request for proposal (rfp) document for selection of ... · rfp for selection of implementation...

RFP for selection of Implementation Agency for Integrated Raj e-Office Application _after pre bid

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Request for Proposal (RFP) Document for

Selection of Implementation Agency for Design, Development, Testing,

Implementation and Maintenance of Integrated Raj e-Office Application

for Government of Rajasthan to shortlisted bidders

from Stage-1 EoI: F4.2(151)RISL/Tech/2014/1758(4) dated 24 May 2014

Reference No. F4.3 (125)/ RISL/Tech/14/10982 dated: 24.02.2015

Unique Bid No: RISL/15/TSB/1

Mode of Bid Submission Online though e-Procurement/ eTendering system at http://e-Proc.rajasthan.gov.in

Tendering Authority/ Purchaser Managing Director, RajCOMP Info Services Limited (RISL), First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Date & Time of Pre-bid meeting 04.03.2015 at 11:00AM

Last Date & Time of Submission of Bid 07.04.2015 at 03:00PM

Date & Time of Opening of Techno-commercial Bid

07.04.2015 at 04:00PM

Bidding Document Fee: Rs. 5000 Only (Rupees Five Thousand Only)

Name of the Bidding Company/ Firm:

Contact Person(Authorised Bid Signatory):

Correspondence Address:

Mobile No. Telephone & Fax Nos.:

Website & E-Mail:

RajCOMP Info Services Limited (RISL)

1st Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Phone: 0141-5103902 Fax: 0141-2228701

Website: http://risl.rajasthan.gov.in, Email: [email protected]

http://eproc.rajasthan.gov.in/

http://risl.rajasthan.gov.in/

mailto:[email protected]


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CONTENTS

1. INVITATION FOR BIDS (IFB) AND NOTICE INVITING BID (NIB) 9

2. PROJECT PROFILE & BACKGROUND INFORMATION 12

2.1. PROJECT PROFILE ................................................................................................................................... 12

2.1.1 THEMATIC FOCUS/ PROJECT OBJECTIVES.............................................................................................. 12

2.1.2 NEED AND BENEFITS ................................................................................................................................ 12

2.1.3 BRIEF TECHNICAL SOLUTION REQUIREMENTS AND SCOPE OF WORK .................................................... 13

2.1.4 IMPLEMENTING AND PARTICIPATING AGENCIES (STAKEHOLDERS) ......................................................... 14

2.1.5 TARGET GROUP (AUDIENCE/ BENEFICIARIES) ........................................................................................ 14

2.1.6 EXPECTED ACCOMPLISHMENT FROM THE PROJECT (PROJECT OUTCOME) ........................................... 14

2.1.7 ROLES & RESPONSIBILITIES .................................................................................................................... 15

2.2. PROPOSED SOLUTION ARCHITECTURE ................................................................................................... 17

2.2.1 HIGH LEVEL SYSTEM VIEW OF INTEGRATED RAJ E-OFFICE APPLICATION ............................................ 17

2.2.2 INTEGRATED RAJ E-OFFICE APPLICATION ARCHITECTURE - OVERVIEW ............................................... 17

2.2.3 APPLICATION STANDARDS ....................................................................................................................... 21

3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA 25

4. SCOPE OF WORK, DELIVERABLES AND TIMELINES 26

4.1. PREPARATION OF DETAILED PROJECT PLAN & HIGH LEVEL SYSTEM STUDY ....................................... 27

4.2. DETAILED SYSTEM STUDY & REQUIREMENT ANALYSIS ......................................................................... 28

4.3. SYSTEM REQUIREMENT SPECIFICATION (SRS) ..................................................................................... 29

4.4. PHASE-WISE DEVELOPMENT OF INTEGRATED RAJ E-OFFICE APPLICATION .......................................... 30

4.6. INTEGRATION WITH 3RD PARTY APPLICATION AND OTHER E-GOV. APPLICATIONS ................................ 32

4.7. SOFTWARE SOLUTION TESTING .............................................................................................................. 33

4.8. DEPLOYMENT & CONFIGURATION OF INTEGRATED RAJ E-OFFICE APPLICATION .................................. 34

4.9. DATA DIGITIZATION AND MIGRATION ....................................................................................................... 34

4.10. USER ACCEPTANCE TESTING .................................................................................................................. 35

4.11. GO-LIVE OF SOFTWARE SOLUTION ......................................................................................................... 36

4.12. TRAINING .................................................................................................................................................. 37

4.13. OPERATIONS & MAINTENANCE (O&M)/ FACILITY MANAGEMENT SERVICES (FMS) ............................. 38

4.14. PROJECT DURATION ................................................................................................................................ 43

4.15. PROJECT DELIVERABLES, MILESTONES & TIMELINES ............................................................................ 43

5. INSTRUCTION TO BIDDERS (ITB) & BIDDING PROCESS 47


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5.1. SALE OF TENDER/ BIDDING DOCUMENT ................................................................................................. 47

5.2. PRE-BID MEETING/ CLARIFICATIONS ....................................................................................................... 47

5.3. CHANGES IN THE BIDDING DOCUMENT ................................................................................................... 47

5.4. PERIOD OF VALIDITY OF BIDS .................................................................................................................. 48

5.5. FORMAT AND SIGNING OF BIDS ............................................................................................................... 48

5.6. COST & LANGUAGE OF BIDDING ............................................................................................................. 50

5.7. ALTERNATIVE/ MULTIPLE BIDS ................................................................................................................ 50

5.8. BID SECURITY .......................................................................................................................................... 50

5.9. DEADLINE FOR THE SUBMISSION OF BIDS ............................................................................................... 52

5.10. WITHDRAWAL, SUBSTITUTION, AND MODIFICATION OF BIDS .................................................................. 52

5.11. OPENING OF BIDS .................................................................................................................................... 52

5.12. SELECTION METHOD ............................................................................................................................... 53

5.13. CLARIFICATION OF BIDS .......................................................................................................................... 53

5.14. EVALUATION & TABULATION OF TECHNICAL BIDS .................................................................................. 54

5.15. EVALUATION & TABULATION OF FINANCIAL BIDS .................................................................................... 57

5.16. CORRECTION OF ARITHMETIC ERRORS IN FINANCIAL BIDS ................................................................... 58

5.17. COMPARISON OF RATES OF FIRMS OUTSIDE AND THOSE IN RAJASTHAN ............................................... 58

5.18. PRICE/ PURCHASE PREFERENCE IN EVALUATION .................................................................................... 58

5.19. NEGOTIATIONS ......................................................................................................................................... 58

5.20. EXCLUSION OF BIDS/ DISQUALIFICATION ................................................................................................ 59

5.21. ACCEPTANCE OF THE SUCCESSFUL BID AND AWARD OF CONTRACT...................................................... 60

5.22. INFORMATION AND PUBLICATION OF AWARD ........................................................................................... 61

5.23. PROCURING ENTITY’S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS ................................................. 61

5.24. RIGHT TO VARY QUANTITY ....................................................................................................................... 61

5.25. PERFORMANCE SECURITY ....................................................................................................................... 61

5.26. EXECUTION OF AGREEMENT .................................................................................................................... 63

5.27. CONFIDENTIALITY .................................................................................................................................... 63

5.28. CANCELLATION OF PROCUREMENT PROCESS ......................................................................................... 64

5.29. CODE OF INTEGRITY FOR BIDDERS ......................................................................................................... 64

5.30. INTERFERENCE WITH PROCUREMENT PROCESS .................................................................................... 66

5.31. APPEALS .................................................................................................................................................. 66

5.32. STAY OF PROCUREMENT PROCEEDINGS ................................................................................................. 68

5.33. VEXATIOUS APPEALS & COMPLAINTS ..................................................................................................... 68

5.34. OFFENSES BY FIRMS/ COMPANIES .......................................................................................................... 68

5.35. DEBARMENT FROM BIDDING .................................................................................................................... 69


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5.36. MONITORING OF CONTRACT .................................................................................................................... 70

6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT 71

6.1. CONTRACT DOCUMENTS ......................................................................................................................... 71

6.2. INTERPRETATION ..................................................................................................................................... 71

6.3. LANGUAGE ............................................................................................................................................... 71

6.4. JOINT VENTURE, CONSORTIUM OR ASSOCIATION .................................................................................. 72

6.5. ELIGIBLE GOODS AND RELATED SERVICES ............................................................................................ 73

6.6. NOTICES ................................................................................................................................................... 73

6.7. GOVERNING LAW ..................................................................................................................................... 73

6.8. SCOPE OF SUPPLY .................................................................................................................................. 73

6.9. DELIVERY & INSTALLATION ...................................................................................................................... 74

6.10. SUPPLIER’S/ BIDDER’S RESPONSIBILITIES .............................................................................................. 74

6.11. PURCHASER’S RESPONSIBILITIES ........................................................................................................... 74

6.12. CONTRACT PRICE .................................................................................................................................... 74

6.13. RECOVERIES FROM SUPPLIERS/ BIDDERS .............................................................................................. 74

6.14. TAXES & DUTIES ...................................................................................................................................... 75

6.15. COPYRIGHT .............................................................................................................................................. 75

6.16. CONFIDENTIAL INFORMATION .................................................................................................................. 75

6.17. SUB-CONTRACTING .................................................................................................................................. 76

6.18. EXTENSION IN DELIVERY PERIOD AND LIQUIDATED DAMAGES (LD) ...................................................... 77

6.19. PATENT INDEMNITY .................................................................................................................................. 79

6.20. LIMITATION OF LIABILITY .......................................................................................................................... 80

6.21. FORCE MAJEURE ..................................................................................................................................... 81

6.22. CHANGE ORDERS AND CONTRACT AMENDMENTS ................................................................................. 81

6.23. TERMINATION ........................................................................................................................................... 82

6.24. EXIT MANAGEMENT ................................................................................................................................. 83

6.25. SETTLEMENT OF DISPUTES ..................................................................................................................... 88

7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT 90

7.1. PAYMENT TERMS AND SCHEDULE ........................................................................................................... 90

7.2. SERVICE LEVEL REQUIREMENTS/ AGREEMENT FOR OPERATIONS & MAINTENANCE (O&M) ............... 96

8. ANNEXURES

103

8.1. ANNEXURE-1: FUNCTIONAL REQUIREMENT SPECIFICATION ............................................. 103


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8.2. ANNEXURE-2: RESOURCE DEPLOYMENT ................................................................................. 120

8.3. ANNEXURE-3: TECHNOLOGY STACK .......................................................................................... 126

8.4. ANNEXURE-4: PRE- BID QUERIES FORMAT .............................................................................. 128

8.5. ANNEXURE-5: BIDDER’S AUTHORIZATION CERTIFICATE ..................................................... 129

8.6. ANNEXURE-6: COVERING LETTER OF THE BID ........................................................................ 130

8.7. ANNEXURE-7: BID FORM................................................................................................................. 132

8.8. ANNEXURE-8: SELF-DECLARATION ............................................................................................ 133

8.9. ANNEXURE-9: CERTIFICATE OF CONFORMITY/ NO DEVIATION.......................................... 135

8.10. ANNEXURE-10: MANUFACTURER’S AUTHORIZATION FORM (MAF) ................................... 136

8.11. ANNEXURE-11: FINANCIAL BID COVER LETTER & FORMAT ................................................. 137

8.12. ANNEXURE-12: FORMAT FOR CVS OF KEY PROFILES ........................................................... 140

8.13. ANNEXURE-13: BANK GUARANTEE FORMAT ........................................................................... 141

8.14. ANNEXURE-14: DRAFT AGREEMENT FORMAT ......................................................................... 146

8.15. ANNEXURE-15: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012 ...................... 149

8.16. ANNEXURE-16: LIST OF DEPARTMENTS OF GOVERNMENT OF RAJASTHAN ................. 150


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ABBREVIATIONS & DEFINITIONS

Act The Rajasthan Transparency in Public Procurement Act, 2012 (Act No. 21 of

2012) and Rules thereto

Authorised Signatory The bidder’s representative/ officer vested (explicitly, implicitly, or through

conduct) with the powers to commit the authorizing organization to a binding

agreement. Also called signing officer/ authority having the Power of Attorney

(PoA) from the competent authority of the respective bidding firm.

BG Bank Guarantee

Bid/ eBid/ Proposal A formal offer made in pursuance of an invitation by a procuring entity and

includes any tender, proposal or quotation in electronic format

Bid Security A security provided to the procuring entity by a bidder for securing the fulfilment

of any obligation in terms of the provisions of the bidding documents.

Bidder Any person/ firm/ agency/ company/ contractor/ supplier/ vendor participating in

the procurement/ bidding process with the procurement entity

Bidding Document/ RFP Documents issued by the procuring entity, including any amendments thereto,

that set out the terms and conditions of the given procurement and includes the

invitation to bid

CMC Contract Monitoring Committee

Competent Authority An authority or officer to whom the relevant administrative or financial powers

have been delegated for taking decision in a matter relating to procurement. MD,

RISL in this bidding document.

Contract/ Procurement

Contract/ Agreement

A contract entered into between the procuring entity and a Selected Bidder

concerning the subject matter of procurement

Contract/ Project Period

The complete Integrated Raj e-Office project will likely to achieve Go Live status

within 14 months from date of issuance of work order. The operations and

maintenance phase will start from the Date of Go-Live of Phase-II (11 months

from date of issuance of work order) and will continue for 3 years from the Date

of Go-Live of Phase-II of Integrated Raj e-Office Application.

COTS

“Commercial off the Shelf Software” is software application which is readily

deployable with or without customization to suit the customer’s specific process

requirements and does not involve developing the application from scratch.

COTS software shall be implementable or deployable and maintainable by any

vendor other than the manufacturer or agency developed the COTS software.

Day A calendar day as per GoR/ GoI

DeitY, GoI Department of Electronics and Information Technology, Government of India

DoIT&C, GoR Department of Information Technology and Communication, Government of

Rajasthan

EMS Enterprises Management System


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GoI/ GoR Government of India/ Government of Rajasthan

Goods

All articles, material, commodities, electricity, livestock, furniture, fixtures, raw

material, spares, instruments, software, machinery, equipment, industrial plant,

vehicles, aircraft, ships, railway rolling stock and any other category of goods,

whether in solid, liquid or gaseous form, purchased or otherwise acquired for the

use of a procuring entity as well as services or works incidental to the supply of

the goods if the value of services or works or both does not exceed that of the

goods themselves.

ICT Information and Communication Technology

IFB Invitation for Bids (A document published by the procuring entity inviting Bids

relating to the subject matter of procurement and any amendment thereto and

includes notice inviting Bid and request for proposal)

INR Indian Rupee

ISI Indian Standards Institution

ISO International Organisation for Standardisation

IT Information Technology

ITB Instruction to Bidders

LCBS Least Cost Based Selection (L1)

LD Liquidated Damages

LoI Letter of Intent

NeGP National e-Governance Plan of Government of India, Department of Information

Technology (DIT), Ministry of Communications and Information Technology

(MCIT), New Delhi.

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

Procurement Process

The process of procurement extending from the issue of invitation to Bid till the

award of the procurement contract or cancellation of the procurement process,

as the case may be

Procurement/ Public

Procurement

The acquisition by purchase, lease, license or otherwise of works, goods or

services, including award of Public Private Partnership projects, by a procuring

entity whether directly or through an agency with which a contract for

procurement services is entered into, but does not include any acquisition without

consideration, and “procure” or “procured” shall be construed accordingly


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Project Site The “Project Site”, wherever applicable, means the designated place or places

where the project implementation is to be carried out.

PSD/ SD Performance Security Deposit/ Security Deposit

Purchaser/ Tendering

Authority/ Procuring

Entity

Person or entity that is a recipient of a good or service provided by the bidder

under a purchase order or contract of sale. Also called buyer. RajCOMP Info

Services Limited (RISL) in this RFP document.

RISL RajCOMP Info Services Ltd.

RSDC Rajasthan State Date Centre , New IT Building, Jaipur

RSWAN Rajasthan State Wide Area Network

RVAT Rajasthan Value Added Tax

Selected Bidder/

Supplier/ Implementing

Agency/ Successful

Bidder

The bidder who will be finally selected and who gets into an agreement with the

RISL for completing the work mentioned in this bidding document.

Services

Any subject matter of procurement other than goods or works and includes

physical, maintenance, professional, intellectual, consultancy and advisory

services or any service classified or declared as such by a procuring entity and

does not include appointment of any person made by any procuring entity.

SLA

Service Level Agreement is a negotiated agreement between two parties wherein

one is RISL and the other is the selected bidder. It is a service contract where the

level of service is formally defined. In practice, the term SLA is sometimes used

to refer to the contracted delivery time (of the service) or performance.

SoW Scope of Work

SSDG State Service Delivery Gateway

State Government Government of Rajasthan

State Public

Procurement Portal http://sppp.raj.nic.in

STQC Standardisation Testing and Quality Certification, Government of India

TC Technical Committee

TIN Tax Identification Number

TPA Third Party Auditor

UAT User Acceptance Testing

VAT/ CenVAT Value Added Tax/ Central VAT

WO/ PO Work Order/ Purchase Order

http://sppp.raj.nic.in/


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1. INVITATION FOR BIDS (IFB) AND NOTICE INVITING BID (NIB)


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2. PROJECT PROFILE & BACKGROUND INFORMATION

2.1. Project Profile

2.1.1 Thematic Focus/ Project Objectives

1. Government of Rajasthan envisaged Integrated Raj e-Office project to develop integrated

next generation IT platform to enhance office productivity and streamlining internal

processes associated with service delivery to end-users. The platform shall provide firm

foundation to horizontal and vertical structure, e.g. identity management of employees and

offices, dynamic workflows & workflow libraries, other common components as per the

requirement in an e-Governance environment.

2. Overall objective of the Integrated Raj e-Office Project is to facilitate improved decision-

making and operational efficiency by automation of the common functions of all Departments

and Agencies of Government of Rajasthan.

3. Main objectives of project are:

a. Focus on integration as opposed to current applications and tools in silos specific to

a department/ district/ office/ section.

b. Application of ICT as a Decision Support System beyond simplistic approach of post-

facto decision/ information capturing and reporting.

c. Focus on simplicity and ease-of-use by centralization using intuitive user-interfaces,

covering all the functions and roles that an official may need to perform.

d. Application of state-of-the-art technology, e.g. Cloud, Mobile Applications etc.,

upgrading existing desktop-based platform-coupled applications.

2.1.2 Need and benefits

1. Government of Rajasthan has put their emphasis on the project for Automation of

Government Departmental processes to increase the efficiency and effectiveness of the day

to day operations and trickle down the benefits of an efficient system to all the stakeholders.

2. There is need for computerization of State Government Departments common processes

and associated operations & Management system:

a. To efficiently handle the communication between departments.

b. To improve the knowledge Management practices.

c. To facilitate electronic record management.

d. To facilitate the online approvals, authentication of electronic record using electronic

signatures.


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e. To provide the visibility of pending work at all levels.

3. The Automated system will help all the employees of State government offices in effective

planning, coordination and execution of their day-to-day activities. It will also bring

transparency & accountability in the system and provide additional tool for senior

management to analyse their employee performance at various levels.

2.1.3 Brief Technical solution requirements and Scope of Work

1. The bidder is responsible to provide the best of class technical solutions as per the

requirements in the Scope of Work provided in Chapter-4 of this RFP document.

2. The resources deployed by the selected bidder for Integrated Raj e-Office project should be

qualified and experienced, with specialization in identified technologies/ products.

Depending upon the project needs, it is expected that adequate resources will be deployed

by the bidder for the entire contract period.

3. For detailed technical solution requirements, bidders may refer to subsequent chapters/

sections of this bidding document.

4. The project scope involves study, design, development, testing, integration and

implementation of Integrated Raj e-Office Application to be used by employees of various

types of State Government Departments/ Offices (Administrative, Works, Service,

Corporations, and Local Bodies etc.). The indicative list of Departments/ Organisation of

Government of Rajasthan is mentioned in Annexure-16 of this RFP. The selected bidder

shall perform following activities:

a. Perform detail study of selected State Government Departments/ Offices of different

type like PWD, Medical, Social Justice & empowerment, Revenue, RIICO,

Commercial Tax, Transport etc. to understand the requirements of each modules &

features proposed to cover in Integrated Raj e-Office Application.

b. Design, Development and Testing of the Integrated Raj e-Office Application for

Government of Rajasthan in phases as specified in section 4.4, Functional

Requirements Specifications (FRS) in Annexure-1 of this RFP and in-line with the

proposed solution architecture defined in section 2.2 of this RFP.

c. The developed Integrated Raj e-Office Application is proposed to be implemented in

all State Government Department/ Offices across Rajasthan. However, for the

purpose of Go live, the Selected Bidder needs to successfully implement the solution

in at least 2 Government Organisations and selected associated offices which would

be intimated to selected bidder well in time before commencement of the project


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d. Assist RISL in assessing the current status of existing data/ old records w.r.t. data

migration & digitisation requirements and identifying the volume of data needs to be

digitised or migrated. Legacy data available with department need to be digitised

wherever required. No data digitisation is to be done by Selected Bidder. However,

the selected bidder should provide the interface for capturing the legacy data and

import the requisite data into the proposed database. The selected bidder shall also

define the strategy to prepare the legacy data for the use of Integrated Raj e-Office

Application and maintain the database in coordination with RISL..

e. Provide Operation & Maintenance (O&M) services as per the agreed SLA for 3 years

from the Date of Go-Live of Phase-II of Integrated Raj e-Office Application.

Note: The proposed solution architecture (as defined in section 2.2 of this RFP) and

Functional Requirements Specifications (as defined in Annexure-1 of this RFP) are

to provide in-sight on the complexity of the Integrated Raj e-Office Application.

However, to fulfil overall project outcome and effective & timely project

implementation the selected bidder can improvise their solution architecture and

Functional Requirements Specifications based on the outcome from system study

and requirement analysis performed.

2.1.4 Implementing and participating agencies (Stakeholders)

The key stakeholders identified are as follows:

a. RajCOMP Info Services Ltd.(RISL)

b. Department of Information Technology & Communication (DoIT&C), GoR

c. Implementing Agency/ Selected Bidder

d. Third Party Application Vendors

e. Other Government Departments (Administrative, Works, Service, Corporations, and

Local Bodies etc.)

2.1.5 Target group (Audience/ Beneficiaries)

a. Employees of all State government Departments/ Organizations (Administrative,

Works, Service, Corporations, and Local Bodies etc.)

b. Citizens

2.1.6 Expected accomplishment from the project (Project Outcome)

1. Development of generic IT solution using which all employees of various departments of

State government offices (Administrative, Works, Service, Corporations, and Local Bodies


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etc.) should be able to plan, execute & record their day-to-day common activities such as

file management, project management, Messaging & Communication, Personnel

Information, and approvals on various task and operations etc.

2. Through this generic IT solution, the expected outcomes to be achieved are as follows:

a. Seamless integration of various business processes of the State Government

Departments to facilitate coordination and consolidation of information, data

processing & monitoring and streamlining of internal administration.

b. Streamline and automate the business processes of the various State Government

Departments/Organizations to improve quality of service delivery

c. Improve efficiency, consistency and effectiveness of government responses and

reduce turnaround time

d. To provide the effective resource management to improve the quality of

administration.

e. To reduce processing delay.

f. To establish transparency and accountability.

g. To monitor & review all activities at Employee/ Department level

2.1.7 Roles & Responsibilities

Major Roles & Responsibilities (Stakeholder wise)

1. Responsibilities of RajCOMP Info Services Ltd. (RISL)

a. Identify and appoint Nodal officer(s) and nodal team for facilitating the project

execution

b. Coordinate with Government Departments / organizations agencies and ensure the

active support from the Departmental users

c. Conduct review meetings at defined regular intervals to monitor the overall progress

of the project

d. Provide necessary support during requirement gathering, sharing of manual

templates and explain the functional requirements in detail to the selected bidder and

facilitate in development of functional requirement for SRS.

e. Review, provide feedback and approve the solution design, software design,

implementation approach, and other technical documents submitted by the

selected bidder.


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f. Provide feedback on changes to be made in the solution to improve usability of the

application software.

g. Report problem/bugs in solution to selected bidder for immediate action/rectification

h. Provide the Data Centre/ requisite infrastructure support required for application

hosting.

i. Extend necessary support to Selected bidders by coordinating with

agencies/vendors for integration of existing applications

j. Facilitate Acceptance Testing, security audit and performance audit

k. Review/approval of deliverables and Payment processing as per milestone

l. Any other help/assistance/co-ordination required for the successful implementation

and operation of the work/project.

2. Responsibilities of Implementing Agency (IA)/ Selected Bidder: As per scope of work

defined in this RFP.

3. Responsibilities of Third Party Vendor

a. Provide support to the Selected Bidder for integration of application

b. Provide all kind of API's and Database Integration Services for Application

Integration

c. Provide the resources, if required by the selected bidder for integration

d. Provide the support in application integration testing

e. Provide the support in data migration and data digitization

f. Ensure successful integration of the application and their component

4. Responsibilities of Other Government Department

a. Appoint Nodal Officer who will be responsible to provide domain knowledge and all

necessary support to RISL & IA/ selected bidder in system study, design, functional

testing & implementation of Integrated Raj e-Office Application in identified offices

of their department.

b. Facilitate the training of key officials on the developed Integrated Raj e-Office

Application.

c. Data digitisation of old records/ data planned to be covered into proposed application

database.


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2.2. Proposed Solution Architecture

2.2.1 High Level System View of Integrated Raj e-Office Application

2.2.2 Integrated Raj e-Office Application Architecture - Overview

1. The above figure depicts an indicative Integrated Raj e-Office Application Architecture: The

bidders shall propose a relevant solution that best suits the required functionality in-line with

overall project objective and scope of work.

2. The proposed Integrated Raj e-Office application would be a comprehensive centralized

reusable software suite based on Service-Oriented Architecture (SOA) and would be

accessed by all the users (Employees of various Government Departments - Administrative,

Works, Service, Corporations, and Local Bodies etc.) across the state. The solution should

support at least 10,000 concurrent users. The bidder shall develop Integrated Raj e-Office

Application using proposed Technology Stack specified in Annexure - 3 of this RFP.

Similarly, the Functional Requirement Specifications are available for ready reference at

Anenxure-1.


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3. As depicted in the figure above, the proposed Integrated Raj e-Office Application shall

interface with the following layers & components: -

a. Access Channel

b. Single Sign On (SSO)

c. Presentation Layer/ User Interface

d. Workflow

e. ESB/Middleware

f. Gateway (SMS, Email, Payment, Voice)

g. Other existing e-Gov Applications

h. Data Layer

4. The details of each layers/components & sub-components are given below:

a. Access Channel

i. Integrated Raj e-Office Application services shall be accessed online through

Web and Kiosks via several end-user devices (PC, Tablets, Smartphones, etc.).

b. Single Sign On (SSO)

i. Government of Rajasthan, as part of its e-Governance action plan, is in the

process of implementing central Single Sign-On (SSO) infrastructure in

Rajasthan State Data Center (RSDC), Jaipur.

ii. Rajasthan SSO is being implemented using Microsoft platform and includes the

following:

1) Identity Provider: MS-Active Directory Services (ADS) on MS-

Windows Server 2012 R2 Standard Edition.

2) SSO Application: MS .Net Framework 4.x based web application that

provides a secure SSO Application Interface including interface and

secure web services for Identity and Application management

lifecycle.

iii. The entire identity management lifecycle is managed through a custom .Net

web based secure GUI application and web services and a set of readymade

libraries. Similarly, the application registration and role mapping activities are

also managed by a custom .Net web based secure GUI application.


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iv. Process Flow: Only upon successfully authentication (MS-ADS), the end-user

would land on the SSO Application wherein he would see a list of all the SSO-

enabled applications. Once the authenticated user clicks on any application

under the SSO Application, his role/ access to that application is validated with

MS-ADS in a secured manner and depending upon his role, access is denied/

granted to that application with the set of privileges mapped to the assigned role

by that application. The user, after having finished his/ her work with the

application, can go-back to SSO Application to select another application or

directly Logout from the existing application.

v. The SSO application would also enable an authenticated user to review/ update

his profile (self-service) using the SSO application. The audit trail of all the

actions performed by an authenticated user on Rajasthan SSO would be

maintained in a separate database.

c. Presentation Layer

The presentation layer i.e. User Interface would be used for the receiving and

delivery information for to and from the end-user of the application. It should be

responsive.

d. Workflow Engine

i. Workflow would be used with the automation of procedures where documents,

information or tasks are passed among participants according to a defined set

of rules to achieve, or contribute to an overall business goal.

ii. A workflow engine would manage and monitor the state of activities in

a workflow, such as the processing and approval of various application forms,

and determines which new activity to transition to according to defined

processes.

e. ESB/ Middleware

i. An Enterprise Service Bus (ESB) is a software architecture model used for

designing and implementing communication between mutually interacting

software applications in a service oriented architecture (SOA).

ii. State Government has implemented IBM integration Service Bus as part of its

core infrastructure in RSDC as the middleware bus and would be used in

integration of backend application, databases and third party applications.

http://en.wikipedia.org/wiki/Workflow


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iii. The ESB supports SOAP Based integration, including SOAP/HTTP,

SOAP/JMS, and SOAP/HTTPS and XML messages.

iv. The ESB supports message record/ replay capability, DFDL standards-based

parser for text and binary data, many programming languages (Java, ESQL,

PHP, C#, VB, F#, C++) including .Net, natively web services, Graphical Data

mapping for transforming XML, text, and binary data, transaction management

(Automatic, Commit, Rollback), SSL, SFTP, and LDAP etc.

v. The ESB provide robust transaction control capabilities including uncoordinated

auxiliary transactions.

vi. The ESB have the capability to support design, editing and manipulation of

WSDL, through an integrated tooling.

vii. The ESB provide an integrated testing tool with auto test the integration

components developed and integrated development environment for

development, test and deployment and debug.

viii. The ESB also support TLS 1.1 & TLS 1.2 to offer strict security requirements.

f. Other existing e-Gov Applications

Bidder would be required to integrate the following applications (indicative)/ gateway

with the proposed Integrated Raj e-Office Application: -

i. e-Mitra

ii. Aadhar

iii. Bhamashah

iv. Integrated Financial Management System (IFMS)

v. e-Office

vi. Integrated Human Resource Management System (IHRMS)

vii. e- Procurement

viii. e-Gras

ix. SMS Gateway (MSDG)

x. Email Server

xi. Rajasthan Sampark

xii. Citizen Contact Center (CCC)

xiii. State Insurance & Provident Fund (SIPF)


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xiv. Transfer & Posting

xv. Departmental Enquiry System

xvi. Payroll

xvii. Single Sign On (SSO)

xviii. e- Taal

xix. Payment Gateways- integrated/ used by existing government applications (Bill

Desk, AXIS Bank, ICICI Bank, SBBJ Bank, etc.)

xx. e-Sanchar/ i-Facts (Voice SMS Gateway)

xxi. CMIS

g. Data Layers

i. The database abstraction layer is an application programming interface which

unifies communication between user interface(s) and business layer(s).

ii. It act on the queries submitted though business rule/ layer defined in the

middleware and presentation layer.

iii. This layer also comprises of the Integrated Raj e-Office Application database,

Business transaction database, Workflow Database, Audit Trial logs, document

& image databases and other application databases etc.

2.2.3 Application Standards

Standards are published documents that establish specifications and procedures designed

to maximize the reliability of the materials, products, methods, and/or services people use

every day. Standards address a range of issues, including but not limited to various protocols

to help maximize product functionality and compatibility, facilitate interoperability and support

consumer safety and public health. Standards fuel the development and implementation of

technologies that influence and transform the way we live, work and communicate. The

bidder is expected to use the following Technology & Standards defined to implement the

proposed Integrated Raj e-Office Application.

1. Application Design & Development

a. Compliance with industry standards: Solution shall be compliant with industry

standards (their latest stable versions as on date) wherever applicable. This will

apply to all the aspects of solution including but not limited to design, development,

security, installation, and testing.


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b. Platform Flexibility: Open Standards and Interoperability (Usage of standard APIs)

shall be considered Web-centric, multi-tier architecture shall be used.

c. Iterative Development: Iterative approach shall be used to develop a software

system iteratively and incrementally, allowing developers and users to take

advantage of lessons learnt during the development or earlier iterations of the

system development. In the iterative development approach, the whole process of

System Development typically iterates through all the phases of the System

Development Life Cycle (SDLC), starting from gathering requirements to delivering

functionality of a working release.

d. Compliance to SOA and EAI: Application shall be based on Service Oriented

Architecture (SOA) and EAI. All modules of the application shall expose key

functionality through Software APIs in form of SOAP & WS-* or JSON & REST etc.

so that they can be consumed by other applications.

e. User Interface: The application’s UI should be based on HTML5 standard only and

should be compatible with all devices like Desktop, Smartphone and tablet etc. The

application interface should be responsive.

f. Error Handling: Ensure applications execute proper error handling so that errors

will not provide detailed system information, deny service, impair security

mechanisms, or crash the system.

g. Rich User experience: The solution should have capability where any services like

Payment Gateway, the mobile devices for queries/ reporting and providing day-to-

day approvals by competent authorities as per authorized workflow for different kind

of requests; and external entities like bank, departments and others can invoke this

framework by passing the required parameters and specifying the desired output.

2. Technology Standards

a. Browser Compatibility: The Integrated Raj e-Office Application should support

common web and mobile browsers like Google Chrome, Internet Explorer, Firefox,

Safari and Opera Mini etc.

b. Bi-Lingual Support: Application shall support at least Unicode 5.1/ 6.0 standard

based Bi-lingual versions for user interface. It is expected to be in the Hindi and

English (India) languages.


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c. Anywhere Access: Application shall be deployed on state government cloud to

enable anytime, anywhere access and to address auto-sync/save, efficiency, peak

load handling issues. Application shall be accessible on all popular devices (PC,

mobile or tablets) and across all popular operating system platforms like Windows/

Apple for PCs and Android/ IOS for mobiles. The Integrated Raj e-Office application

should also function on the low bandwidth (64 Kbps/ GPRS).

d. Scalability, Reliability and Flexibility: The technology must be scalable with

Department’s emerging requirements and must continue to be reliable as the

information handling needs of the government increases. The architecture must be

scalable and flexible for modular expansion. The IA shall plan and provide for

horizontal scalability in such a manner that a new server can be added (or removed)

dynamically, as and when required in future, without disturbing the normal

functioning of production system. The vertical scalability in servers in terms of

additional processors and RAM will have to be provided for handling future growth

in transactions.

e. Interoperability: The system should be interoperable and should comply with open

standards for easy integration. The entire system/ subsystem should be

interoperable, in order to support information flow and integration. Operating systems

and storage technologies from several suppliers must interact well with each other.

3. Security Standards

a. Application Access: Ensure applications processing data properly for

authenticated users (through central authentication systems), specifically: SSO

Login. Establish authorizations for applications by affiliation, membership, or

employment, rather than by individual. If individual authorizations are used, these

should expire and require renewal on a periodic (at least annually) basis.

b. Review: Conduct code-level security reviews with professionally trained peers for all

new or significantly modified applications; particularly, those that affect the collection,

use, and/or display of confidential data. Conduct annual security tests of Internet

applications.

c. Security: application shall support both HTTP and HTTPS (SSL certificate shall be

provided by Purchaser).


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4. Quality Management Standards

a. All project deliverables will be subject to a review and approval process and will be

signed off by the purchaser.

b. Peer reviews will be held for business design and technical design documents, and

code-walkthroughs for non-generated code.

c. Defining a test strategy has been scheduled in the Business Design phase. This

strategy will include the development of test scenarios, test cases and a detailed test

plan.

d. An acceptance test task is included in the work plan to enable the business area to

test the final product in a production-like environment prior to implementation. The

initial requirements for this acceptance test will be documented during the business

design.

e. All system and application deliverables will be signed off prior to migration to

production.


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3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

1. This RFP (Stage-2) is hereby issued only to the bidders who have qualified at the Expression

of Interest (EoI) stage and are invited for RFP procedure for Selection of implementation

agency for the design, development, testing, implementation and maintenance of Integrated

Office Automation Solution for Government of Rajasthan vide:

F4.2(151)RISL/Tech/2014/1758(4) dated 24 May 2014.

2. Based on eligibility and Technical evaluation criteria as per EOI, following bidders were

shortlisted for participation in Stage 2 selection procedure:

a. M/s ABM Knowledge ware Limited

b. M/s Aurionpro Solution Limited in-consortium with M/s Humanistics

c. M/s CMC Limited

d. M/s Ernst & Young LLP in-consortium with M/s Newgen Software Tech Ltd.

e. M/s IL&FS Technologies Limited in-consortium with M/s Soft Tech Engineers Pvt.

Ltd.

f. M/s KPIT Technologies Limited in-consortium with M/s e-Connect

g. M/s Pricewaterhouse Coopers Private Limited

h. M/s Tata Consultancy Services

3. RajCOMP Info services Limited (RISL) invites techno-commercial electronic bid (eBid)

proposals from the above mentioned technically qualified bidders from stage-1 in response

to this RFP for stage-2 participation.

4. Based on the selection criteria defined in this RFP document, RISL will identify the

successful bidder from the above shortlisted bidders who will be responsible to design,

development, test, implement and maintain Integrated Raj e-Office Application for

Government of Rajasthan, as detailed in the chapter-4 of this RFP document, in at least 2

Government Organisations and selected associated offices.


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4. SCOPE OF WORK, DELIVERABLES AND TIMELINES 1. Government of Rajasthan has envisaged the requirement of Integrated Raj e-Office

Application as a centralized web based application which can be accessed by citizens &

employees of various departments/ corporations of Government of Rajasthan across the

State either on secured intranet or internet using several devices like Laptop/PC, Kiosk,

Mobile, Web, PDA, terminals etc. This application will help the government employees in

effective planning, coordination and execution of their day-to-day activities. It will also bring

transparency & accountability in the system and provide additional tool for senior

management to monitor & analyse the employee performance at various levels.

2. The selected bidder shall Study, Design, Develop, Test, Implement and Maintain (for 3 years

from the Date of Go-Live of Phase-II of Integrated Raj e-Office Application) the Integrated

Raj e-Office Application for Government of Rajasthan.

3. The bidder has to adopt Phase-wise development approach for development of Integrated

Raj e-Office Application. Phase-wise categorisation of modules & features for the

development of Integrated Raj e-Office Application is stated in Section 4.4 & Annexure-1 of

this RFP document.

4. The scope of work for the Selected Bidder during the period of contract/ engagement would

include (but not limited to): -

a. Preparation of Detailed Project Plan & High Level System Study

b. Detailed System Study & Requirement Analysis

c. System Requirement Specification

d. Phase-wise Development of Integrated Raj e-Office Application

e. Support in finalizing, procurement & deployment of High end Infrastructure at SDC

f. Integration with 3rd party Application and other e-gov. applications

g. Software Solution Testing

h. Deployment & Configuration of Integrated Raj e-Office Application

i. Data Digitization and Migration

j. User Acceptance Testing (UAT)

k. Go-Live of Software Solution

l. Training

m. Operation & Maintenance (O&M)


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4.1. Preparation of Detailed Project Plan & High Level System Study

1. The selected bidder shall conduct a high level system study for all modules, features &

associated processes of Integrated Raj e-Office Application in coordination with all

stakeholders and develop a thorough understanding leading to design, Phase-wise

development, testing and implementation of the Integrated Raj e-Office Application for

Government of Rajasthan.

2. For the scope of this project, Purchaser has categorised government organisations as

follows:

a. Administrative Departments

b. Corporation/ boards/ societies etc.

c. Service oriented departments

d. Works departments

e. Local Bodies

3. The selected bidder shall:

a. Interact with concerned officials (key officials of selected departments/ organisations

like PWD, Medical, Social Justice & empowerment, Revenue, RIICO, Commercial

Tax, Transport etc.) to understand their process, requirements & expectation from

Integrated Raj e-Office Application.

b. Conduct a high level study for all modules & features of Integrated Raj e-Office

Application stated in the RFP (Annexure-1) and additional key requirements/

features (if any), identified in-line with project objective while interacting with

stakeholders.

c. Review the existing processes, systems & applications associated with all modules

and additional key requirements/ features (if any).

d. Prepare consolidated list of modules & features comprising of features stated in the

RFP (Annexure-1) and additional key requirements/ features (if any)

e. Review their IT readiness (infrastructure, existing applications, training etc.) and

Data digitization Status

4. Based on high level system study, selected bidder shall prepare and submit a Detailed

Project Plan, including well-defined/ traceable milestones & timelines for all modules and

features (proposed to be developed in different Phases) for an approval by Purchaser.


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4.2. Detailed System Study & Requirement Analysis

1. The selected bidder shall be responsible for conducting detailed system study in

coordination with all stakeholders (key officials of selected State Government Departments/

Offices of different type like PWD, Medical, Social Justice & empowerment, Revenue,

RIICO, Commercial Tax, Transport etc.) for all modules and features (proposed to be

developed in different Phases) of Integrated Raj e-Office Application.

2. For each module & feature, bidder need to perform detailed system study & requirement

analysis covering:

a. Capturing details of all requirements & features specified in Functional Requirement

Specifications (Annexure-1) stated in the RFP and additional key requirements/

features (if any).

b. Understand existing processes proposed to be covered in module & feature, find the

gaps in the existing process and suggest re-engineering of existing process (if

required).

c. Assess existing applications from the prospective of integration with “Integrated Raj

e-Office Application”.

d. Understand / assess data migration & digitization requirement and define strategy to

prepare the legacy data for the use of Integrated Raj e-Office Application.

e. Understand / assess data inputs and outputs requirements

f. Understand / assess their IT readiness & Training requirements

g. Collecting all input forms, registers and reports formats (if any).

Note: The functional requirement specifications (Annexure-1) stated in the RFP are the

indicative features that the Integrated Raj e-Office Application should have and to be

considered as an integral part of the scope of work. The bidder should take it into account

for effort estimation and financials. However, to achieve/ fulfil the overall project

objective, the selected bidder shall be responsible to re-fine/ improvise the detailed

functional requirement specifications (FRS) for each module based on the detailed

system study and requirement analysis performed by the bidder.

3. As the development of Integrated Raj e-Office Application will be in phases, The Bidder shall

deploy its team in groups and assign the responsibility of system study in such a way that

each group will conduct detail system study independent to other groups and will ensure

that they cover all the modules and features planned to be developed in Phases. However,


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Bidder’s core team shall review the outcome of system study of all groups and identify the

common processes, inter-linked features & integration requirements for all the modules &

features to interact and share data amongst themselves.

4.3. System Requirement Specification (SRS)

1. The selected bidder shall be responsible for the preparation of System Requirement

Specification (SRS) document for each Phase (Phase-I, II & III - covering all modules &

features planned to be covered in particular phase as specified in Annexure-1) based on the

outcome of detailed System Study and refined/ improvised FRS. The SRS document should

be prepared as per the latest version of the IEEE Standard / Template provided by

Purchaser.

2. The Selected Bidder shall obtain sign-off on SRS document of each Phase from the

designated authority/ Committee of Purchaser. The bidder shall ensure that the SRS

document for each Phase is prepare considering all provisions of future scalability in terms

of functional & technical requirement/ enhancement of the all the modules planned to be

covered in particular phase and there integration with 3rd party applications, legacy

application and other modules developed in other phases.

3. The Selected Bidder shall initiate all activities required in preparation of SRS documents of

all three Phases in parallel and prepare three SRS documents (1 SRS document for each

Phase).

4. After getting sign-off on SRS document of Phase-I, the Selected Bidder shall start the

application development work for Phase-I. However, Bidder shall target to prepare & obtain

sign-off on the SRS documents of Phase-II & Phase-III before the completion of application

development work of Phase-I. This will allow the Selected Bidder to modify solution

architecture (if required) and develop the additional requirements/ modifications/

enhancements required to enable future integration of modules of Phase-I with the modules

of Phase-II & Phase-III. Bidder need not to delay the application development work of Phase-

I due to any delay in preparation & finalisation of SRS documents of Phase-II & Phase-III.

5. The selected bidder is required to update the SRS documents of all Phases as and when

any enhancement/ modifications are made into the module/ system till the duration of

contract.


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4.4. Phase-wise Development of Integrated Raj e-Office Application

1. The Selected Bidder shall be responsible for Design, Development, Testing and Deployment

of Integrated Raj e-Office Application based on the approved SRS, Functional Requirement

Specifications as specified in Annexure-1 and Solution Architecture & Standards as

specified in Section 2.2 of this RFP document.

2. The selected bidder shall adopt a phase-wise development approach in implementing the

Integrated Raj e-Office Application. The proposed modules & features to be developed for

Integrated Raj e-Office Application have been divided into three phases (Table 4.1) for the

ease and timely Development, User Acceptance Testing and Go-live.

Table 4.1: Phase-wise distribution of Modules & Features of Integrated Raj e-Office Application

S.No. Function Modules & Features/ Process Phases

1. Office Management

Employee Profile Management Phase-I

2. HRMS Services Phase-I

3. Resource Management Phase-II

4. File Management Dak Management Phase-I

5. File Tracking Phase-I

6. e-File Phase-II

7. Knowledge Management Phase-II

8. Task Management

Scheduler Phase-I

9. Task & To-Do s Lists Phase-I

10. Committee & Meeting Management Phase-II

11. Progress/ Monitoring Management

Project Management Phase-II

12. Scheme Monitoring Phase-II

13. Generic Bill Generator

Vendor Profile Phase-III

14. Order Management Phase-III

15. Bill/ Invoice Processor Phase-III

16. Messaging & Collaboration

Email/SMS Phase-I

17. Instant Messaging Phase-III

18. Smart Office Dashboard Common

19. e-Forms Common

20. e-Repository (e-locker) Phase-III

21. Virtual Box (Drop Box) Phase-III

22. Common

Requirements

Access Management Common to all Phases. To be developed as per the requirement of features covered in particular phase.

23. Workflow

24. Audit Trail

25. Reporting Tool

26. Search Engine


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Table 4.1: Phase-wise distribution of Modules & Features of Integrated Raj e-Office Application

S.No. Function Modules & Features/ Process Phases

27. Integration with Other e-Gov applications & 3rd Party applications (if any)

As an when required

Note: The details of each modules & features/ process mentioned above is specified in

Annexure-1 (Functional Requirement Specifications) & Section 2.2. (Proposed

Solution Architecture) of the RFP. The Bidder may also prioritize the development of

application modules as per the requirement dependency and priority defined by

designated authority of Purchaser. The bidder shall take it into account for effort

estimation and financials.

3. To achieve the high level of scalability, stability, security and robustness of the Integrated

Raj e-Office Application in-line with project objective, the selected bidder can modify the

Proposed Solution Architecture & Standards as specified in Section 2.2 based on the system

study & using the industry best practices.

4. The proposed Integrated Raj e-Office Application could be based upon one of the following

and should support at least 10,000 concurrent users:-

a. Bespoke development OR

b. Configuration / Customization of an existing application that may be either

Commercial Off-the-shelf (COTS) product or that might have been developed for

deployment in another similar requirement for some other client OR

c. Combination of (a) and (b) above adhering to the architecture requirements

Note: Bidder is advised to refer to Annexure-3 for further details on technology stack and

licenses to be provided by the bidder.

5. In case, COTS products are used in development, bidder shall:

a. Ensure that COTS base solution fulfils the system requirement as per Annexure-1

and proposed Solution Architecture & Standards as specified in Section 2.2.

b. Ensure the COTS solutions are meeting the best practices, technology standards

and required security aspects.

c. Ensure the COTS solutions are capable enough to supports the desired third party

applications integration as per the proposed solution architecture.

d. Ensure the COTS solutions are customizable as per the user requirements and

system requirements etc.


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4.5. Procurement & Deployment of High end Infrastructure at Rajasthan SDC

Based on system study, solution design and application deployment framework, the selected

bidder has to extend its support to Purchaser in

a. Finalising the Bill of Material (BOM) along with specifications for hardware required

at RSDC for the deployment of developed solution

b. Procurement of Hardware by RISL.

c. Deployment & Configuration of High end Infrastructure at Rajasthan SDC

4.6. Integration with 3rd Party Application and other e-gov. applications

1. The selected bidder shall ensure that the developed Integrated Raj-e-Office software

solution is meeting all system integration requirements with other applications of

Government of Rajasthan / third-party applications as mentioned below:

a. e-Mitra

b. Aadhar

c. Bhamashah

d. Integrated Financial Management System (IFMS)

e. e-Office

f. Integrated Human Resource Management System (IHRMS)

g. e- Procurement

h. e-Gras

i. SMS Gateway (MSDG)

j. Email Server

k. Rajasthan Sampark

l. Citizen Contact Center (CCC)

m. State Insurance & Provident Fund (SIPF)

n. Transfer & Posting

o. Departmental Enquiry System

p. Payroll

q. Single Sign On (SSO)

r. e- Taal


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s. Payment Gateways- integrated/ used by existing government applications (ICICI,

Axis, HDFC Banks, SBI Group, Bill Desk, etc.)

t. e-Sanchar/ i-Facts (Voice SMS Gateway)

u. CMIS

2. The selected bidder shall ensure that all the integration of government applications and third

party solutions with developed Raj e-Office shall be done through the Enterprise Service

Bus (EBS), which shall act for middleware functionality of the application. The access and

control to the gateway for this purpose shall be provided by Purchaser to the selected bidder.

3. The selected bidder shall provide all necessary support for integrating developed Integrated

Raj-e-Office software solution with existing e-gov. applications of selected organisations.

4. The selected bidder shall also provide all necessary support to e-Mitra team in integrating

developed Integrated Raj e-Office Application with e-Mitra application. The selected bidder

shall ensure seamless integration of end-to-end process/ workflow for all services which are

being delivered through e-Mitra and their backend process are automated in Integrated Raj

e-Office Application i.e. starting from submission of online service request through e-Mitra

application, processing of service request through developed Integrated Raj e-Office

Application, delivery of service through e-Mitra application along-with a provision to citizen/

e-Mitra user to track their application status in real-time.

4.7. Software Solution Testing

1. The selected bidder shall conduct the independent testing (including Unit Testing, Functional

Testing, Integration Testing, Security Testing, Performance Testing etc.) before deployment

for developed Integrated Raj e-Office Application at RSDC.

2. The selected bidder shall thoroughly test the performance of Integrated Raj e-Office

Application for proper load, as suggested by Purchaser.

3. The bidder shall ensure that for each module & features developed for Integrated Raj e-

Office Application is tested as per the latest version of the IEEE 730 standards.

4. The bidder shall prepare & share the testing documents (covering Test Strategy, Test Cases

& Test results) and standards with the Purchaser and any designated third party auditor

(TPA), wherever applicable/ required.


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4.8. Deployment & Configuration of Integrated Raj e-Office Application

1. The Selected Bidder shall deploy the Integrated Raj e-Office Application developed in

Phases (as specified in Table 4.1) on Raj Megh – The Government of Rajasthan cloud

architecture.

2. The Selected Bidder shall be responsible to coordinate with RSDC operator to host the

Integrated Raj e-Office Application at RSDC, Jaipur.

3. The Selected Bidder shall comply with the policies of RSDC.

4. The Selected Bidder, after deployment of Integrated Raj e-Office Application, shall request

for sign-off by Purchaser. Purchaser after complete testing of the software solution shall

provide its recommendations for Go-ahead/ improvement. The selected bidder shall follow

the improvement cycle till final sign-off by Purchaser.

5. The Selected Bidder shall configure the deployed application for at least 2 Government

Organisations and selected associated offices which would be intimated to selected bidder

well in time before commencement of the project.

4.9. Data Digitization and Migration

1. The Selected Bidder shall extend its support to Purchaser in planning & monitoring the Data

Digitisation work by Third Party Agency to be appointed by Purchaser. The cost of data

digitation work will be borne by Purchaser. However, as a part of detailed system study, the

selected bidder is expected to assess data migration & digitisation requirements and define

strategy to prepare the legacy data for the use of Integration Raj e-Office Application. The

selected bidder should also provide the interface for capturing the legacy data and import

the requisite data into the proposed database and maintain the database in coordination

with RISL..

2. The Selected Bidder shall prepare a plan of action for smooth migration of data from existing

database and application (if any) to new application and database.

3. The Selected Bidder shall be responsible to migrate the data from existing database and

applications (if required) of at least 2 government organisations and associated offices to

new application and database of Integrated Raj e-Office Application.

4. The Selected Bidder shall ensure 100% accuracy in the migrated data. In case any

correction is identified by Purchaser in the migrated data, the same shall be corrected by

the Selected Bidder.


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5. The Selected Bidder shall submit a MIS Report to designated authority of Purchaser

indicating amount of data migrated.

4.10. User Acceptance Testing

1. The selected bidder shall assist the Purchaser & its designated authority in successful

completion of User Acceptance Testing (UAT) of the developed modules & features of

Integrated Raj e-Office Application on the completion of the development work for each

phase.

2. The Purchaser may appoint Third Party Agency (TPA) at its own cost to conduct the

technical reviews and audits of development work performed by the Selected Bidder.

3. Purchaser & its designated authority/ TPA (if any) shall conduct functional, security &

performance testing of the deployed Integrated Raj e-Office Application for each Phase.

Purchaser would be free to conduct such testing‘s at any stage in addition to testing being

done by the Selected Bidder.

4. The selected bidder shall be responsible for:

a. Preparation and submission of Test Strategy, test cases and Test Results

b. Demonstration of module-wise functionalities/ features to Purchaser & its designated

authority/ TPA (if any) after deploying the Integrated Raj e-Office Application at

RSDC for each Phase.

c. Support to Purchaser & its designated authority/ TPA (if any) for conducting the

testing, audits etc. and provide access of the systems as required by them.

d. Coordination with the cert-in vendor appointed by Purchaser and assist Purchaser

in obtaining the safe-to-host certification (if applicable).

e. Rectification in the Integrated Raj e-Office Application for any issues/ bugs/

improvements/ enhancements/ up-gradations suggested by Purchaser & its

designated authority/ TPA (if any) during the UAT at No additional cost.

f. Removal of all vulnerabilities/ security threats identified during the testing done for

safe-to-host/ UAT/ technical audit/ testing, etc. by Purchaser & its designated

authority/ TPA (if any) at No additional cost.

g. Submit the report/ testing documents including details of defects/ bugs/ errors found

and corrective actions taken.


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5. The selected bidder shall obtain sign-off from the Purchaser on the UAT for each Phase of

Integrated Raj e-Office Application after successful implementation of all the changes/

recommendations received from Purchaser & its designated authority/ TPA (if any).

6. The Selected bidder shall coordinate with Purchaser for getting UAT approval all the Phases

as specified in Table 4.1.

4.11. Go-Live of Software Solution

1. Only after the UAT sign-off for particular phase by the Purchaser, the deployed Integrated

Raj e-Office Application for the respective phase would be deemed commissioned.

2. The Selected Bidder shall provide below mentioned documents for all modules & features

covered in respective phase of application development.

a. Installation Manuals

b. User Manuals (Role wise)

c. Access Control Policy

3. After the successful commissioning of the Integrated Raj e-Office Application (in Phases),

the particular phase of application development would be declared as Go-Live.

4. After the Go-live of Phase-II of Integrated Raj-e-office software solution, the Selected Bidder

will start providing O&M services as per the agreed SLA for Integrated Raj e-Office

Application developed as specified in this RFP.

5. Purchaser will be responsible for providing the network connectivity (preferably VPN) to the

Selected Bidder for running the Integrated Raj e-Office Application. Purchaser will identify

the internet service provider (ISP) for this purpose at its own cost.

6. The Selected Bidder will

a. Facilitate, integrate and provide all technical support to the Purchaser to get required

network connectivity and monitor the uptime of network connectivity/ link in

coordination with RSDC operator.

b. Record & Manage the database for IT assets like hardware, system software,

application software and COTS products etc. deployed for Integrated Raj e-Office

Application at RSDC, by recording the information like configuration details,

Licenses, Version Numbers and Registration Details.

c. Provide the support to the technical team of the other government departments for

deploy and configure the system in their departments.


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4.12. Training

1. The selected bidder shall ensure a proper hands-on training to the team of selected trainers

& end-users (approx. 100 users) designated by Purchaser on the software solution

developed by bidder so as to make them well conversant with all the functionalities, features

and processes built in the Integrated Raj e-Office Application.

2. Training shall be conducted either at Purchaser office in Jaipur or any other location

identified by Purchaser in Jaipur only. Training may be divided into multiple sessions as per

the need and requirement of the project/ application.

3. The selected bidder in consultation with Purchaser shall conduct Training Needs Analysis

of all the concerned staff during system study phase and drawing up a systematic training

plan.

4. To meet the training requirement for successful implementation of project, the bidder shall

perform following activities (But not limited to) in consultation with Purchaser:

a. Prepare a training plan and submit to respective stakeholders.

b. Design the Training session with sufficient training duration for meaningful

assimilation of training content by an average user.

c. There should be sufficient number of trainers (at least 2) in every training session

for conducting the training program.

d. The preferred batch size should be 25-30 trainees in a batch.

e. Provide a training material (role base) and the language of training material shall

be in Hindi and English. The Selected bidder shall ensure that all the training

documentation in Hardcopy and Softcopy is to be provided to all participants (user

training, operation procedures, visual help-kit etc.).

f. Propose different training modules for different user profiles at appropriate

timelines as a modules go live in production.

g. Conduct the training to the designated staff and technical team.

5. Purchaser shall identify respective officers/ staff involved in various business areas. The

respective officers/ staff shall be trained in relevant modules affecting their business areas.

However, the top level officers shall be given an overall training of all the modules.

6. The requisite training infrastructure like training space, computers, projector with screen,

and connectivity to Server shall be provided by Purchaser.


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7. In case more than 30% of the respondents suggest that the training provided to them was

unsatisfactory or less than satisfactory, then bidder would re-conduct the same training at

no extra cost.

8. The Selected bidder shall submit details of each training session including Attendance

Record (in Hard Copy).

4.13. Operations & Maintenance (O&M)/ Facility Management Services (FMS)

The selected bidder shall provide Operation & Maintenance (O&M) services for Integrated Raj

e-Office Application developed, starting from the Go-live date of Phase-II of Integrated Raj e-

Office Application for a period of 3 years.

1. Deployment of Manpower

a. The selected Bidder shall deploy the O&M Team (as per Annexure-2) onsite from

the start of O&M period till the end of contract period.

b. The proposed services shall be normally manned for a period of 9 hours each day

(except Sunday) as per the requirement throughout the year or as decided by the

Office of the Tendering Authority. But in exception condition or in urgency of work,

the support might be required on holidays. The selected bidder shall maintain an

attendance register for the resources deployed.

c. Also, it would be the responsibility of the Selected Bidder to retain the deployed

manpower for the entire Contract/ Project duration or in the event of a resource

leaving the employment with the selected bidder, the same shall be immediately

replaced with another resource of equivalent minimum qualifications and experience.

All such events should be notified prior to RISL in writing and should be in

accordance with the SLAs mentioned in this RFP.

d. The staff provided by the Selected Bidder will perform their duties in accordance with

the instructions given by the designated officers of RISL from time to time. RISL will

examine the qualification, experience etc. of the personnel provided before they are

put on the designated positions. The Selected Bidder has to take approval from RISL

for the proposed staff before their deployment. RISL has every right to reject the

personnel, if the same is not acceptable, before or after commencement of the

awarded work/ project.


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e. It is responsibility of the selected bidder to scale up the Operations & Maintenance

(O&M) team as and when required to confirm smooth project execution throughout

the duration.

2. New Development and Enhancement:

The selected bidder shall be responsible for doing any kind of new development including:

a. Addition of new functionalities/ features/ modules envisaged by the procuring entity

b. Third-party Application integration

c. Modification/ up-gradation/ enhancement in the Process or functionality to fix some

complex problem requests or defect fixing to upgrade the application performance.

d. Update Web-portal & Application: design & content, layout, colour schema, input

forms, etc.

e. Develop mobile applications as per the requirements shared by the procuring entity

f. Business Intelligence Analytics & MIS Reports as per new format defined by

procuring entity as per their requirement

The selected bidder shall maintain version control and archives of source code, web site

content and database.

3. The selected bidder shall be responsible for the overall administration, day to day

operations, monitoring, maintenance, MIS generation, backup, recovery, etc. of the

deployed Integrated Raj e-Office Application & the related Database and ensure the desired

uptime. The operation and maintenance of the Integrated Raj e-Office Application include

(but not limited to):

a. Modification in Frontend Application & User Interface

b. Changes in Business Process and Business Rules

c. Updating Database related queries

d. Customization of the report format

e. Rectification Defect/ Bug Fixing reported by Purchaser

f. Implementing the new functionality which got highlighted either as learning from a

bug or while examine particular Scenario (if required)

g. Integration with other applications (if required)

h. Content management (content collection, translation, conversion, upload)


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i. Maintain version control and archives of source code, SRS & associated technical

docs and database

j. Implementation support/ assistant (as and when needed for deploy and configure

the application at other locations):

k. Onsite support for Database Management

l. Offsite support for updating definitions/ patches/ updates/ service packs

management of software (newly developed application, COTS Solutions, Any third

party tools/ middle ware Software) on end-user access device platform & ensure the

timely readiness on following aspect:

i. Online Help with a provision to download definitions/ patches/ updates/

service packs & user guide for their installation as per different types of

end-user access device platform.

ii. Provide training to the team designated by Purchaser which will be provide

Onsite support at identified offices across Rajasthan.

m. Providing Help desk support with Escalation matrix for registration of complaints &

resolution.

n. Closely Monitoring of the deployed network bandwidth/ links at RSDC used for

Integrated Raj e-Office Application so as to ensure the desired uptime. In case of

downtime/ link failure, reporting immediately the same to the designated officer of

Purchaser and assist them in coordinating with RSDC, Bandwidth Service Provider

& other stakeholders in tracking until the link is restored and services are operational

as required.

4. Performance Monitoring & Enhancement:

a. The selected bidder shall carry out the performance testing activity (load/ stress/

volume testing) on half-yearly basis or as per the requirement of Purchaser to ensure

that the application meets the required speed, scalability and stability requirements

under the expected workloads and provide its recommendations for improvement (if

any). The selected bidder, based on the acceptance of the recommendations by

Purchaser, shall incorporate changes in the software solution at NO extra cost, to

ensure smooth functioning of the application under varying load requirements &

ensure proper management of:

i. Concurrent users


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ii. CPU utilization

iii. Memory utilization

iv. Network utilization

b. Purchaser may arrange for the security audits of the application through a third party

agency on timely basis. Based on the findings of security audits, the selected bidder

will have to bring in the necessary changes in the application to ensure the

compliance of the security of the application. These changes would have to be

conducted by the selected bidder at no extra cost to Purchaser. After making such

changes, Selected Bidder shall have to submit an undertaking stating compliance to

the report.

5. Training & Help Desk Support (Incident/problem management)

a. The Training manager deployed by the selected bidder shall be responsible for day-

to-day training, coordination between various stakeholders (team of end-users &

trainers designated by Purchaser) on various new services launched, new features/

functionalities added to the Integrated Raj e-Office Application, etc. during the entire

O&M Period.

b. The Training manager cum technical writer shall be responsible for preparation &

up-gradation of all training material (in English & Hindi) and provide training to the

stakeholders. The training material would include hard copy and soft copies of the

training material along with multi-media for audio-visual training.

c. The training resource would also be required to travel to district level offices for

providing training to the users on Integrated Raj e-Office Application as per

instructions of RISL and the expense towards TA/ DA shall be borne by RISL as per

Govt. rules.

d. The Selected Bidder shall design, develop & implement a Helpdesk Management

System (web enabled with SMS and e-Mail based alert system) as a part of

Integrated Raj e-Office Application to facilitate helpdesk team in extending

operational support/ resolving problems of application users. This Helpdesk

Management System may also be required to integrate with Citizen Contact Center-

Helpdesk Call Management System.

e. To setup helpdesk, the selected bidder shall provide three dedicated mobile

connections at the Helpdesk which will be operational 24 hrs. x 7 days in a week at


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RISL Office, Jaipur. The Purchaser will provide working space with necessary

furniture, electric & Internet connection along-with Desktop/ laptops, as per available

configuration, to the Helpdesk team deployed by the Selected Bidder.

f. Help desk should be able to perform:

i. Handle teething issues of the departmental users

ii. The Helpdesk persons should be accessible to all users on telephone/ e-

mail.

iii. Reply to the queries/ feedback/ suggestions/ complaints received from all

the stakeholders.

iv. Maintain a call register for maintaining a log of all the calls received.

g. The end-users should be allowed to create a ticket for any problem faced by him and

same should be closed by him after the resolution of the problem.

h. The selected bidder shall depute helpdesk managers who shall be responsible for

overall coordination between various stakeholders for helping them with any initial

level queries and further assignment/ escalating the problem to designated authority

through the helpdesk staff.

6. Operations & Maintenance Reports

a. The Selected Bidder shall have to submit certain key deliverables during Operations

and Maintenance Period which are mentioned hereunder. However, in addition to

the reports/ deliverables as indicated below, Selected Bidder shall prepare and

submit all other required information related to project in the desirable format as

notified by the purchaser, whenever required.

b. The formats for all the reports shall be prepared by the Selected Bidder and

submitted to the purchaser for approval. The reports submitted by the Selected

Bidder should strictly be in the approved format only which, if required, may be

revised from time to time.

Table 4.2: Operations & Maintenance Reports

S. No.

Activity Deliverable Frequency Time Frame

1

Deployment of Manpower

Attendance Report of Onsite team deployed for Integrated Raj e-Office project duly approved by designated authority

Quarterly Within 1 Week of end of each Quarter


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Table 4.2: Operations & Maintenance Reports

S. No.

Activity Deliverable Frequency Time Frame

2

New Development and Enhancement/ up-gradation/ modification in the Integrated Raj e-Office Application

Development/ Enhancement/ up-gradation/ modification reports along with updated design documents & user manuals


3

Managed Services during Support and Maintenance Period

Testing reports

Uptime report from EMS indicating uptime and downtime of Integrated Raj e-Office Application


Issue Tracker & Log reports of help desk, Call resolved, unresolved and escalated issues.

Consolidated Report on Calls Logged, Resolved and Escalated.


4.14. Project Duration

The complete Integrated Raj e-Office project will likely to achieve Go Live status within 14

months from date of issuance of work order. The operations and maintenance phase will start

from the Date of Go-Live of Phase-II (11 months from date of issuance of work order) and will

continue for 3 years from the Date of Go-Live of Phase-II of Integrated Raj e-Office Application.

4.15. Project Deliverables, Milestones & Timelines

Table 4.3: Deliverable & Time Schedule

S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverable (III)

Delivery Schedule

(in days) (IV)

T is the Date of issuance of work order

1. Detailed Project Plan based on High Level System Study

Project Plan report in .mpp/.xls format

T+30 Days

2. System Study & Design for Integrated Raj e-Office Application (Phase-I)

SRS Preparation SRS Document (Phase-I) T+100 Days

3. Approval of SRS by RISL T+110 Days

4. Solution Design Software Design &

Architecture Document

Database Design Document

T+120 Days

5. System Study & Design for Integrated Raj e-Office Application (Phase-II)

SRS Preparation SRS Document (Phase-II) T+120 Days


7. Solution Design Software Design &



T+150 Days

8. System Study & Design for Integrated

SRS Preparation SRS Document (Phase-III) T+150 Days



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S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverable (III)

Delivery Schedule

(in days) (IV)

10.

Raj e-Office Application (Phase-III)

Solution Design Software Design &



T+180 Days

11.

Software Development, Testing, Deployment, UAT & Go-live of all modules and features planned in Phase-I of Integrated Raj e-Office Application (as specified in Table 4.1 & Annexure-1)

Application Development (Phase-I)

Deployment of Phase-I of Integrated Raj e-Office Application for testing

T+180 Days

12. Beta version Testing of Phase-I

Report on Beta Testing of the software - Test Strategy, Test cases and Test Results

T+200 Days

13. Data Migration (if any)

MIS Report indicating amount of data migrated (if any) for Integrated Raj e-Office Application

T+210 Days

14.

Deployment of Phase-I software solution after incorporating the all changes/ Bugs identified based on Beta Testing of Phase-I

Configuration & Deployment document of Phase-I of Integrated Raj e-Office Application with source code in two sets of DVDs along with source code and/or license of third party API/any other software used

T+210 Days

15.

UAT (Phase-I)

Safe-to-host certificate

Testing report including Test Results

UAT Test cases

T+230 Days

16. UAT sign-off Certificate by RISL for Phase-I application

T+235 Days

17. Phase-I Go-live & Training

Certificate for Go-live of Phase-I by RISL

Technical & Role wise- User manual (with visual help kits) of the application software

Attendance & Training reports

T+240 Days

18.

Software Development, Testing, Deployment, UAT & Go-live of all modules and features planned in Phase-II of Integrated Raj e-Office Application (as specified in Table 4.1 & Annexure-1)

Application Development (Phase-II)

Deployment of Phase-II of Integrated Raj e-Office Application for testing

T+270 Days

19. Beta version Testing of Phase-II


T+290 Days



T+300 Days

21.

Deployment of Phase-II software solution after incorporating the all changes/ Bugs

Configuration & Deployment document of Phase-II of Integrated Raj e-Office Application with source code in two sets of DVDs along with

T+300 Days


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S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverable (III)

Delivery Schedule

(in days) (IV) identified based on Beta Testing of Phase-II

source code and/or license of third party API/any other software used

22.

UAT (Phase-II)



UAT Test cases

T+320 Days

23. UAT sign-off Certificate by RISL for Phase-II application

T+325 Days

24. Phase-II Go-live & Training

Certificate for Go-live of Phase-II by RISL



T+330 Days

25.

Software Development, Testing, Deployment, UAT & Go-live of all modules and features planned in Phase-III of Integrated Raj e-Office Application (as specified in Table 4.1 & Annexure-1)

Application Development (Phase-III)

Deployment of Phase-III of Integrated Raj e-Office Application for testing

T+350 Days

26. Beta version Testing of Phase-III


T+370 Days



T+390 Days

28.

Deployment of Phase-III software solution after incorporating the all changes/ Bugs identified based on Beta Testing of Phase-III

Configuration & Deployment document of Phase-III of Integrated Raj e-Office Application with source code in two sets of DVDs along with source code and/or license of third party API/any other software used

T+390 Days

29.

UAT (Phase-III)



UAT Test cases

T+410 Days

30. UAT sign-off Certificate by RISL for Phase-III application

T+415 Days

31. Phase-III Go-live & Training

Certificate for Go-live of Phase-III by RISL



T+420 Days


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S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverable (III)

Delivery Schedule

(in days) (IV)

Operation & Maintenance

32.

Operations & Maintenance (O&M)/ Facility Management Services (FMS)

a) Deployment of Manpower

b) New Development and Enhancement/ up-gradation / modification in the Integrated Raj e-Office Application

c) Managed Services during Support and Maintenance Period

Attendance Register

Software Development/ enhancement/ up-gradation/ modification reports

Periodic Testing reports

Application Uptime report

Issue Tracker/ Call Register/Log reports of help desk

Consolidated Report on Calls Logged, Resolved and Escalated

Updated User Manual, Design & SRS documents of the application software in one hard copy and one soft copy (in DVD)

Updated Application software with source code in two sets of DVDs along with source code and/or license of third party API/any other software used

Quarterly / as applicable; For 3 years from the Date of Go-Live of Phase-II of Integrated Raj e-Office Application.

Remark: The above mentioned delivery schedule shall be applicable subject to fulfilment of obligations by RISL for respective milestone, wherever applicable. In case of delay in action taken by RISL, same number of days would be added in the delivery period.


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5. INSTRUCTION TO BIDDERS (ITB) & BIDDING PROCESS

5.1. Sale of Tender/ Bidding Document

1. The sale of bidding documents shall be commenced from the date of publication of Notice

Inviting Bids (NIB) and shall be stopped on the date & time as specified in NIB. The bidding

document shall be available only to the qualified bidders at the EoI level (as mentioned in

Chapter 1 of this RFP). The complete bidding document shall also be placed on the State

Public Procurement Portal and e-Procurement portal for the pre-qualified bidders only who

can download the bidding document from the websites and pay its price while submitting the

Bid to the procuring entity.

2. The bidding documents shall be made available to pre-qualified (from stage-1 of EoI) who

pays the price of it in cash or by bank demand draft, banker's cheque.

5.2. Pre-bid Meeting/ Clarifications

1. The prospective bidder may, in writing, seek clarifications from the procuring entity in respect

of the bidding documents.

2. A pre-bid conference is also scheduled by the procuring entity as per the details mentioned

in the NIB and to clarify doubts of potential bidders in respect of the procurement and the

records of such conference shall be intimated to all bidders and where applicable, shall be

published on the respective websites.

3. The period within which the bidders may seek clarifications under (1) above and the period

within which the procuring entity shall respond to such requests for clarifications shall be as

under: -

a. Last date of submitting clarifications requests by the bidder: as per NIB/ IFB

b. Response to clarifications by procuring entity: as per NIB/ IFB

4. The minutes and response, if any, shall be provided promptly to all bidders to which the

procuring entity provided the bidding documents, so as to enable those bidders to take

minutes into account in preparing their bids, and shall be published on the respective

websites.

5.3. Changes in the Bidding Document

1. At any time, prior to the deadline for submission of Bids, the procuring entity may for any

reason, whether on its own initiative or as a result of a request for clarification by a bidder,


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modify the bidding documents by issuing an addendum in accordance with the provisions

below.

2. In case, any modification is made to the bidding document or any clarification is issued which

materially affects the terms contained in the bidding document, the procuring entity shall

publish such modification or clarification in the same manner as the publication of the initial

bidding document.

3. In case, a clarification or modification is issued to the bidding document, the procuring entity

may, prior to the last date for submission of Bids, extend such time limit in order to allow the

bidders sufficient time to take into account the clarification or modification, as the case may

be, while submitting their Bids.

4. Any bidder, who has submitted his Bid in response to the original invitation, shall have the

opportunity to modify or re-submit it, as the case may be, within the period of time originally

allotted or such extended time as may be allowed for submission of Bids, when changes are

made to the bidding document by the procuring entity:

Provided that the Bid last submitted or the Bid as modified by the bidder shall be considered

for evaluation.

5.4. Period of Validity of Bids

1. Bids submitted by the bidders shall remain valid during the period specified in the NIB/

bidding document. A Bid valid for a shorter period shall be rejected by the procuring entity

as non-responsive Bid.

2. Prior to the expiry of the period of validity of Bids, the procuring entity, in exceptional

circumstances, may request the bidders to extend the bid validity period for an additional

specified period of time. A bidder may refuse the request and such refusal shall be treated

as withdrawal of Bid and in such circumstances bid security shall not be forfeited.

3. Bidders that agree to an extension of the period of validity of their Bids shall extend or get

extended the period of validity of bid securities submitted by them or submit new bid

securities to cover the extended period of validity of their bids. A bidder whose bid security

is not extended, or that has not submitted a new bid security, is considered to have refused

the request to extend the period of validity of its Bid.

5.5. Format and Signing of Bids

1. Bidders must submit their bids online at e-Procurement portal i.e.

http://eproc.rajasthan.gov.in.

http://eproc.rajasthan.gov.in/


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2. All the documents uploaded should be digitally signed with the DSC of authorized signatory.

3. A Two stage-Two envelope/ cover system shall be followed for the bid –

a. Technical bid including fee details & technical documents

b. Financial bid

4. Technical bid shall include the following documents: -

Table 5.1: Technical Bid Document

S.

No.

Documents Type Document Format

Fee Details

1. Bidding document Fee (Tender Fee) Proof of submission (PDF)

2. RISL Processing Fee (e-Procurement) Instrument/ Proof of submission (PDF)

3. Bid Security Instrument/ Proof of submission (PDF)

Technical Documents

4. Covering Letter – Technical Bid On bidder’s letter head duly signed by

authorized signatory (as per Annexure-6 )

5. Bidder’s Authorization Certificate As per Format given at Annexure-5

6. Copy of board resolution/ Power of Attorney

in favor of person signing the Letter of

Authority at 5 above

Power of Attorney/ Copy of board

resolution

7. Bid Form As per Annexure-7

8. Self-Declaration As per Annexure-8

9. Certificate of Conformity/ No-Deviation As per Annexure-9

10. Manufacturer’s Authorisation Form (MAF) As per Annexure-10

11. Proposed Team/Resources CVs As per Annexure-12

12. Technical Solution Documents All the documents required as per Solution

Architecture defined in section 2.2, Scope

of work as defined in Chapter 4 and

Technical Evaluation Criteria as define in

sub-clause: 3 of section 5.14 of Chapter 5

of RFP document

5. Financial bid shall include the following documents: -

Table 5.2: Financial Bid Document

S.

No.

Documents Type Document Format

1. Covering Letter – Financial Bid On bidder’s letter head duly signed by

authorized signatory (as per Annexure-11 )

2. Price Bid As per Annexure-11, As per BoQ (.XLS) on

e-Proc website

6. The bidder should ensure that all the required documents, as mentioned in this RFP/ bidding

document, are submitted along with the Bid and in the prescribed format only. Non-


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submission of the required documents or submission of the documents in a different format/

contents may lead to the rejections of the Bid proposal submitted by the bidder.

5.6. Cost & Language of Bidding

1. The Bidder shall bear all costs associated with the preparation and submission of its Bid,

and the procuring entity shall not be responsible or liable for those costs, regardless of the

conduct or outcome of the bidding process.

2. The Bid, as well as all correspondence and documents relating to the Bid exchanged by the

Bidder and the procuring entity, shall be written only in English Language. Supporting

documents and printed literature that are part of the Bid may be in another language

provided they are accompanied by an accurate translation of the relevant passages in

English/ Hindi language, in which case, for purposes of interpretation of the Bid, such

translation shall govern.

5.7. Alternative/ Multiple Bids

Alternative/ Multiple Bids shall not be considered at all.

5.8. Bid Security

Every bidder, if not exempted, participating in the procurement process will be required to

furnish the bid security as specified in the NIB.

1. In lieu of bid security, a bid securing declaration shall be taken from Departments of the

State Government, Undertakings, Corporations, Autonomous bodies, Registered Societies

and Cooperative Societies which are owned or controlled or managed by the State

Government and Government Undertakings of the Central Government.

2. Bid security instrument or cash receipt of bid security or a bid securing declaration shall

necessarily accompany the technical bid.

3. Bid security of a bidder lying with the procuring entity in respect of other bids awaiting

decision shall not be adjusted towards bid security for the fresh bids. The bid security

originally deposited may, however, be taken into consideration in case bids are re-invited.

4. The bid security may be given in the form of a banker’s cheque or demand draft or bank

guarantee, in specified format, of a scheduled bank. The bid security must remain valid thirty

days beyond the original or extended validity period of the bid.

5. The issuer of the bid security and the confirmer, if any, of the bid security, as well as the

form and terms of the bid security, must be acceptable to the procuring entity.


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6. Prior to presenting a submission, a bidder may request the procuring entity to confirm the

acceptability of proposed issuer of a bid security or of a proposed confirmer, if required. The

procuring entity shall respond promptly to such a request.

7. The bank guarantee presented as bid security shall be got confirmed from the concerned

issuing bank. However, the confirmation of the acceptability of a proposed issuer or of any

proposed confirmer does not preclude the procuring entity from rejecting the bid security on

the ground that the issuer or the confirmer, as the case may be, has become insolvent or

has otherwise ceased to be creditworthy.

8. The bid security of unsuccessful bidders shall be refunded soon after final acceptance of

successful bid and signing of Agreement and submitting performance security.

9. The Bid security taken from a bidder shall be forfeited, including the interest, if any, in the

following cases, namely: -

a. when the bidder withdraws or modifies its bid after opening of bids;

b. when the bidder does not execute the agreement, if any, after placement of supply/

work order within the specified period;

c. when the bidder fails to deliver the services or execute work as LoI/ work order within

the time specified;

d. when the bidder does not deposit the performance security within specified period

after the supply/ work order is placed; and

e. if the bidder breaches any provision of code of integrity, prescribed for bidders,

specified in the bidding document.

10. Notice will be given to the bidder with reasonable time before bid security deposited is

forfeited.

11. No interest shall be payable on the bid security.

12. In case of the successful bidder, the amount of bid security may be adjusted in arriving at

the amount of the Performance Security, or refunded if the successful bidder furnishes the

full amount of performance security.

13. The procuring entity shall promptly return the bid security after the earliest of the following

events, namely:-

a. the expiry of validity of bid security;


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b. the execution of agreement for procurement and performance security is furnished

by the successful bidder;

c. the cancellation of the procurement process; or

d. the withdrawal of bid prior to the deadline for presenting bids, unless the bidding

documents stipulate that no such withdrawal is permitted.

5.9. Deadline for the submission of Bids

1. Bids shall be received online at e-Procurement portal and up to the time and date specified

in the NIB.

2. Normally, the date of submission and opening of Bids would not be extended. In exceptional

circumstances or when the bidding document are required to be substantially modified as a

result of discussions in pre-bid meeting/ conference or otherwise and the time with the

prospective bidders for preparation of Bids appears insufficient, the date may be extended

by the procuring entity. In such case the publicity of extended time and date shall be given

in the manner, as was given at the time of issuing the original NIB and shall also be placed

on the State Public Procurement Portal, if applicable. It would be ensured that after issue of

corrigendum, reasonable time is available to the bidders for preparation and submission of

their Bids. The procuring entity shall also publish such modifications in the bidding document

in the same manner as the publication of initial bidding document. If, in the office of the Bids

receiving and opening authority, the last date of submission or opening of Bids is a non-

working day, the Bids shall be received or opened on the next working day.

5.10. Withdrawal, Substitution, and Modification of Bids

1. If permitted on e-Procurement portal, a Bidder may withdraw its Bid or re-submit its Bid

(technical and/ or financial cover) as per the instructions/ procedure mentioned at e-

Procurement website under the section "Bidder's Manual Kit".

2. Bids withdrawn shall not be opened and processes further.

5.11. Opening of Bids

1. The Bids shall be opened by the bid opening & evaluation committee on the date and time

mentioned in the NIB in the presence of the bidders or their authorised representatives who

choose to be present.

2. The committee may co-opt experienced persons in the committee to conduct the process of

Bid opening.


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3. The committee shall prepare a list of the bidders or their representatives attending the

opening of Bids and obtain their signatures on the same. The list shall also contain the

representative’s name and telephone number and corresponding bidders’ names and

addresses. The authority letters, if any, brought by the representatives shall be attached to

the list. The list shall be signed by all the members of Bid opening committee with date and

time of opening of the Bids.

4. All the documents comprising of technical Bid/ cover shall be opened & downloaded from

the e-Procurement website (only for the bidders who have submitted the prescribed fee(s)

to RISL).

5. The committee shall conduct a preliminary scrutiny of the opened technical Bids to assess

the prima-facie responsiveness and ensure that the: -

a. bid is accompanied by bidding document fee, bid security or bid securing declaration,

and processing fee (if applicable);

b. bid is valid for the period, specified in the bidding document;

c. bid is unconditional and the bidder has agreed to give the required performance

security; and

d. other conditions, as specified in the bidding document are fulfilled.

e. any other information which the committee may consider appropriate.

6. No Bid shall be rejected at the time of Bid opening except the Bids not accompanied with

the proof of payment or instrument of the required price of bidding document, processing

fee and bid security.

7. The Financial Bid cover shall be kept unopened and shall be opened later on the date and

time intimated to the bidders who qualify in the evaluation of technical Bids.

5.12. Selection Method

The selection method is Least Cost Based Selection (LCBS)-L1.

5.13. Clarification of Bids

1. To assist in the examination, evaluation, comparison and qualification of the Bids, the bid

evaluation committee may, at its discretion, ask any bidder for a clarification regarding its

Bid. The committee's request for clarification and the response of the bidder shall be through

the e-Procurement portal.


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2. Any clarification submitted by a bidder with regard to its Bid that is not in response to a

request by the committee shall not be considered.

3. No change in the prices or substance of the Bid shall be sought, offered, or permitted, except

to confirm the correction of arithmetic errors discovered by the committee in the evaluation

of the financial Bids.

4. No substantive change to qualification information or to a submission, including changes

aimed at making an unqualified bidder, qualified or an unresponsive submission, responsive

shall be sought, offered or permitted.

5.14. Evaluation & Tabulation of Technical Bids

1. Determination of Responsiveness

a. The bid evaluation committee shall determine the responsiveness of a Bid on the

basis of bidding document and the provisions of pre-qualification/ eligibility criteria of

the bidding document.

b. A responsive Bid is one that meets the requirements of the bidding document without

any material deviation, reservation, or omission where: -

i. “deviation” is a departure from the requirements specified in the bidding

document;

ii. “reservation” is the setting of limiting conditions or withholding from

complete acceptance of the requirements specified in the bidding

document; and

iii. “Omission” is the failure to submit part or all of the information or

documentation required in the bidding document.

c. A material deviation, reservation, or omission is one that,

i. if accepted, shall:-

1) affect in any substantial way the scope, quality, or performance of the

subject matter of procurement specified in the bidding documents; or

2) limits in any substantial way, inconsistent with the bidding documents,

the procuring entity’s rights or the bidder’s obligations under the

proposed contract; or

ii. if rectified, shall unfairly affect the competitive position of other bidders

presenting responsive Bids.


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d. The bid evaluation committee shall examine the technical aspects of the Bid in

particular, to confirm that all requirements of bidding document have been met

without any material deviation, reservation or omission.

e. The procuring entity shall regard a Bid as responsive if it conforms to all requirements

set out in the bidding document, or it contains minor deviations that do not materially

alter or depart from the characteristics, terms, conditions and other requirements set

out in the bidding document, or if it contains errors or oversights that can be corrected

without touching on the substance of the Bid.

2. Non-material Non-conformities in Bids

a. The bid evaluation committee may waive any non-conformities in the Bid that do not

constitute a material deviation, reservation or omission, the Bid shall be deemed to

be substantially responsive.

b. The bid evaluation committee may request the bidder to submit the necessary

information or document like audited statement of accounts/ CA Certificate,

Registration Certificate, VAT/ CST clearance certificate, ISO/ CMMi Certificates, etc.

within a reasonable period of time. Failure of the bidder to comply with the request

may result in the rejection of its Bid.

c. The bid evaluation committee may rectify non-material nonconformities or omissions

on the basis of the information or documentation received from the bidder under (b)

above.

3. Technical Evaluation Criteria

a. As a part of Technical qualification process, the bidders shall be required to make a

detailed presentation (as per schedule communicated by RISL after technical bid

opening) about their understanding of Integrated Raj e-Office Project,

implementation structure, approach & methodology proposed for carrying out the

said assignment, proposed Integrated Raj e-Office Application Architecture &

Execution Strategy, etc., as per below mentioned minimum Technical Qualification

criteria. The Tendering Authority will carry out a detailed evaluation of the bids

as per Technical Qualification Criteria mentioned in this RFP on the basis of

documentation enclosed in the bid & Presentations made by the prospective bidders.

b. Technical qualification marking shall be as per table below for following criteria:


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Table 5.3: Technical Qualification Criteria

S. No

Technical Qualification Criteria Max Marks

Documents required

1. Project Understanding and Approach & Methodology proposed for carrying out the said assignment

10 Hard Copy of presentation & a document detailing the Technical qualification criteria mentioned at S. No 1 & 2 of Table 5.3

2.

Proposed Integrated Raj e-Office Application Architecture & Execution Strategy including Team Deployment, implementation plan with timelines, training plan, support activities, etc. to meet project requirements & differential initiatives by the prospective bidder for customer satisfaction.

30

3.

Resource Deployment Plan for Integrated Raj e-Office Application Development Team (Project Manager, Business Analyst, Team Lead, Test Lead, System Administrator, Database Administrator) - Profiles & Deployment Strategy; as per qualifications mentioned in the Scope of Work under this RFP

60

Document detailing the resource deployment plan along with CV’s of proposed resources

c. Scoring shall be done by technical committee based on the technical presentation

for the above mentioned Technical Qualification Criteria (Table 5.3) to be given by

Project Manager (may also call Business Analyst, Team Lead, Test Lead, Database

Administrator) proposed to be deployed on the project & technical proposal

submitted by them. Please note that technical presentation should be in-line with

their technical proposal. In case of discrepancy the proposal may be rejected.

d. Marking for a given criteria may be given based upon sufficient proof towards said

criteria or based on demonstration of the same in the presentation.

e. Only bidders who score at-least 70 marks shall be termed as technically qualified

and would be eligible for opening of financial bids.

f. In case of contract being awarded to a prospective bidder, the resources proposed

by the bidder during technical presentation for deployment under the said project

shall essentially become the part of project development team. In the event of a

resource leaving the employment with the selected bidder, the same shall be

immediately replaced with another resource of better qualifications and experience.

The Selected bidder has to take approval from RISL for the proposed staff before

their deployment.

4. Tabulation of Technical Bids

a. If Technical Bids have been invited, they shall be tabulated by the bid evaluation

committee in the form of a comparative statement to evaluate the qualification of the

bidders against the criteria for qualification set out in the bidding document.


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b. The members of bid evaluation committee shall give their recommendations below

the table as to which of the bidders have been found to be qualified in evaluation of

Technical Bids and sign it.

5. The number of firms qualified in technical evaluation, if less than three and it is considered

necessary by the procuring entity to continue with the procurement process, reasons shall

be recorded in writing and included in the record of the procurement proceedings.

6. The bidders who qualified in the technical evaluation shall be informed in writing about the

date, time and place of opening of their financial Bids.

5.15. Evaluation & Tabulation of Financial Bids

Subject to the provisions of “Acceptance of Successful Bid and Award of Contract” below, the

procuring entity shall take following actions for evaluation of financial Bids:-

1. the financial Bids of the bidders who qualified in technical evaluation shall be opened online

at the notified time, date and place by the bid evaluation committee in the presence of the

bidders or their representatives who choose to be present;

2. the process of opening of the financial Bids shall be similar to that of technical Bids;

3. the names of the bidders, the rates given by them and conditions put, if any, shall be read

out and recorded;

4. conditional Bids are liable to be rejected;

5. the evaluation shall include all costs and all taxes and duties applicable to the bidder as per

law of the Central/ State Government/ Local Authorities, and the evaluation criteria specified

in the bidding documents shall only be applied;

6. the offers shall be evaluated and marked L1, L2, L3 etc. L1 being the lowest offer and then

others in ascending order;

7. the bid evaluation committee shall prepare a comparative statement in tabular form in

accordance with rules along with its report on evaluation of financial Bids and recommend

the bidder having lowest offer, among technically qualified bidder, for acceptance to the

procuring entity

8. The members of bids evaluation committee shall give their recommendations below the

table regarding bidder having lowest offer, among technically qualified bidder, and sign it.

9. it shall be ensured that the offer recommended for sanction is justifiable looking to the

prevailing market rates of the goods, works or service required to be procured.


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5.16. Correction of Arithmetic Errors in Financial Bids

The bid evaluation committee shall correct arithmetical errors in substantially responsive Bids,

on the following basis, namely: -

1. if there is a discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail and the total price shall be

corrected, unless in the opinion of the bid evaluation committee there is an obvious

misplacement of the decimal point in the unit price, in which case the total price as quoted

shall govern and the unit price shall be corrected;

2. if there is an error in a total corresponding to the addition or subtraction of subtotals, the

subtotals shall prevail and the total shall be corrected; and

3. if there is a discrepancy between words and figures, the amount in words shall prevail,

unless the amount expressed in words is related to an arithmetic error, in which case the

amount in figures shall prevail subject to clause (1) and (2) above.

5.17. Comparison of rates of firms outside and those in Rajasthan

While tabulating the financial Bids of those firms which are not entitled to price preference, the

element of Rajasthan Value Added Tax (RVAT) shall be excluded from the rates quoted by

the firms of Rajasthan and the element of Central Sales Tax (CST) shall be included in the

rates of firms from outside Rajasthan for financial bid evaluation purpose.

5.18. Price/ purchase preference in evaluation

Price and/ or purchase preference notified by the State Government (GoR) and as mentioned

in the bidding document shall be considered in the evaluation of Bids and award of contract.

5.19. Negotiations

1. Negotiations may, however, be undertaken only with the bidder having lowest offer, among

technically qualified bidder, when the rates are considered to be much higher than the

prevailing market rates.

2. The bid evaluation committee shall have full powers to undertake negotiations. Detailed

reasons and results of negotiations shall be recorded in the proceedings.

3. The bidder having lowest offer, among technically qualified bidder, shall be informed in

writing either through messenger or by registered letter and e-mail (if available). A minimum

time of seven days shall be given for calling negotiations. In case of urgency the bid

evaluation committee, after recording reasons, may reduce the time, provided the bidder


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having lowest offer, among technically qualified bidder, has received the intimation and

consented to regarding holding of negotiations.

4. Negotiations shall not make the original offer made by the bidder inoperative. The bid

evaluation committee shall have option to consider the original offer in case the bidder

decides to increase rates originally quoted or imposes any new terms or conditions.

5. In case of non-satisfactory achievement of rates from bidder having lowest offer, the bid

evaluation committee may choose to make a written counter offer to the bidder having lowest

offer and if this is not accepted by him, the committee may decide to reject and re-invite Bids

or to make the same counter-offer first to the bidder having second lowest offer, then to the

bidder having third lowest offer and so on in the order of their initial standing and work/

supply order be awarded to the bidder who accepts the counter-offer. This procedure would

be used in exceptional cases only.

6. In case the rates even after the negotiations are considered very high, fresh Bids shall be

invited.

5.20. Exclusion of Bids/ Disqualification

1. A procuring entity shall exclude/ disqualify a Bid, if: -

a. the information submitted, concerning the qualifications of the bidder, was false or

constituted a misrepresentation; or

b. the information submitted, concerning the qualifications of the bidder, was materially

inaccurate or incomplete; and

c. the bidder is not qualified as per pre-qualification/ eligibility criteria mentioned in the

bidding document;

d. the Bid materially departs from the requirements specified in the bidding document

or it contains false information;

e. the bidder, submitting the Bid, his agent or any one acting on his behalf, gave or

agreed to give, to any officer or employee of the procuring entity or other

governmental authority a gratification in any form, or any other thing of value, so as

to unduly influence the procurement process;

f. a bidder, in the opinion of the procuring entity, has a conflict of interest materially

affecting fair competition.

2. A Bid shall be excluded/ disqualified as soon as the cause for its exclusion/ disqualification

is discovered.


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3. Every decision of a procuring entity to exclude a Bid shall be for reasons to be recorded in

writing and shall be: -

a. communicated to the concerned bidder in writing;

b. published on the State Public Procurement Portal, if applicable.

5.21. Acceptance of the successful Bid and award of contract

1. The procuring entity after considering the recommendations of the bid evaluation committee

and the conditions of Bid, if any, financial implications, trials, sample testing and test reports,

etc., shall accept or reject the successful Bid. If any member of the bid evaluation committee,

has disagreed or given its note of dissent, the matter shall be referred to the next higher

authority, as per delegation of financial powers, for decision.

2. Decision on Bids shall be taken within original validity period of Bids and time period allowed

to procuring entity for taking decision. If the decision is not taken within the original validity

period or time limit allowed for taking decision, the matter shall be referred to the next higher

authority in delegation of financial powers for decision.

3. Before award of the contract, the procuring entity shall ensure that the price of successful

Bid is reasonable and consistent with the required quality.

4. A Bid shall be treated as successful only after the competent authority has approved the

procurement in terms of that Bid.

5. The procuring entity shall award the contract to the bidder whose offer has been determined

to be the lowest in accordance with the evaluation criteria set out in the bidding document

and if the bidder has been determined to be qualified to perform the contract satisfactorily

on the basis of qualification criteria fixed for the bidders in the bidding document for the

subject matter of procurement.

6. Prior to the expiration of the period of bid validity, the procuring entity shall inform the

successful bidder, in writing, that its Bid has been accepted.

7. As soon as a Bid is accepted by the competent authority, its written intimation shall be sent

to the concerned bidder by registered post or email and asked to execute an agreement in

the format given in the bidding documents on a non-judicial stamp of requisite value and

deposit the amount of performance security or a performance security declaration, if

applicable, within a period specified in the bidding documents or where the period is not

specified in the bidding documents then within fifteen days from the date on which the letter

of acceptance or letter of intent is dispatched to the bidder.


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8. If the issuance of formal letter of acceptance is likely to take time, in the meanwhile a Letter

of Intent (LOI) may be sent to the bidder. The acceptance of an offer is complete as soon as

the letter of acceptance or letter of intent is posted and/ or sent by email (if available) to the

address of the bidder given in the bidding document. Until a formal contract is executed, the

letter of acceptance or LOI shall constitute a binding contract.

9. The bid security of the bidders who’s Bids could not be accepted shall be refunded soon

after the contract with the successful bidder is signed and its performance security is

obtained.

5.22. Information and publication of award

Information of award of contract shall be communicated to all participating bidders and

published on the respective website(s) as specified in NIB.

5.23. Procuring entity’s right to accept or reject any or all Bids

The Procuring entity reserves the right to accept or reject any Bid, and to annul (cancel) the

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

incurring any liability to the bidders.

5.24. Right to vary quantity

1. If the procuring entity does not procure any subject matter of procurement or procures less

than the quantity specified in the bidding documents due to change in circumstances, the

bidder shall not be entitled for any claim or compensation.

2. Repeat orders for extra items or additional quantities may be placed on the rates and

conditions given in the contract. Delivery or completion period may also be proportionately

increased. The limits of repeat order shall be as under: -

a. 50% of the quantity of the individual items and 50% of the value of original contract

in case of works; and

b. 50% of the value of goods or services of the original contract.

5.25. Performance Security

1. Prior to execution of agreement, Performance security shall be solicited from all successful

bidders except the departments of the State Government and undertakings, corporations,

autonomous bodies, registered societies, co-operative societies which are owned or

controlled or managed by the State Government and undertakings of the Central

Government. However, a performance security declaration shall be taken from them. The


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State Government may relax the provision of performance security in particular procurement

or any class of procurement.

2. The amount of performance security shall be 5% of the amount of supply order in case of

procurement of goods and services.

3. Performance security shall be furnished in any one of the following forms: -

a. Bank Draft or Banker's Cheque of a scheduled bank;

b. National Savings Certificates and any other script/ instrument under National

Savings Schemes for promotion of small savings issued by a Post Office in

Rajasthan, if the same can be pledged under the relevant rules. They shall be

accepted at their surrender value at the time of bid and formally transferred in the

name of procuring entity with the approval of Head Post Master;

c. Bank guarantee/s of a scheduled bank. It shall be got verified from the issuing bank.

Other conditions regarding bank guarantee shall be same as mentioned in the

bidding document for bid security;

d. Fixed Deposit Receipt (FDR) of a scheduled bank. It shall be in the name of procuring

entity on account of bidder and discharged by the bidder in advance. The procuring

entity shall ensure before accepting the FDR that the bidder furnishes an undertaking

from the bank to make payment/ premature payment of the FDR on demand to the

procuring entity without requirement of consent of the bidder concerned. In the event

of forfeiture of the performance security, the Fixed Deposit shall be forfeited along

with interest earned on such Fixed Deposit.

4. Performance security furnished in the form specified in clause [b.] to [e.] of (3) above shall

remain valid for a period of 60 days beyond the date of completion of all contractual

obligations of the bidder, including warranty obligations and maintenance and defect liability

period.

5. Forfeiture of Security Deposit: Security amount in full or part may be forfeited, including

interest, if any, in the following cases:-

a. When any terms and condition of the contract is breached.

b. When the bidder fails to make complete supply satisfactorily.

c. if the bidder breaches any provision of code of integrity, prescribed for bidders,

specified in the bidding document.

6. Notice will be given to the bidder with reasonable time before PSD deposited is forfeited.


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7. No interest shall be payable on the PSD.

5.26. Execution of agreement

1. A procurement contract shall come into force from the date on which the letter of acceptance

or letter of intent is despatched to the bidder.

2. The successful bidder shall sign the procurement contract within 15 days from the date on

which the letter of acceptance or letter of intent is despatched to the successful bidder.

3. If the bidder, who’s Bid has been accepted, fails to sign a written procurement contract or

fails to furnish the required performance security within specified period, the procuring entity

shall take action against the successful bidder as per the provisions of the bidding document

and Act. The procuring entity may, in such case, cancel the procurement process or if it

deems fit, offer for acceptance the rates of lowest bidder to the next lowest bidder, in

accordance with the criteria and procedures set out in the bidding document.

4. The bidder will be required to execute the agreement on a non-judicial stamp of specified

value at its cost and to be purchase from anywhere in Rajasthan only.

5. After signing of procurement contract/ agreement and submission of required performance

security, Purchaser will issue the work order to successful bidder.

5.27. Confidentiality

1. Notwithstanding anything contained in this bidding document but subject to the provisions

of any other law for the time being in force providing for disclosure of information, a procuring

entity shall not disclose any information if such disclosure, in its opinion, is likely to: -

a. impede enforcement of any law;

b. affect the security or strategic interests of India;

c. affect the intellectual property rights or legitimate commercial interests of bidders;

d. affect the legitimate commercial interests of the procuring entity in situations that

may include when the procurement relates to a project in which the procuring entity

is to make a competitive bid, or the intellectual property rights of the procuring entity.

2. The procuring entity shall treat all communications with bidders related to the procurement

process in such manner as to avoid their disclosure to competing bidders or to any other

person not authorised to have access to such information.


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3. The procuring entity may impose on bidders for fulfilling the terms of the procurement

contract, conditions aimed at protecting information, the disclosure of which violates (1)

above.

4. In addition to the restrictions specified above, the procuring entity, while procuring a subject

matter of such nature which requires the procuring entity to maintain confidentiality, may

impose condition for protecting confidentiality of such information.

5.28. Cancellation of procurement process

1. If any procurement process has been cancelled, it shall not be reopened but it shall not

prevent the procuring entity from initiating a new procurement process for the same subject

matter of procurement, if required.

2. A procuring entity may, for reasons to be recorded in writing, cancel the process of

procurement initiated by it -

a. at any time prior to the acceptance of the successful Bid; or

b. after the successful Bid is accepted in accordance with (4) and (5) below.

3. The procuring entity shall not open any bids or proposals after taking a decision to cancel

the procurement and shall return such unopened bids or proposals.

4. The decision of the procuring entity to cancel the procurement and reasons for such decision

shall be immediately communicated to all bidders that participated in the procurement

process.

5. If the bidder who’s Bid has been accepted as successful fails to sign any written procurement

contract as required, or fails to provide any required security for the performance of the

contract, the procuring entity may cancel the procurement process.

6. If a bidder is convicted of any offence under the Act, the procuring entity may: -

a. cancel the relevant procurement process if the Bid of the convicted bidder has been

declared as successful but no procurement contract has been entered into;

b. rescind (cancel) the relevant contract or forfeit the payment of all or a part of the

contract value if the procurement contract has been entered into between the

procuring entity and the convicted bidder.

5.29. Code of Integrity for Bidders

1. No person participating in a procurement process shall act in contravention of the code of

integrity prescribed by the State Government.


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2. The code of integrity include provisions for: -

a. Prohibiting

i. any offer, solicitation or acceptance of any bribe, reward or gift or any

material benefit, either directly or indirectly, in exchange for an unfair

advantage in the procurement process or to otherwise influence the

procurement process;

ii. any omission, including a misrepresentation that misleads or attempts to

mislead so as to obtain a financial or other benefit or avoid an obligation;

iii. any collusion, bid rigging or anti-competitive behaviour to impair the

transparency, fairness and progress of the procurement process;

iv. improper use of information shared between the procuring entity and the

bidders with an intent to gain unfair advantage in the procurement process

or for personal gain;

v. any financial or business transactions between the bidder and any officer

or employee of the procuring entity;

vi. any coercion including impairing or harming or threatening to do the same,

directly or indirectly, to any party or to its property to influence the

procurement process;

vii. any obstruction of any investigation or audit of a procurement process;

b. disclosure of conflict of interest;

c. disclosure by the bidder of any previous transgressions with any entity in India or

any other country during the last three years or of any debarment by any other

procuring entity.

3. Without prejudice to the provisions below, in case of any breach of the code of integrity by

a bidder or prospective bidder, as the case may be, the procuring entity may take appropriate

measures including: -

a. exclusion of the bidder from the procurement process;

b. calling-off of pre-contract negotiations and forfeiture or encashment of bid security;

c. forfeiture or encashment of any other security or bond relating to the procurement;

d. recovery of payments made by the procuring entity along with interest thereon at

bank rate;


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e. cancellation of the relevant contract and recovery of compensation for loss incurred

by the procuring entity;

f. debarment of the bidder from participation in future procurements of the procuring

entity for a period not exceeding three years.

5.30. Interference with Procurement Process

A bidder, who: -

1. withdraws from the procurement process after opening of financial bids;

2. withdraws from the procurement process after being declared the successful bidder;

3. fails to enter into procurement contract after being declared the successful bidder;

4. fails to provide performance security or any other document or security required in terms of

the bidding documents after being declared the successful bidder, without valid grounds,

shall, in addition to the recourse available in the bidding document or the contract, be

punished with fine which may extend to fifty lakh rupees or ten per cent of the assessed

value of procurement, whichever is less.

5.31. Appeals

1. Subject to “Appeal not to lie in certain cases” below, if any bidder or prospective bidder is

aggrieved that any decision, action or omission of the procuring entity is in contravention to

the provisions of the Act or the rules or guidelines issued thereunder, he may file an appeal

to such officer of the procuring entity, as may be designated by it for the purpose, within a

period of 10 days from the date of such decision or action, omission, as the case may be,

clearly giving the specific ground or grounds on which he feels aggrieved:

a. Provided that after the declaration of a bidder as successful in terms of “Award of

Contract”, the appeal may be filed only by a bidder who has participated in

procurement proceedings.

b. Provided further that in case a procuring entity evaluates the technical Bid before the

opening of the financial Bid, an appeal related to the matter of financial Bid may be

filed only by a bidder whose technical Bid is found to be acceptable.

2. The officer to whom an appeal is filed under (1) above shall deal with the appeal as

expeditiously as possible and shall endeavour to dispose it of within 30 days from the date

of filing of the appeal.


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3. If the officer designated under (1) above fails to dispose of the appeal filed under that sub-

section within the period specified in (2) above, or if the bidder or prospective bidder or the

procuring entity is aggrieved by the order passed, the bidder or prospective bidder or the

procuring entity, as the case may be, may file a second appeal to an officer or authority

designated by the State Government in this behalf within 15 days from the expiry of the

period specified in (2) above or of the date of receipt of the order passed under (2) above,

as the case may be.

4. The officer or authority to which an appeal is filed under (3) above shall deal with the appeal

as expeditiously as possible and shall endeavour to dispose it of within 30 days from the

date of filing of the appeal:

5. The officer or authority to which an appeal may be filed under (1) or (4) above shall be :

First Appellate Authority: Principal Secretary, IT&C, GoR

Second Appellate Authority: Principal Secretary, Finance Department, GoR

6. Form of Appeal:

a. Every appeal under (1) and (3) above shall be as per Annexure-16 along with as

many copies as there are respondents in the appeal.

b. Every appeal shall be accompanied by an order appealed against, if any, affidavit

verifying the facts stated in the appeal and proof of payment of fee.

c. Every appeal may be presented to First Appellate Authority or Second Appellate

Authority, as the case may be, in person or through registered post or authorised

representative.

7. Fee for Appeal: Fee for filing appeal:

a. Fee for first appeal shall be rupees two thousand five hundred and for second appeal

shall be rupees ten thousand, which shall be non-refundable.

b. The fee shall be paid in the form of bank demand draft or banker’s cheque of a

Scheduled Bank payable in the name of Appellate Authority concerned.

8. Procedure for disposal of appeal:

a. The First Appellate Authority or Second Appellate Authority, as the case may be,

upon filing of appeal, shall issue notice accompanied by copy of appeal, affidavit and

documents, if any, to the respondents and fix date of hearing.


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b. On the date fixed for hearing, the First Appellate Authority or Second Appellate

Authority, as the case may be, shall,-

i. hear all the parties to appeal present before him; and

ii. peruse or inspect documents, relevant records or copies thereof relating to

the matter.

c. After hearing the parties, perusal or inspection of documents and relevant records or

copies thereof relating to the matter, the Appellate Authority concerned shall pass

an order in writing and provide the copy of order to the parties to appeal free of cost.

d. The order passed under (c) shall also be placed on the State Public Procurement

Portal.

9. No information which would impair the protection of essential security interests of India, or

impede the enforcement of law or fair competition, or prejudice the legitimate commercial

interests of the bidder or the procuring entity, shall be disclosed in a proceeding under an

appeal.

5.32. Stay of procurement proceedings

While hearing of an appeal, the officer or authority hearing the appeal may, on an application

made in this behalf and after affording a reasonable opportunity of hearing to the parties

concerned, stay the procurement proceedings pending disposal of the appeal, if he, or it, is

satisfied that failure to do so is likely to lead to miscarriage of justice.

5.33. Vexatious Appeals & Complaints

Whoever intentionally files any vexatious, frivolous or malicious appeal or complaint under the

“The Rajasthan Transparency Public Procurement Act 2012”, with the intention of delaying or

defeating any procurement or causing loss to any procuring entity or any other bidder, shall

be punished with fine which may extend to twenty lakh rupees or five per cent of the value of

procurement, whichever is less.

5.34. Offenses by Firms/ Companies

1. Where an offence under “The Rajasthan Transparency Public Procurement Act 2012” has

been committed by a company, every person who at the time the offence was committed

was in charge of and was responsible to the company for the conduct of the business of the

company, as well as the company, shall be deemed to be guilty of having committed the

offence and shall be liable to be proceeded against and punished accordingly:


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Provided that nothing contained in this sub-section shall render any such person liable for

any punishment if he proves that the offence was committed without his knowledge or that

he had exercised all due diligence to prevent the commission of such offence.

2. Notwithstanding anything contained in (1) above, where an offence under this Act has been

committed by a company and it is proved that the offence has been committed with the

consent or connivance of or is attributable to any neglect on the part of any director,

manager, secretary or other officer of the company, such director, manager, secretary or

other officer shall also be deemed to be guilty of having committed such offence and shall

be liable to be proceeded against and punished accordingly.

3. For the purpose of this section-

a. "company" means a body corporate and includes a limited liability partnership, firm,

registered society or cooperative society, trust or other association of individuals;

and

b. "director" in relation to a limited liability partnership or firm, means a partner in the

firm.

4. Abetment of certain offenses: Whoever abets an offence punishable under this Act, whether

or not that offence is committed in consequence of that abetment, shall be punished with

the punishment provided for the offence.

5.35. Debarment from Bidding

1. A bidder shall be debarred by the State Government if he has been convicted of an offence

a. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or

b. under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other law for

the time being in force, for causing any loss of life or property or causing a threat to

public health as part of execution of a public procurement contract.

2. A bidder debarred under (1) above shall not be eligible to participate in a procurement

process of any procuring entity for a period not exceeding three years commencing from the

date on which he was debarred.

3. If a procuring entity finds that a bidder has breached the code of integrity prescribed in terms

of “Code of Integrity for bidders” above, it may debar the bidder for a period not exceeding

three years.

4. Where the entire bid security or the entire performance security or any substitute thereof, as

the case may be, of a bidder has been forfeited by a procuring entity in respect of any


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procurement process or procurement contract, the bidder may be debarred from

participating in any procurement process undertaken by the procuring entity for a period not

exceeding three years.

5. The State Government or a procuring entity, as the case may be, shall not debar a bidder

under this section unless such bidder has been given a reasonable opportunity of being

heard.

5.36. Monitoring of Contract

1. An officer or a committee of officers named Contract Monitoring Committee (CMC) may be

nominated by procuring entity to monitor the progress of the contract during its delivery

period.

2. During the delivery period the CMC shall keep a watch on the progress of the contract and

shall ensure that quantity of goods and service delivery is in proportion to the total delivery

period given, if it is a severable contract, in which the delivery of the goods and service is to

be obtained continuously or is batched. If the entire quantity of goods and service is to be

delivered in the form of completed work or entire contract like fabrication work, the process

of completion of work may be watched and inspections of the selected bidder’s premises

where the work is being completed may be inspected.

3. If delay in delivery of goods and service is observed a performance notice would be given

to the selected bidder to speed up the delivery.

4. Any change in the constitution of the firm, etc. shall be notified forth with by the Selected

Bidder in writing to the procuring entity and such change shall not relieve any former member

of the firm, etc., from any liability under the contract.

5. No new partner/ partners shall be accepted in the firm by the selected bidder in respect of

the contract unless he/ they agree to abide by all its terms, conditions and deposits with the

procuring entity through a written agreement to this effect. The bidder’s receipt for

acknowledgement or that of any partners subsequently accepted as above shall bind all of

them and will be sufficient discharge for any of the purpose of the contract.

6. The selected bidder shall not assign or sub-let his contract or any substantial part thereof to

any other agency without the permission of procuring entity.


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6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT

6.1. Contract Documents

Subject to the order of precedence set forth in the Agreement, all documents forming the

Contract (and all parts thereof) are intended to be correlative, complementary, and mutually

explanatory.

6.2. Interpretation

1. If the context so requires it, singular means plural and vice versa.

2. Entire Agreement: The Contract constitutes the entire agreement between the Purchaser

and the Supplier/ Selected bidder and supersedes all communications, negotiations and

agreements (whether written or oral) of parties with respect thereto made prior to the date

of Contract.

3. Amendment: No amendment or other variation of the Contract shall be valid unless it is in

writing, is dated, expressly refers to the Contract, and is signed by a duly authorized

representative of each party thereto.

4. Non-waiver: Subject to the condition (6) below, no relaxation, forbearance, delay, or

indulgence by either party in enforcing any of the terms and conditions of the Contract or the

granting of time by either party to the other shall prejudice, affect, or restrict the rights of that

party under the Contract, neither shall any waiver by either party of any breach of Contract

operate as waiver of any subsequent or continuing breach of Contract.

5. Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing,

dated, and signed by an authorized representative of the party granting such waiver, and

must specify the right and the extent to which it is being waived.

6. Severability: If any provision or condition of the Contract is prohibited or rendered invalid or

unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or

enforceability of any other provisions and conditions of the Contract.

6.3. Language

1. The Contract as well as all correspondence and documents relating to the Contract

exchanged by the successful/ selected bidder and the Purchaser, shall be written in English

language only. Supporting documents and printed literature that are part of the Contract may

be in another language provided they are accompanied by an accurate translation of the


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relevant passages in the language specified in the special conditions of the contract, in which

case, for purposes of interpretation of the Contract, this translation shall govern.

2. The successful/ selected bidder shall bear all costs of translation to the governing language

and all risks of the accuracy of such translation.

6.4. Joint Venture, Consortium or Association

1. Unless otherwise specified in the special conditions of the contract, if the Supplier/ Bidder is

a joint venture, consortium, or association, all of the parties shall be jointly and severally

liable to the Purchaser for the fulfilment of the provisions of the contract and shall designate

one party to act as a leader with authority to bind the joint venture, consortium, or

association.

2. The composition or the constitution of the joint venture, consortium, or association shall not

be altered without the prior consent of the purchaser.

3. Any change in the constitution of the firm, etc. shall be notified forth with by the Selected

Bidder in writing to the purchase officer and such change shall not relieve any former

member of the firm, etc., from any liability under the contract.

4. No new partner/ partners shall be accepted in the firm by the Selected Bidder in respect of

the contract unless he/they agree to abide by all its terms, conditions and deposits with the

purchase officer a written agreement to this effect. The Selected Bidder’s receipt for

acknowledgement or that of any partners subsequently accepted as above shall bind all of

them and will be sufficient discharge for any of the purpose of the contract.

5. No new consortium agreement shall be allowed during the project period.

6. In Consortium, all the members shall be equally responsible to complete the project as per

their roles & responsibilities; however Lead partner shall give an undertaking for the

successful completion of the overall project. In case of any issues, Lead partner is the

responsible person for all the penalties.

7. The lead bidder is required to do majority (>50%) of the work. However, the lead bidder and

consortium partner is jointly and severely liable for the entire scope of work and risks

involved thereof.

8. The non-lead bidder (consortium partner) is liable for the scope of work for which they are

responsible along with the lead bidder.

9. Any change in the consortium at a later date will not be allowed without prior permission

from the tendering authority/ purchaser.


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6.5. Eligible Goods and Related Services

1. For purposes of this Clause, the term “goods” and “related services” include the software

(System Software, new application & COTS), licenses & services to be delivered by the

selected bidder as per scope of work defined in this RFP.

2. Bidder must quote products in accordance with above clause “Eligible goods and related

services”.

6.6. Notices

1. Any notice given by one party to the other pursuant to the Contract shall be in writing to the

address specified in the contract. The term “in writing” means communicated in written form

with proof of dispatch and receipt.

2. A Notice shall be effective when delivered or on the Notice’s effective date, whichever is

later.

6.7. Governing Law

The Contract shall be governed by and interpreted in accordance with the laws of the

Rajasthan State/ the Country (India), unless otherwise specified in the contract.

6.8. Scope of Supply

1. Subject to the provisions in the bidding document and contract, the goods and related

services to be supplied shall be as specified in Scope of Work section of the bidding

document.

2. Unless otherwise stipulated in the Contract, the scope of supply shall include all such items

not specifically mentioned in the Contract but that can be reasonably inferred from the

Contract as being required for attaining delivery and completion of the goods and related

services as if such items were expressly mentioned in the Contract.

3. The bidder shall not quote and supply any software that is likely to be declared as End of

Service/ Support for a period of 5 Years from the last date of bid submission. OEMs are

required to mention this in the MAF for all the quoted software. If any of the software is found

to be declared as End of Service/ Support during the contract duration, then the bidder shall

replace all such software with the latest ones having equivalent or higher specifications

without any financial obligation to the purchaser.


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6.9. Delivery & Installation

1. Subject to the conditions of the contract, the delivery of the goods and completion of the

related services shall be in accordance with the delivery and completion schedule specified

in the bidding document.

2. The contract for the supply can be repudiated at any time by the purchase officer, if the

supplies are not made to his satisfaction after giving an opportunity to the bidder of being

heard and recording the reasons for repudiation.

3. The Supplier/ Selected Bidder shall arrange to supply, install and commission the software/

system as per specifications within the specified delivery/ completion period at various

departments and/ or their offices/ locations mentioned in the PO/ WO.

6.10. Supplier’s/ Bidder’s Responsibilities

The Supplier/ Bidder shall supply all the goods and related services included in the scope of

work in accordance with the provisions of bidding document and/ or contract.

6.11. Purchaser’s Responsibilities

1. Whenever the supply services requires that the Supplier/ Selected Bidder obtain licenses,

permits, approvals, etc., the Purchaser shall, if so required by the Supplier/ Selected Bidder,

make its best effort to assist the Supplier/ Selected Bidder in complying with such

requirements in a timely and expeditious manner.

2. The Purchaser shall pay all costs involved in the performance of its responsibilities, in

accordance with the general and special conditions of the contract.

6.12. Contract Price

1. The Contract Price shall be paid as specified in the contract subject to any additions and

adjustments thereto, or deductions there from, as may be made pursuant to the Contract.

2. Prices charged by the Supplier/ Bidder for the Goods delivered and the Related Services

performed under the Contract shall not vary from the prices quoted by the Supplier/ Bidder

in its bid, with the exception of any price adjustments authorized in the special conditions of

the contract.

6.13. Recoveries from Suppliers/ Bidders

1. Recovery of liquidated damages, short supply, penalties etc. shall be made ordinarily from

bills.


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2. The Purchase Officer shall withhold amount to the extent of short supply, liquidated

damages/ penalties, as applicable. In case of failure to withhold the amount, it shall be

recovered from his dues and performance security deposit.

3. The balance, if any, shall be demanded from the Supplier/ Bidder and when recovery is not

possible, the Purchase Officer shall take recourse to law in force.

6.14. Taxes & Duties

1. The TDS, Raj-VAT, Service Tax etc., if applicable, shall be deducted at source/ paid by RISL

as per prevailing rates.

2. For goods supplied from outside India, the successful/ selected bidder shall be entirely

responsible for all taxes, stamp duties, license fees, and other such levies imposed outside

the country.

3. For goods supplied from within India, the successful/ selected bidder shall be entirely

responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted

Goods to the Purchaser.

4. If any tax exemptions, reductions, allowances or privileges may be available to the

successful/ selected bidder in India, the Purchaser shall use its best efforts to enable the

successful/ selected bidder to benefit from any such tax savings to the maximum allowable

extent.

6.15. Copyright

1. The copyright in all drawings, design documents, source code and other materials

containing data and information furnished to the Purchaser by the Supplier/ Selected Bidder

herein shall remain vested in the Purchaser or, if they are furnished to the Purchaser directly

or through the Selected Bidder by any third party, including suppliers of materials/ software,

the copyright in such materials/ software shall remain vested in such third party.

2. The source code, documentation and IPR will be the sole property of Purchaser for

application developed or customization and enhancement made as part of this RFP. Also

the same shall not be used elsewhere without the prior written consent of RISL.

6.16. Confidential Information

1. The Purchaser and the Supplier/ Selected Bidder shall keep confidential and shall not,

without the written consent of the other party hereto, divulge to any third party any drawings,

documents, data, or other information furnished directly or indirectly by the other party hereto


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in connection with the Contract, whether such information has been furnished prior to, during

or following completion or termination of the Contract.

2. The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such

documents, data, and other information it receives from the Purchaser to the extent required

for the Subcontractor to perform its work under the Contract, in which event the Supplier/

Selected Bidder shall obtain from such Subcontractor an undertaking of confidentiality

similar to that imposed on the Supplier/ Selected Bidder.

3. The Purchaser shall not use such documents, data, and other information received from the

Supplier/ Selected Bidder for any purposes unrelated to the Contract. Similarly, the Supplier/

Selected Bidder shall not use such documents, data, and other information received from

the Purchaser for any purpose other than the design, procurement, or other work and

services required for the performance of the Contract.

4. The obligation of a party under sub-clauses above, however, shall not apply to information

that: -

a. the Purchaser or Supplier/ Selected Bidder need to share with RISL or other

institutions participating in the Contract;

b. now or hereafter enters the public domain through no fault of that party;

c. can be proven to have been possessed by that party at the time of disclosure and

which was not previously obtained, directly or indirectly, from the other party; or

d. otherwise lawfully becomes available to that party from a third party that has no

obligation of confidentiality.

5. The above provisions shall not in any way modify any undertaking of confidentiality given by

either of the parties hereto prior to the date of the Contract in respect of the supply or any

part thereof.

6. The provisions of this clause shall survive completion or termination, for whatever reason,

of the Contract.

6.17. Sub-contracting

1. Unless otherwise specified in the Contract, the bidder shall not assign or sub-let his contract

or any substantial part thereof to any other agency without the permission of Purchasing

Authority.


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2. If permitted, the bidder shall notify the Purchaser in writing of all subcontracts awarded under

the Contract if not already specified in the Bid. Subcontracting shall in no event relieve the

Supplier from any of its obligations, duties, responsibilities, or liability under the Contract.

3. Subcontracts, if permitted, shall comply with the provisions of bidding document and/ or

contract.

6.18. Extension in Delivery Period and Liquidated Damages (LD)

1. Except as provided under clause “Force Majeure”, if the supplier/ selected bidder fails to

deliver any or all of the Goods or perform the Related Services within the period specified in

the Contract, the Purchaser may without prejudice to all its other remedies under the

Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the

percentage specified in (4) below for each week or part thereof of delay until actual delivery

or performance, up to a maximum deduction of the percentage specified in the bidding

document and/ or contract. Once the maximum is reached, the Purchaser may terminate

the Contract pursuant to clause “Termination”.

2. The time specified for delivery in the bidding document shall be deemed to be the essence

of the contract and the supplier/ selected bidder shall arrange goods supply and related

services within the specified period.

3. Delivery and installation/ completion period may be extended with or without liquidated

damages, if the delay in the supply of goods or service is on account of hindrances beyond

the control of the supplier/ selected bidder.

a. The supplier/ selected bidder shall request in writing to the Purchaser giving reasons

for extending the delivery period of service, if he finds himself unable to complete the

supply of goods or service within the stipulated delivery period or is unable to

maintain prorate progress in the supply of goods or service delivery. This request

shall be submitted as soon as a hindrance in delivery of goods and service occurs

or within 15 days from such occurrence but before expiry of stipulated period of

completion of delivery of goods and service after which such request shall not be

entertained.

b. The Purchaser shall examine the justification of causes of hindrance in the delivery

of goods and service and the period of delay occurred due to that and recommend

the competent authority on the period of extension which should be granted with or

without liquidated damages.


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c. Normally, extension in delivery period of goods and service in following

circumstances may be considered without liquidated damages:

a. When delay has occurred due to delay in providing of information/ data by

RISL or other departments or Third Party Agency/ Vendors appointed by

them as per terms of the contract.

d. If the competent authority agrees to extend the delivery period/ schedule, an

amendment to the contract with suitable denial clauses and with or without liquidated

damages, as the case may be, shall be issued. The amendment letter shall mention

that no extra price or additional cost for any reason, what so ever beyond the

contracted cost shall be paid for the delayed supply of goods and service.

e. It shall be at the discretion of the concerned authority to accept or not to accept the

supply of goods and/ or services rendered by the Selected Bidder after the expiry of

the stipulated delivery period, if no formal extension in delivery period has been

applied and granted. The competent authority shall have right to cancel the contract

with respect to undelivered goods and/ or service.

f. If RISL is in need of the good and/ or service rendered after expiry of the stipulated

delivery period, it may accept the services and issue a letter of extension in delivery

period with usual liquidated damages and denial clauses to regularize the

transaction.

4. In case of extension in the delivery and/ or installation/ completion/ commissioning period is

granted with liquidated damages, the recovery shall be made on the basis of value of goods

and/ or services (upto that milestone as specified in Table 7.1: Payment Terms & Schedule

of this RFP document) which the supplier/ selected bidder has failed to deliver/ install/

complete : -

No. Condition LD %

a. Delay up to one fourth period of the prescribed period of delivery, successful

installation and completion of work 2.5 %

b. Delay exceeding one fourth but not exceeding half of the prescribed period of

delivery, successful installation and completion of work 5.0 %

c. Delay exceeding half but not exceeding three fourth of the prescribed period

of delivery, successful installation and completion of work 7.5 %

d. Delay exceeding three fourth of the prescribed period of delivery, successful

installation and completion of work 10.0 %


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a. Fraction of a day in reckoning period of delay in supplies, successful installation and

completion of work shall be eliminated, if it is less than half a day.

5. In addition to above, if the bidder fails to depute/ ensure the availability of development team

as mentioned at clause no:1 of Annexure-2 within 15 days from the date of issuance of work

order for the period as specified in Table Ann 2.1., following amount shall be deducted while

processing the payment for respective milestone:

Category of Resources as

per clause no:1 of

Annexure-2 (Table Ann 2.1)

Penalty for absence/ delay in resource deputation during

development period

A Rs 4000/- per day per resource;

B

Rs 2,000/- per day per resource; At least 50 % resources under

this category are required to be present, else penalty of Rs

3000/- per day shall be levied on each absent resource.

The above penalty shall not be applicable in case of permitted annual leaves (maximum of

18 leaves per year (4.5 per quarter on prorate basis))/ approved leaves by RISL.

6. In all cases, maximum amount of liquidated damages (including penalty defined at sub-

clause 5 above) shall be 10% of the total Integrated Raj e-Office Application development

cost (component A of financial bid).

6.19. Patent Indemnity

1. The supplier/ selected bidder shall, subject to the Purchaser’s compliance with sub-clause

(2) below, indemnify and hold harmless the Purchaser and its employees and officers from

and against any and all suits, actions or administrative proceedings, claims, demands,

losses, damages, costs, and expenses of any nature, including attorney’s fees and

expenses, which the Purchaser may suffer as a result of any infringement or alleged

infringement of any patent, utility model, registered design, trademark, copyright, or other

intellectual property right registered or otherwise existing at the date of the Contract by

reason of: -

a. the installation of the Goods by the supplier/ selected bidder or the use of the Goods

in the country where the Site is located; and

b. the sale in any country of the products produced by the Goods.

Such indemnity shall not cover any use of the Goods or any part thereof other than for the

purpose indicated by or to be reasonably inferred from the Contract, neither any infringement

resulting from the use of the Goods or any part thereof, or any products produced thereby


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in association or combination with any other equipment, plant, or materials not supplied by

the supplier/ selected bidder, pursuant to the Contract.

2. If any proceedings are brought or any claim is made against the Purchaser arising out of the

matters referred to above, the Purchaser shall promptly give the supplier/ selected bidder a

notice thereof, and the supplier/ selected bidder may at its own expense and in the

Purchaser’s name conduct such proceedings or claim and any negotiations for the

settlement of any such proceedings or claim.

3. If the supplier/ selected bidder fails to notify the Purchaser within thirty (30) days after receipt

of such notice that it intends to conduct any such proceedings or claim, then the Purchaser

shall be free to conduct the same on its own behalf.

4. The Purchaser shall, at the supplier’s/ selected bidder’s request, afford all available

assistance to the supplier/ selected bidder in conducting such proceedings or claim, and

shall be reimbursed by the supplier/ selected bidder for all reasonable expenses incurred in

so doing.

5. The Purchaser shall indemnify and hold harmless the supplier/ selected bidder and its

employees, officers, and Subcontractors (if any) from and against any and all suits, actions

or administrative proceedings, claims, demands, losses, damages, costs, and expenses of

any nature, including attorney’s fees and expenses, which the supplier/ selected bidder may

suffer as a result of any infringement or alleged infringement of any patent, utility model,

registered design, trademark, copyright, or other intellectual property right registered or

otherwise existing at the date of the Contract arising out of or in connection with any design,

data, drawing, specification, or other documents or materials provided or designed by or on

behalf of the Purchaser.

6.20. Limitation of Liability

Except in cases of gross negligence or wilful misconduct: -

1. neither party shall be liable to the other party for any indirect or consequential loss or

damage, loss of use, loss of production, or loss of profits or interest costs, provided that this

exclusion shall not apply to any obligation of the supplier/ selected bidder to pay liquidated

damages to the Purchaser; and

2. the aggregate liability of the supplier/ selected bidder to the Purchaser, whether under the

Contract, in tort, or otherwise, shall not exceed the amount specified in the Contract,

provided that this limitation shall not apply to the cost of repairing or replacing defective


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equipment, or to any obligation of the supplier/ selected bidder to indemnify the Purchaser

with respect to patent infringement.

6.21. Force Majeure

1. The supplier/ selected bidder shall not be liable for forfeiture of its PSD, LD, or termination

for default if and to the extent that it’s delay in performance or other failure to perform its

obligations under the Contract is the result of an event of Force Majeure.

2. For purposes of this Clause, “Force Majeure” means an event or situation beyond the control

of the supplier/ selected bidder that is not foreseeable, is unavoidable, and its origin is not

due to negligence or lack of care on the part of the supplier/ selected bidder. Such events

may include, but not be limited to, acts of the Purchaser in its sovereign capacity, wars or

revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

3. If a Force Majeure situation arises, the supplier/ selected bidder shall promptly notify the

RISL in writing of such conditions and cause thereof within 15 days of occurrence of such

event. Unless otherwise directed by RISL, the supplier/ selected bidder shall continue to

perform its obligations under the contract as far as reasonably practical.

4. If the performance in whole or part or any obligation under the contract is prevented or

delayed by any reason of Force Majeure for a period exceeding 60 days, either party at its

option may terminate the contract without any financial repercussion on either side.

5. In case a Force Majeure situation occurs with the Purchaser, the Purchaser may take the

case with the supplier/ selected bidder on similar lines.

6.22. Change Orders and Contract Amendments

1. The Purchaser may at any time order the supplier/ selected bidder through Notice in

accordance with clause “Notices” above, to make changes within the general scope of the

Contract where the goods & services are to be provided by the supplier/ selected bidder.

2. If any such change causes an increase or decrease in the cost of, or the time required for,

the supplier’s/ selected bidder’s performance of any provisions under the Contract, an

equitable adjustment shall be made in the Contract Price or in the Delivery and Completion

Schedule, or both, and the Contract shall accordingly should be amended. Any claims by

the supplier/ selected bidder for adjustment under this clause must be asserted within thirty

(30) days from the date of the supplier’s/ selected bidder’s receipt of the Purchaser’s change

order.


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3. In case, a new functionality/ modification is done in the Integrated Raj e-Office Application,

the selected bidder shall identify the effort (in man–month) required for making the

change(s). Rates for the man month shall be the composite man-month rates quoted by the

Selected Bidder in the financial bid. Changes shall however be done by the selected Bidder

after approval of effort estimates by the designated authority of Purchaser.

4. Prices to be charged by the supplier/ selected bidder for any related services that might be

needed but which were not included in the Contract shall be agreed upon in advance by the

parties and shall not exceed the prevailing rates charged to other parties by the supplier/

selected bidder for similar services.

6.23. Termination

1. Termination for Default

a. The tender sanctioning authority of RISL may, without prejudice to any other remedy

for breach of contract, by a written notice of default of at least 30 days sent to the

supplier/ selected bidder, terminate the contract in whole or in part: -

i. If the supplier/ selected bidder fails to deliver any or all quantities of the

service within the time period specified in the contract, or any extension

thereof granted by RISL; or

ii. If the supplier/ selected bidder fails to perform any other obligation under

the contract within the specified period of delivery of service or any

extension granted thereof; or

iii. If the supplier/ selected bidder, in the judgement of the Purchaser, is found

to be engaged in corrupt, fraudulent, collusive, or coercive practices in

competing for or in executing the contract.

iv. If the supplier/ selected bidder commits breach of any condition of the

contract.

b. If RISL terminates the contract in whole or in part, amount of PSD may be forfeited.

c. Before cancelling a contract and taking further action, advice of senior most finance

person available in the office and of legal adviser or legal assistant posted in the

office, if there is one, may be obtained.

2. Termination for Insolvency

RISL may at any time terminate the Contract by giving a written notice of at least 30 days to

the supplier/ selected bidder, if the supplier/ selected bidder becomes bankrupt or otherwise


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insolvent. In such event, termination will be without compensation to the supplier/ selected

bidder, provided that such termination will not prejudice or affect any right of action or

remedy that has accrued or will accrue thereafter to RISL.

3. Termination for Convenience

a. RISL, by a written notice of at least 30 days sent to the supplier/ selected bidder,

may terminate the Contract, in whole or in part, at any time for its convenience. The

Notice of termination shall specify that termination is for the Purchaser’s

convenience, the extent to which performance of the supplier/ selected bidder under

the Contract is terminated, and the date upon which such termination becomes

effective.

b. Depending on merits of the case the supplier/ selected bidder may be appropriately

compensated on mutually agreed terms for the loss incurred by the contract if any

due to such termination.

c. The Goods that are complete and ready for deliver within twenty-eight (28) days after

the supplier’s/ selected bidder’s receipt of the Notice of termination shall be accepted

by the Purchaser at the Contract terms and prices. For the remaining Goods, the

Purchaser may elect:

i. To have any portion completed and delivered at the Contract terms and

prices; and/or

ii. To cancel the remainder and pay to the supplier/ selected bidder an agreed

amount for partially completed Goods and Related Services and for

materials and parts previously procured by the supplier/ selected bidder.

6.24. Exit Management

1. Preamble

a. The word ‘parties’ include the procuring entity and the selected bidder.

b. This Schedule sets out the provisions, which will apply on expiry or termination of

the Project Implementation and Operations and Management of SLA.

c. In the case of termination of the Project Implementation and/ or Operation and

Management SLA due to illegality, the Parties shall agree at that time whether, and

if so during what period, the provisions of this Schedule shall apply.

d. The Parties shall ensure that their respective associated entities carry out their

respective obligations set out in this Exit Management Schedule.


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2. Transfer of Assets

a. The selected bidder may continue work on the assets for the duration of the exit

management period which may be a six months period from the date of expiry or

termination of the agreement, if required by RISL to do so. During this period, the

selected bidder will transfer all the assets in good working condition and as per the

specifications of the bidding document including the ones being upgraded to the

department/ designated agency. The security deposit/ performance security

submitted by selected bidder will only be returned after the successful transfer of the

entire project including its infrastructure (if any).

b. The selected bidder, if not already done, will transfer all the Software Licenses under

the name of the RISL as desired by the procuring entity during the exit management

period.

c. RISL during the project implementation phase and the operation and management

phase shall be entitled to serve notice in writing to the selected bidder at any time

during the exit management period requiring the selected bidder to provide RISL or

its nominated agencies with a complete and up-to-date list of the assets within 30

days of such notice.

d. Upon service of a notice, as mentioned above, the following provisions shall apply: -

i. In the event, if the assets which to be transferred to RISL mortgaged to any

financial institutions by the selected bidder, the selected bidder shall ensure

that all such liens and liabilities have been cleared beyond any doubt, prior

to such transfer. All documents regarding the discharge of such lien and

liabilities shall be furnished to RISL or its nominated agencies.

ii. All title of the assets to be transferred to RISL or its nominated agencies

pursuant to clause(s) above shall be transferred on the last day of the exit

management period. All expenses occurred during transfer of assets shall

be borne by the selected bidder.

iii. That on the expiry of this clause, the selected bidder and any individual

assigned for the performance of the services under this clause shall

handover or cause to be handed over all confidential information and all

other related material in its possession, including the entire established

infrastructure (if any) supplied by selected bidder to RISL.


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iv. That the products and technology delivered to RISL during the contract term

or on expiry of the contract duration should not be sold or re-used or copied

or transferred by selected bidder to other locations apart from the locations

mentioned in this bidding document without prior written notice and approval

of RISL. Supplied hardware (if any), software & documents etc., used by

selected bidder for RISL shall be the legal properties of RISL.

3. Cooperation and Provision of Information during the exit management period

a. The selected bidder will allow RISL or its nominated agencies access to the

information reasonably required to define the current mode of operation associated

with the provision of the services to enable RISL or its nominated agencies to assess

the existing services being delivered.

b. The selected bidder shall provide access to copies of all information held or

controlled by them which they have prepared or maintained in accordance with the

Project Implementation, the Operation and Management SLA and SOWs relating to

any material aspect of the services provided by the selected bidder. RISL or its

nominated agencies shall be entitled to copy all such information comprising of

details pertaining to the services rendered and other performance data. The selected

bidder shall permit RISL or its nominated agencies and/ or any replacement operator

to have reasonable access to its employees and facilities as reasonably required by

RISL or its nominated agencies to understand the methods of delivery of the services

employed by the selected bidder and to assist appropriate knowledge transfer.

4. Confidential Information, Security and Data

The selected bidder will promptly on the commencement of the exit management period

supply to RISL or its nominated agencies the following:

a. Documentation relating to Intellectual Property Rights;

b. Project related data and confidential information;

c. All current and updated data as is reasonably required for purposes of RISL or its

nominated agencies transitioning the services to its replacement selected bidder in

a readily available format nominated by RISL or its nominated agencies; and

d. All other information (including but not limited to documents, records and

agreements) relating to the services reasonably necessary to enable RISL or its

nominated agencies, or its replacement operator to carry out due diligence in order


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to transition the provision of the services to RISL or its nominated agencies, or its

replacement operator (as the case may be).

e. Before the expiry of the exit management period, the selected bidder shall deliver to

RISL or its nominated agencies all new or up-dated materials from the categories set

out above and shall not retain any copies thereof, except that the selected bidder

shall be permitted to retain one copy of such materials for archival purposes only.

5. Transfer of certain agreements

a. On request by Procuring entity or its nominated agencies, the selected bidder shall

effect such assignments, transfers, innovations, licenses and sub-licenses as

Procuring entity or its nominated agencies may require in favour of procuring entity

or its nominated agencies, or its replacement operator in relation to any equipment

lease, maintenance or service provision agreement between selected bidder and

third party leasers, operators, or operator, and which are related to the services and

reasonably necessary for carrying out of the replacement services by RISL or its

nominated agencies, or its replacement operator.

b. Right of Access to Premises: At any time during the exit management period and for

such period of time following termination or expiry of the SLA, where assets are

located at the selected bidder’s premises, the selected bidder will be obliged to give

reasonable rights of access to (or, in the case of assets located on a third party's

premises, procure reasonable rights of access to) RISL or its nominated agencies,

and/ or any replacement operator in order to inventory the assets.

6. General Obligations of the selected bidder

a. The selected bidder shall provide all such information as may reasonably be

necessary to effect as seamless during handover as practicable in the circumstances

to RISL or its nominated agencies or its replacement operator and which the operator

has in its possession or control at any time during the exit management period.

b. The selected bidder shall commit adequate resources to comply with its obligations

under this Exit Management Clause.

7. Exit Management Plan

a. The selected bidder shall provide RISL or its nominated agencies with a

recommended exit management plan ("Exit Management Plan") which shall deal

with at least the following aspects of exit management in relation to the SLA as a


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whole and in relation to the Project Implementation, the Operation and Management

SLA and SOWs.

b. A detailed program of the transfer process that could be used in conjunction with a

replacement operator including details of the means to be used to ensure continuing

provision of the services throughout the transfer process or until the cessation of the

services and of the management structure to be used during the transfer; and

c. Plans for the communication with such of the selected bidder's, staff, suppliers,

customers and any related third party as are necessary to avoid any material

detrimental impact on RISL operations as a result of undertaking the transfer; and

d. If applicable, proposed arrangements and Plans for provision of contingent support

in terms of business continuance and hand holding during the transition period, to

RISL or its nominated agencies, and Replacement Operator for a reasonable period,

so that the services provided continue and do not come to a halt.

e. The Bidder shall re-draft the Exit Management Plan annually after signing of contract

to ensure that it is kept relevant and up to date.

f. Each Exit Management Plan shall be presented by the selected bidder to and

approved by RISL or its nominated agencies.

g. In the event of termination or expiry of SLA, Project Implementation, Operation and

Management SLA or SOWs each party shall comply with the Exit Management Plan.

h. During the exit management period, the selected bidder shall use its best efforts to

deliver the services.

i. Payments during the Exit Management period shall be made in accordance with the

Terms of Payment Clause.

j. It would be the responsibility of the selected bidder to support new operator during

the transition period.

8. Training, hand-holding and knowledge transfer

a. The selected bidder shall hold technical knowledge transfer sessions with

designated technical team of RISL in the last 3 months of the project duration.

b. The selected bidder shall hold operational hand-holding sessions on the Integrated

Raj e-Office Application with the designated officers/ staff members, so that RISL

can continue with the Integrated Raj e-Office Application even after Selected Bidder

exits the project.


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6.25. Settlement of Disputes

1. General: If any dispute arises between the supplier/ selected bidder and RISL during the

execution of a contract that should be amicably settled by mutual discussions. However, if

the dispute is not settled by mutual discussions, a written representation will be obtained

from the supplier/ selected bidder on the points of dispute. The representation so received

shall be examined by the concerned Procurement Committee which sanctioned the tender.

The Procurement Committee may take legal advice of a counsel and then examine the

representation. The supplier/ selected bidder will also be given an opportunity of being

heard. The Committee will take a decision on the representation and convey it in writing to

the supplier/ selected bidder.

2. Standing Committee for Settlement of Disputes: If a question, difference or objection arises

in connection with or out of the contract/ agreement or the meaning of operation of any part,

thereof or the rights, duties or liabilities of either party have not been settled by mutual

discussions or the decision of tender sanctioning Procurement Committee, it shall be

referred to the empowered standing committee for decision, if the amount of the claim is

more than Rs. 50,000/-. The empowered standing committee shall consist of following

members: - (RISL)

Chairman of BoD of RISL : Chairman

Secretary, DoIT&C or his nominee,

not below the rank of Deputy Secretary : Member

Managing Director, RISL : Member

Director (Technical)/ Executive Director, RISL : Member

Director (Finance), RISL : Member

A Legal Expert to be nominated by the Chairman : Member

3. Procedure for reference to the Standing Committee: The supplier/ selected bidder shall

present his representation to the Managing Director, RISL along with a fee equal to two

percent of the amount of dispute, not exceeding Rupees One Lakh, within one month from

the date of communication of decision of the tender sanctioning Procurement Committee.

The officer-in-charge of the project who was responsible for taking delivery of the goods

and/ or service from the supplier/ selected bidder shall prepare a reply of representation and

shall represent the RISL’s stand before the standing committee. From the side of the

supplier/ selected bidder, the claim case may be presented by himself or through a lawyer.


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After hearing both the parties, the standing committee shall announce its decision which

shall be final and binding both on the supplier/ selected bidder and RISL. The standing

committee, if it so decides, may refer the matter to the Board of Directors of RISL for further

decision.

4. Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties

regarding a contract shall be settled by a competent court having jurisdiction in Jaipur, after

decision of the standing committee for settlement of disputes.


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7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT

7.1. Payment Terms and Schedule

1. Payment schedule - Payments to the bidder, after successful completion of the target

milestones (including specified project deliverables), would be made as under:

Table 7.1: Payment Terms & Schedule

S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverables (III)

Delivery Schedule (in days)

(IV)

Applicable Payment & Schedule

(V)

T is the Date of issuance of work order

1. Detailed Project Plan based on High Level System Study

Project Plan report in .mpp/.xls format

T+30 Days

2.

System Study & Design for Integrated Raj e-Office Application (Phase-I)

SRS Preparation

SRS Document (Phase-I) T+100 Days


4. Solution Design

Software Design & Architecture Document


T+120 Days

5.

System Study & Design for Integrated Raj e-Office Application (Phase-II)

SRS Preparation

SRS Document (Phase-II) T+120 Days


7. Solution Design



T+150 Days

8.

System Study & Design for Integrated Raj e-Office Application (Phase-III)

SRS Preparation

SRS Document (Phase-III) T+150 Days


10. Solution Design



T+180 Days

11. Software Development, Testing, Deployment, UAT & Go-live of all modules and features planned in Phase-I of Integrated Raj e-Office Application (as specified in Table 4.1 & annexure-1)

Application Development (Phase-I)

Deployment of Phase-I of Integrated Raj e-Office Application for testing

T+180 Days

12. Beta version Testing of Phase-I


T+200 Days

10 % of [Cost of Integrated e-Office Software Application Development - Component (A) of financial bid]; after one month of acceptance


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S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverables (III)


(IV)


(V) on beta testing report of Phase-I by RISL.



T+210 Days

14.

Deployment of Phase-I software solution after incorporating the all changes/ Bugs identified based on Beta Testing of Phase-I

Configuration & Deployment document of Phase-I of Integrated Raj e-Office Application with source code in two sets of DVDs along with source code and/or license of third party API/any other software used

T+210 Days

15.

UAT (Phase-I)



UAT Test cases

T+230 Days

16. UAT sign-off Certificate by RISL for Phase-I application

T+235 Days

12 % of [Cost of Integrated Raj e-Office Application Development - Component (A) of financial bid]; after 3 months of UAT sign-off by RISL for Phase-I of Integrated Raj e-Office Application.

17. Phase-I Go-live & Training

Certificate for Go-live of Phase-I by RISL



T+240 Days

18. Software Development, Testing,

Application Development (Phase-II)

Deployment of Phase-II of Integrated Raj e-Office Application for testing

T+270 Days


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S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverables (III)


(IV)


(V)

19.

Deployment, UAT & Go-live of all modules and features planned in Phase-II of Integrated Raj e-Office Application (as specified in Table 4.1 & annexure-1)

Beta version Testing of Phase-II


T+290 Days

10 % of [Cost of Integrated e-Office Software Application Development - Component (A) of financial bid]; after one month of acceptance on beta testing report of Phase-II by RISL.



T+300 Days

21.

Deployment of Phase-II software solution after incorporating the all changes/ Bugs identified based on Beta Testing of Phase-II

Configuration & Deployment document of Phase-II of Integrated Raj e-Office Application with source code in two sets of DVDs along with source code and/or license of third party API/any other software used

T+300 Days

22.

UAT (Phase-II)



UAT Test cases

T+320 Days

23. UAT sign-off Certificate by RISL for Phase-II application

T+325 Days

12 % of [Cost of Integrated Raj e-Office Application Development - Component (A) of financial bid]; after 3 months of UAT sign-off by RISL for Phase-II of Integrated Raj e-Office Application.


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S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverables (III)


(IV)


(V)

24. Phase-II Go-live & Training

Certificate for Go-live of Phase-II by RISL



T+330 Days

25.

Software Development, Testing, Deployment, UAT & Go-live of all modules and features planned in Phase-III of Integrated Raj e-Office Application (as specified in Table 4.1 & annexure-1)

Application Development (Phase-III)

Deployment of Phase-III of Integrated Raj e-Office Application for testing

T+350 Days

26. Beta version Testing of Phase-III


T+370 Days

10 % of [Cost of Integrated e-Office Software Application Development - Component (A) of financial bid]; after one month of acceptance on beta testing report of Phase-III by RISL.



T+390 Days

28.

Deployment of Phase-III software solution after incorporating the all changes/ Bugs identified based on Beta Testing of Phase-III

Configuration & Deployment document of Phase-III of Integrated Raj e-Office Application with source code in two sets of DVDs along with source code and/or license of third party API/any other software used

T+390 Days

29.

UAT (Phase-III)



UAT Test cases

T+410 Days

30. UAT sign-off Certificate by RISL for Phase-III application

T+415 Days

12 % of [Cost of Integrated Raj e-Office Application Development - Component


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S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverables (III)


(IV)


(V) (A) of financial bid]; after 3 months of UAT sign-off by RISL for Phase-III of Integrated Raj e-Office Application.

31. Phase-III Go-live & Training

Certificate for Go-live of Phase-III by RISL



T+420 Days

10% of Cost of Integrated Raj e-Office Application Development [Component (A) of financial bid]; after 6 months from the date of Go-live of Phase-III

Operation & Maintenance

32.

Operations & Maintenance (O&M)/ Facility Management Services (FMS)

a) Deployment of Manpower

b) New Development and Enhancement/ up-gradation / modification in the Integrated Raj e-Office Application

c) Managed Services during Support and Maintenance Period

Attendance Register

Software Development/ enhancement/ up-gradation/ modification reports

Periodic Testing reports

Application Uptime report

Issue Tracker/ Call Register/Log reports of help desk

Consolidated Report on Calls Logged, Resolved and Escalated

Updated User Manual, Design & SRS documents of the application software in one hard copy and one soft copy (in DVD)

Updated Application software with source code in two sets of DVDs along with source code and/or license of third party API/any other software used

Quarterly / as applicable; For 3 years from the Date of Go-Live of Phase-II of Integrated Raj e-Office Application.

1) QGR of O&M cost (as per component B of financial bid) on quarterly basis from the start of O&M Period. AND 2) 2% of Cost of Integrated Raj e-Office Application Development [Component (A) of financial bid]; on quarterly basis from the start of


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S. No.

Scope of Work (I)

Activity/ Milestone

(II)

Deliverables (III)


(IV)


(V) quarter after the Go-live of Phase-II

Remark: The above mentioned delivery schedule shall be applicable subject to fulfillment of obligations by RISL for respective milestone, wherever applicable. In case of delay in action taken by RISL, same number of days would be added in the delivery period.

2. Incentive for before-time development of Integrated Raj e-Office Application:

If the selected bidder is able to complete the activity/ milestones mentioned at S. No. 31 (Go-

Live of Phase-III) before the delivery schedule mentioned at Table 7.1, an incentive as

mentioned below shall be paid:

a. On completion of activity/ Milestone at S. No. 31 (Go-Live of Phase-III) of Table 7.1

before 60 days of delivery schedule: 5% of Application Development Cost

(Component A of Financial Bid).

b. On completion of activity/Milestone at S. No. 31 (Go-Live of Phase-III) of Table 7.1

before 30 days of delivery schedule: 2.5% of Application Development Cost


The above incentive shall be paid in addition to the Application Development Cost


3. The admissible payments after Development, Deployment and UAT against each phase are

subject to completion of development and testing of each of the constituting module &

features of Integrated Raj e-Office Application planned to be covered in the respective phase.

4. Any delay in the approval of the deliverable(s) submitted by the Implementing Agency to

RISL shall not account for the delay on Implementing Agency part.

5. The selected bidder has to design and implement a very detailed plan of implementation that

seeks to execute several activities in parallel, adopts critical path method and commits

additional resources to activities falling behind schedule so as to keep up with the overall

deadline of implementation as mentioned above. The time specified for delivery and other

activities as mentioned in the table above shall be deemed to be the essence of the contract

and the Selected Bidder shall arrange supplies and provide the required services within the

specified period.

6. The supplier’s/ selected bidder’s request for payment shall be made to the Purchaser in

writing, accompanied by invoices describing, as appropriate, the goods delivered and related


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services performed, and by the required documents submitted pursuant to general conditions

of the contract and upon fulfilment of all the obligations stipulated in the Contract.

7. Subject to the performance as per SLA, payments shall be made promptly by the Purchaser

generally within sixty (60) days after submission of an invoice or request for payment by the

supplier/ selected bidder.

8. The currency or currencies in which payments shall be made to the supplier/ selected bidder

under this Contract shall be Indian Rupees (INR) only.

9. All remittance charges will be borne by the supplier/ selected bidder.

10. In case of disputed items, the disputed amount shall be withheld and will be paid only after

settlement of the dispute.

11. Payment in case of those goods which need testing shall be made only when such tests

have been carried out, test results received conforming to the prescribed specification.

12. Advance Payments will not be made.

13. Any penalties/ liquidated damages, as applicable, for delay and non-performance, as per the

criterion mentioned in this bidding document, will be deducted from the payments for the

respective milestones.

14. All Taxes, as applicable, will be deducted/ paid as per the prevalent rules and regulations at

the time of making payments to the selected bidder.

7.2. Service Level Requirements/ Agreement for Operations & Maintenance (O&M)

1. Purpose & Duration of SLA

The SLA purpose is to enforce a contract between the selected bidder and purchaser. The

SLA would come into effect from the date of commissioning (go-live) of Phase-II and until the

successful completion of the operation and maintenance support period for Integrated Raj e-

Office Application i.e.3 years from the Date of Go-Live of Phase-II of Integrated Raj e-Office

Application. The Selected Bidder has to comply with Service Level Agreements (SLAs) to

ensure adherence to project timeline, quality and availability of services.

For purpose of this Service Level Requirement, 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


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“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 the user

Departments. It excludes the Scheduled outages planned in advance for application

infrastructure and the link failures, RSDC Hosting servers Infrastructure issues.

“Incident” refers to any events / abnormalities in the functioning of the Application that

may lead to disruption in normal operations.

“Helpdesk Support” shall mean the 24 hrs x 7 days in a week during which centre shall

handle Fault Reporting, Trouble Ticketing and related enquiries during this Contract.

“Response Time” shall mean the time interval between the time the incident is reported

to the Helpdesk and the time an engineer is assigned to the call.

“Resolution Time” shall mean the time taken (after the incident has been reported at

the Helpdesk), in resolving (diagnosing, troubleshooting and fixing) or escalating (to the

second level, getting the confirmatory details about the same 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. The

severity would be as follows:

Critical: Incidents which impact the overall solution like outage of Integrated Raj

e-Office Application and which has a high impact on service delivery to end user

of respective Departments. No workaround is available. Any incident which is

affecting a majority of users (over 80% of users including concurrent users).

Medium: Incidents which impact a limited number of users. The main application

at SDC is available but the productivity of a limited number of users is getting

affected. For e.g. the application is up and running but certain users are unable

to login/ access/ submit service requests etc. Incidents whose resolution requires

replacement of hardware or software parts, requiring significant interruption in

working of that individual component. Acceptable work around is available. For

example, installation of operating system, patches etc.

Low: Incidents whose resolution shall require changes in configuration of

hardware or software, which will not significantly interrupt working of that

component. Incidents like functionality enhancement and/ or support for

modifications or maintenance of source code, application version enhancement

etc.


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2. Service Window

Integrated Raj e-Office Application (Web Application and Web Portal) shall be available 24*7

after Go-live of Phase-I.

1 Prime Business Hours (PBH) 07:00AM to 11:00PM, 16 Hours (On all days)

2 Non-Prime Business Hours (NPBH) 11:00PM to 07:00AM, 8 Hours (On all days)

3. Hours of Operation (Help Desk)

The problems encountered during the usage of the application would be reported at the

centralised Help Desk established by the selected bidder at the Purchaser Office in Jaipur.

This would enable the Helpdesk staff to log complaints and take action as per the severity of

the reported problem. The Helpdesk Call Management System should be operational

24x7x365. However, the helpdesk manpower support should be available for 16 Hrs (9 Hrs

shift on roaster basis) from 7:00 AM to 11:00 PM on all 7 days in a week. If required, under

exceptional circumstances, the Helpdesk manpower support should also be available during

11:00 PM to 7:00 AM.

4. Dependencies

The dependencies on the performance of services beyond the control of either party and

where default is due to reasons beyond the control of the selected bidder or due to reasons

attributable to RISL or third parties, the selected bidder would not be penalized.

5. Monitoring & Evaluation

The selected bidder shall provide and make use of following system for monitoring and

evaluation:

Table 7.2: SLA Monitoring

S.No. SLA Report Reporting System

1 Down Time of Integrated Raj e-Office Application (web portal & Application software)

Through EMS application available at RSDC.

2 Non Availability of Manpower Attendance Register/ biometric attendance record at each project location

3 Delay in providing helpdesk support Through a web base/phone line call log available at IT help desk


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6. Review Committee and Review Mechanism

The designated review committee/ members, on a quarterly basis, shall review and discuss

the services delivery and performance standard compliance of the selected bidder. The

review would include but not limited to: -

a. Service provided during the review period

b. Major incidents during the review period

c. Problems that remains outstanding

d. Review of Change requests/Variation and progress for enhancements

e. Future events or business developments that will affect the Service

f. Review any potential changes required to the SLA

g. Agree items for submission to the executive decision making

h. Review schedules for Services provided.

7. Penalty Clauses

If the selected bidder fails to deliver the required services due to reasons attributable to him

like non-accessibility of the web portal/ application, non-availability/ attrition of the technical

personnel/ operational manpower, etc. the cumulative penalty, as applicable, would be

imposed as mentioned below while processing the payment for respective milestone.

a. Penalty for Downtime of Application S/w

Table 7.3: Penalty for Downtime

S. No

Measurement Parameter Downtime in a Quarter

Penalty

1

Number of hours the Integrated Raj e-Office Application (Web Application or Web Portal) is non-functional/ non-accessible/ non-available/ non-responsive in each case of outage

0-2 Hours No Penalty

2 2-4 Hours 2 % of applicable quarterly payment





7 36-48 Hours 12% of applicable quarterly payment

8 >48 Hours 15% of applicable quarterly payment

The penalty shall be calculated above the permissible downtime hours (0-2 hrs and downtime for maintenance or other reasons as approved by RISL).

b. Penalty for delay in response/ resolution time: for incidents like defect/ bud fixing,

minor changes in the software, content updation, etc.:


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Table 7.4: Penalty for delay in Response/ Resolution time

S. No

Type of Incident

Response Time Resolution Time SLR Penalty for delay in resolution time

1 Critical 15 minutes from call logged

<= 2 Hours Rs 1000 per incident per hour delay

2 Medium 30 minutes from call logged

<=1 Day from the time of incident logged at the Helpdesk

Rs 500 per incident per day

3 Low 45 minutes from call logged

<=2 Days from time of response logged

Rs 200 per incident per day

c. Penalty for non-availability of deployed personnel/ resources/ manpower

during O&M Period: A maximum of 18 leaves per year (4.5 per quarter on prorate

basis) shall be allowed for resource deployed onsite at Purchaser Office. In case

resource needs to take off/leave from the duty, he has to take due approval from

Project Coordinator of RISL. In case, the total leaves taken in a year by resource

deployed onsite at Purchaser Office is less than 18, than the balance leaves will be

carry forward to next year. In case total number of leaves exceed the maximum

allowed leaves, penalty as mentioned below shall be levied, starting from the date of

Go-live of phase-II of Integrated Raj e-Office Application:

Table 7.5: Penalty for non-availability of deployed manpower during O&M Period

S. No.

Resource Type Penalty

1. Project Manager Rs 4000 /- per day of absence.

2. Team Lead Rs 4000 /- per day of absence.

3. System Administrator Rs 3000 /- per day of absence.

4. Database Administrator (DBA)

Rs 2500 /- per day per absent resource. At least one DBA resource is required to be present, else penalty of Rs 3000/- per day shall be levied on all DBAs.

5. Developer

Rs 2000 /- per day per absent resource. At least three developer resources are required to be present, else penalty of Rs 2500/- per day shall be levied on all absent developers.

6. Tester Rs 2000 /- per day per absent resource

7. Training Manager cum Technical Writer

Rs 1500 /- per day of absence.

8. Helpdesk Manager Rs 1000 /- per day per absent resource. At least one helpdesk manager is required to be present,


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Table 7.5: Penalty for non-availability of deployed manpower during O&M Period

S. No.


else penalty of Rs 1500/- per day shall be levied on all absent helpdesk managers.

9. Help Desk Resources

Rs 500 /- per day per absent resource. At least six Help Desk resources are required to be present else penalty of Rs 1000/- per day shall be levied on all absent Help desk resources.

In case of non-availability of more than 10 resources in a day deployed as O&M Team

for 5 times in a month without a permission from Project Coordinator of RISL,

payment due for that quarter shall not be made. Additionally, penalties as mentioned

above for non-availability of resources (as applicable) shall be levied.

d. Penalty for attrition of key resources during the O&M period:

The Selected Bidder shall make sure that the key personnel involved in the study,

design, development, testing, deployment and operation & maintenance of the

software solution are designated to the project for the entire project duration. In case,

any key person listed below leaves the project without one months’ notice and

approval from RISL, the following penalties shall be applicable:

Table 7.6: Penalty for attrition of key resources during the O&M period

S. No.


1. Project Manager Rs 50,000 /- on second change and thereafter on every change.

2. Team Lead Rs 30,000 /- on second change and thereafter on every change.

3. System Administrator Rs 30,000 /- on second change and thereafter on every change.

4. Database Administrator Rs 30,000 /- on second change and thereafter on every change.

5. Developer Rs 25,000 /- on second change and thereafter on every change.

6. Tester Rs 25000 /- on second change and thereafter on every change.

7. Training Manager cum Technical Writer

Rs 2500/- on second change and thereafter on every change.

8. Helpdesk Manager Rs 2500/- on second change and thereafter on every change.

9. Help Desk Resources Rs 2500 /- on third change and thereafter on every change.


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However, for any resource replacement, if the selected bidder provides a better

resource in terms of profile and experience, the applicable penalty may be waived off

at complete discretion of RISL.

e. The review committee shall thoroughly examine the case before calculation of penalty

and reasons thereof. Delay in performance/ delivery of services for reasons non-

accountable to the selected bidder or due to reasons beyond control, may be dealt

with accordingly.

f. The maximum total penalty in any quarter (excluding non-availability of deployed

manpower/ resources/ personnel) shall not be more than 15% of the total amount

due for the quarter. Imposition of penalties amounting to 15% of the quarterly contract

value for a continuous period of 2 quarters shall be treated as non-performance and

beyond which the tendering authority may initiate action as per RFP terms and

condition for breach of SLA if not satisfied with the response given by the selected

bidder for reasons thereof. The tendering authority may also forfeit the PSD and also

debar the Selected Bidder from bidding (for all types and form of bids) for at least

three years in RISL and DoIT&C.


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8. ANNEXURES

8.1. ANNEXURE-1: FUNCTIONAL REQUIREMENT SPECIFICATION

S. No.

Function Process Component As Is

Status/Source

1.

Office Management

Employee Profile Management

Employee Creation IFMS/SIPF

2. Personal Information IHRMS/ Bhamashah

3.

Service details joining to Retirement

Appointment Information (Joining/Transfer/Promotion/Deputation)

Additional Charge details

Previous government service details (if applicable)

DOP/Other deptt applications

4. Mapping employee with office of posting IHRMS

5. Education Information IHRMS

6. Training /specialization details (in service, prior to service)

IHRMS

7. Pay roll details

Cadre/Grade/Pay Scale/ Pay Band Information

NIC Payroll / Organization specific payroll

8. Bank Account Details, PAN details IFMS/Payroll

9. SIPF / GPF etc account Payroll/SIPF

10. Biometric Information & Digital Signatures

11.

12.

HRMS Services

Biometric Attendance/card based/manual

13. Leave Management (apply, approval, cancellation ec. process of various kind of applicable leaves)

14. Service Book IHRMS

15. Pay Roll NIC Payroll/IFMS

16. Loan/Advances (HBA, Vehicle etc.)

17. GPF & Insurance loan (apply, approval process) SIPF/Payroll/IFMS

18. Transfer & Posting, Deputation DOP/Departmental application

19. Promotion & Posting (eligible candidates based on no of promotion post and rules, order generation)

20. Training, Conference, Workshops etc. (apply-approval process, Nomination , fee and other expenditure details)

21. Higher education (apply-approval process, Nomination , fee and other expenditure details)


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S. No.


Status/Source

22. Leave Encashment/LTA (apply approval process)

23. Tour/Travel Management (Apply, Approval, Nomination, Tour Advance-Payment reimbursement process)

24. Medical Bill Preparation, submission, approval, payment

25. Departmental Enquiry (Punishment & penalties) DOP/Deptt application

26. Termination, Suspension, re-instate process

27. Calendar/Scheduler and integration with popular calendar applications like Google, splanner etc.

28. Dossier Management and submission and review process of annual appraisal report

29. Extracts (Income Proof, Employment Proof, Designation Proof etc)

Payroll/ IHRMS

30. NOC for Passport, higher studies etc. (request submission & approval)

31. Form 16, TDS, Income Tax calculation / Return preparation

Payroll

32. Litigation details

33. Reimbursement of Telephone/mobile bills

34. Reorganization/Achievements/Rewards

35.

Resource Management

Common Facilities like conference room, meeting room booking and logistic support)

36. Pooled Vehicle Booking/Taxi Hiring

37. Store requisition and issue

38. Apply, approval & allotment of Government accommodation

39. Employee ID card, Vehicle Pass, Visitor Pass

40.

File Management

Dak Management

Dak Receipt (Centralized /de centralized within office/department) (by post/fax/email etc.)

NIC e-Office

41. Dak Scanning/forwarding (electronic & paper based) with Barcode functionality

NIC e-Office

42. Adding Comments, Follow-up, Movement tracking

NIC e-Office

43. Attaching dak with file, Action taken and status maintaining

NIC e-Office

44. Dak Dispatch: (Centralized /de centralized within office/department) (multiple recipients)

NIC e-Office


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S. No.


Status/Source

Dispatch number generation as per rules

45.

Recording dispatch details and Scanning/attaching document to file (Manual, by post, fax, email, electronically through system)

NIC e-Office

46. Movement tracking, Follow-up, reminder etc. NIC e-Office

47.

File Tracking

File Creation(Main and part files) with Bar code facility (Centralized /de centralized within office/department) Generation of File number as per rules

NIC e-Office

48.

Defining file attributes (categories, classification, purpose/case to be dealt on file, creation date, created by and modified by etc) and associated parameters, timelines for file tracking.

NIC e-Office

49. Provision to add Comments/notes etc for each case/purpose of file movement at each level.

NIC e-Office

50. Movement tracking, Follow-up, reminder (using emails/sms functionalities) etc.

NIC e-Office

51. Interoperability between departments allowing stakeholders to collaborate and share files.

NIC e-Office

52. Provision to merge the part files with main file. NIC e-Office

53. Record the user details and timestamp (apply, approval process) for audit trial. NIC e-Office

54.

e-File

Create electronic file using File Scanning in all supported formats (pdf, tif and jpg etc) along with notes/comments if any.

NIC e-Office

55. Integration of Digital signature/biometric authentication for approval process.

NIC e-Office

56. Facility to maintain/link the main file with all associated part files.

NIC e-Office

57. File viewer to electronically view the physical file (Main as well as part files) and also provide the provision to export/print the files (partial/full).

NIC e-Office

58. File Disposal/Archival (File not in used or mark closed)

NIC e-Office

59.

Knowledge Management

Workflow based provision to create structured knowledge repository for various kind of documents /files (document, image, video, audio etc.) with indexing parameters.

NIC e-Office

60.

Provide a provision to scan/upload documents Department wise, category-Sub Categories wise (Guidelines, Policies, UO, Sanctions, Circulars, Orders etc.) into knowledge repository at various levels (centralized/de centralized within office/department).

61. Knowledge repository should be accessible to the users based on their roles & privilege.


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S. No.


Status/Source

62. Facility of splitting large size document into multiple parts for the purpose of easy uploading and viewing

63. Should support all popular document formats e.g doc, pdf, xls, txt, Avi, Mpeg, Mp4 etc

64. Role base facility of recording annotation by the end user on the document and viewing

65. Facilitate users to subscribe documents based on category of documents/subjects with build in alert mechanism (email/sms).

66. Personalized view of KM. Facility to users for managing the list/links to favourite documents for speedy and easy access.

67.

Integration with DMS and following DMS features:

1) Directory/Folders (Multi Level) 2) Scanning 3) Document Archival 4) Document View 5) Annotation 6) Indexing 7) Security 8) Delivery & Distribution 9) Reports & Audit Trials 10) Alerts & Notification 11) Document Versioning

68.

Provide an advance search features to search/retrieve a document.

Quality of scanning, document size compression etc.

69. Generalized document search engine to be provided on other applications of state .

70.

Task Management

Scheduler

Provision to manage a scheduler.

71. Provision to create an Appointment/Meeting/event in calendar.

72.

Record the details (Subject, Location, Start time, end time, Priority (High Important, Low Important), Categories etc) for an Appointment/Meeting/Event etc.

73. Provision to set the reminder frequency and recurrence details.

74. Provision to forward a request to all attendees’.

75. Provision to accept/reject/re-schedule the request and send notification back to the organizer.


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S. No.


Status/Source

76. Basis on the acceptance, automatic schedule should be reflected in the respective user calendar.

77. Provision to get the attendee status (Busy, Tentative, Out of Office, Outside of Working Hours etc) at the time of forwarding the request.

78. Provision to cancel and delete the request from the calendar and auto send the notification to all attendees’ respectively.

79.

Facilitate user to integrate with other web calendar/application like (Google+, sPlanner, Ms Exchange etc) and sync with the Integrated Raj e-Office application calendar for all requests.

80.

Task & To-Do Lists

Provision to manage the Task & To-Do list by facilitating the user to crate/modify Task by recording the Task Detais:

Task Subject

Start Date

End Date

Status ( Not Started, In Progress, Competed, On Hold, Deferred etc)

Priority

%Compete

Owner

Category

Follow Up etc.

81. Provision to group the set of task by adding a new group and tasks under the groups.

82. Provision to set a reminder for a task by recording the reminder frequency with the recurrence details.

83. Provision to forward a Task to other officials/team members via Notification through email/sms.

84.

Provision to prompt the status of the user (whom to task to be assigned) basis on their availability (Busy, Tentative, Out of Office, Outside of working hours etc) at the time of forwarding request.

85. Provision to cancel/delete/re-assign a task and send the notification to all respective users.

86. Provision to update the task status (%complete, Actual Status etc) and send the notification on updation.


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S. No.


Status/Source

87. The task should automatically reflect in the user To-do List.

88.

Provision to update System Generated Action Items (Court Cases, Project Management, Daily Works, Procurement, CMIS, Rajsampark, RTI etc) in to do-list.

89. Provide a simple and detailed view of to-do List.

90.

Committee & Meeting Management

Provision to create/modify a committee for various processes.

91. Manage expiry/renewal dates and details of committees/task forces.

92. Capture the composition, terms of reference, tenure, and modalities of committees/task forces.

93. Provision to schedule meetings of constituted committees.

94. Provision to send the meeting agenda and office order to all committee members via Email/SMS.

95. Provision to record the attendance of all committee members for a meetings and inspections.

96. Provision to record all decisions and action items discussed in meeting.

97. Provision to assign responsibilities for each action items.

98. Generate the automatic Minutes of Meetings (MOM) and report in editable format.

99. Facilitate workflow base approval and finalization of minutes and circulation.

100. Provision to update the status for each action items.

101. Provision to track each action item status and record the final decision and acknowledgement details.

102.

Progress/Monitoring Management

Project Management

Provision to define a project (general parameters, categorization on various aspects i.e project type, sector, sub sector etc.)

103. Provision for project approval (Technical, Administrative, Financial etc.).

104. Provision to manage the project budgeting and funding details and funding patterns.

105. Provision to manage the project plan and timelines.


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S. No.


Status/Source

106. Provision to manage the project milestones and accomplishment (target and achievements).

107. Provision to manage the project stakeholders and team details.

108. Provision to manage the project meeting and important documents details.

109. Provision to record the project component details (OPEX/CAPEX) (Initial planning level, order level and execution level as per actual).

110. Provision to store the project beneficiaries and coverage details.

111. Provision for project status report (Tabular and Graphical format).

112. Provision to generate the UC and manage UC details.

113.

Allow to close the project by submitting the project closure report and project learning and storing into the knowledge management repository.

114.

Schemes Monitoring

Provision to define schemes (general parameters, categorization on various aspects i.e scheme type, sector, sub sector etc.)

115. Scheme Approvals (Administrative and Financial).

116. Record budgeting and funding details, funding Agencies, Funding pattern basis on the Period, Segment, Area, Office and category etc.

117. Scheme planning & timelines

118. Record scheme stakeholders and team details.

119. Record Physical & Financial Targets and Achievements basis on the Period, segment, area, office and category etc.

120. Record Meeting & Important documents.

121. Manage expenditure and utilization certificate

122. Record Scheme component details (OPEX/CAPEX) (Initial planning, execution and monitoring level as per actual).

123. Record scheme beneficiaries, coverage, and major issues etc.

124. Consolidated Report achievements by individual units on predefined intervals.

125. Provision to generate the UC and manage UC details.

126. Record Scheme outcomes and provide statistics.


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S. No.


Status/Source

127.

Generic

Bill

Generator

Provision for generic bill processor with a provision to generate/ create and process any type of bills/ invoices submitted by vendor, contractor, government organizations & employees etc.

128.

Vendor Profile

Provision to manage the Vendor details/ profile for the order management & invoice/bill processing

129.

Record the vendor profile with key details like

firm name &address,

PAN, TAN, ST, VAT registration no.,

authorized person details, digital signature, contact details

Bank Account details

Status (empanelled/ blacklisted/other)

130. Provision to edit/ delete vendor related details

131. Integration with e-Procurement, Project Management & other application as required

132.

Order Management

Provision to manage all types of orders on which payment to be process

133.

Provision to create order with key details like

Unique Order ID (System generated/ manual)

Project details

Vendor details (link it with vendor profile)

Purchaser/ project owner details

order items/Scope of Work

Milestones/ deliverables, timelines, payment schedule, LD/SLA and other penalties/ quality check parameters etc.

134. Provision to edit/ delete order (restricted rule based functionality)

135.

Workflow based approval process for Order creations/ edit/ delete & generation of Pay Order/ LoI/ Work Order with a provision to be signed using Digital Signature and send notification to stakeholders

136. Record the Order Dispatch details (link with Dak Management system)

137.

Provision to update the actual status/ achievement for each milestone/ deliverables w.r.t. timelines & quality check parameters and send notification to stakeholders

138. Bill/ Invoice Processor

Provision to process the any type of invoice/Bill submitted by vendor, contractor, government organizations & employees etc.


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S. No.


Status/Source

139.

Bill Processor Provision for users to:

Configurable generic bill templates

Define the bill components/ item descriptions

Maintain the repository of bill templates

140. Provision to manage the receipt of bills/ invoice from stakeholders (link with Dak Management System)

141. Role based access to enter/ capture the details like invoice items/ deliverables/ quantity etc. of invoice/bill against which payment to be made.

142. Provision to tag the bills to a respective Project/ Order/ Budget/ Scheme/ Administrate head

143.

Provision to calculate all applicable deductions using:

Pre-defined library based upon particular deduction type (LD/ SLA/Income Tax/LIC/GPF/other etc.)

Library of calculation formulas for deductions

144.

Provision to calculate all accruals using:

Pre-defined library based upon particular accrual type (Project Item/ Basic Pay/ spl. Pay/ HRA/ Bonus/ Medical/ TA/ DA etc.)

Library of calculation formulas for accruals

145. Provision to update calculation libraries for deduction & accruals due to change in rules/ policies/SLA & quality check parameters etc.

146.

System should calculate balance sanction amount for each detailed head/sub detailed head level as follows

Balance Sanction Amount = Total Sanction Amount – Total Expenditure incurred upto last Bill

147.

Workflow based multi-level verifications/ approvals for processing and clearing of any invoice/bill and send the alert/ notifications (SMS/ email) to stakeholders

148. Provision to generate/ issue an order/ through the system for payment sanction/ release/ recovery etc.

149. search options to check/ track the status/ details of order/invoices/ bills etc.

150.

System should maintained all invoices and associated payment/account details in such a way than user may have role-based access to them in group(s) based on invoice ID/ project ID/


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S. No.


Status/Source Officer-incharge ID/ Vendor ID/ funding component-wise/ funding agency-wise etc.

151.

Messaging & Collaboration

Email/SMS

Provision to raise a request for create/modify/delete the user email account (apply & approval process) at centralized/de-centralized level.

152.

Integration with various email application (Gmail, Yahoo, NIC Mail server etc.) to facilitate the user to send email directly from Integrated Raj e-Office Application (using any email server) and sync email calendars, Schedule and Task with Integrated Raj e-Office application.

153.

Facilitate users (role based) creation of group(s) and to send/ configure the workflow enabled system generated notification for various activities (appointments/meetings /training/VC/approval/out of office/leave etc. to group(s)/individual.

154. Provision to manage Group and “Address Book”. Alerts/notifications on change of user role.

155. Provision to Import/Export the Group/Address books from/to external device.

156.

Instant Messaging

Provision to allow users to connect with others in real time.

157. Provision to send the text, image, audio and video message to group/users.

158. Provision to search/read the Group/User contact details from the centralized address book.

159. Provision to allow user to set their availability (Available, Away, Offline etc), visible to others.

160. Provision to send an offline instant message.

161. Provision to recall a message before reading the content.

162. Provision to share desktop/folder with others.

163. Integration of email applications (Gmail, Yahoo, Hotmail etc) to send a contact an e-mail directly from messenger.

164. Integration of mobile messaging with messenger to send a SMS on mobile number.

165. Provision to receive an important alerts from alerts services.

166. Smart Office

Dash board Providing unified dashboard to users based on roles and right through SSO covering Tables, Charts, list items etc.


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S. No.


Status/Source

167.

Provide a place holders/widgets in unified dashboard covering KPI's, Bulletin Board, Messages, Calendars, Reports, Project status, Work Status, File Status, HRMS Services, message broadcasting, to-do list etc.

168. Provision to connect and pull/push the dashboard-data from various applications and allow navigating and viewing the data.

169. Provision to configure & personalize a look & Feels, applications and widgets as per user requirements.

170. Provision to store Favorite Items, frequently used items for easy & quick access.

171. Action based redirecting to the native application

172. Provision for send emails/SMS and Instant messages.

173. Provision for generalized search in all state applications.

174.

e-Forms

Provision to create a dynamic form by configuring the fields with basic validation checks and using Adobe e-Form platform.

175. Provision for hosting/publishing the category (Department/Service) wise form on any web portal.

176.

Facility to create form using objects/components like text box, option buttons, check/uncheck boxes, list box, dropdown box, command buttons, rich text box, tables, frames, tabs etc.

177.

Maintain the version control of e-Form. Provision to manage log for all version changes along with the details of the process owner making the changes.

178. Provision to save the form in offline mode and to fill a offline/online form in stages

179. Allow user to open saved/delete e-Forms and edit/reset details.

180. Allow to import and submit the saved e-form that has been filled offline.

181. The System shall submit the e-Forms complete in all respects.

182.

Allow the user to resubmit the e-Form in case e-Form submitted was incomplete w.r.t. the supporting documents required to avail the service.


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S. No.


Status/Source

183.

Allow cancelling the service request after submitting the e-form but before the time the designated officer of the respective Department downloads the service request. The same shall automatically get deleted from the concerned Nodal Officer’s inbox.

184. Perform a validation of input data for all/key fields before submitting the e-Form.

185. The System shall generate appropriate error message for validations performed on the input details.

186. Store PDF versions of respective e-Forms for user reference/download.

187.

The System shall support various image files and PDF formats to upload/removed scanned documents along/attached with the e-Form. An indicative list of supporting image files could be JPG, GIF, BMP, PNG etc.

188. Provision to send a form as an attachment in email to others for collecting the data.

189. Provision to collect and compile a response of form in PDF with a summary in table format for later viewing & updating the database.

190.

e-Repository (e-locker)

Provision to manage the e-Locker for managing the various document/certificates.

191. Provision to register on e-Locker through the UIDAI and Bhamasaha and Single Sign On Id and OTP authentication.

192. Provision to view the user profile registered with UIDAI/ Bhamasaha/ Single Sign On application.

193.

Registration of issuer (organizations issuing electronic documents based on service request) and integration with existing application of issuer organizations for uploading Documents / Document reference generated in the repository of Citizen

194.

Smart Office

Provision to manage the e-repository for managing the various digital documents/certificates pertaining to citizens with version control.

195.

Facilitate Citizens ,Govt. Officers to upload the different kind of document/certificates, with the description and up to the specific size limit in structured manner.

196. Workflow and rule based auto verification process for documents uploaded by Citizen.

197. Authenticate the uploaded document and send success/failure notification to the users.


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S. No.


Status/Source

198.

Integration of e-Locker with the e-Mitra service delivery process and other e-gov applications for direct uploading the requested document/certificate in e-Locker repository basis on the user request.

199. Provision to link the entire family member repository.

200.

Provision to view the document/certificate basis on their category (e-district certificates, Supported Documents, My Uploaded Documents, My Family Member documents) to the authentic users.

201. Workflow based addressing the citizen request for change/remove of document.

202.

Smart

Office

Provision to download the document/certificate from anywhere any time.

203. Facilitating third party agencies to role based access the citizen’s documents as per the agreed terms.

204.

Registration of requester (organizations providing services) and integration with existing application of requester organization for providing access to citizen documents.

205.

Virtual Box(Drop Box)

Provide an interface to upload photos, docs, videos, and files in the Virtual Box.

206. System should manage the each user account for managing the storage capacity of virtual box.

207.

The system should allow the group of user or project team to work on same file stored in virtual box by managing the consistency and proper versioning of documents.

208.

The system should allow the user to sync the files. The sync features allows user to have your folder mirrored to user and other user computers and devices for collaborative working.

209. The system should make sharing easy. Invites your teammates to any folder in Virtual box.

210. The system should allow the user to access the virtual box anytime, anywhere from any devices.

211. Miscellaneous

Provision for various templates like TA Bill, Medical Bill, D.O Format, General Letter Format, U.O Note, Circular and Order formats etc.

212. Telephone Directory

213. Common Requirements

Access Management

Provide an interface to assign/revoke role to or from specific users in addition to the role already assign to them. To be sync with SSO.

Single Sign on


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S. No.


Status/Source

214. Provide an interface to assign/revoke rights to or from specific users in addition to the rights already assigned to the user.

Single Sign on

215. Provide an interface to register digital signature/biometric capture for a user.

Single Sign On

216. Provision for generic and configurable workflow, based on user rights and preferences.

217. Provision for implement end to end business process workflows that extend to external systems.

218.

Workflow

The solution should have the ability to support multiple workflow paths that are automatically selected based on request/user attributes, including escalation paths.

219. Provision to define a process hierarchies top down or bottom up to support Distributed workflow process definition.

220. Provision for defining dependencies between activities in a workflow.

221. Provision for defining concurrent activities within a workflow transaction.

222. Support both sequential and concurrent approval processing in each module, based on predefined user configuration.

223. The workflow should have a rules engine that allows rules to be created to define approval

Hierarchies.

224. Provision for Scripting facility for any stage of workflow so that Admin can define extra rules at any stage of Workflow if required.

225. Ability of system to have workflow with the ability to define business rules without the need for programming, including alerts and triggers.

226. Provision for configurable rules-based automated notifications via SMS/Email.

227. Provision for accommodate rules-based automatic notifications.

228. A management console should be available to monitor workflow processes and to control

Processes that have errors in them.

229. Provision for automatically record an audit trail of events under the control of the system.

230.

The system allows the extent of audit trail tracking and recording to be user-configurable, so that an administrator can select the events for which information is automatically recorded.


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S. No.


Status/Source

231. Record every action that takes place to an activity/event throughout its lifecycle.

232.

All changes to data should be recorded in a separate table/database and should be stamped with the identity of the user/program and timestamp of the creation/change.

233.

Audit Trial

The system shall track and record information about events in the audit trail without manual intervention, once the audit trail facility has been activated.

234. The system shall ensure that the audit data are stored in un-editable formats.

235. Provision for audit trial report viewing/printing.

236. Provision for filter/search specific activities in a audit trial database.

237. The system shall ensure that audit trail data is available for inspection on request.

238.

Reporting Tools

Provision for Dynamic & configurable report generator.

239. Reports shall be generated based upon users, roles, designations etc.

240.

Output should be configurable. User should be able to change the column position, hide column, add new columns, sort the output by clicking on the column header etc.

241. Provision for pagination and extracting the reports in various format like Excel, PDF, HTML, MS Word etc.

242. Provision for tabular/graphical/free form reports.

243. Provision for query builder to create/save and execute the query.

244. Report should be generated basis on the various parameters like Date, report type, and other required parameters.

245. The solution should be capable of creating ad-hoc queries and reports for analysis.

246. The solution should have interface to search and filter the data of the report.

247. The solution should be capable of drill down and drill up with the report tool.

248. The solution should permit display of multiple result sets (nested) in the same reports.

249. The solution should permit conditional formatting, based on thresholds or data ranges for any cell in the report.


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S. No.


Status/Source

250. The solution should facilitate the user to create custom objects/formulas for repeated use in reporting tool.

251. The solution should have a GUI tool with drag and drop features to build reports.

252. Provision for periodic report generation.

253. Provision for analytical report generation.

254. The solution should allow users to send report to specified user(s) at scheduled times.

255. The solution should be capable of archiving reports and store them in Document Management System.

256.

Search Engine

Provision for dynamic and configurable search engine.

257.

Provision for simple search, advance search operation. Both type of search should support “Global” & “Customized search”. Global search concerns whatever services available to users in the complete domain. Customized search allow user to perform search as per requirements.

258. Provision to allow the user to perform keyword search, full text search, and pattern based search.

259. Provide a content search features within an attachment.

260. Provision for trending. Trending allow user to choose the keyword basis on the latest search performed for easy and quick access.

261. Support Different types of input interfaces to initiate search operation and also provide the standard output interface.

262. support the configuration like type of search, number of records to be shown, type of result view, etc.

263. Support automatic creation and updation of indexes as per specified intervals through schedulers and metadata configurations.

264. Allow to save a search for future execution.

Note: The functional requirement specifications (Annexure-1) stated in the RFP are the indicative

features that the Integrated Raj e-Office Application should have and to be considered as an integral

part of the scope of work. In addition to application portability for different smart devices the selected

bidder would also be required to develop mobile apps. The bidder should take it into account for


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effort estimation and financials. However, to achieve/ fulfil the overall project objective, the selected

bidder shall be responsible to re-fine/ improvise the detailed functional requirement specifications

(FRS) for each module based on the detailed system study and requirement analysis performed by

the bidder. The scope of integration with NIC applications & other e-Gov applications and

development of mobile apps will be finalized during the system study & SRS stage.


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8.2. ANNEXURE-2: RESOURCE DEPLOYMENT

1. Software Solution Development phase: The selected bidder shall deploy minimum

following resources for the development of Integrated Raj e-Office Application within 15 days

from the date of issuance of work order for the period as specified in below mentioned Table

Ann 2.1.

Table Ann 2.1: Development Team

S. No.

Role (Category)

No of Resource

s

Experience Resource on

Bidder’s Payroll

Deployment Period

1 Project Manager (A)

1 B.E/ B.Tech/ MCA or higher degree in IT

Having at least 10 years of post-qualification relevant work experience in design and development of customized IT applications

5+ years of project management experience working through the design, development, release (SDLC) cycle delivering software application projects & should have managed the projects in following technologies:

RDBMS (SQL, Oracle, My SQL, Postgress SQL etc)

Web Technology: J2EE /Advanced Java/Microsoft .Net/Sharepoint etc.

Must have good understanding of Government Processes and IT automation initiatives in e-Governance Domain

Mandatory From project initiation till Go-live of Phase-III of Integrated Raj e-Office Application

2 Business Analyst (A)



5+ years of experience in requirement gathering & analysis, capturing existing business process of government & process re-engineering, preparation of SRS document

Mandatory 1 BA From project initiation till Go-live of Phase-III of Integrated Raj e-Office Application + 1 BA from Project initiation till approval of SRS of Phase-II of Integrated Raj e-Office Application of


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S. No.

Role (Category)

No of Resource

s


Bidder’s Payroll

Deployment Period

Integrated Raj e-Office Application

3 Team Lead (A)



3+ years of experience in leading a project through the design, development, release (SDLC) cycle delivering software application projects & should have experience in following technologies:

RDBMS: Oracle (SQL, Oracle, My SQL, Postgress SQL etc)/ Web Technology: J2EE /Advanced Java etc/ Advanced Java/Microsoft .Net/Sharepoint etc

Mandatory 1 TL from project initiation till Go-live of Phase-III of Integrated Raj e-Office Application + 1 TL from project initiation till Go-live of Phase-II of Integrated Raj e-Office Application

4 System Administrator (B)

1 BE/B.Tech/MCA with minimum 5 Years of working experience as system administrator

Mandatory From SRS Approval of Phase-I till Go-live of Phase-III of Integrated Raj e-Office Application

5 Database Administrator (B)

2 BE/B.Tech/MCA with minimum 5 Years of working experience as database administrator

Oracle/Microsoft certified Database Administrator


6 Software Developer (B)

5 Senior Developer

BE/B.Tech./MCA with minimum 5 Years of development experience in J2EE /Advanced Java, .net etc

Optional

2 Senior Developer from the SRS approval of Phase-I till Go-Live of Phase-III of Integrated Raj e-Office Application. +


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S. No.

Role (Category)

No of Resource

s


Bidder’s Payroll

Deployment Period

2 Senior Developer from the SRS approval of Phase-II till Go-Live of Phase-II of Integrated Raj e-Office Application. + 1 Senior Developer from the SRS approval of Phase-III till Go-Live of Phase-III of Integrated Raj e-Office Application.

11 Developer

BE/B.Tech./MCA with minimum 3 Years of development experience in J2EE /Advanced Java,.Net etc

Optional 4 Developer from the SRS approval of Phase-I till Go-Live of Phase-III of Integrated Raj e-Office Application. + 4 Developer from the SRS approval of Phase-II till Go-Live of Phase-II of Integrated Raj e-Office Application. + 3 Developer from the SRS approval of Phase-III till


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S. No.

Role (Category)

No of Resource

s


Bidder’s Payroll

Deployment Period

Go-Live of Phase-III of Integrated Raj e-Office Application.

7 Test Lead (B)

1 BE/B.Tech./MCA with minimum 7 Years of testing experience

Must have experience in online & offline testing tools, load testing, regression testing & other prominent black & white box testing techniques


8 Tester (B) 2 BE/B.Tech./MCA with minimum 4 Years of testing experience

Must have experience in online & offline testing tools, load testing, regression testing & other prominent black & white box testing techniques

Optional From SRS Approval of Phase-I till Go-live of Phase-III of Integrated Raj e-Office Application

9 Help Desk Manager (B)

1 Any Graduation with minimum 4 Years of experience in managing helpdesk of handling similar profiles in providing IT related services

Diploma/ certificate course confirming computer/IT literacy (eg. RSCIT)

Optional From Go-Live of Phase-I till Go-live of Phase-II of Integrated Raj e-Office Application

10 Helpdesk Resources (B)

4 Graduate in any discipline


Optional From Go-Live of Phase-I till Go-live of Phase-II of Integrated Raj e-Office Application

Total Resources 32

Note 1: The above mentioned development team shall work from onsite. The selected bidder shall increase the team size as per requirement and ensure compliance to the prescribed Project timelines. The selected bidder may depute additional resources to work from offshore, if needed.

Note 2: RISL shall provide working space with necessary furniture, electric and internet connectivity to the onsite development team. However, the selected bidder shall be responsible for deploying IT infrastructure to be used for application development on its own. The selected bidder shall also submit an HR undertaking on half-yearly basis for mandatory resources to be on its own pay-roll.


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2. Operations and Maintenance (O&M) phase

Table Ann 2.2: Operations & Maintenance (O&M) Team

S.No. Role No of Resources


bidder’s payroll

1 Project Manager



5+ years of project management experience working through the design, development, release (SDLC) cycle delivering software application projects & should have managed the projects in following technologies: o RDBMS (SQL, Oracle, My SQL,

Postgress SQL etc) o Web Technology: J2EE /Advanced

Java/Microsoft .Net/Sharepoint etc

Must have good understanding of Government Processes and IT automation initiatives in e-Governance Domain

Mandatory

2 Team Lead 1 B.E/ B.Tech/ MCA or higher degree in IT


3+ years of experience in leading a project through the design, development, release (SDLC) cycle delivering software application projects & should have experience in following technologies: o RDBMS: Oracle (SQL, Oracle, My SQL,

Postgress SQL etc)/ Web Technology: J2EE /Advanced Java etc/ Advanced Java/Microsoft .Net/Sharepoint etc

Mandatory

3 System Administrator

1 BE/B.Tech/MCA with minimum 5 Years of working experience as system administrator

Mandatory

4 Database Administrator

2 BE/B.Tech/MCA with minimum 5 Years of working experience as database administrator

Oracle/Microsoft certified Database Administrator

Mandatory

5 Developer 1 Senior Developer


Optional

3 Developer


Optional

6 Tester 2 BE/B.Tech./MCA with minimum 4 Years of testing experience

Optional


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Table Ann 2.2: Operations & Maintenance (O&M) Team

S.No. Role No of Resources


bidder’s payroll

Must have experience on Online & offline testing tools, load testing, regression testing & other prominent black & white box testing techniques

7 Training Manager cum

Technical Writer

1 Any Graduation with minimum 4 Years of experience in writing manuals/documentation for IT application & preparation of training material for different users

Proficiency in Hindi and English Computer Typing

Knowledge of development & project lifecycle

Optional

8 Helpdesk Manager

2 Any Graduation with minimum 4 Years of experience in managing helpdesk ot handling similar profiles in providing IT related services



Optional

9 Helpdesk Resources

8 Graduate in any discipline


At least 1-2 years’ experience in IT services


Optional

Total Resources 22

Note 1: The above mentioned Operation & Maintenance team shall work from onsite. The selected bidder shall increase the team size as per requirement and ensure compliance to the prescribed SLA. The selected bidder may depute additional resources to work from offshore, if needed.

Note 2: RISL shall provide working space with necessary furniture, electric and internet connectivity along-with Desktop/Laptop, as per available configuration, to the Operation & Maintenance team deployed by selected bidder during O&M Phase. The selected bidder shall also submit an HR undertaking on half-yearly basis for mandatory resources to be on its own pay-roll.


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8.3. ANNEXURE-3: TECHNOLOGY STACK

1. It is suggested that the technology stack, available with RISL as part of RSDC

Infrastructure, as mentioned below may be utilized for the purpose of development of

Integrated Raj e-Office Application.

i. MS-Windows Server 2012 R2 w/SP1 x64

ii. MS-SharePoint Server 2013 w/SP1 x64

iii. MS-SQL Server 2014 Enterprise Edition x64

iv. MS-Exchange Server 2013 w/SP1 x64

v. MS-Lync Server 2013 x64

vi. IBM Enterprise Service Bus

vii. Adobe e-Forms Application (mandatory for use in proposed Raj e-Office

application)

2. All necessary licenses of the above mentioned technology stack, available with RISL as

part of RSDC Infrastructure, will be provided by Purchaser. The available technology

stack may be shared with other government applications.

3. Bidder may propose the development of Integrated Raj e-Office Application using any

other similar/ better technology/ products provided:

i. Proposed technology/ products should be capable of meeting requirements

as defined in RFP which will be assessed by Technology Evaluation

Committee during technical bid evaluation phase.

ii. Bidder shall provide enterprise wide perpetual licenses (to be used by citizen

and employees of all state government departments/ organizations) of

proposed technology/ products without any client/ user access license

limitation as well as restriction. Proposed technology/ products licenses

should be in the name of Purchaser and support at least 10,000 concurrent

users along with 5 years OEM support as applicable.

iii. Bidder must include the cost of proposed technology/ products licenses in the

offered cost of application development cost.

iv. The proposed technology/ products licenses may also be utilised by other

offices/ departments/ organisations of Government of Rajasthan for

development of other applications.


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4. Bidder may also propose other better solutions/ COTS application to be integrated with

Integrated Raj e-Office application. In such case bidder shall ensure

i. Proposed solutions/COTS application should be capable of meeting

requirements as defined in RFP which will be assessed by Technology

Evaluation Committee during technical bid evaluation phase.

ii. Bidder shall provide enterprise wide perpetual licenses (to be used by citizens

and employees of all state government departments/ organizations) of

proposed solutions/COTS application without any client/ user access license

limitation as well as restriction. Proposed solutions/COTS application licenses

should be in the name of Purchaser and support at least 10,000 concurrent

users along with 5 years OEM support as applicable.

iii. Bidder must include the cost of proposed solutions/COTS application licenses

in the offered cost of application development cost.

iv. The proposed solutions/COTS application licenses may also be utilised by

other offices/ departments/ organisations of Government of Rajasthan for

development of other applications.


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8.4. ANNEXURE-4: PRE- BID QUERIES FORMAT

[Reference No: ………………………………………………….., dated: ………………………]

Name of the Company/Firm:

Bidding Document Fee Receipt No. ___________ Dated___________ for Rs. _____________/-

Name of Person(s) Representing the Company/ Firm:

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.

Company/Firm Contacts:

Contact Person(s) Address for Correspondence

Email-ID(s) Tel. Nos. & Fax Nos.

Query / Clarification Sought:

S. No. RFP Page No.

RFP clause No.

Clause Details Query/ Suggestion/ Clarification

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/

.ODF/.doc/.docx). Queries not submitted in the prescribed format will not be considered/ responded

at all by the procuring entity. Also, kindly attach the coloured scanned copy of the receipt towards

the submission of the bidding/ tender document fee.


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8.5. ANNEXURE-5: BIDDER’S AUTHORIZATION CERTIFICATE

(To be submitted on the Company Letter head of the Tenderer, sealed and signed)

To,

Managing Director,

RajCOMP Info Services Limited (RISL),

First Floor, Yojana Bhawan, Tilak Marg,

C-Scheme, Jaipur (Rajasthan)

I/ We <Name/ Designation> hereby declare/ certify that <Name/ Designation> is hereby authorized

to sign relevant documents on behalf of the company/ firm in dealing with NIB reference No.

______________________ dated _________. He/ She is also authorized to attend meetings &

submit technical & commercial information/ clarifications as may be required by you in the course of

processing the Bid. For the purpose of validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:

Please attach the board resolution / valid power of attorney in favour of person signing this

authorizing letter.


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8.6. ANNEXURE-6: COVERING LETTER OF THE BID


To,

Managing Director,




Dear Sir,

Ref: Request for Proposal (RFP) Notification dated............... No..........

1. I/We, the undersigned bidder, having read & examined in detail, the Bid Document, the

receipt of which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work

as mentioned in the Scope of the work, Technical specifications, Service Level Standards &

in conformity with the said bidding document for the same.

2. I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the

information contained in the bid is true and correct to the best of our knowledge and belief.

3. I/ we hereby submit our token of acceptance to all the tender terms & conditions without any

deviations. Hence, we are hereby submitting our Bid and offer to provide services to

Purchaser for carrying out the project in accordance with your RFP.

4. Until a formal contract is prepared and executed, this bid, together with your written

acceptance thereof and your notification of award shall constitute a binding Contract between

us.

5. I/We agree to abide by this RFP for a period of days as specified in NIB from the closing date

fixed for submission of bid as stipulated in the RFP document.

6. I/We undertake that, in competing for (and, if the award is made to us, in executing) the

above contract, we will strictly observe the laws against fraud and corruption in force in India

namely “Prevention of Corruption Act, 1988”.

7. I/We understand that the Purchaser is not bound to accept any bid received in response to

this RFP.


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8. In case we are engaged by the Purchaser, we shall provide any assistance/cooperation

required by Purchaser, appointed auditing agencies (if any), state government officials and

Other Stakeholders of the project for performing their duties with respect to this project. We

understand that our non-cooperation for the same shall be grounds for termination of service.

Signature………………………………

In the capacity of………………………

Duly authorised to sign Proposal for And on behalf of………………………..

Seal of the Organisation:-

Date………………….. Place………………….


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8.7. ANNEXURE-7: BID FORM

[Reference No: ………………………………………………….., dated: ………………………]

1. Addressed to:

Name of the Procuring Entity Managing Director, RajCOMP Info Services Limited (RISL),

Address RajCOMP Info Services Ltd., First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)

Telephone 0141-5103902

Tele Fax 0141-2228701

Email [email protected] (clearly mention the NIT no. in the subject of the mail)

2. Firm Details:

Name of Firm

Name of Contact Person with Designation

Registered Office Address

Address of the Firm

Year of Establishment

Type of Firm

Put Tick( ) mark

Public Limited

Private Limited

Partnership Proprietary

Telephone Number(s)

Email Address/ Web Site Email: Web-Site:

Fax No.

Mobile Number Mobile:

Certification/Accreditation/Affiliation, if Any

3. The requisite bidding document fee amounting to Rs. ________/- (Rupees <in words>) has

been deposited vide receipt no. _______ dated ___________.

4. The requisite bid processing fee amounting to Rs. ________/- (Rupees <in words>) has been

deposited vide receipt no. _______ dated ___________.

5. The requisite bid security amounting to Rs. ________/- (Rupees <in words>) has been

deposited vide Banker’s Cheque/ DD No. / BG No. ___________ dated ___________.

6. We agree to abide by all the terms and conditions mentioned in this form issued by the

Empanelment Authority and also the further conditions of the said notice given in the

attached sheets (all the pages of which have been signed by us in token of acceptance of

the terms mentioned therein along with stamp of the firm).

Date:

Name & Seal of the firm: ________________________

Authorized Signatory: ___________________________

mailto:[email protected]


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8.8. ANNEXURE-8: SELF-DECLARATION


To,

Managing Director,




In response to the NIB Ref. No. _____________________________ dated ___________ for

{Project Title}, as an Owner/ Partner/ Director/ Auth. Sign. of

____________________________________, I/ We hereby declare that presently our Company/

firm _________________, at the time of bidding,: -

1. possess the necessary professional, technical, financial and managerial resources and

competence required by the Bidding Document issued by the Procuring Entity;

2. have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the State

Government or any local authority as specified in the Bidding Document;

3. is having unblemished record and is not declared ineligible for corrupt & fraudulent practices

either indefinitely or for a particular period of time by any State/ Central government/ PSU/

UT.

4. does not have any previous transgressions with any entity in India or any other country during

the last three years

5. does not have any debarment by any other procuring entity

6. is not insolvent in receivership, bankrupt or being wound up, not have its affairs administered

by a court or a judicial officer, not have its business activities suspended and is not the

subject of legal proceedings for any of the foregoing reasons;

7. does not have, and our directors and officers not have been convicted of any criminal offence

related to their professional conduct or the making of false statements or misrepresentations

as to their qualifications to enter into a procurement contract within a period of three years

preceding the commencement of the procurement process, or not have been otherwise

disqualified pursuant to debarment proceedings;

8. does not have a conflict of interest which materially affects the fair competition

9. will comply with the code of integrity as specified in the bidding document


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If this declaration is found to be incorrect then without prejudice to any other action that may be

taken as per the provisions of the applicable Act and Rules thereto prescribed by GoR, my/ our

security may be forfeited in full and our bid, to the extent accepted, may be cancelled.

Thanking you,

Name of the Bidder: -



Date:

Place:


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8.9. ANNEXURE-9: CERTIFICATE OF CONFORMITY/ NO DEVIATION


To,

Managing Director,


First Floor, YojanaBhawan, Tilak Marg,


CERTIFICATE

This is to certify that, the specifications of Software which I/ We have mentioned in the Technical

bid, and which I/ We shall supply if I/ We am/ are awarded with the work, are in conformity with the

minimum specifications of the bidding document and that there are no deviations of any kind from

the requirement specifications.

Also, I/ we have thoroughly read the bidding document and by signing this certificate, we hereby

submit our token of unconditional acceptance to all the terms & conditions of the bidding document

without any deviations.

I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the

end-to-end implementation and execution of the project, to meet the desired Standards set out in

the bidding Document.

Thanking you,

Name of the Bidder: -



Date:

Place:


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8.10. ANNEXURE-10: MANUFACTURER’S AUTHORIZATION FORM (MAF)

(Indicative Format)

To,

Managing Director,




Subject: Issue of the Manufacturer’s Authorisation Form (MAF)

Reference: NIT/ RFP Ref. No. _____________________ dated ________

Sir,

We <name and address of the OEM> who are established and reputed original equipment

manufacturers (OEMs) having factories at <addresses of manufacturing location> do hereby

authorize <M/s __________________________> who is our <Distributor/ Channel Partner/ Retailer/

Others <please specify> to bid, negotiate and conclude the contract with you against the

aforementioned tender reference for the following Hardware/ Software manufactured by us: -

{OEM will mention the details of all the proposed product(s) with their make/model/version.}

We undertake to provide OEM Warranty for the offered Software, as mentioned above, for <please

specify as per RFP requirements> Years.

We hereby confirm that the offered Software is not likely to be declared as End-of-Service/ Support

within next <please specify> years from the date of bid submission.

Yours faithfully,

For and on behalf of M/s (Name of the manufacturer)

(Authorized Signatory) – Please attach proof

Name, Designation & Contact No.:

Address: ___________________________________

Seal:


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8.11. ANNEXURE-11: FINANCIAL BID COVER LETTER & FORMAT

COVER LETTER

To,

The Managing Director,


First Floor, YojanaBhawan, Tilak Marg,

Reference: NIB No. :___________________________________ Dated:__________

Dear Sir,

We, the undersigned bidder, Having read & examined in detail, the Bidding Document, the receipt

of which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as mentioned in

the Scope of the work, Bill of Material, Technical specifications, Service Level Standards & in

conformity with the said bidding document for the same.

I / We undertake that the prices are in conformity with the specifications prescribed. The quote/ price

are inclusive of all cost likely to be incurred for executing this work. The prices are inclusive of all

type of govt. taxes/duties as mentioned in the financial bid (BoQ).

I / We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery schedule

specified in the schedule of Requirements.

I/ We hereby declare that in case the contract is awarded to us, we shall submit the contract

performance guarantee as prescribed in the bidding document.

I / We agree to abide by this bid for a period of days as specified in NIB after the last date fixed for

bid submission and it shall remain binding upon us and may be accepted at any time before the

expiry of that period.

Until a formal contract is prepared and executed, this bid, together with your written acceptance

thereof and your notification of award shall constitute a binding Contract between us.

I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the information

contained in the bid is true and correct to the best of our knowledge and belief.


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We understand that you are not bound to accept the lowest or any bid you may receive.

We agree to all the terms & conditions as mentioned in the bidding document and submit that we

have not submitted any deviations in this regard.

Date:

Authorized Signatory

Name:

Designation:


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Financial Bid Format

{to be submitted by the bidder only in BoQ format (.XLS) available at e-Procurement portal}

Project Name: Selection of Implementation Agency for Integrated Raj e-Office Project

Reference No:

Bidder Name:

Price schedule: (This BOQ template must not be modified/replaced by the bidder and the same should be uploaded after filling the relevant columns, else the bidder is liable to be rejected for this tender. Bidders are allowed to enter the Bidder Name and Values only)

S. No.

Activity/ Item Description

Qty Units

Unit Rate in INR

(incl. all incidental charges and all

Taxes but excl.

Service Tax,

RVAT & CST

Service Tax

(in INR)

CST (in

INR)

RVAT (in

INR)

*Total Net Present

Value in INR (incl. all

incidental charges and

all Taxes but excl. RVAT)

a b c d e f g=(a*c)+d+e

A Integrated Raj e-Office Application Development Cost (A)

1 Number

A

B Total Operations & Maintenance (O&M) Cost (B)

12 Quarterly

B

C Total Project Cost (C)=A+B

C

Total C (In Words) – Rupees

*Exclusion of RVAT in column g is only for the purpose of evaluation. However the same would be payable.

Note: Incentive for before-time development of Integrated Raj e-Office Application:

If the selected bidder is able to complete the activity/ milestones mentioned at S. No. 31 (Go-

live of Phase-III) before the delivery schedule mentioned at Table 7.1, an incentive as

mentioned below shall be paid:

a. On completion of activity/Milestone at S. No. 31 (Go-live of Phase-III) of Table 7.1

before 60 days of delivery schedule: 5 % of Application Development Cost (Component

A of Financial Bid)

b. On completion of activity/Milestone at S. No. 31 (Go-live of Phase-III) of Table 7.1

before 30 days of delivery schedule: 2.5 % of Application Development Cost

(Component A of Financial Bid)

The above incentive shall be paid in addition to the Application Development Cost (Component

A of Financial Bid).


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8.12. ANNEXURE-12: FORMAT FOR CVs OF KEY PROFILES

[Ref No: ……………………………………………………………………………………….]

Format for the profiles

Name of the person

Current Designation / Job Title

Current job responsibilities

Proposed role in the project

Proposed responsibilities in the project

Academic qualifications:

Degree

Academic Institution graduated from

Year of Graduation

Specialization (if any)

Key achievements and other relevant information (if Any)

Professional certifications (if any)

Total number of years of experience

Number of years with the current company

Summary of the Professional / Domain Experience

Number of complete life cycle implementations carried out

The names of customers (please provide the relevant names)

Past assignment details (for each assignment provide details regarding name of organizations worked for, designation, Responsibilities, tenure) Prior professional experience covering:

Organizations worked for in the past O Organization name O Duration and dates of entry and exit O Designation O Location(s) O Key responsibilities

Prior project experience o Project name o Client o Key project features in brief o Location of the project o Designation o Role o Responsibilities and activities o Duration of the project o Total team size

Please provide only relevant projects.

Proficient in languages (against each language listed indicate if Read/write/both)

Date: Authorized signatory: Seal of the organization: Name: Designation:


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8.13. ANNEXURE-13: BANK GUARANTEE FORMAT

BANK GUARANTEE FORMAT – BID SECURITY

(To be stamped in accordance with Stamp Act and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,



First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj).

Sir,

1. In accordance with your Notice Inviting Bid for <please specify the project title> vide NIB

reference no. <please specify> M/s. …………………………….. (Name & full address of the firm)

(Hereinafter called the “Bidder”) hereby submits the Bank Guarantee to participate in the said

procurement/ bidding process as mentioned in the bidding document.

It is a condition in the bidding documents that the Bidder has to deposit Bid Security amounting

to <Rs. ______________ (Rupees <in words>)> in respect to the NIB Ref. No.

_______________ dated _________ issued by RISL, First Floor, Yojana Bhawan, C-Block,

Tilak Marg, C-Scheme, Jaipur, Rajasthan (hereinafter referred to as “RISL”) by a Bank

Guarantee from a Nationalised Bank/ Scheduled Commercial Bank having its branch at Jaipur

irrevocable and operative till the bid validity date (i.e. <please specify> days from the date of

submission of bid). It may be extended if required in concurrence with the bid validity.

And whereas the Bidder desires to furnish a Bank Guarantee for a sum of <Rs.

______________ (Rupees <in words>)> to the RISL as Bid Security.

2. Now, therefore, we the ……………………………….…… (Bank), a body corporate constituted

under the Banking Companies (Acquisition and Transfer of Undertaking) Act. 1969 (delete, if

not applicable) and branch Office at…………………... (Hereinafter referred to as the Guarantor)

do hereby undertake and agree to pay forthwith on demand in writing by the RISL of the said

guaranteed amount without any demur, reservation or recourse.

3. We, the aforesaid bank, further agree that the RISL shall be the sole judge of and as to whether

the Bidder has committed any breach or breaches of any of the terms costs, charges and

expenses caused to or suffered by or that may be caused to or suffered by the RISL on account

thereof to the extent of the Earnest Money required to be deposited by the Bidder in respect of

the said bidding document and the decision of the RISL that the Bidder has committed such

breach or breaches and as to the amount or amounts of loss, damage, costs, charges and

expenses caused to or suffered by or that may be caused to or suffered by the RISL shall be

final and binding on us.


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4. We, the said Bank further agree that the Guarantee herein contained shall remain in full force

and effect until it is released by the RISL and it is further declared that it shall not be necessary

for the RISL to proceed against the Bidder before proceeding against the Bank and the

Guarantee herein contained shall be invoked against the Bank, notwithstanding any security

which the RISL may have obtained or shall be obtained from the Bidder at any time when

proceedings are taken against the Bank for whatever amount that may be outstanding or

unrealized under the Guarantee.

5. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax,

registered post or other electronic media to our address, as aforesaid and if sent by post, it shall

be deemed to have been given to us after the expiry of 48 hours when the same has been

posted.

6. If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake

to extend the period of this guarantee on the request of our constituent under intimation to you.

7. The right of the RISL to recover the said amount of <Rs. ______________ (Rupees <in

words>)> from us in manner aforesaid will not be precluded/ affected, even if, disputes have

been raised by the said M/s. ……….………………(Bidder) and/ or dispute or disputes are

pending before any court, authority, officer, tribunal, arbitrator(s) etc..

8. Notwithstanding anything stated above, our liability under this guarantee shall be restricted to

<Rs. ______________ (Rupees <in words>)> and our guarantee shall remain in force till bid

validity period i.e. <please specify> days from the last date of bid submission and unless a

demand or claim under the guarantee is made on us in writing within three months after the Bid

validity date, all your rights under the guarantee shall be forfeited and we shall be relieved and

discharged from all liability thereunder.

9. This guarantee shall be governed by and construed in accordance with the Indian Laws and we

hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose of any suit

or action or other proceedings arising out of this guarantee or the subject matter hereof brought

by you may not be enforced in or by such count.

10. We hereby confirm that we have the power/s to issue this Guarantee in your favor under the

Memorandum and Articles of Association/ Constitution of our bank and the undersigned is/are

the recipient of authority by express delegation of power/s and has/have full power/s to execute

this guarantee under the Power of Attorney issued by the bank in your favour.


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Date ………………… (Signature) ……………………………………….

Place ………………… (Printed Name) ………………………………….

(Designation) ……………………………………

(Bank’s common seal) ………………………….

In presence of:

WTTNESS (with full name, designation, address & official seal, if any)

(1) ………………………………………

………………………………………

(2) ………………………………………

………………………………………

Bank Details

Name & address of Bank:

Name of contact person of Bank:

Contact telephone number:

GUIDELINES FOR SUBMISSION OF BANK GUARANTEE

The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot be

considered valid: -

1. Bank Guarantee shall be executed on non- judicial stamp paper of applicable value purchased

in the name of the bank.

2. Two persons should sign as witnesses mentioning their full name, designation, address and

office seal (if any).

3. The Executor (Bank Authorities) may mention the power of attorney No. and date of execution

in his/ her favour authorizing him/ her to sign the document. The Power of Attorney to be

witnessed by two persons mentioning their full name and address.

4. The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled Commercial Bank

only.

5. Non – Judicial stamp paper shall be used within 6 months from the date of Purchase of the

same. Bank Guarantee executed on the non-judicial stamp paper after 6 (six) months of the

purchase of such stamp paper shall be treated as non-valid.

6. The contents of Bank Guarantee shall be strictly as per format prescribed by RISL

7. Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number.

8. All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature of

Bank Officials signing the Bank Guarantee.

9. Bank should separately send through registered post/courier a certified copy of Bank

Guarantee, mentioning Bid reference, Bid title and bidder name, directly to the Purchaser at

the following address:


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BANK GUARANTEE FORMAT – PERFORMANCE SECURITY (PBG)

(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,



First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj).

1. In consideration of the RajCOMP Info Services Limited (hereinafter called "RISL") having agreed

to exempt M/s ..........................(hereinafter called "the said Contractor(s)" from the demand,

under the terms and conditions of an Agreement No..................................dated

.....................made between the RISL through …………………… and .......................(Contractor)

for the work .................(hereinafter called "the said Agreement") of Security Deposit for the due

fulfilment by the said Contractor (s) of the terms and conditions contained in the said Agreement,

on production of a Bank Guarantee for Rs...................(rupees ........................................only), we

...................(indicate the name of the Bank), (hereinafter referred to as "the Bank") at the request

of ..................Contractor(s) do hereby undertake to pay to the RISL an amount not exceeding

Rs...................(Rupees..................................only) on demand.

2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs....................

(Rupees............................only), the amounts due and payable under this guarantee without any

demur or delay, merely on a demand from the RISL. Any such demand made on the bank by the

RISL shall be conclusive as regards the amount due and payable by the Bank under this

guarantee. The Bank Guarantee shall be completely at the disposal of the RISL and

We....................... (Indicate the name of Bank), bound ourselves with all directions given by RISL

regarding this Bank Guarantee. However, our liability under this guarantee shall be restricted to

an amount not exceeding Rs...................... (Rupees....................only).

3. We.......................(indicate the name of Bank), undertake to pay to the RISL any money so

demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or

proceeding pending before any Court or Tribunal or Arbitrator etc. relating thereto, our liability

under these presents being absolute, unequivocal and unconditional.

4. We.....................(indicate the name of Bank) further agree that the performance guarantee

herein contained shall remain in full force and effective up to <DATE> and that it shall continue

to be enforceable for above specified period till all the dues of RISL under or by virtue of the said

Agreement have been fully paid and its claims satisfied or discharged or till the RISL certifies

that the terms and conditions of the said Agreement have been fully and properly carried out by

the said Contractor(s) and accordingly discharges this guarantee.

5. We ...........................(indicate the name of Bank) further agree with the RISL that the RISL shall

have the fullest liberty without our consent and without affecting in any manner our obligations

hereunder to vary any of the terms and conditions of the said Agreement or to extend time of

performance by the said Contractor(s) from time to time or to postpone for any time or from time

to time any of the powers exercisable by the RISL against the said Contractor(s) and to forbear

or enforce any of the terms and conditions relating to the said Agreement and we shall not be


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relieved from our liability by reason of any such variation, or extension being granted to the said

Contractor(s) or for any forbearance, act or omission on the part of the RISL or any indulgence

by the RISL to the said Contractor(s) or by any such matter or thing whatsoever which would but

for this provision, have effect of so relieving us.

6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not

be discharged due to the change in the constitution of the Bank or the contractor(s).

7. We .............................. (indicate the name of Bank), lastly undertake not to revoke this guarantee

except with the previous consent of the RISL in writing.

8. This performance Guarantee shall remain valid and in full effect, until it is decided to be

discharged by the RISL. Notwithstanding anything mentioned above, our liability against this

guarantee is restricted to Rs........................... (Rupees..............................only).

9. It shall not be necessary for the RISL to proceed against the contractor before proceeding

against the Bank and the guarantee herein contained shall be enforceable against the Bank

notwithstanding any security which the RISL may have obtained or obtain from the contractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We

undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last day

of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee shall

expire on the close of the next working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under the

memorandum and articles of Association/constitution of our bank and the undersigned is/are the

recipient of authority by express delegation of power(s) and has/have full power(s) to execute

this guarantee for the power of attorney issued by the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)

Signature

(Name & Designation)

Bank's Seal

The above performance Guarantee is accepted by the RISL

For and on behalf of the RISL

Signature

(Name & Designation)


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8.14. ANNEXURE-14: DRAFT AGREEMENT FORMAT

This Contract is made and entered into on this ______day of ________, 2015 by and between

RajCOMP Info Services Limited (RISL), having its head office at First Floor, Yojana Bhawan, Tilak

Marg, C-Scheme, Jaipur-302005, Rajasthan (herein after referred to as Purchaser/ RISL) which

term or expression, unless excluded by or repugnant to the subject or context, shall include his

successors in office and assignees on ONE PART

And

M/s__________________, a company registered under the Indian Companies Act, 1956 with its

registered office at _____________________ (herein after referred as the “Selected Bidder/

Supplier”) which term or expression, unless excluded by or repugnant to the subject or context, shall

include his successors in office and assignees on the OTHER PART.

Whereas,

Purchaser is desirous of appointing an agency for <project title> as per the Scope of Work and

Terms and Conditions as set forth in the RFP document dated _________ of <NIB No

_________________>.

And whereas

M/s______________ represents that it has the necessary experience for carrying out the overall

work as referred to herein and has submitted a bid and subsequent clarifications for providing the

required services against said NIB and RFP document issued in this regard, in accordance with the

terms and conditions set forth herein and any other reasonable requirements of the Purchaser from

time to time.

And whereas

Purchaser has accepted the bid of supplier and has placed the Work Order vide Letter No.

__________________ dated _______, on which supplier has given their acceptance vide their

Letter No._____________ dated ____________.

And whereas

The supplier has deposited a sum of Rs. ________________/- (Rupees _________________) in

the form of __________________ ref no. _________________ dated ______________ of

____________ Bank and valid up to _____________ as security deposit for the due performance

of the contract.

Now it is hereby agreed to by and between both the parties as under: -

1. The NIB Ref. No. ____________________________ dated ___________ and RFP document

dated _________ issued by RISL along with its enclosures/ annexures, wherever applicable, are


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deemed to be taken as part of this contract and are binding on both the parties executing this

contract.

2. In consideration of the payment to be made by RISL to supplier at the rates set forth in the LoI/

work order no. ____________________ dated _________ will duly supply the said articles set

forth in scope of work and annexures herein and provide related services in the manner set forth

in the RFP, along with its enclosures/ annexures and Technical Bid along with subsequent

clarifications submitted by supplier.

3. The RISL do hereby agree that if supplier shall duly supply the said articles and provide related

services in the manner aforesaid observe and keep the said terms and conditions of the RFP

and Contract, the RISL will pay or cause to be paid to supplier, at the time and the manner set

forth in the said conditions of the RFP, the amount payable for each and every project milestone

& deliverable. The mode of Payment will be as specified in the RFP document.

4. The timelines for the prescribed Scope of Work, requirement of services and deployment of

technical resources shall be effective from the date of work order i.e. ____________ and

completed by supplier within the period as specified in the RFP document.

5. In case of extension in the delivery and/ or installation/ completion/ commissioning period is

granted with full liquidated damages, the recovery shall be made on the basis of value of services

(upto that milestone as specified in Table 7.1: Payment Terms & Schedule of this RFP document)

which the supplier/ selected bidder has failed to deliver/ install/ complete :-

No. Condition LD %

a. Delay up to one fourth period of the prescribed period of delivery,

successful installation and completion of work. 2.5 %

b. Delay exceeding one fourth but not exceeding half of the prescribed period

of delivery, successful installation and completion of work. 5.0 %

c. Delay exceeding half but not exceeding three fourth of the prescribed

period of delivery, successful installation and completion of work. 7.5 %

d. Delay exceeding three fourth of the prescribed period of delivery,

successful installation and completion of work. 10.0 %

i. Fraction of a day in reckoning period of delay in supplies, successful installation and

completion of work shall be eliminated, if it is less than half a day. ii. If supplier requires an extension of time in completion of contractual supply on account of

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

iii. Delivery period may be extended with or without liquidated damages if the delay in the delivery of services in on account of hindrances beyond the control of supplier.

6. In addition to above, if the bidder fails to depute/ ensure the availability of development team as

mentioned at clause no:1 of Annexure-2 within 15 days from the date of issuance of work order

till Go-live of Phase-III of Integrated Raj e-Office Application, following amount shall be deducted

while processing the payment for respective milestone:


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Category of Resources as per clause no:1 of

Annexure-2 (table Ann 2.1)

Penalty for absence/ delay in resource deputation during development period

A Rs 4000/- per day per resource;

B Rs 2,000/- per day per resource; Atleast 50 % resources under this category are required to be present, else penalty of Rs 3000/- per day shall be levied on each absent resource.

7. The above penalty shall not be applicable in case of permitted annual leaves (maximum of 18

leaves per year (4.5 per quarter on prorate basis))/ approved leaves by RISL.

8. In all cases, maximum amount of liquidated damages (including penalty defined at sub-clause 6

above) shall be 10% of the total Integrated Raj e-Office Application development cost

(component A of financial bid).

9. The Selected Bidder has to comply with Service Level Agreements (SLAs), specified in Clause

No. 7.2 of the RFP document, to ensure adherence to project timelines, quality and availability

of services during Operations & Maintenance (O&M) period. If the selected bidder fails to deliver

the required services due to reasons attributable to him like non-accessibility of the web portal/

application, delay in response/ resolution time, non-availability/ attrition of the deployed technical

personnel/ operational manpower, etc. the cumulative penalty, as applicable, would be imposed

as defined in sub-clause 7 of Clause No. 7.2 while processing the payment for respective

milestone.

10. All disputes arising out of this agreement and all questions relating to the interpretation of this

agreement shall be decided as per the procedure mentioned in the RFP document.

In witness whereof the parties have caused this contract to be executed by their Authorized

Signatories on this _____day of _______________, 2015.

Signed By: Signed By:

( )

Designation:,

Company:

()

Managing Director, RISL

In the presence of:

In the presence of:

( )

Designation:

Company:

( )

Designation:

RISL

( )

Designation:

Company:

( )

Designation:

RISL


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8.15. ANNEXURE-15: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012

Appeal No ………of ……………

Before the ………………………… (First/ Second Appellate Authority)

1. Particulars of appellant:

a. Name of the appellant: <please specify>

b. Official address, if any: <please specify>

c. Residential address: <please specify>

2. Name and address of the respondent(s):

a. <please specify>

b. <please specify>

c. <please specify>

3. Number and date of the order appealed against and name and designation of the officer/

authority who passed the order (enclose copy), or a statement of a decision, action or omission

of the procuring entity in contravention to the provisions of the Act by which the appellant is

aggrieved: <please specify>

4. If the Appellant proposes to be represented by a representative, the name and postal address

of the representative: <please specify>

5. Number of affidavits and documents enclosed with the appeal: <please specify>

6. Grounds of appeal (supported by an affidavit): <please specify>

7. Prayer: <please specify>

Place …………………………………….

Date ……………………………………

Appellant's Signature


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8.16. ANNEXURE-16: LIST OF DEPARTMENTS OF GOVERNMENT OF RAJASTHAN

Departments/ Organisations of Government Rajasthan (Indicative Only)

1. Rajasthan Vibrant Cooperation 26. Food Department

2. Department of Administrative Reforms 27. Department of Forest

3. Department of Agriculture 28. General Administration and Cabinet

Secretariat

4. Department of Animal Husbandry 29. Home

5. Department of Archaeology and Museums 30. Horticulture

6. Department of Ayurved 31. Industries

7. Biofuel 32. Information and Public Relations

8. Command Area Development, Chambal Kota 33. Department of Information Technology

and Communication

9. College Education 34. Department of Labour

10. Command Area Development and Water Utilization

35. Language and Library

11. Department of Commercial Taxes 36. Directorate of Literacy and Continuing

Education

12. Devasthan Department 37. Department of Local Self Government

13. Disaster Management and Relief Department 38. Medical Education Department

14. Directorate of Economics and Statistics 39. Department of Medical Health and Family

Welfare

15. Department of Education 40. Department of Mines and Geology,

Rajasthan

16. Office of the Chief Electoral Officer Rajasthan 41. Department of Minority Affairs

17. Employee State Insurance 42. Panchayati Raj Department

18. Department of Employment 43. Directorate of Pension and Pensioners

Welfare

19. Department of Energy 44. Department of Personnel

20. Environment Department 45. Directorate of Petroleum

21. Evaluation Organization 46. Planning Department

22. Excise Department 47. Department of Prosecution

23. Factories and Boilers Inspection Department 48. Public Health Engineering Department

24. Finance Department 49. Public Works Department

25. Fisheries 50. Rajasthan Police


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51. Rajasthan State Archives Directorate, Bikaner 75. Chief Minister Office

52. Rajasthan Urban Infrastructure Development Project

76. Raj Bhawan

53. Redressal of Public Grievances 77. Rajasthan Civil Services Appellate

Tribunal

54. Registration and Stamps Department 78. State Election Commission

55. Revenue Department 79. Ajmer Development Authority

56. Rural Development Department 80. Ajmer Vidyut Vitran Nigam Limited

57. Department of Sanskrit Education 81. Board of Revenue

58. Department of Science and Technology 82. Board of Secondary Education, Rajasthan

59. Social Justice and Empowerment Department 83. Board of Technical Education

60. Soldier Welfare Department 84. Bureau of Investment Promotion (BIP)

61. State Directorate of Revenue Intelligence 85. Center for Electronic Governance

62. State Insurance and Provident Fund Department 86. Indira Gandhi Panchayati Raj and Gramin

Vikas Sanstahan

63. Department of Technical Education 87. Jaipur Development Authority

64. Tourism 88. Jaipur Vidyut Vitran Nigam Ltd

65. Town Planning Department 89. Jodhpur Development Authority

66. Transport Department 90. Jodhpur Vidyut Vitran Nigam Ltd

67. Department of Treasuries and Accounts (DTA), Rajasthan

91. Rajasthali - Rajasthan Government Handicraft Emporium

68. Tribal Area Development Department 92. Rajasthan Co-Operative Dairy Federation

Ltd.

69. Urban Development and Housing Department 93. Rajasthan Council of Elementary

Education (Sarva Shiksha Abhiyan)

70. Water Resources Department 94. Rajasthan Council of Secondary

Education (Madhyamik Shiksha Abhiyan)

71. Directorate of Watershed Development and Soil Conservation

95. Rajasthan Electronics and Instruments Ltd.

72. Department of Women and Child Development 96. Rajasthan Financial Corporation

73. All District Collectorates 97. Rajasthan Grameen Aajivika vikas parisad

74. Rajasthan Legislative Assembly 98. Rajasthan Housing Board


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99. Rajasthan Khadi and Village Industries Board 117. Jaipur Nagar Nigam

100. Rajasthan Medical Services Corporation 118. Jodhpur Nagar Nigam

101. Rajasthan Pollution Control Board 119. Kota Nagar Nigam

102. Rajasthan Rajya Vidyut Prasaran Nigam Limited

120. Udaipur Nagar Nigam

103. Rajasthan Small Industries Corporation Ltd. 121. UIT, Bhilwara

104. Rajasthan State Agriculture Marketing Board 122. UIT, Kota

105. Rajasthan State Industrial Development and Investment Corporation Ltd.

123. Bureau of Public Enterprises

106. Rajasthan State Mines and Minerals Limited 124. Rajasthan Electricity Regulatory

Commission

107. Rajasthan State Road Development and Construction Corporation

125. Rajasthan Information Commission

108. Rajasthan State Road Transport Corporation 126. Rajasthan Public Service Commission

109. Rajasthan State Seeds Corporation Limited 127. Rajasthan State Human Rights

Commission

110. Rajasthan State Warehousing Corporation 128. Advocate General, Rajasthan

111. Rajasthan Tax Board, Ajmer 129. Anti-Corruption Bureau

112. Rajasthan Tourism development Corporation Ltd.

130. HCM Rajasthan State Institute of Public Administration

113. Rajasthan Vidyut Udpadan Ltd 131. Jawahar Kala Kendra

114. RajCOMP Info Services Ltd. 132. National Health Mission

115. Ajmer Nagar Nigam 133. Rajasthan Foundation

116. Bikaner Nagar Nigam 134. Rajasthan Police Academy