request for proposal (rfp) for application … for application development for... · request for...

REQUEST FOR PROPOSAL (RFP)

for

APPLICATION DEVELOPMENT FOR

AUTOMATION OF OMR BASED EXAMINATION PROCESS

in Professional Examination Board (PEB)

MAP_IT Madhya Pradesh Agency for Promotion of Information Technology

Department of Information Technology, Govt. of MP

State IT Center, 47-A Arera Hills, Bhopal (M.P)

Phone No: 0755-2518300 Fax No: 0755-2579824

Website: www.mapit.gov.in

Dated: May, 2014

Automation of OMR Based Examination Process

Request for Proposal (RFP) Notice

“RFP for Application Development for Automation of OMR Based Examination Process

in Professional Examination Board (Vyapam), Bhopal”

MAP_IT (A registered society under Department of Information Technology, Govt. of MP)

seeks proposals from reputed and experienced agencies to participate in competitive

bidding for Design, Development, Installation and Maintenance of application software for

Automation of OMR based Examination Operations in Professional Examination Board

(VYAPAM). The RFP document is available on the websites of MAP_IT (www.mapit.gov.in),

and State e Procurement Portal (www.mpeproc.gov.in). Interested Bidders who qualify as

per the criteria mentioned in the RFP document, may submit their bids through e –

tendering latest by 18.06.2014 till 05:30 PM on e-Procurement Website

(www.mpeproc.gov.in). Bidders are required to pay Rs. 1,000 online on the eProcurement

Portal to purchase Tender Document.

Additional CEO, MAP_IT

http://www.mapit.gov.in/

http://www.mpeproc.gov.in/



DISCLAIMER

All information contained in this Request for Proposal (RFP) provided/ clarified are in the

good interest and faith. This is not an agreement and this is not an offer or invitation to

enter into an agreement of any kind with any party.

Though adequate care has been taken in the presentation of this RFP document, the

interested bidders shall satisfy themselves that the document is complete in all respects.

The information published in this document is not intended to be exhaustive. Interested

Bidders are required to make their own enquiries and assumptions wherever required.

Intimation of discrepancy, if any, should be given to the specified office immediately. If no

intimation is received by this office by the date mentioned in the document, it shall be

deemed that the RFP document is complete in all respects and firms submitting their bids

are satisfied that the RFP document is complete in all respects.

MAP_IT reserves the right to reject any or all of the applications submitted in response to

this RFP document at any stage without assigning any reasons whatsoever. MAP_IT also

reserves right to withhold or withdraw the process at any stage with intimation to all who

have submitted their bids in response to this RFP. MAP_IT reserves the right to change/

modify/ amend any or all of the provisions of this RFP document without assigning any

reason. Any such change would be communicated to the bidders by posting it on the e-

Tendering Portal of Govt. of MP i.e. www.mpeproc.gov.in

Neither MAP_IT nor their employees and associates will have any liability to any prospective

Respondent interested to apply or any other person under the law of contract to the

principles or resolution or unjust enrichment or otherwise for any loss, expense or damage

which may raise from or be incurred or suffered in connection with anything contained in

this RFP document, any matter deemed to form part of this RFP document, the award of the

Assignment, the information and any other information supplied by or on behalf of MAP_IT

or their employees and Prime Applicant (PA)/ Consortiums or otherwise arising in any way

from the selection process for the Assignment.

Information provided in this document or imparted to any respondent as part of RFP

process is confidential to MAP_IT and shall not be used by the respondent for any other

purpose, distributed to, or shared with any other person or organization.

http://etendering/

http://etendering/


Acronyms

BG Bank Guarantee

EMD Earnest Money Deposit

GoMP Government of Madhya Pradesh

IT Information Technology

IPR Intellectual Property Rights

LP Lowest Price

PEB Professional Examination Board

MAP_IT Madhya Pradesh Agency for Promotion of Information Technology

OP Offer Price

OS Operating System

PeMT Project e-governance Mission Team

RFP Request for Proposal

PKI Public Key Infrastructure

SDC State Data Centre

SWAN State Wide Area Network

OMR Optical Mark Reader

STQC Standardisation Testing and Quality Certification

UAT User Acceptance Testing

O&M Operations and Maintenance

SRS Software Requirements Specification

SPA Service Provider Agency

FRS Functional Requirements Specification

PQ Pre Qualification

PBG Performance Bank Guarantee


Page 1 of 37

Table of Contents 1 Invitation for Competitive Bidding .................................................................................................. 1

1.1 Definitions ............................................................................................................................... 1 1.2 Introduction ............................................................................................................................ 2 1.3 Objectives................................................................................................................................ 3 1.4 About MAP_IT ......................................................................................................................... 4 1.5 Time Schedule of various Tender related events ................................................................... 4 1.6 Pre-Bid Meeting ...................................................................................................................... 5 1.7 Address for Communication ................................................................................................... 5

2 Pre Qualification Criteria ................................................................................................................. 5

3 Scope of Work ................................................................................................................................. 6

3.1 System Study and Requirement Gathering ............................................................................. 6 3.1.1 Exam Event Creation ................................................................................................ 7 3.1.2 Application Data Import ........................................................................................... 7 3.1.3 Application Data Validation ..................................................................................... 8 3.1.4 Test Centre Planning ................................................................................................ 8 3.1.5 Test Admit Card Generation .................................................................................... 9 3.1.6 Answer Sheet Scanning .......................................................................................... 10 3.1.7 Result Preparation ................................................................................................. 11 3.1.8 Question Authoring Tool ........................................................................................ 11

3.2 Implementation Timelines .................................................................................................... 12 3.3 Application Development ..................................................................................................... 12 3.4 Security Provisions ................................................................................................................ 13 3.5 Testing ................................................................................................................................... 14 3.6 Audit & Certification (Name of the Certificate) .................................................................... 15 3.7 Application Training .............................................................................................................. 15

3.7.1 Technical Training .................................................................................................. 15 3.7.2 Core Application Training for Operational Level Staff ........................................... 16 3.7.3 Indicative List of Trainings ...................................................................................... 16

3.8 Application Hosting and Go-Live ........................................................................................... 16 3.9 Maintenance Support, Change Request and Concurrent Updates....................................... 17 3.10 Data and Information Security Requirements ...................................................................... 17

3.10.1 Information Classification ...................................................................................... 17 3.10.2 Human Resource Security ...................................................................................... 18 3.10.3 Physical and environmental security ..................................................................... 18 3.10.4 Communications and operations management .................................................... 18 3.10.5 Access control ........................................................................................................ 18

4 Instructions to Bidders .................................................................................................................. 18

4.1 General instructions .............................................................................................................. 18 4.2 Proposal Preparation ............................................................................................................ 19

4.2.1 Pre Qualification (PQ) and Technical Proposal ...................................................... 19 4.2.2 Commercial Proposal ............................................................................................. 20

4.3 Bid Security (EMD) & Security Deposit ................................................................................. 20 4.4 Compliance & Completeness of Response ........................................................................... 21 4.5 Bid Submission ...................................................................................................................... 21

4.5.1 FORMAT OF SUBMISSION ...................................................................................... 21 5 Bid Evaluation ................................................................................................................................ 23


Page 2 of 37

5.1 Bid Evaluation Committee .................................................................................................... 23 5.2 Overall Evaluation ................................................................................................................. 23 5.3 Evaluation of Pre-Qualification and Technical Proposals ..................................................... 23 5.4 Commercial Proposal Evaluation .......................................................................................... 24 5.5 Selection of Bidder ................................................................................................................ 24 5.6 Notification of Award to the Bidder...................................................................................... 24 5.7 Award of Contract ................................................................................................................. 24 5.8 Signing of Contract ................................................................................................................ 24 5.9 Discharge of Bid Security: ..................................................................................................... 25 5.10 Performance Security ............................................................................................................ 25

6 Penalties for delay in Implementation .......................................................................................... 25

7 Payment ........................................................................................................................................ 25

8 Annexure – 1 : Bid Form ................................................................................................................ 27

9 Annexure – 2 : Bidder Profile ........................................................................................................ 28

10 Annexure – 3 : Experience in Application Development ............................................................... 29

11 Annexure – 4 : Project Details ....................................................................................................... 30

12 Annexure – 5 : Commercial Bid Format ........................................................................................ 31


Page 1 of 37

1 Invitation for Competitive Bidding

1.1 Definitions

In this Bid Document, the following terms shall be interpreted as indicated:

“Solution” means study, plan, design, develop, customize, install, configure, and

maintain entire application software.

“Application” means the Application developed/customized, tested, deployed and

changed/improved during project term by the Solution Provider Agency for the

purposes of rendering the Services to the Stakeholders of the Project at satisfactory

level.

“Successful Bidder” means the bidder who has submitted most suitable bid proposal

as per bid evaluation committee and who has awarded the work as Solution Provider

Agency.

“Solution Provider Agency” means the successful Bidder who signs the contract with

Professional Examination Board for study, design, develop and maintain the solution

deployed under the Project.

"PEB" means the Professional Examination Board under Govt. of Madhya Pradesh.

"MAP_IT" Madhya Pradesh Agency for Promotion of Information Technology,

Department of Information Technology, Govt. of Madhya Pradesh. MAP_IT has been

entrusted by Professional Examination Board to conduct bidding process.

“Services” means the services delivered to the Stakeholders of the project by the

Successful Bidder.

“Confidential Information” means all information including Project Data (whether in

written, oral, electronic or other format) which relates to the technical, financial and

business affairs, customers, Bidders, products, developments, operations, processes,

data, trade secrets, design rights, know-how and personnel in connection with this

Bid Document.

“Project Data” means all proprietary data of project generated out of project

operations and transactions, documents and related information including but not

restricted to user data which the Bidder obtains, possesses or processes in the

context of providing the services.


Page 2 of 37

“Deliverables” means the products and services agreed to be delivered by the

Successful Bidder in pursuance of the agreement as defined more elaborately in

Scope of work.

“Service Level” means the level of service and other performance criteria that will

apply to the Services as set out;

“State Government” means the Government of Madhya Pradesh.

“Go-Live” means the date of issuance of certificate of Completion by Professional

Examination Board.

“Contract Value” is the bid value which means the price accepted by the

Professional Examination Board as per Price Schedule.

1.2 Introduction The Professional Examination Board (PEB) is a self-financed, autonomous incorporated body

of State Govt to conduct entrance tests for admission to various colleges in the state.

Mainly, the PEB organizes the following entrance tests:

Pre MCA : For entrance to Master of Computer Applications

Pre B.Ed. : For entrance to Bachelor Degree in Education courses

PPT : For entrance to Polytechnic diploma courses

PAT : For entrance to Bachelor of Agriculture, Forestry, Horticulture

courses

PPhT : For entrance to Bachelor of Pharmacy/ Diploma of Pharmacy

COPA : For eligibility to Computer Operator and Programming Assistant

GNTST : For entrance to General Nursing Training (Only for girls)

PAHUNT : For entrance to Ayurvedic, Homeopathic, Unani and Natureopathy degree

courses

PNST : For entrance to B.Sc. Nursing Training (Only for girls)

SOE/SOM : For entrance to Schools of Excellence/Model School

Animal Husbandry : For entrance to admission in Diploma Program of Animal Husbandry

Recruitment Test

Apart from above entrance tests, PEB also conducts recruitment examinations for different

state level posts, which are not being filled through the Public Service Commission and a

large number of other examinations to fill up the backlog of posts in various Government

departments / PSU. Thus the PEB conducts around 35 exams yearly and over 35 lakh

students/candidates participate in these exams.


Page 3 of 37

In the current scenario, PEB wants to implement an Application Software to automate

operations related to Candidate Roll Number generation, OMR Sheet Scanning and Results

Preparation etc.

The admission rules for the conduct of the entrance/recruitment tests are provided by the

departments concerned. This includes detailed information regarding the eligibility of the

applicant, minimum educational qualifications, age limit, reservation of seats, information

regarding institutions, counselling schedule, selection process for entrance to various

courses and fees etc. The rules for conducting the examinations are prepared by the Board

including the procedure for filling the application forms, issue of test admit cards, list of

coordinating institutions etc. Complete information regarding the examination centres and

syllabus for the relevant test in a composite form is made available to applicants through a

printed Rule Book.

The Board has examination centres in all the major cities of the state. To add to the

transparency of the examinations, observers are appointed for each centre to watch the

proceedings of the examination and submit their reports to the Board. Keeping in mind the

sensitive nature of the examinations, Board conducts them with complete impartiality and

transparency, maintaining a very high standard of confidentiality.

Question papers for all examinations are objective type in which the examinee is required to

choose the right answer out of the four possible given alternatives and mark his/her choice

on the OMR Answer Sheets. The Answer Sheets are valued with the help of OMR scanners.

The entire valuation work is executed under the supervision of Central Observers and

Supervisors appointed from outside the Board.

Board is fully aware of its responsibility of declaring zero error results and also making them

available within the shortest possible time so that new educational sessions get started

every year in time. The results are prepared maintaining extreme security and secrecy. After

the results are declared and uploaded on the net, Board makes available related data and

other relevant information to the concerned departments for further action.

At present, there is no automated system and dedicated server based secure application

software to perform examination processing work. All the recordkeeping and process work

is done on a Database Management System by executing short custom patches and

programmes written in FoxPro. The Computer section of the PEB, prepares the application

form and receive applications online through MPOnline (a Joint Venture of MP Govt and

TCS). After receiving application form records from MPOnline, Computer section issues Test

Admit Cards online for examination and process OMR Answer sheets for result preparation.

1.3 Objectives The Core Objectives of the Project are:


Page 4 of 37

Automation of entire examination process cycle with minimum human interference.

Achieve better transparency and accountability in exam process operations.

Minimize redundant workload of department employees.

Electronic security and control of confidential data

1.4 About MAP_IT

Madhya Pradesh Agency for Promotion of Information Technology (MAP_IT) is an agency

under Department of Information Technology, Govt. of MP formulated to serve as nodal

agency to propel the growth of Information Technology (IT) in Madhya Pradesh especially in

government departments/agencies and deliver citizen services through electronic means.

MAP_IT has been entrusted to draft this RFP and conduct fair and transparent bidding

process to select Solution Provider Agency (SPA). Representative of Professional

Examination Board (PEB) will remain in the technical screening and selection committee.

After conducting the bidding process, MAP_IT will submit technically qualified and

financially viable bidder's proposal before PEB to release work order and sign MSA. MAP_IT

will also provide technical and project management support at the time of project

implementation by providing a dedicated team of consultants named as Project eMission

Team (PeMT) and by providing it's representation in high level project management

committees.

1.5 Time Schedule of various Tender related events

Item Description

Bid calling Date 29 May 2014

Pre-bid Meeting Date, Time and Venue 6 June 2014 at 11:30 in Aryabhatt Conference Hall, State IT Centre, Bhopal

Last Date and Time for Bid Submission 18 June 2014 upto 5:30 PM Online on www.mpeproc.gov.in

Opening Date of Technical Bids 19 June 2014 at 11:30 PM in Aryabhatt Conference Hall, State IT Centre, Bhopal

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

Tender Fee Rs. 1,000/- (Rupees One Thousand Only) payable online on e-Tendering Portal www.mpeproc.gov.in

Earnest Money Deposit (EMD) Rs. 1,00,000/- (Rupees One Lac only) payable offline before opening of bid.

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




Page 5 of 37

EMD Validity Period 80 days from the date of Bid Submission

Performance Guarantee Value 10% of Contract Value

Performance Guarantee validity period 3 Months beyond the contract period

1.6 Pre-Bid Meeting PEB will host a Pre-Bid Meeting as per the schedule given in this RFP. It is not mandatory for

all bidders to attend this meeting. All those who have obtained bidding document can

participate in pre-bid meeting to seek clarification on the bid if any. Bidders shall submit

their queries in writing as per the stipulated timelines through email

([email protected] and [email protected]). The MAP_IT will upload the reply

of queries on it's web site www.mapit.gov.in and PEB's website www.vyapam.nic.in.

1.7 Address for Communication Offers should be addressed to the following office at the address given below:

Additional CEO

MAP_IT,

47-A, State IT Centre,

Arera Hills, Bhopal

2 Pre Qualification Criteria 1. The Bidder should be an Information Technology Service based

Company/Society/Firm registered in India since last 5 (five) years.

Incorporation/Registration certificate along with MoA/Bylaws (or similar

document) should be furnished as documentary proof.

2. The bidder should have average minimum annual turnover of Rs. 2 Crores in last

3 financial years (11-12, 12-13 & 13-14). As documentary proof, Audited Balance

Sheet & Profit & Loss A/c is to be submitted. In case F/Y 2013-14 Annual Reports

are not prepared; a certificate of provisional financial figures duly certified by a

Chartered Accountant is to be submitted.

3. The bidder should have successfully completed 3 or more Application

Development Projects for Govt. Agencies.

a. Application Development cost/value of each such project should be minimum

Rs. 15.00 Lakh (Fifteen Lakh).

b. Out of these 3 projects, 1 project should include "Exam Process Automation

and OMR based Result Processing" system for Educational Institution,

mailto:[email protected]

http://www.mapit.gov.in/


Page 6 of 37

University or any Govt. Agency that conducts Examination.

4. The bidder should have a valid CMMI level 3 or above Certification. Bidder should

submit copy of certificate.

5. The bidder should not be black listed by any State Government, Central

Government or any other Public Sector undertaking as on the date of Bid

Submission. An undertaking to this effect should be submitted by the bidder on

its letter head.

3 Scope of Work After performing a transparent and fair process of selection, a suitable agency shall be

identified and selected as Service Provider Agency (SPA) for the project. The SPA shall be

required to sign an agreement with PEB, in which all the terms and condition, project work,

timelines, roles and responsibilities, etc., as defined in this RFP, shall be included.

The selected bidder shall be responsible to Design, Develop, Install, Configure and Maintain

application software to automate entire process of conducting exams in PEB. PEB will access

this application software from State Data Center using SWAN. Hence, the selected bidder

will also provide necessary support to host the application in State Data Centre on co-

hosting basis and configure local network of PEB office with SWAN to access Application

from SDC. Selected Bidder will also maintain the application software for a period of 3 years

after goes live.

It shall be over all responsibility of SPA to study the existing system and requirements of PEB

before bidding. Requirements mentioned in this RFP are indicative only and written purely

for the purpose of making the Bidders able to estimate its efforts and costs required to

achieve project objectives successfully. Therefore, selected bidder i.e. SPA shall be required

to make a fresh assessment of PEB requirements after winning the bid, prepare FRS/SRS, get

it approved by PEB.

3.1 System Study and Requirement Gathering A high-level analysis of processes has already been performed and Functional Requirements

as envisaged for this project are described in this document. The SPA needs to Study these

carefully and should consult with the PEB Officials whenever necessary to obtain more

details on the requirements of the project. It shall be the duty of SPA to refine functional

requirements as needed during requirement gathering exercise. The SPA shall prepare FRS

and SRS documents, for which the SPA shall have a comprehensive discussion with the PEB

officials and other stakeholders to ensure that each of the requirements mentioned in this

RFP or identified during study is covered. After approval of SRS and FRS documents by PEB,

the SPA will start Application Development.

As per analysis done by PEB following are the functional requirements for Application Software:


Page 7 of 37

3.1.1 Exam Event Creation

Proposed solution should start the examination process by creating Exam Event. Hence, the

solution should have following provisions:

1. The solution should be able to create Exam Event after proper PKI based authentication.

2. Exam Event should act as single entity to process entire exam activities as mentioned in

the Functional Requirements.

3. Solutions should have provision for creating multiple Exam Events for multiple exams

that are being conducted simultaneously.

4. Each Exam Event should have properties to collect all the exam related details like:

Exam Type (Recruitment, Entrance, Eligibility, etc.)

Application Form components/contents

Eligibility criteria for candidates

Concerned Govt. Departments (in case of recruitment or Eligibility Tests)

Application for publication date

Application submission start date,

Application submission method,

Last date for application submission,

Exam date,

Result date,

Exam pattern,

Syllabus,

etc.

5. Above detail should be amendable at any state of exam and all such amendments

should be recorded in a Log file along with justification, approval of appropriate

authority and detail of user who has made amendments.

3.1.2 Application Data Import

PEB receives online applications from candidates for various exams through MPOnline

Portal. Candidates can submit online application either directly on MPOnline Portal or visit

nearest MPOnline Kiosk to submit their application form online. MPOnline consolidates all

the application forms in a database and provides it to PEB in digitally signed Excel sheet.

MPOnline may provide application data in any format i.e. XLS, XML, CSV, database backup,

etc. as suitable for the proposed application system. Hence, the system should have

following provisions:

1. System should have provision for importing application data received from MPOnline


Page 8 of 37

under the respective Exam Event.

2. Necessary provisions should be made for verification of digital signatures before

finalizing the import of Application Data.

3. System should be able to apply some initial validation rules like:

Whether all the mandatory fields are filled in the application data.

Whether application data fulfills all the mandatory eligibility criteria.

Whether date and other critical information is in order.

Any other such rule set by PEB for different Exam Events.

4. In case of infirmity, system should report such application data and ask for appropriate

decision.

5. System should also be able to be future ready in case PEB wants to implement the

registration process for Candidates to submit online application directly on PEB Portal

including all the verification checks that are being performed by MPOnline.

3.1.3 Application Data Validation

PEB performs manual data validation exercise to match digital records with critical

parameters as per defined rules. Hence, system should provide a dedicated interface for

application validation with following provisions:

1. The system should provide a dedicated interface for Application Data validation which

will display key parameters of candidate detail for verification and it should not provide

access to manipulate data without user validation.

2. Application must be able to record validation decisions and log of validation user.

3. System should also be able to add / delete a key parameter of candidate for verification

if needed in future.

3.1.4 Test Centre Planning

PEB has test centers in various cities of MP for conducting OMR based written exams. For

each exam, PEB selects test centers according to the number of application received. PEB

also appoint Invigilators, Observers, Exam Coordinators for test centers and test centre

cities. Duty location of these Invigilators and Observers are decided on random basis. Apart

from this, PEB also performs various activities to make necessary arrangements in test

centers like inspection of test centers, defining seating arrangements, budget allocation &

disbursement, transportation of question paper and answer sheets, etc. All these activities

require a lot of communication with City Exam Coordinators, Test Center staff and district

administration. Hence, the system should have following provisions:


Page 9 of 37

1. System should have provision for registering all the Test Centers with details like

location, seating capacity, number of rooms/halls, facilities, contact numbers, etc.

2. System should also register duty personnel like City Exam Coordinator, Observers,

Invigilators, etc.

3. System should be flexible enough to create new category of duty personal.

4. System should provide dedicated interface for selecting Test Centers and duty personnel

for each exam event.

5. System should have dedicated interface for creating budget heads and budgeting under

each exam event.

6. System should also have dedicated interface for inventory of question papers, answer

sheets and other material to be supplied to the exam centers.

7. System should maintain allocation of Answer Sheets with their reference/serial number,

so that it can be verified at the receiving Answer Sheets back from Test Centers.

8. System should also maintain transportation record of material that is being sent to the

Test Centers along with printing Challan and Receipt for destination locations.

9. System should also have provision for SMS gateway integration and Mail server

integration, so that automated mail and SMS can be sent to concerning PEB officials and

test centre duty personal with respect to exam arrangement activities.

10. System should also generate detailed Test Center plan/reports.

3.1.5 Test Admit Card Generation

1. System should generate candidate roll numbers on random basis and follow predefined

rule sets.

2. System should automatically allocate test centers to the students as per their city

preference and seating capacity of each such center selected for the exam.

3. System should also have a dedicated web interface from where, the candidates can

download their Test Admit Cards after necessary authorization. This authorization can

be done in following manner:

By sending a URL at the email of Candidate.

By asking application form number and date of birth of candidate.

By sending One Time Password (OTP) on mobile number through SMS.


Page 10 of 37

4. System should have provision for sending SMSes alerts to the candidates about their

Test Admit Card, so that they can download same from PEB Website.

3.1.6 Answer Sheet Scanning

After conducting exams successfully in various Test Centers, the PEB receives Answer Sheets

back to Bhopal headquarter in sealed envelopes along with attendance records and other

reports. Sealed envelopes of Answer Sheets are opened in presence of Observers appointed

for scanning of Answer Sheets. In close supervision of Observers, PEB staff scans Answer

Sheet. OMR Sheet scanners generate a simple text files (.DAT File) that comprises candidate

roll number, question paper reference code, question number, answer choice code, etc.

Scanning is done twice with high resolution settings and low resolutions settings. Test Files

generated from both the scanning methods i.e. High and Low Resolution, are compared to

identify discrepancies/mismatch, if any. In case discrepancies, PEB manually check and feed

answer choice in the system. In order to automate the Answer Sheet Scanning process, the

system should have following provisions:

1. System should have a dedicated interface to automate OMR scanning function. This

interface should be accessible only after PKI based authentication and log should be

maintained for each and every action performed using this interface.

2. After authentication, the system should provide an interface for loading both (High and

Low resolution) the text files (.dat files) from server under respective exam event and

create hash codes of both the files. These hash codes will automatically be stored in a

secured repository.

3. Systems should convert the text files in data sets of predefined format and compare

each answer and each candidate to identify discrepancies.

4. In case of discrepancies, the system should update the log with discrepancies and

provide an interface for manual feeding mismatch values. Manually fed values should be

recorded in log properly. Manual feed should be enabled only for those

questions/answers where mismatch is found. Rest of the questions/answers should

remain disabled.

5. After completion of manual feeding, the system should again generate hash codes of

final records and store in secured repository.

6. System should also encrypt final records using public key of appropriate authority, so

that it cannot be accessed without permission of appropriated authority.


Page 11 of 37

3.1.7 Result Preparation

PEB prepares result by matching answers with the Answer Key provided concerned

authorities. After preparing result, PEB uploads result on it's website. The system should

have following features to automate this process:

1. System should provide a dedication interface for recording Answer Key. This interface

should be accessible only after PKI based authentication. After recording Answer Key,

system should automatically crate a hash coded of Answer Key record and store same in

secured repository.

2. System should also encrypt Answer Key values using public key of appropriate authority,

so that it cannot be accessed without permission of appropriate authority.

3. System should provide a dedicated interface to initiate the process of matching Answer

records of each candidate with Answer key for result preparation. This interface should

also be accessible only after proper PKI based authentication. After matching Answer

records of each candidate with Answer key, the system should prepare result dataset.

Hash code of result dataset should immediately be generated by system and stored in

secured repository.

4. System should also provide a web interface for publishing result on PEB Website.

5. System should send email and SMS alerts to all the candidates immediately after

publishing result.

6. System should also generate analytical reports after result publication. These analytical

reports may like, state/city/category/subject wise ranking, question that have been

answered incorrectly by most of the candidates, etc.

3.1.8 Question Authoring Tool

PEB designs question papers for various exams. These question papers usually comprises

multiple choice questions (MCQ). PEB engages various subject experts to develop multiple

choice questions. In order to support this function, following features are required:

7. System should provide question authoring interface for creating MCQs. This interface

should be accessible after proper authentication.

8. MCQ interface should support text and pictures both as question or answer choice

content. This will be required for reasoning or mathematical equation based question

answers.

9. System should also have a dedicated interface for Question review at multiple levels

before including questions in questions paper.


Page 12 of 37

10. System should have provision for question categorization in terms of subject, difficulty

level, etc.

11. System should have provision for preparing questions paper by selecting question on

random basis under pre-defined rule sets.

12. System should have provision for storing all the questions as question bank in highly

secured environment.

3.2 Implementation Timelines

SN Activity/Task/ Milestones Time to Completion (in Weeks**)

1 Project Start T

2 Requirement Gathering and Planning T+1

3 Submission of FRS and SRS Document T+3

4 Submission of Hardware/networking requirement T+3

5 Application Development T+7

6 User Acceptance Testing. T+8

7 STQC Certification initiated T+10

8 Training T+10

9 Security Testing by Cert-in empanelled Agency. T+11

10 Application Hosting in SDC and System Go-Live T+12

**‘T’ refers to project start date. This should be within 1 week of signing of Agreement.

O&M Phase will start from the date of Go-Live Date and will last for 3 Years.

Above timelines are mentioned for Service Provider Agency to perform various activities

under given milestones. Time taken by PEB for evaluation and approval of deliverables will

be excluded from above timelines.

3.3 Application Development Once the SRS is submitted and signed-off by PEB, the SPA will deploy a team of experienced

personnel for application development. Application development must be documented in

detail and the code/script should be properly annotated with comments etc. SPA must

supply the application, data structure and related software, integration tools, along with the

source code and describing the process to be followed for installing and operating the same.

Application development methodology should be defined in a way that ensures involvement

of users in the development process.


Page 13 of 37

3.4 Security Provisions Since PEB deals with highly confidential datasets, a strong and comprehensive information

security system based on leading standards such as ISO 27001 and guidelines from

Department of Information Technology (DIT) would need to be implemented. Information

within the system should be classified as Public, Confidential and Restricted. Access to the

information should be provided based on the classification of the information. Data owners

should nominate appropriate information classification on their data and should review

information classification periodically to determine if current classification levels are valid.

1. The system should have provision for preventing unauthorized access and damage to

information resources.

2. The system should be accessible only after approval from application owner and the

competent authorities.

3. The access should be on a role basis rather than designation.

4. The access control system should cover:

Identification

Authentication

Authorization and Access Control

Administration

Audit

5. The system should be compliant with PKI and at all the level, confidential data should be

encrypted using composite public keys of at least 2 PEB authorities.

6. The system should maintain a highly secured data repository for storing hash values of

datasets generated at various levels as well as archiving permanent examination records

after completion of examination process.

7. The system should be able to maintain access control mechanisms, data security and

audit trails to ensure that databases are not tampered or modified by unauthorized

users. The following measures should be complied for security:

8. Build a complete audit trail of all transactions (add, update and delete) using transaction

log reports, so that errors in data, intentional or otherwise, can be traced and reversed.

9. Alert through SMS and emails should be sent to the Chairman, Director and Jt. Controller

for system database tampering.

10. The most appropriate level of security commensurate with the value to that function for

which it is deployed must be chosen

11. Access Controls must be provided to ensure that the databases are not tampered or


Page 14 of 37

modified by the system operators.

12. Implement data security to allow for changes in technology and business needs.

3.5 Testing

1. All recommend levels of testing shall be conducted at appropriate sites. Testing must

demonstrate that the Application Software:

1.1. Satisfy the technical performance requirements and system functional

requirements.

1.2. Perform according to detailed functional requirements

1.3. Satisfy the operational and technical performance criteria

1.4. Provide right information to each user group or provide the efficient system

navigation to process various queries or process transactions

2. The SPA must undertake the following:

2.1. Outline the methodology that will be used for testing the system

2.2. Define the various levels or types of testing that will be performed for system

2.3. Provide necessary checklist/documentation that will be required for testing the

system

2.4. Describe any technique that will be used for testing the system

2.5. Describe how the testing methodology will confirm to requirements of each of the

functionalities.

2.6. Indicate how one will demonstrate to PEB that all applications installed in the

system have been tested

3. Competent Authority from PEB shall issue installation completion certificate to SPA after

successful installation.

4. The PEB will form different user groups which shall be headed by a competent officer

appointed by PEB for the UAT. These user groups would test the application for the

functionality, reliability and all other related tests. Once the users are completely

satisfied with the application, SPA should take a formal sign off from the competent

officer appointed by PEB for acceptance of each module. Based on the sign off and user

feedback, PEB would issue UAT certification.


Page 15 of 37

3.6 Audit & Certification (Name of the Certificate)

1. PEB will undertake an exercise of Audit and Certification of the Application through

Standardisation Testing and Quality Certification (STQC), as soon as the SPA declares the

completion of application development and testing. STQC Directorate is an attached

office of the Department of Electronics and Information Technology, Government of

India, that provides quality assurance services in the area of Electronics and IT through

countrywide network of laboratories and centres. Apart from this, a third party

certification (Security) is also required for application/web portal hosting in State Data

Centre. The following methodology will be adopted by the SPA:

1.1. PEB shall nominate STQC for conducting audit and certification, upon intimation by

the SPA that the system implementation is complete. PEB will bear the cost of STQC

certification and payment will directly be made to STQC by PEB.

1.2. The system shall also be audited through a CERT-in empanelled agency for security

audit. This security audit is essential for application hosting in State Data Centre.

Cost of security audit will born by SPA.

1.3. The STQC shall establish appropriate processes for notifying the SPA of any

deviations from the norms, standards or guidelines at the earliest instance, after

noticing the same, to enable the SPA to take corrective action.

3.7 Application Training

SPA will prepare a comprehensive training plan to conduct training programmes and to

assess the efficacy of the imparted training. The list of training interventions, number of

users to be trained, number of batches, duration and frequency of such trainings for the

stakeholder group are mentioned below. The SPA shall be required to prepare a

comprehensive Training Plan and sign-off same with PEB. The SPA will be responsible for

providing these trainings, Training material / kits and teaching aids. In order to implement

the application software effectively, PEB would require two types of trainings i.e. Technical

Training and Application User Training. Detail of these trainings is as follows:

3.7.1 Technical Training

The technical trainings are dependent upon the technology finalized and the

implementation plan for the same. Technical Training shall mainly be imparted to enable

PEB officials/technical staff to effectively monitor the application system, services levels,

maintenance schedule, backup, user privileges, system logs, etc.


Page 16 of 37

3.7.2 Core Application Training for Operational Level Staff

This training is for operational staff to enable them posting the data to applications and use

the software effectively. SPA should ensure that the knowledge transfer to the PEB Staff

happens effectively post training, during the project implementation and maintenance

phase as well.

3.7.3 Indicative List of Trainings

Sr. No

Trainings Duration User Details No. of users for training

No. of batches

1 Technical training on Application Maintenance, User Management, Maintenance, Network troubleshooting, Backup & Restore, Data digitization handholding, SLA Monitoring, etc.

2 Days PEB Technical staff

10 1

2 Core Application Training 1 Day PEB Application User staff

30 2

1. Training material / kits to be used in trainings, should be proposed in the bid, and the

same should be arranged by the SPA during training provision.

2. Training delivery will be conducted at offices / sites as per the convenience of PEB. This

will happen in logically made groups of attendees and will be finalized by the SPA in

consultation with the PEB.

3. SPA should ensure that the knowledge transfer to the staff at PEB happens effectively

post training, during the project implementation and maintenance phase as well.

3.8 Application Hosting and Go-Live

1. The Application shall work on centralized architecture, in which application and

database, both shall be hosted on central servers in State Data Centre. This application

will be accessible using back-office Web Portal by PEB using SWAN network. The

application will be hosted in State Data Centre on Co-Hosting Basis, in which SDC will

provide the entire required infrastructure such as servers, operating system, database,

SWAN and internet connectivity etc. The SDC will also provide all the common services

and managed services for better online monitoring of systems/applications, Disaster

Recovery Centre facility, EMS/NMS services, etc. by highly skilled manpower round the

clock using EMS tools. Bidders should carefully study SDC offerings on

www.mpsdc.gov.in.

2. The SPA shall interact with SDC team to understand the SDC's pre-requisites for

deployment of application and develop the application in such a way that it is acceptable

to SDC and complies with the standards prescribed for the State Data Centre. SPA will be

http://www.mpsdc.gov.in/


Page 17 of 37

required migrate, deploy, test and maintain PEB Application remotely with the help of

VPN connectivity service provided by SDC.

3. The cost of Application Hosting in SDC on co-hosting model (if any or arise in future), will

be paid by PEB directly to MPSDC. Bidders should not include any such cost in

commercial bid.

3.9 Maintenance Support, Change Request and Concurrent Updates

1. During the comprehensive warranty period (3 years), the bidder will provide all

product(s) and documentation updates, patches/ fixes, and version upgrades within 15

days of their availability/release date and should carry out installation and make

operational the same at no additional cost to PEB. Such activity would have to be

planned by bidder in such way that the same results in zero down time for users i.e.

ideally to be completed during off business hours). Bidder has and will have all necessary

licenses, approvals, consents of third Parties/principle manufacturers and all necessary

technology, hardware and software to enable it to provide the solution.

2. Intellectual property in anything developed by the SPA specifically and exclusively for

PEB, and based on the information or data owned by PEB, shall vest with PEB. The

successful bidder would hand over the entire solution as developed/customized for PEB.

A detailed migration plan would be submitted by the successful bidder in this regard to

PEB at least 3 months before the completion of operation & maintenance period.

3.10 Data and Information Security Requirements 1. Since PEB deals with the highly confidential datasets, it shall be a paramount

responsibility of SPA to maintain confidentiality of data. Hence, a strong and

comprehensive information security policy based on leading standards such as ISO

27001 and guidelines from Department of Information Technology (DIT) would need to

be defined and implemented by the SPA. The same should be approved by PEB and must

be adhered by SPA at all times during the currency of the contract. At the minimum the

policy should define the following guidelines:

3.10.1 Information Classification

1. Information within the system should be classified as Public, Confidential and Restricted

2. Access to the information should be provided based on the classification of the

information. Data owners should nominate appropriate information classification on

their data and should review information classification periodically to determine if

current classification levels are valid.


Page 18 of 37

3.10.2 Human Resource Security

1. Background check should be performed on all individuals for whom access to the system

is requested. Access should be revoked when a user leaves the organization or does not

require access to the application.

2. Any personnel who becomes aware of any loss, compromise, or possible compromise of

information, or any other incident which has information security implications, will

immediately report the incident to the designated IT in-charge.

3. Any personnel found violating the IS policy, would be penalized.

3.10.3 Physical and environmental security

1. All information storage media (e.g. hard disks, pen drive, floppy disks, magnetic tapes and CD-ROMs) containing sensitive or confidential data will be physically secured, when not in use.

2. Security inspections should be made periodically.

3.10.4 Communications and operations management

1. All operations performed by third parties should be monitored periodically.

2. Backup of all critical data should be taken periodically.

3.10.5 Access control

1. Access to the application should be given only after approval from application owner

and the competent authority.

2. The access should be on a role basis rather than designation.

3. The access control policy should cover:

Identification

Authentication

Authorization and Access Control

Administration

Audit

4 Instructions to Bidders

4.1 General instructions

1. While every effort has been made to provide comprehensive and accurate background

information and requirements and specifications, Bidders must form their own


Page 19 of 37

conclusions about the solution needed to meet the requirements. Bidders and recipients

of this Tender may wish to consult their own legal advisers in relation to this Tender.

2. All information supplied by Bidders shall be treated as contractually binding on the

Bidders. On successful award of the assignment by PEB, the same information shall be

the basis of the contract.

3. This Tender supersedes and replaces any previous public documentation &

communications, and Bidders should place no reliance on such communications.

4. MAP_IT reserves the right to postpone or cancel a scheduled Tender opening at any

time.

5. The Tender would be led only by the bidder to whom the Tender document fee receipt

has been issued and cannot be transferred to any other entity.

6. Each bidder shall submit only one Proposal. The bidder who submits more than one

Proposal will be disqualified.

4.2 Proposal Preparation Bidder is expected to examine all instructions, forms, terms and requirements in the RFP

document and prepare the proposal accordingly. Failure to furnish all information required

by the RFP document or submission of a proposal not substantially responsive to the RFP

document in every respect may result in the rejection of proposal. The proposals should be

submitted in two parts as mentioned in the following sections:-

4.2.1 Pre Qualification (PQ) and Technical Proposal

Along with other documents, following documents shall be a part of PQ and Technical

Proposals:-

1. Bid Form on the bidder’s letter-head as per Annexure 1.

2. EMD in the form of a Demand Draft issued by a Scheduled/ Nationalized Bank in favour

of MAP IT payable at Bhopal.

3. An authorization letter for granting authority to the person for signing the proposal.

4. Bidder/Company Profile as per Annexure 2 and Projects completed as per Annexure 3

and Annexure 4.

5. Certificate of Incorporation if any or relevant registration documents.

6. Audited annual financial results (balance sheet and profit & loss statements) of the

bidder for the last three financial years.

7. Client Reference list (similar domain as per the requirements in this RFP).


Page 20 of 37

8. Undertaking for not being blacklisted by any State / Central Govt. by the bidder.

9. Permanent Account Number (PAN) from Income Tax authorities of bidder along with

certified photocopy.

10. Service Tax and VAT Details of bidder.

11. Copy of CMMI Level 3 or above certificate.

12. Other documents as mentioned in the Eligibility Criteria section of this document.

4.2.2 Commercial Proposal

The commercial proposals should be submitted as per the format of Commercial Bid as per

Annexure 5.

4.3 Bid Security (EMD) & Security Deposit 1. The bidder shall furnish a bid security (EMD) of Rs. 1,00,000/- (Rs. One lac only)

2. The Bid Security (EMD) shall be in Indian Rupees and shall be in form Demand Draft,

issued by a Scheduled / Nationalized Bank in India, in favour of MAP IT payable at

Bhopal.

3. The EMD shall be valid for at least 80 days from the date of submission of proposal. No

interest shall be payable on Bid Security under any circumstances.

4. Unsuccessful Bidder’s Bid security shall be discharged or returned within 60 (sixty) days

of expiration of the period of proposal validity prescribed by the MAP_IT or after

awarding tender to successful Bidder.

5. The successful Bidder’s EMD shall be discharged upon the signing of agreement by the

Bidder.

6. The Bid security will be forfeited at the discretion of MAP_IT on account of one or more

of the following reasons:

6.1. The Bidder withdraws its Proposal during the period of proposal validity

6.2. Bidder does not respond to requests for clarification of its proposal

6.3. In case of a successful Bidder, the said Bidder fails-to sign the Agreement in time.

7. The bidder have to submit the Performance Security/Security deposit @10% of the total

value of contract in the form of Bank Guarantee or DD shall be valid for a period of 3

months beyond the date of completion of all contractual obligations of successful

bidder.

8. After the completion of all contractual obligations, security deposit should be returned

to the successful bidder within 60 days.


Page 21 of 37

4.4 Compliance & Completeness of Response Bidders are advised to study all instructions, forms, terms, requirements and other

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

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

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

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

substantially responsive to the RFP documents in every respect will be at the bidder's risk

and may result in rejection of its bid proposal and forfeiture of the bid EMD. The RFP

Document is not transferable to any other bidder.

4.5 Bid Submission

1. Bids must be direct, concise, and complete. All information not directly relevant to this

RFP should be omitted. Purchaser shall evaluate the bid based on its clarity and the

correctness of its response to the requirements of the project as outlined in this RFP.

2. The bids shall be submitted online on https://www.mpeproc.gov.in/ as per the formats

given below

4.5.1 FORMAT OF SUBMISSION

1. EN1 EMD (Offline submission):

An envelope containing EMD is to be super scribed as “EMD for Automation of OMR

Based Examination Process in PEB” The envelop is to be submitted physically at MAP_IT

office, State IT center, 47-A, Arera Hills, Bhopal, Madhya Pradesh before the time of Bid

opening.

2. EN2 Pre-qualification and Technical Bid (Online Submission):

The PDF file, should be titled as “Pre-qualification and Technical Bid for Automation of

OMR Based Examination Process in PEB” should contain following documents:

a. Copy of Demand Draft being submitted as EMD.

b. Prequalification Documents as required to fulfill eligibility criteria.

c. Annexure – 1 : Bid Form

d. Annexure – 2 : Bidder Profile

e. Annexure – 3 : Experience in Application Development

f. Annexure – 4 : Project Details

g. Proposed Solution:


Page 22 of 37

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

provide the required services outlined in this Bid. It should articulate in detail, as

to how the Bidder’s Technical Solution meets the requirements specified in the

Bid. The Technical Bid must not contain any pricing information. Any information

submitted, additional to the required response should be marked as

‘Supplementary’ and will be furnished as separate section. If the Bidder wishes to

propose additional services (or enhanced levels of services) beyond the scope of

this Bid, the proposal must include a description of such services as a separate

attachment to the Bid. The technical Bid should entail the details of Tasks to be

performed as per detailed scope of work and technical specifications as given in

the Bid covering the following at the minimum (should not be exceeding 100

pages):

Overview of the Proposed Solution that meets the requirements specified in

the Bid

Detail of ready to deploy (after customization) Product, if any.

Operational environment

Implementation methodology, project plan and implementation schedule

Project team structure, size and capability (Total Staffing plan including

numbers)

Quality standards and assurance process to be followed

Risk Identification/Mitigation Strategies

Training & Change Management Strategies

Key Deliverables (along with example deliverables, where possible).

Bidders are advised to describe proposed solution on above points in detail.

Incomplete or poorly described technical proposal will be considered as

irresponsive bid submission and may lead to disqualification. MAP_IT reserves

the right to take appropriate action in this regard.

EN-03 Financial Bid:

The PDF file titled as “Financial Bid - Automation of OMR Based Examination Process in

PEB” has to be uploaded electronically and would include Annexure – 5. Prices shall be

quoted entirely in Indian Rupees and must separately indicate all applicable taxes and

levies. In case of discrepancy between amount given in words and figures, the details

given in words shall prevail.


Page 23 of 37

5 Bid Evaluation

5.1 Bid Evaluation Committee The bid evaluation committee constituted by MAP_IT shall evaluate the tenders. The

decision of the bid evaluation committee in the evaluation of the Technical and Commercial

bids shall be final. No correspondence will be entertained outside the process of

negotiation/ discussion with the committee.

5.2 Overall Evaluation

1. Bid evaluation committee will evaluate and compare the bids determined to be

substantially responsive. It is bid evaluation committee’s intent to select the proposal

that is most responsive to the project needs and each proposal will be evaluated using

the criteria and process outlined in this section.

2. Technical bids shall be examined by the bid evaluation committee with respect to

compliance, completeness and suitability of the proposal to the project and only the

bids which are in compliance to the requirements mentioned in the RFP shall be

considered as technically qualified.

3. Total bid evaluation: Only the commercial bids of those bidders qualified in the technical

evaluation shall be opened. Commercial bids of the other bidders will not be opened.

4. The evaluation shall be strictly based on the information and supporting documents

provided by the bidders. It is the responsibility of the bidders to provide all supporting

documents as listed in Forms necessary to fulfil the mandatory eligibility criteria.

5.3 Evaluation of Pre-Qualification and Technical Proposals

1. Pre - qualification bid documentation shall be evaluated as under:

1.1. The evaluation committee will check if the bidder has deposited the EMD along with

the Technical Proposal and the same are found to be in order.

1.2. The documentation furnished by the bidder will be examined prima facie to see if

the Company’s capacity, skill base and other Bidder attributes as claimed therein

are consistent with the needs of this project.

1.3. MAP_IT may ask bidder(s) for additional information, and/or arrange discussions

with their professional, technical faculties to verify claims made in bid

documentation. If the bidder fails to submit the additional supporting documents,

the PQ bid shall be rejected.

1.4. The bidders’ technical solution proposed in the bid document shall be evaluated as

per the requirements specified in the RFP and adopting the evaluation criteria spelt

out in this document. The Bidders are required to submit all required

documentation in support of the evaluation criteria specified (e.g. detailed project


Page 24 of 37

citations and completion certificates, client contact information for verification,

profiles of project resources and all others) as required for technical evaluation.

2. Bidder is required to submit documentary proof of either Purchase Order/Agreement/

Completion Certificates, detailing Scope of Work, Timelines, etc. or relevant documents.

MAP_IT reserves the right to take the decisions of whose commercial bids are to be

opened.

5.4 Commercial Proposal Evaluation

1. The Commercial Bids will be opened, in the presence of Bidders’ representatives

(Maximum two for each bidder). The Bidder’s representatives who are present shall sign

a register evidencing their attendance.

2. The Commercial Bid of only technically qualified bidders will be opened. Those

technically qualified bidders shall be termed as Substantially Responsive. The decision of

the MAP_IT in this regard shall be final.

3. The ranking of bidders shall be decided on the basis of bid value as quoted by the bidder

and most economical option (lowest quote) will be considered as L1/ successful bidder.

4. The name of Bidder, Bid Prices, Discount, etc. will be announced at the meeting.

5.5 Selection of Bidder MAP_IT has been entrusted by PEB to conduct entire selection process. After successful

evaluation of bids, MAP_IT (through its bid evaluation committee) will identify best suitable

proposal/bid and forward same to PEB with necessary recommendations. MAP_IT will also

assist in drafting service agreement to be signed between selected bidder and PEB.

Notification of award will be issued by PEB to the successful bidder.

5.6 Notification of Award to the Bidder Before the expiry of the period of validity of the proposal, the PEB shall notify the successful

Bidder in writing by registered letter or by fax, that its bid has been accepted. The Bidder

shall acknowledge in writing receipt of the notification of award and will send his

acceptance to enter into agreement within seven (7) days.

5.7 Award of Contract Contract will be awarded by PEB to the responsive Bidder whose Bid conforms to the

requirements and represents the best value to the project, price and other factors

considered.

5.8 Signing of Contract The signing of agreement will amount to award of contract and bidder will initiate the

execution of the work as specified in the contract/agreement. If the bidder refuses to accept

the award within one week and disinclines / or neglects the signing the contract agreement


Page 25 of 37

and does not offer to sign the agreement immediately after one week of receipt of letter of

intent and does not sign the contract agreement within a fortnight, the MAP_IT may forfeit

the bid security of the bidder.

5.9 Discharge of Bid Security: Upon the successful signing of the agreement, MAP_IT shall promptly request the Bidder to

provide performance security. On receipt of the performance security, the bid security will

be released.

5.10 Performance Security

1. Within 21 days of notification of award, the Selected Bidder shall furnish performance

security equal to 10% of bid value, valid up to 3 months after the date of completion of

the project term that includes 3 years maintenance period after ‘Go Live’ of the project.

2. The proceeds of the performance security shall be payable to the PEB as compensation

for any loss(es) resulting from the failure of the Bidder to meet out its obligations under

the Contract.

3. The performance security shall be furnished in the form of an unconditional and

irrevocable and Bank Guarantee/DD for Contract Performance of the sum equivalent to

10% of the contract value in a form and manner acceptable to the PEB which would

remain valid until such time and be renewable as may be stipulated by the PEB.

4. The Performance Security will be discharged by the PEB and returned to the Bidder not

later than 60 days following the date of completion of the Bidder's performance

obligations, as mentioned in the bid document.

6 Penalties for delay in Implementation If the SPA fails to complete any milestone within the time period (s) specified in this RFP,

PEB may without prejudice to its other remedies under the Agreement, levy as Penalties, a

sum equivalent to 0.25% of the total project cost, for each week or part thereof of delay,

until actual delivery of performance. This penalty will be capped for maximum 8 weeks after

which, PEB may terminate the Agreement. Project delay, caused on account of STQC

Certification or SDC Co-hosting services, will be excluded from the calculation of duration for

Penalty. In any case the penalties shall not exceed 10% of the total project cost furnished by

the bidder.

7 Payment Payment shall be made against Invoices duly certified by PEB official and verification of data.

Data for the relevant period shall be submitted in a CD, along with the Invoice. All taxes

deductible at source, if any, at the time of release of payments, shall be deducted at source


Page 26 of 37

as per current rate while making any payment. Payment would be made as per the following

schedule:-

% of Total Contract

Value Milestones

10% After submission of SRS/FRS by SPA and approval of same by PEB

30% After Successful completion of UAT.

30% After Go Live

30% Amount would be paid for 3 years Maintenance & Support services in 3 equal yearly instalments (would start from the end of first year of Go Live Certificate).


Page 27 of 37

8 Annexure – 1 : Bid Form Date: [insert: date of bid]

To:

The Additional CEO,

MAP_IT (Madhya Pradesh Agency for Promotion of Information Technology)

State IT Center, 47-A Arera Hills, Bhopal (M.P)

(Dept. of IT, Govt. of M.P.)

Dear Sir,

1. Having examined the Bidding Documents, the receipt of which is hereby

acknowledged, we, the undersigned, submit deliverables in full conformity

with the said Bidding Documents.

2. We undertake, if our bid is accepted, to commence work as per the schedule

and to achieve the Acceptance within the respective times stated in the

Bidding Documents.

3. We have read the provisions of bid & confirm that these are acceptable to us.

4. We further declare that bid is unconditional.

5. We undertake, if our bid is accepted, to commence the work as per the

schedule immediately upon signing of the Agreement by both parties, and to

achieve Completion within the time stated in the Bidding Documents.

6. If our bid is accepted, we undertake to provide a Performance Security in the

form and amounts, and within the times specified in the Bidding Documents.

7. We undertake that, in competing for (and, if the award is made to us, in

executing) the above assignment, we will strictly observe the laws against

fraud and corruption in force in India.

8. Until the formal final Contract is prepared and executed between us, this bid,

together with your written acceptance of the bid and your notification of

award, shall constitute a binding contract between us.

Dated this [insert: number] day of [insert: month], [insert: year]

Signed:

In the capacity of [insert: title of position]

Duly authorized to sign this bid for and on behalf of [insert: name of Bidder]


Page 28 of 37

9 Annexure -2 : Bidder Profile

S/N Particulars Response

1 Company Name

2 Date of incorporation

3 Company Head Office Address

4 Registered office address

5 Contact person Name

6 Address

7 Telephone no.

8 Mobile No.

9 Fax No.

10 e-mail ID

11 Number of year experience in implementation of Application Software solution.

12 Whether company has been blacklisted for service deficiency in last 3 years. If yes, details thereof.

13 Turnover for Financial Years 2011-12



16 Any Quality Certifications obtained (ISO/CMM etc.). Submit details.

17 Size of the Application Software development team.

18 Number of entities where the latest version is already running live.

19 Implementation of the latest version having largest user base – give name of organisation and number of users.

20 No of implementation and support staff available for the offered Application Software solution


Page 29 of 37

10 Annexure – 3 : Experience in Application Development Submit following details separately for each of the implementation site (one duly filled

format for each client).


1 Application Software product name and year of development

2 Latest version no released

3 Whether Solution offered is integrated single solution covering all the modules as given in scope & objective section of this RFP.

4 Submit detailed functionalities and features of the offered Application Software along with schematic diagrams.

5 Submit Access control administration and security features of the Application Software solution.

6 Submit typical bandwidth requirements in deployment of Application Software solution.

7 OS (Operating system) & DB ( database) and Front end development kit versions supported

8 Technology ( Architecture) - Open source, Microsoft/custom built


Page 30 of 37

11 Annexure – 4 : Project Details

Submit following details separately for each of the implementation site (one duly filled

format for each client).


1

Organization in India where the Application Software solution is already implemented by the bidder & running successfully for last 6 months – supported by letters from clients

2 Address of a contact person at above Organization

3 Name

4 Designation

5 Mobile No

6 Email

7 Contract date

8 Number of users

9 Time taken for implementation of the solution from the date of Purchase Order / signing of contract

10 Whether the scope for this engagement covered all the modules indicated in Scope of this RFP. If not, list the modules implemented.

11 Hardware / OS platform on which implemented.

12 Whether supply and installation of hardware was also included in the scope of the work.


Page 31 of 37

12 Annexure- 5 : Commercial Bid Format (This format must be kept in a separate sealed cover)

Name of the Bidder :

Name of the Project: Date: [ insert: date of bid ]

To: The Additional CEO, MAP_IT (Madhya Pradesh Agency for Promotion of Information Technology) State IT Center, 47-A Arera Hills, Bhopal (M.P) (Dept. of IT, Govt. of M.P.)

Dear Sir,

Having examined the Tender Document, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to implement the Application Software for OMR Based Exam Process Automation in PEB. To meet such requirements and to provide services as set out in the tender document, we herewith submit our quotation, summarizing our commercial proposal as under:

Particulars Amount in Rs.

Designing, Development, Installation, Implementation and Maintenance of Application Software for Automation of OMR Based Examination Process as per scope of work (A)

Add: Service Tax or any other taxes (if any) (B)

Grand Total (A+B)

Grand Total (in words)

Terms:-

1. The Prices mentioned above are inclusive of all taxes. 2. Price shall remain fixed for the entire contract period.

Place: Bidder’s signature with seal

Date :