request for proposal (rfp) - map_it · pdf fileall information contained in this request for...

REQUEST FOR PROPOSAL (RFP)

for

Exam Process Automation System in Professional Examination Board

MAP_IT Madhya Pradesh Agency for Promotion of Information Technology

Department of Science & Technology, Govt. of Madhya Pradesh

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

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

Website: www.mapit.gov.in

Dated: 30th

September 2014

NIT No. MAPIT/RFP/VYAPAM/05

RFP for Implementation of Exam Process Automation System

Request for Proposal (RFP) Notice

“RFP for Implementation of Exam Process Automation System

in Professional Examination Board (Vyapam), Bhopal”

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

seeks bid proposals from reputed and experienced agencies to participate in competitive

bidding for Implementation of Exam Process Automation System in Professional

Examination Board (VYAPAM), MP. 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–procurement latest by 27 October 2014 till 05:30 PM on e-

Procurement Portal (www.mpeproc.gov.in). Bidders are required to pay Rs. 5000 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, PEB 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.


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

IA Implementation Agency

FRS Functional Requirements Specification

PQ Pre Qualification

PBG Performance Bank Guarantee

VYAPAM Vyavsaayik Pareeksha Mandal (PEB)


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

1.1 Definitions ............................................................................................................................... 1 1.2 About PEB ............................................................................................................................... 2

1.2.1 Entrances Tests/Exams ............................................................................................ 2 1.2.2 Recruitment Tests/Exams ........................................................................................ 3

1.3 Process of conducting exams in brief ..................................................................................... 3 1.4 Objectives................................................................................................................................ 4 1.5 About MAP_IT ......................................................................................................................... 4 1.6 Time Schedule of various Tender related events ................................................................... 4 1.7 Pre-Bid Meeting ...................................................................................................................... 5 1.8 Address for Communication ................................................................................................... 5

2 Pre-Qualification Criteria ................................................................................................................ 5 3 Scope of Work ................................................................................................................................. 6

3.1 System Study and Requirement Gathering ............................................................................. 7 3.2 Examination Management Operations ................................................................................... 7

3.2.1 Exam Event Creation ................................................................................................ 7 3.2.2 Application Receiving using MPOnline Portal .......................................................... 8 3.2.3 Application Data Validation ..................................................................................... 8 3.2.4 Test Centre Planning ................................................................................................ 8 3.2.5 Test Admit Card Generation .................................................................................. 10 3.2.6 Question Paper Management ................................................................................ 10 3.2.7 Question Authoring Tool ........................................................................................ 11 3.2.8 Test Management .................................................................................................. 11 3.2.9 Data Import OMR from Sheet Scanning Output .................................................... 11 3.2.10 Result Preparation ................................................................................................. 12

3.3 Implementation Timelines .................................................................................................... 13 3.4 Application Development ..................................................................................................... 14 3.5 Security Provisions ................................................................................................................ 14 3.6 Testing ................................................................................................................................... 15 3.7 Audit & Certification ............................................................................................................. 16 3.8 Application Training .............................................................................................................. 16

3.8.1 Technical Training .................................................................................................. 17 3.8.2 Core Application Training for Operational Level Staff ........................................... 17 3.8.3 Indicative List of Trainings ...................................................................................... 17

3.9 Application Hosting and Go-Live ........................................................................................... 18 3.10 Maintenance Support, Change Request and Concurrent Updates....................................... 18 3.11 Exit Management .................................................................................................................. 20 3.12 Data and Information Security Requirements ...................................................................... 20

3.12.1 Information Classification ...................................................................................... 20 3.12.2 Human Resource Security ...................................................................................... 21 3.12.3 Physical and environmental security ..................................................................... 21 3.12.4 Communications and operations management .................................................... 21 3.12.5 Access control ........................................................................................................ 21

4 Instructions to Bidders .................................................................................................................. 22 4.1 General instructions .............................................................................................................. 22 4.2 Proposal Preparation ............................................................................................................ 22

4.2.1 Pre Qualification (PQ) Bid ...................................................................................... 22 4.2.2 Technical Proposal ................................................................................................. 23


4.2.3 Commercial Proposal ............................................................................................. 23 4.3 Bid Security (EMD) & Security Deposit ................................................................................. 24 4.4 Compliance & Completeness of Response ........................................................................... 24 4.5 Amendment of Bid Document .............................................................................................. 25 4.6 Language of Bids ................................................................................................................... 25 4.7 Bid Prices ............................................................................................................................... 25 4.8 Discounts, Levies, Freight, etc. .............................................................................................. 25 4.9 Bid Submission ...................................................................................................................... 25

4.9.1 FORMAT OF SUBMISSION ...................................................................................... 25 4.10 Bid Validity ............................................................................................................................ 27 4.11 MAP_IT’s right to terminate the process .............................................................................. 27 4.12 Disqualification of bids .......................................................................................................... 27 4.13 MAP_IT’s Rights to Accept/Reject any or all Proposals ........................................................ 28

5 Bid Evaluation ................................................................................................................................ 28 5.1 Preliminary examination ....................................................................................................... 29 5.2 Technical Evaluation ............................................................................................................. 30

5.2.1 Criteria for Evaluation and Comparison of Technical Bids ..................................... 31 5.3 Opening & Comparison of Commercial Bids ......................................................................... 32 5.4 Commercial Bid Rejection Criteria ........................................................................................ 33

6 Selection of Bidder ........................................................................................................................ 33 6.1 Notification of Award to the Bidder...................................................................................... 33 6.2 Award of Contract ................................................................................................................. 33 6.3 Signing of Contract ................................................................................................................ 33 6.4 Discharge of Bid Security: ..................................................................................................... 33 6.5 Performance Security ............................................................................................................ 34

7 General Terms and Conditions ...................................................................................................... 34 7.1 Warranty and Maintenance .................................................................................................. 34 7.2 Resolution of Disputes .......................................................................................................... 35 7.3 Termination ........................................................................................................................... 35 7.4 Force Majeure ....................................................................................................................... 35 7.5 Notices .................................................................................................................................. 36 7.6 Penalties for delay in Implementation .................................................................................. 36

8 Payment ........................................................................................................................................ 36 9 Annexure–1 : Bid Covering Letter ................................................................................................. 38 10 Annexure – 2 : Bidder’s Profile ...................................................................................................... 39 11 Annexure – 3: Experience in Application Development for Exam Process Automation ............... 40 12 Annexure – 4 : IT & eGovernance Project Details ......................................................................... 41 13 Annexure – 5 : Commercial Bid Format ........................................................................................ 42 14 Annexure– 6: Format for Pre-bid Query/Suggestion .................................................................... 44 15 Annexure– 7: Bid Security Form .................................................................................................... 45 16 Annexure – 8 : Self-declaration for Non-Blacklisting .................................................................... 46 17 Annexure – 9 : Certificate of Conformity ...................................................................................... 47


Page 1

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,

amend, improved and maintained during project term by the Implementation

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 Implementation

Agency.

“Implementation 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, Department of Technical

Education and Skill Development under Govt. of Madhya Pradesh.

"MAP_IT" Madhya Pradesh Agency for Promotion of Information Technology is a

Society (registered under Society Registration Act 1973) under Department of

Information Technology, Govt. of Madhya Pradesh. MAP_IT has been entrusted by

Professional Examination Board to conduct bidding process.

“MPONLINE” A joint venture of MP State Electronic Development Corporation and

TCS for kiosk and portal based electronic service delivery to the citizens of MP.

“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.


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“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.

“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 About PEB 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:

1.2.1 Entrances Tests/Exams

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


Page 3

1.2.2 Recruitment Tests/Exams

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 20 lakh students/candidates participate in these exams.

1.3 Process of conducting exams in brief 1. 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.

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

departments concerned. This includes detailed information regarding the eligibility

criteria, 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 PEB 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.

3. 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 highest standard of

confidentiality.

4. Question papers for all examinations are MCQ 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.

5. 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.


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6. 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. After receiving application form records from MPOnline, Computer

section issues Test Admit Cards online for examination and process OMR Answer

sheets for result preparation.

1.4 Objectives The Core Objectives of the Project are:

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

1.5 About MAP_IT 1. Madhya Pradesh Agency for Promotion of Information Technology (MAP_IT) is an

agency under Department of Science and 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.

2. MAP_IT has been entrusted to draft this RFP and conduct fair and Transparency

bidding process to select Implementation Agency (IA). Representative of Professional

Examination Board (PEB) will remain in the technical screening and Evaluation

committees. 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 e Mission Team (PeMT) and by providing it's representation in high

level project management committees.

1.6 Time Schedule of various Tender related events

Item Description

Bid calling Date 1st October 2014

Pre-bid Meeting Date, Time and Venue

13th October 2014 at 12:00 PM in Aryabhatt Conference Hall, State IT Centre, Bhopal

Last Date and Time for Bid Submission

27th October 2014 upto 5:30 PM Online on www.mpeproc.gov.in

Opening of Bid 28th October 2014 at 11:30 AM in Aryabhatt



Page 5

Conference Hall, State IT Centre, Bhopal

Technical Bids Opening Date and Time

Would be communicated to shortlisted bidders

Commercial Bid Opening Date and time

Would be communicated to shortlisted bidders

Tender Fee Rs. 5000/-payable online on e-Tendering Portal www.mpeproc.gov.in

Earnest Money Deposit (EMD) Rs. 5.00 Lakh payable offline before opening of bid.

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

EMD Validity Period At least 80 days after Bid Submission in case of DD and 180 days after bid submission in case of Bank Guarantee

Performance Guarantee Value 10% of Contract Value

Performance Guarantee validity period

3 Months beyond the contract period

1.7 Pre-Bid Meeting MAP_IT will host a Pre-Bid Meeting as per the schedule given in this RFP. MAP_IT

encourages all potential bidders to participate this meeting (not more than 2

representatives from each bidder). All those who are interested in bidding can participate in

pre-bid meeting to seek clarification on the RFP terms 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 (it should also be on

mpeproc.gov.in). If there is any corrigendum, same will be published on

www.mpeproc.gov.in also.

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

Chief Executive Officer

MAP_IT,

47-A, State IT Centre,

Arera Hills, Bhopal

2 Pre-Qualification Criteria 1. Bid Proposals in Consortium is not allowed.

2. The Bidder should be a registered Company/Society/Firm duly registered in India

since last 5 (Five) years. Incorporation/Registration certificate along with

MoA/Bylaws (or similar legal document) should be furnished as documentary proof.


mailto:[email protected]

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

http://www.vyapam.nic.in/



Page 6

3. The bidder should have an average annual turnover of Rs. 10 Crores or more 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.

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

Projects in the area of eGovernance for Govt. Agencies. Cost of each such project

should be minimum Rs. 50 Lakh and out of these 3 projects, 1 project should include

“Exam Process Automation System” (similar to the scope of this RFP) for any

reputed Educational Institution, University or any Govt. Agency that conducts

Examination.

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

submit copy of certificate.

6. The bidder should not be black listed in last 5 years 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 1. After performing a Transparent and fair process of selection, a suitable agency shall

be identified and selected as Implementation Agency (IA) for the project. The IA 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.

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

Maintain the application software to automate entire process of conducting exams

in PEB. PEB will access this application software from State Data Center (SDC) 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 5 years after goes live.

3. It shall be over all responsibility of IA 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. IA shall be required to make a fresh assessment of PEB requirements after

winning the bid, prepare FRS/SRS, get it approved by PEB. PEB may also ask

implementation agency to implement some modules on priority and separately on

the basis of feasibility.


Page 7

3.1 System Study and Requirement Gathering 1. A high-level analysis of processes has already been performed and Functional

Requirements as envisaged for this project are described in this document. The IA

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 IA to refine functional requirements as needed during requirement gathering

exercise. The IA shall prepare FRS and SRS documents, for which the IA shall have a

comprehensive discussion with the PEB officials 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 IA will start Application

Development. As per analysis done by PEB following are the functional requirements

for Application Software:

3.2 Examination Management Operations

3.2.1 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


Page 8

authority and detail of user who has made amendments.

3.2.2 Application Receiving using MPOnline Portal

PEB receives applications from candidates online using MPOnline Portal. Candidates 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

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 incase 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.

3.2.3 Application Data Validation

PEB performs manual data validation exercise to check integrity among various critical

parameters as per pre-defined rulesets. 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.

3.2.4 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


Page 9

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:

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.

11. In future PEB will certainly shift towards Computer Adaptive Test system (Online

Examination), where a single exam may be conducted in multiple shifts and questions

randomly picked from dedicated Item Bank. In such case, PEB may require online

interface to the candidates for selecting preferred test centre city and dates. Hence

the system should have following provisions:

a. The system should register all the Test Centers with their location and seating


Page 10

capacity for various exams as per requirement.

b. The system should have provision for manually selecting Test Centers for each

exam.

c. The system should automatically publish the name of the cities where selected

test centers are located and allow students/candidates to select these cities as

their preferred location for taking exam.

d. The 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.

e. The system should allocate test centers in a city on random basis or some

predefined rule sets.

f. The system should also provide the interface to the Test Centre Heads for

providing critical information (like attendance, any discrepancy occurred, basic

statistics (eg no of setwise question papers, UFM candidates, etc) during / post

exam at their centre.

3.2.5 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.

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.

3.2.6 Question Paper Management

1. The system may be required to obtain question sets from various confidential sources

and store them in secured question repository after encryption through a set of public

key of at least 2 officials identified by PEB. In due course of time, the system will be

maintaining master question bank having thousands of questions.


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2. The system may be required to set one question paper by selecting individual

questions from different question sets on random basis. After setting question paper,

the PEB officials will decrypt the question paper using their private keys 3-4 days

before the examination for printing of question paper.

3.2.7 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:

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

should be accessible after proper authentication. (Whether each question will be

typed or the paper submitted by paper setter will directly be uploaded). Alternatively,

are we asking for an interface (for paper setter) to key in the questions. Further,

whether MPONLINE has asked us for the same ?

2. 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.

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

before including questions in questions paper.

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

level, etc.

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

random basis under pre-defined rule sets.

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

secured environment.

3.2.8 Test Management

1. The system should record detail of Exam Coordinator, Observers, Invigilators, etc. for

each city.

2. The system should automatically assign duties of observers and invigilators in different

test centers on random basis and pre-defined rule sets.

3. The system should record information of OMR Answer Sheets along with their serial

numbers in each test centre.

3.2.9 Data Import OMR from Sheet Scanning Output

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


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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.

There may be different formats of generating OMR scanning output for different OMR

Scanners. If PEB replaces OMR scanners, the IA should make necessary provisions in the

application software for reading OMR scanning output of new scanners. 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 checks and feeds

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.

3.2.10 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:


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

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

system should automatically create 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.

3.3 Implementation Timelines

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

1 Project Start T

2 Requirement Gathering and Planning T+2

3 Submission of FRS and SRS Document T+3

4 Submission of Hardware/networking requirement T+3

5 Application Development/Customization T+10

6 User Acceptance Testing. T+12

7 STQC Certification initiated T+13

8 Security Testing by Cert-in empanelled Agency. T+14

9 Training T+16

10 Application Hosting in SDC and System Go-Live T+16

**‘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 5 Years.


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Above timelines are mentioned for Implementation Agency to perform various activities

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

be excluded from above timelines.

3.4 Application Development Once the SRS is submitted and signed-off by PEB, the IA 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. IA 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.

3.5 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.


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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

modified by the system operators.

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

3.6 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 IA 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


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3. Competent Authority from PEB shall issue installation completion certificate to IA 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, IA 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.

3.7 Audit & Certification

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

Standardisation Testing and Quality Certification (STQC), as soon as the IA 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 IA:

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

intimation by the IA 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 IA.

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

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

after noticing the same, to enable the IA to take corrective action.

3.8 Application Training

IA 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 IA shall be required to prepare a comprehensive Training

Plan and sign-off same with PEB. The IA will be responsible for providing these trainings,


Page 17

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:

3.8.1 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.

3.8.2 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. IA should ensure that the knowledge transfer to the PEB Staff

happens effectively post training, during the project implementation and maintenance

phase as well.

3.8.3 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 IA 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 IA

in consultation with the PEB.

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

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

4. PEB may also ask for conducting training sessions twice if required. In such case all

the training arrangements will be made by PEB and IA will have to provide only

trainers for such training sessions.

5. IA will also support in change management activities like conducting user meetings,

workshops, performance recognition, etc. in consultation with PEB during

implementation phase.


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3.9 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 IA 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. IA will be 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 MP State Data Centre (MPSDC). Bidders should not

include any such cost in commercial bid.

3.10 Maintenance Support, Change Request and Concurrent Updates

1. During the comprehensive maintenance period of 5 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 should 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 IA 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.

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


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3. IA will make all changes requested by PEB in the Application Software after Go live

during O&M phase of 5 years. Payment for such changes will be made additionally on

"Man Hour" basis. Rates for 500 Man hours are required to be submitted along with

Commercial bids. Payment will be made separately for actual man hour consumed and

agreed by the Change Control Board (CCB) for Change Request assessment. Following

are procedures related for Change Request Handling:

a. After go-live (during O&M phase), if PEB wants any modification/change in any

feature, interface, function, etc. of the application software, it will raise Change

Request in the format as prescribed by IA.

b. IA will study the Change Request and submit Change Request Handling estimate

including time and efforts in terms of "Man Hours" to PEB.

c. All such Change Request Handling estimates will be discussed and approved by

CCB.

d. Change Control Board (CCB) will be constituted by PEB, in which PEB and IA will

nominate their technical experts having good understanding of the technology

and application development tools used in IA application.

e. IA will present Change Request Handling process and efforts in detail with

relevant part of SRS, DB modules and third party integration need (if any) before

CCB. The CCB will seek justification behind proposed Man Hours by IA. It is duty

of IA representative to satisfy Technical Committee member for its judicious and

genuine estimation of efforts.

f. Decision of CCB for Change Request will be the final for both the parties. If IA is

not satisfied with the decision of Technical Committee, it can raise

representation before Chairman of PEB. All Change Request handling related

issues will be resolved in mutual consent of IA and PEB.

g. IA will put best possible efforts to handle change request in given time and

submit a report on same.

h. PEB will evaluate the change in terms the Change request raised initially and

approve same.

i. After receiving approval from PEB, the IA will raise invoice for the payment as per

rates quoted in the financial bid.

4. IA will provide services of 2 technical resources on full time basis in the office of PEB

for "Application & Database level support" and "Operational Handholding". All the

cost for these resources including Salary, Travelling allowance, Laptop, Data Card, etc.

will be borne by IA. Minimum qualification for "Application & Database level Support"

person/resource would be Bachelor of Engineering with at least 3 years of experience

in the area of application development. IA will involve these resources throughout the


Page 20

application development process, so that they are well aware of the PEB application

architecture, modules and functioning. IA would be required to quote the cost of this

resource separately in commercial bid.

3.11 Exit Management

IA will hand over the entire project asset created during the Implementation for successful

implementation of the project. This process will be initiated 3 months before the ending of

the project contract. In order to align both the parties on transition modalities, IA will

submit a detailed Exit Management Plan before 6 months of the ending date of the

contract. Exit Management Plan will include following but limited to:

1. Detailed inventory of all the assets, IT Infrastructure, source code, its location,

condition, licenses, documents, manuals, etc. created under the Project.

2. Method of Transition including roles and responsibilities of both the parties to

handover and takeover the charge of project regular activities and support system.

3. Proposal for necessary setup or institution structure required at PEB level to

effectively maintain the project after contract ending.

4. Training and handholding of PEB Staff or designated officers for maintenance of

project after contract ending.

PEB will approve this plan after necessary consultation and start preparation for transition.

3.12 Data and Information Security Requirements Since PEB deals with the highly confidential datasets, it shall be a paramount responsibility

of IA 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 IA. The same should be approved by PEB and must be adhered by IA at all times during

the currency of the contract. At the minimum the policy should define the following

guidelines:

3.12.1 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.


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3.12.2 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.

3.12.3 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.

3.12.4 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.

3.12.5 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


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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 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 Three parts as mentioned in the following sections:-

4.2.1 Pre Qualification (PQ) Bid

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

Proposals:

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

2. Scanned Copy EMD in the form of a Demand Draft/ Bank Guarantee issued by a

Scheduled/ Nationalized Bank in favour of “MAP IT” payable at Bhopal. (Original will be

submitted offline in MAP_IT Office before bid opening)


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

Authorization should be in the name of the person, whose digital signature is being used

for submission of bid proposal on eTendering Portal.

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 along with

MoA/Bylaws (or similar legal document).

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

bidder for the last three financial years.

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

last 5 years.

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

certified photocopy.

9. Service Tax and VAT Details of bidder.

10. Copy of valid CMMI Level 3 or above certificate.

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

4.2.2 Technical Proposal

The technical Bid should contain a detailed description of the proposed solution. 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 Technical Bid shall also

contain Bidder’s plan to address the key challenges of the project. Any deviations in the final

deliverables between technical and commercial Bids shall make the proposal as being

unresponsive and may lead to disqualification of the entire Bid. MAP_IT reserves the right to

take appropriate action in this regard.

4.2.3 Commercial Proposal

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

at Annexure 5.


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4.3 Bid Security (EMD) & Security Deposit 1. The bidder shall furnish a bid security (EMD) of Rs. 5,00,000/- (Rs. Five Lacs only)

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

Bank Guarantee, issued by a Scheduled / Nationalized Bank in India, in favour of

MAPIT payable at Bhopal.

3. The EMD shall be valid for at least 80 days from the date of submission of proposal in

case of DD and 180 days in case of Bank Guarantee. 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. No interest would be applicable for Bid

security.

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.

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.


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4.5 Amendment of Bid Document At any time prior to the deadline for submission of bids, MAP_IT for any reason, whether at

its own initiative or in response to a clarification requested by a prospective bidder, may

modify the bid documents by amendment. Any such communication shall be posted on

MAP_IT website www.mapit.gov.in and eTender website www.mpeproc.gov.in and

bidders are requested to visit the website for updates.

4.6 Language of Bids All Proposals, correspondence and documents related to proposals, shall be written in the

English language. Supporting documents and printed literature furnished by the Bidder may

be in another language, provided they are accompanied by an accurate translation of the

relevant passages in English language.

4.7 Bid Prices The bidder shall express their bid prices using the price schedule form provided in the

bidding documents as Annexure 5. All costs and charges related to the bid shall be

expressed in Indian Rupees.

4.8 Discounts, Levies, Freight, etc. The Bidders are informed that discount, if any, should be merged with the quoted prices.

Discount of any type, indicated separately, will not be taken into account for evaluation

purposes. The Bidders should also take into account all levies, freight, insurance etc. The

price quoted should be inclusive of all levies, freight, insurance etc. Freight, levies, etc. of

any type, indicated separately, will not be taken into account for evaluation purposes.

4.9 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

4.9.1 FORMAT OF SUBMISSION

1. EMD (Offline submission):

An envelope containing EMD is to be super scribed as “EMD for Exam Process

Automation System” 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. EN-01 Pre-qualification (Online Submission):


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The PDF file, should be titled as “Pre-qualification Bid for Exam Process Automation in

PEB” should contain following documents:

a. Scanned Copy of Demand Draft being submitted as EMD.

b. Annexure – 1 : Bid Form

c. Annexure – 2 : Bidder Profile

d. Annexure – 3 : Experience in Application Development for EPAS

e. Annexure – 4 : Project Details

f. Annexure – 7 : Bid Security Form

g. Documents as mentioned on clause 4.2.1 Pre Qualification (PQ) Bid

h. Prequalification Documents as required to fulfill eligibility criteria.

3. EN-02 Technical Bid (Online Submission):

The technical Bid should contain a detailed description of the proposed solution. 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. The following are essential components of technical

proposal. (Technical proposal should not have more than 100 pages):

1. Brief about Bidder

2. Understanding of the Project

3. Proposed Solution

a. In case of COTS or ready to deploy solution:

i. Detailed description of solution

ii. Suitability and compliance with PEB requirements

iii. Customization Strategy

iv. Instances of similar usage in other agencies/projects.

v. Benchmarking of the product (if any)

b. In case of Custom built solution

i. Detailed description of development platform.

ii. Application Development Strategy.

iii. Testing Strategy including testing tools and test reports to be shared

with PEB.


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iv. Benchmarking of the platform and tools (if any)

4. Licencing Policies for proprietary products/components of solution (if any)

5. Scalability and Performance Requirements

6. UAT Process

7. Training and Change Management strategy

8. STQC Certification and Security Audit

9. Deliverables and sign-off for Golive

10. SLA Tracking

11. Operation and Maintenance strategy

12. Manpower deployment

13. Risk Identification/Mitigation Strategies

14. Exit Management

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

EN-03 Financial Bid:

The PDF file titled as “Financial Bid - Automation of 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.

4.10 Bid Validity All the bids must be valid for a period of 180 days from the last date of submission of the

RFP for execution of Contract Agreement. However, the quoted rates should be valid for the

initial/ extended period of the contract from the effective date of the Contract Agreement.

No request will be considered for price revision during the contract period.

4.11 MAP_IT’s right to terminate the process MAP_IT may terminate the RFP process at any time and without assigning any reason.

MAP_IT makes no commitments, express or implied, that this process will result in a

business transaction with anyone. This RFP does not constitute an offer by MAP_IT.

4.12 Disqualification of bids MAP_IT may at its sole discretion and at any time during the processing of tender, disqualify

any bidder from the tendering process if the bidder has:

1. Submitted the tender after the prescribed date and time of submission of bids.

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

submitted.


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3. If found to have a record of poor performance such as abandoning works, not properly

completing the contract, inordinately delaying completion, being involved in litigation

or financial failures, etc.

4. Submitted bid document, which is not accompanied by required documentation and

Earnest Money Deposit (EMD) or non-responsiveness.

5. Failed to provide clarifications related thereto, when sought.

6. Conditional bids will be summarily rejected.

7. Applicants who are found to canvass, influence or attempt to influence in any manner

the qualification or selection process, including without limitation, by offering bribes

or other illegal gratification, shall be disqualified from the process at any stage.

4.13 MAP_IT’s Rights to Accept/Reject any or all Proposals MAP_IT reserves the right to accept or reject any proposal, and to annul the bidding process

and reject all bids at any time prior to award of contract, without thereby incurring any

liability to the affected bidder or bidders or any obligation to inform the affected bidder or

bidders of the grounds for MAP_IT’s action.

5 Bid Evaluation

1. Bids will be evaluated by Technical Evaluation Committee and Financial Evaluation

Committee constituted by PEB.

2. The decision of these evaluation committees shall be final. No correspondence will be

entertained outside the process of negotiation/ discussion with the committee.

3. Conditional bids shall be summarily rejected.

4. Technical Evaluation Committee constituted by PEB shall examine the bids to

determine whether they are complete, whether any computational errors have been

made, and whether the bids are generally in order.

5. If there is any discrepancy or arithmetical error between the unit price and the total

price that is obtained by multiplying the unit price and quantity, the unit price shall

prevail and the total price shall be corrected. If the Bidder does not accept the

correction of the errors, the bid shall be rejected and EMD will be forfeited. If there is

a discrepancy between words and figures, the amount in words shall prevail.

6. The Technical Evaluation Committee may conduct clarification meetings with each or

any bidder to discuss any matters, technical or otherwise.

7. Bid document shall be evaluated as per the following steps:


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5.1 Preliminary examination

1. This shall involve assessment of Offline Envelop of EMD and EN-01 as specified above.

The submitted documents shall be examined to determine whether the bidder meets

the eligibility criteria, completeness of the bid, whether the documents have been

properly signed by the authorized signatory and whether the bids are generally in

order.

2. MAP_IT reserves the right to seek information/clarifications from the bidders. Any

bids found to be non-responsive for any reason or not meeting the minimum levels of

eligibility criteria specified in the various sections of this Tender Document shall be

rejected and not included for further consideration.

3. Before starting evaluation, the Bids will be examined to determine whether they are

complete, whether any computational errors have been made, whether required

sureties have been furnished, whether the documents have been properly signed, and

whether the Bids are generally in order.

4. The Committees set up by PEB for evaluation of Bids, may waive any minor infirmity or

non-conformity or irregularity in a Bid which does not constitute a material deviation,

provided such a waiver does not prejudice or affect the relative ranking of any Bidder.

5. Prior to the detailed evaluation, the Evaluation Committee will determine the

substantial responsiveness of each Bid to the bidding documents. For purpose of these

Clauses, a substantially responsive Bid is one, which conforms to all the terms and

conditions of the bid documents without material deviations.

6. If the Evaluation Committee determines that a Bid is materially deviating from the

prescribed terms and conditions, then the matter may be referred at higher level to

decide whether the deviations of the Bid are material or not. Decision of the

Evaluation Committee regarding this shall be final and binding.

7. The Committee’s determination of a Bid's responsiveness is to be based on the

contents of the Bid itself without recourse to extrinsic evidence.

8. If a Technical Bid is determined as not substantially responsive, the MAP_IT will reject

it and in such a case Commercial Bid will not be opened.

9. The committee may invite each Bidder to make a presentation at a date, time and

location decided by MAP_IT. The purpose of such presentations would be to allow the

Bidders to present their proposed solutions to the committee and the key points in

their Bids.


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5.2 Technical Evaluation

1. A three-stage procedure will be adopted for evaluation of proposals, with the pre-

qualification being completed before the technical evaluation and thereafter financial

proposals being opened and compared.

2. The Pre-Qualification proposal will be evaluated using the following checklist:

S.

No.

List of Documents Supporting documents Annexed

As

1 The bidder should deposit Earnest money. The Bid received without required Earnest money will be rejected.

DD/BG from Nationalized/scheduled Bank enclosed.

2 Cover Letter On Bidder’s Letter head "Annexure 1"

3 Bidder’s Authorization Certificate On Bidder’s Letter head

4 The Bidder should be an Information Technology Service based Company/Society/Firm registered in India since last 5 years.

Incorporation/Registration certificate along with MoA/Bylaws (or similar document) should be furnished as documentary proof.

5 The bidder must be possessing valid CMMI Level-3 or above certification.

Copy of relevant certificates

7 The bidder should have average annual turnover of Rs. 10 Crores or more in last 3 financial years (11-12, 12-13 & 13-14).

Audited Balance Sheet and P/L Account of last three financial years (2011-12, 2012-13& 2013-14).

8 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. 50 lakhs.

b. Out of these 3 projects, 1 project should include "Exam Process Automation" system for Educational Institution, University or any Govt. Agency that conducts Examination.

Copies of the customer purchase orders/completion certificates/performance fulfillment certificate of relevant assignments. Annexure 3 and Annexure 4

10 The bidder should not have been Black listed by any State or Central Government or any State or Central PSU in India in last 5 years.

Undertaking on letterhead of bidder. Annexure 8

11 The bidder must submit documentary evidence in support of their claim for fulfilling the criteria and they should submit an undertaking on their letterheads to the fairness of these documents in support of

Undertaking on Letter head of Bidder. Annexure 9


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their claim while submitting the Bids. The Bids received without documentary evidence will be out rightly rejected.

5.2.1 Criteria for Evaluation and Comparison of Technical Bids

The technical proposal will be evaluated using the following criteria:

Sr.

No.

Technical Parameter – Checklist

(Must submit Documentary evidence for each parameter)

Max score

1 The bidder should have average annual turnover of Rs. 10 Crores or more

in last 3 financial years (11- 12, 12-13& 13-14).

>= 200Cr. (20 marks)

>=50 Cr (17 marks)

10Cr. (15 marks)

20

2 The bidder should have successfully completed 3 or more Application

Development Projects for Govt. Agencies. Cost of each such project should

be minimum Rs. 50 Lakh.

>=10 Projects = 20 marks


3 Project = 15 mark

20

4 Implementation of the Projects based on “Exam Process Automation

System” system for any reputed Educational Institution, University or any

Govt. Agency that conducts Examination.



1 Project = 10 mark

20

5 The Bidder should have a valid CMMI level 3 or above certification.

CMMI Level 5 = 10 marks



10

6 Technical Presentation/Solution framework 30


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Parameter for technical presentations:

1. Proposed Solution and Architecture

2. Detail of Ready to Deploy/COTS solution (if any)

3. Project O&M Plan

4. Implementation strategy

5. Project timelines and plans

6. Proposed manpower (at least key resource nomination should be

submitted with technical proposal)

7. Any other parameter decided evaluation committee.

Total 100

Note: Bidder has to submit sufficient documents to support their claims for marks.

The commercial bids of only those bidders, who have scored at least 60% marks in technical

bid evaluation process, will be considered for commercial bid evaluation.

5.3 Opening & Comparison of Commercial Bids

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

(Maximum two for each bidder) who choose to present during opening. The Bidder’s

representatives who are present shall sign a register evidencing their attendance. It

is not mandatory for bidders to attend the bid opening.

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 Commercial Bids will be opened and compared (after the technical evaluation is

completed) for those Bidders whose technical bids reach the minimum threshold

standards (i.e. 60% marks).

4. The evaluation committee will evaluate each of the technical qualified bids on the

basis of QCBS Method. The weightage of the technical and commercial parameters

will be in the ratio of 70:30 respectively. For calculation of the combined Technical

and Price Score of all bidders, following formula will be used:

Total Score = [(Technical Score x 0.70) + ((LP/OP x 100) x 0.30)]

Where LP is the Lowest Price offer of the Technically Qualified Bidders and OP is the

Offer Price of the bidder being evaluated.


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5. Bidder scoring highest “Total Score” as per above formula, will be considered for

selection.

6. MAP_IT and PEB reserves the right to not to award the contract to the bidder scoring

highest "Total Score" without assigning any reasons thereof.

5.4 Commercial Bid Rejection Criteria

1. Incomplete Price Bid.

2. Price Bids that do not conform to the Tender’s price bid format.

6 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.

6.1 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.

6.2 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.

6.3 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

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.

6.4 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.


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6.5 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 5 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 total 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.

7 General Terms and Conditions

7.1 Warranty and Maintenance

1. The IA shall provide a comprehensive maintenance support for duration of 60

months. All the patches, updates, enhancements etc. will be provided by IA during

maintenance phase by IA.

2. During the warranty period, the IA warrants that the services rendered under this

contract are of most recent version and incorporate all recent improvements in

design unless provided otherwise in the contract. The IA further warrants that the

services rendered under this contract shall have no defects arising from design,

materials or workmanship.

3. PEB shall promptly notify successful Bidder in writing of any claims arising under this

warranty. Upon receipt of such notice, the IA shall, within the warranty period and

with all reasonable speed, repair the defect without costs to PEB and within time

specified and acceptable to Competent Authority.

4. If the IA, having been notified, fails to remedy the defect(s) within the period

specified in the contract, Competent Authority may proceed to take such reasonable

remedial action as may be necessary, at the successful Bidder’s risk and expense and

without prejudice to any other rights, which Competent Authority may have against

the Successful Bidder under the contract.

5. The IA will have to make sure that:


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a. The implemented solution represents a complete, integrated solution meeting

all the requirements as outlined in the Bid and further amendments if any, and

provides the functionality and performance, as per the terms and conditions

specified in the contract.

b. The implemented solution will achieve parameters delineated in the technical

specification/ requirement and shall be appropriately integrated to meet Project

requirements.

c. The IA will have to undertake to ensure the maintenance of the acceptance

standards in respect of the systems during the warranty period.

7.2 Resolution of Disputes PEB and the successful bidder shall make every effort to resolve amicably by direct informal

negotiation any disagreement or dispute arising between them under or in connection with

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

negotiations, PEB and the successful bidder have been unable to resolve amicably a contract

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

mechanisms specified here in. These mechanisms may include, but are not restricted to,

conciliation mediated by a third party. In case of a dispute or difference arising between the

PEB and the successful bidder relating to any matter arising out of or connected with the

agreement, such disputes or difference shall be settled in accordance with the Arbitration

and Conciliation Act, of India, 1996 and Jurisdiction area will be Bhopal.

7.3 Termination A Party, without prejudice to any other remedy for breach of Contract, may terminate this

Contract in whole or in part by giving 30 days advance notice; if the other Party commits a

material breach of the Contract and fail to rectify it after being granted a reasonable cure-

period to rectify the defect. In the event of termination, PEB shall pay all amounts due from

its side for the products delivered and services performed by the Bidder till the date of

termination. The Bidder shall continue performance of the contract to the extent not

terminated.

7.4 Force Majeure The Bidder shall not be to liable for forfeiture of its performance security, liquidated

damages, or termination for default if and to the extent that its delay in performance or

other failure to perform its obligations under the Contract is the result of an event of Force

Majeure. For purposes of this Clause, “Force Majeure” means an event beyond the control

of the Bidder and not involving Bidder’s fault or negligence and not foreseeable. Such

events may include, but are not restricted to, acts of the Client in its sovereign capacity,

wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes,

act of god, riots, strikes etc. If an event of Force Majeure continues for a period of ninety

(90) days or more, the parties may, by mutual agreement, terminate the Contract without


Page 36

either party incurring any further liabilities towards the other with respect to the Contract,

other than to effect payment for goods/services already delivered or performed.

7.5 Notices Any notice given by one party to the other pursuant to this contract shall be sent to the

other party in writing or by telex, email, cable or facsimile and confirmed in writing to the

other party’s last known address. A notice shall be effective when delivered or tendered to

other party whichever is earlier.

7.6 Penalties for delay in Implementation If the IA 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 implementation cost (Indicated as "(A)" in the

Commercial Bid format), 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.

8 Payment 1. 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 as per current rate while making any payment. Payment

of Project Implementation Cost (Indicated as "(A)" in the Commercial Bid format)

along with the applicable taxes afterdeduction of tax at source, if any would be

made as per the following schedule:-

% of Total

Contract

Value

Milestones

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

30% After Successful completion of UAT.

20% After Go Live

10% After Successfully conducting first exam.

30%

Amount would be paid for 5 Years Maintenance & Support services

in 5 equal yearly instalments (would start from the end of first year

of Go Live Certificate).


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2. Payment for Providing 2 full time resource in the office PEB for Application & Database

level handholding and support (Indicated as "(C)" in the Commercial Bid format) and

for "Operation Handholding" (Indicated as "(D)" in the Commercial Bid format) will be

made on quarterly basis on submission of Bill after deduction of applicable taxes.

3. Payment for Cost for Change Request Handling worth 500 Man hours during 5 years

O&M period (Indicated as "(B)" in the Commercial Bid format) will be made on the

basis of actual Man hours Consumed and agreed by concerned Technical Committee.

IA will be required to submit bill after successful handling of Change Request for same.


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9 Annexure–1 : Bid Covering Letter Date: [insert: date of bid]

To:

The CEO,

MAP_IT

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]


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10 Annexure – 2 : Bidder’s 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 5 Years. If yes, details thereof.

13 Turnover for Financial Years 2011-12



16 CMM level 3 or above Certification along with

validity period,

17 Size of the Application Software development

team.

18 No of implementation and support staff available

for the offered Application Software solution


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11 Annexure – 3: Experience in Application Development for Exam

Process Automation 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,

COTS/custom built

9 Cost of the Project in Indian Rs.


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12 Annexure – 4 : IT & eGovernance 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 Project Cost in Indian Rs.

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.


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13 Annexure – 5 : Commercial Bid Format

Commercial Bid Format (This must be kept in a separate sealed cover)

Name of the Bidder :

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

To: The CEO, MAP_IT (Madhya Pradesh Agency for Promotion of Information Technology) State IT Center, 47-AArera 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.

Project Implementation Cost :

Design, Development, Installation, Implementation and

Maintenance of Application Software for Automation of

Examination Process as per scope of work (A)

Cost for Change Request Handling worth 500 Manhours during 5

years of O&M period (B)

Cost for Providing 1 full time resource in the office PEB for

"Application & Database level support" for 1 year after GoLive. (C)

Cost for Providing 1 full time resource in the office PEB for

"Operational Handholding" for 1 year after GoLive. (D)

Total (A+B+C+D)

Add: Service Tax/VAT or any other taxes (if any) (E)

Grand Total (A+B+C+D+E)

Grand Total (in words):

Terms:-


Page 43

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 :


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14 Annexure– 6: Format for Pre-bid Query/Suggestion

REQUESTFOR CLARIFICATIONS FORM

Bid No.

Name of the Company/Firm:

Name of Person(s) Representing the Company/Firm:

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.

Company/Firm Contacts:

Contact Person(s) Address for Correspondence

Email-ID(s) Tel. Nos. & Fax Nos.

Query/Clarification Sought:

S.No. RFP Page No.

RFP Clause No.

Clause Details Query/Suggestion/ Clarification

Date:

Place:

(Signature)

In the capacity of

Duly authorized to sign Bid for and on behalf of

Note:-Queries must be strictly submitted only in the prescribed format. Queries not submitted in the prescribed

format will not be considered/ responded by the tendering authority.


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15 Annexure– 7: Bid Security Form Bid No

PARTICULARS OF BID SECURITY

1. Name of the Bank

2. Name, Address, Tel. Nos. & Fax Nos. of Bank Branch Issuing the draft/ BG

3. Code No. of Bank Branch

4. Code No. of signatories of the security

5. Amount of Draft/BG

6. Bank Draft/BG No. and Date

7. Valid up to (give date)

Note: Demand Draft/ BG of Bid Security as per Bid Document should be attached.

Date:

Place:

Name and Designation with Seal


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16 Annexure – 8 : Self-declaration for Non-Blacklisting

Bid No.

Ref: Date:

To,

MAP_IT,

State IT Centre,

47-A, Arera Hills,

Bhopal MP

In response to the Tender for Implementation of Case Management and Tracking System in the

Office of Advocate General, as an owner/partner/Director of ……………………………………….. I/We hereby

declare that our Company/firm is having unblemished past record and was not declared ineligible for

corrupt & fraudulent practices either indefinitely or for a particular period of time.

Name of the Bidder: -

Signature: -

Seal of the Organization: -


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17 Annexure – 9 : Certificate of Conformity

Bid No.

Date:

To,

MAP_IT,

State IT Centre,

47-A, Arera Hills,

Bhopal MP

CERTIFICATE

This is to certify that, the specifications of Hardware and Software which I have mentioned in the

Technical bid, and which I shall supply if I am awarded with the work, are in conformity with the

specifications in the Tender document. I also certify that the price I have quoted is inclusive of all the

cost factors involved in the execution of the project, to meet the desired Standards set out in the

Tender Document.

Name:

Designation:

Seal: