enquiry no: – oesl- 03/2016/01 -...

SELECTION OF SERVICE PROVIDER FOR MAINTENANCE AND MANAGEMENT OF APPLICATION SOFTWARE WITH BUGFIXING, ENHANCEMENT, MODIFICATION AND DOCUMENTATION OF THE

CURRENT ODISHA URBAN LOCAL BODIES AUTOMATION SYSTEM (e-MUNICIPALITY Project)

Enquiry No: – OeSL- 03/2016/01

RESOLUTION DOCUMENT – 3

Description as per RFP Changed as / Clarified as • Receipt of Bids – On or before

01.03.2016 upto 03.00 PM

• Opening of General (Pre-Qualification) Bids and Technical Bids – On 01.03.2016 at 04.00 PM in the conference Hall of Odisha Computer Application center in the presence of bidders who may want to attend.

• Opening of Commercial Bids – On 08.03.2016 at 04.00 PM

• Receipt of Bids – On or before

08.03.2016 upto 03.00 PM

• Opening of General (Pre-Qualification) Bids and Technical Bids – On 08.03.2016 at 04.00 PM in the conference Hall of Odisha Computer Application center in the presence of bidders who may want to attend.

• Opening of Commercial Bids – On 14.03.2016 at 04.00 PM




RESOLUTION DOCUMENT – 2

Clause No.

Page No.

Description as per RFP

As per corrigendum Changed as / Clarified as

3.6 13 The Bidder must be in possession of ISO 9001:2000 certification and SEI-CMM Level – 5 Certification.

The bidder must be in possession of ISO 9001:2008 and ISO 20000 and SEI-CMM level-5.

The Bidder must be in possession of ISO 9001:2008 certification and SEI-CMM Level – 5 Certification.

General System Software & Hardware License & ATS

Bidder will incur the cost of the System Software & Hardware License & ATS.

Bidder will incur the cost of the System Software License & ATS and the same must be quoted separately as a line item in the Financial bid.




RESOLUTION DOCUMENT

Clause No.

Page No.

Description as per RFP Changed as / Clarified as

3.6 13 The Bidder must be in possession of ISO 9001:2000 certification and SEI-CMM Level – 5 Certification.

The bidder must be in possession of ISO 9001:2008 and ISO 20000 and SEI-CMM level-5.

Ch -8, Sl. 15

65 Work Order Issued/ MoA Signed on (Date)(Attach Documents)

Work Order Issued/ MoA Signed on (Date)/ SLA / LOI (Attach Documents)

6.2.3 47 The bidder shall furnish, as part of its proposal, a performance security (EMD) of Rs. 10 Lacs in form of Bank Draft in favour of “Odisha e-Governance Services Limited” Payable at Bhubaneswar

The bidder shall furnish, as part of its proposal, a performance security (EMD) of Rs. 10 Lacs in form of Bank Guarantee in favour of “Odisha e-Governance Services Limited” Payable at Bhubaneswar valid for a period of at least 06 months.

6.8.2 51 If the bidder violates any of the provisions of the terms and conditions of the tender

Has been Deleted

7.15.1 60 In the case of termination of the Project Implementation, the parties shall agree at that time whether, and if so during what period, the provisions of the clause shall apply. The parties shall ensure that their respective associated entities shall carry out their respective obligations set out in this clause.

In the case of termination of the Project Implementation, the parties shall agree at that time whether, and if so during what period, the provisions of the clause shall apply. The parties shall ensure that their respective associated entities shall carry out their respective obligations set out in this clause. However the exit Management period will be the last 03 months of the 3 years contract.

8.15 84 It is mandatory to provide breakup of all Taxes, Duties and Levies wherever applicable and / or payable.

It is mandatory to provide breakup of all Taxes, Duties and Levies wherever applicable and / or payable. However, applicable taxes will be paid as per the prevailing rate during the time of payment.

5 21 Hardware and Network support at all ULBs including existing 44 ULBs

The Hardware and Networking items support is not under the scope of the bidder.

5 21 Hand holding support and training at all ULBs Necessary handholding Support will be provided by the respective MIS executives of the ULBs. Training will be given by the bidder to all staffs of the ULBs in a regular manner at least once a year.

5 21 • Integration with Right to Public Services application software related to urban services.

• Integration with other application like iOTMS and if any other as needed by H&UD Department

The Technology stack of these application will be provided. The Integration will be done through Web Services.

5.2 25 Bi-lingual UI Bi-lingual UI will of English & Odia Language only

5.2 25 Support: Operational support at each ULB by the Bidder should be at least 9 hour per day for 6 days in a week.

Necessary seating arrangements will be provided by the ULBs to the support associates.

5.2 27 Preventive Maintenance The schedule of preventive maintenance is solely depends on the requirement of the application in tune with the rules followed at Odisha State Data Center (OSDC).

5 21 Migration of Data from Legacy System (If any) • Volume of data: 5000 records for Holding Tax, 10000 records for Birth & Death, 300 records for Water Tax per ULB (Approx.)

• Data Type – Text 5.4 38 Skill Support team Support will be provided from 08.00AM to 08.00 PM in

all Govt. of Odisha working days. 5.2 26 Connectivity It is the responsibility of the ULBs to ensure the un-

interrupted connectivity General Downtime For Downtime of application occurred due to

connectivity problems bidder will not be held responsible.

General System Software & Hardware License & ATS Bidder will incur the cost of the System Software & Hardware License & ATS.

2.1 9 Payment Gateway has been implemented on the application to ease payment procedure.

The bidder shall be responsible to integrate additional module with Odisha Online Portal with e-Municipality application and no other payment gateway is required for the e-Municipality application.

4.2 16 For online payment, integration with Odisha Online Portal which will be used by Common Service Centers and Citizens

5.2 26 The Service Provider shall be required to integrate with e-Municipality Application with Odisha Online Payment gateway

5.2 27 Third party Auditor (TPA) Selection of TPA is the responsibility of H&UD Department

5.2 28 Helpdesk of Citizens and Helpdesk of Employees.

Bidder Helpdesk support is confined to the officials of H&UD / ULB / OCAC / OeSL

5.2 28 Training The Bidder’s responsibility will have to provide only trainer

5.2 28 Training Training to be provided in 3 RDC wise zones

5.2 36 Hosting of GIS-based maps with property records based on validation

Necessary integration with existing GIS based application will be responsibility of the bidder.

5.2 Help Desk Location of the Helpdesk will be inside the premises of OCAC and Desktop, Infrastructure, furniture network and bandwidth will be provided by OeSL

5.3 37 Integration of Hand held devices with e-Municipality

Bidder will only propose the necessary specification of the Handheld Device. Procurement will be done by H&UD Department / respective ULBs.

5.4 38 Skilled Support Team The key personnel as mentioned in the Performa ‘B’ must in the payroll of the bidder

5.5 40 Hardware, Networking & System Software Bidder shall propose the required Hardware for both Data Center & ULBs for the enhanced e-Municipality application

5.7 45 Strategic Objectives Has been deleted.

5.8 45 Operational Objectives Has been deleted 8 64 Porforma – A Sl. 13 Consortium is not allowed. Sl. 13 has been deleted. 8.16 85 Annexure – 16 Price Schedule Price Schedule has been replaced as below 8 68 Porforma – B Added - Replacement of persons is allowed. However,

the bidder has to replace the persons with same or higher qualification, experience and certifications.

Clause – 5. Technology Stack for Treasury Integration

Account Technology Portfolio Account Name Technology Stack Technology details

iFMS Odisha J2EE 3 tier architecture Oracle Weblogic Portal Server 10.3

JSP, Servlet, jQuery Apache Http Server 2.2.26/2.4.18

Clause – 5. Technology Stack for Right to Public Service Application Integration

Account Technology Portfolio Account Name Technology Stack Technology details Right to Public Service Application Open Source My SQL - 5 PHP 5, HTML, CSS, jQuery, Ajax Apache Http Server 2.2.26

ANNEXURE-16

8.1 PRICE SCHEDULE Price Schedule Part-I

Sl No. Item Per ULB Price in INR

Tax in INR Total Price inINR

A One time additional enhancementcharges of the e-Municipality Application for all the 110 ULBsfor 3 years from award of work

B Operation, Maintenance and support charges of the e-Municipality Application in the existing 44 ULBS for 3 years from award of work

C Rolling outcost and Operation, Maintenance and support charges of the e-Municipality Application at 66 new ULBs for 3 years from award of work

C Total (A+B+C)

Total Price in Words

D Annual Maintenance Charge for additional 1 year aftercompletion of 3years

E Application Support Charge for additional 1 year after completionof 3 years

(Note: The selection of the bidder will be based on the least price quoted in Price Schedule Part-I. However, in respect of digitization of legacy data, the authority may negotiate with the bidder with L1 rate in Part-II Price schedule)

PriceSchedulePart-II

Sl. No Description Amount in

INR Tax in INR

Total Cost INR

1. Scanning of A4 size page

2. Data entry of 100 character in English (Price should include data entry and verification)

TOTAL

Rate per Man-month

Sl. No. Category Rate per Man month (incl. Tax) 1. Project Manager

2. Functional Expert

3. System Administrator

4. Network Administrator

5. Database Administrator

6. Technical Support Engineers

7. Help Desk Executives

8. Support Engineers

Odisha e-Governance Services Limited Request for Proposal For “ Selection of Service Provider for Odisha Urban Local Bodies Automation System- Project e-Municipality

REQUEST FOR PROPOSAL

FOR

MAINTENANCE AND MANAGEMENT OF APPLICATION SOFTWARE WITH BUGFIXING, ENHANCEMENT, MODIFICATION AND

DOCUMENTATION OF THE CURRENT ODISHA URBAN LOCAL BODIES AUTOMATION SYSTEM (Project e-MUNICIPALITY)

Odisha e-Governance Services Limited (SPV of OCAC and IL&FS)

N‐1/7‐D, Acharya Vihar Square Bhubaneswar

e-Mail: [email protected] Phone : 0674-2567606,2567607

Fax : 0674-256760842

Enquiry No OeSL- OeSL-03/2016/01842

P a g e | 1 www.odisha.gov.in, www.oesl.in, www.ocac.in

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mailto:[email protected]


Table of Contents

Contents 1 CHECKLIST ........................................................................................................................................................... 5

1.1 GENERAL (PRE-QUALIFICATION) BID........................................................................................................ 5 1.2 TECHNICAL BID ...................................................................................................................................................... 6 1.3 COMMERCIAL BID ................................................................................................................................................. 7

2 INVITATION OF BIDS .......................................................................................................................................... 9 2.1 INTRODUCTION ............................................................................................................................................... 9 2.2 ABOUT THE BID DOCUMENTS ................................................................................................................... 10 2.3 SCHEDULE OF THE EVENTS ....................................................................................................................... 10 2.4 AMENDMENT OF INVITATION ................................................................................................................... 10 2.5 LANGUAGE OF BID PROPOSAL .................................................................................................................. 11 2.6 COST OF BID PROPOSAL PREPERATION .................................................................................................. 11

3 PRE-QUALIFICATION FOR GENERAL BID ............................................................................................................ 13 4 PROJECT PROFILE .............................................................................................................................................. 16

4.1 BACKGROUND............................................................................................................................................... 16 4.2 KEY FEATURES ............................................................................................................................................. 16 4.3 DELIVERY MECHANISM .............................................................................................................................. 17 4.4 SERVICES DELIVERED ................................................................................................................................. 17 4.5 URBAN LOCAL BODIES IN ODISHA .......................................................................................................... 18

5 SCOPE OF WORK ................................................................................................................................................ 21 5.1 ULBS FOR O&M OF E-MUNICIPLITY PROJECT ....................................................................................... 21 5.2 ULBS FOR ROLLOUT OF E-MUNICIPLITY PROJECT .............................................................................. 22 5.3 SOFTWARE MODULES ................................................................................................................................. 29 5.4 SKILLED SUPPORT TEAM ........................................................................................................................... 38 5.5 HARDWARE, NETWORKING AND SYSTEM SOFTWARE ...................................................................... 40 5.6 TYPICAL NETWORK ARCHITECTURE...................................................................................................... 44 5.7 STRATEGIC OBJECTIVES ............................................................................................................................ 45 5.8 OPERATIONAL OBJECTIVES ...................................................................................................................... 45

6 INSTRUCTION TO BIDDERS ............................................................................................................................. 47 6.1 COST OF BIDDING ......................................................................................................................................... 47 6.2 PROPOSAL VALIDITY AND SECURITY ..................................................................................................... 47 6.3 PRE BID MEETING ......................................................................................................................................... 47 6.4 BID OPENING ................................................................................................................................................. 48 6.5 SOURCE CODE AND IPR .............................................................................................................................. 48 6.6 GENERAL INFORMATION ........................................................................................................................... 48 6.7 DISQUALIFICATION OR REJECTION OF TENDER .................................................................................. 51 6.8 FORFEITURE OF EMD (BID SECURITY) .................................................................................................... 51 6.9 TERMINATION OF CONTRACT AND COMPENSATION THEREOF ....................................................... 51 6.10 LIQUIDATED DAMAGES .............................................................................................................................. 52 6.11 DOCUMENTS TO BE FURNISHED WITH GENERAL (PRE-QUALIFICATION) BID ............................. 52 6.12 DOCUMENTS TO BE FURNISHED WITH TECHNICAL BID .................................................................... 52 6.13 COMMERCIAL BID ........................................................................................................................................ 53 6.14 MINIMUM MANPOWER REQUIREMENT .................................................................................................. 53 6.15 EVALUATION & SELECTION CRITERIA ................................................................................................... 53

7 TERMS & CONDITIONS ..................................................................................................................................... 57 7.1 AMENDMENT OF BIDS ................................................................................................................................. 57 7.2 LANGUAGE OF BID & CORRESPONDENCE ............................................................................................. 57 7.3 LATE BIDS ...................................................................................................................................................... 57 7.4 MODIFICATION & WITHDRAWAL OF BIDS ............................................................................................. 57 7.5 OESL'S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS .................................................................. 57 7.6 NOTIFICATION OF AWARD ......................................................................................................................... 57 7.7 CORRUPT OR FRAUDULENT PRACTICES ................................................................................................ 58 7.8 APPLICATION................................................................................................................................................. 58 7.9 PAYMENT SCHEDULE .................................................................................................................................. 58 7.10 DELAYS IN THE CONSULTANT'S PERFORMANCE ................................................................................. 58 7.11 PERFORMANCE SECURITY ......................................................................................................................... 59 7.12 TERMINATION FOR DEFAULT ................................................................................................................... 59 7.13 PROGRESS OF THE PROJECT ...................................................................................................................... 59 7.14 CONFIDENTIALITY ....................................................................................................................................... 59 7.15 EXIT MANAGEMENT .................................................................................................................................... 60


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7.16 FORCE MAJEURE .......................................................................................................................................... 60 7.17 ARBITRATION ................................................................................................................................................ 61 7.18 LEGAL JURISDICTION .................................................................................................................................. 61 7.19 COMPLETENESS OF TENDER OFFER ........................................................................................................ 61

8 PROFORMA & ANNEXURE .............................................................................................................................. 64 SYNOPSIS OF GENERAL (PRE-QUALIFICATION) BID ......................................................................................... 64 SYNOPSIS OF TECHNICAL BID ................................................................................................................................ 67 8.1 PROJECT PROFILE ......................................................................................................................................... 69 8.2 FORMAT OF CV ............................................................................................................................................. 70 8.3 SELF DECLARATION .................................................................................................................................... 71 8.4 REPRESENTATIVE AUTHORIZATION LETTER ....................................................................................... 72 8.5 DECLARATION OF COMMERCIAL & ADMINISTRATIVE DETAILS .................................................... 73 8.6 CERTIFICATE FOR SATISFACTORY WORK FROM CLIENTS ................................................................ 74 8.7 ACCEPTANCE OF TERMS & CONDITIONS CONTAINED IN THE TENDER DOCUMENTS ........... 75 8.8 BIDDER’S BRIEF PROFILE ........................................................................................................................... 76 8.9 TECHNICAL BID (BID PARTICULARS) ...................................................................................................... 77 8.10 BID LETTER (TECHNICAL BID) .................................................................................................................. 78 8.11 PROPOSED METHODOLOGY & TIME LINE .............................................................................................. 79 8.12 STATEMENT OF DEVIATION FROM SCOPE OF WORK .......................................................................... 80 8.13 STATEMENT OF DEVIATIONS FROM TENDER TERMS & CONDITIONS ............................................ 81 8.14 COMMERCIAL BID (BID PARTICULARS) .................................................................................................. 82 8.15 BID LETTER (COMMERCIAL BID) .............................................................................................................. 83 8.16 PRICE SCHEDULE .......................................................................................................................................... 85


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CHAPTER – 1

CHECKLIST


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1 CHECKLIST Please check whether following have been enclosed in the respective covers, namely, letter of General Bid (Pre-qualification Criteria), Technical Bid and Commercial Bid: 1.1 GENERAL (PRE-QUALIFICATION) BID

1. Tender Paper Cost (DD No.: ……………………., Amount: Rs.

10,000/-, Bank.: …………….., Date: ……….……………..) Yes No

2. Earnest Money (DD No.: ……………………., Amt: Rs. 10,00,000/-, Bank.: …………….., Date: ……….……………..) (Please refer to clause 3.2)

Yes No

3. The applicant must be either a registered organization/company in operation For 5 years (Please refer to clause 3.3 of Pre-Qualification Criteria)

Yes No

4. Value Added Tax (VAT) Registration, latest VAT Return, Service Tax Registration and latest Service Tax Return (Please refer to clause 3.4 of Pre-Qualification Criteria)

Yes No

5. Proof of Average Turnover of not less than Rs 30 crore (Please refer to clause 3.5 of Pre-Qualification Criteria)

Yes No

6. Proof of ISO 9001:2000 and SEI-CMM- LEVEL 5 (Please refer to clause 3.6 of Pre-Qualification Criteria)

Yes No

7. Proof of technical qualified workforce of at least 200 (Please refer to clause 3.7 of Pre-Qualification Criteria)

Yes No

8. Proof of readymade solution implemented at municipalities/municipal Corporations or implementation of ERP in Government (Please refer to clause 3.8 of Pre-Qualification Criteria)

Yes No

9. Proof of successfully providing post implementation support. (Please refer to clause 3.9 of Pre-Qualification Criteria)

Yes No

10. Declaration of ineligibility (Annexure-3) (Please refer to clause 3.11 of Pre-Qualification Criteria)

Yes No

11. Proof of having software development center in Odisha (Please refer to clause 3.12 of Pre-Qualification Criteria)

Yes No

12. Representative authorization letter (Please refer Annexure-4)

Yes No

13. Vendor Profile (Please refer Annexure 8) Yes No

Note: The format for synopsis of Pre-qualification bid is furnished at Performa A, which should be filled in and duly signed and enclosed in the Pre-qualification Bid.


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1.2 TECHNICAL BID

1. Details of the job undertaken during the last five years (Please refer

Annexure-1) Yes No

2. Brief CV of Technical People (Please refer Annexure-2) Yes No

3. Declaration of commercial and administrative details (Please refer Annexure-5)

Yes No

4. Certificates regarding satisfactory Work Report from prominent customers (Please refer Annexure-6)

Yes No

5. Acceptance of terms & conditions contained in the RFP documents (Please refer Annexure-7)

Yes No

6. Brief profile of the company (Please refer Annexure-8) Yes No

7. Bid Particulars (Please refer Annexure-9) Yes No

8. Bid Letter (Please refer Annexure-10) Yes No

9. Proposed Methodology (Please refer Annexure-11) Yes No

10. Statement of Deviation from Scope of Work (Please refer Annexure-12)

Yes No

11. Statement of Deviation from Tender Terms and Condition (Please refer Annexure-13)

Yes No

12. Soft Copy of the presentation on CD/DVD/Pen Drive Yes No

13. Soft Copy of the Technical Bid on CD/DVD/Pen Drive Yes No

Note: The format for synopsis of Technical bid is furnished at Performa B, which should be filled in and duly signed and enclosed in the Technical Bid.


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1.3 COMMERCIAL BID

1. Vendor Profile (Please refer Annexure-8) Yes No

2. Bid Particulars (Please refer Annexure-14) Yes No

3. Bid Letter (Please refer Annexure-15) Yes No

4. Price Schedule (Please refer Annexure-16) Yes No

5. Soft copy of the price schedule in MS Excel format (Please refer Annexure-16)

Yes No


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CHAPTER – 2

INVITATION OF BIDS


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2 INVITATION OF BIDS 2.1 INTRODUCTION

Odisha e-Governance Services Limited Bhubaneswar (OeSL) an SPV of OCAC, on behalf of Housing and Urban Development Department (H&UD Dept.), Government of Odisha invites competitive bid proposals from interested bidders for selection Service Provider who have sufficient experience in the area of Municipal e-Governance for the operation and maintenance of the existing Integrated e-Governance Application Software System in all Urban Local Bodies (ULBs) of Government of Odisha along with integration with the existing as well as upcoming software applications in H&UD Dept. The detailed tender notice for the said work is available on the website: www.odisha.gov.in, www.ocac.in. and www.oesl.in. The tender document can also be purchased from the office of the Chief Executive Officer (CEO), Odisha e-Governance Services Limited, Bhubaneswar, on payment of a non-refundable fees of Rs. 10,000/- (Rupees Ten Thousands only) in the form of Demand Draft from a scheduled bank in favor of Odisha e-Governance Services Limited, payable at Bhubaneswar.

The Odisha e-Municipality Services is a centralized integrated application which provides “Single Window” services to citizens on anytime, anywhere basis. After implementation of e-Municipality System the efficiency and productivity of ULBs has increased manifold. Municipal Management Information System (MMIS) like other MIS systems brings about a single and integrated view of ULB information system. MMIS provides timely & reliable management information relating to municipal administration for effective decision making in all ULBs across the state of Odisha. The vital focus of this application lies in the customized portals that has been designed and incorporated in each ULB. Centralized monitoring of the project facilitates coordination and management of ULBs smoothly. E-Municipality Project currently has been implemented in 44 ULBs of Odisha as a centralized application and database across the state. The centralized architecture maintains the scalability of the application all along. Another feather in the cap of Project e-Municipality lies in the fact that it has been implemented through open source software model, which makes it more adaptable for future changes and improvements. A standards-based approach has been adopted for integration of other related applications. The application has been designed in order to make it GIS enabled for further integration with the modules. Payment Gateway has been implemented on the application to ease payment procedure.

• The proposal should be submitted in the prescribed format at the Odisha e-Governance Services Limited, Bhubaneswar.

• In this connection any other necessary information can be obtained from the CEO, Odisha e- Governance Services Limited, Bhubaneswar.

• OeSL reserves the right to accept or reject in part or full any or all the offers without


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assigning any reasons whatsoever.

2.2 ABOUT THE BID DOCUMENTS The tender document comprises of the following.

CHAPTER- 1 CHECK LIST CHAPTER- 2 INVITATION FOR BIDS CHAPTER- 3 PREQUALIFICATION FOR GENERAL BID CHAPTER- 4 PROJECT PROFILE CHAPTER- 5 SCOPE OF WORK CHAPTER- 6 INSTRUCTION TO BIDDERS CHAPTER- 7 GENERAL TERMS & CONDITIONS CHAPTER- 8 PROFORMA & ANNEXURE

2.3 SCHEDULE OF THE EVENTS

a. The Tender will have 3 (Three) Parts viz., General (Pre-qualification) Bid, Technical Bid & Commercial Bid.

b. Issue of Tender Document – From 29.01.2016 (excluding Govt. Holidays) during office hours by paying a non-refundable Tender Document Fee of Rs. 10,000.00 (Rupees Ten Thousands only). The tender document can also be downloaded from the websites www.od isha.gov. in , www.oes l . in & www.ocac. in. However, in case the tender document has been downloaded from the websites, the Tender Document Fee of Rs. 10,000.00 (Rupees Ten Thousands only) must be enclosed along with the bid document in form of a Demand Draft, drawn on a scheduled bank, in favour of Odisha e-Governance Services Limited and payable at Bhubaneswar.

c. Receipt of Pre Bid Queries - 05.02.2016 by 4 PM

d. Pre Bid Meeting - 06.02.2016 at 4 PM

e. Receipt of Bids - On or before 01.03.2016 upto 3.00 PM

f. Opening of General (Pre-qualification) Bids and Technical Bid – On 01.03.2016 at 4.00 PM in the Conference Hall of Odisha Computer Application Centre in the presence of bidders who may want to attend.

g. Opening of Commercial Bids – On 08.03.2016 at 4.00 PM

h. Final Decision including issuance of Letter of Intent (LoI) – Within 7 days

i. Signing of Contract Agreement & Issuance of detailed Award Letter – Within 15 days.

2.4 AMENDMENT OF INVITATION

Notwithstanding anything else contained to the contrary in this tender document, OeSL reserves the right to cancel / withdraw / modify fully or partially the “Invitation of Bids” or

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to reject one or more of the bids without assigning any reason and shall bear no liability whatsoever consequent upon such a decision.

• At any time prior to the deadline (or as extended by OeSL) for submission of bids, OeSL, for any reason, (whether at its own initiative or in response to clarification requested by the prospective bidder), may modify the RFP document by issuing amendment(s).

• The amendment(s) to the tender document if any will be published in the websites www.od isha.gov . in , www.oes l . in & www.ocac. in only. The bidders are requested to regularly visit the website for updates. .

• The addendum shall be binding on all bidders

• In order to allow bidders a reasonable time to take the amendment(s) into account in their bid response, OeSL at its discretion may extend the deadline for submission for bid.

2.5 LANGUAGE OF BID PROPOSAL The bid proposal as well as all correspondence and documents relating to the tender shall be in English. Information supplied in other language shall be ignored.

2.6 COST OF BID PROPOSAL PREPERATION The prospective bidders are advised to make study of the project along with application at their own cost. Bidders shall bear all cost associated with field study, preparation and submission of the bid proposal. OeSL or H&UD Department will in no circumstance be responsible or liable for those costs, regardless of the conduct or outcome of the bid process.


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CHAPTER – 3 PRE-QUALIFICATION FOR

GENERAL BID


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3 PRE-QUALIFICATION FOR GENERAL BID Keeping in the view of the complexity & volume of the work involved, the following criteria are prescribed as pre-qualification criteria for SYSTEM INTEGRATORs (afterwards referred as Bidder) interested in undertaking the project. 3.1 The Bidder should have submitted Rs. 10,000 towards the cost of the Tender Document.

3.2 The Bidder should have furnished the EMD of Rs. 10,00,000 (Rupees Ten Lacs) only in the form of Bank Draft from any scheduled bank payable at Bhubaneswar.

3.3 The Bidder should be a national/International level IT organization/company in

operation for the last FIVE years as on 31st March 2015 in India.

3.4 The Bidder should submit up-to-date VAT Registration with latest return and Service Tax Registration along with service tax return in General bid.

3.5 The Bidder must have minimum average turnover of INR 30 crores (Rupees Thirty Crores) from software development, maintenance and system Integration for the

preceding 3 financial years ended with 31st March 2015. Statement to that effect should be certified by Chartered Account. The bidder should have been in profitable for all these three financial years. Copies of balance sheets/profit & Loss Accounts/ Annual Reports of last 3 financial years (up to 31-Mar-2015) should be enclosed.

3.6 The Bidder must be i n possession of ISO 9001:2000 certification and SEI-CMM Level – 5 Certification.

3.7 The Bidder should have technically qualified workforce (as per clause 5.4) of at least 200 as on 31-Dec-2015 on its payroll.

3.8 The Bidder must have implemented at least one similar e–Governance systems in Municipal corporation/municipality/NAC in last 5 years with software components of more than Rs 3 Crores.

Or

The Bidders must have implemented at least one ERP/web based solutions in any Government (excluding PSUs/Banks) within India in last five financial years ending 31-Mar-2015 with an order value of the software component of least Rs. 5.0 Crore.

Copies of work orders along with implementation certificate or completion certificates of such projects should be enclosed with the bid.

3.9 The bidder must have experience of providing post implementation support for e-governance/ERP/WEB based software for period of at least one year of contract value more than Rs 3 crore.

Copies of work orders along with implementation certificate or completion


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certificates of such projects should be enclosed with the bid.

3.10 The bidder must have sound domain knowledge in Municipal Corporation in the Country and must have experience in providing Post Implementation Support for software solutions.

3.11 Applicants should not be under a declaration of ineligibility or black listed by Govt. of India / State Govts. A self-declaration certificate should be enclosed. Proforma in Annexure 3.

3.12 The bidder should have a center operational in Odisha or shall furnish an undertaking to open an operation center within 3 months from award of the project.

OeSL or H&UD Department, GoO reserves the right to accept or reject any or all responses without assigning any reason. Only those bidders qualified in the pre-qualification will be considered for a technical evaluation.


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CHAPTER – 4 PROJECT PROFILE


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4 PROJECT PROFILE

4.1 BACKGROUND

Govt. of Odisha, H&UD Department has implemented the “Odisha Urban Local Bodies Automation System (OULBAS) or Project e-Municipality” in 44 ULBs and the objective of the current project, is to introduce e-Governance in all the Urban Local Bodies of Odisha by a centralized application in order to comply with the jNNURM reforms. There are 111 Urban Local Bodies (ULBs) in Odisha, categorized as Municipal corporations, Municipalities and Notified Area Councils. There are 05 Municipal corporations, 36 Municipalities and 70 Notified Area Councils. Though the application architecture has been designed for the whole state, in the current initiative, all the 3 municipal corporations, 37 municipalities and 4 Notified Area Councils (NACs) are being addressed.

4.2 KEY FEATURES

• Statewide implementation of the Application in a centralized manner hosted in State Data

Centre and all the ULBs are accessing it either through broadband connection or by OSWAN connectivity.

• Open source component centric application which can be customized easily to add any other new module and the without any user license fee.

• Citizen Accessibility for G2C Services • Notification to citizen using the SMS and e-Mail feature • SMS, e-mail, Digital Signature and Barcoded Certificate issuance • Generation of digitally signed and Bar Coded Birth and Death certificates from e-Municipality • For online payment, integration with Odisha Online Portal which will be used by Common

Service Centers and Citizens • Odisha Urban Local Bodies Automation System (OULBAS) gives a single and integrated view

of the ULBs and provides timely & reliable management information • Dashboard provides a comprehensive view of the current status of the Municipality • Work list Feature keeps the user aware of the tasks pending • Online registration of Birth and Death directly from the Health Institutions • Customized Portals designed for all ULBs provides a single window access to all stakeholders.


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4.3 DELIVERY MECHANISM

Odisha Urban Local Bodies Automation System (OULBAS) has been designed for use by all the Urban Local Bodies of the state of Odisha. The Urban Local Bodies are reporting to Director Municipal Administration who in turn reports to Secretary, H&UD department. Odisha Computer Application Centre, which is the technical directorate of IT Department Government of Odisha, entails the coordination and management of all IT ventures of the state and hence undertakes the task of review and management of Odisha e-Municipality Project. OeSL the SPV of OCAC is the implementing agency of the project. TCS has developed and is managing the solution.

4.4 SERVICES DELIVERED The following services are currently being delivered as part of e-Municipality in Urban Areas:

1. e-Municipality Application Portal 2. Property/Holding Tax 3. Trade License 4. Building Permission 5. Water Connection & Charges


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6. Birth and Death Registration 7. Solid Waste Management 8. Welfare Schemes Management 9. Grievance Redressal 10. Accounts 11. Audit 12. Municipal Management Information System

4.5 URBAN LOCAL BODIES IN ODISHA On the basis of population and some other criteria the Urban Local Bodies in Odisha has been categorized in following 3 types:

I. Municipal Corporation for every larger area. II. A Municipal council for every smaller urban area and

III. A Notified Area Council for every transactional area

The State Government notifies a larger community (over 10,000) as a notified area, and its administration is under the locally elected council. A settlement over 20,000 populations is classified as a Municipality. Settlement with larger populations is called as Municipal Corporation. The recent Census of India classified all settlements w i t h population above 5000 (subject to some other rules) as urban areas for the sake of census. The elected body comprises the public representatives (called councilors) who hold office for a period of five years. Members of the State Legislative Assembly for their respective constituencies are also members of the council. Additionally GoO nominates a few councilors. The Council is the policy making body for ULBs. Various standing committees are formed as per the statute for rendering specialized functions; there are standing committees on finance, public health, hospitals and dispensaries, public works, etc. The ULBs function under the overall administrative control of the State Housing and Urban Development Department.

The Director of Municipal Administration is the head of the department. Each ULB is headed by an executive officer who is ordinarily an officer of the Odisha Administrative Service. The functions of the ULBs fall under two categories, namely, obligatory functions such as maintenance of roads, street lights, sanitation, water supply, registration of births and deaths, public immunization and regulation of buildings; and discretionary functions such as formation and maintenance of layouts, parks, schools, hospitals, libraries etc., There are separate departments for the performance of these functions besides an administrative and a finance and accounts department.


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The own resources of the ULBs are very limited. These comprises of rates and taxes, including property tax, license and other fees, income from property, receipts under special laws like fees, ferry rent, etc. The major source of revenue is through grant for the ULBs from GoO in lieu of Octroi receipts. Additionally, ULBs receive specific purpose grants from GoO like road maintenance grant, for Payment of salaries for teaching and non-teaching staff. The ULBs also receive central funds as mandated by the Finance Commission, besides funds for the execution of centrally sponsored schemes.


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CHAPTER – 5 SCOPE OF WORK


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5 SCOPE OF WORK

The selected Service Provider will provide Operation and Support of existing Application and Infrastructure for 3 years in the 44 ULBs where e-Municipality has been implement and will rollout the Project in remaining 66 ULBs. Following are the broad scope of work for this Request for Proposal for the Service Provider of the e-Municipality Project.

• Existing Application Software Support, Maintenance and Code Management. • Hardware and Network Support at all ULBs including existing 44 ULBs • Hand holding support and training at all ULBs • Rollout in rest of 66 ULBs • Data Digitization in rest of 66 ULBs • Migration of Data from Legacy System if any • Enhance of Software and scope of Request for Changes time to time • Centralized Help Desk Support • Compliance to Third Party Audit observation (Selection of Third party Auditor will not

be the part of this RFP) • Integration with Right to Public Services application software related to urban services. • Integration with other application like iOTMS and if any other as needed by H&UD

Department

5.1 ULBS FOR O&M OF E-MUNICIPLITY PROJECT

List of ULBs where the e-Municipality Application has been implemented and Service Provider selected through this bidding process will provide Operation and Maintenance service;

S. N. Town (Municipal Corporation) Category of ULBs 1 Bhubaneswar A 2 Cuttack A 3 Brahmapur A

S. N. Town (Municipal Councils) 1 Rourkela (Currently Municipal Corporation) B 2 Puri B 3 Sambalpur (Currently Municipal Corporation) B 4 Baleshwar B 5 Baripada B 6 Bhadrak C 7 Bolangir B 8 Brajarajnagar C 9 Jaypore C 10 Jharsuguda C 11 Baragarh B


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S. N. Town (Municipal Councils) 12 Bhawanipatna B 13 Rayagada C 14 Dhenkanal B 15 Jatni C 16 Barbil C 17 Keonjhar B 18 Rajgangpur C 19 Parlakhemundi C 20 Vyasanagar C 21 Choudwar C 22 Kendrapara C 23 Khurda C 24 Joda C 25 Sundergarh B 26 Talcher C 27 Jajpur C 28 Jagatsinghpur D 29 Biramitrapur C 30 Nawarangpur C 31 Debagarh C 32 Sonapur C 33 Paradeep C 34 Anandpur C 35 Belpahar C

S. N. Town (Notified Area Council) 1 Koraput D 2 Anugul C 3 Phulabani D 4 Malkangiri E 5 Ganjam (Chhatrapur) E 6 Nayagarh D 7 Baudhgarh D

5.2 ULBS FOR ROLLOUT OF E-MUNICIPLITY PROJECT

The list of ULBs where new e-Municipality application has not yet been implemented and same is required to be rolled-out by Service Provider selected through this bidding process;

S. N. Town (Notified Area Council) 1 Kasinagar D 2 Aska D 3 Belaguntha D 4 Bhanjanagar D 5 Buguda E


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S. N. Town (Notified Area Council) 6 Chikiti D 7 Digapahandi E 8 Ganjam D 9 Gopalpur D 10 Hinjilicut D 11 Kavisuryanagar D 12 Khallikot D 13 Kodala D 14 Polsora E 15 Purusottampur D 16 Rambha D 17 Soroda D 18 Junagarh D 19 Kesinga D 20 Dharmagarh D 21 Kotpad D 22 Sunabedha D 23 Balimela D 24 Umerkote D 25 Khariar D 26 Khariar Road D 27 G. Udayagiri E 28 Baliguda D 29 Gudari D 30 Gunupur D 31 Athamallik D 32 Hindol D 33 Kantabanjhi D 34 Patnagarh E 35 Titilagarh E 36 Tusura E 37 Padampur E 38 Barpalli E 39 Attabira D 40 Bhuban D 41 Kamakhyanagar D 42 Kuchinda D 43 Redhakhol D 44 Binika E 45 Tarva E 46 Jaleswar D 47 Nilagiri E


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S. N. Town (Notified Area Council) 48 Soro D 49 Basudevpur D 50 Dhamnagar D 51 Athagarh D 52 Banki D 53 Pattamundai D 54 Balugaon D 55 Banpur D 56 Karanjia D 57 Rairangpur D 58 Udala D 59 Khandapara E 60 Dasapalla E 61 Ranapur E 62 Konark E 63 Nimapara E 64 Pipili E 65 Hirakud E 66 Burla E

Approximate number of users of each categories ULBs to use the system

Category No of Officials A 125 B 60 C 25 D 15 E 10

The above figures may be used for H/w or S/w sizing and training requirements.

The Bidder should operate, maintain and support all the existing software modules as per the general scope explained below.

1. To ensure accessibility of the continuity of the existing software to all the offices over the available communication medium like Broadband/ OSWASN/ VPN/ Leased Line, etc.

2. The application architecture should allow clustering to ensure scalability as the usage of system keeps increasing over time. The H&UD shall reserve the right to deploy additional servers as required.

3. Software should support single-sign-on across all applications 4. Uptime of the application should be 99%. 5. Application should have a strong User Management module which would support:


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• Definition of Roles and Responsibilities of users • Definition of rights to the application features for each role • Time and user Stamping of each transaction • Work-flow engine to configure and modify Government work-flow • Audit Trail of the Changes should be maintained in the system • Bi-lingual UI

Coverage - All the new ULBs will be covered /customized as and when constituted. Bidder may bill for the Application roll out/support in new ULBs as an additional cost in terms of Hand holding support and training. Support - Operational support at each ULB by the Bidder should be at least 9 hour per day for 6 days in a week. Uptime - Uptime of the e-Municipality application and database should be 99%. Migration of data - Migration of existing data into the e-Municipality application is the responsibility of the bidder. Digitization/ Data Entry - The selected Service Provider would be responsible for the digitization of the data currently available in manual form. It would also be responsible for migration of the data available from the existing IT systems or databases to the new Database to be implemented for the rest of the ULBs where e-Municipality will be implemented. The Service Provider must ensure that the data digitization and migration task is completed in the rest 66 ULBs before implementation of e-Municipality.

The Service Provider will be responsible for the data entry and digitization of the existing paper based records/ physical files for the rest 66 ULBs. The Service Provider will design the data digitization plan and will get it approved from respective ULBs/ H&UD Department. The Service Provider will also be responsible for developing the software application for the data entry and digitization of the existing paper based records / physical files. The whole process of data entry & digitization will be carried out as per the following process:

• Purchaser / Respective ULB will hand over the physical files (ULB wise) along with all the supporting documents to the Service Provider in a batch of 30-50 files.

• The Service Provider would arrange all the papers in an appropriate manner and will put an Identification Number (IN) for each file and papers (as per the categories).

• The Service Provider will do the data entry of the master data and the transaction data as per the requirements of the Workflow.

• The Service Provider will also scan all the requisite documents and will link them with the


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appropriate file in the e-Municipality application.

• All the activities related to the data entry & digitization will be carried out at the premises of the ULBs.

• The ULBs will arrange for the suitable space and electrical connections (including electricity charges) while the bidder will arrange for the necessary infrastructure, manpower and other consumables.

• The Service Provider will submit the printouts of the digitized data to the Purchaser / Respective ULBs for further verification.

• Purchaser will verify 100% of the digitized records viz-a-viz the original documents and will return the erroneous records to the Service Provider in at most 10 working days from the day of submission of print outs of the batch of files / records by the Service Provider.

• The Service Provider shall update the digitized data based on the input received from Purchaser. The final hardcopy of digitized data, softcopy of the digitized data and softcopy of scanned documents would be returned back to Purchaser on DVDs or other electronic media at the end of the process.

• The Digitized Data will be the property of the H&UD Dept. and should not be copied or used by the bidder for any other purposes other than the scope of this project. Any infringement in this regard will be serious and legal action will be taken against the Service Provider.

• The Service Provider shall maintain a proper record of handing over and taking over of the documents. Any loss of document shall be treated very seriously and may lead to termination of contract and penal action.

Connectivity - Connectivity is not within the scope of bidder. All ULBs are currently connected with Internet facility by their own. Online Payment Gateway - Payment Gateway for online payment is already established with Odisha Online Portal, which shall be maintained for the project in future. The e-Municipality application should support online payment, including the following fields:

• The Service Provider shall be required to integrate with e-Municipality Application with Odisha Online Payment gateway.

• Facilitate payment against dues and recoveries online through a payment gateway of Odisha Online.

• Facilitate automatic updating of the information on the applicant record, upon realization of the submitted money

• Payment made should be credited to the proper head of account as per the rules and directives of the ULBs.

• The system should allow transaction through approved financial instruments


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o Internet Banking

o Credit cards

o Debit cards

Feature Enhancements - New Feature may be incorporated in different modules as per decision/work order of the H&UD Department. Cost estimation /Change request may be called for the feature with due approval from the department. Technical Requirement for Operation & Maintenance of the Application - The existing modules of e-Municipality application has been developed in open source JAVA/ J2EE technology and database as Oracle. Project Documentation - Third Party Auditor shall review the project documents developed by the bidder including requirements, design, source code, installation, training and administration manuals, version control, Layout Plan, etc. Any issues/gaps identified by the Third Party Agency/ Purchaser, in any of the above areas, shall be addressed to the complete satisfaction of Purchaser. The required documentation for the projects (but not limited to) is as follows:

• Technical, Operational and User Manuals for operation of the deployed solution. • All policy documents, such as

o Security policy etc.

o Backup and recovery policy etc.

o Business Continuity Plan (BCP) • Source Code and solution design documents. • Maintenance manuals for Data Center, Networks, server and other hardware. • Network Diagrams for Data Center and Networks • Documentation of IP and Subnet Scheme, Routing Tables and ACL etc. deployed for Intranet. • Documentation of all device configurations such as firewall, routers, servers etc. • Details of IT infrastructure required • Details of CFC including Design, etc. • All the relevant documents related to Implementation and any other document, which may be

necessary. Data Quality - The Third Party Auditor shall perform the Data Quality Assessment for the Data digitized/ migrated by the bidder to the system. The errors/gaps identified during the Data Quality Assessment shall be addressed by the bidder before moving the data into production environment, which is a key milestone for Go-live of the e-Municipality application in the rest of 66 ULBs.

List of Deliverables - The bidder has to have to ensure the timely delivery of all deliverables of the


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project including, though not limited to, the following:

• Centralized Infrastructure. • Services Delivery Infrastructure. • Back Office Infrastructure. • System Requirement Specifications (SRS). • All the Design Document including Software Design Document (SDD) etc. • All Policy, Plan & Methodology Documents. • Final Bill of Material (BOM) for Solution Implementation • Solution Software including Source Code, Operational/ Technical manual, library files, setup

programs etc., Sign-off from H&UD Dept./OeSL. • Software Licenses in case of third party product. • Details of IT infrastructure required. • Infrastructure Delivery Certificates and sign-off from H&UD Dept./OeSL. • Helpdesk of Citizens and Helpdesk of Employees. • All the relevant documents related to Implementation. • Network Diagrams for Data Center and Networks. • Documentation of IP and Subnet Scheme, Routing Tables and ACL etc. deployed for Intranet. • Documentation of all device configurations such as firewall, routers, servers etc. • Change Management interventions and Training on Change Management. • Advance Administration training for Data Center Administrators to perform required tasks. • User Training for officers/employees / vendors for the deployed system. • Syllabus and Manual for Training plan for the departmental users to be approved by H&UD

Dept. beforehand. • Issue supporting documentation such as Training material, User Manuals, Maintenance

Manuals, etc. • Sign-off from ULB officials on Training. • Technical, Operational and User Manuals for operation of the deployed solution. • All policy documents, such as Security policy, Backup and recovery policy etc. • Maintenance manuals for Data Center, Networks, server and other hardware. • Any Other relevant Documents.


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5.3 SOFTWARE MODULES

Civic Services Management System

Civic Services Management System will be a centralized module, as part of the Transaction Processing System (TPS), which would cater to all the functionality of ULB for providing and maintaining the basic civic services to the citizens. The module will have various sub-modules as detailed below, which will interact with each other to fetch relevant data/information and generation of reports. All these sub- modules will have facility of external interfacing for allowing the citizens or other interested stakeholders to post on-line applications, make queries, lodge complaints, view progress/response and also provision for making on-line payments. The basic functionality of this system will be:

1. Soild Waste Management - The following functionalities exist and needs to be managed: • Facility to identify the garbage bins and link the same in the process of garbage collection

to track the status of any bin • Capturing the details of the categorization of the municipal area, population, volume of solid

waste etc. to effectively schedule the collection of garbage • Facility to allocate vehicles for effective garbage collection • Recording of the volume of garbage (category wise) collected and disposed • Tracking of vehicles by issuing job card The following additional functionalities needs to be developed: • Provision for citizens to upload pictures to show status of garbage cleaning can be

used as validation mechanism • Online facility for institutions like Hospitals, Hotels, Nursing Homes, etc. to be developed

to raise request for waste collection and pay fees online • Integration of e-Municipality Solid Waste Management Module with Right To Public

Services (RTPS) portal 2. Welfare Schemes Management – The following functionalities exist and needs to

be managed: • Facility to maintain the details of various schemes for the underprivileged citizens • Facility to maintain the database of the beneficiaries under various schemes • Facility to record the grants received for various schemes and budgeting the same • Planning of works/projects and tracking the progress of the same along with the

expenditures 3. Grievance Redressal – The following functionalities exists and needs to be

managed:


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• Categorization of various types of complaints • Linking the types of problems with appropriate departments and officials for proper routing • Facility to mark a complaint as fake or false • Facility to accept the feedback from the citizens • The following additional functionalities needs to be developed: • Facility to cross check the outstanding dues before allowing to lodge certain type of

complaints • Uniform complaint categories & sub-categories across ULBs • Facility of auto-escalation of unresolved grievances as per pre-defined hierarchy at the ULB

/ State level • Integration with mobile applications and call centers • Status update through SMS

Revenue Management System

The Revenue Management System will cover the various departments of ULB that involves revenue collections. This system will help ULB to maintain the revenue base, generation of bills, collection of taxes, fees and charges, tracking of defaulters and thus eventually increase the revenue. The entire revenue module will have interface with the central accounts system. Since ULB is going for an accrual based double-entry accounting system, the information of receivables will be sent to the accounts module as soon as a bill gets generated. The information on the payment will be again sent to the accounts to knock-off the respective receivable. Apart from the interface with the accounts module, the revenue modules will interface with each other for the exchange of department specific information. The revenue modules will also interface with the ‘Grievance Redressal’ system wherever applicable. The Major Revenue earning modules are:

1. Property/Holding Tax – The following functionalities exist and needs to be managed:

• Maintaining the location and owner details of the properties • Maintaining the details of parameters for the valuation of the properties. The details of the

parameters will depend on the method of valuation (e.g. Annual Rent Value based method, Unit Area method etc.)

• Facility to maintain the historical records of the properties (i.e. change of ownerships, usage, valuation etc.)

• Facility to record the rent details of the properties, if any • Facility to calculate the applicable rates including rebates, if applicable • Facility to calculate the tax and generation of bills • Facility to accept the payment as advance and subsequent adjustment of the same against

the tax-bills • Facility to allow rebate when paid within the rebate-period and impose penalty/interest on


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overdue bills, if applicable

The following additional functionalities needs to be developed: • Interface for citizens to apply for transfer, separation and amalgamation of properties and

subsequent adjustment to the tax-bills, if required • Facility to accept the objections against any valuation (proposed by ULB) and finalization of

the same through a hearing process • Facility to refund any excess payment, on approval of the appropriate authority • Facility to charge for out-stationed cheques, dishonour cheques (including subsequent effect

to the corresponding tax-bills) • Tracking and monitoring of defaulters and taking subsequent measures (e.g. issuance of

‘Notice of Demand’/ ‘Warrant Notice’, seizure/action of property • Facility to issue ‘No Dues Certificate’ online • Facility to get the online information from the Building (building plan approval and

completion) and License departments (commercial usage of a property) to ensure coverage under tax net and trade license database

• Zone to Ward Mapping for administrative ease • Generating various statistical reports

• Integration of e-Municipality Holding Tax Module with Right To Public Services (RTPS) portal • Changes as per the new Property Tax Rules to be introduced for the ULBs would need to

be reflected in the system

2. Trade License – The following functionalities exists and needs to be managed:

• Facility to issue (fresh, renewal) of trade licenses • Capturing the relevant details required to issue the trade license • Facility to calculate the license fees and collection of same prior to issue the license

certificate • Facility to interface with the Holding/Property-Tax system to check if all tax-bills are paid or

not and to verify if the usage of the property is commercial or not (this can only be done if capturing property number is made mandatory at the time of application)

• Facility to capture the details of the spot-inspection • Facility to generate ‘Show Cause Notice’ in case a violation is detected, followed by the

process of hearing • Facility to generate the reminder notice prior to the scheduled renewal of license The following additional functionalities needs to be developed: • Interface for traders to apply for duplicate license, transfer and cancellation of trade licenses


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• Facility to capture any changes (e.g. change in nature of business, owner of the business

etc.) related to a trade license • Zone to Ward mapping for administrative ease • Integration of e-Municipality Trade License Module with Right To Public Services (RTPS)

portal • MIS to highlight license renewals due at any point in time

3. Building Permission – The following functionalities exists and needs to be managed:

• Generation of various statistical reports • Calculation of building plan sanction fees (along with the development and other applicable

charges) at the time of granting permission for construction • Back-end application and work-flow processes for approval of building plan available for

ULB users The following additional functionalities needs to be developed: • Citizen interface to apply for building plan approval by submitting a building plan along

with all relevant documents and NoCs for detailed scrutiny • Online provision of fee payment with linkages through requisite payment gateways • Issuance of relevant certificates at different stages of the construction (e.g. plinth

completion, full/partial completion, occupancy etc.) after proper inspection and receipt of the appropriate fees

• Maintaining the list of valid and active Licensed Building Surveyors and Architects and issuance/renewal of licenses after receipt of the license-fees

• Online interface for citizens to apply for generation of duplicate copy of the sanctioned building plans after payment of the fees online

• Facility to keep records of legal cases and monitoring the same • Receipt of NoCs from the other relevant departments of ULB through workflow process • Linkage with Property Tax module for ensuring monitoring of status of registration of

properties issued Completion Certificate but not yet registered under the tax net • Issuance of digitally signed sanction letter (new/revised) and online provision for citizen to

download the same with introduction of SMS-based alert • Issuance of completion certificate online • Integration of e-Municipality Building Permission Module with Right To Public Services

(RTPS) portal

4. Water Connection & Charges – The following functionalities exists and needs to be managed:


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• Receipt of application relating to water tap connection (new) both online and offline.

Provision of upload of scanned copy of all relevant documents (like RoR record and PH agreement) at the time of application

• Levy of charges/fee for the water use based on the type of connection; interest charge on arrears; charge for out-stationed cheques, dishonor cheques etc.

• Generation of demands/bills with a facility for correction to bills • Facilitating online payments including advance payments • Capturing various details of the water connection like consumer details, metered non-

metered connection, multiple usage types, connection details, meter details, meter reading entry, work order printing for new/closing/reconnections. The module should have scope for PDA based meter reading capture and bill generation and uploading of PDA data to system

• Facilitating online checking status of water tap connection The following additional functionalities needs to be developed: • Receipt of application relating to water tap connection (reconnection/closing/change of

use) both online and offline. Provision of upload of scanned copy of all relevant documents (like RoR record and PH agreement) at the time of application

• Issuance of plumber licenses (new/renewal) online, with provision for online application • Generation of various statistical reports • Provision to be built into the system for providing alerts on any tax dues applicable for an

applicant seeking a new connection or a reconnection. • Applicable changes in work-flow configuration in the existing system would need to be

developed post establishment of WATCO • Integration of e-Municipality Water Connection Module with Right To Public Services (RTPS)

portal

5. Birth and Death Registration – The following functionalities exists and needs to be managed: • Registration of births (including still births) and deaths with a facility for online entry of the

birth/death records by the authorized hospitals/nursing homes • Generation of an Id no. when registering a new born • Facilitating inclusion of child name at a later date • Generation of birth and death certificates with provision of using digital signature and

barcodes The following additional functionalities needs to be developed: • Online facility for new hospitals to apply for registration to use the system


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• Facilitating correction to birth and death certificates • Facilitating online payments for various services (registration, child name insertion,

duplicate certificates, searching records etc.) • Facilitating online checking status of birth and death certificates • Facilitating online application for Non-Availability Certificate • Generation of various statistical reports including report on redundant records • Integration of e-Municipality Birth/Death Module with Right To Public Services (RTPS)

portal • Integration with Civil Registration System (CRS) as mandated by Registrar General, India

(RGI) for birth & death registration and certificate issue may be required if the same is made mandatory for adoption at the state-level by RGI

Financial Management System

The Financial Management Module will be responsible for managing all the aspects of finance and accounts related to ULB. The accrual based double entry accounting principle will be followed. Thus for all types of receivables and payables, proper accounting entry will be passed prior to the actual pay-in and/or pay-out. At the time of actual pay-in and/or pay-out, the reverse entry will be passed to knock- off the corresponding entry for receivable/payable. Expenses and revenues of all the municipal departments will be tracked through this core accounting module. Thus most of the other departments will have strong interface with this system. Apart from maintaining the accounting figures, this system will address the following major areas:

1. Accounts – will perform all standard accounting related activities including the following major functionalities:

• Defining the account heads with groupings and sub-groupings of account heads • Maintaining the details of ULB bank accounts (for deposit and pay-out) • Maintaining the database of the vendors/contractors • Preparing the budget and publishing the same • Maintaining the details of pay-ins from all possible sources of collection • Managing the stock and usage of revenue stamps • Depositing the collection to designated banks • Handling the situation of cheque-dishonour • Approving and making the payments in full or partial • Performing bank-reconciliations • Managing Security and Earnest Money deposits • Managing and monitoring the utilization of various grants received from various sources • Performing debt and investment management


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2. Audit – will audit various areas related to finance and accounts. The major functionality will be to perform pre-audit of tender and estimates and preparing the relevant audit-section.

• Auditing the figures compiled from various departmental processes • Inspecting different bills and vouchers bills • Inspection of various statutory reports • Monitoring various exceptional reports generated from all the departmental processes

Stakeholders’ Interaction system Stakeholder Interface System needs to be in place in order to enable ULB to provide more transparent and efficient services to the Citizens. Broadly this interface will provide information and services to all external stakeholders who are the external users of MAS like the Citizens, Government, Financial Institutions, Donor Agencies, Contractors, etc. The services include payment of municipal taxes and charges, submission of application, receipt of various certificates, NOC etc., lodging of public grievances and accessing various information related to ULB etc. This system will make ULB able to provide MAS information and services to the Citizens. A dynamic website with following functionality. The basic functionality of this system will be:

1. Web Portal – Will be the main medium of interface between ULB and all its stakeholders. ULB already has a comprehensive portal. The same will be enhanced to make it more exhaustive. The major objective of the portal will be to:

• Publish messages of the Honourable Mayor and commissioner • Publish Vision, Mission and Objectives of ULB • Publish important information related to the city of (e.g. History of the city, tourist attractions

etc.) • Publish City maps and information from GIS relevant to the citizens • Publish ULB-related information as part of RTI (Right To Information) • Have photo galleries • Provision for public polling • Publish tenders and provision to submit bids • Have links to the systems of all the departments • Publish answers to the FAQs and Emergency Information • Have downloadable application forms • Allow the residents to log on using the resident-id to avail the online services like:

o Lodging and tracking of complaints


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o Enquiring the status of bills and getting the duplicate copy of bills o Enquiring the history of payments o Facility to make payments using payment gateway o Facility to make online applications, wherever applicable o Facility to get online NOC, wherever applicable o Facility to make self-assessment of property-tax

Stakeholders’ Interaction System should have the following additional functionalities for web portal:

• Contact details of key officials and elected representatives • Facility for citizens to provide feedback to the ULB • Details of ULB’s financials • Integration with Social Media • Resolution of Standing committees and Government Order along with provision for searching

using key words • Idea Box • E-News Letters • Detailed procedures for getting various clearances along with links for the same • Hosting of GIS-based maps with property records based on validation • City tourist maps and places of interest etc.

Municipal Management Information System (MMIS)

The vision behind MMIS is to have an electronic repository of all data pertaining to H & U D department and all functions of all ULB; and a strategic and operational tool, which would help in management all ULB at all levels a n d in making informed decisions. ULB, as an organization, provides a number of critical services; has a large employee base spread over geographically distant offices & has complex information needs. Municipal Management Information System (MMIS) is a means of empowering the Senior Management of the ULB with information to help them attain the objectives of increasing administrative efficiency in Municipal Corporation and improving the quality of service to the citizens. MMIS will be designed to provide the senior management of the ULB with information that is correct, complete, relevant and timely and is therefore of the greatest importance in proper administration of the corporation. The MMIS will help the management to: • Track performance indicators. • Establish measures and criteria for monitoring progress. • Identify, track, trend and correct problems. • Design and print performance indicator reports. • Understand the Corporation's financial health. • Meet statutory requirements.


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MMIS will have a suite of reports that will focus primarily on performance, exceptions and forecasts. The reports again would be either standardized or ad-hoc that the management might request.

Additional Features of e-Municipality Application

Integration of Odisha Online with e-Municipality for payment at e-Seva counters and at Web: Odisha Online has been integrated as the payment portal for e-Municipality with real time web service based integration with the following modules:

• Birth and Death • Property/Holding Tax • Trade License • Water Connection and Charges

The same needs to be maintained by the Service Provider Integration of Hand held devices with e-Municipality e-Municipality has been integrated with Hand held revenue collection devices for the following modules:

• Property/Holding Tax • Trade License • Water Connection and Charges • Solid Waste Management

The Service Provider needs to maintain the integration and training on the same. In addition, the Service Provider also needs to conduct centralized procurement of devices for all the ULBs as per the following modules, which are compatible with e-Municipality application. Implementation of e-Municipality Birth and Death Module in 314 CHCs of rural Odisha: e-Municipality Birth and Death module has currently been implemented in 314 rural CHCs in addition to 44 Urban Local bodies under the original scope of e-Municipality. This addition is based on the existing hardware at the state data center, which also needs to be maintained. Implementation of UC Management module: UC Management Module for requisition of fund request by ULB, fund sanctioning, submission of respective UC and subsequent approval by the department has been implemented as part of e-Municipality application. The same needs to be maintained and rolled out Integration of e-Taal with e-Municipality e-Municipality has been integrated with e-Taal application for drawing of reports as and when required by the state and central government for which necessary maintenance will have to be done in discussion with OCAC and e-Taal Team as and when required.


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Digitally signed and bar coded certificates Facility maintenance of generation of digitally signed and barcoded certificates wherever documents are being generated from the application. Digital Signature Token based user authentication Facility maintenance of digital signature based user authentication wherever applicable. Integration of e-Mail and SMS Integration of e-Mail and SMS notification to ULB users with whom approval is pending and to citizens in all stages of application approval.

5.4 SKILLED SUPPORT TEAM

The bidder is to propose the most optimum team for maintenance of application in 44 ULBs and rollout in remaining ULBs with an example structure as below A skilled team would support the data center for the overall management and operations of the system. Keeping in view of the criticality of the centralized Application Software systems, vendor would need to ensure that the essential requirements for such manpower are clearly defined and remain on a long-term basis. Project Manager – 1 No Responsible for overall project management, ensure performance, availability, response time, problem resolution etc. The desired profile of the candidate should be minimum B.E. (CSC/ECE/EEE)/MCA preferably MBA with 10-12 years of experience. He/She should have proven track record of managing more than one large government IT projects in India. Functional Experts – 1 No Should have adequate domain knowledge on municipal affairs, the candidates should have preferably Master Degree from any reputed institute with 8-10 years of total experience, including at least 4 years of work experience with any municipality/municipal corporation in India. System Administrator/Network Administrator – 2 Nos Responsible for application server administration, web designing, and other related services, performance monitoring, load balancing, OS administration/management, troubleshooting, monitoring & debugging servers. The desired profile of the candidate should be minimum B.E. (CSC/ECE/EEE)/MCA with 3-4 years’ experience in system administration of any web application.


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Database Administrator – 1 No Responsible for database administration, storage management, database performance tuning and other database related services. The desired profile of the candidate should be minimum B.E. (CSC/ECE/EEE)/MCA with 3-4 years’ experience in administering production databases with adequate knowledge in back end programming Technical Support Engineers – 15 Nos Responsible for H/W & S/W support and would provide help manage the IT project. The desired profile of the candidates should be minimum B.E/ M CA with 2-3 years’ experience in technical support services, preferably at any government organization. Candidates must be of pleasing personality with good communication skills. Preferences will be given to the candidates who are able to communicate in the local languages. Help Desk Support Officer – 04 Nos Responsible for Helpdesk Telephonic support and would provide remote customer /citizen support. The desired profile of the candidates should be minimum diploma with 1-2 years’ experience in technical support services, preferably at any government organization. Candidates must be of pleasing personality with good communication skills. Preferences will be given to the candidates who are able to communicate in the local languages. Support Engineers - 30 Nos 30 resources will be deployed in each district for ULB automation and they will be responsible for the training, capacity building and support of the ULB offices. The coordination & field level facilitation to be arranged by these resources. The desired profile of the candidates should be minimum graduation with 2-3 years’ experience in technical support services/office skills, preferably at any government organization. Candidates must be of pleasing personality with good communication skills. Preferences will be given to the candidates who are able to communicate in the local languages. Responsible for helping the individual ULB users for smooth functioning of the system and will provide telephonic support. Candidates must be of pleasing personality with good communication skills. Preferences will be given to the candidates who are able to communicate in the local languages.


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5.5 HARDWARE, NETWORKING AND SYSTEM SOFTWARE

Details of Existing Hardware, Networking and System Software Hardware in Data Centers - Servers

Sl.No Equipment Type/Model No. Hardware Configuration Operating Systems

1 Backup Server Sun Fire X4150 Intel Xeon E5410 2.33GHz, 8GB,

2x146GB 10K RPM SAS HDD Solaris 10.5/09

2 File Server Sun Fire X4150 Intel Xeon E5410 2.33GHz, 8GB, 2x146GB 10K RPM SAS HDD Solaris 10.5/09

3 Mail Server Sun Fire X4150 Intel Xeon E5410 2.33GHz, 8GB, 2x146GB 10K RPM SAS HDD Solaris 10.5/09

4 Anti Virus Server Sun Fire X4150 Intel Xeon E5410 2.33GHz, 8GB,

2x146GB 10K RPM SAS HDD

Windows 2003 Enterprise

Edition

5 Application_1 SUN_SPARC Enterprise

T5440 UltraSPARC-T2+ 1164MHz, 32GB


6 Application_2 SUN_SPARC Enterprise

T5440 UltraSPARC-T2+ 1164MHz, 32GB,


7 Database_1 SUN_SPARC Enterprise

M4000

SPARC64 VI: 2.15GHz Dual Core, 32GB,


8 Web Server_1

SUN_SPARC Enterprise

T5140

UltraSPARC-T2+ 1165MHz, 8GB, 2x146GB HDD, 2x146GB 10K RPM

SAS HDD Solaris 10.5/09

9 Web Server_2




10 Web Server_3




11 Development SUN_SPARC Enterprise



12 Database_2 SUN_SPARC Enterprise

M4000

SPARC64 VI: 2.15GHz Dual Core, 32GB,


13 EMS Server_1 Sun Fire X4150 Intel Xeon E5410 2.33GHz, 8GB,

2x146GB HDD

Windows 2003 Standard Edition

14 EMS Server_2 Sun Fire X4150 Intel Xeon E5410 2.33GHz, 8GB,

2x146GB HDD


15 EMS Serevr_3 Sun Fire X4150 Intel Xeon E5410 2.33GHz, 8GB,

2x146GB HDD


16 SMTP Server Sun Fire X4150 Intel Xeon E5410 2.33GHz, 8GB, 2x146GB HDD


Edition

17 HTTP Server Sun Fire X4150 Intel Xeon E5410 2.33GHz, 8GB, 2x146GB HDD


Edition


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Hardware in Data Centers - Network and other Equipment: Sl.No Equipment Type/Model No. Description

1 Master view LCD Monitor_1

ATEN make 17” TFT with Built in KB & Mouse ATEN 17” LCD Display

2 Master view LCD Monitor_2

ATEN make 17” TFT with Built in KB & Mouse ATEN 17” LCD Display

3 Master view

KVM Switch_1

ATEN make 8 Port USB KVM Switch

ATEN 8/12 Port KVM Switches with Cables and External Power source, power strip, mouse and key board

4 Master view

KVM Switch_2

ATEN make 8 Port USB KVM Switch

ATEN 8/12 Port KVM Switches with Cables and External Power source, power strip, mouse and key board

5 SAN Switch_1 MDS 9124 FABRIC SWITCH Cisco9124 w8-pt Active No SFPs 6 SAN Switch_2 MDS 9124 FABRIC SWITCH Cisco9124 w8-pt Active No SFPs

7 Tape Library Sun Storage Tek SL48 Tape Library

Sun Tape Library SL48, LTO4 (HP MSL G3 Series Library) Dual Ultrium 4 Drives

8 Load balancer_1 CSS11503-AC

Cisco AppDirector 1016 CSS11503-AC L0 SW Version:08.10.1.06 Installed Memory:268,435,456 (256 MB)

Free Memory:138,205,296 (131 MB) Total Ethernet Ports: 16

10/100 Ethernet Ports Name: IOM-16FE Support:SSL,Sticky cookie insertion,HTTP 1.1

9 Load balancer_2 CSS11503-AC

Cisco AppDirector 1016 CSS11503-AC L0 SW Version:08.10.1.06 Installed Memory:268,435,456 (256 MB)

Free Memory:138,205,296 (131 MB) Total Ethernet Ports: 16

10/100 Ethernet Ports Name: IOM-16FE Support:SSL,Sticky cookie insertion,HTTP 1.1

10 Internet ASA Primary ASA5520

Hardware: ASA5520, 512 MB RAM, CPU Pentium 4 Celeron 2000 MHz; Internal ATA Compact Flash, 256MB

VPN Plus license. VPN-DES: Enabled VPN-3DES-AES: Enabled

VPN Peers: 750 WebVPN Peers:2 4 GigaBit Ethernet ports

11 Internet ASA Secondary ASA5520




12 LAN L2 Switch_1 Linksys SGE2000 Linksys SGE2000 24Port 10/100/1000 GigaBit 13 LAN L2 Switch_2 Linksys SGE2000 Linksys SGE2000 24Port 10/100/1000 GigaBit

14 Internet L2 Switch_1 Linksys SGE2000 Linksys SGE2000 24Port 10/100/1000 GigaBit

15 Internet L2 Switch_2 Linksys SGE2000 Linksys SGE2000 24Port 10/100/1000 GigaBit

16 LAN ASA Primary ASA5520





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Sl.No Equipment Type/Model No. Description

17 LAN ASA Secondary ASA5520



VPN Peers: 750 WebVPN Peers:2 , 4 GigaBit Ethernet ports

18 Router CISCO2821

Cisco 2821 (revision 53.51) with 251904K/10240K bytes of memory. 62720K bytes of ATA CompactFlash

(Read/Write) 2 Gigabit Ethernet ,1 Serial(sync/async), 1 ISDN Basic

Rate interface. DRAM configuration is 64 bits wide with parity enabled. 239K bytes of non-volatile

configuration memory. 19 WILY TIM 20 WILY TESS

21 L3 Switch Primary Catalyst 4503E

Cisco WS-C4503-E (MPC8548) processor (revision 6) with 524288K bytes of memory.MPC8548 CPU at

1.33GHz, Supervisor 6-E,Mode:1 Ports:6 Card Type: Sup 6-E 10GE (X2), 1000BaseX (SFP),Mode: 2 Ports:48

Card Type: 10/100/1000BaseT (RJ45) , 7 Virtual,52 Gigabit & 2 Ten Gigabit Ethernet interfaces

511K bytes of non-volatile configuration memory.

22 L3 Switch Secondary Catalyst 4503E

Cisco WS-C4503-E (MPC8548) processor (revision 6) with 524288K bytes of memory.MPC8548 CPU at

1.33GHz, Supervisor 6-E,Mode:1 Ports:6 Card Type: Sup 6-E 10GE (X2), 1000BaseX (SFP),Mode: 2 Ports:48

Card Type: 10/100/1000BaseT (RJ45) , 7 Virtual,52 Gigabit & 2 Ten Gigabit Ethernet interfaces

511K bytes of non-volatile configuration memory.

23 Storage Sun Storage Tek 6140 Storage Module 16X160GB 10K RPM 2.5"SAS Drive

Hardware in ULBs

In 44 ULBs 179 nos. of Desktops, 179 Monitors, 179 UPS, 83 Laser Printers and 44 Dot matrix Printers has

been supplied and installed. The configurations of the above Hardware is as follows:

Sl. No.

EQUIPMENT

MODEL / TYPE

CONFIGURATION

1

DESKTOP DELL Vostro Minitower 220

Intel Core 2 Duo, Processor E7400, (2.83 MHz, 3Mb, 1066 FSB) Pre-loaded Windows Vista OEM

Version, 1GB DDR2-800 MHz SDRAM, 160GB SATA HDD, 16x DVD RW

2. MONITOR DELL 17" LCD Flat screen

3. Laser Printer SAMSUNG ML 2851 ND

4. Dot Matrix Printer TVSE MSP 355

5. UPS Numeric 100VA Line Interactive UPS with 30 Mins Backup in-built SMF Battery Back Up, Battery: 12v /07 AH/02 No’s


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Proposed Hardware, Networking and Application Software Requirements The bidder is to analyze the existing hardware, networking and application software requirement by comparing with the existing structure of e-Municipality application currently based at Odisha State Data Centre and at the 44 ULBs. Accordingly, additional components (if required) are to be proposed by the bidder. There after the procurement committee of e-Municipality project will evaluate the proposal of the bidder to procure the required hardware, networking and application Software through a transparent process.


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5.6 TYPICAL NETWORK ARCHITECTURE

DMZ

DMZ DMZ

DMZ

OUT

OUT OUT

OUT INSIDE

INSIDE

INTERNET ASA FAILOVER

INTRANET ASA FAILOVER

Internet

Odisha e-Municipality

INSIDE

INSIDE

HTTP GW SMTP GW

WEB 1 Intranet DMZ SERVERS

INSIDE SERVERs

Mail AV EMS1 EMS2 EMS3 T&D1 T&D2

E0/2 E0/3

E0/2 E0/3

E0/1 E0/1

E0/2 E0/2

E0/3

E0/3 E22 E22 E21

E21 E24

E0/1

E0/1

e0/0 e0/0

E22 E22 E24 E21 E21 e1/3 e1/2

e1/3

App1 App2 DB1 DB2 Backup File

Internet DMZ Servers Loa

d balancer

WEB 2

SAN Switch

SAN Storage

Tape Library


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5.7 STRATEGIC OBJECTIVES

To facilitate: • Monitoring and development of perspective plan and development plans for the city, • Natural resources and ecological mapping of the city and its immediate hinterlands, • Tax enumeration (especially the property tax), • Creation of a dynamic information base on poverty and poor settlements in the ULB to serve as

a basic planning, monitoring and evaluation tool to improve governance of poverty alleviation programs,

• Site planning, • Monitoring and development of plans for optimum design/ up gradation of core urban

infrastructure, • Other service departments access information to facilitate planning/ investment decisions.

5.8 OPERATIONAL OBJECTIVES

To facilitate:

• Operation, maintenance and management of core service functions, • Tracking customer information and status on payments of municipal taxes and rates, • Tracking complaints and redressal status, • Monitoring of key environmental and public health trends • Preparation of annual capital & maintenance budget, • Project Management, • Quick disposal of planning and building permission requests, and • Integration with Management Information System

Responsibility of Municipality

1 Availability of raw data in time 2 Facility for on-time data-entry 3 Dedicated staff to be responsible for in-house training & usage review periodically.

Project Deliverables

1 Incident Tracker to be submitted every month 2 Up Time Report to be submitted every month


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CHAPTER – 6 INSTRUCTION TO

BIDDERS


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6 INSTRUCTION TO BIDDERS

6.1 COST OF BIDDING

6.1.1 The Bidder shall bear all costs associated with the preparation and submission of its bid and OeSL (hereinafter referred to as the Purchaser') will in no case be responsible or liable for these costs, whether or not the Bid is finally accepted.

6.1.2 Non-transferable Tender: If tender document was purchased in such case the Tender Document is not transferable. Only the party who has purchased this tender form shall be entitled to quote.

6.2 PROPOSAL VALIDITY AND SECURITY

6.2.1 Technical and Financial Proposals shall remain valid for a period of six months from the date of submission of the date. OeSL shall reject the Proposal as being non- responsive if it is valid for a shorter period.

6.2.2 In exceptional circumstances, prior to expiry of the original Proposal validity period, OeSL may request that the Bidders t o extend the period of validity for a specified additional period. The request and the responses thereto shall be made in writing to or by facsimile to the listed contact information of the Bidders. In such cases, the Bidders shall not be required or permitted to modify the Proposal, but shall be required to extend the validity of the Proposal for the extension period.

6.2.3 The Bidder shall furnish, as part of its Proposal, a Proposal Security (EMD) of Rs 10 Lacs in the form of Bank Draft in favour of 'Odisha e-Governance Services Limited’ payable at Bhubaneswar, Odisha.

6.2.4 The EMD shall be returned to the successful bidder within 15 days of submitting the Performance Bank Guarantee.

6.2.5 EMD of the unsuccessful bidder will returned within 15 days of the submission of the Performance Bank Guarantee by the successful bidder.

6.3 PRE BID MEETING

6.3.1 The Bidders designated representatives are invited to attend the Pre Bid meeting at their own cost, which will take place at Odisha Computer Application Centre, Acharya Vihar Square, Bhubaneswar (refer clause 2.4).

6.3.2 The purpose of the meetings will be to clarify issues and to answer questions on any matter that may be raised at that stage.

6.3.3 The Bidder is requested, to submit any questions in writing to reach OeSL not later than 05.02.2016 at 4 PM. Because, It may not be practicable at the


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Pre-Bid meeting to answer all the questions instantly.

6.3.4 Any modification of the Proposal documents, which may become necessary as a result of the Pre-Bid Conference, shall be made by the OeSL exclusively through the issue of an Addendum/Corrigendum in the web site.

6.4 BID OPENING

6.4.1 The RFP Evaluation Committee(s) shall evaluate the General (Pre-quqlification) Bids, Technical Bids and Commercial Bids. The decisions of the Evaluation Committee(s) in the evaluation of the Commercial bids shall be final. No correspondence will be entertained outside the process of negotiation / discussion with the Committee(s).

6.4.2 At the date, time and location of the bid opening as specified in the RFP, the Evaluation Committee(s) shall open the Proposals in the presence of Bidders' designated representatives. The Bidders' representatives who are present shall sign a register evidencing their attendance. The Evaluation Committee (s) at the opening will announce bidders’ name(s) and any such other details.

6.4.3 The Evaluation Committee(s) reserves the right at any time to postpone or cancel a scheduled bid opening. The bids will be opened at the address specified in RFP.

6.4.4 The bidders qualified in General Bids would only be are called for opening of Technical Bids and Technical Presentation.

6.4.5 After evaluation of technical bids, the commercial bids of only those Bidders who secure 70% marks in the technical evaluation, as specified in this RFP, will be opened. The date and time of opening of the financial bids will be done as per clause 2.4, and the bids would be opened in the presence of the Bidder's representatives who choose to be present.

6.5 SOURCE CODE AND IPR The ownership of source code of all applications developed/customized for OULBAS should be transferred to OeSL/H&UD Dept. In the event of termination of contract, during the contractual period, System Integrator shall submit source code of all applications to H&UD Dept./OeSL. The source code and the intellectual property rights concerning the Project shall vest with H&UD Dept., Government of Odisha.”

6.6 GENERAL INFORMATION

6.6.1 The Bidder shall bear all costs associated with the preparation and submission of its


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bid and OeSL (hereinafter referred to as the 'Purchaser') will in no case be responsible or liable for these costs, whether or not the Bid is finally accepted.

6.6.2 There are THREE parts of Tender Document namely “Appointment of Service provider for OULBAS” – “General (Pre-qualification) Bid”, “Technical Bid”

and “Commercial Bid”. The bidder is required to submit all the three parts and place them in three separate sealed envelopes, which should be superscripted as “Appointment of Service provider for OULBAS” by OeSL- General (Pre-qualification) Bid and EMD”, “Appointment of Service provider for OULBAS” by OeSL- Technical Bid" and “Appointment of Service provider for OULBAS” by OeSL- Commercial Bid". These envelopes should be placed in another sealed envelope and addressed to

Odisha e-Governance Services Limited, OCAC Building, N- 1/7-D, Nayapalli, Near

Planetarium, Acharya Vihar Square, Bhubaneswar – 751 013. The envelope must show the name of the Bidder, address and should be superscripted as “Appointment of Service provider for OULBAS” by OeSL” on top of the envelope.

6.6.3 Tenders(s) (non-transferable) would be considered in the prescribed tender form / document only, which can be obtained in printed form, from the O/o the tendering authority i.e. OeSL, Bhubaneswar during office hours of working day, on payment of Rs.10000/- (non- refundable) in shape of demand draft (DD) in favour of “Odisha e-Governance Services Limited”, payable at Bhubaneswar. Tender, duly filled and accompanying all supporting documents, should be submitted on or before 01.03.2016 by 3.00 PM after which no tenders would be accepted and would be liable for outright rejection.

6.6.4 The bidder who are downloading the tender document from the website must furnish the tender fee of Rs. 10,000.00 (Rupees Ten Thousand only) along with the General Bid (Pre Qualification Criteria) apart from EMD (to be enclosed in the Pre- qualification Bid) of amount Rs. 10,00,000 (Rupees Ten Lacs Only) payable in form of Demand Draft in favour of Odisha e-Governance Services Limited from a Scheduled Bank and payable at Bhubaneswar. Tender, duly filled and accompanying all supporting documents, should be submitted on or before 01.03.2016 by 3.00 PM after which no tenders would be accepted and would be liable for outright rejection.

6.6.5 The bids will be opened at Odisha e-Governance Services Limited, N-1/7-D, Nayapalli, near Planetarium, Acharya Vihar Square, Bhubaneswar-751013. The sealed covers containing bids will be opened in the presence of tenderer's representatives as per the bid- o p e n i n g schedule mentioned earlier. One representative per tenderer would be permitted to be present at the time of opening the tender. First General (Pre-qualif ication) Bids wil l be opened. The


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Technical Bids of only the bidders short-listed from the General bids will be opened. Similarly, The Commercial Bids of only the bidders short- listed from the Technical bids will be opened. The bids will be opened on the scheduled date and time even in case of absence of the tenderers.

6.6.6 Tenders shall be fully in accordance with the requirements of the General Terms and Conditions. Appropriate forms furnished with this RFP shall be used in filling proposal. Incomplete, illegible and unsealed tenders will be rejected. Telegraphic tenders will not be accepted and no correspondence will be made in this mater.

6.6.7 All proposals should be made only in English. Conditional offers and offers qualified by such vague and indefinite expression such as “Subject to immediate acceptance”, “Subject to prior sale” etc. will not be considered.

6.6.8 The Price and conditions of the offer should be valid for at least a period of 180 days from the date of tender opening. Tender with validity of less than 180 days may be rejected.

6.6.9 The bidder should submit soft copy of technical bid including approach and methodology in CD/DVD/Pen Drive along with technical bid. Similarly, the bidder should submit the soft copy of price schedule in MS EXCEL format in CD/DVD/Pen Drive along with Commercial bid.

6.6.10 Submitted tender forms, with overwritten or erased or illegible rate or rates not shown in figures and words in English, will be liable for rejection. In case of discrepancy between words and figures noted against each items of the tender and between unit rates and the total amount, the decision of the tendering authority will be final and binding on the tenderers. Total of each item and grand total of whole tender should be clearly written. Corrections in the tender, if unavoidable, should be made by rewriting with dated initial of the tenderer after scoring out of the wrong entries. Clerical and arithmetical mistakes may result in rejection of the tender.

6.6.11 While tenders are under consideration, tenderers and their representatives or other interested parties, are advised to refrain from contacting by any means tenderer's personnel or representatives, on matters relating to the tenders under study. OeSL if necessary will obtain clarification on tenders by requesting such information from any or all the tenderers either in writing or through personal contact as may be necessary. The tenderer will not be permitted to change the substance of his offer after the tenders have been received in OeSL. Any attempt by any bidder to bring pressure of any kind, may disqualify the bidder for the present tender and the bidder may be liable to be debarred from bidding for OeSL tenders in future


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for a period of three years.

6.6.12 OeSL reserves all rights to cancel the tender without assigning any reason thereof.

6.7 DISQUALIFICATION OR REJECTION OF TENDER

The tender is liable to be rejected or the bidder disqualified at any stage on account of the following.

6.7.1 If the bid or its submission is not in conformity with the instruction mentioned herein. 6.7.2 If the bid is not accompanied by the requisite document fee (Rs. 10,000) 6.7.3 If the bid is not accompanied by the requisite EMD (Rs. 10,00,000) 6.7.4 If it is received after the expiry of due date and time. 6.7.5 If it is incomplete and required documents are not furnished. 6.7.6 If misleading or false statements/ representations are made as part of pre-

qualification requirements. 6.7.7 If found to have a record of poor performance such as having abandoned work,

having been blacklisted, having inordinately delayed completion and having faced Commercial failures etc.

6.8 FORFEITURE OF EMD (BID SECURITY)

EMD submitted by the bidder may be forfeited under the following conditions 6.8.1 If the bidder withdraws the tender before the expiry of the validity period. 6.8.2 If the bidder violates any of the provisions of the terms and conditions of the tender. 6.8.3 In the case of a successful bidder fails to (a) accept award of work, (b) sign the Contract

Agreement with OeSL, after declaration lowest evaluated bidder, (c) furnish performance security, or the bidder violates any of such important conditions of this tender document or indulges in any such activities as would jeopardize the interest of OeSL in timely finalization of this tender.

6.8.4 The decision of OeSL regarding forfeiture of bid security shall be final and shall not be called upon question under any circumstances. A default in such a case may involve blacklisting of the bidder by OeSL/GoO.

6.9 TERMINATION OF CONTRACT AND COMPENSATION THEREOF

If the bidder fails to carry out the award / work order in terms of this document within the stipulated period or any extension thereof, as may be allowed by OeSL, without any valid reasons acceptable to OeSL, OeSL may terminate the contract after giving one month notice, and the decision of OeSL on the matter shall be final and binding on the bidder. Upon termination of the contract, OeSL shall be at liberty to get the work done


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at the risk and expense of the bidder through any other agency, and to recover from the bidder compensation or damages.

6.10 LIQUIDATED DAMAGES In the event of delay in execution of work, specified in this Contract / furnishing of deliverables, the bidder shall be liable to a penalty @0.5 % of the value of work order in respective phases, for every week of delay up to a maximum of 5%, after which OeSL shall be at liberty to cancel the award. For the purpose of this clause, part of a week shall be considered to be a full week.

6.11 DOCUMENTS TO BE FURNISHED WITH GENERAL (PRE-QUALIFICATION) BID

This part of the bid must comprise of the following documents 6.11.1 As per pre-qualification criteria of general bid. The prescribed format synopsis of pre-

qualification bid (Performa-A) duly filled in along with all supporting document including documentation fee and EMD.

6.11.2 Self Declaration of ineligibility for corrupt and fraudulent practices (Annexure-3) 6.11.3 Representative authorization letter (Annexure-4)

6.12 DOCUMENTS TO BE FURNISHED WITH TECHNICAL BID This part of the bid must comprise of the following documents

6.12.1 The prescribed format synopsis of technical bid (Performa-B) duly filled in along with all supporting document

6.12.2 Details of the job undertaken during the last three years (Annexure-1)

6.12.3 Brief CV of Technical People (Annexure-2)

6.12.4 Declaration of commercial and administrative details (Annexure-5)

6.12.5 Certificates regarding satisfactory Work Report from customers (Annexure-6)

6.12.6 Acceptance of terms & conditions contained in the tender documents (Annexure-7)

6.12.7 Brief profile of the company (Annexure-8)

6.12.8 Bid Particulars (Annexure 9)

6.12.9 Bid Letter (Annexure 10)

6.12.10 Proposed Methodology (Annexure 11)


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6.12.11 Statement of Deviation from Terms of Reference (Annexure 12)

6.12.12 Statement of Deviation from Tender (Annexure 13)

6.12.13 Soft Copy of the Technical bid on CD/DVD/Pen Drive

6.13 COMMERCIAL BID The Commercial Bid shall be given in Schedule-I (Annexure-17) and consist of cost against work to be performed and deliverables for each of the two deliverables i.e. Operation, Maintenance & Support in 44 existing ULBs and Rollout, Operation, Maintenance & Support separately in rest 66 ULBs. However, comparison shall be done only for the aggregate amount of both the deliverables put together.

6.14 MINIMUM MANPOWER REQUIREMENT The successful Bidder must have at least the following full time dedicated manpower for carrying out various deliverables for both support in existing 44 ULBs as well as rollout and support in 66 new ULBs.

1 Project Manager- 01 2 Functional Expert-01 3 System Administrator/Network Administrator -02 4 Database Administrator-01 5 Technical Support Engineer-15 6 Help Desk Executives-04 7 Support Engineers-30

The Bidders are however; free to deploy more resources in order to meet the quality delivery as required by Scope of Work of this Tender Document.

6.15 EVALUATION & SELECTION CRITERIA The Proposal Evaluation Committee will carry out a detailed evaluation of the Proposals in order to determine whether the technical aspects are in accordance with the requirements set forth in the RFP Documents. In order to reach such a determination, the Proposal Evaluation Committee will examine and compare the technical aspect of the Proposals on the basis of information provided by the bidder, taking into account the following factors: • Overall completeness and compliance with the requirement • Proposed work plan and methodology shall demonstrate that the bidder will

achieve the performance standards within the time frame described in RFP documents.


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• Any other relevant factors, if any, listed in RFP document, or the OeSL deems

necessary or prudent to take into consideration. In order to facilitate the technical proposal evaluation, the technical criteria laid down along with the assigned weights have been presented in the following table. The marking scheme presented here is an indication of the relative importance of the evaluation criteria. Bidders securing a minimum of 70% marks in the technical evaluation will only be considered for further Commercial Bid evaluation. Bids of tenders, which don’t secure the minimum, specified technical score will be considered technically non-responsive and will not be considered for financial evaluation.

SN Main Criteria and Weights * out of Total 100 marks

Sub Criteria Sub Weights

1. Financial Strength - 20

Software Development, Maintenance and System Integration Turnover (Average 3 years) 1. Rs. 30.00 Cr. and above - 3 Marks 2. For every additional Rs. 20.00 Cr., 1 Mark each subject to maximum of 10 Marks

10

Net Worth (average 3 years) 1. Rs. 10.00 Cr. and above - 3 Marks 2. For every additional Rs. 10.00 Cr., 1 marks each subject to maximum of 10 marks.

10

2. Institutional Strength – 20

Similar e-Governance Projects in any Government (excluding PSUs/Banks) (All S u c c e s s f u l l y C o m p l e t e d / Ongoing Projects -Supported by satisfactory completion/operation certificate from client- would be considered) Maximum Five best projects in last 5 years. Value of projects will be considered for marking.

10

Total No. Of Technical Personnel in the Payroll of the bidder 05

Presence of bidder in Odisha (Already having Operational Centre) 05

3.

ERP/Web based Application Implementation in a n y Government ( e x cud i ng PSUs/Banks) using Oracle/DB2/SQL Server/My SQL/Sybase database as backend and J2EE/. NET as front end or ERP.

Maximum Five best projects in last five years. Value of projects to be considered for marking.

10

4. Experience of development of Municipality Automation System in similar size and complexity

20

5. Qualification – 1 Mark for each expert 4


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SN Main Criteria and Weights * out of Total 100 marks

Sub Criteria Sub Weights

CVs of 4 key Professional proposed for 1. Project Manager, 2. Functional Expert, 3. System Administrator, 4. Database Administrator

Years of Experience – 1.5 marks for each expert 6

6. Work Plan Approach and Proposed Methodology for this project

Formulation of clear work plan with various activities defined separately. The bidder should provide the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings and tables to be delivered as final output, should be included here. The work plan should be consistent with clearly defined, work Schedule Deliverables.

20

*Percentile marking method will be adopted under each head with the best getting full mark and others in proportion except in serial no 1 and 5. Marking on CV for Qualification and experience of Sl no 5

a. Qualification: Graduate in relevant subject – 0.75 Marks; Post Graduate in relevant subject – 1.00 Mark b. Relevant Experience: less than 5 Years – 0.5 Marks; 5 -10 years – 1.00 Marks; More than 10 years: 1.5 marks

The minimum qualifying marks in the technical Bid shall be 70 (70% of 100) out of 100. Commercial bids of those bidders who are only technically qualified in the technical evaluation will only be opened. All other Commercial bids will be ignored. Final selection will be based upon lowest cost (L1).


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CHAPTER – 7

TERMS & CONDITIONS


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7 TERMS & CONDITIONS

7.1 AMENDMENT OF BIDS

7.1.1 Bids once submitted cannot be amended. However, in case of some

administrative exigencies, OeSL may decide to take fresh bids from all the Bidders before actually opening of the Technical and Commercial Bids.

7.1.2 In order to afford prospective Bidders reasonable time to make amendment in their bids, OeSL may, at its discretion, extend the deadline for the submission of bids. However, no such request in this regard shall be binding on OeSL.

7.2 LANGUAGE OF BID & CORRESPONDENCE

The Bidder will be prepared Bids in English language only. All the documents relating to the Bid (including brochures) supplied by the Bidder should also be in English, and the correspondence between the Bidder & OeSL will be in English language only. The correspondence by Fax / E-mail must be subsequently confirmed by a duly signed formal copy.

7.3 LATE BIDS

7.3.1 Any bid received by OeSL after the deadline for submission of bids prescribed by OeSL, as per schedule of tender (2.4) will be rejected.

7.4 MODIFICATION & WITHDRAWAL OF BIDS

7.4.1 OeSL may allow modification of Bid if any substantial changes have to be made in the scope of work. This option will be available to every Bidder who has submitted Bid.

7.4.2 Bids cannot be withdrawn during the interval between its submission of bids and expiry of Bid's validity period, as specified by OeSL.

7.5 OESL'S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS

Notwithstanding anything else contained to contrary in this Tender Document, OeSL reserves the right to accept or reject any Bid or to annul the bidding process fully or partially, or modifying the same and to reject all Bids at any time prior to the award of work, without incurring any liabilities in this regard.

7.6 NOTIFICATION OF AWARD

7.6.1 Prior to the expiry of the period of Bid validity, OeSL will notify the successful Bidder in writing by speed post or Fax or email that its Bid has been accepted.

7.6.2 The liability of the Consultant(s) to perform the services will commence from the


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date of notification of Award. The Completion Period shall be counted from the date of 'Notification of Award of Work'.

7.7 CORRUPT OR FRAUDULENT PRACTICES

OeSL requires that the Tenderers under this tender observe the highest standards of ethics during the procurement and execution of such contracts. In pursuance of this policy, the Purchaser (i.e. OeSL) defines the terms set forth as follows:

7.7.1 “Corrupt Practice” means the offering, giving, receiving or soliciting of any thing of

value to influence the action of the public official in the procurement process or in contract execution; and

7.7.2 “Fraudulent Practice” means a misrepresentation of facts, in order to influence a procurement process or execution of a contract to the detriment of the Purchaser, and includes collusive practice among Bidders (prior to or after bid submission), designed to establish bid prices at artificial non-competitive levels and to deprive the Purchaser of the benefits of the free and open competition;

7.7.3 The Purchaser will reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.

7.7.4 The Purchaser will declare a Bidder ineligible, either indefinitely or for a stated period of time, to be awarded a contract if at any time it is determined that the Bidder has engaged in corrupt and fraudulent practices in competing for or in execution of the contract.

7.8 APPLICATION

These General Conditions shall apply to the extent that these are not superseded by specific provisions in other parts of this tender document. A detailed Work Order (Phase wise) regarding consultancy work shall be issued, after the bid is selected. Detailed provisions of such an order shall have an over-riding effect vis-à-vis this Tender Document.

7.9 PAYMENT SCHEDULE

The cost of, maintenance and operational support management will be paid in QGR (Quarterly Guarantee Revenue) basis for the existing 44 ULBs. The cost of rolling out in 66 ULBs will be paid on completion of individual ULB.

7.10 DELAYS IN THE CONSULTANT'S PERFORMANCE

7.10.1 Delivery of services shall be made by the Service Provider in accordance with the time-


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schedule specified by OeSL/ H&UD Dept.

7.10.2 The Consultant will strictly adhere to the time-schedule for the performance of Work. However, OeSL can relax this time limit.

7.10.3 In case of delay in performance for reasons attributable to the Service Provider, such liquidated damages shall be imposed as are stipulated in the clause 6.10 placed or agreement signed, while awarding the consultancy work.

7.11 PERFORMANCE SECURITY

Within 7 (Seven) days of Notification of “Award of the Work” the company shall furnish Performance Security to OeSL @ 10% of the total value of quoted bid by way of irrevocable and unconditional Bank Guarantee in favour of OeSL for a period to be specified in the award of work. This Bank Guarantee should be of a sufficient duration to cover the risk of OeSL. The proceeds of the Performance Security shall be payable to OeSL as compensation for any loss resulting from the Company’s failure to fulfill its obligations under the terms and conditions of the Work Order.

The Performance Security regarding commencement of job / task will be discharged by OeSL and returned to the company not later than 30 (Thirty) days following the date of completion of the company’s performance, related obligations under the terms & conditions of the Work Order.

7.12 TERMINATION FOR DEFAULT

OeSL may without prejudice to any other remedy for breach up of terms and conditions (including forfeiture of Performance Security by written notice of default sent to the company, terminate the work / task in whole or in part, after sending a notice to the Company in this regard.)

7.12.1 If the Company fails to deliver or complete the job assigned in the terms and conditions within the time period (s) specified in the Tender Document.

7.12.2 If the Company fails to perform any other obligations under the terms and conditions.

7.13 PROGRESS OF THE PROJECT

Progress of the Project may be intimated in writing to OeSL on monthly basis. 7.14 CONFIDENTIALITY

Any information pertaining to the Govt. of Odisha or any other agency involved in the project, matters concerning Govt. of Odisha that comes to the knowledge of the vendor in connection with this contract, will be deemed to be confidential and the contractor will be fully responsible, for the


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same being kept confidential and held in trust, as also for all consequences of its concerned personnel failing to observe the same. The vender shall ensure due secrecy of information and data not intended for public distribution. The affidavit to this effect should be submitted along with security deposit.

7.15 EXIT MANAGEMENT

7.15.1 In the case of termination of the Project Implementation, the parties shall agree

at that time whether, and if so during what period, the provisions of the clause shall apply. The parties shall ensure that their respective associated entities shall carry out their respective obligations set out in this clause

7.15.2 Confidential Information, Security and Data: SI shall promptly on the commencement of Exit Management period, supply to OeSL the following, namely:

All current and updated data as is reasonably required for the purposes of OeSL transitioning the services to its replacement ITSP in a readily available format

All other information (including but not limited to documents, records and agreements) relating to the services reasonably necessary to enable OeSL, or its Replacement ITSP to carry out due diligence in order to transition of the Provision of the services to OeSL, or its Replacement ITSP (As the case may be)

Before the expiry of the Exit Management period, SI shall deliver to OeSL all new or updated materials and shall not retain any copies thereof, except that the SI shall be permitted to retain one copy for archival purposes

Before the expiry of the Exit Management period, unless otherwise provided under the agreement, OeSL shall deliver to SI all forms of confidential information of SI which is in the possession of OeSL and its users.

7.16 FORCE MAJEURE

7.16.1 This clause shall mean and be limited to the following in the execution of the

contract placed by OeSL. War / hostilities Riot or civil commotion Earth Quake, Flood, Tempest, Lightning or other natural physical disaster Restrictions imposed by the Government or other statutory bodies, which


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is beyond the control of the consultant, which prevent or delay the execution of the order by the consultant

7.16.2 The consultant shall advise OeSL in writing the beginning and the end of the above clauses of delay, within 7 days of occurrence and cessation of the force majeure conditions. In the event of a delay lasting for more than one month, if arising out of clauses of force majeure, OeSL reserves the right to cancel the contract without any obligation to compensate the consultant in any manner for whatsoever reason, subject to the provision of clause mentioned.

7.17 ARBITRATION 7.17.1 All disputes, differences, claims and demands arising under the contract shall

be referred to the Chief Secretary, Govt. of Odisha for final decision and the same shall be binding on all parties.

7.17.2 Any other terms and conditions mutually agreed prior to finalization of the order / agreement shall be binding on the consultant.

7.17.3 OeSL and the selected consultant shall make every effort to resolve amicably through direct negotiation, any disagreement or dispute arising between them under or in connection with the work order. If any dispute arises between parties on aspects not covered by this agreement, or the construction or operation thereof, or the rights, duties or liabilities under these except as to any matter the decision of which is specially provided for by the general conditions, such disputes shall be referred to two arbitrators, one to be appointed by each party and the said arbitrators shall appoint an umpire in writing before entering into the reference and the award of the arbitration or umpire, as the case may be. Shall be final and binding on both the parties. The arbitrators or the umpire as the case may be, with the consent of parties, may modify the time frame for making and publishing the award. Such arbitration shall be governed in all respects by the provision of the Indian Arbitration and Conciliation Act, 1996 or later and the rules there under and any statutory modification or reenactment thereof the arbitration proceeding shall be held in Bhubaneswar, Odisha.

7.18 LEGAL JURISDICTION

All legal disputes are subject to the jurisdiction of Bhubaneswar courts only. 7.19 COMPLETENESS OF TENDER OFFER

The Bidder is expected to examine all instructions, forms, terms, conditions and deliverables in the Tender Documents. Failure to furnish all information required by the tender documents or


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submission of a tender offer not substantially responsive in every respect to the tender documents will be at the Bidder 's risk and may result in rejection of its tender offer. The tender offer is liable to be rejected outright without any intimation to the Bidder if complete information as called for in the tender document is not given therein, or if particulars asked for in the Forms / Performa in the tender are not fully furnished.


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CHAPTER – 8 PROFORMA & ANNEXURE


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8 PROFORMA & ANNEXURE

PERFORMA - A

SYNOPSIS OF GENERAL (PRE-QUALIFICATION) BID

SN Name of the organization / Firm/ Institute

1. Date of Registration of Firm

2. Permanent address Tel: Fax: Email id:

3.

Name of the Authorized person for submitting proposal: Mobile No.: Email id: (Attach Authorization letter of Competent Authority)

4.

Demand draft/Receipt Details of Tender fee (Rs. 10,000/-) Amount: DD No.: Issuing Date: Name of the Bank:

5.

Demand draft Details OF EMD (Rs. 10.00 Lakh) Amount: DD No.: Issuing Date: Name of the Bank:

6. Details of registration of VAT and last VAT return (Enclosed copy of documents)

7. Details of registration of Service tax and last Service Tax return (Enclosed copy of documents)

8. ISO 9001:2000

Certification details:

9. Details of SEI-CMM Level – 5

Certification details:

10. Number of Technical Qualified Personnel as on 31.12.2015

(Self-Certification to be enclosed)

11. Self-Declaration Certificate regarding


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14. Financial Details (Charted Accountant Certificate and Balance Sheet to be

enclosed):

SN Year For Software development, maintenance and system

integration Turnover Profit after Tax

1. 2012-13

2. 2013-14

3. 2014-15

4. Average for 3 years

15. Qualifying Experience in last Five years (as per Clause 3.8)

SN Name of Client and Address Project details

Work order issued/MoA signed on (date) (Attach

documents)

Status of Completion/

implementation

Value of consultancy fee in

INR

16. Details of Contract for Post-implementation Support (Clause 3.9)

ineligibility/ Blacklisting


12. Details of Operational center in Odisha or declaration for setup


13. If bidding as consortium, Furnish details of Consortium

Party 1

a. Name: b. Role/Scope: c. Agreement/MoU

Party 2

a. Name: b. Role/Scope: c. Agreement/MoU


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SN Name of

Client and Address

Project details

Work order issued/Moa

signed on (date) (Attach

documents)


implementation

Value of consultancy fee

in INR

Certified that the information provided above are true and correct, documents enclosed as per requirement. Signature of the Tenderer Date: Place: Company Seal


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PERFORMA - B

SYNOPSIS OF TECHNICAL BID

4. Financial Details (Charted Accountant Certificate and Balance Sheet to be enclosed):

SN Year Consultancy Turnover

(For Software development, maintenance and system integration)

Net Worth

1. 2012-13

2. 2013-14

3. 2014-15

4. Average for 3 years

5. Intuitional Strength :

Details of Similar e-Governance Project in any Government (excluding PSUs/Banks) (5 Best project in last 5 years)

SN Name of Client and Address Project details

Work order issued/MoA signed on (date) (Attach

documents)


implementation Value of consultancy

fee in INR

1

2 3 4 5

SN Name of the organization / Firm/ Institute

1. Permanent address Tel: Fax: Email id:

2. Number of Technical Qualified Personnel as on 31.12.2015:


3. Details of Operational center in Odisha or declaration for setting up one



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6. Details of Projects for ERP/Web based implementation in any Government (excluding

PSUs/Banks) (5 best projects in last 5 Years)

SN SN Name of

Client and Address

Project details Work order issued/MoA




fee in INR

1

2 3 4 5

7. Details of project for development of Municipality Automation System (5 best projects in

last 5 Years)

SN SN Name of

Client and Address

Project details Work order issued/MoA




fee in INR

1

2 3 4 5

8. Details of Key Personnel:

SN Position Name of the Expert Qualification Experience Details of

best projects 1 Project Manager

2 Functional Expert

3 System Administrator

4 Network Administrator

5 Database Administrator

9. Methodology including Management Plan

A detailed write-up under the fol lowing heads to be submitted along with this offer. i. Appreciation of the project and response to the ToR.

ii. Methodology including work plan and proposed management plan. Signature of the Tenderer Date: Place: Company Seal


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ANNEXURE-1

8.1 PROJECT PROFILE

Company Name & Address

Name : Address : City : District : State : Pin : Telephone : Cell : Fax : e-mail :

Sectors in which firm has provided computerization consultancy covering System A n a l y s i s , D e s i g n , Development, Implementation etc.

Date o f issue o f Work Order

Year of completion

Technology on which the project is developed

No. Of skilled IT Professionals involved in the project

Project Cost (INR) (Attach WO)

Signature of the Tenderer Date: Place: Company Seal


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ANNEXURE-2

8.2 FORMAT OF CV

NAME :

DESIGNATION :

DOB :

TEL (R) :

MOBILE :

E-MAIL :

Present Address

Plot No. :

Address-1 :

Address-2 :

City :

District :

Pin :

Permanent Address

Plot No.: :

Address-1: :

Address-2: :

City :

District: :

Pin: :

Educational Qualification

Sl#

Certificate Name

Year of Passing

University/Institution Name Marks (%)

01. 02. 03. 04. 05. 06.

Technical Experience


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ANNEXURE-3

8.3 SELF DECLARATION (To be submitted in the letterhead of bidder)

Date : Ref :

To

The Chief Executive Officer (CEO) Odisha e-Governance Services Limited N-1/7-D, Acharya Vihar Square, RRL Post Office Bhubaneswar – 751 013, Odisha

Ref: Tender No:

Sir, In response to the i nv i t a t i on No . , D t : . Of Re f . Ms. /Mr.

, as a , I / We hereby declare that our company

Is having unblemished past record and was not declare black listed

either indefinitely or for a particular period of time.



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ANNEXURE-4

8.4 REPRESENTATIVE AUTHORIZATION LETTER (To be submitted in the letterhead of bidder) To


Ref: Tender No:

Sir, Ms. /Mr. , Designation Mobile No is hereby

authorized to sign relevant documents on behalf of the company in dealing with invitation reference No.

, Dt: . S/He is also authorized to attend meetings & submit technical & commercial information as may be required by you in the course of processing above said

application.

Thanking you,

Authorized Signatory

Representative Signature

Signature attested Company Seal


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ANNEXURE-5

8.5 DECLARATION OF COMMERCIAL & ADMINISTRATIVE DETAILS

(To be submitted in the letterhead of bidder)

Company Name & Address

Name : Address : City : District : State : Pin : Telephone : Cell : Fax : e-mail :

SL# COMMERCIAL YEAR TURN OVER PROFIT BEFORE TAXES (PBT)

PROFIT AFTER TAXES (PAT)

01

FY 2012-2014

02

FY 2013-2014

03

FY 2014-2015

Copies of Audited Balance sheets for the above mentioned financial years are attached. Signature of the Tenderer Date: Place: Company Seal


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ANNEXURE-6

8.6 CERTIFICATE FOR SATISFACTORY WORK FROM CLIENTS (To be submitted in the letterhead of client)

This is to certify that M/s has undertaken satisfactory work of software development of related to valued at Rs.

________located at

on our behalf.

It is further certified that M/s has completed the job within

the stipulated time of .

Signature :

Name :

Designation :

Date:

Place:

Company Seal


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ANNEXURE-7

8.7 ACCEPTANCE OF TERMS & CONDITIONS CONTAINED IN THE TENDER DOCUMENTS

To


Ref: Tender No:

Sir, I have carefully gone through the Terms & Conditions contained in the Tender Document No. OeSL-

03/2016/01 regarding Appointment of Service Provider for Current Odisha Urban Local Body Automation

System (Project e-Municipality)

I declare that all the provisions/clauses of this Tender Document are acceptable to my company. I further certify that I am an authorized signatory of my company and am, therefore, competent to make this

declaration.



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ANNEXURE-8

8.8 BIDDER’S BRIEF PROFILE 01 Name of the Firm/Company 02 Year Established 03 Address of Office 04 Telephone No.

05 Fax No.

06 E-mail Address

07 Website

08

Sectors’ in which the company/firm has provided similar services to Govt./PSU/Agencies in India

09

No. of full time personnel currently under employment (Department wise)

(i) Marketing (ii) Operations (iii) Admin

10

No. of years of Proven experience of providing similar Services in Odisha.

11

Annual turnover Audited Annual Turnover in last three years

Annual turnover of the company in Rs. FY

Turn Over (Rs.) PBT PAT ATO

2012-2013

2013-2014

2014-2015

12 Paid up capital as on 01-Apr- 2013

Name of the Contact Person Contact Person’s mail id Contact Person’s Mobile No Signature of the Tenderer Date: Place: Company Seal


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ANNEXURE-9

8.9 TECHNICAL BID (BID PARTICULARS)

1. Tender Number :

2. Name of the Tenderer :

3. Full Address of the Tenderer :

4. Name of the actual signatory of the : Service(s) offered

5. Tenderer's proposal number and date :

6. Name & address of the officer : to whom all references shall be made regarding this tender Telephone: Fax: E-mail:

Tenderer

Company Seal

Signature ------------------------

Name ------------------------

Address ------------------------

Company ------------------------

Date ------------------------

Witness 1 Witness 2

Signature ------------------------ Signature ------------------------

Name ------------------------ Name ------------------------

Address ------------------------ Designation ------------------------

Company ------------------------ Company ------------------------

Date ------------------------ Date ------------------------


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ANNEXURE-10

8.10 BID LETTER (TECHNICAL BID) To


Ref: Tender No:

Sir, We declare: 1) That we have t h e domain knowledge in Municipal Corporations/municipalities/other ULBs, Office

Automation Process, Web Application Development, Multiple Database Handling, Database Synchronization, and Database Integration with other existing software, generic report generation software, Training on Software & Networking.

2) That we are equipped with adequate manpower/technology for providing the services as per the requirement laid down in the RFP Document and we are prepared for live/technical demonstration of our capability and preparedness before the representatives of Odisha e-Governance Services Limited

3) We hereby offer to provide the Services at the prices and rates mentioned in the Commercial Bid at Annexure 14 to 16.

4) Schedule for Providing Services 5) We do hereby undertake that, in the event of acceptance of our bid, the Services shall be provided as

stipulated in the schedule to the Bid document and that we shall perform all the incidental services. 6) We enclose herewith the complete Commercial Bid as required by you. This includes:

i) Bidder’s Brief Profile (Annexure 8) ii) Bid Particulars (Annexure 9) iii) Bid Letter (Annexure 10) iv) Proposed Methodology & Timeline (Annexure-11) v) Statement of Deviation from Scope of Work (Annexure 12) vi) Statement of Deviation from Tender Terms and Conditions (Annexure 13)

7) We agree to abide by our offer for a period of 180 days from the date of submission of Bid and that we

shall remain bound by a communication of acceptance within that time. 8) We have carefully read and understood the terms and conditions of the tender and the conditions of the

contract applicable to the tender and we do hereby undertake to provide services as per these terms and conditions. The deviations from the Terms of Reference are only those mentioned in Annexure-12. The deviations from the above terms and conditions are only those mentioned in Annexure-13.

9) Certified that the tenderer is a company and the person signing the tender is the duly constituted attorney. 10) Bid Security (Earnest Money) for an amount equal to Rs. 10,00,000/- (Rupees Ten Lakh only) is enclosed

in the Cover containing the letter for Pre-qualifying Requirements. 11) We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together with your

written acceptance thereof or placement of letter of intent awarding the contract, shall constitute a binding contract between us.



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ANNEXURE-11 8.11 PROPOSED METHODOLOGY & TIME LINE

Attach Sheet(s), as required Signature of the Tenderer Date: Place: Company Seal


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ANNEXURE-12

8.12 STATEMENT OF DEVIATION FROM SCOPE OF WORK Dear Sir/s,

Following are the Technical deviations and variations from the Terms of Reference. These deviations and variations are exhaustive. Except these deviations and variations, the entire work shall be performed as per your specifications and documents.

Sl. No. Section No. Clause No. Page No. Statement of deviations from Scope of Work



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ANNEXURE-13

8.13 STATEMENT OF DEVIATIONS FROM TENDER TERMS & CONDITIONS Dear Sir/s,

Following are the deviations from the Terms and Conditions of the Tender. These deviations and variations are exhaustive. Except these deviations and variations, all other Terms and Conditions of the Tender are acceptable to us.

Sl. No. Section No. Clause No. Page No. Statement of deviations from Tender Terms

and Conditions



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ANNEXURE-14

8.14 COMMERCIAL BID (BID PARTICULARS)

1. Tender Number :

2. Name of the Tenderer :

3. Full Address of the Tenderer :

4. Name of the actual signatory of the : Service(s) offered

5. Tenderer's proposal number and date :

6. Name & address of the officer : to whom all references shall be made regarding this tender

Telephone: Fax: E-mail:

Tenderer

Company Seal

Signature ------------------------

Name ------------------------

Address ------------------------

Company ------------------------

Date ------------------------

Witness 1 Witness 2

Signature ------------------------ Signature ------------------------

Name ------------------------ Name ------------------------

Address ------------------------ Designation ------------------------

Company ------------------------ Company ------------------------

Date ------------------------ Date ------------------------


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ANNEXURE-15

8.15 BID LETTER (COMMERCIAL BID)

To The Chief Executive Officer (CEO) Odisha e-Governance Services Limited N-1/7-D, Acharya Vihar Square, RRL Post Office Bhubaneswar – 751 013, Odisha

Ref: Tender No:

Sir, We declare:

1) That we have the domain knowledge in Municipal Corporations/municipalities/other ULBs, Office

Automation Process, Web Application Development, Multiple Database Handling, Database Synchronization, and Database Integration with other existing software, generic report generation software, Training on Software & Networking.

2) That we are equipped with adequate manpower/technology for providing the services as per the requirement laid down in the RFP Document and we are prepared for live/technical demonstration of our capability and preparedness before the representatives of Odisha e-Governance Services Limited

3) We hereby offer to provide the Services at the prices and rates mentioned in the Commercial Bid at Annexure 14 to 16.

4) Schedule for providing Services We do hereby undertake that, in the event of acceptance of our bid, the Services shall be provided as stipulated in the schedule to the Bid document and that we shall perform all the incidental services.

5) We enclose herewith the complete Commercial Bid as required by you. This includes: i) Bid Particulars (Annexure 14) ii) Bid Letter (Annexure 15) iii) Price Schedule (Annexure-16)

6) We agree to abide by our offer for a period of 180 days from the date fixed for opening of the Technical

Bids and that we shall remain bound by a communication of acceptance within that time. 7) We have carefully read and understood the terms and conditions of the tender and the conditions of the

contract applicable to the tender and we do hereby undertake to provide services as per these terms and conditions.

8) Certified that the tenderer is a company and the person signing the tender is the duly authorized to

sign the bid. 9) Bid Security (Earnest Money) for an amount equal to Rs. 10,00,000 (Rupees Ten Lakh only) is enclosed in

the bid packet for Pre-qualifying Requirements. 10) We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together with

your written acceptance thereof or placement of letter of intent awarding the contract, shall constitute a binding contract between us.



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Notes:

I. Bidder should provide all prices as per the prescribed format under this Annexure 16. Bidder

should not leave any field blank. In case the field is not applicable, Bidder must indicate “0” (Zero) in all such fields.

II. All the prices (even for taxes) are to be entered in Indian Rupees ONLY (%age values are not

allowed)

III. It is mandatory to provide breakup of all Taxes, Duties and Levies wherever applicable And / or payable.

IV. OeSL reserves the right to ask the Bidder to submit proof of payment against any of the taxes,

duties, levies indicated. V. OeSL shall take into account all Taxes, Duties & Levies for the purpose of Evaluation

VI. The Bidder needs to account for all Out of Pocket expenses due to Boarding, Lodging and other related items.

VII. The Unit Rate as mentioned in the following formats shall be used for the purpose of ‘Change

Order’ for respective items, if any. However, based on the market trends, OeSL retains the right to negotiate this rate for future requirements.

VIII. For the purpose of evaluation of Commercial Bids the OeSL shall make appropriate assumptions

to arrive at a common bid price for all the Bidders. This however this shall have no co-relation with the Contract value or actual payment to be made to the Bidder. In case the bidder

fails to provide any price for any of the line item or assumes any functionality less than

what is required than highest price offered by any of the bidders for the same line item

including implementation charge will be added to the bidders quote for lowest bidder calculation.

IX. All unit rates indicated in the schedules shall be inclusive not limited to supply, installation,

duties, transport, packing and transit insurance charges etc. Taxes should be indicated under

the relevant column in the schedules. Please use the format given under to identify the pricing

basis for the cost of your proposed solution. If you feel there is any item of cost or basis for working that you would like to add or modify, please indicate the same clearly in your response.

The bidder will have the ultimate responsibility for the workability of the solution suggested.

AMC per year shall be for the entire components / items / infrastructure of Current Odisha ULB

Automation System (Project e-Municipality) under the RFP / Contract.


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ANNEXURE-16

8.16 PRICE SCHEDULE Price Schedule Part-I

Sl No. Item Per ULB Price in INR

Tax in INR Total Price in INR

A Operation, Maintenance and support

(including additional enhancements)

charges of the e-Municipality Application

at existing 44 ULBS for 3 years from award of work

B Rolling out cost and Operation,

Maintenance and support (including

additional enhancements) charges of the

e-Municiplity Application at 66 new ULBs

for for 3 years frpm award of work

C Total (A+B)

Total Price in Words

D Annual Maintenance Charge for additional 1 year after completion of 3 years

E Application Support Charge for additional 1 year after completion of 3 years

(Note: The selection of the bidder will be based on the least price quoted in Price Schedule Part-I. However, in respect of digitization of legacy data, the authority may negotiate with the bidder with L1 rate in Part-II Price schedule)

Price Schedule Part-II

Sl. No Description Amount in INR Tax in INR Total Cost INR

1. Scanning of A4 size page

2.

Data entry of 100 character in English

(Price should include data entry and verification)

TOTAL


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