Selection of STATE LEVEL AGENCY for Maintenance and Development of Electoral Rolls

Management System

Replies/Modifications to the Queries raised during the Pre-bid conference

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Sl. No. Pg No. Clause No. Clause Company 1 Company 2 Company 3 Company 4 Company Company 6 REPLY 5

1 21 3.1.5 Development of any Kindly elaborate Any Software that

software… on the exact is required by the

scope of work CEO for

for development

maintenance and

development of

the ERMS,

Conduct of

Elections and

associated

activities, that

may arise

contingent to the

mandate of the

CEO, TN

2 21 3.1.5 Development of any Pl. provide Since Team work is

software… clarity on the tender allows encouraged to

resourcing front payment only complete the task

for development

for

within required

activities

deployment

timeline and

because as far as of manpower

desired output,

we see it, any and not for

but the resources

development specific

shall not exceed

activity would software

require team development the sanctioned

comprising of any posts. There shall

programmer, specialized be no additional

architect, software payment.

manager, tester

development

and the likes calling for

which are not deployment

exhaustively in of additional

the designation software

list provided. programmer

Hence, in case of must be on

development,

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how would chargeable

additional basis.

resources be

deployed, at It is

what rate?

requested

that if the

deployed

manpower

are to

undertake

travel/tour

and overtime

work

provision

may be given

for claiming

additional

payment.

3 21 3.1.5 Development of any Service Window AS mentioned in

software… for the the Tender

resources Document

4 24 3.1.7.2 Remuneration escalation Kindly confirm if Remuneration

the variation in Escalation is as

remuneration to per formula. Year

be considered

2 calculations will

from year 2

be from the

onwards from

beginning of the

the date of issue

calendar year and

of PO. Generally

the annual will remain same

appraisal cycle is throughout that

yearly once and year.

at the end of the

financial year

based on

performance

and feedback

from customer

the increment in

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salaries are

decided.

Remuneration

clause says that

the value will be

calculated on a

monthly basis.

Need

confirmation

5 24 3.1.7.2 CV's ID card copy of Only addresses

current for last 10 years

employment can are asked, not

be

given.

documentary

Request

for

proof.

clarification on

why department

insists on last 10

year address

proof details as

collecting them

might be

difficult

6 27 3.1.7.5 Penalties 12 days CL only CL can be used

allowed. Need for medical

provision for urgencies.

Sick leaves.

Generally IT

organizations

provide

provision for

Sick leave for

around 5 days in

a year.

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7 30 3.2.3 Preventive maintenance Request to relax Tender

it quarterly once Conditions

preventive confirmed.

maintenance

given that there

are SLA's

defined to

safeguard and

ensure quality

service

8 15 3.1.3 Current requirement request to Tender

increase the Conditions

number of days Confirmed.

of notice period

from 15 to 30

days as it is

challenging to

identify

resources and

deploy within 15

days from

request

9

21 3.1.5 External software Request

Deptt. does not

licenses confirmation intend to procure

that in case of Off the Shelf

procurement of

(OTS)

external

applications. In

software,

eventuality,

Department will

payment by deptt

pay the bidder

is affirmed.

for the same

10 30 3.2.6 AMC Any expenditure All expenditures

not in contract will be paid for as

to be per the contract.

reimbursed

periodically -

Need

confirmation will

this be

reimbursed

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quarterly along with AMC charges?

11 38 Eligibility 7 The Bidder or any one 1) With over 230

Member of a JV should locations, and a have at least 300 persons clear

on its current payroll requirement to deploy so many resources and to cover AMC for all locations, and also have AMC for more than 50 devices as a project, how is it possible to have the eligibility criteria that at least 300 resources on payroll would be sufficient to bid - Request to increase it to minimum 500 to ensure business continuity in case of any resource leaving or in case of additional

development requirement. 2) The bidder responding firm

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1) Eligibility is Minimum requirement. 2) Tender conditions confirmed

must have a

minimum of 100

IT staff of

technically

qualified

personnel in the

domain of IT &

Systems

Integration

Projects

Please attach a

self-declaration

with this regard

from the Human

Resources Head

/ Director /

other equivalent

senior

leadership

position.

12 38 Eligibility 9 Clause 9 stipulates that 1) Request to 2) The Bidder or any one 3) A 1) Tender

bidder must have CMM include CMMi Member of a JV registered conditions

level 3 certification. Our Level 5 as should have CMM Level 3 as company confirmed for

request is as below. eligibility to

on Date

who is

CMMi 3.

ensure quality 31/12/2013 (or above)

present SLA

2) The Bidder or

bidders joining in any of the

any one Member

hands with states may be

of a JV

others possibly exempted

should have CMM

and ensure from the

better service to condition of Level 3 on the day

the department. having to be of submitting the

CMM level 3 tender.

certified. It 3) Yes, Only on

would suffice

the condition that

if they are

a certificate has

ISO certified.

to be submitted

by the bidder

from the

concerned CEO

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13 38 Eligibility 1 Be a registered company 3)In Eligibility

(under the Indian 1) We request Criteria Point Companies Act) that the Bidder 1 - asked operating in India for at or any one Company to least the past 05 years. Member of JV be Registered should be a under Indian registered Companies company Act at least under Indian the past 5 companies act. years. 2) "The Bidder Is this is for all (Prime + the JV Consortium Members or Partner) should only for the be registered Lead

certifying that the performance of the SLA in maintenance and development of the ERMS; developing applications for the conduct of elections; and any other programming requirements as per the ECI were performed in ‘EXCELLENT’ manner by the SLA or vendor for this tender. ISO certification is already an eligibility as per Eligibility No. 12. Refer Corrigendum 1) Tender conditions confirmed 2) Tender conditions confirmed 3) All the Members of the JV.

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under the Members of

Companies the JV.

Act, 1956 or

partnership In our Case

firm registered the Lead

under LLP ACT" Partner has all

in INDIA at the criteria

least the past and the other

05 years. JV partner

Please attach a which is going

copy of the to execute

Registration this project is

Certificate / a new

company.

Whether we

are eligible to

participate in

this tender.

14 38-39 Eligibility 6 The Bidder or any one 1) It is 3) The bidder responding firm 1) Tender

Member of a JV should requested that must have a Conditions

have executed minimum minimum ONE minimum of 100 IT staff of Confirmed

two projects in the last

project in ITES technically qualified

2) Tender

five years that require

in last five

personnel in the domain of IT

conditions

deploying at least 75 years & Systems Integration

confirmed

personnel in each in deploying Projects

3) Tender

related services. atleast 75

personnel in conditions

related confirmed

services.

2) The Bidder

or any one

Member of a JV

should have

executed

atleast one

project in the

last five years

that require

deploying at

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least 30 personnel in each in related services

15 38 Eligibility 3 3. The Bidder or the Lead 1) The Bidder 2) The Bidder or the Lead

Member of a JV or the Lead Member of a JV must have an annual Member of a must have an average annual turnover of Indian JV must have turnover of Indian Rupees Rupees Hundred Crores an average Hundred Crores for each of for each of the past three annual the past three audited audited Accounting turnover of Accounting Years. Years. Indian Rupees

Please attach a certificate Hundred

from the Chartered Crores for each

Accountant or the Annual of the past

Report of the Past three three audited

audited years.. Accounting

Years.

Please attach a

certificate

from the

Chartered

Accountant or

the Annual

Report of the

Past three

audited years..

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1) Tender Conditions confirmed 2) Tender conditions confirmed

16 38 Eligibility 4 4. The Bidder or the Lead 1) The Bidder 2) The Bidder or the Lead 1) Tender

Member of a JV or the Lead Member of a JV Conditions

must have a Positive Net Member of a must have a Positive Net confirmed

Worth for any two years

JV must have a Worth for atleast one year in

2) Tender

in the preceding five

Positive Net the preceding five audited

conditions

audited accounting Worth for at accounting years.

confirmed

years. least one year

Please attach a certificate in the

from the Chartered preceding five

Accountant or the Annual audited

Report of the Past three accounting

audited years. years.

Please attach a

certificate

from the

Chartered

Accountant or

the Annual

Report of the

Past three

audited years.

17 39 Eligibility 11 The Bidder or any one The Bidder or Tender

Member of a JV any one Conditions

should have at least 50 Member of a confirmed

persons who are engaged

JV

in AMC / Computer should have at

Maintenance Activities. least 50

Please attach a self- persons who

declaration with this are engaged in

regard from the Human AMC /

Resources Head / Computer

Director/other Maintenance

equivalent senior Activities.

leadership position. Please attach a

self-

declaration

with this

regard from

the Human /

Competent

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Authority /

Resources

Head /

Director/other

equivalent

senior

leadership

position

leadership

position.

18 60 9.3 Security Deposit Since 5% Tender Condition

security Confirmed. deposit will

entail vendor

to lock up

large amount

which

otherwise

can be used

as working

capital it is

requested

that security

deposit is

amended as

2% of work

order value.

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19 63 9.9.3 Termination by Need clarity on

convenience payment from In case of

Department for termination by

services /

convenience, all

products

the payments due

provided till the

to the vendor on

date of

the day of

termination.

Assumption is termination will

that the be paid as per the

department contract

would pay the conditions.

bidder for

product/services

rendered till that

date of

termination

20 63 9.9.3 Termination by Need clarity on Only in

convenience what possible unforeseen

situations can be circumstances.

cited

for

termination

apart from not

maintaining the

SLA or not

meeting the

deliverables and

whether the

bidder would be

given an

opportunity to

discuss with the

Department

before such

decisions are

taken by the

department

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21 62 9.9.1 Termination Suggest

inclusion of sub- sentence:

Effects of Termination Notwithstanding anything

contained

herein above and without prejudice to the right to terminate this MSA, if the System

Integrator fails to set up and operationalize the system at the Department locations, the Department may in its sole discretion,

engage another agency/System Integrator to fulfil the remaining

obligations (or part of the remaining

obligations) as may be decided, at the risk and cost of the System

Integrator.

The amount

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Tender Conditions confirmed.

recoverable

from SI is capped

to 10% above

the price at

which the new

Agency has

agreed to supply

undeliverable

product /

service.

22 120 App-2 ASSET Inventory list for All systems Tender

AMC shown in Conditions

asset confirmed.

inventory list

for AMC are

almost

outdated

models. We

shall try to

maintain

those

systems if

spares are

available. If

any major

part like

mother

board is

replaced with

new one its

associated

parts like

HDD, DVD

writer may

not be

compatible.

In such cases

cost of these

replacements

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must be paid

to the vendor

23 26 3.1.7.3 Biometric Attendance No provision Tender Conditions

System (BAS) made for Confirmed

including the

costing in the

price bid

24 28 3.1.7.5 point-v – penalty of 100 a) Whether Tender Conditions

times…etc penalty on are clear.

Service

Charges or

Monthly bill

amount? –?

b) Where is FIN 3 is a typo

Form FIN-3 in error. Same may

the Tender be ignored.

documents

25 32 3.2.8 Help Desk Is it for internal For satisfactory

(for Govt. and time bound

officials) or rectification of

external

Internal Calls.

(public)

requirement?

– What is the

expected size

(PCs & man

power)? The

costing is not

covered in

price bid. –

how to quote?

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26 41 6.3 EMD It is requested EMD exemption that EMD may will apply as per kindly be following G.Os of exempted for the Government of NSIC Member, Tamil Nadu : similar 1. G.O. Ms. No. exemption has 387, Finance (BPE) already been Deptt, Dated granted by 03/08/1998 CEO in 2. G.O. (Ms) No. previous 390, Finance (BPE) occasion in Deptt, Dated Election 27/09/2013

Tenders

However, to qualify

for this exemption in case of a JV or a consortium, all the members should b small scale Industries.

27 71 13 Commencement of services

Since there is need for sufficient hand holding period for a significant work like Elections, it is requested that for the new SLA

Tender Condition Confirmed

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vendor a

period of 4 to

6 weeks are

allowed for

taking over

from the

present SLA

28 80 F. Payment to the Agency It can be In order to On the assumed that bring in clarity confirmation of CEO’s Office in payment services rendered will centralize release a as per the payment clause may be agreement from added for the DEOs offices. releasing

payment by

the Election

department

i.e. payment

shall be

released

“within 15

days of

submission of

commercially

clear invoice’’ 29 80 F. Col.46.1 The CEO will What is the Tender Conditions

endeavour to make ultimatum for Confirmed prompt payment to the this? If delayed

Agency each month. more than this,

However in case of will the

delayed payments for Department

unavoidable reasons…. pay interest @

……etc. bank lending

rates? Pl

specify what all

are the

unavoidable

reasons for

delayed I

payment? In a

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Tender, it is fair

that both the

parties should

agree for an

ultimatum

30 105 2.10 Col.2.10 ITIL Agency is Please clarify

required to follow the Processes as per International Latest the Information Process Standards (ITIL) Technology under this contract. Infrastructure Library, 2011 edition.

31 29 3.2 3.2: Scope of Work: Task The existing

2: Annual Maintenance Warranty Details given below of Election Related period for the after this Table Hardware Eqipment in prevailing

Tamil Nadu Computers and

Peripherals

have not been

mentioned.

32 60 9.3 9.3: Payment of Security It seems that Tender Conditions

Deposit the security Confirmed deposit is

under higher

side, since the

cost of

unprecedented

cost may not

exceed more

than two

months Bill

amount.

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33 102 2 Scope of Work (Task 1 & It is requested Tender Conditions Task 2) that separate Confirmed tenders may be

called for Task

1 & Task 2

independently,

since the

functions of

each task are

totally

different from

each other.

34 49 11 The Bidder or any one The Bidder or any one Tender Conditions Member of a JV Member of a Confirmed should have executed JV should have executed

minimum two projects in minimum one project in the

the last five years that last five years that require

require deploying at least deploying at least 30

75 personnel in each in personnel in each in

related services related services (Related

(Related services include services include Software

Software Development, Development, Software

Software Support, Support, Software Operations

Software Operations and and assistance and Data

assistance and Data Entry Entry operations-- mere

operations--mere printing of electoral rolls, etc.

printing of electoral rolls, will not be regarded as

etc. will not be regarded related service).

as related service).

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35 49 13 The Bidder or any one The Bidder or any one Tender Conditions Member of a JV Member of a JV Confirmed should have at least 50 should have at least 30

persons who are engaged persons who are engaged in

in AMC / Computer Application Support Activities

Maintenance Activities

36 12 2 Earnest Money Deposit Earnest Money Deposit Tender Conditions

(EMD) (EMD) Confirmed Rs.15,00,000/-should be Rs.15,00,000/-should be paid

paid by way of Demand by way of Demand Draft or

Draft or Banker's Cheque Banker's Cheque drawn in

drawn in favour of “The favour of “The Chief Electoral

Chief Electoral Officer Officer and Principal

and Principal Secretary to Secretary to Government,

Government, Public Public (Elections)

(Elections) Department” Department” Payable at

Payable at Chennai. or Chennai. or Performance

irrevocable Bank Bank

Guarantee as per format Guarantee as per format in

in appendix- 3 appendix- 3

37 28 3.1.9 3.1.9 Sub-Contract. Requesting to Tender Conditions

Agency shall not sub- allow Confirmed contract or permit any Outsourcing for

third party to perform the data entry

any of the work, services operators

or other performances

required for the agency

under this agreement for

this task.

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38 34 Clause X and Joint Venture terms for Requesting you chapter 5 the assignment: Joint to consider the Ventures are allowed. CONSORTUM Bids submitted by a Joint mode also in Venture (JV) of not more place of Joint than three firms as Venture partners/members shall

comply with the

following requirements:

Consortium are allowed..: For details, refer

Corrigendum

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39 26 3.1.7.3 Certification of Need clarity on Tender Conditions attendance: It is the ownership of are clear expected from the the devices; also

vendor to put in place a please help in

Biometric Attendance giving the

System (BAS) at all the specification of

sites mentioned through the centralized

List A to List C as server available

described in appendix 1. to load the

access control

application. It is

assumed that

the ECI will

provide the

required un

Interrupted reliable network to all end

devices

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reliable network

to all end

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40 - - Please include Limitation of

Liability.Notwithstanding anything to the contrary in the Contract, in no event shall either Party be liable, whether in contract, tort or otherwise, for special, punitive, indirect or consequential damages, including, without limitation, loss of profits or revenues arising under or in connection with this Contract even if such Party has been advised in advance of their possibility. Each Party’s total liability to the other Party, whether in contract or in tort (including breach of warranty, negligence, strict liability in tort, attorney fees), in all cases cumulatively will not exceed, in the aggregate, an amount equal to the total amount paid and payable to Contractor during the twelve (12) months immediately preceding the event that gave rise to the claim.

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Tender Conditions Confirmed.

41 - - Please include Change Tender Conditions Order: Confirmed. If any change in Scope of

Work causes an increase

or decrease in the cost of,

or the time required for,

the Supplier’s

performance of any

provisions under the

Contract, an equitable

adjustment shall be

made in the Contract

Price or delivery

schedule, or both, and

the Contract shall

accordingly be amended.

Any claims by the

Supplier for adjustment

under this clause must be

asserted within thirty

(30) days from the date

of the Supplier’s receipt

of the Purchaser’s

change order.

42 61 9.4 CEO also has the right to Requesting to Tender Conditions recover any delete this Confirmed. consequential losses clause

from the Successful

Bidder

43 - - Providing TA/DA for the Please include TA/DA provisioning posted employees to provision for the as per the existing travel officially traveling norms of this expenses deptt. (G.O. Ms. 556, dated 05/05/2008)

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44 104 2.8 Regarding Help desk/ Please help in 1 Number of DELL - Availability management giving the PowerEdge R900 ; specifications of Intel Xeon ® E7420 the hardware @ 2.13GHz (2 available to Processors); 64-bit; install the 64GB RAM; 300GB software and to x 8 HDDs -- 1 monitor this Number of DELL - centrally PowerEdge R900 ; Intel Xeon ® E7420 @ 2.13GHz (2 Processors);64GB RAM; 300GB x 2 HDDs ; 146GB x 2 HDDs; 64-bit – 2 Numbers of DELL - PowerEdge R900 ; Intel Xeon ® E7420 @ 2.13GHz (2 Processors);64GB RAM; 146GB x 3 HDDs ; 64-bit

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45 104 2.8 Help desk/Availability The offered As per the Service Management helpdesk Operations (SO) Specifications solution must processes, ITIL, support 2011 edition minimum 10 ITIL

(IT

Infrastructure

Library) v3

processes -

incident

management,

service

request

management,

problem

management,

desktop

operations

management,

change

management,

configuration

management,

vendor relations

management,

service level

management,

people

management

and platform

management

with out of- the-

box

templates for

various ITIL

service support

processes.

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46 32 3.2.9 MIS (A) The Yes. To have proposed effective MIS helpdesk report, these solution must requirements from support tracking (A) to (K) are of SLA (service expected. level

agreements) for

call requests

within the help

desk through

service

types.

(B) The

proposed

monitoring

solution should

be able to

monitor all

SNMP enabled

devices.

(C ) The

monitoring

solution should

be able to

discover devices

in the network

with SNMP

capabilities

automatically

(D) The

monitoring

solution should

provide current

and historical

out-of-the-box

reports for

various statistics

monitored

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(E) It should be

able to generate

statistical reports

that can be used

as reference for

future planning

or

troubleshooting (F) It should allow

customization of

reports by

adding/removing

columns, setting

filters, specifying

timeframes,

grouping columns

etc.

(G) Should allow reports to send on schedule as daily, weekly, monthly reports (H) The

monitoring

solution should

be able to

display events

and alerts in the

web console (I) The alerts and events information should be logged into the database for future reference (J) The alerting mechanism

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should allow complex conditions and condition (K) groups to be specified for narrowing down the alert condition

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Purchase details of Hardware Items under AMC for query Sl.no.31 :-

Sl. No. Description Quantity Year of Purchase*

1. Desktop Machines 183 05.04.2007

2. Server 30 05.04.2007

3. Server @ Ariyalur District 1 06.05.2008

4. Server @Tiruppur District 1 22.07.2009

5. Desktop 43 22.07.2009

6. HP Desktop 48 2010

7. DELL Desktop 10 2010

8. Rack Servers 4 29.09.2010

9. SAN Storage 1 29.09.2010

10. Rack Server @ NIC Premises 1 05.04.2007

*warranty period is for 3 years from the date of purchase 32 | P a g e