portal can provide the following additional

functionality:

• The Payments Engine API should provide for a real-time

response of success or failure with an authorization code

v. RTGS enabled

• Core Banking solution enabled

• Highly secure PKI enabled transactions

Payment

Instruments

Facilitate payment through credit card, debit cards and direct debit

facilities.

Support Audit of

Transactions

Provide complete audit functionality for tracking & monitoring/

reconciling the financial transactions taking place through e-

Procurement software.

Standard

Protocols

Use standard protocols such as HTTP, Secure Socket Layer (SSL) etc.,

for supporting & securing the transactions taking place through the

payment gateway.

Payment Types Allow for payment/receipt of tender fees, EMD payments, EMD

refunds and Bidder payments both in an instant and batch modes.

Also it should have a provision to get EMD automatically refunded via

NEFT to his/her account for the unsuccessful bidders.



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5.9 India Localization

Feature Requirement

Currency i. The base currency of the System must be Indian Rupees.

ii. Handle multiple currency transactions, if required.

Language Multilingual support - English and Hindi

Compliance i. Other relevant legislations applicable in the State.

ii. Be compliant with Indian tax regulations and

iii. IT Act 2000 and other relevant legislation.

Local Calendar i. Support local calendar, including public holidays;

ii. Be able to process date-oriented functions with appropriate regard

to leap years, public holidays, local anniversaries and weekends.

5.10 Data Search, input, validation and confirmation

Feature Requirement

Simple and

Quick Search

Features

I. Where a functional Requirement is noted as “search” the System

must provide intuitive search facilities to locate particular records

quickly.

II. Allow Users to locate key items quickly through on-line search

facilities in a variety of ways including product code, supplier

code, department code etc.

Error Message I. Issue clear, unambiguous error messages in a consistent manner,

so that errors are highlighted.

II. The error message generated by the System must indicate the

appropriate corrective action to the User.

III. Error messages, codes, descriptions of codes, menus and help

text must be held in a central repository in the System for ease of

alteration.



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5.11 Documentation

Feature Requirement

User Manual Vendor shall provide user manuals that provide a functional

description of all the facilities available must be available online.

Technical

Manual

Vendor shall provide technical manuals that provide the procedures

for system configuration, parameter configuration, system fine

turning, security configuration any other configuration and system

installation and management information.

On-Screen Help The System must provide context sensitive on-screen help facilities at

operation and field level.

Version

Management

Documentation must be comprehensively indexed and updated for

each Revision and Version.



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5.12 Overall Solution Security Requirements

Feature Requirement

Map User

Information

Provide the ability to map together two sources of user

information. For instance, LDAP is very good at storing largely

static data about users. However in there is some data about

users that is highly dynamic, it can be more efficient to store such

information in an RDBMS, and retain the static data in LDAP. The

Software should provide a method for linking the two. For

example a users ID and contact details are largely static, whereas

transactional information relating to the user (i.e. service

registration details) are liable to frequent changes.

Browser based

password change

service

Features such as minimum password length, minimum number of

numeric characters, forced password change with optional grace

logins, non-dictionary words, password history etc.

Access control to

information

i. Be able to support a variety of ways to restrict access for

specific users to only certain resources in the e-Procurement

Software.

ii. The System must provide single sign-on- to all functional areas

Scalable & Portable

solution

Provide scalable access services for the portal solution, including

scalability in terms of number of users, user groups, resources,

and access control policies.

Open & extensible

Security platform

Provide a robust & customizable security Software that meets the

application requirements of the e-Procurement software. An

open, extensible architecture & documented application

programming interfaces (APIs) enable developers to customize an

access control system to their specific requirements. A platform

that will grow with additional application deployment & scales as

user traffic grows, while providing highest level of reliability is

required.

Uninterrupted

Security

services/automated

load balancing to

backup services

Provide for load balancing to enable a fully scalable solution. It

should also enable continued service on failure of one or more of

its component parts.

Secure storage of Provide for the ability to securely store critical data within the

LDAP or other user directory structure or any user related



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critical items database so that database administrators or any unauthorized

users do not have access to such items as passwords and other

critical documents of any oration

Detailed session

Management

abilities

Provide for session settings such as idle or max session time-outs,

concurrent sessions and other session control settings

Web Access Filtering i. Examine all traffic to all services/pages being protected by the

solution.

ii. All access attempts to the web server / application should be

intercepted and examined for authentication & authorization

requirements.

Security Monitoring i. Be capable of comprehensive logging of the traffic through the

network and applications under its control

ii. Be capable of logging unauthorized access attempts in to the

internal resources, and attempts to login that fail.

iii. Also be capable of notifying appropriate parties including the

department users/security administrators etc of suspicious

activity.

Configuration

Management

Provide a way of controlling changes to configuration, if a major

change to configuration is made then a way of recording this

change must be provided with the possibility of rolling back

through previous configurations in the case of problems.

Virus Management i. The portal environment, including the documents uploaded by

the users, needs to be adequately protected against viruses.

ii. Run most up-to-date anti-virus software to avoid malicious

program to cause damage to the systems.

Security-User

profiles

i. For an administrator - The system should provide two layers of

access control over the creation/modification of user profiles.

ii. For the first login by a user, the system should prompt the user

to change his password.

iii. When a user logs-in, the system should show him the date &

time of last login.

iv. Restrict user access based on the privileges assigned to the

user.



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Log User Activities

i. Maintain a log of all the activities carried out by a user along

with a date and time stamp.

ii. Maintain a log of all activities carried out by an administrator.

Bid Encryption I. The commercial bids of the suppliers should be encrypted

at the database level.

II. The system should support 256-bit encryption for

transmission of the data over the internet.

Database Access Any access to the e-Procurement Software database should only

be via application/portal authorization.

Physical Security Physical security for the solution should address securing all

information assets form physical access by unauthorized

personnel. For example, the data centre server infrastructure

should not be physically accessible by anyone other than the

responsible for on-site maintenance of the systems.

Compliance With

Standards

i. The technology solution should comply with BS7799 standards.

Subsequently periodic surveillance audits must be carried out.

ii. The technology solution should comply with CVC guidelines.

iii. Security certification process shall include audit of network,

server and application security mechanisms.

Audit trail Maintain complete audit trail of all system related activities.

User Authentication Provide for two-factor authentication for authorizing access to

the System.

Encryption & Time

stamping

Provide for digital signing, encryption and time-stamping of

internal documents at various stages.

Adherence to IT Act

2000

The system shall adhere with the guidelines provided in IT Act

2000



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5.13 Implementation Model/Approach

MPSEDC proposes to implement new e-Procurement system in a phased manner across

departments in the State. The Software must be Internet based and accessible by both

Government employees and the contractor community from all over the world. The services shall

be made available to the government employees through internet by MPSEDC.

In the first phase, MPSEDC requires to implement the following specified modules across all the

departments of GoMP:

a. Registration of Suppliers/ Contractors

b. Indent Management

c. e-Tendering

d. e-Auctions

e. e-Payments

f. MIS & Accounting

Once the infrastructure & software development is completed, the bidder has to implement the

solution on pilot basis that would comprise of all the department/ agencies on board who are

currently using e-tendering solution and test solution till the successful completion of the pilot.

The Go-Live date would be considered with effect from the clearance of First phase Pilot

implementation.

In the second phase, MPSEDC requires to implement the other modules (Contract Management

& Catalogue Management) on pilot basis in few selected departments. Then, when the Bidder

has exhibited its capability to deploy the sought modules, the system shall be gradually rolled-

out across all the departments in the Government.



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5.13.1. Implementation Model with Timelines – O&M for 5 year

S/N Activity/Task/ Milestones Time to Completion

(in Weeks**)

1 Project Start T

2 Study of As-Is and preparation of To-Be Workflow

processes.

T+2

3 Customization & Testing of e-Procurement Software

Application.

T+4

4 Integration with third party tools like payment gateway. T+6

5 Deployment of Phase-I modules (including Training to

user departments).

T+8

6 Migration of existing Departments on New Application. T+12

7 Parallel run and stabilisation phase. T+16

8 Project Sign-off (Go-Live Date). T+18

‘T’ refers to project start date. This should be within 2 weeks of signing of contract. O&M Phase

will start from the date of project signoff and will last for 5 (Five) year.

Note: As the project involves live takeover of user departments using e-tendering, thus the

aforesaid timelines should be strictly adhered to the given schedules.

5.13.2. Training

The objective is to build internal capacities to support the line departments of the State on an

on-going basis on usage of e-Procurement system along with the bidders/ users. MPSEDC will

provide class room infrastructure for ongoing training. Service provider shall provide training

material on usage of the application in hard as well soft copy to be distributed during the

training. Training shall also be provided for teaching the basic trouble shooting activities in case

of problems.



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The Bidder will provide necessary training to department users. Bidder should consider all the

costs related with training like manuals, travelling cost and trainer cost. The bidder has to depute

two master trainers for the purpose of continuous training. The master trainer may be required

to travel to district level for providing training in case GoMP establishes the site for decentralized

trainings.

The Bidder will be responsible for following types of training:

(I) Technical training for the MPSEDC central team of at least 4 members

(II) Continuous end user training, to be imparted.

(III) All the end users through different batches

5.14. Governance Structure

The steering committee established by the Government shall be the apex governing body.

5.15. Roles & Responsibilities

5.15.1. Bidder’s Responsibilities

i. To submit Pre-Qualification documents as required.

ii. To understand the Scope of Work and the expected Outcomes & Deliverables.

iii. To obtain necessary clarifications during Pre-Bid meeting, for preparing a

comprehensive Proposal.

iv. To provide a comprehensive RFP response for e-Procurement System.

v. To provide necessary collaterals to substantiate RFP response.

vi. To present the salient features of RFP response to facilitate evaluation.

vii. To prepare System Integration Plan, FRD, SRS, Solution Architecture, System

Deployment Plan, etc. as per requirements for the respective phase.

viii. To develop e-Procurement System as per committed plans and timelines.

ix. To ensure Quality Assurance of developed system.

x. To deploy e-Procurement System as per committed Deployment plan.

xi. To monitor Risks and mitigate them continuously.



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xii. To complete User Acceptance & Sign-Off for Phase wise functionalities.

xiii. The Customization of the application using the infrastructure of the bidders at bidders

development centre. If the local office does not exist, the bidder will open a Project

Office with development centre within 15 days of award notification and establish

development centre.

xiv. Submission of the reports to department on project progress on weekly basis.

xv. Data migration for the master data - Prepare routines for data migration of the

existing data to the new system.

xvi. Configuration management of the system during O&M period.

xvii. Furnish all deliverables as per the RFP.

xviii. The service provider shall design a detailed training program for the staff users.

xix. Deliver the deliverables as per the contract terms and conditions.

xx. Responsibility of getting sign-off on As-Is & To-Be Processes from the Department.

xxi. Adding value to the To-Be Process documents provided in the RFP.

xxii. Responsibility to conduct further research on process reform.

xxiii. Bring to the attention of the Government GPR opportunities.

5.15.2. Stakeholder Departments Responsibilities

i. To participate in Program Governance processes as required.

ii. To facilitate departmental process changes as required for e-Procurement System

deployment.

iii. To provide SPOCs for acceptance & sign-off for the deployed e-procurement System

for respective Phases

5.15.3. IT Department Responsibilities

IT department shall be the apex project controlling department and shall issue necessary

guidelines from time to time.

5.15.4. MPSEDC

MPSEDC shall act as the Nodal Agency & MPSEDC will have the overall responsibility for the

smooth implementation of the whole project. MPSEDC would be responsible for monitoring the

e-procurement project as a whole.



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5.16. Project Deliverables

The suggested list of deliverables (but not limited to) from the successful bidder includes:

i. Document containing detailed requirement capture and analysis including functional

requirement, Interface Specifications, application security requirements and As-Is & To-

Be workflows.

ii. High Level Software Design document including Software Architecture design, Logical and

Physical Database Design etc. Test Plans and Test cases at overall level

iii. Tools to monitor the SLAs should be supplied by the Bidder.

iv. Training Plan, Training Manuals and literature

v. User Administration Manuals

vi. User manuals

vii. Operational Manuals

viii. Migration Plan (Existing e-Procurement System to New System)

ix. Periodic Status and Review Reports

x. Internal Review and testing documents of the Bidder.

xi. Escalation Mechanism

xii. Exit Management Plan.



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6. Instruction to Bidders

6.1. Introduction & Issuer

M.P. State Electronics Development Corporation Ltd. is the agency of the state working towards

promotion & implementation of IT and e-Governance. MPSEDC is a corporation under the

Department of Information Technology, Government of Madhya Pradesh (GoMP).

MPSEDC invites the interested & eligible agencies for the Customization, Integration, Data

Migration, and Implementation and Maintenance of the e-Procurement application software to

submit their Pre Qualification, Technical and Commercial offers in accordance with the

conditions and manner prescribed in this RFP document.

6.2. Compliance & Completeness of Response

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

information in the RFP document 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.

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

information required by the RFP documents or submission of a proposal not substantially

responsive to the RFP documents in every respect will be at the bidder's risk and may result in

rejection of its proposal and forfeiture of the bid EMD.

i. Failure of the Bidder to reach an agreement on the terms & conditions of the 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.

ii. Failure to comply with the requirements of this paragraph may render the Proposal

non-compliant and the Proposal may be rejected. Bidders must:

1. Include all documentation specified in this RFP;

2. Follow the format of this RFP and respond to each element in the order as set out

in this RFP.

3. Comply with all requirements as set out within this RFP.



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6.2.3. Even though the bidders meet the qualifying criteria, they are subject to be disqualified if

they have:

1. Made misleading or false representations in the forms, statements and

attachments submitted in proof of the eligibility requirements;

2. A record of poor performance such as abandoning the works, not properly

completing the contract, inordinate delays in completion, delay in payment of

salary to its staff deployed to client’s site, litigation history, or financial failures

etc.;

3. Submitted a bid which is not substantially responsive to the requirements stated

in the tender document.

6.3. Proposal Preparation Costs

6.3.1. 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 informative and other

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

in providing any additional information required by MPSEDC to facilitate the evaluation process,

or all such activities related to the bid process. MPSEDC will in no case be responsible or liable for

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

6.3.2. This RFP does not commit MPSEDC to award a contract or to engage in negotiations.

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

6.3.3. All materials submitted by the bidder become the property of MPSEDC and may be

returned at its sole discretion, provided, any materials which are identified as “Proprietary and

Confidential Material of Bidder” shall remain the property of such bidder and MPSEDC shall

maintain confidentiality of such materials.



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6.4. Signing of Communication to MPSEDC

All the communication to MPSEDC including this RFP and the bid documents shall be signed on

each page by the authorized representative of the bidder and authority letter should be attached

with the bid.

6.5. Cost of RFP

The RFP document fee is Rs 10,000/- to the bidders. The soft copy may be downloaded from the

MPSEDC website “www.mpsedc.com”. The bidders should submit the RFP Document fee in form

of a crossed demand draft from any scheduled/ nationalized bank drawn in favour of “Managing

Director, MPSEDC” payable at Bhopal along with Technical Proposal.

6.6. Transfer of RFP

The RFP Document is not transferable to any other bidder.

6.7. Pre-Bid Meeting

MPSEDC will host a Pre-Bid Meeting as per the schedule given in this RFP. It is not mandatory for

all bidders to attend this meeting. All those who have obtained bidding document can participate

in pre-bid meeting to seek clarification on the bid if any. Bidders shall submit their queries in

writing as per the stipulated timelines.

6.8. Bidder inquiries and MPSEDC’s response

6.8.1. All enquiries / clarifications from the bidders, related to this RFP, must be directed in

writing exclusively to the contact person notified in this RFP document.

6.8.2. 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

MPSEDC be responsible for ensuring that bidders' inquiries have been received by MPSEDC.

6.8.3. After distribution of the RFP, the contact person notified by MPSEDC will begin accepting

written questions from the bidders. MPSEDC will endeavour to provide a full, complete, accurate,

and timely response to all questions. However, MPSEDC makes no representation or warrants as

to the completeness or accuracy of any neither response, nor does MPSEDC undertake to answer

all the queries that have been posed by the bidders. The responses to the queries from all



MPSEDC of 160

bidders will be distributed to all.

6.8.4. No request for clarification from any bidder shall be entertained after the issue of Pre-bid

Clarifications and amendments and beyond the date & time of acceptance of written Pre-bid

queries.

6.9. Clarification on Bid Document

6.9.1. A prospective Bidder requiring any clarification of the bid documents may notify GoMP

Contact Person. Written copies of the GoMP response (including an explanation of the query but

without identifying the source of inquiry) will be sent to all prospective bidders that have

received the bid documents.

6.9.2. The concerned contact person will respond to any request for clarification of bidding

documents which it receives no later than bid clarification date mentioned in the notice prior to

deadline for submission of bids prescribed in the tender notice. No clarification from any bidder

shall be entertained after the close of date and time for seeking clarification mentioned in tender

call notice. It is further clarified that MPSEDC shall not entertain any correspondence regarding

delay or non receipt of clarification.

6.9.3. In order to afford prospective bidders a reasonable time to take the amendment into

account in preparing their bids, the purchaser may, at its discretion, extend the deadline for the

submission of bids suitably

6.10. Address for Clarification

The Managing Director,

M.P. State Electronics Development Corporation,

147 Zone-I, M.P.Nagar, Bhopal- 462011

Website: www.mpsedc.com



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6.11. Amendment of Bid Document

At any time prior to the deadline for submission of bids, MPSEDC for any reason, whether at its

own initiative or in response to a clarification requested by a prospective bidder, may modify the

bid documents by amendment. All prospective bidders those have received the bid documents

will be notified of the amendment through email or by uploading on website and such

modification will be binding on all bidders. In order to allow prospective bidders reasonable time

in which to take the amendment into account in preparing their bids, the MPSEDC, at its

discretion, may extend the deadline for the submission of bids. It is vital that bidders read and

fully understand all the requirements included in the RFP.

If MPSEDC 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.

6.12. General Instructions

6.12.1. While every effort has been made to provide comprehensive and accurate background

information and requirements and specifications, Bidders must form their own conclusions about

the solution needed to meet the requirements. Bidders and recipients of this RFP may wish to

consult their own legal advisers in relation to this RFP.

6.12.2. All information supplied by Bidders may be treated as contractually binding on the

Bidders, on successful award of the assignment by MPSEDC on the basis of this RFP.

6.12.3. No commitment of any kind, contractual or otherwise shall exist between the parties

unless and until a formal written contract has been executed by or on behalf of MPSEDC. Any

notification of preferred bidder status by MPSEDC shall not give rise to any enforceable rights by

the Bidder. MPSEDC may cancel this public procurement at any time prior to a formal written

contract being executed by or on behalf of MPSEDC.

6.12.4. This RFP supersedes and replaces any previous public documentation & communications,

and Bidders should place no reliance on such communications.



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6.13. General Eligibility

6.13.1. This invitation for bids is open to all Indian firms who fulfil Pre-Qualification criteria.

6.13.2. Bidders marked /considered by MPSEDC/GoMP to be ineligible to participate for non-

satisfactory past performance, corrupt, fraudulent or any other unethical business practices shall

not be eligible.

6.13.3. Breach of general or specific instructions for bidding, general and special conditions of

contract with MPSEDC or any of its user organizations may make a firm ineligible to participate in

bidding process.

6.13.4. The selected single Bidder shall not outsource the work to any other 3rd Party Bidder

without the consent of MPSEDC, which shall not be unreasonably withheld. Any violation may

invite imposition of sanctions, which shall include forfeiture of the security deposit, revocation of

bank guarantees (including the ones submitted for other work orders) and termination of the

Contract for default.

6.14. Site Visit

The bidder shall bear all the cost associated with the preparation and submission of bid including

presentations. The client/consultant will in no case be responsible or liable for those costs.

6.15. Bid Validity

All the bids must be valid for a period of 180 days from the last date of submission of the tender

for execution of Contract Agreement. However, the quoted rates should be valid for the initial/

extended period of the contract from the effective date of the Contract Agreement. No request

will be considered for price revision during the contract period.

6.16. Documents Comprising the Bid

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

� Proposal Covering letter

� A board resolution authorizing the bidder to sign/ execute the proposal as a binding

document and also execute all relevant agreements forming part of RFP.



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� Power of attorney executed by the bidder in favour of the Principal Officer or the duly

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

this tender.

� 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

� RFP fee in the form of a demand draft.

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

� Technical Proposal Cover Letter

� Technical proposal

� Commercial proposal Cover letter

� Commercial proposal

� Team Composition

� Curriculum Vitae (CV) of Proposed Staff

6.17. MPSEDC’s right to modify submission deadline

MPSEDC 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 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.

6.18. MPSEDC’s right to terminate the process

6.18.1. MPSEDC may terminate the RFP process at any time and without assigning any reason.

MPSEDC makes no commitments, express or implied, that this process will result in a business

transaction with anyone.

6.18.2. This RFP does not constitute an offer by MPSEDC. The bidder's participation in this

process may result in MPSEDC selecting the bidder to engage in further discussions and

negotiations toward execution of a contract. The commencement of such negotiations does not,



MPSEDC of 160

however, signify a commitment by MPSEDC to execute a contract or to continue negotiations.

MPSEDC may terminate negotiations at any time without assigning any reason.

6.19. Earnest Money Deposit (EMD)

6.19.1. Bidders shall submit, along with their bids, EMD of Rs. 5,00,000 (Rupees Five Lacs only) in

the form of a Crossed Demand Draft/Bank Gauranttee only drawn from any

scheduled/nationalized bank in favour of “Managing Director, MPSEDC” payable at Bhopal, valid

for six months from date of the pre bid meeting. EMD in any other form shall not be entertained.

6.19.2. The EMD shall be denominated in Indian Rupees only.

6.19.3. No interest will be payable to the bidder on the amount of the EMD.

6.19.4. 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 selected Bidder.

6.19.5. The EMD may be forfeited:

I. If a bidder withdraws his bid or increases his quoted prices during the period of bid

validity or its extended period, if any; or

II. In the case of a successful bidder if the bidder fails to sign the contract for any reason

directly attributable to the bidder or to furnish Performance Bank Guarantee within

specified time in accordance with the format given in the RFP.

III. The EMD shall be submitted with the Prequalification cover in a separately sealed

envelope as mentioned in this section at Stage I. Bids submitted without adequate EMD

will be liable for rejection.

IV. Bids Submitted with EMD not Valid in the specified period will also be rejected

V. During the bid process, if any information is found wrong / manipulated / hidden in the

bid. The decision of MPSEDC regarding forfeiture of the EMD and rejection of bid shall be

final & shall not be called upon question under any circumstances.



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6.20. Bidding Procedure

The evaluation of the proposals will be carried out in three stages (EMD & PQ, Technical and

Commercial) and at the end of every stage short listed bidders will be informed to have fair and

healthy competition. The following is the comprehensive procedure for selection of bidders at

each and every stage. Each copy of Tender Document Fees, EMD & Pre Qualification, Technical

bid and commercial bid of the tender should be covered in separate sealed covers super-scribing

“Tender Document Fees”, "EMD & Pre Qualification” ”Technical Bid" and “Commercial Bid”

respectively. Each copy of each bid should also be marked as "Original" and "Copy" as the case

may be. Both the copies of each bid along with the envelop of Tender Document Fees should be

put in a single sealed cover super-scribing “EMD & Pre Qualification”, “Technical Bid" and

“Commercial Bid” as the case may be.

Please note that prices should not be indicated in the technical bid but should only be indicated

in the commercial bid. It is proposed to have a Three Cover System for this tender:

I EMD (Original) & Pre Qualification Bid – (2 copies) in one cover

The bidder shall furnish the information in the required formats specified in Annexure-C [Stage-I

Bidding (Pre-Qualification)]. In case the bidder fails to provide necessary information or fails to

fill any columns, bid will be liable to be treated, as non-responsive. Information furnished after

opening of the Stage-I bids will not be considered for evaluation purpose. Stage-I bidding formats

consists of the following information.

The Pre-Qualification Bid shall include:

It shall include the following information about the firm:

1. Name of the company/ organization registered with ROC in Form P#1

2. Turn over details in Form P#2

3. e-Procurement Implementation Experience in Form P#3

4. Quality Certification obtained by the company in Form P#4

5. Certificate proving that they are not black listed by any Central/ State Govt.

Department/corporation - Form P#5

6. Other information, if any required in the bid document (own format)



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II Technical Bid - (2 copies) in one cover

The bidder shall furnish the information in the required formats specified in Stage-II Bidding

(Technical Bid)]. In case the bidder fails to provide necessary information or fails to fill any

columns, bid will be liable to be treated, as non-responsive. Information furnished after opening

of the Stage-II bids will not be considered for evaluation purpose.

The Technical Bid submitted by the bidder will be evaluated in this stage. The evaluation

committee will evaluate the Technical Bids in detail 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, department will examine the information supplied by the bidders,

and shall evaluate the same as per the evaluation criteria specified in this RFP.

• The Technical Bid Opening Committee will open all the parts of Technical Proposals, in

the presence of Bidders' designated representatives who choose to attend, at the time,

date, and location, to be intimated by MPSEDC.

• The department shall review the submitted proposal and a Proposal shall be rejected at

this stage if it does not respond to important aspects of the RFP or if it fails to comply

with the technical requirements.

• Proposal may be rejected at any stage of the evaluation if it is found that the company

has provided misleading information or has been black listed by a central or state

government or has indulged in any malpractice/ unethical practice and has not honoured

contractual obligation elsewhere. MPSEDC shall have the rights to verify the same.

• The Bidders would be required to make presentation/ demo on technical and operations

aspect (including timelines) of the bid at the time, date, & location, to be intimated by

MPSEDC. Along with other points the Technical Presentation should have following

salient points:

o Presentation on Technical Architecture.

o How the solution will address non-functional requirements such as security,

scalability, response time, reliability etc.

o Presentation on Hardware specifications & configurations and the capacity



MPSEDC of 160

planning and assessment for the solution taking into account a period of 5 years.

o Backup management & disaster recovery mechanism.

o Bidder shall demonstrate their mechanism to adhere to SLAs.

o Team composition with experience & qualification.

• After the technical evaluation is completed MPSEDC shall notify in writing to the bidders

that have complied with the technical criterion specified in the RFP the date, time and

location for opening the Financial Proposals.

• Evaluators of Technical Proposals shall have no access to the Financial Proposals until the

technical evaluation is concluded and the same is approved by the appropriate

committee.

At this stage the bidder are expected to provide information for evaluation based on the

following criteria in Form T#1:

1. Technology model.

2. Project execution plan

3. Manpower deployment plan.

4. Implementation Methodology Plan.

5. Security Methodology and Plan.

6. Issues and Risks in the implementation of the Project.

7. Data Migration Plan

8. Past Experience & learning for e-Procurement project in Form T#2

III Commercial Bid - (2 copies) in one cover

The commercial proposal of the short-listed bidders in Stage-II will only be opened. Based on the

results of the technical evaluation, duly constituted financial evaluation committee will proceed

to open and evaluate the financial proposal of the technically acceptable Bidders. The financial

evaluation will take into account the information supplied by the Bidders in their financial

proposal.

Note: Any bidder who offers discounts/ benefits suomoto after opening of commercial bid(s)

will be automatically disqualified from the current bidding process without any prior

notification and also may be disqualified for future bidding processes in MPSEDC.



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6.20.1. 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. Different copies must be bound separately. Any

deficiency in the documentation may result in the rejection of the bid.

6.20.2. In case of any discrepancy observed by MPSEDC in the contents of the submitted original

paper bid documents with respective copies, the information furnished on original paper bid

document will prevail over the copy.

6.20.3. As part of the bid, bidder should also provide the technical bid in soft copy format, in the

form of a non-re-writeable CD (Compact Disc) as follows:

a) One set of CD containing the 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.

b) 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>>” and should bear the

name and number of the RFP.

c) 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 MPSEDC 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.

d) Bidder must ensure that technical bid CDs do not contain any commercial items / prices.

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

post, should be sent under registered cover.

If the outer envelope is not sealed and marked as indicated above, MPSEDC will assume no

responsibility for the bid’s misplacement or premature opening.



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6.21. Authentication of Bid

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

copies (hard copies) shall be signed by the bidder or a person or persons duly authorized to bind

the bidder to the contract. A letter of authorization shall be supported by a written power of

attorney accompanying the bid. All pages of the bid, except for un-amended printed literature,

shall be signed and stamped by the person or persons signing the bid.

6.22. Validation of interlineations in Bid

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 counter signed by the person

or persons signing the bid.

6.23. Language of Bids

6.23.1. The bids prepared by the bidder and all correspondence and documents relating to the

bids exchanged by the bidder and MPSEDC, 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.

6.23.2. 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.

6.24. Bid Validity

The bid validity period shall as indicated in the bid document. A bid having validity for shorter

period shall be treated as non-responsive and rejected.

6.25. Deadline for submission of Bids

The MPSEDC at the address specified in the Bid Document not later than the date and time

indicated in bid document must receive bids. The Client may, at its discretion, extend this

deadline for submission of bids by amending the Bidding Documents, in which case all rights and

obligations of the Client and Bidders will thereafter be subject to the deadline as extended.



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6.26 Late Bid

Any bid received by MPSEDC after the bid submission deadline prescribed in the Bid Data Sheet

shall be rejected and returned unopened to the bidder.

6.27. Withdrawal of the Bids

The Bidder may withdraw their bids after submission provided MPSEDC receives information one

day prior to the deadline date prescribed for bid submission receives a written consent. No bid

can be withdrawn after expiry of time allowed for withdrawal of bid till bid validity period.

Withdrawal of bid during this prohibited period will result in forfeiture of bid security (EMD).

6.28. Disqualification of bids

MPSEDC may at its sole discretion and at any time during the processing of tender, disqualify any

bidder from the tendering process if the bidder has:

6.28.1. Submitted the tender after the prescribed date and time of submission of bids.

6.28.2. Made misleading or false representations in the forms, statements and

attachments submitted in proof of the eligibility requirements.

6.28.3. If found to have a record of poor performance such as abandoning works, not

properly completing the contract, inordinately delaying completion, being involved in

litigation or financial failures, etc.

6.28.4. Submitted bid document, which is not accompanied by required documentation

and Earnest Money Deposit (EMD) or non-responsiveness.

6.28.5. Failed to provide clarifications related thereto, when sought.

6.28.6. If the technical offer contains any price information the offer will be summarily

rejected.

6.28.7. Conditional bids will be summarily rejected.

6.28.8. Applicants who are found to canvass, influence or attempt to influence in any

manner the qualification or selection process, including without limitation, by offering

bribes or other illegal gratification, shall be disqualified from the process at any stage.

6.28.9. If found to submit more than one bid.



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6.29. Bid Submission Format

The entire proposal shall be strictly as per the format specified in this Request for Proposal. Bids

with deviation from this format shall be rejected.

6.30. Opening of Bids

Bids will be opened in the presence of bidder’s representatives who choose to attend. The bidder

representatives who are present shall sign a register evidencing their attendance. The bidders

names, bid modifications or withdrawals, discounts, and the presence or absence of requisite bid

security and such other details of MPSEDC officer at his/her discretion, may consider

appropriate, will be announced at the opening. No bid shall be rejected at bid opening, except

for late bids, which shall be returned unopened. Bids that are not opened and read out at bid

opening shall not be considered further for evaluation, irrespective of the circumstances.

Withdrawn bids will be returned unopened to the bidders.

No Commercial bid shall be rejected at the time of Bid Opening. Opening of Commercial bids may

or may not happen in presence of bidders as decided by MPSEDC at the time of opening of

Commercial bids; however the successful bidder shall be informed.

6.31 Clarification of Bids during Evaluation

During evaluation of the bids, MPSEDC may, at its discretion, ask the bidder for clarification of its

bid content and seek information.

6.32. Preliminary Examination of the Bids

Preliminary scrutiny will be made to determine whether they are complete, whether any

computational errors have been made, whether required sureties have been furnished, whether

the documents have been properly signed, and whether the bids are generally in order.

Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the

unit price and the total price that is obtained by multiplying the unit price and quantity, the unit

price shall prevail and the total price shall be corrected. If the Bidder does not accept the

correction of the errors, its bid will be rejected and its bid security may be forfeited. If there is a

discrepancy between words and figures, the amount in words will prevail.



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Prior to the detailed evaluation, MPSEDC will determine the substantial responsiveness of each

bid to the bidding documents. For purposes of these clauses, a substantially responsive bid is

one, which conforms to all the requirements, pre-conditions, and technical specifications of the

bidding documents without material deviations.

If a bid is not substantially responsive, it will be rejected by MPSEDC and may not subsequently

be made responsive by the bidder by correction of the nonconformity.

6.33. MPSEDC’s Rights to Accept / Reject any or all Proposals

MPSEDC 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 bidders or any obligation to inform the affected bidder or bidders of the

grounds for MPSEDC’s action.

6.34. Bid Prices

The bidder shall express their bid price for the information system using the price schedule form

provided in the bidding documents. All costs and charges related to the bid shall be expressed in

Indian Rupees. Following would be the Business Model in this regard:

• The SSP will be remunerated for the services rendered on a “transaction fee” model that

would be charged from the tenderers under PPP model. The methods prescribed for

calculating the transaction fee are explained in this section.

• The transaction fees paid to the SSP is calculated at the module level which is comprised

of the following modules:

1. Centralized Registration of Suppliers/ Contractors

2. Indent management

3. e-Auction

4. e-Tendering

5. Contract management

6. Catalogue management

7. e-Payments



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8. Accounting and

9. Management Information Systems (MIS)

• Some of the 9 modules have been clubbed together and termed as a unit for transaction

fee calculation purposes. A payment mechanism is not devised specifically for the last

three modules (e-Payments, Accounting and MIS), since they are an integral part of the

rest of the modules. These three modules, though they are identified individually, are

very much so an integral part of the six modules explained above. The successful bidder is

expected to implement the three modules in an integral manner with the rest of the

modules. For provision of the modules, the bidder shall not seek a separate payment.

• The clubbing of the modules has resulted in 5 units, for each of which a method is

prescribed for calculating the transaction fee. Looking at the business model holistically, a

combination of methods has been adopted to calculate the pay-outs made to the private

partner for provision of the different services of e-Procurement system.

• Since e-Procurement is a commercial activity, it is proposed that the transaction fee shall

be paid by the supplier/contractor organizations responding to the government

procurement requirements. In a few instances, the Government has defined a cap or

ceiling on the fee the SSP can charge for provision of the services of a module. Such a

cap/ ceiling has been defined as a measure to protect the interests of the suppliers/

contractors and to ensure that unduly high rates charged for such services would not

adversely affect the growth of the usage of the e-Procurement system.

• In the tenders where Estimated Contract Value (ECV) is not mentioned, the minimum Cap

of that module will be applicable.

• The e-Procurement system is comprised of the following 5 units, for each of which a

method for calculation of Service Charge is defined:

i. e-Tendering and e-Auction modules

ii. Indent management, e-Tendering and e-Auction

iii. Contract management module

iv. Catalogue procurement module

v. Centralized supplier registration module



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• In the methods prescribed, the Government seeks information on the rates quoted by the

ASP. To arrive at a final commercial quote, the ASPs are required to input the rates

quoted by them within procurement scenarios provided in the commercial quote formats

and calculate the Rupee value sought to undertake the transactions specified in the

scenario.

• A set of scenarios included in the RFP have been prepared based on the volume of data

gathered from the existing departments/ agencies that are using the e-tendering

application of GoMP. The base data represents the volume of procurement handled by

the departmental units in the year 2011-2012 in approximation which is bifurcated based

on the slab mentioned in each table based on certain percentage of users that are

expected to use the particular module.

• The SSPs however shall not regard the indicated numbers as a commitment or guarantee

from the Government for providing such a volume of business through the e-

Procurement Portal. While the commercial quote is the final output taken into

consideration for bid-evaluation purposes, the rates (percentage, fixed fee and so on)

quoted by SSPs are the commitment the SSPs make in their commercial bid response.

• The Price has to be quoted as per the format specified in Annexure 2. While Annexure 2A

is the summary of all the units, Annexure 2B is the values & percentages that need to be

filled by the bidder and Annexure 2C, 2D, 2E, 2F & 2G are there for the purpose of

calculation of payouts as per the data given. First Annexure 2B is required to be filled,

that would be used for Annexure 2C, 2D, 2E, 2F & 2G and the final figure i.e. summary

would be reflected in Annexure 2A. In case of any discrepancy in any of the commercial

bid annexure from 2A to 2G, the percentage and values mentioned in the Annexure 2B

would be considered final.

• Guidance criteria: The bidders are asked to take into consideration the following while



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quoting the fee to be charged for provision of the sought modules:

Methods adopted for commercial quote calculation

Unit

No. Unit Name Payment Method Paid by

1 e-Tendering & e-Auctions

procurement Percentage of ECV with cap All bidders

2 Indent Management, e-

Tendering and e-Auctions Percentage of ECV with cap All bidders

3 Contract management Percentage of ECV with cap The winning bidder

4 Catalogue based procurement Percentage of order value with Cap Suppliers on whom

order is placed

5 Supplier registration system –

Pre Defined

One time registration fee (Rs. 500)

and yearly maintenance

fee (Rs. 100)

All registered

suppliers

6 e-Payments, accounting and

MIS No separate Payment Not-applicable

Divide the Service charge/ fee charged among the various modules/units fairly evenly taking into

consideration the ground realities. Since the fee for most of the modules is paid on a per-

transaction basis, overcharging for provision for one or more of the modules would deter the

implementation of those modules. The deterrence would imply lesser revenues for the private

partner and a challenging effort for the Government.

Note: In the tenders where Estimated Contract Value (ECV) is not mentioned, the minimum Cap

of that module will be applicable.

The price would be inclusive of all taxes, duties, charges and levies as applicable except Service

Tax. Service Tax shall be reimbursed based on the submission of proof of actual service tax

payments made by the bidder. The offer shall be in Indian Rupees. Prices indicated in the Price

Schedule shall be entered in the following manner:

• The Unit Price quoted by the bidder shall remain fixed during the entire period of

contract and shall not be subject to variation on any account. A bid submitted with an

adjustable price quotation will be treated as non - responsive and rejected.

• The prices quoted by the bidder shall be in sufficient detail to enable the Purchaser to

arrive at the price of the services offered.

• Discount, if any, offered by the bidders shall not be considered unless specifically



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indicated in the price schedule. Bidders desiring to offer discount shall therefore modify

their offers suitably while quoting and shall quote clearly net price taking all such factors

like Discount into account.

6.35. Bid Security

The Bid Security shall, be in the form of a Demand Draft or Bank Guarantee from a Scheduled/

nationalised bank located in India and at least having one branch in Bhopal in the form given in

bid document. Any bid not accompanied by an acceptable bid security shall be rejected and

treated as non-responsive.

The bids with bid security not valid for period specified period will be rejected.

The bid securities of unsuccessful Bidders will be returned as promptly as possible, but not later

than thirty (30) days after the expiration of the period of bid validity. The bid security of the

successful bidder will be returned when the bidder has signed the Agreement and furnished the

required Performance Bank Guarantee.

6.36. Substantially Responsible Bids

A substantially responsive bid is one, which conforms to all the requirements, and specifications

of the Request for Proposal. Any attempt by a bidder to influence it’s the bid evaluation process

may result in the rejection of the bidder's bid.

6.37. Bid Opening and Evaluation

6.37.1. Bid Evaluation Committee

The bid evaluation committee constituted by MPSEDC shall evaluate the tenders. This may

involve the representations from the user departments of e-tendering. The decision of the bid

evaluation committee in the evaluation of the Technical and Commercial bids shall be final. No

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

committee.



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6.37.2. Overall Evaluation

• Bid evaluation committee will evaluate and compare the bids determined to be

substantially responsive. It is bid 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.

• Technical bids shall be examined by the bid evaluation committee with respect to

compliance, completeness and suitability of the proposal to the project and only the bids

which are in compliance to the requirements mentioned in the RFP shall be considered as

technically qualified.

• Total bid evaluation: Only the commercial bids of those bidders qualified in the technical

evaluation shall be opened. Commercial bids of the other bidders will not be opened.

• The evaluation shall be strictly based on the information and supporting documents

provided by the bidders. It is the responsibility of the bidders to provide all supporting

documents as listed in Forms necessary to fulfil the mandatory eligibility criteria.

6.37.3. Evaluation of Pre-Qualification bids

Pre - qualification bid documentation shall be evaluated as under:

1. The evaluation committee will check if the bidder has deposited the EMD along

with the Technical Proposal and the same is found to be in order.

2. The documentation furnished by the bidder will be examined prima facie to see if

the Company’s capacity, skill base and other Bidder attributes as claimed therein

are consistent with the needs of this project.

3. MPSEDC may ask bidder(s) for additional information, and/or arrange discussions

with their professional, technical faculties to verify claims made in bid

documentation. If the bidder fails to submit the additional supporting documents,

the PQ bid shall be rejected.

6.37.4. Evaluation of Technical bids

The evaluation of the Technical bids will be carried out in the following manner:

i. The Technical Bids of only the pre-qualified bidders will be opened for evaluation.

ii. The bidders’ technical solution proposed in the bid document shall be evaluated as



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per the requirements specified in the RFP and adopting the evaluation criteria spelt

out in this document. The Bidders are required to submit all required documentation

in support of the evaluation criteria specified (e.g. detailed project citations and

completion certificates, client contact information for verification, profiles of project

resources and all others) as required for technical evaluation.

iii. Live Presentations: Each bidder has to make a Live presentation/ demo of the e-

Procurement System/ Application which is claimed as experience to the Project

Evaluation Committee at a date, time and venue as informed by MPSEDC.

iv. Following will be the technical evaluation scheme:

1. Each Technical Bid will be assessed for technical score on a scale of 1 (minimum)

to 100 (maximum) points Only the bidders, who score a total Technical score of 70

(Seventy) or more, will qualify for the evaluation of their commercial bids.

2. The bidder with less than 70 score in technical evaluation will be treated as non-

responsive. Each bidder has to present the technical bids to the evaluation

committee for examination. The score will be computed for Score of 100.

3. The technical evaluation of the bid will be based on the bidder’s response to the

requirements as mentioned in the RFP, which will include the Technical

Specifications mentioned in RFP. The bidder shall furnish documentary evidence

about technical and production capability necessary to perform the contract.

Technical bid documentation shall be evaluated in two sub-steps.

1. The Technical Bids shall be examined with respect to compliance, completeness and

suitability of the proposal to the RFP requirements and only the bids which are in

compliance to the requirements mentioned in the RFP shall be considered as technically

qualified. The Bidder should provide the information in the technical bid as per the

criteria mentioned. The information furnished by the bidders in the technical bid shall be



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the basis for this evaluation. Each proposal will be examined according to the Project

objective, scope of work and understanding of the project and bidders approach to the

solution.

6.37.5 Parameters for technical evaluation (indicative).

Sl.No Technical Parameter – Checklist Max score

1. IT company registered under the Indian Companies Act, 1956 since

last 5 (five) years:

>= 5 Years (10 marks)

4 years (8 marks)

3 years (6 marks)

2 years (4 marks)

1 years (2 marks)

10

2. The Bidder’s experience in e-procurement domain during the last

5 years in Govt. Depts. /PSUs.

>= 5 projects (20 marks)

4 projects (16 marks)




OR

Single state wide/ nationwide e-Procurement application since last

5 years (20 marks)

20

3. Total number of e-tenders processed for Govt. Depts. / PSUs in

last 3 years as on the date of submission of bids.

>= 50000 (20 marks)

49999 to 35000 (15 marks)

34999 to 20000 (10 marks)

19999 to 10000 (5 marks)

20

4. Certification of CMMi Level 3 or above

CMMi L-5 (10 marks)

CMMi L-4 (6 marks)

CMMi L-3 (3 marks)

10

5. Technical Presentation (Live Demo) 40

Total 100

** Technical Score less than 70% will not be considered for Financial Bid

MPSEDC will assign points (quality of services score) to the technically qualified bidders based on



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the technical evaluation criterion mentioned & approved by committee. The commercial bids for

the technically qualified bidders will then be opened and reviewed to determine whether the

commercial bids are substantially responsive. The passing score in Technical stage is 70.

6.37.6. Commercial Bid Evaluation

• Commercial Bids of only those bidders will be opened who have obtained 70 or above

marks and are declared as technically qualified.

• Financial Score will be computed by dividing the least of the Quotes received from

different bidders by the Bidder’s own Quote.

The Financial Bids will be opened, in the presence of Bidders’ representatives who choose to

attend the Financial Bid opening on date and time to be communicated to all the technically

qualified Bidders. The Bidder’s representatives who are present shall sign a register evidencing

their attendance. The name of Bidder, Bid Prices, Discount, etc. will be announced at the

meeting.

MPSEDC reserves the right to reject all/any part of the tender without assigning any reason

whatsoever and decision of MPSEDC in this regard, shall be final and binding. MPSEDC is not

bound to disclose the details of the evaluation process in terms of methodology, evaluation

criteria and scores.

Commercial Bid Rejection Criteria

� Incomplete Price Bid

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



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6.38. Overall Evaluation

The Bids received will be evaluated using Quality cum Cost Based Solution (QCBS).

After the Technical evaluation, the evaluation committee will evaluate each of the Technically

Qualified bidders’ response on the basis of technical and commercial parameters. The weightage

of the technical and commercial parameters will be in the ratio of 80:20 respectively.

For calculation of the combined Technical and Price Score of all bidders, following formula will be

used:

Total Score = [(Technical Score x 0.80) + ((LP/OP x 100) x 0.20)]

Where LP is the Lowest Price offer of the Technically Qualified Bidders and OP is the Offer Price

of the bidder being evaluated.

Bidder scoring highest “Total Score” will be given highest priority and will be selected.



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6.39 Confidentiality

Information relating to evaluation of proposals and recommendations concerning awards shall

not be disclosed to the consultants who submitted the proposals or to other persons not

officially concerned with the process, until the award of contract is notified to the successful

firm.

6.40. Assumptions and Exclusions

The bidder should state clearly the assumptions and exclusions based on which he/she is bidding

for the contract.

• The bid is liable to be disqualified if not submitted in accordance with this document.

• Bid received after due date and time

• Bid not accompanied by all requisite documents.

• Price offer is enclosed in the same envelope as of PQ.

6.41. Corrupt Fraudulent Practices

Defines, for the purpose of this provision, the terms set forth below as follows:

“Corrupt practice” means the offering, giving, receiving or soliciting of anything of value to

influence the action of a public official in the process of Contract execution and

“fraudulent practice” means a misrepresentation of facts in order to influence a procurement

process or the execution of a Contract the detriment of the Borrower, and includes collusive

practice among Bidders (prior to or after Bid submission) designed to establish Bid prices at

artificial non competitive levels and to deprive the Borrower of the benefits of free and open

competition.

MPSEDC will reject a proposal for award if it determines that the Bidder recommended for award

has engaged in corrupt or fraudulent practices in competing for, or in executing, Contract(s).

6.42. Contract Finalization and Award Criteria

The notification of the award shall be followed by signing of the agreement. The signing of

agreement will amount to award of contract and bidder will initiate the execution of the work as

specified in the agreement. At the same time as MPSEDC notifies the successful bidder that its

bid has been accepted, MPSEDC will send the bidders the proforma for contract, incorporating all



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agreements between the parties. Within 15 days of receipt of the contract, the successful Bidder

shall sign and date the contract and return it to MPSEDC.

i. Prior to the expiration of the period of proposal validity, the bidder will be notified in

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

ii. The notification of award will take place after the signing of the contract.

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

send a confirmation of his intention to enter into agreement within Fifteen (15) days

of receiving the notification.



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7. General Conditions of Contract (GCC)

7.1 Contract and Interpretation

In this Contract, the following terms shall be interpreted as indicated below and the solution

provider must bind all the definitions and prepare financial quotations.

Applicable Law means the Contract shall be interpreted in accordance with the laws of the

Client’s country, unless otherwise specified in Special Conditions of Contract (SCC).

Bidder means any firm offering the solution(s), service(s) and/ or materials required in the tender

call. The word Bidder when used in the pre award period shall be synonymous with bidder and

when used after award of the contract shall mean the successful bidder with whom User signs

the contract for rendering of goods and services.

Client means the MPSEDC as defined in clause 6.1.

Composite bid means a bid in which the technical and financial parts are combined into one but

their evaluation is sequential.

SSP Software Solution Provider means the firm or joint venture providing the solution under this

contract as named in RFP/ Technical specifications/scope of work.

Consultancy Service Provider’s Bid means the SSP’s bid which shall form part of the Contract.

Contract: means the agreement entered into between the Client and the Service Provider

(Bidder), as recorded in the Contract Form signed by the parties including all attachments and

appendices thereto and all documents incorporated by reference therein.

Contract Price means the price payable to the SSP under the Contract for the full and proper

performance of all its contractual obligations.

Bidder’s representative means the duly authorized representative of the SSP, approved by the

Clients and responsible for the SSP’s performance under the contract.

Day means all Government working day from 8AM to 8 PM.

Effective Date means the date on which the Agreement is executed.

Financial bid means that part of the offer that provides price schedule.

GCC means these General Conditions of Contract.

Goods when used singly shall mean the hardware, firmware component of the goods and

services.



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Goods and services mean the solution(s), service(s), materials or a combination of them in the

context of the tender call and specifications.

Incidental services means those services ancillary to the supply of the goods and services, such

as transportation and insurance, and any other incidental services, such as provision of technical

assistance and other such obligations of the Bidder covered under the contract.

Implementation cum Performance security means on receipt of notification of award from the

User, the successful bidder shall furnish the security in accordance with the conditions of

contract, in the Implementation cum performance security form provided in the bidding

documents or in another form acceptable to the User.

Pre-qualification and Technical bid means that part of the offer that provides information to

facilitate assessment, by MPSEDC, professional, technical and financial standing of the bidder,

conformity to specifications etc.

Products mean all of the equipment, Hardware, Software, supplies and consumable items that

the SSP is required to install or provide under the contract, plus the associated documentation.

Project Plan means the document to be developed by the Bidder and approved by the Clients,

based on the requirements of the Contract and the preliminary project plan included in the

Bidder’s bid. Should the Project Plan conflict with the Contract in any way; the relevant

provisions of the Contract shall prevail in each and every instance.

Specification means the functional and technical specifications or statement of work, as the case

may be.

Tender call or invitation for bids means the detailed notification seeking end to end solution.

Two part bid or Two Stage bid means the pre-qualification bid, technical and financial bids are

put in separate covers and their evaluation is sequential.

O&M Period is the period specified in the GCC or SCC, following Acceptance of the deliverables

during which the SSP’s O&M obligations in respect of the delivered materials are in force.

7.2 Confidentiality

The Bidder must maintain absolute confidentiality of the documents/maps/tools collected in any

form including electronic media and any other data/information provided to him for the

execution of the work. The bidder should not use the Project data for any purpose other than the



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scope of work specified in the document and added/amended before signing the contract. If at

any stage it is found that the bidder is using the data provided by the client any time during the

contract execution or after completion of the contract for any other purposes, stringent legal

action will be initiated as per applicable law of land and the contract will be terminated without

assigning any reasons.

7.3 Intellectual Property Rights

The intellectual property rights held by a Party in any software, product or solution, on the

effective date of the Agreement, shall continue to vest with that Party and nothing in this shall be

construed to grant or transfer any rights of a Party in the pre-existing intellectual property to the

other Party. However, intellectual property in anything developed by the Bidder under this

Agreement exclusively for MPSEDC, and based on the information or data owned by MPSEDC,

shall vest with MPSEDC.

Use of documents and Information

• The Bidder shall not, without prior written consent from MPSEDC, disclose/share/use

the bid document, contract, or any provision thereof, or any specification, plan,

drawing, pattern, sample or information furnished by or on behalf of the MPSEDC in

connection therewith, to any person other than a person employed by the Bidder in

the performance of the contract. Disclosure to any such employed person shall be

made in confidence and shall extend only so far as may be necessary for purposes of

such performance.

• The Vendor shall not, without prior written consent of MPSEDC, make use of any

document or information made available for the project, except for purposes of

performing the Contract.

• All project related document (including this bid document) issued by MPSEDC, other

than the contract itself, shall remain the property of the MPSEDC and shall be

returned (in all copies) to the MPSEDC on completion of the Vendor’s performance

under the contract.



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7.4 Bid Security, Payments, Guarantees and Liabilities

7.4.1. Bid Security (EMD)

Bidders shall submit, along with their bids, EMD of Rs. 5,00,000 (Rupees Five Lacs only) in the

form of a Crossed Demand Draft/Bank Guarantee only drawn from any scheduled/nationalized

bank in favour of “Managing Director, MPSEDC” payable at Bhopal, valid for six months from

date of the pre – bid meeting. EMD in any other form shall not be entertained.

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

on the amount of the EMD. 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 selected Bidder.

The EMD may be forfeited:

i. If a bidder withdraws his bid or increases his quoted prices during the period of bid

validity or its extended period, if any; or

ii. In the case of a successful bidder if the bidder fails to sign the contract for any reason

directly attributable to the bidder or to furnish Performance Bank Guarantee within

specified time in accordance with the format given in the RFP.

iii. The EMD shall be submitted with the Prequalification Bid cover in a separately sealed

envelope as mentioned in this section at Stage I. Bids submitted without adequate

EMD will be liable for rejection.

iv. Bids Submitted with EMD not Valid in the specified period will also be rejected during

the bid process, if any information is found wrong / manipulated / hidden in the bid.

7.4.2. Performance Bank Guarantee (PBG)

The Bidder shall at his own expense, deposit with department, within Fifteen (15) 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 Scheduled/

nationalized Bank acceptable to department, payable on demand, for the due performance and

fulfilment of the contract by the bidder.

This PBG shall be for an amount of Rs 30,00,000 (Rupees Thirty Lacs only). All charges



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whatsoever such as premium, commission, etc. with respect to the PBG shall be borne by the

bidder.

The PBG shall be valid till the end of three months after the expiration of contract period and

should be in the format prescribed in this RFP.

The PBG may be discharged/ returned by department before the expiry of the same 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 PBG.

In the event of the bidder being unable to service the contract for whatever reason, department

would give reasonable notice and cure period before evoking 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 before 14 days,

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

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 or misstatement.

7.4.3. Payment

The method and conditions of payment to be made to the Bidder under this contract shall be

specified in SCC.

7.4.4. Prices

• The SSP will be remunerated for the services rendered on a “transaction fee” model

that would be charged from the tenderers under PPP model. The methods prescribed

for calculating the transaction fee are explained under Clause No. 6.34 “Bid Price”.

The detailed mechanism is provided in Annexure 2.

• An option to view and download the tender document should be provided without

making any payment by the tenderer.

• The transaction fees would be shared between the Service Provider and MPSEDC in



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90:10 ratio respectively.

• Revenue sharing from other potential revenue streams if any in future like

advertisements on website etc will be on 50:50 equal sharing ratio.

Prices charged for deliverables and Services performed under the Contract shall not be increased

from the prices quoted by them in its bid.

7.4.5. Taxes and Duties

The price would be inclusive of all taxes, duties, charges and levies as applicable except Service

Tax. Service Tax shall be reimbursed based on the submission of proof of actual service tax

payments made by the bidder.

7.4.6. Delay in the Bidder Performance

I. The Bidder has to start as per the direction of the client at the designated locations and

Services shall be made in accordance with the time schedule prescribed by the Client in

the Schedule of Requirements.

II. If at any time during performance of the Contract, the Bidder should encounter

conditions impeding timely delivery or installation of the Systems or performance of the

Services, the Bidder shall promptly notify the Client in writing of the fact of the delay,

likely duration and its cause(s). As soon as practicable after receipt of the Bidder notice,

the Client shall evaluate the situation and may at its discretion extend the time for

performance, with or without liquidated damages, and revised implementation plan will

be prepared by both parties.

III. Except as provided under GCC Clause, if, Bidder fails in the performance of its delivery

obligations it shall render the bidder liable to the imposition of liquidated damages

pursuant to GCC Clause, unless an extension of time is agreed upon by client without the

application of liquidated damages.

7.4.7. Liquidated Damages

If the Bidder fails to deliver the products within the agreed time-period, the Client shall, be

entitled to impose as liquidated damages, a sum equivalent to 0.1% of the value of the

undelivered portion of the products for every week of delay, up to a maximum of 10% of value of

the undelivered portion of the products.. Once the maximum is reached, the Client may consider

termination of the Contract. If delivered goods cannot be put to use without the undelivered



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goods, the damages will be calculated using the total price of the goods/services that cannot be

put to use.

7.4.8. Application of Liquidated Damages

Liquidated damages shall be assessed as per the millstones as per schedule, submission of

deliverables and its acceptance”.

7.5 Termination for Default

A Party, without prejudice to any other remedy for breach of Contract, may terminate this

Contract in whole or in part by giving 30 days advance notice; if the other Party commits a

material breach of the Contract and fail to rectify it after being granted a reasonable cure-period

to rectify the defect. In the event of termination, MPSEDC shall pay all amounts due from its side

for the products delivered and services performed by the Bidder till the date of termination. The

Bidder shall continue performance of the contract to the extent not terminated.

7.6 Termination for Insolvency

The Client may at any time terminate the Contract by giving written notice to the Bidder, if they

become bankrupt or otherwise insolvent. In this event, termination will be without

compensation to the Bidder, provided that such termination will not prejudice or affect any right

of action or remedy that has accrued or will accrue thereafter to the Client.

7.7 Force Majeure

The Bidder shall not be to liable for forfeiture of its performance security, liquidated damages, or

termination for default if and to the extent that its delay in performance or other failure to

perform its obligations under the Contract is the result of an event of Force Majeure. For

purposes of this Clause, “Force Majeure” means an event beyond the control of the Bidder and

not involving Bidder’s fault or negligence and not foreseeable. Such events may include, but are

not restricted to, acts of the Client in its sovereign capacity, wars or revolutions, fires, floods,

epidemics, quarantine restrictions, and freight embargoes, act of god, riots, strikes etc.

If a Force Majeure situation arises, the Bidder shall promptly notify the Client in writing of such

condition and the cause thereof. Unless otherwise directed by the Client in writing, the Bidder

shall continue to perform its obligations under the Contract as far as is reasonably practical, and



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shall seek all reasonable alternative means for performance not prevented by the Force Majeure

event. If an event of Force Majeure continues for a period of one hundred and eighty (180) days

or more, the parties may, by mutual agreement, terminate the Contract without either party

incurring any further liabilities towards the other with respect to the Contract, other than to

effect payment for goods/services already delivered or performed.

7.8 Resolution of Disputes

The Client and the Vendor shall make every effort to resolve amicably by direct informal

negotiation any disagreement or dispute arising between them under or in connection with the

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

Client and the Vendor have been unable to resolve amicably a contract dispute, either party may

require that the dispute be referred for resolution to the formal mechanisms specified here in.

These mechanisms may include, but are not restricted to, conciliation mediated by a third party.

In case of a dispute or difference arising between the Client and the Vendor relating to any

matter arising out of or connected with this agreement, such disputes or difference shall be

settled in accordance with the Arbitration and Conciliation Act, of India, 1996.

7.9 Governing Language

The contract shall be written in English. All correspondence and other documents pertaining to

the contract, which are exchanged by the parties, shall be written in same languages.

7.10 Applicable law

The contract shall be interpreted in accordance with appropriate Indian laws.

7.11 No Interest for Performance Guarantee

No interest shall be paid on the earnest money, security deposit and the amount retained against

performance guarantee.

7.12 Notices

Any notice given by one party to the other pursuant to this contract shall be sent to the other

party in writing or by telex, email, cable or facsimile and confirmed in writing to the other party’s

last known address. A notice shall be effective when delivered or tendered to other party

whichever is earlier.



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8. Contract Execution

8.1. Inspections and Acceptance Test

The Client or its representatives shall have the right to inspect the commissioning works or any

other work that would carried as part of contract execution for its quality to confirm their

Contract specifications at point of development/delivery and/or at the final place(s) of delivery.

8.2. The Bidder warrants to MPSEDC

8.2.1. The system proposed to be developed and maintained by bidder represents a complete,

integrated solution meeting MPSEDC requirements and will provide the functionality and

performance, as per the terms and conditions and SLAs under the contract.

8.2.2. The Bidder shall accept responsibility for the successful implementation and operation of

the proposed System and for the compatibility of the various software, hardware and networking

components.

8.2.3. The bidder will also provide/make necessary patches for upgrades /changes, without any

extra cost in software to ensure compliance to MPSEDC tender.

8.2.4. The successful bidder shall carry out modification of the software during O&M period so as

to ensure generation of reports/outputs as per MPSEDC requirement, bug removal and support

by providing software patches during O&M Period.

8.3. Bidder’s Obligations

8.3.1. The Bidder will abide by the job safety, insurance, customs and immigration measures

prevalent and laws in force in India, and will defend or settle any claims, demands, suits, or

proceedings against the MPSEDC for bodily injury or loss of life arising directly out of gross

negligence or wilful misconduct of Bidder, provided MPSEDC promptly notifies Bidder of the

claim in writing, cooperates with the Bidder in the defence or settlement of the claim, and grants

full control of the claim to the Bidder. The Bidder will pay all damages arising from such incidents

and will not hold the MPSEDC responsible or obliged.

8.3.2. The Bidder is responsible for, and obligated to conduct all contracted activities with due

care and diligence, in accordance with the Contract and using state of the art methods and

economic principles, and exercising all reasonable means to achieve the performance specified in

the Contract.



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8.3.3. The Bidder must provide a team of qualified technical persons for constant interaction with

MPSEDC/GoMP officials during the entire duration of contract including installation,

customization, testing, validation, trials, live running and maintenance.

8.3.4. The Bidder is responsible for, and obligated to work closely with MPSEDC Designated

Project monitoring team. Bidder shall grants a license to MPSEDC to use the e-Procurement

application for internal purposes.

8.3.5. The MPSEDC monitoring team will associate throughout the process of development/

customization. However the submission of the project deliverables is the responsibility of the

Bidder.

8.3.6. The Bidder is obliged to work closely with the MPSEDC’s Project Manager and staff, act

within its own authority, and abide by directives issued by the MPSEDC that are consistent with

the terms of the Contract. Bidder is responsible for managing the activities of its personnel, and

will hold itself responsible for any misdemeanours.

8.3.7. The Bidder shall appoint an experienced Representative to manage its performance of the

Contract within 15 days from Contract signature. The Representative shall be authorized to

accept orders and notices on behalf of the Bidder, and to generate notices and commit the

Bidder to specific courses of action within the scope of the Contract. The Representatives may be

replaced only with the prior written consent of the MPSEDC, which shall not be unreasonably

withheld.

8.3.8. The Bidder shall complete Delivery, Installation, Acceptance, up-gradation & maintenance

of the Systems in accordance with Contract requirements



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9. Service Level Requirements

The purpose of this Service Level Requirements (hereinafter referred to as SLR) is to clearly

define the levels of service which shall be provided by the Bidder to MPSEDC for the duration of

this contract for the e-Procurement Project.

9.1. Category of SLRs

This SLR section 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. The services provided by Bidder shall be reviewed by

MPSEDC that shall:

� Regularly check performance of the Bidder against this SLR.

� Discuss escalated problems, new issues and matters still outstanding for resolution.

� Review of statistics related to rectification of outstanding faults and agreed changes.

� Obtain suggestions for changes to improve the service levels.

The SLAs defined are indicative that can be modified by MPSEDC based on the technical

presentations and other aspects at the time of signing of agreement with the selected service

provider.

The SLR has been logically segregated in the following categories:

Deployment SLR - SLR is applicable as per the scope for development, supply, installation and

commissioning.

Technical SLR – SLR applicable and must be complied by demonstration at the time of

acceptance of the e-Procurement Project.

Operational SLR – SLR applicable after the acceptance of the e-Procurement Project and the

entire support period of the e-Procurement Project.



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9.1.1. Deployment SLR

The Deployment SLR is applicable to the following scope

i. Installation and commissioning of the e-Procurement Project and to comply with the technical

and Operational SLR

ii. Migration of existing data to the e-Procurement Project

iii. Customize and commission the applications.

iv. The Duration, measurement basis and penalty is defined in the below table:

S. No. Deployment SLA

Component

Baseline *

(T) (In

weeks)

Low

Performance

Penalty **

1 Deployment &

installation and

configuration of e-

procurement Project

(Phase I).

=T+8 >T+8 A Penalty of Rs. 50,000 per week

for first four weeks, Rs. 1,00,000

per week for every subsequent

week or part thereof subject to a

maximum of Rs. 5,00,000.

2 Migration of existing

Departments on New

Application






3 Parallel Run

& stabilisation phase








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Baseline (T) starts from the date of signing the contract between Bidder and state for the project

**Any delay beyond maximum penalty allowed may lead to termination of the contract at the

discretion of MPSEDC.

9.1.2. Technical SLR

The solution would be tested during the user acceptance testing phase with reference to the

technical SLRs mentioned in the table.

S. No. Service Metrics

Parameters

Metric Basis of measurement Response

time/remarks

1 Capacity of the e-

procurement project

portal

Equivalent of

capacity to

handle 500

concurrent online

e-procurement

users per day

with a bid

document size of

2000 pages

approx.

Simulated the stated

loads and testing the

system performance

using load-testing tools

Static web pages of

e-Procurement

Project, rules and

regulations hosted

in e-Procurement

Project instance <=

5 seconds; static

web pages shall be

Home Page

Dynamic web

pages of e-

Procurement

Project <=7 sec

2 Concurrent connects to

e-Procurement project

portal

500

3 e-Procurement Project

Storage and Retrieval

from per-defined

locations

>=99% on quartely

basis

Audit done by third

party administrators-

sample and random

audits done by

concerned authority

For 99% of request,

should store and

retrieve the data

form per defined

location

4 Provision for uploading

new versions/pages with

maintenance of version

control (installation of

New Patch)

No errors allowed Error monitoring

and clearance

within 1 working

day.

Submission of

version control

document by

Bidder every

quarter.

5 Denial of Service (DoS)

is the most common

form of attack on the

application, which leads

to application

No errors allowed In case it is identified

as DoS attack,

operator shall identify

the source of Denial of

Service attack &

The operator

shall respond to

Denial of Service

attacks reported

by application



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unavailability for the

genuine application

users. The denial of

Service attack can be

defined as sudden burst

of network traffic

leading to more than

90-95% utilization of the

application in any

segment or complete

network.

resolve the issue to

ensure availability and

performance of the

backbone. The e-

procurement

Operator, at regular

intervals, shall

monitor and measure

the performance.

users of

maintenance

personnel within

15 minutes of

intimation to the

helpdesk.

In such a scenario

operator shall

perform an

analysis of the

issue, Verify

whether the

application

utilization is due

to genuine user

requirements or

it is a denial of

service attack

* A Business Transaction represents a Business process, which have multiple transactions.

Service Type: Availability of Non-Production Environment

SLA SLA Definition SLA Metric Measurement &

Reporting

Comment/Assumption

98.5% Monthly

Avg.

Hours of

Availability

Unless

otherwise

specified, the

listed hours

of

availability:

Availability:

Mon - Sat

6:00 AM -

10:00 PM

Availability:

Sunday 6:00

Am - 7:00 PM

Monitored daily,

reported monthly

All maintenance work to

be performed during

Maintenance Window

Backup will be required

both prior to batch

processing and after

batch processing is

completed. "Business

hours" to be calculated

based on Hours of

Availability "Hours"

refers to clock hours or

contiguous hours

Any down time required

shall mutually agreed and

approved and shall not

be considered for SLA

calculation

9.1.3 Operational SLR

a. SLR for Helpdesk/Maintenance support calls:



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The Bidder and MPSEDC shall regularly review the performance of the services being provided by

the Bidder and the effectiveness of this SLA. As and when the Disaster Recovery (DR) site comes

up for SDC, the corresponding SLA’s will be included.

Definitions

For purposes of this Service Level Agreement, the definitions and terms as specified in the

contract along with the following terms shall have the meanings set forth below:

• "Uptime" shall mean the time period for which the specified services / components with

specified technical and service standards are available to the state and user departments.

Uptime, in percentage, of any component (Non IT & IT) can be calculated as:

Uptime = {1- [(Downtime) / (Total Time – Maintenance Time)]} * 100

• “Downtime” shall mean the time period for which the specified services / components

with specified technical and service standards are not available to the state and user

departments and excludes the scheduled outages planned in advance for SDC and the link

failures. It is clarified that this term covers non-availability of the Application at Server

Side and shall be monitored at Server Side.

• Bidder shall be given maintenance time as per the Tier II SDC standards.

• “Incident” refers to any event / abnormalities in the functioning of the e- procurement

Project application services that may lead to disruption in normal operations.

• “Helpdesk Support" shall mean the centre which shall handle fault reporting, trouble

ticketing and related enquiries during the term of this contract and on all days from 8AM

to 10PM.

• “Response Time” shall mean the time incident is reported to the Helpdesk and an

engineer is assigned for the call.

• “Resolution Time” shall mean the time taken (after the incident has been reported at the



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helpdesk), in resolving (diagnosing, troubleshooting and fixing) or escalating (to the

second level or to respective vendors, getting the confirmatory details about the same

from the Vendor and conveying the same to the end user), the services related troubles

during the first level escalation. The resolution time shall vary based on the severity of

the incident reported at the Helpdesk.

9.2. Basis of Measurement

The basis of measurement for service metrics parameters is mentioned in the below table.

S.No. Service

Metrics

Baseline metrics Basis of

measurement

Remarks

1 e-

Procurement

Portal uptime

web pages of portals,

rules and regulations

hosted in e-

Procurement Project

instance- 99.0 %

Based on the

call raised by end

user and

application

availability of

reports

2 Portal

response

Time

Static web pages of

e-Procurement

Project, rules and

regulations hosted in

e-Procurement

project instance <=7

sec

Dynamic web pages

of e-Procurement

Project

<=7 sec.

Reports

submitted by

Bidder and

audited by Third

Party.

Sample and random audits

would be done by designated

authority using broadband as

well as dial up connections.



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3 e-

Procurement

Project Load

Testing

Conduct load testing

on the Portal every 3-

4 Months.

Reports

submitted by

Bidder and

audited by Third

Party

Quarterly MIS reports.



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9.3. Penalty Clause

The penalty parameters related to performance of e-Procurement Project are mentioned in the

below table.

S.No

.

e-Procurement Project

Performance

Target Low

Performance

Severity Penalty

1 e-Procurement Project-

Up time (Total time

other than scheduled

>=99.0% Critical No Penalty

2 e-Procurement Project-

Up time (Total time

>=99.0% Critical No Penalty

<99.0% - >=

98.0%

Critical 1% of the Monthly revenue

for every one 0.1% or part

thereof down time at a

stretch or in parts.

This down time shall be

calculated over and above

total hours of downtime

permissible.

<97.9% - >=

96%

Critical 1.5% of the Monthly Revenue

for every 0.1% or part thereof

down time at a stretch or in

parts. This down time shall

be calculated over and above

the total hours of downtime

permissible

<96% 3% of the Monthly Revenue

for every 0.1% or part thereof

down time at a stretch or in

parts. This down time shall

be calculated over and above

the total hours of downtime

Permissible

Note:

a. The Penalty shall be calculated on a Monthly basis.

b. Report for the previous month shall be submitted by the 7th of the next month. Penalty shall

be levied only after the 10th of the month of submission



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9.4. SLRs for Helpdesk/ Maintenance

The Helpdesk service will serve as a single point of contact for all incidents and service requests

for the user departments & for Bidders. The service will provide a Single Point of Contact (SPOC)

and also escalation / closure of incidents for the user departments & Bidders. The activities shall

include:

I. Provide Helpdesk facility during agreed service period window for reporting user

department incidents / issues.

II. Service Provider shall set up the training centre and shall provide the sitting space, desks,

chairs, power supply and connectivity for the Helpdesk. The entire IT infrastructure

required for the Helpdesk services shall be arranged by the Bidder. Email-id and

Telephones shall be facilitated by GoMP

III. Provide necessary channels for reporting issues to the Helpdesk. The incident reporting

channels shall be the following:

� Specific e-Mail account

� Telephone line including telephone sets

� e-Procurement Portal

IV. Implement a call logging system in line with the defined incident types as per the SLRs.

The Helpdesk shall log user calls related and create an incident.

V. Creation of knowledge base on frequently asked questions to assist user departments in

resolving basic issues themselves.

VI. Track each incident / call to resolution

VII. Provide feedback to callers.

VIII. Analyze the call statistics

IX. Creation of knowledge base on frequently asked questions to aid users.

X. Continuous monitoring to ensure availability as per agreed SLRs.

XI. Day-to-day monitoring shall be done with the manpower to be deployed at the various

divisions by selected Bidder.

XII. Escalate the calls, to the appropriate levels, if necessary as per the escalation matrix

agreed between the Bidder and the user department. The escalation matrix shall be



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developed by the Bidder in discussion with MPSEDC.

XIII. Coordinate with respective vendors for closure of calls.

XIV. Analyze the incident / call statistics and provide monthly reports including but not limited

to:

• Type of incidents / calls logged

• Incidents / calls resolved

• Incidents / calls open

XV. SLR for support calls for e-Procurement project application are mentioned

S/N Type of Incident Response Time Resolution time SLA

1 Critical

For critical incidents the

resolution time “T” shall

be mutually agreed by the

State and the Bidder at the

time of award of contract.

15 minutes from call

logged <= T

“T” shall be the agreed

Resolution Time between

Bidder and MPSEDC (or

else considered to be 2 hrs

for critical incident).

2 Medium 30 minutes from call

logged <=1 day from the time of

incident logged at

Helpdesk

3 Low 45 minutes from call

logged <= 2 days from time of

response logged.

Critical: fault which impact 80% of the user community shall be considered under Critical

faults.

Medium: fault which impact 40% of the user community shall be considered under

medium faults and rest fall under Low.

Level 1: The e-procurement outage, security or performance related issues impacting

the performance and leading to unavailability of the services.


the performance and leading to unavailability of the services in one or more locations

/departments.


the performance and leading to unavailability of the services to one or more users in

the departments.



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9.4.1. Penalty Clause for Helpdesk/Maintenance support calls

SLR for helpdesk/maintenance calls for departments is mentioned in the below table:

S.

No.

Type of Incident Response

Time

Resolution time

SLR

Penalties

Critical

For critical

incidents the

resolution time “T”

shall be mutually

agreed by the State

and the Bidder at

the time of award

of contract.

30

minutes

from call

logged

7 hours

<= T

“T” shall be the

agreed Resolution

Time between

Bidder and

Departments/

MPSEDC (or else

considered to be 2

hrs for critical

incident)

Beyond 7 hours of down time or T

whichever is lower, Rs.500 per incident

subject to a maximum of Rs. 2000

2 Medium 60

minutes

from call

logged

Within 24 hours

from the time of

incident logged at

the Helpdesk

Beyond 24 hours of down time, Rs.

300.00 per incident subject to a

maximum of Rs. 1500

3 Low 60

minutes

from call

logged

Within 48 hours

from time of

incident logged at

the Helpdesk

Beyond 48 hours of down time, Rs.

200.00 per incident subject to a

maximum of Rs. 2000.00

9.5. Project Management Review

The Steering Committee shall be the Apex Committee for the Strategic Decisions on the project & shall be

responsible for overall guidance, deciding policy level matters and to act as final body for approving all

issues relating to project implementation. State Project Committee will provide overall leadership for the

project implementation and shall be responsible for all the approvals to be given to the selected Bidder.



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As per the guidelines of IT Dept., GoMP, the Project Management Committee shall be separately

established for review of the Project which may have the representation from user departments as well.

9.6 Acceptance Criteria

i. State will accept the commissioning and project Go-Live only after successful implementation

of Phase 1 as described earlier.

ii. A team comprising of representatives from MPSEDC, Bidder and respective departments will

verify satisfactory performance of all the modules.

v. Any delay on account of Government side procedures such as issuance of Government

orders, logistics arrangement at site offices, personnel deployment, power supply, network

connectivity and bandwidth etc. should not be considered for acceptance. In case such a

delay occurs, the acceptance should be completed for those services where these procedures

are not impacting. The prorated payment for the delayed service may be made in good faith

by MPSEDC.

v. For acceptance testing of the e-Procurement system and application the Parties shall mutually

agree on a detailed Acceptance Test Plan.



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10. Special Conditions of the Contract (SCC)

The following Special Conditions of Contract (SCC) shall supplement to the General Conditions of Contract

(GCC). Whenever there is a conflict, the provisions of the SCC shall prevail over those in the General

Conditions of Contract.

10.1. Subject Matter of Contract

10.1.1. Contract Agreement

The successful bidder should enter into agreement with the MPSEDC.

• Key Personnel for MPSEDC

o Nodal Officer from the MPSEDC.

o Any other person authorized by MPSEDC

• Key Personnel for Bidder

o List of Key personnel identified and listed by the Bidder in the bid

document.[Bidder shall provide the List]

10.1.2. Contract Signing

The Service Provider (Successful Bidder) has to enter into agreement by signing the contract

through Authorized Person with the MPSEDC for which he has quoted and awarded within the

stipulated time as mentioned in the bid document.

10.2. Payments

10.2.1. Contract Price & Payments

Prices are fixed and no adjustment will be made to the contract price. The payment will be done on

submission of invoices to the authorized officer of the MPSEDC. The process to be followed will be as

under:

i. The Service Provider shall raise an invoice on 5th

of every month for the previous month as per

the terms of payment to MPSEDC. The MPSEDC shall pay all invoices within 30 day from the

date of receipt of invoice.

ii. The Service Provider would generate the invoice based on the number of transactions that have



MPSEDC of 160

occurred in each month that would be computed based on the online tools to be set up by the

partner for this purpose.

iii. The number of transactions will be multiplied by the transaction cost agreed with the successful

bidder for each unit category with applicable Caps. Thus, the total gross amount of the month

would be arrived at.

iv. The transaction fees (Refer Annexure 2) would be shared between the Service Provider and

MPSEDC in 90:10 ratio respectively, wherein MPSEDC after keeping 10% of the revenue would

remit the remaining to the Service Provider against the monthly invoice raised by the Service

Provider.

v. The invoice amount would be paid after the evaluation of performance against both the

deployment and operational SLAs in respect of that month and after deducting penalties if any.

vi. Any Liquidated Damage, Penalty by whatever name called shall not exceed a maximum of 10%

of billing of the relevant quarter.

10.2.2. Payment Authority

MPSEDC will make the payment as per payment terms and conditions on submission of invoices with

necessary certifications.

10.2.4. Subcontract

The selected Bidder shall not outsource/ subcontract the work to any other Party without the consent of

MPSEDC, which shall not be unreasonably withheld. However, the Bidder shall be responsible to MPSEDC

for the complete performance of its obligations under the Contract.

10.2.5. Infrastructure arrangement by Bidder

The Bidder shall assess and make his own arrangements for infrastructure which includes necessary

hardware, system software and transportation of personnel deployed by him, security at the site in

addition to the men, machine and material. The servers and other hardware have to be physically located

and operated from State Data Centre of GoMP. The bidder should assess the capacity planning and

assessment for the solution taking into account a period of 5 years including hardware specifications &

configurations.

10.3. Limitation of Liability



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In no event shall either party or its Affiliates be liable to other party, its Employees or any other party

seeking damages under this Agreement, whether in contract, tort (including negligence or

misrepresentation) or otherwise, for any special, indirect, incidental, punitive or consequential losses,

damages, costs or expenses whatsoever, including without limitation, damages related to losses of

production, losses of profits or of contracts, losses of business or of revenues, losses of operation time or

losses of goodwill or reputation.

Except for payment obligations, damages for intellectual property infringement and damages for bodily

injury (including death), a Party’s total aggregate liability shall be limited to the amount paid by MPSEDC

for the services or deliverables that is subject of the claim. To the extent allowed by Indian law, these

limitations shall apply regardless of the basis of liability, including negligence, misrepresentation, breach

of any kind, or any other claims in Contract, Tort or otherwise

10.4. Change Management

Any change in the Scope of Work shall only be undertaken by a mutually agreeable Change Management

Procedure and with the consent of both Parties.



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11. Table of Sample Forms and Procedures

11.1. Bid Form

Date: [ insert: date of bid ]

To:

The Managing Director ,

MPSEDC, 147, Zone-1, M.P. Nagar

Bhopal- 462011

Dear Sir,

1. Having examined the Bidding Documents, the receipt of which is hereby acknowledged,

we, the undersigned, submit deliverables under the above-named Contract in full

conformity with the said Bidding Documents.

2. We undertake, if our bid is accepted, to commence work as per the schedule and to

achieve the Acceptance within the respective times stated in the Bidding Documents.

3. We have read the provisions of bid & confirm that these are acceptable to us.

4. We further declare that bid is unconditional.

5. We undertake, if our bid is accepted, to commence the work as per the schedule

immediately upon signing of the Agreement by both parties, and to achieve Completion

within the time stated in the Bidding Documents.

6. If our bid is accepted, we undertake to provide an Implementation cum Performance

Security in the form and amounts, and within the times specified in the Bidding

Documents.

7. We undertake that, in competing for (and, if the award is made to us, in executing) the

above contract, we will strictly observe the laws against fraud and corruption in force in

India.

8. We, hereby, declare that only the persons or firms interested in this proposal as principals

are named here and that no other persons or firms other than those mentioned herein

have any interest in this proposal or in the Contract to be entered into, if the award is

made on us, that this proposal is made without any connection with any other person,

firm or party likewise submitting a proposal is in all respects for and in good faith, without



MPSEDC of 160

collusion or fraud.

9. We agree to abide by this bid, consists of this letter, the Price Schedules, the Bid Security,

the duly notarized written power of attorney, and attachments to this Bid Form, for a

period of bid validity from the date fixed for submission of bids as stipulated in the

Bidding Documents, and it shall remain binding upon us and may be accepted by you at

any time before the expiration of that period.

10. Until the formal final Contract is prepared and executed between us, this bid, together

with your written acceptance of the bid and your notification of award, shall constitute a

binding contract between us.

Dated this [ insert: number ] day of [ insert: month ], [ insert: year ]Signed:

In the capacity of [ insert: title of position ]

Duly authorized to sign this bid for and on behalf of [ insert: name of Bidder ]

Attachments:

As per the technical specifications



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11.2 Form of Contract Agreement

This contract agreement is made on the [insert: number] day of [insert: month],

[insert: year].

Between

(1) [ insert: Name of Client ], (hereinafter called “the Client”), and

(2) [ insert: name of ], (hereinafter called “the Bidder ”).

Whereas the Client desires to engage the ……………………………………………….as per the scope and

deliver all the deliverables and have agreed to such engagement upon and subject to

the terms and conditions appearing below in this Contract Agreement.

NOW IT IS HEREBY AGREED as follows:

1. Article 1 - Contract Documents

1.1 Contract Documents

The following documents shall constitute the Contract between the MPSEDC and

the Bidder, and each shall be read and construed as an integral part of the

Contract:

This Contract Agreement and the Appendices attached to the Contract Agreement

(a) Notification of Award

(b) The Bid and Price Schedules submitted by the Bidder

(c) Special Conditions of Contract

(d) General Conditions of Contract

(e) Pre-bid conference minutes.

(f) Bid document with modification if any

(g) Add here – any other documents)

1.2 Order of Precedence

In the event of any ambiguity or conflict between the Contract Documents listed



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above, the order of precedence shall be the order in which the Contract Documents

are listed in Article 1.1 (Contract Documents) above.

1.3 Definitions (Reference GCC Clause 1)

Capitalized words and phrases used in this Contract Agreement shall have the same

meanings as are ascribed to them in the General Conditions of Contract.

2. Article 2 - Contract Price and Terms of Payment

2.1 Contract Price

The GOMP hereby agrees to pay to the Bidder the amount of

Transaction Fees (Refer Annexure 2), the Contract Price in

consideration of the performance by the Bidder of its obligations

under the Contract.

3. Article 3 - Effective Date for Determining Time for Operational Acceptance

3.1 Effective Date

The date of signing of the contract

(a) This Contract Agreement has been duly executed for and on

behalf of the GOMP and the Bidder;

(b) The Bidder has submitted to the GOMP the Implementation

cum performance security.

4. Article 4 – Jurisdiction

4.1. Any legal proceedings arising out of the agreement shall be subject

to the appropriate court in Madhya Pradesh.

5. Article 5 - Appendixes

5.1. The Appendixes listed in the attached List of Appendixes shall be

deemed to form an integral part of this Contract Agreement.

5.2 Reference in the Contract to any Appendix shall mean the

Appendixes attached to this Contract Agreement, and the Contract

shall be read and construed accordingly.



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IN WITNESS WHERE OF the MPSEDC and they have caused this Agreement to be duly executed

by their duly authorized representatives the day and year first above written.

For and on behalf of the MPSEDC

Signed: _________________

in the capacity of [ insert: title or other appropriate designation ]

in the presence of

For and on behalf of the Bidder

Signed:

in the capacity of [ insert: title or other appropriate designation]

in the presence of



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Annexure – A: Bid table of contents and Checklists

Bidders may expand and modify (if appropriate) and complete the following table. The purpose

of the table is to provide the Bidder with a summary checklist of items that must be included in

the bid to be considered for contract award. It also provides a summary reference scheme to

ease and speed the Client’s bid evaluation process.

Sl. No Item Present (Yes/No) If “Yes” Page

Number

a. Proof of bid purchase

b. Bid Form

c. EMD/Bid Security

d. Pre Qualification formats

e. Commercial Proposal

f. Technical Proposal

g. Attachment if any

Attachment 1, attachment 2



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Stage – I - Bidding (Pre-Qualification Bid) Formats

Form – P#0 : COVERING LETTER FROM THE Bidder

Company letter head

[Date]

The Managing Director,

MPSEDC, Bhopal

Reference: RFP Notice for implementation of e-Procurement system in GoMP Departments

Dear Sir,

This is to notify you that our company intends to submit a proposal in response to the RFP for

Customization, Integration, Data Migration, Implementation and Maintenance of e-Procurement System

in GoMP Departments Primary and Secondary contacts for our company are:

Primary Contact Secondary Contact

Name:

Title:

Company Name:

Address:

Phone:

Mobile:

Fax:

E-mail:

We have read the provisions of the RFP and confirm that these are acceptable to us. We also confirm that

the information contained in this response or any part thereof, including its exhibits, and other

documents and instruments delivered or to be delivered to the MPSEDC is true, accurate, verifiable and

complete. This response includes all information necessary to ensure that the statements therein do not

in whole or in part mislead the MPSEDC in its short listing process.

We hereby declare that all the information and statements made in this proposal are true and accept that

any misinterpretation contained in it may lead to our disqualification. We fully understand and agree to

comply that on verification, if any of the information provided here is found to be misleading the short



MPSEDC of 160

listing process or unduly favors our company in the short listing process, we are liable to be disqualified

from the selection process or shall be terminated from the contract, if selected. We agree to abide by this

RFP, consisting of this letter, the detailed response to the RFP and all attachments.

It is hereby confirmed that I/We are entitled to act on behalf of our company and empowered to sign this

document as well as such other documents, which may be required in this connection.

Dated this Day of 2012

(Signature)

(In the capacity of)

Duly authorized to sign the RFP Response for and on behalf of:

Sincerely,

[Bidder’s Name]

Name

Title

Signature

Date

(Name and Address of Company) Seal/Stamp of System Integrator



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CERTIFICATE AS TO AUTHORISED SIGNATORIES

I, certify that I am …………………………… of the,.................................., and that

................................................. who singed the above response is authorized to bind the corporation by

authority of its governing body.

Date

(Seal here)



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**Consortium Criteria

In case of consortium the prime bidder must be specified by the bidder. The Prime/Lead Bidder shall be

solely responsible to the MPSEDC for executing the activities enlisted in this RFP and the contractual

obligations, if selected for carrying out these activities. The Lead Bidder shall submit the Financial Bid on

behalf of the Consortium.

The prime bidder cannot be a partner in more than one consortium. In case of consortium no company

will be allowed to participate in more than one bid i.e. they should have exclusive partners. In case it is

observed that any consortium have a common partner then such consortiums will stand disqualified and

under no circumstances their bids will be entertained. An undertaking in this regard has to be enclosed. In

case of a consortium, applicant consortia shall have a valid Memorandum of Understanding (MoU)/

Agreement (duly registered) among all the members signed by the Chief Executives/ Authorized

Signatories of the companies dated prior to the submission of the bid. The MoU/ consortium agreement

shall clearly state the composition of the consortium who shall be the prime bidder, the complete

description of the partner and roles and responsibilities of the partners. The MoU/agreement shall be

exclusively for this project and prime bidder shall be responsible in case of failure by any partner.

MoU/agreement should clearly clarify the roles & responsibilities of consortium partners.

In case of a consortium, the maximum of bidders should not be more than 3 bidders. If the bidder (All

members of consortium) is a bidder, it should be registered under company’s act 1956. Partnership and

Proprietor firm are not allowed.

The bidder (Each member of the Consortium) shall have company registration certificate, registration

under labour laws & contract act, valid sales tax registration certificate, valid Service tax registration

certificate and Permanent Account Number (PAN) issued by income Tax department. (Copy of each

registration should be provided).

Attested copy of the company’s annual report has to be attached along with the bid. Bidder should submit

an undertaking that Bidder (or any member of the consortium) is as a company/consortium and product

quoted are not Black Listed by any Govt. dept. /agency in India.



MPSEDC of 160

Members of the Consortium shall be jointly and severally liable to the Government for the execution of

the project in accordance with the terms of the bid document and a statement of this effect shall be

included in the Memorandum of Understanding/ consortium Agreement.

Lead Bidder – shall mean the member of a consortium which shall act as the sole interface with the

Purchaser on behalf of the consortium, contractually and for other interactions, and who shall be

responsible for successful execution of the project including support and maintenance activities if any for/

after the entire agreement period and in accordance with any surviving provisions thereof.



MPSEDC of 160

INDEX OF FORMATS & SUPPORTING DOCUMENTS

Requested Information

Suggested Format:

Form P-1: Details of the Organization for single bidder / consortium members

Mandatory Supporting Documents:

a. Certificate of Incorporation from Registrar Of Companies (ROC)

b. Relevant sections of Memorandum of Association of the company or

filings to the stock exchanges to indicate the nature of business of the

company

c. Letter of Association in case of Consortium

Suggested Format:

Form P-2: Financial Information for single bidder / consortium members


a. Auditor Certified financial statements for the last three financial years,

2009-10, 2010-11, and 2011-12 (Please include only the sections on

P&L and the assets, not the entire balance sheet.)

b. In case the annual audited financial statement for the Year 2011-12 is not prepared, a CA

certified Provisional Accounts statement should be produced.

Suggested Format:

Form P-3: e-Procurement Implementation Experience (forms for each project reference)


1. Copy of Award of Contract

2. Experience Certificate from the Client on the number of tenders processed in last three

years through the e-Procurement system.

Suggested Format:

Form P-4: CMMi Level 3 and above & BS 7799 / ISO 27001 Certificate

Assessment


a) Copies of the valid CMMi LEVEL 3 and above certification

b) Copies of valid BS7799/ ISO 27001 Certificate Assessment



MPSEDC of 160

Suggested Format:

Form P-5: List of Professionals with Curriculum Vitae (CV) of e-Procurement Experts

Suggested Format:

Form P-6: Declaration Regarding Clean Track Record & Satisfactory

Performance

Self declaration Certificate by the organization.

Name of the Service Provider (Bidder):

Name of the Project:



MPSEDC of 160

Form - P#1 : FORMATS FOR SUBMISSION OF DETAILS

Nature of Bidding (Single Bidder / Consortium)

(to be filled by each bidder in case of consortium)

Details of the Organization for single bidder / consortium members

Form P#1: Details of the Organization

1 Name of the Company :

2 Date of Incorporation (Registration

Number & Registering Authority) VAT

No., CST No., PAN No.

3 Legal Status of the Company in India &

Nature of Business in India

Public Ltd Company/ Private

4 Address of the Registered Office in India :

5 Date of Commencement of Business

6 Name & e-mail id, phone number, fax of

the Contact Person

: Phone:

Fax:

7 Web-Site :

8 Quality Certifications attained by the firm

– CMMi level 3 and above certification & BS

7799 / ISO 27001 Certificate issued date and

expiry date

:

9 EMD details : Amount:

DD No. & Date

Name of the Bank:

Valid up to :

10 Proof of purchase of bid document : MPSEDC Receipt No:

Date of purchase:

Place:

Date:

Bidder’s signature and seal.



MPSEDC of 160

Form - P#2 : Financial Information for Single bidder / Consortium Member

(to be filled by each bidder in case of consortium)

(All values in Rs. Lacs)

Form P-2: Financial Information S/No Financial Year Total Turnover of the firm Total Net Worth of

Company

(1) (2) (3) (4)

1 FY.2009-10

2 FY.2010-11

3 FY.2011-12

Place&Date: Bidder’s signature and seal

Note:

1. Please attach audited Balance Sheets and IT return statements to confirming the figures

mentioned in columns (2).

Name of the Bidder:




MPSEDC of 160

Form - P#3 : e-Procurement Implementation Experience

(For each Govt. /PSU/ Dept)

To establish eligibility, the bidder must provide certificates from the organizations where e-Procurement

System, implemented by the bidder is working in India. These certificates must have the following format:

Indicate whether your firm / consortium have experience in implementing State wide e-Procurement

System (Yes / No) ……..

Previous eProcurement Implementation Experience

Name of the Client Department/ State

Year of Go-Live

Whether Client-end PKI enabled system is under operation Yes / No

Number of Departments using e-Procurement system

Statistics handled(No. of Tenders etc) by e-Procurement System

installed by the bidder in the last three years

No. of Modules in active use in the State/ Dept.

Date of commercialization of System implemented by the bidder

Make and version number of the software supplied & installed and

working commercially

Offered Software should be in operation & working satisfactorily in

Govt. /PSU in India for at least last five year on the date of

submission of bids.

Yes / No

Details of Contact Person/ Nodal Officer from PSU/ Dept/ State

Name, Designation & Contact Details

Note:

1. Please provide separate details for each departments/ PSU/ State in similar format.

2. Statement by the service provider that the e-Procurement System installed by the bidder is working

successfully.

3. Certificate of third party audit (if any)

Place: Bidder’s signature

Date : and seal.

Name of the Bidder :




MPSEDC of 160

Form - P#4 : Quality Certification

(CMMi Level 3 or above & BS 7799/ ISO 27001) obtained by the firm


Date : and seal.

Name of the Service Provider (Bidder):




MPSEDC of 160

Form - P#5 : List of Professionals with CV of e-Procurement Experts

Sl.

No

Employee

Name

Qualification Designation Skills &

Professional

Certifications,

if any

Proposed

Area of

expertise

Experience

with Bidder


Date : with seal.





MPSEDC of 160

Form – P#6 : Declaration Regarding Clean Track Record & Satisfactory

Performance

To,

The Managing Director

MPSEDC

147, Zone 1, M.P. Nagar, Bhopal

Dear Sir,

I have carefully gone through the Terms & Conditions contained in the RFP Document regarding

“Customisation, Integration, Data Migration, Implementation & Maintenance of e-Procurement

Application for GoMP” for a period of 5 years.

I hereby declare that my company has not been debarred/black listed by any Government/Semi

Government organizations in India. I further certify that I am competent officer in my company to make

this declaration.

Yours faithfully,

(Signature of the Bidder)

Printed Name

Designation Seal

Date:

Business Address:


Date : with seal.



MPSEDC of 160

Stage – II : Bidding (Technical Bid) Formats

(This format must be kept in a separate sealed cover)



Form – T#1

Understanding of the Project

A Brief technical proposal by the bidder on Project Scope, Understanding of the project, technologies

proposed covering the following and other issues related to project:

1. Bidders understanding of the Project.

2. Bidders Approach & Methodology. - Preparation of System Integration Plan and System

Deployment Plan

3. Data Migration & Roll-out strategy.

4. Operations & Maintenance

5. System Maintenance & Management plan

6. Helpdesk Services & Escalation plan

7. System / Storage / Database / Network / Security Administration

8. Backup & Restoration plan

9. The proposed solution must provide all industry standard security mechanisms like:

a. System Level Security

b. Application Level Security

c. User Level Security

d. Database Security

e. Transaction level security.

10. Manpower Deployment & Retention strategy.

11. Proposed Security model, Roles Creation, Data Safety with authorizations and

authentications.

12. Scalability, robustness and Openness and Inter-Operability of the proposed solution.



MPSEDC of 160

13. Implementation Strategy and Disaster Recovery Plan for the continued business

operations

14. The bidder shall clearly define the sizing of the servers requirements & connectivity

(bandwidth) requirements for the implementation of the proposed solution

15. Training Plan

16. Any other relevant items related to the project.

17. Overall Project/Engagements level Risks, Assumptions & proposed Mitigation


Date : with seal.





MPSEDC of 160

Form – T#2 : Brief detail of the e-Procurement Project

Modules implemented in two organizations with the Project Experience & learning.


Date : with seal.



MPSEDC of 160

Stage – III : Bidding (Commercial Bid) Formats

(This format must be kept in a separate sealed cover)

(This format to be kept in a separate sealed cover super scribing “Commercial Bid” for the project cost for

Customization, Integration, Data Migration, Implementation and Maintenance, O&M support)

Please refer Annexure 2 for “Commercial Bid” format.

Note: The Price has to be quoted as per the format specified in Annexure 2. While Annexure 2A

is the summary of all the units, Annexure 2B is the values & percentages that need to be filled by

the bidder and Annexure 2C, 2D, 2E, 2F & 2G are there for the purpose of calculation of payouts

as per the data given. First Annexure 2B is required to be filled, that would be used for Annexure

2C, 2D, 2E, 2F & 2G and the final figure i.e. summary would be reflected in Annexure 2A. In case

of any discrepancy in any of the commercial bid annexure from 2A to 2G, the percentage and

values mentioned in the Annexure 2B would be considered final.



MPSEDC of 160

Form – P#99 : Compliance/Agreed/Enclosed/Deviation Statement

The following are the particulars of compliance/deviations from the requirements of the tender

specifications.

Bid document reference Yes/No Remarks

1. Period of schedule

Form P#0

Form P#1

Form P#2

Form P#3

Form P#4

Form P#5

Form P#6

Form T#1

Form T#2

Annexure 2 (Commercial Bid)

General instruction to bidders

Standard procedure for bid evaluation

General condition of proposed contract (GCC)

Special Condition of proposed Contract (SCC)

The specifications and conditions furnished in the bidding document shall prevail over those of any other

document forming a part of our bid, except only to the extent of deviations furnished in this statement.

Note:For every item appropriate remarks should be indicated like ‘no deviation’, ’agreed’, ‘enclosed’ etc.

as the case may be.


Date : with seal.



MPSEDC of 160

Annexure 1 : As-Is Report

Summary of existing e-tendering project till 31.08.2012 since inception:

Particulars Quantity

Total Number of Tenders

Processed / completed - Physical

Numbers

22,156

Tenders Processed / completed –

Value Rs. 38,45,582 lacs

Approved Registration of

suppliers (Numbers) 10,385

Detailed breakup as per department users is as below:

S/N Departments / Agency Total Tenders

Completed

Total Value

(Rs. In Lacs)

1 Narmada Valley Development Authority 127 3,80,928.63

2 Public Works Department 10758 10,92,451.44

3 Madhya Pradesh Madhya Kshetra Vidyut

Vitaran Company Ltd. 98 66,530.02

4 Madhya Pradesh State Electronics

Development Corporation Ltd. 2 0.00

5 Water Resources Department 1591 6,49,089.05

6 Madhya Pradesh Professional Examination

Board (VYAPAM) 0 0.00

7 Indore Municipal Corporation 255 38,495.63

8 Madhya Pradesh Audyogik Kendra Vikas

Nigam (Bhopal) Ltd 79 5,699.40

9 Jabalpur Municipal Corporation 129 15,112.81

10 Public Health and Engineering Department 483 27,478.60



MPSEDC of 160

11 Madhya Pradesh Housing Board 360 88,042.17

12 Madhya Pradesh Roads Development

Corporation 208 49,717.01

13 Madhya Pradesh Rural Roads Development

Agency 3179 7,50,736.65

4 Madhya Pradesh State Tourism

Development Corporation Ltd 364 39,215.53

15 Madhya Pradesh Council of Scinece &

Technology 3 60.00

16 Capital Project Administration 348 25,709.09

17 Madhya Pradesh Text Book Corporation 2 1,800.00

18 Horticulture Department of Madhya

Pradesh , Vindhyachal Bhawan, Bhopal 0 0.00

19 Bhopal Development Authority 98 36,098.01

20 M.P.State Agriculture Marketing Board 648 76,808.29

21 Gwalior Development Authority 17 2,774.63

22 Jabalpur Development Authority 110 11,087.45

23 Madhya Pradesh Police Housing

Corporation Ltd. 552 70,324.20

24 Indore Development Authority 164 54,254.81


Nigam (Jabalpur) Ltd. 15 786.31

26 Special Area Development Authority

(SADA), Gwalior 32 16,803.68

27 Ujjain Development Authority 107 14,729.49

28 Harda Municipal Council 0 0.00

29 M.P.Fisheries Federation 7 1,622.80

30 Dewas Development Authority 15 1,903.90



MPSEDC of 160

31 Ujjain Municipal Corporation 213 10,478.18

32 Jhabua Municipal Council 3 109.12

33 M.P.POWER TRANSMISSION COMPANY

LTD.( MPPTCL) 20 15,000.00

34 Municipal Council Guna 2 1,664.00

35 M.P. State Mining Corporation Limited 10 9,786.54

36 M.P. Poorv Kshetra Vidyut Vitaran Compnay

Limited 5 1,350.00

37 Integrated Tribal Development Project

Baihar 15 1,170.20

38 Nagar Panchayat Chhanera 0 0.00


Nigam (Rewa) Ltd 8 1,559.76

40 Tribal Welfare Department 26 1,484.62

41 Madhya Pradesh Paschim Kshetra Vidyut

Vitaran Company Limited 79 648.19

42 M P State Cooperative Marketing

Federation Limited 133 19,229.69

43 Department of Animal Husbandry 15 0.00

44 M.P.State Cooperative Dairy Federation Ltd. 53 300.96

45 Vikram University Ujjain 17 797.64


Nigam (Indore) Ltd 62 10,409.35

47 Industrial Infrastructure Development

Corporation (Gwalior) M.P.Ltd. 36 2,736.45

48 MP State Livestock and Poultry

Development Corporation 4 0.00


Nigam (Ujjain) Ltd 20 1,071.42

50 A.P.S. University Rewa 18 576.01



MPSEDC of 160

51 Singrauli Municipal Corporation 43 1,709.52

52 Dewas Municipal Corporation 42 2,260.62

53 M.P. Rural Engineering Service Department

(RES) 1208 1,85,953.65

54 M.P. Vikas Pradhikaran Sangh 0 0.00

55 M.P.Warehousing & Logistics Corporation

(MPWLC) 100 34,565.35

56 Public Health & Family Welfare 121 5,921.43

57 Nagar Palika Pandhurna 4 459.36

58 Pithampur Auto Cluster Ltd.(PACL) 1 67.00

59 Katni Municipal Corporation 12 725.50

60 Madhya Pradesh Laghu Udyog Nigam

Limited 35 4,715.01

61 Madhya Pradesh Vidhan Sabha 3 0.00

62 Jabalpur Garment & Fashion Design Cluster

Pvt. Ltd. Jabalpur 0 0.00

63 Devi Ahilya Vishwavidyalaya Indore 1 52.00

64 Gwalior Municipal Corporation 92 7,056.91

65 Ratlam Development Authority 2 63.64435

66 Sagar Municipal Corporation 0 0

67 Urja Vikas igam 2 5400

68 Madhav Institute of Technology & Science,

Gwalior 0 0

69 Urban Administration and Development

Department 0 0

70 Sainik School Madhya Pradesh 0 0

Total 22,156 38,45,582



MPSEDC of 160

Year 2007-08

User Department (Year 2007-08) No. of

Tenders

ECV

(In Crores)

mpmkvvc.mpeprocurement.gov.in 3 7.71

mpsedc.mpeprocurement.gov.in 1 0.00

nvda.mpeprocurement.gov.in 10 917.17

pwd.mpeprocurement.gov.in 73 328.16

Total 87 1253.04

Year 2008-09

User Department (Year 2008-09) No. of

Tenders

ECV

(In Crores)

mpakvn.mpeprocurement.gov.in 2 2.57

mphousing.mpeprocurement.gov.in 5 10.08


Total 285 1234.81

Year 2009-10

User Department (Year 2009-10)

No. of

Tenders

ECV

(In Crores)


mpcost.mpeprocurement.gov.in 3 0.00


mprdc.mpeprocurement.gov.in 3 9.58

mprrda.mpeprocurement.gov.in 569 1346.45

mpt.mpeprocurement.gov.in 11 10.33

mptbc.mpeprocurement.gov.in 3 29.00


phed.mpeprocurement.gov.in 83 33.52


wrd.mpeprocurement.gov.in 40 156.82

Total 1185 2937.02



MPSEDC of 160

Year 2010-11

User Department (Year 2010-11)

No. of

Tenders

ECV

(In Crores)

cpa.mpeprocurement.gov.in 125 57.37

dda.mpeprocurement.gov.in 1 1.77

gda.mpeprocurement.gov.in 2 1.18

ida.mpeprocurement.gov.in 39 69.62

imc.mpeprocurement.gov.in 44 59.42

itdpbhr.mpeprocurement.gov.in 12 3.02

jda.mpeprocurement.gov.in 30 48.66

jmc.mpeprocurement.gov.in 3 4.67

mcjhabua.mpeprocurement.gov.in 1 0.78


mpcdf.mpeprocurement.gov.in 2 0.00

mpcost.mpeprocurement.gov.in 10 0.00

mpez.mpeprocurement.gov.in 1 0.00


mpmandiboard.mpeprocurement.gov.in 279 241.02


mpphc.mpeprocurement.gov.in 131 57.40



mpsmcl.mpeprocurement.gov.in 3 7.73





sadagwl.mpeprocurement.gov.in 10 15.82

twd.mpeprocurement.gov.in 10 3.30

uda.mpeprocurement.gov.in 33 47.21

umcujjain.mpeprocurement.gov.in 5 8.04


Total 4322 9412.477



MPSEDC of 160

Year 2011-12

User Department (Year 2011-12) No. of Tenders

ECV

(In Crores)

akvnindore.mpeprocurement.gov.in 35 47.13

akvnjbp.mpeprocurement.gov.in 7 3.02

akvnrewa.mpeprocurement.gov.in 8 9.30

akvnujjain.mpeprocurement.gov.in 12 4.61

apsurewa.mpeprocurement.gov.in 11 3.98

bda.mpeprocurement.gov.in 44 82.99

cpa.mpeprocurement.gov.in 163 108.10

dda.mpeprocurement.gov.in 12 10.08

dmc.mpeprocurement.gov.in 10 4.76

gda.mpeprocurement.gov.in 3 1.92

health.mpeprocurement.gov.in 80 7.63

ida.mpeprocurement.gov.in 83 294.61

iidcgwl.mpeprocurement.gov.in 25 15.80

imc.mpeprocurement.gov.in 95 163.49

itdpbhr.mpeprocurement.gov.in 3 2.07

jda.mpeprocurement.gov.in 24 6.67

jmc.mpeprocurement.gov.in 68 28.36

mcguna.mpeprocurement.gov.in 2 8.32

mpahd.mpeprocurement.gov.in 14 0.00


mpcdf.mpeprocurement.gov.in 40 1.97

mpez.mpeprocurement.gov.in 4 0.00

mpfishfed.mpeprocurement.gov.in 5 8.98


mplivestock.mpeprocurement.gov.in 6 0.00

mplun.mpeprocurement.gov.in 7 1.90

mpmandiboard.mpeprocurement.gov.in 234 406.41

mpmarkfed.mpeprocurement.gov.in 80 183.65


mpphc.mpeprocurement.gov.in 134 215.27

mppkvvcl.mpeprocurement.gov.in 52 6.48

mpptcl.mpeprocurement.gov.in 6 0.00



mpsmcl.mpeprocurement.gov.in 6 24.82

mpwlc.mpeprocurement.gov.in 8 109.18


mpvs.mpeprocurement.gov.in 2 0.00

mpwlc.mpeprocurement.gov.in 11 137.63



MPSEDC of 160

npp.mpeprocurement.gov.in 2 1.06


pacl.mpeprocurement.gov.in 1 0.67



sadagwl.mpeprocurement.gov.in 18 85.75

smc.mpeprocurement.gov.in 6 0.95

twd.mpeprocurement.gov.in 9 5.69

uda.mpeprocurement.gov.in 35 30.60

umcujjain.mpeprocurement.gov.in 62 72.82

vuu.mpeprocurement.gov.in 22 7.65


Total 7221 10941.95



MPSEDC of 160

Annexure 2 : Commercial Bid

(Comprises of Annexure from 2A to Annexure 2G)



Annexure 2: Commercial Proposal (Stage III bidding format)

(This format to be kept in a separate sealed cover super scribing “Commercial Bid” for the project cost for

Customization, Integration, Data Migration, Implementation and Maintenance, O&M support)

Having examined the Tender Document, the receipt of which is hereby duly acknowledged, we, the

undersigned, offer to implement the e-Procurement system in the Government of Madhya Pradesh. To

meet such requirements and to provide services as set out in the tender document, we herewith submit

our quotation, summarizing our commercial proposal as under:

Annexure 2A: Summary of Unit wise Transaction Fees

Transaction Fees

Module wise payout as per the commercial bid formats Total pay-out (in Rs.)

In numbers

Unit-1: e-Tendering & e-Auctions procurement (pay-out

calculated as per the format specified in Annexure 2C)

Unit-2: Indent Management, e-Tendering and e-Auctions (pay-

out calculated as per the format specified in Annexure 2D)

Unit 3: Contract management (pay-out calculated as per the

format specified in Annexure 2E)

Unit 4: Catalogue based procurement (pay-out calculated as

per the format specified in Annexure 2F)

Unit 5: Supplier registration system (pay-out calculated as per

the format specified in Annexure 2G)– pre-defined 63,00,000

Grand Transaction Fee Total (in Rs.)

Grand Transaction Fee Total in Words:

Note:

1. The above price is inclusive of all the taxes except the Service Tax (if any) as applicable on date of

bid submission.

2. The price would remain fixed for the entire contract period.



MPSEDC of 160

Further, as per the formats specified in Annexure 2B, we have quoted the rates for provision of the sought

e-Procurement modules. To arrive at the final commercial quote, we have inputted the rates quoted by us

in Annexure 2B within procurement scenarios provided in the commercial quote formats (2C, 2D, 2E, 2F

and 2G) and calculated the Rupee value sought to undertake the transactions specified in the scenario.

We understand that while the commercial quote is the final output taken into consideration for bid-

evaluation purposes, the rates quoted in Appendix 2B is the commitment we make in our commercial bid

response. Further we undertake that in case of any discrepancy in any of the commercial bid annexure

from 2A to 2G, the percentage and values mentioned in the Annexure 2B would be considered final.


Date : with seal.



MPSEDC of 160

Annexure 2B: Unit Rates

Unit Rates

Unit 1 - Provision of e-Tendering & e-Auctions procurement

Payment Method Rates Quoted

Units In numbers

Percentage of ECV %

Minimum transaction fee per bidder Rupees

Cap for tenders with ECV of upto 10 lacs Rupees

Cap for tenders with ECV of between 10 -50 lacs Rupees

Cap for tenders with ECV of between 50 – 100 lacs Rupees

Cap for tenders with ECV of between 1 – 10 Crores Rupees

Cap for tenders with ECV of more than 10 Crores Rupees

Unit 2 - Provision of Indent Management, e-Tendering & e-Auctions procurement

Payment Method Rates Quoted Units

In numbers

Percentage of ECV %

Minimum transaction fee per bidder Rupees

Cap for tenders with ECV of upto 10 lacs Rupees

Cap for tenders with ECV of between 10 -50 lacs Rupees

Cap for tenders with ECV of between 50 – 100 lacs Rupees

Cap for tenders with ECV of between 1 – 10 Crores Rupees

Cap for tenders with ECV of more than 10 Crores Rupees

Unit 3 - Provision of contract management module


In numbers

Percentage of contract value %

Minimum transaction fee per contract Rupees

Cap for contracts valued upto 10 lacs Rupees

Cap for contracts valued between 10 -50 lacs Rupees

Cap for contracts valued between 50 – 100 lacs Rupees

Cap for contracts valued between 1 – 10 Crores Rupees

Cap for contracts valued more than 10 Crores Rupees



MPSEDC of 160

Unit 4 - Provision of catalogue procurement module


In numbers

Percentage of order value %

Minimum transaction fee per order Rupees

Cap for orders valued between Rs. 5,000 and 25,000 Rupees



Cap for orders valued between Rs. 1 and 10 Lacs Rupees

Cap for orders valued between more than Rs.10 Lacs Rupees

Unit 5 - Provision of supplier registration module (Pre Defined-not to be changed)

Payment Method Fee charged

Units In numbers

One-time registration fee per supplier (for 7000 suppliers) 500 Rupees

Yearly maintenance fee per supplier (for 7000 suppliers) 100 Rupees


RFP for Customization, Integration, Data Migration, Implementation & Maintenance of e-Procurement application for GoMP

MPSEDC of 160

Annexure 2C: Pay-out for provision of unit 1 (e-Tendering & e-Auctions procurement modules)

Assumptions held

i) The base data used for generating the data set specified in the table 2C is based on the volume of data gathered

from the existing departments/ agencies that are using the e—tendering application of GoMP. The base data

represents the volume of procurement handled by the departmental units in the year 2011-2012 in

approximation which is bifurcated based on the slab mentioned in each table based on certain percentage of

users that are expected to use the particular module. The estimated number of tenders for unit 1 is specified in

table 2C.

ii) The procurement data specified in the table 2C indicates the volume of procurement likely to get routed

through this unit during in a year which is purely based on last year data. The data is not extrapolated to

ascertain the estimated volume in any further period. The bidder shall not regard the procurement volume

specified in table 2C as a commitment from the Government. The figures are bound to change based on various

circumstances.

iii) The average number of bidders is purely based on estimation and is considered only to evaluate the bids and is

not to be considered as the factual case.

iv) Bidder shall quote a “Percentage of Estimated Cost Value” and caps for each of the six ranges (e.g. more than

10 Crores) and calculate the pay-out for the Government presuming the volume of procurement as specified in

table 2C happens:

Table 2C: Pay-out for provision of unit 1 (e-Tendering & e-Auctions Procurements)

Percentage of Estimated Value quoted in %:

Estimated Value of

tenders floated

Value in

Rupees

(median

value)

Fee paid by

bidder as

per the %

quoted

Fee paid by

bidder after

cap is

applied

Average

number of

bidders

Fee paid

per

tender

Number

of

Tenders

in a year

Total fee

paid

Less than 1 lac 50000 5 64

Upto 10 lacs 550000 5 148

10 lacs – 50 lacs 3000000 5 1,033

50 lacs - 100 lacs 7500000 5 508

1cr - 10 cr 50000000 5 709

10 cr and above 100000000 5 65

Total for provision of unit 1 in Rs.(A):

No. of Years of Operation & Maintenance (B): 5

Grand Total for Unit 1 for 5 years (A x B):

Grand Total for provision of unit 1 in words:



MPSEDC of 160

Annexure 2D: Pay-out for provision of unit 2 (Indent Management, e-Tendering & e-Auctions for procurement modules)

Assumptions held

i) The base data used for generating the data set specified in the table 2D is based on the volume of data

gathered from the existing departments/ agencies that are using the e—tendering application of GoMP. The

base data represents the volume of procurement handled by the departmental units in the year 2011-2012 in



table 2D.

i) The procurement data specified in the table 2D indicates the volume of procurement likely to get routed



specified in table 2D as a commitment from the Government. The figures are bound to change based on various

circumstances.

ii) The average number of bidders is purely based on estimation and is considered only to evaluate the bids and is


iii) Bidder shall quote a “Percentage of Estimated Cost Value” and caps for each of the six ranges (e.g. more than


table 2D happens:

Table 2D: Pay-out for provision of Unit 2 (Indent Mgmt., e-Tendering & e-Auctions procurement)

Percentage of Estimated Value quoted in %:

Estimated Value of

tenders floated

Value in

Rupees

(median

value)

Fee paid by

bidder as

per the %

quoted

Fee paid by

bidder after

cap is

applied

Average

number

of bidders

Fee paid

per

tender

Number

of

Tenders

in a year

Total fee paid

Less than 1 lac 50000 5 120

Upto 10 lacs 550000 5 274

10 lacs - 50 lacs 3000000 5 1,919

50 lacs - 100 lacs 7500000 5 943

1cr - 10 cr 50000000 5 1,317

10 cr and above 100000000 5 121



Grand Total for Unit 2 for 5 years in Rupees (A x B):

Grand Total for provision of unit 2 in words:



MPSEDC of 160

Annexure 2E: Pay-out for provision of unit 3 (Contract management module)

Assumptions held

i) The base data used for generating the data set specified in the table 2E is based on the volume of data gathered





table 2E.

i) The procurement data specified in the table 2E indicates the volume of procurement likely to get routed



specified in table 2E as a commitment from the Government. The figures are bound to change based on various

circumstances.

ii) The average number of bidders is purely based on estimation and is considered only to evaluate the bids and is


iii) Bidder shall quote a “Percentage of Estimated Cost Value” and caps for each of the six ranges (e.g. more than


table 2E happens:

Table 2E: Pay-out for provision of unit 3 (Contract Management module)

Percentage of contract value quoted in %:

Contract value

range

Contract

award value

Fee paid by bidder

as per the % quoted

(in Rs.)

Fee paid by bidder

after cap is applied

(in Rs.)

Number of

contracts

in a year

Total fee

paid (in Rs.)

Less than 1 Lakh 50000 37

1 - 10 Lacs 550000 84

10 - 50 Lacs 3000000 590

50 - 100 Lacs 7500000 290

1cr - 10 Cr 55000000 405

More than 10 Cr. 100000000 37




Grand Total for Provision of Unit 3 in Words:



MPSEDC of 160

Annexure 2F: Pay-out for provision of unit 4 (Catalogue management module)

Assumptions held

i) The base data used for generating the data set specified in the table 2F is based on the volume of data gathered





table 2F.

ii) The procurement data specified in the table 2F indicates the volume of procurement likely to get routed



specified in table 2F as a commitment from the Government. The figures are bound to change based on various

circumstances.

iii) The average number of bidders is purely based on estimation and is considered only to evaluate the bids and is


iv) Bidder shall quote a “Percentage of Order Value” and caps for each of the six ranges (e.g. between 5000 and

10000) and calculate the pay-out for the Government presuming the volume of procurement as specified in

table 2F happens:

Table 2F: Pay-out for provision of unit 4 (Catalogue management module)

Percentage of order value quoted in %

Order value

Order value

(median

number)

Fee paid by

bidder as

per the %

quoted

Fee paid by

bidder after cap

is applied

No. of

orders in

a year

Total fee paid

(in Rupees)

Between 5 - 10K 7500 18

Between 10 – 25K 17500 42

Between 25 – 50K 37500 295

Between 50 – 100K 75000 145

Between 1 - 10 Lacs 550000 203

More than 10 Lacs 1000000 19




Grand total for provision of Unit 4 in words:



MPSEDC of 160

Annexure 2G: Pay-out for provision of unit 5 (Supplier registration module)

Assumptions held

i) The Government expects 7000 suppliers will get registered in the e-Procurement system.

ii) The Government will require the suppliers to pay a one-time registration fee of Rs. 500 and yearly maintenance fee of Rs.

100 as service charges for provision of the Supplier registration module.

iii) The Bidder’s shall regard the number of registered suppliers (i.e. 7000) as an indication and not as a commitment.

Table 2G: Pay-out for provision of unit 5: Supplier registration module

Headings Fee charged Value (in Rs.)

Fixed registration fee per supplier for 7000 suppliers (A) 500 35,00,000

Yearly maintenance fee per supplier for 7000 suppliers (B) 100 7,00,000

No. of Years for yearly maintenance (C): 4

Grand Total for unit 5 in Rupees = [A+(BxC)] : 63,00,000

Grand total for provision of unit 5 in words: Sixty three Lacs Rupees Only