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Government of Odisha
Housing & Urban Development Department
Date: 21.03.2020
ADDENDUM-5 TO NOTICE INVITING REQUEST FOR PROPOSAL (RFP)
The addendum-5 is issued to amend some conditions as well as the bid submission due
date under RFP for Implementation of an integrated e-Governance Solution across all Urban
Local Bodies of Odisha. The RFP document incorporating revisions made is also enclosed for
ready reference of the bidders.
All other terms & conditions remain unaltered.
sd/-
Director Municipal Administration
Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated
e-Governance Solution across all Urban Local Bodies of Odisha”
Page 1 of 4
ADDENDUM No-5
Addendum No-5 to RFP NO 23692 Dated 18.12.2019 Request for
Proposal for “Selection of an Implementing Agency for
implementation of an Integrated e-Governance Solution across all
Urban Local Bodies of Odisha”.
This addendum No-5 is issued to amend following conditions of above
RFP:
1. Clause 3.5 B of the RfP is modified as “Bidder must have Developed
and Implemented Web-Based Integrated Solution either on open
source platform or developed on own/Licensed platform addressing a
minimum of 3 functions as defined above under the e governance
application for municipalities / state & central government departments
/ PSUs and have successfully operated for 1 year after Go-Live of
Similar project in past 7 years and the Project value should be as
below:
One project of project value not less than Rs. 7 Crore, OR
Two projects of project value not less than Rs. 5 Crore each, OR
Three projects of project value not less than Rs. 4 Crore each”
2. Point no. 15 (Table A and Table B) of the Annexure C is modified as
Table - A
“Similar Project” of “Developing and Implementing Web-Based
Integrated Solution either on Open Source Platform or Developed
on Own / Licensed Platform for e governance applications for
municipalities / state & central government departments / PSUs”
for minimum 3 Functions listed as per clause 3.5 A under Section
on pre-qualification for general bid.
Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated
e-Governance Solution across all Urban Local Bodies of Odisha”
Page 2 of 4
SN
Name
of
Client
and
Address
Project
details
(Web-Based
Integrated
Solution
either on
Open Source
Platform or
Developed on
Own /
Licensed
Platform for e
governance
applications
for
municipalities
/ state &
central
government
departments
/ PSUs)
Project
Executed in
at least 1
Municipal
Corporation
with a
population
more than
5 lakhs or
at least 50
ULBs of a
single state
in India or
In case of
PSU in the
whole
company or
In case of
government
in the
whole
department
Date of
Work
order/
Agreement
Date
of
GO-
Live
O&M
Period
Name of
Functions
covered
under e
governance
application
for
municipalities
/ state &
central
government
departments
/ PSUs
Work
order/
Agreement
Copy.
At page--
-
Table -B
Bidder must have Developed and Implemented Web-Based Integrated
Solution either on open source platform or developed on own/Licensed
platform addressing a minimum of 3 Functions (listed as per clause 3.5
A under Section on pre-qualification for general bid) for e governance
application for municipalities / state & central government departments
/ PSUs and have successfully operated for 1 year after Go-Live of Similar
project in past 7 years and the Project value should be as below: One
project of project value not less than Rs.7 Crore or Two projects of
project value not less than Rs.5 Crore each or Three projects of project
value not less than Rs.4 Crore each.
Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated
e-Governance Solution across all Urban Local Bodies of Odisha”
Page 3 of 4
SN
Name
of
Client
and
Address
Project
details
(Web-Based
Integrated
Solution
either on
Open Source
Platform or
Developed on
Own /
Licensed
Platform for e
governance
applications
for
municipalities
/ state &
central
government
departments
/ PSUs)
Project
Value in
Rs
Date of
Work
order/
Agreement
Date
of
GO-
Live
O&M
Period
Name of
Functions
covered
under e
governance
application
for
municipalities
/ state &
central
government
departments
/ PSUs
Work
order/
Agreement
Copy.
At page--
-
3. In Clause 1.1(7) of the RfP regarding General (Pre- Qualification) and
Point no. 10 of Annexure C of the RfP, Technical qualified personnel /
work force are defined as personnel with Engineering/MBA/Post
graduate qualifications.
4. In Point no. 14 of the Annexure C of the RfP (Financial Details), is
modified as (Separate sheet to be enclosed for each member of
Consortium on Bidder Letter Head-Please refer clause 3.4 under section
on pre-qualification for general bid).
5. Section 6.21 (Key personnel) of the RfP is modified by insertion of “to
be based at location to be specified by H&UDD for the O&M and Help
Desk support timelines as defined in Clause 2.6.3 in Annexure L” for
positions related to Technical Support Engineers and Helpdesk Support
Officer. For other resources, “The exact timing of their engagement has
to be decided by the bidder as per the requirement.”
6. Section 2.1.2 f of the Annexure L of the RfP is modified as the Bidder
will support in the SSL Certificate procurement requirement for Odisha
domain name. The SSL certificate will be procured by the Department.
7. RFP document incorporating revisions made through addendum No 5
is also enclosed for ready reference of the bidders.
8. The last date of submission of bids from different agencies under RFP
for Implementation of an integrated e-Governance Solution across all
Urban Local Bodies of Odisha is hereby extended from 24.03.2020 at
Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated
e-Governance Solution across all Urban Local Bodies of Odisha”
Page 4 of 4
12.00 PM to 07.04.2020 at 12.00 PM. The date of opening of Technical
Proposal is also amended to 07.04.2020, 1.00 PM. The above
amendment may be read at all places in the RFP where bids
submission/ opening date was mentioned.
9. All other terms & conditions of RFP remains unaltered.
Director, Municipal Administration
REQUEST FOR PROPOSAL
FOR
Selection of an Implementing
Agency for implementation of
an Integrated e-Governance
Solution across all Urban Local
Bodies of Odisha.
RFP No- _______________ Dated:
Director Municipal Administration 3rd Floor, Kharvel Bhawan, West Wing, Room No- 301,
Bhubaneswar 751001 [email protected] Phone : 0674-2392104,
2525 (EPABX)
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Table of Contents
Contents 1. CHECKLIST .......................................................................................................................................................... 5
1.1 GENERAL (PRE-QUALIFICATION) BID ....................................................................................................... 5 1.2 TECHNICAL BID .............................................................................................................................................. 6 1.3 PRICE BID ......................................................................................................................................................... 6
2. INVITATION OF BIDS ......................................................................................................................................... 8 2.1 INTRODUCTION .............................................................................................................................................. 8 2.2 AMENDMENT OF INVITATION ..................................................................................................................... 9
3. PRE-QUALIFICATION FOR GENERAL BID ................................................................................................. 11 4. PROJECT PROFILE .......................................................................................................................................... 15 5. SCOPE OF WORK ............................................................................................................................................. 17 6. INSTRUCTION TO BIDDERS .......................................................................................................................... 19
6.1 COST OF BIDDING ....................................................................................................................................... 19 6.2 PROPOSAL VALIDITY AND SECURITY .................................................................................................... 19 6.3 PRE BID MEETING........................................................................................................................................ 19 6.4 AMENDMENT OF BIDS ................................................................................................................................ 20 6.5 LANGUAGE OF BID & CORRESPONDENCE .......................................................................................... 20 6.6 BID CURRENCIES ......................................................................................................................................... 20 6.7 FORMAT AND SIGNING OF BID ................................................................................................................ 20 6.8 SEALING AND MARKING OF BIDS ............................................................................................................ 20 6.9 DEADLINE FOR SUBMISSION OF BIDS ................................................................................................... 21 6.10 LATE BIDS ...................................................................................................................................................... 21 6.11 MODIFICATION & WITHDRAWAL OF BIDS ............................................................................................. 22 6.12 BID OPENING................................................................................................................................................. 22 6.13 GENERAL INFORMATION ........................................................................................................................... 22 6.14 DISQUALIFICATION OR REJECTION OF TENDER ............................................................................... 23 6.15 FORFEITURE OF EMD (BID SECURITY).................................................................................................. 23 6.16 TERMINATION OF CONTRACT AND COMPENSATION THEREOF ................................................... 24 6.17 LIQUIDATED DAMAGES .............................................................................................................................. 24 6.18 DOCUMENTS TO BE FURNISHED WITH GENERAL (PRE-QUALIFICATION) BID .......................... 24 6.19 DOCUMENTS TO BE FURNISHED WITH TECHNICAL BID .................................................................. 24 6.20 DOCUMENTS TO BE FURNISHED WITH PRICE BID ............................................................................ 25 6.21 KEY PERSONNEL ......................................................................................................................................... 25 6.22 EVALUATION & SELECTION CRITERIA ................................................................................................... 27
7 AWARD OF WORK ............................................................................................................................................ 32 7.1 DMA'S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS ............................................................... 32 7.2 NOTIFICATION OF AWARD ........................................................................................................................ 32 7.3 CORRUPT OR FRAUDULENT PRACTICES............................................................................................. 32 7.4 APPLICATION ................................................................................................................................................ 33 7.5 PAYMENT SCHEDULE ................................................................................................................................. 33 7.6 DELAYS IN THE CONSULTANT'S PERFORMANCE .............................................................................. 34 7.7 PERFORMANCE SECURITY ....................................................................................................................... 34 7.8 TERMINATION FOR DEFAULT ................................................................................................................... 34 7.9 PROGRESS OF THE PROJECT ................................................................................................................. 34 7.10 CONFIDENTIALITY ....................................................................................................................................... 34 7.11 EXIT MANAGEMENT .................................................................................................................................... 35 7.12 FORCE MAJEURE ......................................................................................................................................... 35 7.13 ARBITRATION ................................................................................................................................................ 36 7.14 LEGAL JURISDICTION ................................................................................................................................. 36 7.15 COMPLETENESS OF TENDER OFFER .................................................................................................... 36 ANNEXURE – A: BID COVER LETTER (TECHNICAL BID) .................................................................................. 38 ANNEXURE – B: BIDDER’S BRIEF PROFILE ....................................................................................................... 40 ANNEXURE – C: FORMAT FOR SYNOPSIS OF PRE- QUALIFICATION ............................................................. 41 ANNEXURE – D: FORMAT FOR SYNOPSIS OF TECHNICAL BID ....................................................................... 44 ANNEXURE-E: FINANCIAL DETAILS OF BIDDER................................................................................................ 46
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ANNEXURE-F: PROPOSED APPROACH AND METHODOLOGY OF THE PROJECT ........................................ 47 ANNEXURE-F-1: FORMAT OF CV ............................................................................................................................ 48 ANNEXURE-G: SELF DECLARATION ..................................................................................................................... 49 ANNEXURE-H: ACCEPTANCE OF TERMS & CONDITIONS CONTAINED IN THE TENDER DOCUMENTS 50 ANNEXURE-I: CONSORTIUM AGREEMENT.......................................................................................................... 51 ANNEXURE-J: COVER LETTER (PRICE BID) ......................................................................................................... 53 ANNEXURE-K: PRICE BID SCHEDULE ................................................................................................................... 55 ANNEXURE- L: TERMS OF REFERENCE & PROJECT PROFILE ......................................................................... 60 APPENDIX 1: ABOUT DIGIT ...................................................................................................................................... 74 APPENDIX 2: FUNCTIONAL REQUIREMENTS ...................................................................................................... 95 ANNEXURE- M: DRAFT CONTRACT ..................................................................................................................... 119 ANNEXURE- N: CATEGORY WISE LIST OF ULBS ACROSS THE STATE ....................................................... 144 ANNEXURE- O: DIGIT SPECIFIC TECHNOLOGIES ............................................................................................. 148 ANNEXURE- X: FORMAT OF THE EMD ................................................................................................................ 149
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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 Price Bid:
1.1 GENERAL (PRE-QUALIFICATION) BID
1. Tender Paper Cost (DD No.: ……………………., Amount: Rs. 10,000/-, Bank.: …………….., Date: ……….……………..) Please refer Annexure-C)
Yes No Page No.
2. Earnest Money (DD No.: ……………………., Amt: Rs.10,00,000/-, Bank.: …………….., Date: ……….……………..) (Annexure-C)/ Bank guarantee (BG) is acceptable. BG format is as specified at Annexure- X. Issuing and advising bank to issue using SFMS as per directive of Ministry of Finance Govt. Of India F.No.7/112/2111-BOA dated 17.07.2012.
Yes No
3. Goods and Services Tax (GST) Copy of Registration, and latest GST Return (Annexure-C)
Yes No
4. The applicant must be either a registered organization/company in operation for 7 years (Annexure-C)
Yes No
5. Proof of Average Annual Turnover of not less than Rs. 40 crore
Yes No
6. Proof of ISO 9001:2000 and SEI-CMM- LEVEL 3 (any member of consortium must have this certification) (Annexure-C)
Yes No
7. Proof of technical qualified workforce1 of at least 100 personnel (Annexure-C)
Yes No
8. Proof of successfully competing “Similar Project” (Annexure-C)
Yes No
9. Self-Declaration of Black Listing and Debar (Annexure-G)
Yes No
10. Acceptance of terms & conditions contained in the tender documents (Annexure-H)
Yes No
11. Consortium Agreement (Annexure-I) Yes No
12. Power of Attorney for Signing the Bid (Annexure-C)/ Board resolution/Specific Authorisation by Director or
company secretary authorising the bid signing authority
can also be accepted as alternative to Power of Attorney”.
Yes No
Note: The format for synopsis of Pre-qualification bid is furnished at Annexure C, which should be filled in and duly signed and enclosed along with Annexure G, H and I in the Pre-qualification Bid.
1 Technical qualified personnel / work force are personnel with Engineering/MBA/Post graduate qualifications
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1.2 TECHNICAL BID
1. Technical Bid Cover Letter (Annexure-A) Yes No Page No
2. Details of Bidder Profile (Annexure-B) Yes No
3. Past Project Experience of Bidder in the last seven years
(Annexure-D)
Yes No
4. Past Operation and Maintenance Experience of Bidder in last 7 years (Annexure-D)
Yes No
5. Number of Persons/ professionals Trained for each Assignment of Implementation of Web-Based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7years (Annexure-D)
Yes No
6. Experience In Any 5 Best Municipal Projects in Government Institution of India. (Annexure-D)
Yes No
7. Brief CV of Technical Personnel (Annexure-D) Yes No
8. Details of Financial Capabilities of Bidder (Annexure-E) Yes No
9. Proposed Methodology (Annexure-F) Yes No
Note: The format for synopsis of Technical bid is furnished at Annexure D, which should be filled in and duly signed and enclosed along with Annexure A, B, E & F in the Technical Bid.
1.3 PRICE BID
1. Cover Letter Price Bid (Annexure-J) Yes No Page No
2. Price Schedule (Annexure- K ) Yes No
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CHAPTER – 2
INVITATION OF BIDS
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2. INVITATION OF BIDS
2.1 INTRODUCTION
The Government of Odisha is striving to leverage digital transformation in heralding a new era of improved efficiency and effectiveness of services delivery to the citizens. Further, it is an endeavour of the Government of Odisha to continuously improve the quality of life of citizens by leveraging new-age innovative technologies.
The Housing & Urban Development Department (H&UDD), Government of Odisha has ambitious plans to scale up e-governance across all 114 Urban Local Bodies (ULBs) in the state (Please refer to Annexure N for the List of ULBs). It aims to enhance the citizen experience of public services by providing integrated, end-to-end services using a comprehensive State-wide Service Delivery Infrastructure, supported by a chain of Citizen Service Centres (CSCs) and by utilizing advanced ICT tools for citizen-facing service delivery and back-office computerization.
Given this context, H&UDD has launched a programme named ‘SUJOG - Sustainable Urban Services in a Jiffy by Odisha Government’ to roll out e-governance services across the ULBs in State. SUJOG will make urban governance transparent, technology enabled, time-bound through teamwork, thereby leading to transformation in the lives of citizens in all Urban Local Bodies of the State. This initiative has to be driven by the following Vision Statement:
“To keep citizens at the heart of the Digital Transformation of urban services”.
Further, to bolster its commitment towards revitalizing the public administration and making it citizen-centric, H&UDD has signed a MoU with eGovernments Foundation, to deploy their full stack of Municipal Services applications alongwith the digital platform called ‘DIGIT - Digital Infrastructure for Governance, Impact & Transformation’ − India’s largest Open Source Platform for Urban Governance.
Director of Municipal Administration (DMA) “Client”, on behalf of H&UDD invites competitive bid proposals from interested bidders for selection of implementing Agency who have sufficient experience in the area of Municipal e-Governance for implementation of the digital platform across 113 ULBs of Government of Odisha (Excluding Bhubaneswar) as well as operation & maintenance of this system as specified in this RFP.
The detailed tender notice for the said work is available on the website www.urbanodisha.gov.in. The Bidder has to submit 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 Director of Municipal Administration, payable at Bhubaneswar.
The schedule for this purpose is as under: S.N. Particulars Date Time
1 Release of Bid Document 18.12.2019 5 pm
2 Last date for issue/ downloading of tender 30.01.2020 3 pm
3 Demo of DIGIT platform 6.1.2020 & 7.1.2020
11 am
4 Last date of submission of pre-bid queries (e-mail: [email protected] with copy to [email protected]
13.1.2020 11am
5 Pre bid conference at SUDA Conference Hall 13.1.2020 11 am
6 Clarification to Pre-bid/Issue of corrigendum 17.1.2020 5 pm
7 Submission of complete proposals 07.4.2020 12 pm
8 Opening of General & Technical Bids 07.4.2020 1 pm
9 Date of Presentation on approach & methodology To be intimated later
10 Date of opening of Financial bids To be intimated later
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The proposal should be submitted in the prescribed format at the following address on or
before Submission Date & time
Additional Director
State Urban Development Agency (SUDA)
H & UD Department , Govt. of Odisha
Adjacent to Bhubaneswar Municipal Corporation Office,
Vivekanand Marg, Bhubaneswar
PIN: 751014
Email : [email protected]
In this connection any other necessary information can be obtained from the following
office:
Director Municipal Administration 3rd Floor, Kharvel Bhawan, West Wing, Room No- 301, Bhubaneswar 751001
2.2 AMENDMENT OF INVITATION
Notwithstanding anything else contained to the contrary in this tender document, DMA
reserves the right to cancel / withdraw / modify fully or partially the “Invitation of Bids”
or 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 DMA) for submission of bids, DMA,
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 website only.
The bidders are requested to regularly visit the website for updates.
The addendum shall be binding on all the bidders
In order to allow bidders a reasonable time to take the amendment(s) into account in their
bid response, DMA at its discretion may extend the deadline for submission for bid.
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CHAPTER – 3
PRE-QUALIFICATION FOR GENERAL BID
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3. PRE-QUALIFICATION FOR GENERAL BID
The following criteria are prescribed as pre-qualification criteria for “Selection of Implementing
Agency for implementation of an Integrated e-Governance Solution across all Urban Local Bodies
(ULBs) of Odisha” (hereinafter 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/ through Bank guarantee (BG) is acceptable. BG format is as
specified at Annexure- X 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 Seven years as on 30th November 2019 in India.
3.4 The Sole Bidder/ Consortium must have minimum average turnover of INR 40 Cr (Rupees
Forty Crores) from software development, maintenance and system Integration for
the preceding 3 financial years ended with 31st March 2019. Statement to that effect
should be certified by Chartered Accountant. The bidder should have been profitable
for all these three financial years. Copies of audited balance sheets, profit & Loss
Accounts and Annual Reports of last 3 financial years (upto 31-March-2019) should be
enclosed.
3.5 The Bidder must have the following Technical Qualifications:
A. The Sole Bidder and In case of Consortium, any member of the Consortium must
have been engaged in “Similar Project” of “Developing and Implementing Web-
Based Integrated Solution either on Open Source Platform or Developed on Own /
Licensed Platform for e governance applications for municipalities / state & central
government departments / PSUs ”, for minimum 3 Functions listed below and the
bidder must have Implemented in:
at least 1 Municipal Corporation with a population more than 5 lakhs
or
at least 50 ULBs of a single state in India.
or
In case of PSU in the whole company
or
In case of government in the whole department.
And The bidder must have completed operation & maintenance for at least 1 year
after Go-Live successfully of the functions listed below, in the last 7 years as on 30-
11-2019.
The “Similar project” must cover minimum 3 of the Functions as below :
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a) Financial Accounting System
b) Property Tax / Holding Tax Module
c) Birth & Death Module
d) License Module
e) Water / Sewerage connection & Billing System
f) Grievance Redressal Module
g) Citizen Facilitation Centre Integration
h) Building Plan approval system
i) Marriage Registration Module
j) Road Cutting approval System
k) Stores (material management and inventory module)
l) HRMS Module
m) Purchase module/ E Auction / Reverse Auction
B. Bidder must have Developed and Implemented Web-Based Integrated Solution
either on open source platform or developed on own/Licensed platform addressing
a minimum of 3 functions as defined above under the e governance application for
municipalities / state & central government departments / PSUs and have
successfully operated for 1 year after Go-Live of Similar project in past 7 years and
the Project value should be as below:
I. One project of project value not less than Rs. 7 Crore OR
II. Two projects of project value not less than Rs. 5 Crore each OR
III. Three projects of project value not less than Rs. 4 Crore each.
Copies of work orders along with implementation certificate or completion
certificates of such projects should be enclosed with the bid.
3.6 The Bidder should submit copy of GST registration certificate along with the bid.
3.7 The Bidder must be possessing ISO 9001:2000 certification and SEI-CMM Level – 3
Certification. (In case of consortium, this will be mandatory for at least one consortium
member)
3.8 The Bidder should have technically qualified workforce of at least 100 as on 30-11-19 on
its payroll. A Self Certification to this extend is to be submitted by the bidder.
3.9 The bidder must have requisite experience and deploy Expert/ workforce having
knowledge in the technology as specified in Annexure O.
3.10 In case of bidding as consortium, only 2 member consortiums will be allowed. In case
of consortium bidding, MOU/agreements of the consortium members should be
submitted for their exclusive association for this bid and joint responsibility for the
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respective scope, as per Format provided at Annexure I to be submitted along with the Bid.
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 as per proforma given
in Annexure G.
3.12 DMA, 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 called for a technical
presentation.
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CHAPTER – 4
PROJECT PROFILE
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4. PROJECT PROFILE
Details given under Terms of Reference at Annexure-L
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CHAPTER – 5
SCOPE OF WORK
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5. SCOPE OF WORK
Details given under Terms of Reference at Annexure-L
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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 ‘C l ien t ' 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
(180 days) from the date of submission of the date. DMA 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, DMA 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 Bid Security (EMD) of
Rs.10 Lacs in the form of Bank Draft/ through Bank guarantee (BG) is
acceptable. BG format is as specified at Annexure- X from scheduled
banks in favour of 'Director of Municipal Administration’ payable at
Bhubaneswar, Odisha.
6.2.4 The EMD shall be returned to the non-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 SUDA, Bhubaneswar.
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 DMA as
per the prescribed timelines. Because, It may not be practicable at the Pre-Bid
meeting to answer all the questions instantly.
6.3.4 Any modification of the Proposal documents which may become necessary as a
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result of the Pre-Bid Conference, shall be made by the DMA exclusively through
the issue of an Addendum/Corrigendum in the web site.
6.4 AMENDMENT OF BIDS
6.4.1 Bids once submitted cannot be amended. However, in case of some administrative
exigencies, DMA may decide to take fresh bids from all the Bidders before actually
opening of the Technical and Price Bids.
6.4.2 In order to afford prospective Bidders reasonable time to make amendment in
their bids, DMA may, at its discretion, extend the deadline for the submission of
bids. However, no such request in this regard shall be binding on DMA.
6.5 LANGUAGE OF BID & CORRESPONDENCE
The Bidder will prepare 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 & DMA will be in English language only.
6.6 BID CURRENCIES
Prices shall be quoted in INDIAN RUPEES.
6.7 FORMAT AND SIGNING OF BID
6.7.1 The Bidder shall prepare 2 (Two) copies of the Bid, clearly marking "Original Bid" on
one copy and "Copy of Bid" on the remaining one copy. In the event of any
discrepancy among various copies, the Original Bid shall prevail. Bids shall be
packed and sealed as per procedure.
6.7.2 The original and copies of the Bid shall be neatly typed and shall be signed, by an
authorised signatory/ies on behalf of the Bidder. The authorization shall be provided
by written Power of Attorney / Board resolution/Specific Authorisation by Director or
company secretary authorising the bid signing authority can also be accepted as
alternative to Power of Attorney” accompanying the Bid. All pages of the Bid, except
for un- amended printed literature, shall be initialed by the person or persons signing
the Bid.
6.7.3 The Bid shall contain no interlineations, erasures or overwriting, in order to correct
error made by the Bidder. All corrections shall be done & initialed by the authorised
signatory after striking out the original words / figures completely.
6.8 SEALING AND MARKING OF BIDS
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6.8.1 The Bidder shall seal & mark various parts of the Bid as follows:
(i) Technical Bid in 2 (Two) copies in two different envelopes. Both of the envelopes
shall be sealed in a covering envelope superscribed with words “Technical Bids
- Selection of Implementing Agency for implementation of an Integrated e-
Governance Solution across all Urban Local Bodies (ULBs) of Odisha".
(ii) Price Bid in 1 (One) copy in separate envelopes. The Price Bid shall be sealed
in a covering envelope superscribed with words “Price Bid - Selection of
Implementing Agency for implementation of an Integrated e-Governance
Solution across all Urban Local Bodies (ULBs) of Odisha.
6.8.2 Every envelope and forwarding letter of various parts of the Bid shall be
addressed as follows:
Additional Director
State Urban Development Agency (SUDA)
H & UD Department , Govt. of Odisha
Adjacent to Bhubaneswar Municipal Corporation Office,
Vivekanand Marg, Bhubaneswar
PIN: 751014
Email : [email protected]
6.8.3 If the envelopes are not sealed and marked as required above, DMA will
assume no responsibility for the Bid's misplacement or premature opening.
6.8.4 Bids sent through Email /Telex / Telegrams / Fax shall not be acceptable.
6.8.5 The envelope shall be sealed by signing across all joints & pasted a good quality
transparent adhesive tape on top of such joints & signatures.
6.9 DEADLINE FOR SUBMISSION OF BIDS
6.9.1 Bids will be received by the DMA at the specified address not later than the specified
time.
6.9.2 DMA may, at its discretion, extend this deadline. DMA may also extend this
deadline for any other administrative reason.
6.10 LATE BIDS
Any bid received by DMA after the deadline for submission of bids prescribed by DMA,
as per schedule of tender will be rejected.
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6.11 MODIFICATION & WITHDRAWAL OF BIDS
6.11.1 DMA 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.
6.11.2 Bids cannot be withdrawn during the interval between its submission of bids and
expiry of Bid's validity period, as specified by DMA.
6.12 BID OPENING
6.12.1 The RFP Evaluation Committee(s) shall evaluate the General Bids, Technical Bids
and Presentation and Price Bids. The decisions of the Evaluation Committee(s)
in the evaluation of the Price bids shall be final. No correspondence will be
entertained outside the process of negotiation / discussion with the Committee(s).
6.12.2 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 Bidders' names and any such
other details will be announced by the Evaluation Committee(s) at the opening.
6.12.3 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.
6.12.4 The bidders qualified in General Bids would only be called for Technical
Presentation.
6.12.5 After evaluation of technical bids, the Price 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 as intimated and the
bids would be opened in the presence of the Bidder's authorized representatives
who choose to be present.
6.13 GENERAL INFORMATION
6.13.1 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/ through Bank guarantee (BG) is acceptable. BG format is as
specified at Annexure- X in favour of Director of Municipal Administration from a
Scheduled Bank and payable at Bhubaneswar. Tender, duly filled and accompanying
all supporting documents, should be submitted on or before the prescribed time after
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which no tenders would be accepted and would be liable for outright rejection.
6.13.2 The bidder should submit soft copy of technical bid including approach and
methodology on a read only CD/DVD in PDF Format.
6.13.3 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. DMA 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 DMA. 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 DMA tenders in future for a period of three years.
6.13.4 DMA reserves all rights to cancel the tender without assigning any reason thereof.
6.13.5 Source Code & Intellectual Property Rights - The bidder is to implement solution on
top of DIGIT platform which is available as open source under MIT. The original source
code is provided as open source under MIT license and only the copy/customised
version of the source code used for Odisha will belong to H&UDD.
6.14 DISQUALIFICATION OR REJECTION OF TENDER
The tender is liable to be rejected or the bidder disqualified at any stage on account of the
following.
6.14.1 If the bid or its submission is not in conformity with the instruction mentioned herein.
6.14.2 If the bid is not accompanied by the requisite document fee (Rs. 10,000)
6.14.3 If the bid is not accompanied by the requisite EMD (Rs. 10,00,000)
6.14.4 If it is received after the expiry of due date and time.
6.14.5 If it is incomplete and required documents are not furnished.
6.14.6 If misleading or false statements/ representations are made as part of pre-qualification
requirements.
6.14.7 If found to have a record of poor performance such as having abandoned work, having
been black-listed, having inordinately delayed completion and having faced
Commercial failures etc.
6.15 FORFEITURE OF EMD (BID SECURITY)
EMD submitted by the bidder may be forfeited under the following conditions
6.15.1 If the bidder withdraws or Modify the bid before the expiry of the validity period.
6.15.2 If the bidder violates any of the provisions of the terms and conditions of the tender.
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6.15.3 In the case of a successful bidder fails to (a) accept award of work, (b) sign the Contract
Agreement with DMA (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 DMA in timely finalization of this tender.
6.15.4 The decision of DMA 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
black-listing of the bidder by DMA/GoO.
6.16 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 DMA, without any valid reasons
acceptable to DMA, DMA may terminate the contract after giving one month notice, and the
decision of DMA on the matter shall be final and binding on the bidder. Upon termination of the
contract, DMA shall be at liberty to get the work done at the risk and expense of the bidder
through any other agency, and to recover from the bidder compensation or damages.
6.17 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 upto a maximum of 5%, after which DMA 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.
6.18 DOCUMENTS TO BE FURNISHED WITH GENERAL (PRE-QUALIFICATION) BID
This part of the bid must comprise the prescribed format synopsis of pre-qualification bid
(Annexure-C) duly filled in along with Annexure G, H, I and all supporting document.
6.19 DOCUMENTS TO BE FURNISHED WITH TECHNICAL BID
This part of the bid must comprise of the following documents
Tender documentation fee
EMD.
Technical Bid Cover Letter (Annexure A)
Details of Bidder Profile (Annexure- B)
The prescribed format synopsis of Technical Bid (Annexure-D) duly filled in along with
all supporting document
Details of the Project Experience during the last 7 years (Annexure-D)
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Brief CV of Technical Personnel (Annexure-D)
Financial Details of Bidder (Annexure-E)
Proposed Methodology (Annexure F)
Soft Copy of the Technical bid on CD/DVD
6.20 DOCUMENTS TO BE FURNISHED WITH PRICE BID
The Price Bid shall comprise of Annexure J and K. The Price Bid shall be given in Schedule-I
(Annexure-K) and consist of cost against work to be performed and deliverables for each of
the two phases (including break up for each step) separately. However, comparison shall be
done only for the aggregate amount of all the phases put together. Man-month rates may also
be quoted separately in Schedule-II (Annexure-K). This will enable p a y m e n t o f additional
amount per man month Basis for carrying out additional work beyond the present scope of work
for which change request has to generated and man month required for same to be agreed and
payment to be made as per man month rates offered under this schedule. Further, Item rates for
Data digitization also to be offered in this schedule to be utilized for any data digitalization work
done by bidder during implementation based on actual basis.
Schedule-II will not considered for determining inter se position in tender.
6.21 KEY PERSONNEL
The successful Bidder must position at least the following full time dedicated manpower for
carrying out various phases of the assignment. The exact timing of their engagement has to be
decided by the bidder as per the requirement.
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Sl. No
Description Minimum Qualification Nos.
1. Project Manager MCA/B. Tech / B.E./MBA from a reputed institute
Minimum Experience: At least 12 yrs.
Languages known (Read, Write and Speak): Hindi, English
Should have managed large programs of similar nature in India for at least 5 years
Experience in ULB projects will be preferred
Should be adept at representing the organization at high level meetings with the client
Excellent writing, communication, time management and multitasking Skills
1 (for firms not
having municipal application
experience it is mandatory to have project manager
having experience of handling project
of municipal application)
2. Functional expert MCA /B. Tech. / B.Sc./ MBA/CA from a reputed institute
Minimum 8 years of experience
Should have experience of working on large programs of similar nature in India for at least 5 years
Domain Knowledge of ULB functions like Property taxes, trade license ULB Accounting etc. is a must.
Adequately skilled on the software application platforms proposed for the project.
1 (for firms not
having municipal application
experience it is mandatory to have functional experts having experience of handling project
of municipal application)
3. Solution Architect MCA / B. Tech / BE (IT or CS) / Diploma
Minimum 7 years of work experience with 5 years or more as a Solution Architect
Experience in ULB e-governance projects will be preferred
Experience in MicroServices based Architecture will be must
Experience in technologies highlighted in Annexure O for e.g. Kubernetes, Docker, CI CD, Python or Bash Scripting, Git working knowledge is a must
1
4. DevOps Engineer MCA / B. Tech / BE (IT or CS) / DBA with minimum of 7 years of work experience with 5 years or more as a DBA for an IT project.
Experience in technologies highlighted in Annexure O for e.g. Kubernetes, Docker, CI CD, Python or Bash Scripting, Git working knowledge is a must
Experience in Managing Development, UAT, Production and Corresponding Devops related to AGILE methodologies in cloud environment is required
Experience in database activities like instance tuning, schema management, space management, backup and recovery, disaster recovery, data replication, database refresh etc.
1
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5. Technical Support Engineers
MCA / B. Tech / BE (IT or CS) / Diploma
Minimum 3 years of work experience with 2 years or more as a Support Engineer at client side in the relevant platform
Experience in ULB projects will be preferred
30*
6. Helpdesk support Officer
Graduate / Diploma
Minimum 2 years of work experience handling help desk operations
Experience in ULB projects will be preferred
5*
* to be based at location to be specified by H&UDD for the O&M and Help Desk support timelines
as defined in clause 2.6.3 in Annexure L.
The Bidders are however free to deploy more resources in order to meet the time schedules laid
down in this Tender Document.
6.22 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.
Any other relevant factors, if any, listed in RFP document, or the DMA 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.
Sl. Item Total Marks
Criteria Marks
1 Financial Capabilities 15
1.1 Average Turnover in last 3 FY 10
For Rs. 40 Crore Turnover 7 Marks, for every additional Rs. 10 Crore. 1 marks each subject to maximum 10 marks
1.2 Average Net worth during the last 3 financial years
05
For Rs. 10 Crore 2 marks, for every additional Rs. 2 Crore, 1 marks each subject to maximum 5 marks
2 CV 15
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2.1
Project Manager
5 30% for Qualification, 30% for total Experience, 40% on specific similar project Experience
2.2
Functional Expert
5 30% for Qualification, 30% for
total Experience, 40% on specific
similar project Experience
2.3
Solution Architect
5 30% for Qualification, 30% for
total Experience, 40% on specific
similar project Experience
3 Past Experience of Bidder in last 7 years 10
3.1
Experience in Developing and Implementing Web-Based/micro-services based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 Years.
10
Total Value of Assignments (in
INR)*
NB: Single Project value must be Rs. 1 Crore or above will be considered for weightage. Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify value of contract. *Percentile marking method will be adopted - the highest will get 10 marks and others will get in proportion.
4 Past Operation and Maintenance Experience of Bidder in last 7 years 10
4.1
Experience in Operation and Maintenance of Web-Based/micro-services based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 Years.
10
Total duration of Assignment
Total years of O&M for all projects
shall be considered for marking.*
NB: Single Project value must be Rs. 1 Crore or above will be considered for weightage Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify the Operation and Management Experience. *Percentile marking method will be adopted - the highest will get 10 marks and others will get in proportion.
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5
Number of Persons/ professionals Trained for each Assignment of Implementation of Web-Based/micro-services based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 years
05
5.1
Experience in providing training to Persons/ professionals for each assignment of Web-Based/micro-services based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 years.
05
No of professionals Trained for each assignment.
Total number of professional for all projects shall be considered for marking. *
NB: Single Project value must be Rs. 1 Crore or above will be considered for weightage Bidder must submit the Client Certificate or Self certification by internal auditor is acceptable to certify the training of professionals. *Percentile marking method will be adopted - the highest will get 05 marks and others will get in proportion.
6 Experience In Municipal/Smart City SPV Projects for Government Institution of India. MAXIMUM 5 BEST PROJECT in Last 7 years
10
6.1 Experience in Municipal/Smart City SPV Projects for Government Institution of India.
10
Total Value of Assignment (in
INR) will be considered for
marking
NB: Single Project value must be minimum Rs. 50 lakhs or above will be considered for weightage. Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify value of contract. *Percentile marking method will be adopted - the highest will get 10 marks and others will get in proportion.
7 Bid Approach and Methodology 35
7.1 Presentation on work plan, approach, relative strengths.
15 Project Manager shall make the presentation.
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7.2 Work Plan Approach and Proposed Methodology for this project
20
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.
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 Price 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.
The minimum qualifying marks in the technical Bid shall be 70 (70% of 100) out of 100. Price bids of those bidders who are only technically qualified in the technical evaluation will only be opened. All other Price bids will be ignored.
Quality and Cost Based Selection (QCBS) method will be followed during the overall selection
process. Based on the evaluation of technical proposal, the technically qualified bidders shall be ranked
highest to lowest Technical Score(ST) in accordance to the marks obtained during the technical
evaluation stage. There shall be `70% weightage to technical score and 30% weightage to financial
score.
The individual bidder’s financial score (SF) will be evaluated as per the formula given below:
SF= [Fmin / Fb] * 100 (rounded off to 2 decimal places)
where, SF= Normalized financial score of the bidder under consideration
Fmin=Minimum financial quote among the technically qualified bidders
Fb= Financial quote of the bidder under consideration
Combined Score (S) = ST * 0.7 + SF * 0.3
Where ST = Technical score secured by the bidder. Where SF = Financial score secured
by the bidder. The bidder securing the highest evaluated Combined Score(S) will be awarded the contract observing due procedure.
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CHAPTER – 7
AWARD OF WORK
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7 AWARD OF WORK
7.1 DMA'S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS
Notwithstanding anything else contained to the contrary in this Tender Document, DMA 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.
7.2 NOTIFICATION OF AWARD
7.2.1 Prior to the expiry of the period of Bid validity, DMA will notify the successful Bidder
in writing by speed post or Fax or email that its Bid has been accepted.
7.2.2 The liability of the Consultant(s) to perform the services will commence from the date
of notification of Award. The Completion Period shall be counted from the date of
'Notification of Award of Work'.
7.2.3 The successful bidder is required to sign a contract within 15 days of award of work in the
standard contract format/SLA enclosed as Annexure M.
7.3 CORRUPT OR FRAUDULENT PRACTICES
DMA 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.
DMA) defines the terms set forth as follows:
7.3.1 “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
7.3.2 “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;
7.3.3 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.
7.3.4 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.
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7.4 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 overriding effect vis-à-vis this Tender Document.
7.5 PAYMENT SCHEDULE
To be paid as per payment Schedule below:
S No. Milestone Payment % of Contract
Value (A+B) Price
Schedule
1 Submission and approval of Solution Design
Document (SDD) and Report on Hardware
requirement to be arranged by Client / ULB).
10%
2 Acceptance of User Acceptance Test per
Application wise.
20% of Application Cost
Quoted
3 ULB wise Data Migration and Go Live
4 Municipal Corporation 5% each corporations 20%
109 ULBs ( per 10/11 ULB) -4 % each 40%
4 Balance to be paid during first year O&M on
Monthly basis @ 2.5 % per quarter
10%
S No Operation and Maintenance Payment % of quoted
Fee
1 O&M including help desk support Monthly basis @
25% per quarter for 1st and 2nd year (FOR C1 & C2
of Price schedule)
25% of Annual Fee
quarterly
2 Payment for Help Desk support, cost for 3rd Year @
25 % per quarter ( For C-3 of price schedule)
25% of Annual Fee
quarterly
S No Training Payment % of quoted
Fee
1 For Training of 510 staff to be completed in batches
of 30 Nos.
90% of fee per Training
per batch
2 At the end of 1st year O&M during which on the job
trainings/handholding to 113 ULBs should have been
completed
Remaining 10% of quoted
fee
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7.6 DELAYS IN THE CONSULTANT'S PERFORMANCE
7.6.1 Delivery of services shall be made by the Service Provider in accordance with the time-
schedule specified by DMA.
7.6.2 The Consultant will strictly adhere to the time-schedule for the performance of Work.
However, DMA can relax this time limit.
7.6.3 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.
7.7 PERFORMANCE SECURITY
Within 7 (Seven) days of Notification of “Award of the Work” the company shall furnish Performance
Security to DMA @ 10% of the total value of quoted bid by way of irrevocable and unconditional
Bank Guarantee in favour of DMA for a period to be specified in the award of work. This Bank
Guarantee should be valid for 3 years duration. The proceeds of the Performance Security shall be
payable to DMA 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 EMD of the company shall be
returned on submission of above performance Security.
The Performance Security regarding commencement of job / task will be discharged by DMA 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.
7.8 TERMINATION FOR DEFAULT
DMA 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.)
7.8.1 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.
7.8.2 If the Company fails to perform any other obligations under the terms and conditions.
7.9 PROGRESS OF THE PROJECT
Progress of the Project may be intimated in writing to DMA on monthly basis.
7.10 CONFIDENTIALITY
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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 same
being kept confidential and held in trust, as also for all consequences of its concerned personnel
failing to observe the same. The vendor 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.
7.11 EXIT MANAGEMENT
7.11.1 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
7.11.2 Confidential Information, Security and Data: SI shall promptly on the commencement of
Exit Management period, supply to DMA the following, namely:
All current and updated data as is reasonably required for the purposes of
DMA transitioning 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 DMA,
or its Replacement ITSP to carry out due diligence in order to transition of the
Provision of the services to DMA, or its Replacement ITSP (As the case may
be)
Before the expiry of the Exit Management period, SI shall deliver to DMA 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, DMA shall deliver to SI all forms of confidential
information of SI which is in the possession of DMA and its users.
System Integrator shall submit source code of all applications to H&UD
Dept/DMA and any other relevant information. The source code and the
intellectual property rights concerning the Project shall vest with H&UD
Dept., Government of Odisha
7.12 FORCE MAJEURE
7.12.1 This clause shall mean and be limited to the following in the execution of the contract
placed by DMA.
War / hostilities
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Riot or civil commotion
Earth Quake, Flood, Tempest, Lightning or other natural physical disaster
Restrictions imposed by the Government or other statutory bodies, which is
beyond the control of the consultant, which prevent or delay the execution of the
order by the consultant
7.12.2 The consultant shall advise DMA 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, DMA 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.
7.13 ARBITRATION Refer clause 8 of Annexure-M
7.14 LEGAL JURISDICTION
All legal disputes are subject to the jurisdiction of Bhubaneswar courts only.
7.15 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
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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ANNEXURE – A: BID COVER LETTER (TECHNICAL BID)
BID COVER LETTER (TECHNICAL BID) (On Bidder Letter Head)
To
Director Municipal Administration Through
Additional Director
State Urban Development Agency (SUDA)
H & UD Department , Govt. of Odisha
Adjacent to Bhubaneswar Municipal Corporation Office,
Vivekanand Marg, Bhubaneswar
PIN: 751014
Email : [email protected]
Ref: Tender No: Tender Name: __________________________________________
Sir, We declare:
1) That we have the domain knowledge in functioning of Urban local bodies, municipal e-governance, 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 Director of Municipal Administration
3) We hereby offer to provide the Services at the prices and rates mentioned in the Price Bid at Annexure J and K
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 Bid as required by you. This includes:
i) Bidder’s Brief Profile (Annexure B)
ii) Synopsis of Pre- Qualification ( Annexure- C)
iii) Synopsis of Technical Bid ( Annexure- D)
iv) Financial Detail of Bidder ( Annexure- E)
v) Proposed Methodology & Timeline (Annexure-F)
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.
9) Certified that the bidder is a company and the person signing the tender is the duly constituted attorney.
10) Bid Security (Earnest Money Deposit) for an amount equal to Rs. 10,00,000.00 (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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Signature of the Bidder
Date:
Place: Company Seal
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ANNEXURE – B: BIDDER’S BRIEF PROFILE BRIEF PROFILE - LEAD BIDDER’S
1 Name of the Firm/Company
2 Year Established
3 Address of Office
4 Telephone No.
5 Fax No.
6 E-mail Address
7 Website
8
Sectors’ in which the company/firm has provided similar services to Govt./PSU/Agencies in India
9
No. of full time personnel currently under employment
10 Name of the Contact Person
11 Contact Person’s mail id
12 Contact Person’s Mobile No
Signature of the Bidder
Date:
Place: Company Seal
BRIEF PROFILE - CONSORTIUM MEMBER
1 Name of the Firm/Company
2 Year Established
3 Address of Office
4 Telephone No.
5 Fax No.
6 E-mail Address
7 Website
8 Sectors’ in which the company/firm has provided similar services to Govt./PSU/Agencies in India
9
No. of full time personnel currently under employment
10 Name of the Contact Person
11 Contact Person’s mail id
12 Contact Person’s Mobile No
Signature of the Bidder
Date:
Place: Company Seal
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ANNEXURE – C: FORMAT FOR SYNOPSIS OF PRE- QUALIFICATION
Format for Synopsis of Pre-Qualification
2 Technical qualified personnel / work force are personnel with Engineering/MBA/Post graduate qualifications
1. Name of the organization / Firm/ Institute
2. Date of Registration of Firm
3.
Permanent address Tel : Fax : Email id :
4.
Name of the Authorized person for submitting proposal: Mobile No. : Email id : (Attach Authorization letter of Competent Authority)
5.
Demand draft/Receipt Details of Tender fee (Rs. 10,000/-) Amount : DD No. : Issuing Date : Name of the Bank:
6.
Demand draft Details OF EMD (Rs. 10.00 Lakh) Amount : DD No. : Issuing Date : Name of the Bank: Bank guarantee (BG) is acceptable. BG format is as specified at Annexure- X. Issuing and advising bank to issue using SFMS as per directive of Ministry of Finance Govt. Of India F.No.7/112/2111-BOA dated 17.07.2012.
7. Details of registration of GST (Enclosed copy of documents)
8. ISO 9001:2000 Certification details:
9. Details of SEI-CMM Level – 3 Certification:
10. Number of Technical Qualified Personnel2 as on 30.11.2019 (Self-Certification enclosed)
11. Self-Declaration Certificate regarding ineligibility/ Blacklisting
(To be Furnished and Enclosed)
12.
The bidder to confirm of having requisite experience and deploy Expert/ workforce having knowledge in the technology as specified in Annexure O.
YES/ NO
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14. Financial Details (Separate sheet to be enclosed for each member of Consortium on Bidder
Letter Head - please refer clause 3.4 under Section on pre-qualification for general bid):
SN Year
TURN OVER
from software development, maintenance and system
Integration
Networth
1. 2016-17
2. 2017-18
3. 2018-19
4. Average for 3 years
15. Format for Qualifying Requirement
Table - A
“Similar Project” of “Developing and Implementing Web-Based Integrated Solution either on Open
Source Platform or Developed on Own / Licensed Platform for e governance applications for
municipalities / state & central government departments / PSUs” for minimum 3 Functions listed
as per clause 3.5 A under Section on pre-qualification for general bid.
SN
Name of Client and
Address
Project details
(Web-Based Integrated
Solution either on Open Source
Platform or Developed on
Own / Licensed Platform for e governance
applications for municipalities / state & central
government departments /
PSUs)
Project Executed in
at least 1 Municipal
Corporation with a
population more than 5
lakhs or
at least 50 ULBs of a
single state in India or
In case of PSU in the
whole company or
In case of government in the whole department
Date of Work order/
Agreement
Date of GO-Live
O&M Period
Name of Functions covered under e
governance application
for municipalities
/ state & central
government departments /
PSUs
Work order/
Agreement Copy.
At page---
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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Table -B
Bidder must have Developed and Implemented Web-Based Integrated Solution either on open
source platform or developed on own/Licensed platform addressing a minimum of 3 Functions (listed
as per clause 3.5 A under Section on pre-qualification for general bid) for e governance application
for municipalities / state & central government departments / PSUs and have successfully operated
for 1 year after Go-Live of Similar project in past 7 years and the Project value should be as below:
One project of project value not less than Rs.7 Crore or Two projects of project value not less than
Rs.5 Crore each or Three projects of project value not less than Rs.4 Crore each.
SN
Name of Client and
Address
Project details
(Web-Based Integrated
Solution either on Open Source
Platform or Developed on
Own / Licensed Platform for e governance
applications for municipalities / state & central
government departments /
PSUs)
Project Value in Rs
Date of Work order/
Agreement
Date of GO-Live
O&M Period
Name of Functions covered under e
governance application
for municipalities
/ state & central
government departments /
PSUs
Work order/
Agreement Copy.
At page---
Note: Project covered in Table-A can also be repeated under Table-B. Certified that the information provided above are true and correct, documents enclosed as per requirement.
Authorized Signature [In full and initials]: Name and Title of Signatory:
Name of Firm: Seal:
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ANNEXURE – D: FORMAT FOR SYNOPSIS OF TECHNICAL BID
Format for Synopsis of Technical Bid
1. Work Experience In Developing and Implementing Web-Based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 years Up To 30/11/2019
SN
Name of Client and Address
Project details for Developing and Implementing Web-Based Integrated
Solution in last 7 years
Value of consultancy
fee in INR
Work order issued/ MoA
signed on (date) (Attach
documents)
Reference page no of Support Documents
(ADD ROWS IF REQUIRED)
NB: Single Project value must be Rs. 1 Crore or above will be considered for weightage. Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify value of contract. Total value will be considered for marking.
* Percentile marking method will be adopted - the highest will get 10 marks and others will get in proportion.
2. Experience in Operation and Maintenance of Web-Based Integrated Solution for e
governance applications for municipalities / state & central government departments / PSUs in last 7 years Up To 30/11/2019
SN Client and Address
Project details for Operation and Maintenance of
Web-Based Integrated Solution
Duration of O&M
Value of contract Work order
issued/MoA signed on
(date) (Attach documents)
Reference page no of Support Documents
1
2
3
Single Project value must be Rs. 1 Crore or above will be considered for weightage Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify the Operation and Management Experience. Total O&M period will be considered for marking.
* Percentile marking method will be adopted - the highest will get 10 marks and others will get in proportion.
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3. Number of Persons/ professionals Trained for each Assignment of Implementation of Web-Based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 years.
SN Client and Address
Project details for No. of Training
Number of Persons Trained
Value of Assignment
Client Certificate
(Attach documents)
Reference page no of
Support Documents
1
2
3
NB: Single Project value must be Rs. 1 Crore or above will be considered for weightage Bidder must submit the Client Certificate or Self certification by internal auditor is acceptable to certify the training of professionals. Total number of persons trained will be considered for marking
* Percentile marking method will be adopted - the highest will get 05 marks and others will get in proportion.
4. Experience in Municipal/Smart City SPV Projects in Government Institution of India. MAXIMUM 5 PROJECTS IN LAST 7 YEARS
SN
Name of Client and Address
Project details in last 7 years Value of
Contract in INR
Work order issued/MoA
signed on (date) (Attach
documents)
Reference page no of
Support Documents
NB: Single Project value must be minimum Rs. 50 lakhs or above will be considered for weightage. Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify value of contract. Total value will be considered for marking. * Percentile marking method will be adopted - the highest will get 10 marks and others will get in proportion.
5. Details of Key Personnel: CV of Key personnel to be attached as per format given in Annexure F-1
SN Position Name of the Expert Qualification Experience Details of best
projects
1 Project Manager
2 Functional Expert
3 Solution Architect
Authorized Signature [In full and initials]:
Name and Title of Signatory: Name of Firm:
Seal:
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ANNEXURE-E: FINANCIAL DETAILS OF BIDDER
Financial Details of Bidder
(Charted Accountant Certificate and Balance Sheet to be enclosed):
Use Separate sheet for each Consortium Member
SL. No. Financial YEAR TURN OVER
from software development, maintenance and system Integration
Networth
1 FY 2016-2017
2 FY 2017-2018
3 FY 2018-2019
4
Average for 3 years
Statutory Auditor Name of Audit Firm: Seal of Audit Firm: Name of Partner: Membership No: Contact No: Address: Note: The Bidder shall attach copies of the Balance Sheets, financial statements certified by Chartered Accountant in Practice with his registration no for each financial year. The bidder will submit Statutory Audit Report for each year reflecting annual turnover for each year.
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ANNEXURE-F: PROPOSED APPROACH AND METHODOLOGY OF THE PROJECT
PROPOSED APPROACH AND METHODOLOGY OF THE PROJECT
A detailed wr ite-up under the following heads to be submitted along with this offer.
i. Appreciation of the project and response to the ToR.
ii. Approach & Methodology to take up project.
Attach Sheet(s), as required
Authorized Signature [In full and initials]: Name and Title of Signatory:
Name of Firm: Seal:
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ANNEXURE-F-1: FORMAT OF CV PROPOSED POSITION : 1. Full Name : 2. Date of Birth : 3. Education : 4. Other Training : 5. Countries of Work
Experience :
6. Employment Record S.No Name of the Organisation Date Role
7. Work Undertaken That Best Illustrates Capability To Handle the Tasks Assigned Project Name Client Name Year & Location Position Held Main Project
Features (1-2 lines max) and Activities Performed
Project Features: Activities Performed:
Project Name Client Name Year & Location Position Held Main Project
Features (1-2 lines max) and Activities Performed
Project Features: Activities Performed:
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ANNEXURE-G: SELF DECLARATION
SELF DECLARATION
Date :
Ref :
To
Director Municipal Administration Through
Additional Director
State Urban Development Agency (SUDA)
H & UD Department , Govt. of Odisha
Adjacent to Bhubaneswar Municipal Corporation Office,
Vivekanand Marg, Bhubaneswar
PIN: 751014
Email : [email protected]
Ref: Tender No:
Sir, In response to the invitation No. , Dt: . Of Ref. Ms. /Mr.
, as a , I / We hereby declare that our company
is having unblemished past record and was not declare black listed or
debarred either indefinitely or for a particular period of time.
Signature of the Bidder
Date:
Place: Company Seal
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ANNEXURE-H: ACCEPTANCE OF TERMS & CONDITIONS CONTAINED IN THE TENDER DOCUMENTS
ACCEPTANCE OF TERMS & CONDITIONS CONTAINED IN THE TENDER DOCUMENTS
To
Director Municipal Administration Through
Additional Director
State Urban Development Agency (SUDA)
H & UD Department , Govt. of Odisha
Adjacent to Bhubaneswar Municipal Corporation Office,
Vivekanand Marg, Bhubaneswar
PIN: 751014
Email : [email protected] Ref: Tender No:
Sir,
I have carefully gone through the Terms & Conditions contained in the Tender Document
(RFP) and Addendum and Corrigendum issued [No. <<>> ] regarding “Selection of
Implementing Agency for implementation of an Integrated e-Governance Solution across all
Urban Local Bodies of Odisha””
I declare that all the provisions/clauses of this Tender Document are acceptable to my
company. I further certify that I am an authorised signatory of my company and am,
therefore, competent to make this declaration.
Signature of the Bidder
Date:
Place: Company Seal
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ANNEXURE-I: CONSORTIUM AGREEMENT
CONSORTIUM AGREEMENT (In Non-Judicial Stamp Paper)
This Consortium Agreement is executed on this…………. day of…………….., 2019 between M/s………………….………., a company incorporated under laws of………………..and having its Registered/Principal Office at………………………….……………………. (herein after called the `Lead Member’ which expression shall include its successors, executors and permitted assigns)
And M/s……………………………………………………………., a company incorporated under the laws of ………………and having its Registered/ Principal Office at……………………………..………………. (herein after called the ‘Second Member’ which expression shall include its successors, executors and permitted assigns) The two Consortium Members are collectively referred to as “Consortium Members”.
A. WHEREAS, DMA has invited Request for Proposal (RFP) from Consultancy Firm vide its document no. …………………… for Selection of Implementing Agency for Implementation of e-Governance Solution in all Urban Local Bodies (ULBs) of Odisha.
B. AND WHEREAS as per the RFP document, Consortium applications will also be considered by DMA subject to a maximum of two Consortium members.
C. AND WHEREAS the Bid documents are being submitted to DMA vide Proposal dated ………… based on the Consortium Agreement by these presents in accordance with the requirement of RFP document conditions and requirements and have been signed by all the Consortium members. NOW THIS INDENTURE WITNESSETH AS UNDER: In consideration of the above premises and agreements all the Consortium Members to this Consortium do hereby agree as follows:
1. We the partners in the Consortium hereby confirm that the name and style of the Consortium shall be…………….. Consortium.
2. In consideration of the RFP bid submitted by the Consortium to DMA, qualification of our
bid by DMA if considered acceptable and on the award of contract by DMA to the Consortium (if selected by DMA), we the partners to the Consortium, hereby agree that the Lead Member (M/s………… ) shall act as the lead partner for self, and for and on behalf of Second Member and further declare and confirm that we shall jointly and severally be bound unto DMA for execution of the contract in accordance with the contract terms and shall jointly and severally be liable to DMA to perform all contractual obligations including technical guarantees. Further, the Lead Member is authorised to incur liabilities and receive instructions for and on behalf of any or all partners of the Consortium.
3. The roles and responsibilities of each Consortium Members are as given below.
Consortium member Scope of work
Lead Member
Second Member
The Minimum holding of Consortium member shall be 26%.
4. In case of any breach of the said contract by any of the partners of the Consortium, we hereby
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agree to be fully responsible for the successful execution/ performance of the contract in accordance with the terms of the contract. 5. It is expressly understood and agreed between the partners to this agreement that the responsibilities and obligations of each of the partners shall be as detailed in clause 3 supra. It is further agreed by the partners that the above sharing of responsibilities and obligations shall not in any way be a limitation of the joint and several responsibilities of the partners under the contract. 6. This Consortium Agreement shall be governed, construed and interpreted in accordance with Laws of India. Courts of Bhubaneswar shall have exclusive jurisdiction in all matters arising there under. 7. In case of award of Contract, we the partners to this Consortium Agreement do hereby agree that we shall furnish the contract Performance Guarantee in favour of DMA from a bank acceptable/ approved by DMA for a value as stipulated in the Contract award and such guarantee shall be in the names of Lead Member of the Consortium. 8. It is further agreed that this Consortium Agreement shall be irrevocable and shall form an integral part of the Contract and shall continue to be enforceable till DMA discharges the same. It shall be effective on the date first above mentioned for all purposes and intents. IN WITNESS WHEREOF, the partners to this Consortium agreement have, through their respective Authorised Representatives, have executed and delivered this Consortium Agreement on the day first above mentioned. For M/s……………………….(Lead Member) Signature of Authorised Representative Name Designation For M/s……………………….(Second Member) Signature of Authorised Representative Name Designation Witness 1: Witness 2
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ANNEXURE-J: COVER LETTER (PRICE BID)
COVER LETTER (PRICE BID)
To
Director Municipal Administration Through
Additional Director
State Urban Development Agency (SUDA)
H & UD Department , Govt. of Odisha
Adjacent to Bhubaneswar Municipal Corporation Office,
Vivekanand Marg, Bhubaneswar
PIN: 751014
Email : [email protected]
Ref: Tender No:
Sir,
We declare:
1) That we have the domain knowledge in functioning of ULBs, municipal e-governance, 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 Director of Municipal Administration
3) We hereby offer to provide the Services at the prices and rates mentioned in the Price Bid at Annexure L to K
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 Price Bid as required by you. This includes:
i) Price Bid Cover Letter (Annexure J)
ii) Price Schedule (Annexure- K )
7) 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.
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.
9) Certified that the bidder is a company and the person signing the tender is the duly authorized to
sign the bid.
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.
Signature of the Bidder
Date:
Place: Company Seal
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Notes:
I. Bidder should provide all prices as per the prescribed format under this Annexure
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. DMA reserves the right to ask the Bidder to submit proof of payment against any of the taxes,
duties, levies indicated.
V. DMA 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, DMA retains the right to
negotiate this rate for future requirements.
VIII. For the purpose of evaluation of Price Bids the DMA 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.
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ANNEXURE-K: PRICE BID SCHEDULE
PRICE BID SCHEDULE
Price Schedule Part-I
A. Study of Existing system and Customization from e- Municipality to DIGIT Platform. Migration and Transfer of Data from Existing Application creation of SUJOG Dashboard. Go-Live of application in 113 ULBs for the following Application.
Sl No. Item Name of Application Total Price in Rs Total Price in Words
A-1 Property Tax
A-2 Trade License
A-3 Building Plan Approval
A-4 Grievance Redressal
A-5 Finance & Accounts
A-6 Water & Sewerage
A-7 Dashboard & Portal
Total (A)
(Add row for extra Application name)
B. Integration of e_ Municipality data into SUJOG Dashboard with Application Programme Interface (API) (Customization Source code to be provided to the bidder).
Sl No. Item Name of Application Total Price in Rs Total Price in Words
B-1 Marriage Registration
B-2 Road Trenching
B-3 Odisha One Portal
B-4 Municipal Services Pavilion and
CSCs
B-5 IFMS/Treasury
B-6 Human Resource Management
System
B-7 State determined payment gateway
and SMS gateway, POS machine
B-8 Digital Signature/e-sign
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Total B)
(Add row for extra Application name )
C. Operation & Maintenance C-1 Operation and Maintenance of Customized Application covered under A including help desk support for 2 Years
Sl.
No Description Amount in INR
Per month Total Cost INR per year
1. Lump Sum for Year-1
2.
Lump Sum for Year-2
TOTAL of C-1
C-2 Operation and Maintenance of Integrated Municipal Application covered under B including help desk support for 2 Years (Limited to Customised Code Provided)
Sl. No Description Amount in INR
per month Total Cost INR
1. Lump Sum for Year-1
2.
Lump Sum for Year-2
TOTAL of C-2
C-3 Help Desk Support for 1 Year after Operation and Maintenance period for Applications
Sl. No Description Amount in INR
per month Total Cost INR per year
1. Lump Sum
TOTAL C-3
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D. Capacity Building and Training to the professionals of 113 ULBs total (Total 510 No. of personnel – in batches of 30 for 6 days) for taking over operation of Applications during first year O&M period. TA & DA charges to be paid by client to trainees.
SI.
No Description Amount (in
INR) per batch of 30 staff for 6 days (R)
Total Cost (in INR) for 17 batches =17*R
1. Lumpsum
Total - D
Signature of the Bidder
Date:
Place: Company Seal
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Summary of Price Bid- Schedule-I S No. Particulars Amount in INR A Study of Existing system and Customization from e-
Municipality to DIGIT Platform. Migration and Transfer of
Data from Existing Application creation of SUJOG
Dashboard. Go-Live of application in 113 ULBs for the
following Application. (Total A)
B Integration of e-Municipality data into SUJOG along with
integration with external applications through Application
Programme Interface (API) (Customization Source code
to be provided to the bidder) (Total B)
C-1 Operation and Maintenance including helpdesk support
of Customized Application covered under A for 2 Years
(Total_C1)
C-2 Operation and Maintenance including help desk support
of Integrated Municipal Application covered under B for 2
Years (Limited to Customised Code Provided)
(Total_C2)
C-3 Help Desk Support for 1 Year after Operation and
Maintenance period (Total_C3)
D Capacity Building and Training to the professionals of 113
ULBs (Total_D)
Total (A+B+C1+C2+C3+D)
Add GST @_____
Grand Total
Total Amount in Words
Signature of the Bidder
Date:
Place: Company Seal
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Price Schedule Part-II
A. Rate per Man-month for Change Request Management additional Scope and to be valid till the end of O&M contract period & Help Desk Support Period.
Sl. No Description Rate per Manmonth in INR
1. Project Manager
2. Functional experts
3. Solution Architect
4. DevOps Engineer
5. Technical Support Engineers
6. Helpdesk support Officer
B. Rate for Data digitization If any during implementation
Sl. No Description Rate per in Rs.
1. Scanning & digitization per page
2. Data entry of the master data/ the transaction data per record
C. Rate for fresh development, O&M of additional modules in DIGIT platform such as marriage registration, road trenching etc.
Sl. No Description Rate per in Rs.
1. Development of module in DIGIT platform
2. O&M of the module in DIGIT platform
Signature of the Bidder
Date:
Place: Company Seal
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ANNEXURE- L: TERMS OF REFERENCE & PROJECT PROFILE
Terms of Reference & Project Profile
1. Background
1.1. Introduction
The Government of Odisha is striving to leverage digital transformation in heralding a new era of improved efficiency and effectiveness of services delivery to the citizens. Further, it is an endeavour of the Government of Odisha to continuously improve the quality of life of citizens by leveraging new-age innovative technologies.
The Housing & Urban Development Department (H&UDD), Government of Odisha has ambitious plans to scale up e-governance across all 114 Urban Local Bodies (ULBs) in the state. It aims to enhance the citizen experience of public services by providing integrated, end-to-end services using a comprehensive State-wide Service Delivery Infrastructure, supported by a chain of Citizen Service Centres (CSCs3) and by utilizing advanced ICT tools for citizen-facing service delivery and back-office computerization.
Given this context, H&UDD has launched a programme named ‘SUJOG - Sustainable Urban Services in a Jiffy by Odisha Government’ to roll out e-governance services across the ULBs in State. SUJOG will make urban governance transparent, technology enabled, time-bound through teamwork, thereby leading to transformation in the lives of citizens in all Urban Local Bodies of the State. This initiative has to be driven by the following Vision Statement:
“To keep citizens at the heart of the Digital Transformation of urban services”.
Further, to bolster its commitment towards revitalizing the public administration and making it citizen-centric, H&UDD has signed a MoU with eGovernments Foundation, to deploy their full stack of Municipal Services applications alongwith the digital platform called ‘DIGIT - Digital Infrastructure for Governance, Impact & Transformation’ − India’s largest Open Source Platform for Urban Governance. DIGIT is a modular, extensible and evolvable platform that complies with the architectural principles and guidelines as proposed in the National Urban Innovation Stack, published by Ministry of Housing & Urban Affairs (MoHUA) https://smartnet.niua.org/nuis.
Refer Appendix 1 for the key guiding principles of DIGIT and detailed documentation of the Platform.
The Platform includes a feature-rich digital Dashboard, portal for all ULBs, Public Grievance Management System, Financial Budget & Accounting System, Asset Management System, Property Tax Management System, Water and Sewerage System, Trade License System and Online Building Plan Approval System.
To implement the above initiative, H&UDD intends to engage a Professional Agency, referred to as the “Bidder” that will implement the envisaged system in all its dimensions as specified in this RFP as well as operate & maintain this system as specified in this RFP.
The following sections give a broad project objective & outcomes and broad scope of work to be performed by the Bidder.
1.2. Project Objectives
3 CSCs are broadband enabled service delivery points, for aggregating content and offering relevant Government to Customers
(G2C), Business to Customers (B2C), Business to Business (B2B) and other services to Urban citizens
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The broad objectives of the project include:
a. Provide enhanced quality of urban services to citizens through online / single window service delivery channel and ensure accessible, convenient, transparent and timely delivery of services
b. Minimize the number of visits required by the citizens to the ULBs c. Achieve internal efficiency & effectiveness of the ULB by
Automating and optimizing their back-office processes, which helps them, focus on their core functions and responsibilities by freeing them from routine operations.
Integrating the departments/functions within ULB for better information flow and transparency.
d. Integrate with the existing software in place at H&UDD/ULB/Other urban parastatals e. Facilitate secure, instantaneous and online payment options for the taxes and statutory fees
associated with services. f. Reduce administrative burden and be a cost-effective service delivery channel for ULBs.
1.3. Project Outcomes
From the perspective of different stakeholders, following are the desired outcomes from this project:
a. For Citizens & Businesses:
Anywhere, Anytime Services via multiple Delivery channels & mechanism
Delivery of all Services within pre-defined timelines
Ease of payment of fees for the services received
An effective Grievance Redressal Mechanism
Transparency in availing services
Improved citizen participation
b. For ULBs & the Government:
Improved service delivery to citizens
Standardized practices and procedures across all ULB offices
Improved productivity of officials
Centralized decision support system to monitor and evaluate the performance of all ULB offices
2. Scope of Work
2.1. Digital Solution Implementation
2.1.1. Requirement Gathering a. The Bidder shall understand the DIGIT platform, along with key features and functionalities. b. The Bidder shall carry out a detailed study of the functional requirements of the Solution to
formulate the Solution Design Document (SDD). For Minimum functional requirements and features of each of the modules of the Solution, refer to Appendix 2 of this RFP. The SDD shall necessarily contain the following details:
Detailed mapping of the prevailing workflows for different processes
Functional logic for various Citizen service and support processes - for example issue of trade license, property mutation etc.
User groups, roles and types of access needed
Service access channels- such as portals, CSCs, mobile app, handheld devices, etc.
System checks requirements
Master Data requirements
Reporting requirements
Security requirements
Audit requirements
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Migration requirements - Digital and Manual records
Language and Localization requirements
Integration requirements with existing systems and any other external agencies
Any other relevant details which are required to clearly articulate solution requirement
c. The Bidder shall visit at least 3 Municipal Corporations, 3 Municipalities and 3 NACs to understand the process and shall work with the stakeholders to get comprehensive understanding of the gaps as part of the assessment.
d. The Bidder shall conduct workshops with relevant users of the systems wherever necessary, to obtain more details on the requirements of the project
e. The Bidder shall compare the prevailing processes and any planned changes to these processes with the Platform/ product
f. The SDD preparation shall take into account the Business Process Reengineering (BPR) changes identified during the Requirement gathering stage
g. The Bidder shall identify the configurations, extensions and integration requirements for the implementation. Any changes required in the proposed processes will have to be explicitly discussed and agreed with H&UDD and relevant stakeholders.
h. Based on the requirements study, Bidder shall submit a SDD which should be agreed upon with H&UDD through a formal sign off.
i. Once the SDD is approved, the Bidder would create a High Level Design (HLD) which should be agreed upon with H&UDD through a formal sign off. The HLD would consist of deployment design, coding standards, architectural requirements etc.
2.1.2. Solution Configuration
a. The Bidder shall configure and deploy the solution for delivering all the services and management functions detailed in SDD.
b. The Solution shall be hosted at the State Data Centre (SDC) on the basis of evaluation of SDC. c. The Solution should be able to integrate with the other e-Governance applications if any as
determined during the study phase and necessary APIs should be developed for integration. Few of these external applications are mentioned below:
Odisha One Portal
Municipal Services Pavilion and CSCs
IFMS/Treasury
Human Resource Management System
State determined payment gateway and SMS gateway, POS machine
Digital Signature/e-sign
Digi Locker
Marriage registration (In E-municipality)
Road trenching (In E-municipality) etc d. Web Portal and Mobile applications shall be the interface and delivery channel for citizens,
employees and other stakeholders to access various services of the ULBs. Users shall have direct access to this portal from their office/homes/other locations. The portal shall also be accessible from CSCs.
e. In order to extend and configure the platform to provide the solutions listed in this RFP, the Bidder must adhere to all applicable guiding principles of DIGIT.
f. The Bidder will support in the SSL Certificate procurement requirement for Odisha domain name. The number of SSL certificates will depend on the number of domains. The SSL certificate will be procured by the Department.
g. The Bidder needs to operate/maintain all third party services like wordpress plugins, Google Play store / IOS Store account etc.
h. The Bidder will freshly develop additional modules on DIGIT platform (if required). Payment for this shall be based on item rate offered in financial bid.
2.1.3. Acceptance Testing, Audit and Certification
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a. The Bidder must build up an overall plan for testing and acceptance of system, in which specific methods and steps should be clearly indicated and approved by H&UDD. The acceptance test plan will be defined by the Bidder, agreed and approved by H&UDD and will include all the necessary steps to ensure complete functionality, operation and performance of the system.
b. Primary goal of Testing & Acceptance would be to ensure that the project meets requirements, standards, specifications and performance prescribed by the RFP by ensuring that the following are associated with clear, quantifiable metrics for accountability:
Functional Requirements
Availability
Performance
Security
Manageability
Project Documentation
Data Quality
c. UAT shall be done centrally. Installation and operation testing has to be done at all installation sites.
d. It is Bidder’s responsibility during the tests to evaluate and recommend any further changes to the infrastructure & application, at no extra cost to H&UDD. Any recommendations for change will be discussed with H&UDD.
e. H&UDD reserves the right to conduct Third Party Audit for functional, performance, security, SLA monitoring, hardware & infrastructure, etc. Cost incurred towards Third Party Audit will be borne by the H&UDD.
2.1.3.1. Acceptance Criteria
a. System would be accepted in a phased manner. The Bidder has to ensure the delivery of the system as per Implementation Plan. H&UDD will accept the system only when the system is up as per implementation plan (along with data digitization & migration requirement for the respective sub system/module) and the shortlisted Services are getting delivered via the same.
b. Functional Requirements: The system developed/customized by Bidder shall be reviewed and verified by the H&UDD and select internal department users (i.e. User Acceptance Testing) against the Functional Requirements signed-off. Any gaps, identified as a severe or critical in nature, shall be addressed by Bidder immediately prior to Go-live of the system.
c. Performance: Performance is that aspect of service, which is measured in terms of throughput and latency. The thresholds for performance shall be defined in the Initial phase of the project. Higher throughput and lower latency values represent good performance of a service. Throughput represents the number of service requests served. Latency is the round-trip time between sending a request and receiving the response. This test process will include the following activities:
Determination of performance metrics
Designing performance tests
Development of workload
Performance testing
Identification of bottlenecks and providing solutions
Determining final performance figures.
Communication of final results to all stakeholders Final output of this process would be a sizing guide for the solution tested. The sizing guide will document the details of the performance tests, test data, bottlenecks identified, alternate solutions provided, and the final performance data.
d. Availability: High Availability is a key requirement. The project must provide
employees/Citizens/CSC Operators with timely, continuous access to information. The project must also be able to rebound or recover from any planned or unplanned system downtime,
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ensuring a minimal impact on the operations. Availability is the quality aspect of whether the service is present or ready for immediate use. Availability represents the probability that a service is available. Larger values represent that the service is always ready to use while smaller values indicate unpredictability of whether the service will be available at a particular time. It is expected that Bidder would maintain average availability / uptime of all components included but not restricted to hardware items, servers, database servers, system software, enterprise wide application software, etc. as per the SLA.
e. Security: Security is the aspect of the service of providing confidentiality and non-repudiation by
authenticating the parties involved, encrypting messages, and providing access control. The applications can have different approaches and levels of providing security, depending on the service requester. Security Process will include:
Audit of Network, Server and Application security mechanisms
Assessment of authentication mechanism in application / components / module
Assessment of data encryption mechanism
Assessment of data access privileges, retention period and archival mechanism
Assessment for tools provided by Bidder for Vulnerability assessment and automated policy compliance tools, Log Correlation, end to end data encryption and various other security tools.
Final outcome of this process would be a comprehensive audit report including all Network, Server and Application security features incorporated in this project.
f. Manageability: H&UDD shall review that the solution deployed has adequate monitoring and
tracking features for measuring the utilization and availability of resources. This includes:
Remote monitoring of Status and Statistics of all high-level components
Management capability to start/stop/restart services and systems
Auto discovery of all components manageable
Auto discovery of all other system components
Ability to track changes in configuration of the system components to help track service
System disruptions
g. Project Documentation: H&UDD shall review the project documents developed by Bidder
including requirements, design, source code, installation, training and administration manuals, version control, Layout Plan, etc. Any issues/gaps identified by the H&UDD, in any of the above areas, shall be addressed to the complete satisfaction of H&UDD. Documentation requirement (but not limited to) are as follows:
Technical, Operational and User Manuals for operation of deployed solution
All policy documents such as Security Policy, Backup and Recovery Policy, Business Continuity Plan (BCP), etc.
Source Code and solution design documents
Maintenance manuals for equipment at SDC, Networks, server and other hardware
Network Diagrams
Documentation of IP and Subnet Scheme, Routing Tables and ACL etc. deployed for Intranet
Documentation of device configurations such as firewall, routers, servers etc.
Details of IT infrastructure required
All the relevant documents related to Implementation and any other document which may be necessary.
h. Data Quality: H&UDD shall perform the Data Quality Assessment for the data digitized/ migrated
by Bidder. The errors/gaps identified during the Data Quality Assessment shall be addressed by
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Bidder before moving the data into production environment, which is a key milestone for Go-live of the solution.
2.2. Data Migration & Digitisation
The Bidder would be responsible for the digitization of the data currently available in the databases of the existing IT systems to the new Database implemented for the proposed project. The procedure for Data digitization and Migration activities is covered in subsequent paragraphs.
2.2.1. Data Migration Requirements
The Bidder will ensure that the data migration task is completed before shifting to the new application. For the data migration activity the Bidder will:
a. Procure and maintain any hardware, software, tool or plug-in required for performing data
migration and related tasks at no additional cost to H&UDD.
b. Design data migration plan including acceptance methodology and get it approved from H&UDD.
Data Migration plan should also highlight the prioritization for data migration based on locations,
modules and/or sub-phase.
c. Data migration for each sub-phase/module/location/ULB to be implemented must be completed
atleast one week prior to start of its pilot implementation in that location/ULB. Migration of
location/ULB specific data must be completed atleast one week prior to start of implementation
in that location/ULB.
d. H&UDD will provide the available data to the Bidder for migration purposes in the format as
available with H&UDD. Bidder will convert the format, if required and migrate the existing data.
Bidder will provide the print outs and /or on-line view access of the migrated data to H&UDD for
verification purposes. Cost towards printer, paper, cartridge, etc., will be borne by Bidder.
e. The Bidder will provide checklists for migrated data to H&UDD for verification, including number
of records, validations (where possible) and other controls.
f. The Bidder will submit a report on the quality assurance/control and the process adopted duly
ensuring the accuracy in the migrated data (100% accuracy is required). Further, H&UDD will
verify the data digitization on random sampling basis.
g. Any corrections as identified in the migrated data during Data Quality Assessment and Review
shall be addressed by Bidder at no additional cost to H&UDD. Bidder shall be required to make
corrections as identified as soon as possible and maximum in a week from date of notifying by
H&UDD or timeline as agreed with H&UDD.
2.2.2. Data Digitization Requirements
The Bidder will be responsible for the data entry and/or digitization of the existing paper based records / physical files (IF REQUIRED). Payment for this shall be based on item rate offered in financial bid. The Bidder shall develop/procure and maintain all the software/hardware/tool/plug-in required for the purpose of digitization/scanning of documents as appropriate. The Bidder will formulate the data digitization plan and the resource plan, in consultation with H&UDD, based on the guidelines & statistics provided below. A. Guidelines for Data Digitization Work
a. Data would be digitized in LIFO order i.e. first complete most recent year’s data for specified services, before digitizing data of previous years.
b. Data Digitization task must be completed atleast one week prior to Bidder’s request to H&UDD for issuing certificate of ‘Operational Acceptance’ for all concerned modules and locations. For instance, in case of ‘Operation Acceptance’ for a particular module and ULB, data digitization related to that module and ULB must be completed atleast one week prior to request to H&UDD for issuing certificate of its ‘Operational Acceptance’.
c. Bidder will submit a report on the quality assurance/control and the process adopted duly ensuring the accuracy in the digitized data (100% accuracy is required). Bidder shall do atleast
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review at two level for the data digitized and submit the printout of digitized data with sign and stamp of authorized signatory of Bidder for further review and quality assessment by H&UDD. Further, H&UDD will verify the data digitization on random sampling basis within a period of 10 working days from the day of submission of printouts (along with online access) of digitized data to H&UDD.
d. Any corrections identified in the digitized data during Data Quality Assessment and Review shall be addressed by Bidder at no additional cost to H&UDD. Bidder shall be required to make corrections as identified as soon as possible and maximum in a week from date of notifying by H&UDD or timeline as agreed with H&UDD.
B. Process to be followed for Data Entry & Digitization a. H&UDD/Respective ULB will hand over the physical files (ULB wise) along with all the supporting
documents to the Bidder in a batch of 30-50 files or as mutually agreed. Records to be digitized may include physical files and scanned documents as well.
b. The Bidder 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)
c. Bidder will do the data entry of the master data and the transaction data as per the requirements of the Workflow and Document Management System. The data digitized has to be bilingual i.e. in English and Odia
d. The Bidder will also scan all the requisite documents and will link them with the appropriate file in the Document Management System.
e. All the activities related to the data entry, scanning & digitization will most likely to be carried out at the premises of the Department/ULB offices.
f. H&UDD will arrange for the suitable space, table, chair and electrical connections (including electricity charges) for onsite staffs of Bidder at respective locations, while the Bidder will arrange for other necessary infrastructure, manpower and other consumables. Furthermore, Stationary and toner requirements for digitization related activities (including printed records to be verified by Department) shall be responsibility of Bidder.
g. Bidder will submit printouts of digitized data to H&UDD/ULBs for further verification. Cost towards printer, paper, cartridge, etc., will be borne by Bidder.
h. H&UDD will verify 10% records on random sampling basis viz-a-viz the original documents and will return the whole lot of records to the Bidder if the quality check by H&UDD fails. In this regard, maximum 2 iterations are allowed.
i. The Bidder shall update the digitized data based on the input received from H&UDD. The final hardcopy of digitized data, softcopy of the digitized data and softcopy of scanned documents would be returned back to H&UDD on DVDs or other electronic media at the end of the process. Bidder shall be responsible for provision of all types of medias (including DVDs).
j. The Digitized Data will be the property of H&UDD and should not be copied or used by 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 Bidder.
2.3. Training & Change Management a. As the organization goes through changes IT infrastructure will also change from time to time to
meet the changing needs of the businesses. Proper change management will ensure that
approved changes are implemented efficiently and with acceptable risk to the existing and to the
new IT Services with minimal impact on the operations of ULBs. Training can be used as an
effective medium to bring about the necessary change. Therefore, as envisaged by H&UDD, the
Bidder is required to train the ULB/department staff (technical personnel and end-users) to
enable them in effectively operating the system. Bidder shall also be responsible for re-training
the staff whenever changes are made in the Solution that is implemented for this project.
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b. Before the commencement of the training, the Bidder shall prepare a capacity building plan at
various levels including the ULB administrators and module specific administrators and agreed
upon by H&UDD as part of the solution phase.
c. The Bidder must impart training to the personnel from H&UDD and ULBs in the operation of the
application software, generation of MIS reports, maintenance of User Logins and operations of
the backend servers, policies and procedures. All the personnel selected shall be trained on all
the modules of the concerned ULB. For all these training programs the Bidder should provide
necessary course material, manuals for troubleshooting and system admin to the trainees etc.
Training Room /Premises, whiteboard, furniture for training would be provided by respective
Corporations and DDR offices. However any other infrastructure required such as desktops, etc.
shall be the responsibility of the Bidder.
d. In addition to the individual trainings conducted centrally for the ULB and the H&UDD staff,
Bidder may introduce ‘Train the Trainer’ Concept for effectiveness and continuity of training for
future in consultation with H&UDD. For this purpose he may select potential trainers from various
ULB staff/H&UDD staff and grade them as certified trainers. This is a recognition certificate.
ULB’s may use these selected trainers for conducting their internal trainings.
e. Bidder shall take the feedback from trainees at the end of each trainee and submit a report to
H&UDD.
f. Training shall be imparted in English and/or Odia
g. Bidder shall develop documents, videos, e-contents in English and the local language (maximum
5-15 minutes) and upload on the portal so that users can do self-learning. E-Contents should be
prepared for:
Registration into application
Password change
Application/Portal Navigation
Broad functionalities/features of all modules
Walk through of each functionality enabled in the system
h. At the beginning of the project, following trainings shall have to be provided by the Bidder:
# Training Detail Staff to be trained
Persons per training session
Duration
1 General Awareness Training (Basic computer awareness training)
510
30 2 days
2 Functional Training on Application and system administration training
510 30 2 days
4 Change Management and IT sensitization training for Senior officers
510 30 2 days
i. Subsequently, on the job trainings/handholding shall have to be provided by the Bidder during
the O&M period of the project.
2.4. Centralized Help-desk Set Up and Operations a. H&UDD requires a helpdesk enabled with IVRS and required software and call management
service that will automate processes to consolidate, log, track, manage and escalate incidents
and problems. The Service will act as a single point of contact Helpdesk for all ULB employees
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/Operators under CSCs who will record an incident. It will help H&UDD to accelerate detection
and problem resolution, maintain accurate configuration details, and minimize the risk caused
by any change.
b. Bidder is required to set up, operationalize and run this centralized helpdesk, accessible through
telephone, the web portal, mobile phone where the users of the portal can call to register
complaints and/or make suggestions.
c. H&UDD shall provide toll-free number for helpdesk and will pay directly to Service Provider the
cost towards its usage. Bidder shall check and verify the usage of toll-free number and submit a
verification note every month.
d. Bidder shall be responsible for arranging necessary space, power, infrastructure, etc. for
helpdesk to be set up. Bidder can propose helpdesk from its location or through available hosted
call centre solution but within the State of Odisha.
e. Minimum 3 helpdesk staffs are expected under this project. However, Bidder shall be required
to provide satisfactory response to all calls received at helpdesk. Based on number of calls,
H&UDD may increase or decrease the number of helpdesk seats. Resources for helpdesk
operation shall be dedicatedly deployed on this project for full time basis. Payment to Bidder will
be made based on actual number of helpdesk seats.
f. The centralized helpdesk would also facilitate resolution of day to day technical issues faced by
the technical coordinators at the ULB level through call ticket management system
g. The centralized helpdesk will :
track each incident / call to resolution
Escalate the calls, to the appropriate levels
Coordinate with respective stakeholders for closure of calls
Analyze the incident / call statistics and provide monthly reports including but not limited
to - type of incidents / calls logged, Incidents / calls resolved, Incidents / calls open
h. Operational requirements for Helpdesk:
Helpdesk will provide services using toll-free numbers to the employees/ Operators of CSCs during general shift from 8AM to 8PM except on public holidays declared by Government of Odisha.
Helpdesk should be both IVRS-enabled as well as operator-assisted.
Helpdesk will be connected to SWAN by Bidder.
Call / Service request received at helpdesk for a specific ULB would be forwarded to them accordingly.
The services shall be rendered across the State. The service shall be accessible in English, Hindi and Odia.
The Bidder must periodically solicit user satisfaction levels about the e-Government system, among other things, by conducting surveys.
The menu structure shall provide callers with touch tone shortcuts, that can be used in sequence, which will allow the knowledgeable users to access information more quickly, without having to “drill down” through the menu structure with every call.
The number of operator at helpdesk to be scaled up, if necessary, by the Bidder based on transaction growth and to meet the SLAs
Helpdesk system should provide ULB wise, service wise and ward wise complaint details.
Helpdesk should be integrated with the helpdesk run by Common Service Centres to receive any query/complaint directly from their helpdesk for the issues pertaining to solution provided by Bidder.
2.5. Operations & Maintenance a. The Bidder will operate and maintain all the components of the proposed solution for a period of
two years from operational acceptance of phase -1.
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b. During the O&M phase, Bidder shall customise, implement and manage the Solution in
accordance with the service level defined for the project.
c. Bidder shall provide operational support and maintenance services for the term of the Project
including but not limited to the overall system stabilization, IT infrastructure solution
maintenance, system administration, security administration, database administration, network
administration and end-user problem resolution. The Bidder will have to ensure that the solution
is functioning as intended and attending to all problems associated in operation of the application
system.
2.5.1. Application Solution Management a. The Bidder will provide full support to ensure that the Solution implemented under this Contract
shall have no defect arising from development/ customization/configuration or from any act or
omission of the Bidder.
b. This support should also cover adapting the Solution for any additional requirement that might
come to the notice of H&UDD at the time of actual use of the same.
c. During the Project term, the Bidder shall be completely responsible for defect-free functionality
of the Solution implemented under this Contract and shall resolve any related issues (including
bug-fixing, etc.) within the duration agreed between the H&UDD and the Bidder, at no additional
cost to H&UDD.
d. Since it has been considered that application may undergo the changes post-go live of
application, hence Bidder shall deploy the required resources during operation & maintenance
period. Bidder shall make all the customization in the Application during Operation &
Maintenance period as per requirement of H&UDD without any additional cost/change request
to H&UDD for all the services/modules mentioned in this RFP. The related cost may be factored-
in reasonably under ‘Maintenance Charges of Application’ in the financial formats.
e. The Bidder shall provide latest updates, patches/ fixes, version upgrades relevant for the
Solution implemented under this Contract.
f. Bidder shall be responsible for Version Management and its documentation reflecting changes
or enhancements made in the application including features and functionality. Bidder shall
update the Application in form of ‘Releases’ for any change made post application security audit
of sub-phase 1. Each release will be tested thoroughly by Bidder including unit testing, system
testing, performance testing and regression testing. Bidder shall submit UAT test cases to
H&UDD with Requirement Traceability Matrix (RTM) for UAT by H&UDD. All the releases are
subject to security audit by H&UDD.
g. All planned or emergency changes to any component of the system shall be through the
approved Change Management process. The Bidder shall ensure:
Detailed impact analysis
Appropriate communication on change required has taken place
Proper approvals have been received
Schedules have been adjusted to minimize impact on the production environment
All associated documentation are updated post stabilization of the change
Version control maintained for change
h. The Bidder shall be responsible for arranging for annual technology support with eGovernments
foundation (limited to upgrades for DIGIT platform)) during the entire O&M phase. The Bidder
shall be responsible for arranging for annual technology support for any other third party product
used as part of solution deployment during the entire O&M phase.
2.5.2. Infrastructure Management a. The Bidder must carry out the study and due diligence to arrive at the right sizing to host the
solution. Once these requirements are signed off by H&UDD, the hardware and infrastructure
required by the Bidder will be procured by H&UDD.
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b. The Bidder will also be responsible to work with H&UDD, provide assistance to ensure that the
Application is hosted on the environment provided by the state, and finalise the SLAs needed
from the Infrastructure. And also ensure that the Development, Production, UAT and Training
instances are available as needed with required remote access provided for these instances.
c. The Bidder will also work with the department to finalize the back-up and DR strategy and
implement the same.
d. To enable IT support and administration, the Bidder would need to plan and deploy experienced
manpower so as to maintain availability of services and SLAs. Infrastructure Management
includes the following activities:
Design of appropriate System Administration policy with precise definition of duties and
adequate segregation of responsibilities and obtaining approval for the same from
Purchaser.
Overall management and administration of infrastructure solution including servers,
networking & security components, storage solution etc.
Performance tuning of the system as may be needed to comply with SLA requirements on a
continuous basis.
Security management including monitoring security and intrusions into the solution.
Monitor and track server and network performance and take corrective actions to optimize
the performance on a daily basis.
System administration tasks such as managing the access control system, creating and
managing users, etc.
Data storage management activities including backup, restore and archival etc.
The Selected Bidder undertakes to ensure that regular back-up copies of data are created
and maintained safely.
Maintenance of the database
e. Network Administration & Management consists of the following activities but not limited to:
Administering User IDs, Network analysis and performance optimizing, Continuous monitoring
and management of network during the working hours of CSCs on each working day and
restoration of breakdown within prescribed time limits, Ensuring network security and database
security at all times.
f. Design of Network Administration Policy and getting it approved from H&UDD for effective and
efficient management of Network resources. Network Administration would broadly include the
activities: Network devices configuration, management and tuning for optimum performance,
Tracking the network status, Availability and taking the remedial and preventive actions in case
of problems, Network fault isolation and resolution, Monitoring of network performance and
escalation of performance deterioration to concerned authorities and take remedial actions to
resolve such issues, Implementation/ modification of network routing policies, IP addressing
policy as required and Documentation related to network configuration, routing policies, IP
addressing scheme etc.
2.5.3. Information Security a. Bidder will be responsible for implementing measures to ensure the overall security of the
solution and confidentiality of the data. The Bidder shall monitor production systems for events
or activities, which might compromise (fraudulently or accidentally) the confidentiality, integrity
or availability of the Services. This monitoring shall be through the security controls including:
Real-time intrusion detection tools
Audit review tools
Manual processes
b. Bidder shall develop and deploy a detailed security policy for the solution implementation &
maintenance in adherence to policies and procedures as laid by Govt. of India and Odisha.
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c. Bidder shall be responsible for application security audit from CERT-In empaneled agencies and
STQC during implementation and operation & maintenance period as per requirements given in
this RFP and submit ‘Certificate of Audit’ to H&UDD along with detailed report on vulnerabilities.
d. Bidder shall take approval from H&UDD for the selection of CERT-In empaneled agency.
H&UDD shall make the payment for Security Audit separately.
e. Bidder shall fix all the vulnerabilities as per report of Security Auditor and submit the compliance
report.
f. Bidder shall produce and maintain system audit logs on the system for a period agreed by Bidder
and H&UDD, at which point they will be archived and stored at off-site or as desired by H&UDD.
Bidder would deploy tools for automated correlation of audit logs for relevant security exceptions
in real time or in near real time and take immediate remediation action.
2.5.4. Transition/ Exit
a. The Bidder shall provide the Department or its nominated agency with a recommended exit
management plan or transition plan. The Exit Management Plan shall deal with the following
aspects of the exit management in relation to the Agreement as a whole or the particular service
of the Agreement:
Transition of Managed Services
Migration from the incumbent SDC/cloud environment to the new environment
b. The Bidder is responsible for both Transitions of the Services as well as Migration of the Data,
Content and other assets to the new environment.
c. The Bidder shall ensure that all the documentation required by the H&UDD for smooth transition
(in addition to the documentation provided by the Cloud Service Provider) are kept up to date
and all such documentation is handed over to the H&UDD during regular intervals as well as
during the exit management process.
d. Document, update, and provide functional organization charts, operating level agreements with
Third-Party contractors, phone trees, contact lists, and standard operating procedures
e. Transfer physical and logical security processes and tools, including cataloguing and tendering
all badges and keys, documenting ownership and access levels for all passwords, and
instructing H&UDD or its nominee in the use and operation of security controls.
2.6. Programme Management, Phasing, Timeframe and Deliverables
2.6.1. Programme Management
a. The Bidder shall assume responsibility of managing and monitoring the project as per the
Indicative Time Schedule specified in this RFP, under the agency assigned by H&UDD as
Program Manager for the project
b. The Bidder shall monitor the progress of Change Management plan and data migrations as
given out in the RFP in order to enable a smooth transition to the new system
c. The Bidder shall submit following Monthly Progress Reports to the Program Manager agency
summarizing:
Results accomplished during the period
Cumulative deviations from schedule of progress on milestones as specified
Corrective actions to be taken to return to planned schedule of progress
Proposed revisions to planned schedule
Other issues, outstanding problems and action proposed to be taken
Interventions which the Bidder expects to be made and the actions to be taken before
the next reporting period
Test results of training
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2.6.2. Project Phasing a. The Project will be implemented in two phases- Phase-I and Phase-II. The classification of
phases is based on H&UDD’s priority for ULBs and modules.
b. Location wise coverage of phases is illustrated in table below:
Phases Modules Location
I Property Tax, Water & Sewerage, Online Building permission system, Trade License, Grievance redressal, Finance & Accounts available in DIGIT
All ULBs
II API integration of Marriage registration & Road trenching module available in e-municipality including external applications such as Odisha One Portal, Municipal Services Pavilion and CSCs, IFMS/Treasury, Human Resource Management System, State determined payment gateway and SMS gateway, POS machine, Digital Signature/e-sign, Digi Locker etc.
All ULBs
c. H&UDD reserves the right to modify the modules and names of the ULBs, which would be
covered in Phase-I and Phase-II, based on priority of services at the time of submission of
detailed Project Plan by the Bidder and at the sole discretion of H&UDD.
2.6.3. Timelines & Deliverables
a. Bidder has to ensure the timely delivery of all deliverables and completion of all activities of the
project in line with Project Plan submitted by Bidder and approved by H&UDD. Indicative
timeframe of key deliverables/activities are provided below:
Sl. No. Milestones Timelines 1 Award of Contract/LOI/Kick-off meeting T
2 Requirements Gathering & SDD T+ 45 days
3 Phase I - Pilot Implementation in 1 Municipal Corporation, 1 Municipality and 1 NAC
T + 150 days
4 Phase I - Completion of Go-Live in 113 ULBs
T + 180 days
5 Phase II – Pilot Implementation in 1 Municipal Corporation, 1 Municipality and 1 NAC
T + 210 days
6 Phase II - Completion of Go-Live in 113 ULBs
T + 240 days
7 O&M and Help desk Support (M) For 2 years from the date of Go-live – Phase I
8 Help desk Support For 1 year after (M)
b. The schedule of activities listed above has been devised based on the following assumptions:
Separate teams shall be deployed by the Bidder to undertake data digitization/migration, implementation of proposed solution and Training & Capacity Building.
These Teams shall be available to work in parallel to each other. For instance, when the team designated for implementation of proposed solution is undertaking rollout of a
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particular sub-phase, the team for data digitization/migration can continue their tasks for the next sub-phase.
2.7. Operation Acceptance
Bidder shall obtain the Operation Acceptance Certificates from the H&UDD for each Phase rollout.
2.7.1. Operation Acceptance – Pilot a. After successful pilot completion, Bidder shall submit a report to obtain the Operational
Acceptance- Pilot. In order to get Operational Acceptance-Pilot Certificate, following activities
relating to the Pilot implementation must be completed:
FRS/SRS sign-off by H&UDD
H&UDD’s Approval of all related deliverables of Bidder as specified in this RFP
Testing by Bidder including Functionality Test, Database Test, Integration Testing, Unit Test, System Test, Stress test and Load/ Performance test.
UAT completion by H&UDD
Application Security Audit (Agency for this audit will be engaged by Department) and compliance to audit observation by Bidder
Readiness of Data Centre, Near DR and DR sites with all proposed ICT infrastructure including SLA monitoring tool
Completion of Training and Change Management Workshops in pilot locations
Completion of data migration, digitization and master data related activities for pilot locations
Monitoring and Help Desk setup to be in place before transitioning to go live phase. This should be planned before go live across state is planned
Delivery of all transactions of services/management functions relating to concerned sub-phase for a period of atleast one month through the on-line system from the date of Government Order in pilot locations
b. Based on the above and only after being completely satisfied that all the concerned users of
pilot locations have access to the System and are using the System for the respective functional
areas, the H&UDD shall issue Operational Acceptance – Pilot.
2.7.2. Operation Acceptance – Go-live a. After successful Pilot, system shall be Go-Live at all the remaining locations of Phase-I and
Phase-II. Bidder may submit a report to obtain the Operational Acceptance- Go-Live (Phase
wise OR ULB and module wise) as and when required. To obtain Operational Acceptance – Go-
Live Certificate, following activities relating to the Go-Live must be completed:
Submission of updated FRS/SRS
Submission of all updated documents (such as User Manuals, design documents and training material)
Readiness of Data Centre, DR and Near DR site with all proposed ICT infrastructure/Services including SLA monitoring tool
Completion of Training and Change Management Workshops
Completion of data migration, digitization and master data related activities
Delivery of all transactions of services/management functions relating to concerned sub-phase for a period of atleast one month through the on-line system from the date of Government Order in pilot locations
b. Based on the above and only after being completely satisfied that all the concerned users of
related locations have access to the System and are using the System for the respective
functional areas, the H&UDD shall issue Operational Acceptance– Go-Live (Phase wise OR
ULB and module wise).
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APPENDIX 1: ABOUT DIGIT The key guiding principles of DIGIT are as below:
Ecosystem Driven
Interoperability through Open APIs and Open Standards
Inclusive
Minimalistic
Privacy and Security by Design
Unbundling
Designing for evolvability and scale
Transparency and Accountability through Data
Non-Repudiable
Domain Modelling
Federated Architecture
Ensuring extensibility through the use of layered design
Multi- channel Access
Further details on DIGIT Platform and documentation is available below: https://digit-discuss.atlassian.net/wiki/spaces/EPE/pages/18710606/Billing-Collection-Integration
Overview The following provides an overview of the functional specifications for the following Products provided
through the DIGIT platform
A. Public Grievance Redressal
B. Property Tax
C. Trade License
D. Online Building Permission System
E. Accounting System
F. Water and Sewerage Management
G. Dashboards
A. Public Grievance Redressal (PGR) System
Objective of this document is to give an overview of PGR to all stakeholders. PGR System is an
application in which citizens can lodge complaints and track them, whereas employees can track and
address grievance incidents raised by the citizens. The platform is available for use in both mediums as
web and mobile app. The PGR product features can be broadly classified as the following modules:
1. Registration, Login and Creation of User Profile
2. Lodging a Complaint
3. Assigning a Complaint
4. Resolving a Complaint
5. Manage Complaints
6. Track Complaints
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7. Dashboards and Reports
8. General Features
1. Registration, Login and Creation of User Profile
This module provides enables the following capabilities
● OTP Based Login for Citizen via Web/Mobile App
● OTP Based Login for Employee via Web/Mobile App
● Provision for language selection during first time registration for both Employee and
citizens
● Provision of creating a personalized Profile for Citizens and employees on Web App
● Login Credentials for the various hierarchies of employees
● Role-based access for performing different actions relating to grievance redressal
2. Lodging a Complaint The Citizen or Citizen Service Representative (CSR) on behalf of citizens can lodge,civic
works related complaints in the PGR system. Users can also upload associated or relevant
pictures with the complaint. For identifying the location of the complaint, the user can provide
city, mohalla, house no. and other details or even select the location using maps. After filing
the complaint a complaint number is generated. This module enables the following
capabilities:
● Provision for Citizens to Lodge and Track Complaints via Mobile or Web App
● Provision for Employees to Assign, Reassign, Resolve complaints via Mobile or Web
App
● Citizen can Upload Photographs
● Citizen can Select grievance from a list
● Citizen can Capture Address
● Citizen can Capture additional details about the complaint
● CSC Employee can File a complaint on behalf of the citizen.
● CSC Employee can Capture Complaint location, medium of complaint, complaint type
and other details
● System provides 2 levels of comprehensive grievance list
● Grievances mapped with departments
● The system generates a unique ticket number for each complaint based on complaint
type and the same is communicated to the citizen by SMS, Whatsapp, and / or email.
3. Assigning a Complaint Assigning officer has dashboard with unassigned complaints. Any complaint can be selected
to view details and expected closure timelines. Assigning officer can select and assign
complaints to appropriate Employee from a department-wise list. A complaint can also be re-
assigned, if it is assigned incorrectly or for any other reason.
This module enables the following capabilities:
● Assigning Officer can Assign grievance to employees
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● Assigning Officer can Reject Complaints by providing reason for Rejection
● Assigning Officer :Re-assign complaints
4. Resolving a Complaint
The Employee can view the complaints assigned to him on a dashboard with a functionality to
mark them for closure. Employee can view details and closure timelines of the complaints from
a list. After resolving the complaint the Employee can upload pictures as evidence and also enter
comments. With the help of share feature, complaints details can be shared via Whatsapp, SMS,
email etc to contractors. If the citizen finds the resolution to be unsatisfactory, the complaint can
be reopened. Citizens can also provide feedback and rate the resolution.
This module enables the following capabilities:
● Last Mile Employee can Add photograph and comments after resolution
● Last Mile Employee can Request for re-assign of complaints
● Last Mile Employee can interact with assigning Officer over a Call
5. Manage a Complaint
Employee has access to the dashboard of open complaints from which he can select a complaint
to view details and closure timelines. Employee can also request to reassign the complaint by
selecting a reason from the list. In that case, the request goes to assigning officer and the
complaint can be reassigned to a different Employee. The system has different interfaces for
Assigning officer, Employee and CSR. Assigning officer can view tabs which contains
unassigned and assigned complaints which are received from the citizens. Assigning officer can
also view open/ closed complaints and access PGR reports for all grievances. Employee’s
interface contains open and closed complaints which are assigned to him. CSR can view/ search
the list of all the complaints filed on citizen’s behalf. System has provision to search, sort and
refresh the list of grievances.
This module enables the following capabilities:
● Assigning Officer can view Complaint Worklist (Inbox)
● Assigning Officer can View list of all complaints
● Assigning Officer can view Auto prioritization of list based on SLA
● Assigning Officer can Review submitted complaints
● Last Mile Employee can View list of all complaints
● Last Mile Employee can view Auto prioritization of list based on SLA
● Last Mile Employee can Review submitted complaints
● CSC can Search and view complaints based on complaint number, phone number, name
of complainant
● Citizen can reopen a complaint that has been resolved if he is not satisfied with the
resolution
● Citizen can rate a complaint after resolution
6. Track Complaints
This module enables the following capabilities to Track complaints:
● Citizen can View all complaints filed - pending and completed
● Citizen receives Notifications via App, SMS, email for complaint updates
● Citizen can View complaint timeline in the app
● Citizen can Interact with municipality (Call & Comments)
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● Assigning Officer can Track Assigned Complaints with timeline view
● Assigning Officer can Receive updates on complaints
Assigning Officer can Interact with Last Mile Employee (Call)
7. Dashboards and Reports
PGR Reports provide an operational bird’s eye view of the PGR system in the city. It enables
city managers - commissioners, department heads, administrators at various levels to keep a
track of the volume of complaints being received and the performance of the ULB and its
employees in addressing them. Reports can be filtered based on date and also can be
downloaded in pdf and xls formats.
● State Dashboard : View Reports for Grievance filed, pending, completed and overdue-
ULB wise , location wise
● State Dashboard : View Reports for SLA performance and time taken for resolution
● State Dashboard : Drilldown by Various Levels
● Reports : View Reports by State, ULB, Complaint Types, Department
8. General Features
Auto routing System has capability for Auto routing to assigning officer (city / department level) followed by
assigning to the last mile employee
Auto escalation
The system has the capability for escalation of non-resolved cases with defined timeline to the
ULB/Concerned head.
Notifications
The system has the capability to send notifications to citizens. These notifications can be sent
for various steps like - complaint filing, change of status, complaint resolution. These notifications
can be sent in the language chosen by the ULB through all channels - SMS, Whatsapp, Email.
Configurable Masters The system provides the following masters that can be configured as per the State’s
requirements:
● Assigning Officer : View, edit and update profile
● Assigning Officer : Department wise employee list
Last Mile Employee : Employee Directory
● Configure assigning officer : Assigning officer can be at ULB / department level
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B. Property Tax System
The Property Tax System (PT) provides a digital interface to make property assessments, pay property tax, generate payment receipts and monitor tax collection. It can be used by the citizens, Urban Local Body (ULB) counter and field employees, and ULB Administrators to accomplish their specific tasks. It is available as a mobile and web-based application. The PT product features can be broadly classified as the following modules:
1. Registration, Login and Creation of User Profile
2. Filling an Assessment for a Property
3. Searching for a Property
4. Modifications to a Property
5. Generate Demand Notice
6. Payments collection and Receipts
7. Dashboards and Reports
8. General Features
1. Registration, Login and Creation of User Profile
This module provides enables the following capabilities
● OTP Based Login for Citizen via Web/Mobile App
● OTP Based Login for Employee via Web/Mobile App
● Provision for language selection during first time registration for both Employee and
citizens
● Provision of creating a personalized Profile for Citizens and employees on Web App
● Login Credentials for various hierarchy of employees
● Role based access for performing different actions relating to property tax modules
2. Filing an Assessment for a Property With this feature, a citizen and employee can perform self-assessment of a new property for a
financial year. This feature helps in registering the property in the system. The details of the property
can be entered online and can be assessed for calculation of the taxes. The PT Product is designed in
a user friendly manner and reduces chances of error. System calculates the tax automatically and
creates the demand. If a user wants to reassess his property due to any reason (for eg, incorrect data,
change in property etc), it can be done by editing details of last assessment. Employee can edit the
details of the last assessment, on behalf of the citizen based on owner’s input. Citizen can track down
the status of his incomplete assessment. Any incomplete assessment can be searched and
completed.
This module provides enables the following capabilities:
● Citizen/CSC can Assess New Property (By Different Financial Years).
● Citizen/CSC can Capture Address, Assessment Info, Owner Info.for all types
of properties like residential houses, flats and commercial buildings.
● Sample Details captured:
o Door Number,
o Mutation number,
o Number of floors,
o Area covered,
o Owner and co-owner,
o Mailing & permanent address,
o Built year
o Individual room measurements
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● The system computes the property taxes automatically as per process and
rules of the state.
● The system has a facility to make entry in system by inspector after site visit
and assessment of the same by the superintendent.
● The system supports dynamic calculation for late fees, interest, rebates, etc.
as on the day of demand generation.
● The system fetches the data of previous year property data while e-filing for
current year so that all the dues are calculated.
● The system assigns a unique property ID based on the process defined in the
ULBs.
● Citizen/CSC : View/Print Summary of Filled Form
o Assessment Form
o Assessment Form is also sent by email to citizen
● Upload Documents
o Ownership/Title related
o ID Proof
o Any other statutory documents
3. Searching for a Property
Citizen or Employee can track down the status of his incomplete assessment. Any incomplete
assessment can be searched and completed. This module provides the following capabilities:
● Citizen/CSC can search for Property by
o Mobile No,
o City,
o Property Tax Unique ID
● Citizen/ CSC can view Incomplete Assessments
● Citizen/CSC can reassess Searched Property
● View Property details and pending dues
4. Modifications to a Property
The PT system provides the ability to capture mutation and transfer of ownership. It reduces interfaces
between the user and the State and thus promote greater transparency. It also helps in reducing the
time taken for mutation after registration. The system provides the ability for alteration of assessment
after verification and inspection. Any structural changes like addition/extension/reduction of existing built
up area or construction type OR utility changes like usage or occupancy have an impact on the
increase/decrease in property tax demand. These changes can be handled by the ‘Additional/Alteration
of Assessment’ feature. The System provides the ability for bifurcation/ amalgamation of property. The
property bifurcation/ amalgamation undergoes an approval process. The parent property needs to be
modified accordingly, which can be done in the system.
This module provides the following capabilities:
● Mutation of property and change of ownership details
● Capture Extension/ Addition and Alteration and reassessment based on changed
property details
● Bifurcation of property
● Amalgamation of property
5. Generate Demand Notice
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System has the capability to automatically generate demand notice for a financial year based on set
triggers like time-based roll over on completion of a financial year. The system notifies the citizens about
the demand through SMS/Email. The generated Bills can also be grouped and printed for physical
distribution by the ULB employees. The system provides the capability to Employees to merge and
download bills based on given parameters to plan their distribution drives.
This module provides the following capabilities:
● Generate Demand Notice based on periodic basis
● Group Demand Notices
● Print Demand Notices
● Cancel Demand Notices
● Send notifications to citizens on demand generation- SMS, Whatsapp, Email,
Physical bill
6. Payments collection and Receipts The citizen/ employee can view payment status of previous assessments from Assessment History
section. Payment for any assessment with full or partially paid amount can be completed. Receipts for
assessment can be downloaded in Assessment history section after searching for the property details.
This module provides the following capabilities:
● Payment of Property Tax -Online, Cheque, Cash, DD, during assessment
● Partial Payment of Property Tax -Online, Cheque, Cash, DD, during assessment
● The system allows a citizen to pay for anyone's property without changing the demand
● The system can also be integrated with PoS machines to enable doorstep collection of
property tax and issuance of receipt
7. Reports and Dashboards
PT reports provides facility to access receipt register, cancelled receipt register, account receipt
register, ULB wise PT collection report, DCB Register. All reports can be downloaded in PDF/XLS
format. State level administrator can monitor property tax collections, assessments and other
information at a state level through dashboards.
This module provides the following capabilities:
● State Dashboard : View Reports for Total Collections, Properties Assessed, ULBs
on Prod, Usage Type, Payment Distribution
● State Dashboard : PT Collection Timeline (Monthly, Weekly)
● State Dashboard : ULB Wise (Collection, Assessments)
● Cancelled Receipt Register Report
● PT Collection Report (ULB/Date Wise)
8. General Features
Notifications The system has the capability to send notifications to citizens. These notifications can be sent for
various steps like - assessment completion, payment reminder, payment confirmation. These
notifications can be sent in the language chosen by the ULB through all channels - SMS, Whatsapp,
Email.
Legacy Data Migration The system has the capability to migrate Demand and Collection. In most states, the preliminary step
would be to migrate Legacy data of existing properties/connections along with the Demand and
Collection details. This would ensure that subsequent demand generation happens through the
system.
Configurable Masters
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The system provides the following masters that can be configured as per the State’s requirements:
● Charges & Calculation : Calculation Engine, Rebate, Penalty,
● Rate Master
● State Masters : Property Ontology, Documents List, Employee Data Mapping, Boundary
Data Mapping List of Features- Property Tax
List of Functionalities Corresponding Features
Registration, Login,
Creation of User
Profile
Provision for Language Selection during first time registration via
Mobile/ Web App.
OTP Based Login for Citizen/ Employee via Mobile/
Web App
Login Credentials for various hierarchy of employees.
Provision of Personalized Profile for Citizen/ Employee on Web App
Filing an assessment
for a property
Citizen/CSC : Assess New Property (By Different Financial Years).
Citizen/CSC : Capture Address, Assessment Info, Owner Info.
Citizen/CSC : View/Print Summary of Filled Form
Searching for a
property
Citizen/CSC : Search Property (By Mobile No,City, Property Tax
Unique ID, Existing ID).
Citizen/CSC : View the Searched Property
Citizen : View My Properties
Citizen : View Incomplete Assessments
Citizen/CSC : Edit the Searched Property
Citizen/CSC : Reassess Searched Property
Generate demand
notice
Generate Demand Notice based on periodic basis
Group/ Print/ Cancel Demand Notices
Send notifications to citizens on demand generation- SMS, Whatsapp,
Email, Physical bill
Modifications to a
property
Mutation of property and change of ownership details
Capture Extension/ Addition and Alteration and reassessment based
on changed property details
Bifurcation/ Amalgamation of property
Payment collection
and receipts
Payment of TAX (Online,Cheque,Cash,DD) : During Assessment
Payment of TAX (Online,Cheque,Cash,DD) : Partial Payment
Citizen/CSC : Download Receipts for payments
Dashboards and
reports
State Dashboard : View Reports for Total Collections, Properties
Assessed, ULBs on Prod, Usage Type,
Payment Distribution
State Dashboard : PT Collection Timeline (Monthly,Weekly)
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State Dashboard : ULB Wise (Collection, Assessments)
Cancelled Receipt Register Report
PT Collection Report (ULB/Date Wise)
General features Notification
Legacy data migration
System assigns a unique property ID based on the Process defined in
the ULBs.
System has the facility to classify the property based on its type.
System allows changing the type of property.
Configuration masters Configurable Rate Master (ULB Specific) : Fire Cess/ Building Height
Charges & Calculation : Calculation Engine, Rebate, Penalty
State Masters : Property Ontology, Documents List, Employee Data
Mapping, Boundary Data Mapping
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C. Trade License System The purpose of this document is to give an overview of the Trade License System (TLS). The Trade License product provides a digital interface, allowing citizens to apply for the Trade License and subsequently make the payment online.
The Trade License product enables:
● Ease of doing business — Traders can apply for new licenses, renewals, amendments,
and supplemental licenses
● Regulatory Tracking — Administrators can track and manage regulatory processes
● Shorter Timelines — It streamlines and automates business licensing processes and helps
a business to be set up quickly
● Data-driven decision making — The application collates valuable information on the
economic activity and employment opportunities in a ULB
The features can be broadly classified as the following modules:
1. Registration, Login and Creation of User Profile
2. Applying for a Trade License
3. Trade License Issue
4. Modifications to a Trade License
5. Renewal of Trade License
6. Payments and Fee
7. Dashboards and Reports
8. General Features
1. Registration, Login and Creation of User Profile
This module provides enables the following capabilities
● OTP Based Login for Citizen via Web/Mobile App
● OTP Based Login for Employee via Web/Mobile App
● Provision for language selection during first time registration for both Employee and citizens
● Provision of creating a personalized Profile for Citizens and employees on Web App Login
Credentials for the various hierarchies of employees
● Role-based access for performing different actions relating to Trade License modules
2. Applying for a Trade License
User can apply for a new TL from the system. User can select the type of license to apply. The user
enters trade details, owner details and documents after which application can be reviewed and
submitted. Similarly, a counter employee can also apply for TL on behalf of the citizen. The system
has a workflow integration which enables stage-wise approval before Approval for issuing the Trade
License. This module enables the following capabilities:
● Citizen can Apply for a new Trade License through mobile app/ Web
● Citizen/CSC can capture Trade details, Trade Units, Accessories, Owner Details, Address,
purpose, Date of issuance, License number etc.
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● Citizen/CSC Upload Documents
● Citizen/CSC can calculate Breakup Based on Selected Trade
● Citizen/CSC can select Multiple Accessories for the Trade
● Citizen/CSC can Apply for Multiple Trade Licenses
● Citizen/CSC can Download/Print Application Summary
● Citizen/CSC can Download/Print Trade Reference No
● Citizen/CSC can View the applied licenses
● The system has the facility to deliver the service online & through SEWA KENDRA.
● The portal displays all the information including the processes and documents required for
the convenience of the citizen.
● The system has the facility to assign a unique identification number based on the license
type, which will be used for all future transactions of the license.
3. Trade License Issue The system has the facility to assign the application to the respective Inspector for survey and
verification. After the application is submitted, it goes to document verifier. The next step after
document verification is field inspection. After field inspector’s approval, the TL is approved by the
approver. This module enables the following capabilities:
● Document Verifier, Verifies & Forwards or Rejects the application
● Licensing Inspector, Verifies and Forward the Application
● Licensing Inspector, Sends Back or Rejects the Application
● Licensing Inspectors Approves the Application
● Citizen, Pays for the license post verification process online or at the CSC
● CSC, Collects Fee post verification.
● The system allows the printing of license and sending the license through e-mail.
● The system allows the SMS alerts to the applicant regarding the date of inspection/visit by
the inspector, approval/rejection of the application.
● The system allows the inspector to enter the field visit details and field visit report is
generated and automatically routed to the superintendent.
4. Modifications to a Trade License The system has the facility to edit/update the Application based on the Inspection report against the
application.
5. Renewal of a Trade License The system has the facility to provide a hassle-free renewal process for citizen and employee ease, leading to increased revenues, by reducing unlicensed trades. The system allows sending of SMS and Email notifications and reminders based on the renewal cycle.
6. Payment and Fee This module enables the following capabilities:
● The citizen can pay for the license post verification process
● CSC, Collects Fee post verification.
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● The system allows intimating the applicant about the payment of the license fee through
SMS/ e-Mail.
● The system allows the Generation of receipt for the payment
● The payment modes enabled are Card(offline), cash, cheque, DD
7. Dashboards and Reports
This module provides the following reports:
● Cancelled Receipt Register Report
● TL Collection
● TL Application Status- showing the number of licenses approved/rejected.
● TL ULB Wise Status
● State Dashboard: View Reports for Total Licenses, Licenses Issued, Payment Collected,
Payment Distribution
8. General Features
Notifications The system has the capability to send notifications to citizens. These notifications can be sent for
various steps like - verification completion, payment reminder, payment confirmation. These
notifications can be sent in the language chosen by the ULB through all channels - SMS, Whatsapp,
Email.
Configurable Masters The system provides the following masters that can be configured as per the State’s Requirements:
● Charges & Calculation : Calculation Engine, Rebate, Penalty,
● Rate Master
● State Masters: Masters : Trade Ontology, Documents List, Accessories,
● Ownership, Employee Data Mapping, Boundary Data Mapping, Fee Matrix (License Fees)
List of Features- Trade License
List of
Functionalities Corresponding Features
Registration, Login,
Creation of User
Profile
Provision for Language Selection during first time registration via
Mobile/ Web App.
OTP Based Login for Citizen/ Employee via Mobile/ Web App
Login Credentials for various hierarchy of employees.
Provision of Personalized Profile for Citizen/ Employee on Web App
Applying for a Trade
License
Citizen/CSC : Enters Trade Details, Trade Units, Accessories, Owner
Details.
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Citizen/CSC : Upload Documents
Citizen/CSC : ULB Wise Trade Selection
Citizen/CSC : Calculation Breakup Based on Selected Trade
Citizen/CSC : Multiple Accessories Field Count
Citizen/CSC : Multiple Trade License.
Citizen/CSC : Download/Print Application Summary
Citizen/CSC : Download/PRINT Trade Reference No
Citizen/CSC : View the applied licenses.
Citizen : Pays for the license post verification process.
CSC : Collects Fee post verification.
Trade Licence Issue
Document Verifier : Verify & Forward/ Reject the application
Licensing Inspector : Verify and Forward/ Send back/ Reject the
Application.
Licensing Officer : Approve/ Send back the Application
Licensing Officer : Reject/ Cancel the Application
Modification to a
Trade License
Edit/ Update the Application based on the Inspection report against the
application.
Renewal of a Trade
Licence Renew trade license.
Payment and Fee Configurable Workflow Rights : Edit & Payment Collection
Payments & Collection : Various Payment Modes
Dashboards and
reports
Cancelled Receipt Register Report
TL Collection
TL Application Status- showing the number of licenses
approved/rejected.
TL ULB Wise Status
State Dashboard: View Reports for Total Licenses, Licenses Issued,
Payment Collected, Payment Distribution
General features Notifications : SMS Notifications
Charges & Calculation : Calculation Engine
Charges & Calculation : Rebate/ Penalty- Date Based
Charges & Calculation : Ad-Hoc Rebate/ Penalty
Charges & Calculation : Exemptions Trade Type & Owner Type
Configuration
masters
Configurable Workflow Rights : Edit & Payment Collection
Configurable Verification & Approval
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D. Online Building Permission System The OBPS product features can be broadly classified as the following modules:
1 Online registration of Architects/ Engineers / Supervisors etc.
2 Online Real Time Scrutiny of Drawing/Plan
3 Submission of Application and uploading Documents
4 Application Process by the Department
5 Online Payment
6 Certificate
7 Notice
8 General requirements
1. Online registration of Architects/ Engineers / Supervisors etc.
This module enables Architects / Engineers / Supervisors /Town Planners etc. to register Online.
Provision to migrate already registered Architects/ Engineers / Supervisors details in the system with
current status and validity of registration. Provision to renew the registration.
a. Centralized Registration: Provide a single interface for the registration of all
architects (across state), who intend to do transaction with the ULBs.
b. Online Application for Registration: Identify the applicant with reference to a
unique ID. Capture the following minimum information of the applicant with
appropriate validations.
i. Unique ID
ii. Name
iii. Address
iv. Corporate Information
v. Certificate from Council of Architecture/ Other authorities
vi. Educational Qualification
c. This module will also consist of the following:-
i. Facility for uploading of attachments as required by ULB for establishing
identity and past experience etc.
ii. Enable online submission of registration fee.
iii. Assigning a unique application number to each applicant.
iv. Enable tracking the status of the application.
d. Approval of Applications: Enable the Competent Authority to approve/reject the
applications for registration; based on a workflow system and business rules.
Communication of successful registration/ rejection to the applicant through an e-
mail alert & SMS.
e. Renewal of Registrations: Enable the Competent Authority to renew the applications for registration according to workflow/business rules. Communication of successful renewal will be sent to the applicant through an e-mail alert & SMS.
f. Search: Enable authorized officials to search the database for list of registered
architects based on the ‘search’ criteria such as - line of business, turnover, past
experience or as decided by ULB.
g. Help: Provide an online handbook and user manual for registration. Provide
FAQs on the registration process. ULB official will provide help desk assistance
for resolving architects queries on registration process.
2. Online Real Time Scrutiny of Drawing/Plan
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a. The Module enables the Architect/Engineer to submit the Drawing in Drawing
Interchange Format(DXF) format from any Open Source CAD tools of their
choice. The condition for the following are:
i. The drawing should adhere to the Standards stipulated.
ii. The Standards will be provided to the Architect in the native format (DXF) .
b. The Module enables the Architect/Engineer to submit the Application for various
Services as listed above along with required supporting documents.
Under the current provision, the document checklist will aid the
Architect/Engineer. iii. The scrutiny process is online realtime and the Architect/Engineer will get
the detailed Scrutiny report within minutes of submitting the Plan.
iv. Scrutiny reports will list the Bye-laws and sub-clauses with the approved
values against the extracted values.
v. Based on the extracted value range validation will be done by the system.
iv. Only on clearance of all the Rules Scrutinised the Report will reflect
ACCEPTED.
v. On Accepted Report a unique number of the Scrutiny will be generated
c. Scrutiny Parameters for all types of building meant for different usage; as per
building bye laws and approved master plan will be taken into scrutiny. The major
Plan provisions are as under :
vi. Plot area / shape
vii. Road width details
viii. MOS (Marginal open space)
ix. Ground coverage
v. FAR (Floor area ratio)
vi. Building height
vii. Use of building (Floor wise including mixed use in floors)
viii. Parking provision
ix. Amenities
x. Components of building
xi. Services Evaluation
xii. Firefighting requirement
xiii. Green building norms
xiv. Rain Water Harvesting
xv. Water supply
xvi. Water treatment
xvii. Solid waste management provisions
xviii. NOC required on the basis of drawing details
3. Submission and processing of Application
a. The entire process from the time of submission of drawing to scrutiny completion is
automatic without any human intervention and instantaneous.
i. If the Scrutiny report REJECT the drawing the Report will have the details of
the clauses in which it was rejected and also the values of the parameters.
ii. The Architect/Engineer can correct the drawing and can resubmit the
drawing till he gets the approval.
iii. Only on approval the unique reference number for the Scrutiny Report will
be generated.
iv. Only with this number the Submission of Application can be initiated.
b. The OBPS handles the Plan Scrutiny in Online Real time mode and there is no need
for any wait time, once the Plan is drawn. Scrutiny gets completed in less than a
minute.
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c. From the Plan submitted by the Architect the System will generate all the relevant
plan in PDF format automatically. These are the set of Plans which will be issued to
the end user with certification on successful completion of the Application Process.
d. The Application can be filled and required documents can be uploaded by the
Architect once he has the Plan Scrutiny Reference number.
e. On Submission the Citizen need to validate and self certify the Application.
4. Application Process by the Department
a. Workflow is configurable as per the requirements and will be done during the
Customisation phase of the Project
b. All approvals will be electronically signed (e-sign) with QR code
c. The application captures all relevant details for all internal and external agencies;
relevant data needs to be forwarded to corresponding agencies for issuing NOCs.
d. SLA on NOC is also validated by the System. If the required date is passed without
a reply from the NOC department the NOC will be taken as Deemed approved.
e. In addition a single window mechanism is also built into the system. This feature can
be used by Departments which do not have the IT system for their process in full.
f. Provision for entering onsite inspection details and geo-tagged images (document
upload facility) of the Site Inspection.
g. The product has for the staff and the management for viewing the completed and
pending tasks / works / applications.
h. The product has features for Online single window system, and integrations with all
internal and external agencies required to provide applicable NOCs/approvals (Fire
Services, Water and Sewerage Department, Discoms, AAI,
NMA, Forest, Labour, Factory Directorate) i. A Statewide Dashboard is also available which can be used by State Administrators
to see the flow of applications and the pendency or exceptions.
j. The product offers Security on User Authentication with Role based access
k. The product will generate various MIS reports as per requirements of the
Departments from time to time. MIS reports based on the payment received, dues
position, plans passed, pending proposals, delayed approvals be generated as per
Department requirement.
l. The Product has well-defined inspection report format at various levels to guide the
inspectors which is also configurable.
m. The Product incorporates digital signature (e-sign) for approval of application at
different levels in the application system, Building permission letter, approved
drawing, notices, letters, completion cum occupancy certificates etc.
n. Product has well defined service levels and the escalation matrix to officials
regarding time limit for processing an application automatically in the system.
o. The Product after the Citizen validates the application the system will schedule the
Document Verification visit date. This date can be rescheduled by both the parties
once.
p. SMS/Email Alerts enabled in the Product
i. Document Verification Meeting
ii. Field Verification
iii. Fee Computed and Demand Generated
iv. Plan Permit Approved and Digitally Signed
q. The Checklist for the Document Verification will be filled up by the officials on the
Document Verification meeting. In the system the Checklist is configurable.
r. The Product offers provision to incorporate the changes of building by-laws as
intimated by the department in the application within time frame.
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v. Product has the feature to capture the history of changes and based on the
original application submission date the relevant rules will be taken into
account for scrutiny.
s. The Product has the feature of provisioning ther Revoking/Cancelling of Building
Permission.
t. On completion of the Document Verification the applicable NOC Departments will be
addressed by the System for NOC.
u. Field Verification Schedule will be assigned by the System with reschedule option
for both the parties once.
v. The officials can do the Field Verification, update the report in a checklist format and
forward for approval
5. Online Fee Payments
a. The solution is integrated with the payment gateway for Online Payments and
facilitate for Fee collection, Fee calculation, refund calculation and generate online
fee receipts based on the submitted Building plan.
b. Upon approval of the report and NOC clearances the Fees are computed
automatically by the system.
c. The Fee computation uses the Plan Parameters and the applicable laws and rules
of the State which are configurable.
d. The Plans in PDF will be generated by the System with QR Code without any manual
intervention.
e. Citizen/Architect can pay the Fees Online
f. Upon payment of Fees Plan Permit Approval process will be initiated and approved
with Digital Signature. The Permit has been incorporated with QR Code.
g. The Fees can be collected under various heads of accounts and the Reports for the
collections against the Heads of Accounts will be generated. This will enable the user
to account the collections accordingly.
6. Certificate(s) a. The product has provision to generate certificates with e-Sign/ digital signature and
QR code which can be downloaded by the applicant.
7. Notice(s)
a. The notices, acknowledgment letters, approval letters, deviation or the rejection
letters will be system generated with e-sign.
b. Every communication sent/received from/by an applicant will be received online
only and reflected in the case as well as in the reports which can be used in court
cases & for any other purpose.
8. General requirements
a. The software tracks delays in approval steps and maintain an audit log of the
approval process steps.
b. The solution allows extraction of system logs to excel/pdf formats for internal analysis
of cases.
c. The product have provisions where in providing basic parameters like certificate no.,
name, area etc. would generate basic information about approved certificate and
hence would enable easy third party verification.
d. The Checklist, FAQ, User guide with video should be provided for end users.
e. The product provision to get month wise approved/ rejected/ pending application and
status of pending approval.
E. Water & Sewerage Management
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The Water and Sewerage (W&S) module provides a digital interface to apply for water and sewerage connections and, pay the water and sewerage charges for connection/s. It can be used by the citizens, Urban Local Body (ULB) counter employees and field employees, and ULB Administrators to accomplish their specific tasks. It is available as a mobile and web-based application. The Water and Sewerage product features can be broadly classified as the following modules:
1. Registration, Login and Creation of User Profile
2. Applying for new Water/Sewerage connection
3. Searching for a Connection
4. Modifications to a Connection
5. Entering meter reading of metered connections
6. Generate Demand
7. Payment collection and Receipts
8. Closure of water connection
9. Dashboards and Reports
1. Registration, Login and Creation of User Profile This module provides enables the following capabilities
● OTP Based Login for Citizen via Web/Mobile App
● OTP Based Login for Employee via Web/Mobile App
● Provision for language selection during first time registration for both Employee and citizens
● Provision of creating a personalized Profile for Citizens and employees on Web App
● Login Credentials for various hierarchy of employees
● Role based access for performing different actions relating to W&S module
2. Application for new Water/Sewerage connection The system allows the Citizen / ULB user (with appropriate role in the system) to apply for a New
Water/Sewerage connection. The application goes through an approval workflow before it is available
for various transactions in the system. The workflow to be followed for a new water/sewerage
connection is configurable. In the workflow, the ULB official will generate the estimation notice. Once
the payment is made, work order will be generated.
Every time there is a change in the status of an application, the citizen will be intimated through in-
app notifications, SMS and email. The citizen and employee can view the history of the various
states that an application has been in and the comments added by the employee in each state of
the application.
3. Searching for a Connection
Only employee from W&S department will be able to access the feature, to search for water and
sewerage connections. They can search for any connection based on parameters such as:
● Consumer number
● Application number
● Owner mobile number
● Application status
● From date
● To date
The search result contains, Application number, Consumer number, Owner name, Status, Due
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amount and Pay now option. The Employee can make payment for a connection on the citizen’s
behalf using ‘Pay Now’ option.
Citizens can also search for their connection in the portal. They can search using Owners mobile
number, Property ID, Consumer number etc. The search result yields, Owner’s Name, Address, Due
amount and Pay option.
4. Modifications to a Connection
The system facilitates the title transfer of water tap connection from one person to the other person.
Title transfer of water tap connection directly depends up on Property tax. If title transfer is done in the
property tax module then at the time of final approval, the changes will reflect in the W&S module
automatically. After title transfer has been completed successfully, subsequent bills will be generated
with the details of the new owner/s.
Water tap change in usage happens when property type is changed from residential to Non-
residential or from Non-residential to residential. Change in usage directly depends on the property
tax module. If property type is changed in Property tax system then it will automatically reflect in the
W&S system. When there is a change in the usage type, the subsequent bills will reflect the rates as
per the updated usage category. When there is a change in the usage category in the middle of the
billing cycle, pro-rata charges will be applied in the next billing period.
The change in connection category from non-metered to metered and vice-versa is also possible in
the W&S system with the appropriate workflow configured to intimate all stakeholders of the change
and collect any charges (if applicable) from the citizen.
5. Entering meter reading of metered connections On W&S billing screen, there is a card called ‘Meter reading’. Employee can click on ‘Meter reading’
which redirects the employee to meter reading landing screen. The employee can search based on
following criteria:
● ULB
● Boundary Type
● Boundary Value
● Billing Year
● Billing Period
● Billing Period Value ● Consumer No.
This feature facilitates the employee to search for all results based on desired criteria. The search
result yields the following values: consumer number, owner name, meter status, last reading, current
reading, date and consumption.
The employee can edit meter status, current reading, date and consumption under certain conditions.
Based on this information the employee can generate the bills for connections.
6. Generate Demand
In the system there is a feature to generate demand under billing section. Generate demand has a
search feature in which, the connections can be searched for which demand has been already
generated. Employee can view, also edit those demands based on certain conditions.
The system has the capability to configure the demand generation as an automatic or a manual
process. In automatic process the demand generation for non-metered connections is automatically
done periodically. For metered connection as soon as the employee enters the meter reading and
clicks on ‘SAVE’, the demand is generated.
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Any success/ failure to generate demand triggers automatic notification to the concerned ULB officials
via email. Also the demand generation cycle, demand generation date and officials who should
receive the notifications can be configured.
7. Payments collection and Receipts The citizen can pay for dues by searching his/her connection. In search results, the citizen can click
on pay, which redirects to the summary page of the dues. After this, the citizen can pay for dues
online. Employee can also collect the payment on citizen’s behalf. After searching for the desired
connection, clicking on pay will redirect the employee to common payment page. The employee can
print the receipt after payment is successfully collected. The citizen is also notified and gets a
download receipt link in the notification.
8. Closure of Water Connection If Water tap owner has got his own water source then water tap owner can initiate for Water tap
connection closure permanently. So, that tap will be closed permanently and demand would not be
generated for the connection. Application for closing of water tap connection is accepted only with the
latest water charges receipt and clearing of old dues.
9. Dashboards and Reports The state level administrator can keep track of relevant metrics by using dashboards. Dashboards for
W&S can be accessed by a state level user under login. The dashboard has these components:
● Financial Indicators
○ W&S Total collections YTD
○ Water Collection
○ Sewerage Collection
○ Water - Demand vs Collection (Monthly trend)
○ Sewerage - Demand vs Collection (Monthly trend)
● Municipal Adoption
○ W & S : No. Of ULBs Live
○ W & S: Total Number of ULBs
○ Water Consumers by Connection Type
○ W & S Consumers by Usage Type
○ Total Collections by Source
○ Total Collections by Mode
○ W & S Adoption : ULB Wise
● Today’s Collections
○ W&S Total collections: Today
○ Water Charges - Total collections: Today
○ Sewerage Charges - Total collections: Today
○ W&S - Total No. of Receipts: Today
○ Water - Total No. of Receipts: Today
○ Sewerage - Total No. of Receipts: Today
○ Mode wise W&S collections: Today
○ W&S ULB wise collections: Today
F. Accounting System National Municipal Accounting Standards compliance is necessary for ULB funding and grants. The
Accounting System is an NMAM compliant application which can be integrated with all the other
relevant modules (both internal as well as third party system) with budgetary controls in place. The
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complete books of accounts can be maintained at one place which enables the creation of Financial
statements. The high level feature set is listed below.
Masters ● Chart Of Accounts
● Bank
● Bank account
● Fund
● Function
● Financials year
● Scheme and sub-scheme
● Vendor (Contractor/Supplier)
● Recovery codes
● Accounting entities and User defined masters
● Cheque master
● Ledger opening balance
● Service to Bank Account mapping
Expenditure Accounting ● Creation and approval of expense bill
● Create and approve voucher from bill
● Payment of Bills
● Direct bank payment
● Cancel Bill
● Cheque Assignment
● RTGS Assignment
● Surrender and reassign cheques
● Surrender and reassign RTGS
Revenue Accounting ● Creation and approval of receipt voucher
● Creation of day end remittance vouchers
● Miscellaneous receipts
Journal Voucher ● Book adjustment entries (General Journal vouchers)
● Creation and approval of Vouchers of type - Works,
Purchase, Fixed Assets
General ● Cancel Voucher
● View Voucher
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Reports ● Accounting Reports
• General Ledger
• Trial Balance
• Bank book
• Day book
• Journal book
• Opening balance
● Collection
Reports •
Receipt
Register
● MIS Reports
• Bills and Payments
• Cheque issue register
• RTGS Advice
Configuration data ● Master data upload
● System configuration set up
G. Dashboards ● Integrated Dashboards for Property Tax, Public Grievance Redressal System and Trade
License ● Dashboards will enable State Administrators to monitor key performance indicators, measure
performance of ULBs and analyze data trends to make data driven decisions ● Dashboards showcase Adoption, Citizen Engagement, Digital uptake, Task success Metrics
Features
Dashboards are equipped with long term as well as short term data analysis feature. It also
provides ability to view results filtered by different parameters.
Type of
Dashboard Description
Public Grievance
Redressal
Dashboards
It will enable State Admin to measure various data metrics like total
complaints, status of complaints, monthly and weekly trends, top
complaint categories, ULB wise performances, SLA breaches,
source of complaints etc.
Property Tax Dashboards
It will enable State Administrators to measure various data metrics
like total collections, total properties assessed, monthly and weekly
trends of tax collection, ULB wise performance, property usage type
Trade License Dashboards
It will enable State Administrators to measure various data metrics
like total applications processed, total licenses issued, monthly and
weekly trends of tax collection, ULB wise performance, trade type
analysis.
APPENDIX 2: FUNCTIONAL REQUIREMENTS ● Solution should integrate with the CSC’s to allow them to access the services from the solution
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implemented by the bidder
● Solution should be able to generate single integrated bill for all the services consumed by the
citizen. It should allow the citizen to make payments for all the services based on the demand
and allocate the payments for different heads based on the rules defined by H&UDD
● The solution should have MIS reports in each of the modules to enable the ULB authorities to
perform their operations and reporting needs as per the Solution Design Document
Digital Dashboard Requirement
Number Functionality
DD.001
Ability to provide a snapshot of Key Performance Indicators
Detailed & interactive charts & graphs .
City level Dashboard to enable Municipal Executives to make decisions
based on the dashboards
DD.002 The Dashboard should have facility to generate graphs, pie-Charts, Bar Charts, etc.
DD.003 The dashboard shall have provision of monitoring service level agreement.
DD.004
The critical parameters for the following systems are expected to be
tracked in the Dashboard:
- Property Tax
- Water Charges
- Financial Accounting
- Grievance Management
- Trade License
- Any other applications as needed by the <HUDD>
DD.005 The system should be able to provide real-time data into the above systems.
DD.007
The Dashboard should have capability for providing Project Status;
Property and water revenue, connections, defaulter's etc.
DD.008
The system should also have a state level dashboard for the state
officials to view the data of all the municipalities with an ability to drill
down to respective ULB's and then to individual transactions. The
views and data required for State Level Dashboard will be different
from that of the City Level Dashboard
DD.009
The system should have the ability to compare Year on Year
performance of the municipality on various parameters like Property
Tax Revenues, Water Charge
Revenues etc.
DD.010 The users should be able to access the dashboard in tablets/laptops/desktops
DD.011 The dashboard should have facility for access and role based control
ULB Portal
Requirement
Number
Functionality
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Technical Requirements
WPS.001 Should be based on open source web based CMS
WPS.002 Should be responsive so that it can be viewed on any form factor- mobile, tablet, PC
WPS.003 In compliance with GOI guidelines
Portal Features
WPS.004 Homepage should have the facility to update message from HCM,HUDM Mayor,
Commissioner on the web-portal
WPS.005
● Homepage should have the link to various subsections
like: About ULB
● City
Informatio
n Services
● Projects
● Right
To
Inform
ation
● Contac
t Us
● Log in
Or any other link specified by<HUDD>
WPS.006
Should link to the third party services which are needed by the citizen,
thus forming a single comprehensive repository of all the services.
WPS.007
Should include ULB History, objectives, management team, vision &
mission, customer services, budget, departments. This page should have the facility to be updated.
WPS.008
City Information should include – Offices, schools, colleges, hospitals,
blood banks, police stations, post offices, city map, tourist attractions etc.
WPS.009
Services should include all services provided by ULB to its citizens-
application forms, schemes, grievances, calculations of charge and tariff
(online calculations related to property tax, license etc.), Online
Payments. This will be linked to individual applications available either by
the bidder or a third party system
WPS.010
Application acceptance for various services /
certificates include
● Birth / Death Certificates
● Duplicate Bills
● Building Permission
related services
● Water Connection
This will be linked to individual applications available either by the bidder or a third
party system
WPS.011
Grievances should include
● Acceptance
● Status Tracking of Applications and Grievances
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WPS.013 Projects include all the projects that are taken up by different departments of ULB
WPS.015 Ability to publish the Newsletters
WPS.016
Departments/Wards: Intro, objectives, responsibilities, powers & duties of
officers, employees with gross salary, activities, time limit, directory with
telephone no.
Committee: Members, purpose, type, frequency of meeting, documents
available for public
Projects/ Activities: Budget head, work activities, allocated amount, current statistics
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Public Grievance Management and Citizen Engagement
Requirement
Number Functionality
Master maintenance
PGR.001
System should have the ability to maintain different types of grievances and the Service Level timelines for each of them.
PGR.002 System should have the ability to maintain the category of the grievances registered in the municipality (Add/Modify/ Search).
PGR.003 System should have the ability to maintain the details of officers designated to redress grievances mapped to the department-section/ward.
PGR.004 System should have the ability to define the escalation matrix.
PGR.005 System should have the ability to map each application to a department-section.
PGR.006 System should have the ability to integrate with HRMS / Employee database for routing/escalating the grievance registered respectively
Grievance Registration
PGR.007
System should have an Integrated platform to register a grievance through multiple channels like Mobile app, Website, Call to ULB, Manual application and Citizen Portal.
PGR.008
System should have the ability to generate unique grievance IDs and generate acknowledgement and verify status with the unique grievance ID
PGR.009 Citizen should be able to file a grievance through mobile and track its
status
PGR.009 System should have the ability to route the grievance directly to the officer responsible based on the ward/GIS location and complaint type.
PGR.010
System should have the ability to allow section heads to allot the grievance to the concerned officer responsible and update the status of the registered grievance
PGR.011 System should have the ability to update/Auto update the status after each level of necessary action has been taken
PGR.012
System should enable the officer to view/access the grievance on mobile app or on Web interface to redress the grievance and update the status.
PGR.013 Employees should be able to access the grievances assigned to him on the mobile. They
should be able to address the grievance and update the status through
mobile
PGR.014 System should have the ability to escalate the grievance if the SLA is not met(i.e. if not addressed in the given time)
PGR.015
System should have the ability to allow a citizen to re-open the complaint if not satisfied. and ability to capture the citizen feedback.
PGR.016 System should have the ability to register a grievance with photos and allows closure of grievance with evidence - photo upload option for officer redressing the complaint.
MIS & Reports
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PGR.017
System should have the ability to generate section wise grievance register for a given period with its status.
PGR.018 System should have the ability to generate statistics report on section-wise number of grievances received/ handled/ pending/ disposed (Type wise/Zone wise/ward wise) and the details of staff attending it.
PGR.019 System should have the ability to generate department wise grievance
disposal register
PGR.020 System should have the ability to generate Ageing Analysis reports
PGR.021 System should have the ability to generate analytical reports for performance evaluation at the ULB level and department wise.
PGR.022 System should have the ability to generate citizen feedback report.
PGR.023 System should have the ability to maintain the details of work/application that has not
been addressed within the prescribed time, number of days of delay in case of delay in SLA of the grievances registered in the municipality (Add/Modify/ Search)
SMS/Email Integration
PGR.024 Configuration with SMS server for sending SMS to applicants and employee showing their application status and other alerts.
PGR.025 Configuration with Email server for sending email to applicants showing their application status.
PGR.026 The system should allow the call center operators to login and file grievances on their behalf and generate reports on the number of complaints filed by them
PGR.027 The system should allow the call center operators to capture citizen feedback on the grievances.
Citizen Engagement
System should allow employees to send notifications needing citizen action
System should allow employees to send public broadcast messages to the
citizens
System should allow employees to share details of events and important public
updates with the citizens
System should allow employees to share key data and information about the
city(such as access points for services) with the citizen
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Financial Budget and Accounting
Number Features
Masters
FMS.001
System should have the facility for incorporating formats for reporting and books of accounts as prescribed in the National Municipal Accounts Manual and Odisha State Municipal Accounting Manual. <HUDD> will provide the reporting and formats as desired by the department
FMS.002
System should have the facility for incorporating of existing formats of
registers in ULBs. <HUDD> will provide the existing formats being
required.
FMS.003 System should have a facility to create Account Head Definition. Domain Expert
Committee will decide the Chart of Accounts for the entire state.
FMS.004 System should have the facility for Account Grouping and Sub-Grouping
FMS.005
System should have the ability to maintain Bank Account Details of all
vendors, Bidders and customers
FMS.006 System should have the ability to manage Vendor Details (Name, Address etc.)
Departmental Process
FMS.007 System should support budget upload from excel sheets with proper validations.
FMS.008 System should support revised budget upload from excel sheets
with proper validations.
FMS.009 System should have the ability to prepare Budget Appropriation between
different budget heads through approval process or proper access rights.
The workflow may be different for different category of ULBs.
FMS.010 System should have the ability to perform administrative approval / dis-
approval of work linked to budget availability. The workflow may be
different for different category of ULBs.
FMS.011 System should have the ability to generate report on comparison between
actual and estimated cost/expenditures.
FMS.012 System should have the ability to restrict/display warning
messages in case the budgetary limits are exceeded based on
the configuration.
FMS.013 System should be able to generate receipts through Internet / CFCs.
FMS.014 System should have the ability to generate receipts of collections (property
tax, water tax, rent, grants, security money and earnest money, etc.) – By
Counter as well and Summary reports
FMS.015 System should have the ability to approve bills/vouchers based on
workflow.. The
workflow may be different for different categories of ULBs.
FMS.016 System should have the ability to add/ modify discounts or waivers.
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FMS.017 System should have the ability to record/ modify a bill raised.
FMS.018
System should have the ability to manage cheque/ cash deposit slips into bank.
FMS.019 System should have the ability to handle dis-honoring of cheques.
Payment Management
FMS.020
System should have the facility for maintenance of master database of all
Bidders, contractors and vendors.
FMS.021 System should have the facility for calculation of sales tax, tax deducted at source etc.
FMS.022
Accounting system should book the liability on entry of these
amounts and an appropriate entry should be made based on double
entry accrual based accounting principles.
FMS.023
System should allow disbursement of payments (salary,
contractors/Bidders, administrative expenses, PF, profession
tax, etc.)
FMS.024 System should be able to handle statutory payments (PF etc.) for employee
FMS.025
System should facilitate entry of the consolidated salary and statutory
(PF, PT etc.) payment amounts for each department in the accounting.
FMS.026 System should have the ability to entry details of bill / liability.
FMS.027
System should have the ability to authorize/approve the payment through work flow
FMS.033 System should support different modes of payment(NEFT, RTGS etc;) along with cash and cheque mode of payments.
FMS.028 System should have the ability to make partial Payment Voucher for the bills generated
FMS.029
System should have the ability to assign cheque to the payment vouchers
and maintain the cheque book details received by the banks.
FMS.030 System should have the ability to record cheque issuance details.
FMS.031 System should have the ability to record cheque cancellation details.
FMS.032 System should facilitate collection of security deposit / earnest money
deposit
management.
Debt Management
FMS.033 System should facilitate bank reconciliation.
FMS.034 System should have the ability to maintain the ledger for TDS/ VAT
Account, and allow
Online Payment/remittance of Tax
FMS.035 System should maintain bank account wise balances
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FMS.036 System should integrate ledger A/c with ECS Payment
FMS.037 Reports and Registers with respect to bills and payment vouchers to be
generated/
maintained. What does this mea
FMS.038 System should have the ability to generate balance sheet
FMS.039 System should have the ability to maintain Bill Register
FMS.040 System should have the ability to maintain Journals vouchers pertaining
to the bills
created.
FMS.041 System should have the ability to generate Journal daybook report
FMS.042 System should have the ability to generate Journal voucher report.
FMS.043 System should have the ability to generate advance ledger.
FMS.044 System should maintain Deposit Ledger.
FMS.045 System should have the ability to generate payment register.
FMS.046 System should generate Outstanding Bill Register.
FMS.047 System should maintain Cash Book (Detailed & Summary)
FMS.048 System should maintain Bank Reconciliation Statement.
FMS.049 System should have the ability to maintain Opening balance for the general ledger heads.
FMS.050 System should maintain Day Closing balance.
FMS.051 System should be able to generate Budget Variance Reports.
FMS.052 System should maintain Works Details (Contractor-wise bill and payment details)
FMS.053 System should maintain Party-wise deductions (Rebates, penalties) Register
FMS.054 System should maintain Security Deposit Register
FMS.055 System should maintain Advance Register
FMS.056 System should maintain Cheque Issue Register.
FMS.057 System should be able to generate cheque Dis-honor Register.
FMS.058 System should maintain Trial Balance, Income & Expenditure Statement
FMS.059 System should maintain Accounts analysis reports (revenue, expenditure, etc.)
FMS.060 System should provide facility to transfer funds from one bank account to another within the same fund as well as across funds.
FMS.061 System should provide the facility to close the accounting to any particular year as and when needed.
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FMS.062 System should be able to do the payment for all the recoveries that are deducted as part of the bills.
FMS.063 System should be able to check bank balance sufficiency before the payment voucher concurrence
Miscellaneous Collections
System should have the ability to capture miscellaneous payments made by
citizens to the ULB like advertisement tax, parking charges etc.
System should have the ability to collect miscellaneous payments made by citizens
through all modes such as -cash, cheque/DD, card
System should have the ability to provide a report on collections by -
Employee(collector), ULB, Service or any other combination of these
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Asset Management
Requirement
Number Feature
Classification of Assets
MAM.001
System should be able to register immovable
assets such as Land
o Building
o Roads, Footpaths
o Bridges, Culverts, Flyovers, Subways & causeways
o Drains including underground drains
o Water Works Distribution
o Public Lighting System
o Lakes and Ponds
o Capital Work-in Progress
MAM.002
System should be able to register movable assets
o Plant and Machinery – including machinery of Water Works &
Drainage, Road department machinery
o Vehicles
o Furniture & Fixtures System
o Office Equipment
o Other Equipment
MAM.003
System should be able to capture
asset details Ownership
o Cost (purchase/ transfer/ construction)
o Appreciation
o Depreciation principle
MAM.004 System should be able to prepare opening balance for asset valuation.
Asset transaction
MAM.005 System should be able to register purchase of new asset from stores module.
MAM.006 System should be able to create a land asset.
MAM.007 System should be able to register asset sale.
MAM.008
System should be able to register improvement on asset (E.g. -
construction of new floors, road resurfacing etc.) from works module.
MAM.009 System should register every asset with a code and description.
MAM.010 System should facilitate capitalization of asset.
MAM.011 Asset revaluation and depreciation facility should be provided
MAM.012 System should pass required financial vouchers for capitalization,
reevaluation, sale
and disposal transactions.
MAM.013 System should be able to link the asset to the GIS data.
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MIS
MAM.014 System should be able to generate reports related to assets in different categories
MAM.015
System should be able to facilitate Search option on asset information
(road name, pin code etc.)
MAM.016
System should be able to provide reports about the improvement
works done for an asset over a time period.
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Property Tax Management System
Number Feature
Property New Assessment
PT.001 The system shall have a facility for allowing new property assessment by Authorized
officials (Initiated by municipal employees)
PT.002 The system shall have a facility to allow citizens to file a new
assessment from the portal through Self Assessment
PT.003 Citizen should be able to view property tax details and pay the property tax through
mobile app
PT.004 The system shall have a facility to generate unique property ID based
on the defined rules
PT.005 The system shall have a facility to support for multiple owners
PT.006 The system shall have a facility to support for multiple floors
PT.007 The system shall have a facility for calculation of the property tax demand based on the Municipal act of the state. The calculation may be different for different categories of ULBs.
PT.008 The system shall have a facility for calculation of property tax arrears based on different characteristics like occupation date, road width etc;
PT.009 The system shall have a facility for document attachment and images.
PT.010 The system shall have a facility for Maintenance of complete history of modifications to
the record.
PT.011 Employee should be able to view the Property Tax details on the mobile
Property Modification
PT.012 The system shall have a facility for property modification leading to
Demand changes.
PT.013 The system shall have a facility to approve workflow for property modification. The workflow may be different for different categories of ULBs.
PT.014 The system shall have a facility to support for multiple types of workflows based on property and demand attributes.
PT.015 The system shall have a facility for modification of correspondence address/email and contact numbers.
Property Amalgamation
PT.016 The system shall have a facility to amalgamate existing properties into
a single property.
PT.017 The system shall have a facility to validate area of the property during
amalgamation.
PT.018 The system shall have a facility for not allowing amalgamation if taxes
are due.
PT.019 The system shall have a facility of approval workflow for amalgamation. The workflow may be different for different category of ULBs.
PT.020 The system shall have a facility for deactivation of original property.
PT.021 The system shall have a facility to disallow transactions on
amalgamated properties.
Property Bifurcation
PT.022 The system shall have a facility for creation of one or many properties from an existing property by bifurcation process.
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PT.023 The system shall have a facility to validate area of the property during
bifurcation.
PT.024 The system shall have a facility of not allowing bifurcation if taxes are
due.
PT.025 The system shall have a facility of approval workflow for bifurcation. The workflow may be different for different category of ULBs.
PT.026 The system shall have a facility for deactivation of original
Property(Incase required)
PT.027 The system shall have a facility for disallow Transactions on Bifurcated
Properties
Property Name Transfer
PT.028 The system shall have a facility for name transfer with support for Sale Deeds / Inheritance / Gift / Will / Settlement.
PT.029 The system shall have a facility for approval workflow for name transfer. The workflow may be different for different category of ULBs.
PT.030 The system shall have a facility for generation of Transfer Notice
Property Objection / Appeals
PT.031 The system shall have a facility to capture citizen objections. / Appeals
PT.032 The system shall have a facility to support for hearing on objections.
PT.033 The system shall have a facility to Increase/Decrease of tax amounts
based on judgment.
PT.034 The system shall have a facility for memo generation for revised tax
details.
Billing and Collection
PT.035 The system shall have a facility to generate demand notice for single
property.
PT.036 The system shall have a facility for demand bill generation for bulk.
PT.037 The system shall have a facility for payment of property tax.
PT.038 The system shall have a facility for online payment and through mobile
app
PT.039 The system shall have a facility for payment through citizen service
centers.
PT.040 The system shall have a facility for field collection.
PT.041 The system should enable collection of taxes by third parties/vendors
through open APIs.
PT.042 The system shall have a facility to support for advance payment.
PT.043 The system shall have a facility to collect title transfer fee.
Reports
PT.044 The system shall have a facility to generate defaulter’s reports.
PT.045 The system shall have a facility to generate property usage reports.
PT.046 The system shall have a facility to generate Demand Collection Balance
reports at a boundary level. i.e. zone/ward etc.
PT.047
The system shall have various MIS reports at City, Ward, Street levels
as decision support tools for the revenue department and citizens (e.g.
Defaulters Report, Zone/Ward-wise
collections/Bill Collector wise collections)
PT.048 The system shall have a facility to display collection trend analysis
based on property type.
PT.049 The system shall have a facility to generate boundary wise deactivated
properties report.
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PT.050 The system shall have a facility to generate daily collection report of
property tax and also arrears, penalties etc
Other Requirements
PT.051 The systems shall have the facility to update specific property records
as ‘under court case’ and freeze all transactions on all such records
PT.052 The system should ability to integrate with court case system, if needed
PT.053 The system should have facility to capture Digital Door Number and
query the property records using that
PT.054 The system shall have a facility to record multiple owners against a
property
PT.055 The system shall have a facility to capture Electricity connection details
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Water and Sewerage Management
Requirement
Number Functionality
Citizen Services
WTM.001
The system shall have a facility for the citizen to apply for a new water
connection online or through the citizen service centers or
webportal/mobile app. The system should have approval workflows for
new connection. The workflows may depend on the category of the ULBs.
WTM.002
The system shall have a facility for the citizen to apply for closure of
connection (Permanent / Temporary) online or through the citizen
service centers. The system should have approval workflows for
closure of connection. The workflows may depend on the category of
the ULBs.
WTM.003
The system shall have a facility for the citizen to apply for change of use
online or through the citizen service centers. The system should have
approval workflows for change of use. The workflows may depend on the
category of the ULBs.
Citizen should be able to view water tax details and pay the charges
through mobile
WTM.004 The system shall have a facility to handle reconnection.
WTM.005 The system shall have a facility for Temporary Disconnection
WTM.006 The system shall have a facility for Work Order Printing for new connections, re-onnections and closing of connections.
WTM.007 The system shall have a facility to define scrutiny charges of water connection.
WTM.008 The system shall have a facility to capture field verification details.
WTM.009 The system shall have a facility to define entry of approval/remarks during the
workflow.
WTM.010 The system shall have a facility to track the status of the application
WTM.011 The system shall have a facility for maintenance of transaction history.
WTM.012
The system shall have a facility to capture various details of the Water
Connection like
- Consumer Details- Property Details, Owners Details, Link to Property Number.
- Metered/ Non Metered Connections
- Multiple Usage type - Domestic, Commercial, etc.
- Tariff Category.
WTM.013 The system shall have a facility to define the generation of an application
acknowledgement receipt
WTM.014 The system shall have a facility to capture various connection Details like Connection
Size, Distribution Line, etc.
WTM.015 The system shall have a facility to capture Compliance for ‘No dues’ for property Tax
WTM.016 The system shall have a facility to capture Meter Information like Meter No. , Make , Cost etc.
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WTM.017 The system shall have a facility to generate disconnection notice for unauthorized connection.
WTM.018 The system shall have a facility to generate disconnection notice for existing connection.
WTM.019 The system shall have a facility to define deposit for various connection
size & category.
WTM.020 The system shall have a facility to define water connection charges and water usage charges.
WTM.021 The system shall have a facility to capture meter reading.
WTM.022
The system shall have a facility for bill generation
- Billing for metered and non-metered connections
- Consideration of advance paid if any
- Interest calculation on arrears
- Duplicate bill generation
WTM.023 The system shall have a facility for printing bills individually or in bulk.
MIS
WTM.024 The system should be able to generate connection outstanding register.
WTM.025 The system should be able to generate meter reading report.
WTM.026 The system should be able to generate list of consumers ward, category & size wise.
WTM.027 The system should be able to generate List of connections.
WTM.028 The system should be able to generate List of closed connections.
WTM.029 The system should be able to generate ward-wise recovery reports.
WTM.030 The system should be able to generate top defaulters report.
WTM.031 The system should be able to generate tax-wise demand details.
WTM.032 The system should be able to generate advance payment reports.
WTM.033 The system should be able to generate bill status for bill generation.
WTM.034 The system should be able to generate Illegal connection reports.
WTM.035 The system should be able to generate demand register.
WTM.036 The system should be able to generate Arrear demand register.
Masters
WTM.037 The system should maintain details of water sources types (Addition/Modification/Search)
WTM.038 The system should maintain details of usage type
(Addition/Modification/Search)
WTM.039 The system should maintain details of pipe size
master(Addition/Modification/Search)
WTM.040 The system should maintain details of security deposit master (Addition/Modification/Search)
WTM.041 The system should maintain details of meter cost
(Addition/Modification/Search)
WTM.042 The system should maintain details of Water charges
(Addition/Modification/Search)
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Trade License System
Requirement Number Features
Citizen Services
TLS.001 The system shall have a facility for Issuing New Licenses
TLS.002 The system shall have a facility for Issuing Duplicate License
TLS.003 The system shall have a facility for Changing the Name of Business
TLS.004 The system shall have a facility for Changing in Business – Trade category and sub category.
TLS.005 The system shall have a facility for transfer of license.
TLS.006 The system shall have a facility for renewal of license.
TLS.007 The system shall have a facility for cancellation of license.
TLS.008 The system shall have a facility for online payment and generation of receipt.
Issuance of License
TLS.009
The system shall have a facility to capture license details like
• License Holder’s Details – One or multiple owners
• Capture of Mobile No. / E-Mail ID
• Link to Property Number
• License Details – Temporary/ Permanent License
• Name of Business, Business Address
• Trade/ Business Details – License Type, Subtype - multiple
levels to define types and sub types.
• License type, sub-type
TLS.010 The system shall have a facility to Calculate License Fee
TLS.011 The system shall have a facility to generate License Certificate
TLS.012 Citizen should be able to view trade license details and pay the license fee through mobile
Other Departmental Process
TLS.013 The system should be able to scrutinize license applications.
TLS.014 The system shall have a facility to make inspection entry.
TLS.015 The system shall have a facility to generate show cause notice for not renewing.
TLS.016 The system shall have a facility to approve the license with various levels of work flow. The workflow may vary for different category of ULBs.
TLS.017 The system shall have a facility to send reminder notice for renewal.
TLS.018 The system shall have a facility to cancel license
TLS.019 The system shall have the facility to digitally sign the license certificate.
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TLS.020 Employee should be able to view the Trade License details on the
mobile
MIS
TLS.021 The system shall have a facility to generate License Register
TLS.022 The system shall have a facility to generate List of Defaulters
TLS.023
The system shall have a facility to generate reminder notices for renewal
TLS.024 The system shall have a facility to generate Demand / Collection Register
TLS.025 The system shall have a facility to generate reports showing
Changes in License Types, Business Partners, Cancellation
Licenses, etc.
TLS.026 The system shall have a facility to generate reports w.r.t. Bills / Notices generated
Other Requirement
The system shall have a facility to issue temporary licenses within 3 days and if License is not issued within a specified number of days,it will be deemed approved
The system shall have a facility to issue Licenses for multiple contiguous periods
The system shall have a facility for withdrawing license/charge penalty in case of discrepancies found during inspection.
The system shall have a facility to allow trade license employees to collect property tax for commercial properties as well.
The system shall have a facility to communicate with the citizen during the application process
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Online Building Permission System
Requirement Number
Features
Online registration of Architects/ Engineers/ Supervisors
OBPAS.001 The system shall have a facility for Architects / Engineers / Supervisors / Town Planners etc. to register online
OBPAS.002 The system shall have a facility for migrating already registered Architects/ Engineers / Supervisors details into the system with current status and validity of the registration.
OBPAS.003 The system shall have a facility to renew the registration.
OBPAS.004 The system shall provide a single interface for the registration of all the
architects (across the state), who intend to do transactions with the
ULBs- Centralised Registration
OBPAS.005 The system shall have facility for Online Application for Registration: Identify the applicant regarding a unique ID. Capture the following minimum information of the applicant with appropriate validations.
● Unique ID ● Name ● Address ● Corporate Information ● Certificate from Council of Architecture/ Other
authorities ● Educational Qualification
OBPAS.006 The above shall have the following additional facilities: ● Facility to upload attachments as required by ULB for
establishing identity & experience etc. ● Enable online submission of the registration fee ● Assigning a unique application number to each
applicant ● Enable status tracking of the application
OBPAS.007 The system shall have a facility for approval of applications: Enable the Competent Authority to approve/reject the applications for registration, based on a workflow system and business rules. Communication of successful registration/ rejection to the applicant through e-mail & SMS alerts.
OBPAS.008 The system shall have a facility for renewal of registrations: Enable the Competent Authority to renew the applications for registration according to workflow/business rules. Communication of successful restoration will be sent to the applicant through e-mail & SMS alerts.
OBPAS.009 The system shall have a facility for Search: Enable authorised officials to search the database for a list of registered architects based on the ‘search’ criteria such as - the line of business, turnover, experience, or as decided by ULB.
OBPAS.010 The system shall have a facility for Help: Provide an online handbook and user manual for registration. Provide FAQs on the registration process.
Online Real time scrutiny of drawing/plan
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OBPAS.011 The system shall have a facility to enable the Architect/Engineer to submit the Drawing in Drawing Interchange Format(DXF) format from any Open Source CAD tools of their choice. The condition to be followed are:
● The drawing should adhere to the Standards stipulated
● The Standards will be provided to the Architect in the native format (DXF)
OBPAS.012 The system shall have a facility to enable the Architect/Engineer to submit the Application for various Services as listed above along with required supporting documents.
The scrutiny process is online real-time, and the Architect/Engineer will get the detailed scrutiny report within minutes of submitting the Plan
● Scrutiny reports will list the By-laws and sub-clauses with the approved values against the extracted values
● Based on the obtained value range validation will be done by the system
● Only on clearance of all the rules scrutinised the report will reflect ACCEPTED
OBPAS.013 The system shall have a facility to generate a unique number of criteria for scrutiny. on the accepted report Scrutiny parameters for all types of building meant for different usage; as per building by-laws and approved master plan will be taken into account. The primary plan provisions are as under :
● Plot area/shape ● Road width details ● MOS (Marginal open space) ● Ground coverage ● FAR (Floor area ratio) ● Building height ● Use of building (Floor wise including mixed-use in
floors) ● Parking provision ● Amenities ● Components of building ● Services Evaluation ● Firefighting requirement ● Green building norms ● Rain Water Harvesting ● Water supply ● Water treatment ● Solid waste management provisions ● NOC required based on drawing details
Submission and processing of Applications
OBPAS.014 The system shall automate the entire process from the time of submission of drawing to scrutiny completion without any human intervention and is instantaneous.
● If the Scrutiny report rejects the drawing, the report will
have the details of the clauses in which it was denied
and also the values of the parameters
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● The Architect/Engineer can correct the drawing and can
resubmit the drawing until he gets the approval
● Only on approval of the unique reference number for the
Scrutiny Report will be generated
● Only with this number, the Submission of Application
can be initiated
● On submission, the citizen needs to validate and self-
certify the application.
Application Process by the Department
OBPAS.015 The system shall have configurable workflows as per the requirements
OBPAS.016 The system shall enable all approvals to be electronically signed with QR code
OBPAS.017 The system shall enable application to capture all relevant details for all internal and external agencies; relevant data needs to be forwarded to corresponding agencies for issuing NOCs.
OBPAS.018 The system shall enable validating the SLA on NOC if the required data is passed without a reply from the NOC department, the NOC will then be considered as Deemed approved.
OBPAS.019 The system shall enable a single-window mechanism is also built into the system. This feature can be used by departments which do not have the IT system for their process in full.
OBPAS.020 The system shall have provisions for entering onsite inspection details and geotagged images (document upload facility) of the Site Inspection.
OBPAS.021 The system shall enable the staff and the management to view the completed and pending tasks/works/applications.
OBPAS.022 The system shall enable features for Online single window system, and integrations with all internal and external agencies required to provide applicable NOCs/approvals (Fire Services, Water and Sewerage Department, Discoms, AAI, NMA, Forest, Labour, Factory Directorate)
OBPAS.023 The system shall enable a Statewide Dashboard is also available which can be used by State Administrators to see the flow of applications and the pendency or exceptions.
OBPAS.024 The system shall offer Security on User Authentication with Role-based access
OBPAS.025 The system shall enable generation of various MIS reports as per the requirements of the Departments from time to time, MIS reports based on the payment received, dues position, plans passed, pending proposals, delayed approvals be generated as per Department requirement.
OBPAS.026 The system shall enable well-defined inspection report format at various levels to guide the inspectors, which is also configurable.
OBPAS.027 The system shall enable digital signature (e-sign) for approval of the application at different levels in the application system, Building permission letter, approved drawing, notices, letters, completion cum occupancy certificates, etc
OBPAS.028 The system shall have well-defined service levels and the escalation matrix to officials regarding the time limit for
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processing an application automatically in the system.
OBPAS.029 The system shall schedule the Document Verification visit date after the Citizen validates the application, This date can be rescheduled by both parties only once.
OBPAS.030 The system shall enable SMS/Email Alerts are enabled in the Product for
1. Document Verification Meeting 2. Field Verification
OBPAS.031 The system shall enable computation of fees and generation of demand.
OBPAS.032 The system shall enable approval and digitally signature of
Plan Permit
OBPAS.033 The system shall enable configurable checklist for the Document Verification to be filled up by the officials on the Document Verification meeting
OBPAS.034 The system shall have a provision to incorporate the changes of building by-laws as intimated by the department in the application within the time frame.
OBPAS.035 The system shall enable capture of history of changes and based on the original application submission date, and the relevant rules will be taken into account for scrutiny.
OBPAS.036 The system shall enable provision of Revoking/Cancelling of Building Permission.
OBPAS.037 The system shall enable addressing different NOC dept. for NOC upon completion of the Document Verification
OBPAS.038 The system shall enable assignment of Field Verification Schedule with rescheduling option for both parties.
OBPAS.039 The system shall enable the officials to update the report in a checklist format and forward for approval post the Field Verification
Online Fee Payments
OBPAS.040 The system shall enable integration with the payment gateway for Online Payments and facilitates for Fee collection, Fee calculation, refund calculation and generate online fee receipts based on the submitted Building plan.
OBPAS.041 The system shall enable automatic computation of fees upon approval of the report and NOC clearances using the Plan Parameters and the applicable laws and rules of the State
OBPAS.042 The system shall enable generation of the Plans in PDF with QR Code without any manual intervention.
OBPAS.043 The system shall enable payment of fees online by
Citizen/Architect
OBPAS.044
Upon payment of fees, the system shall initiate the Plan Permit Approval process and approved with Digital Signature. The Permit shall been incorporated with QR Code.
OBPAS.045 The system shall enable collection of fees under various heads of accounts and the Reports for the collections against the Heads of Accounts to be generated. This will enable the user to account for the selections accordingly.
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Certificate(s)
OBPAS.046 The system shall have a provision to generate certificates with e-Sign/ digital signature and QR code, which can be downloaded by the applicant.
Notice(s)
OBPAS.047 The system shall enable generation of the notices, acknowledgment letters, approval letters, deviation or the rejection letters with e-sign
OBPAS.048 The system shall have a provision for every communication sent/received from/by an applicant to be accepted online only and reflected in the case as well as in the reports which can be used in court cases & for any other purpose.
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ANNEXURE- M: DRAFT CONTRACT
Draft CONTRACT
For
Selection of Implementing Agency for e-Governance and Migration from e-Municipality to e-Governance in 114 Urban
Local Bodies (ULBs) of Odisha.
Director Municipal Administrator (DMA), Housing & Urban Development Department, Bhubaneswar
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Contents
I. Form of Contract
II. General Conditions of Contract
1. General Provisions
2. Commencement, Completion, Modification and Termination of Contract
3. Obligations of the Consultant
4. Consultants’ Personnel and Sub-Consultants
5. Obligations of the Employer
6. Payments to the Consultant
7. Fairness and Good Faith
8. Settlement of Disputes
9. Liquidated Damages
10. Miscellaneous Provisions
III. Special Conditions of Contract
IV. Appendices
Appendix A – Description of Services
Appendix B - Reporting Requirements
Appendix C - Staffing Schedule
Appendix D - Cost Estimates in Foreign Currency
Appendix E - Duties of the Employer
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CONTRACT FOR CONSULTANTS’
Between
Director Municipal Administrator (DMA), Housing & Urban Development Department, Government of Odisha, Bhubaneswar
and
[name of the Consultant]
Dated:
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I. Form of Contract
This CONTRACT (hereinafter called the “Contract”) is made the [day] day of the month of [month], [year], between Director Municipal Administrator (DMA), Department of Housing & Urban Development Department, Government of Odisha (hereinafter called the “Client”), or the First Party
and,
[name of Agency] (hereinafter called the “Agency”) of the FIRM.
WHERE AS
(a) the Agency, having represented to the “Client” that it has the required professional skills, personnel and technical resources, has offered to provide in response to the Tender Notice dated issued by the Client;
(b) the “Client” has accepted the offer of the Agency to provide the services on the terms and conditions set forth in this Contract.
NOW, THEREFORE, IT IS HEREBY AGREED between the parties as follows:
1. The following documents attached hereto shall be deemed to form an integral part of this Contract
(a) The General Conditions of Contract;
(b) The Special Conditions of Contract;
(c) The following Appendices:
Appendix A: Description of Services
Appendix B: Reporting Requirements
Appendix C: Staffing schedule
Appendix D: Cost Estimates
Appendix E: Duties of the “Client”
Appendix F: Duties of the Agency
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The mutual rights and obligations of the “Client” and the Agency shall be as set forth in the Contract, in particular:
(a) the agencies shall carry out and complete the Services in accordance with the provisions of the Contract; and
(b) the “Client” shall make payments to the Agency in accordance with the provision of the Contract
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written.
Signed by -----
In presence of 1. For and on behalf of the DMA, H&UD Dept.
[name of “Client”]
(Witnesses)
(i)
(ii)
In presence of 2. For and on behalf of the [ name of firm]
(Witnesses)
(i)
(ii)
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II. General Conditions of Contract
1. GENERAL PROVISIONS
1.1 Definitions Unless the context otherwise requires, the following terms whenever used in this
Contract have the following meanings:
a. “Applicable Law” means the laws and any other instruments having the force of law in
Odisha for the time being.
b. “Agency” means any private or public entity that will provide the Services to the
“Client” under the Contract.
c. “Contract” means the Contract signed by the Parties and all the attached documents listed in
its Clause 1, that is the General Conditions (GC), the Special Conditions (SC) and the
Appendices.
d. “Day” means calendar day.
e. “Effective Date” means the date on which this Contract comes into force and effect
pursuant to Clause GC 2.1.
f. “Foreign Currency” means any currency other than the currency of the “Client’s” country.
g. “GC” means these General Conditions of Contract.
h. “Government” means the Government of Odisha
i. “Local Currency” means Indian Rupees.
j. “notice” Written communication sent to Address for communication mentioned in contract.
k. “Party” means the “Client” or the Aagency, as the case may be, and “Parties” means both
of them.
l. “Personnel” means professionals and support staff provided by the Agency assigned to
perform the Services or any part thereof; “Foreign Personnel” means such professionals and
support staff who at the time of being so provided had their domicile outside the Government’s
country; “Local Personnel” means such professionals and support staff who at the time of
being so provided had their domicile inside the Government’s country; and “Key Personnel”
means the Personnel referred to in Clause GC 4.2(a).
m. “Reimbursable expenses” means all assignment-related costs [such as travel, translation,
report printing, secretarial expenses, subject to specified maximum limits in the Contract].
n. “SC” means the Special Conditions of Contract by which the GC may be amended or
supplemented.
o. “Services” means the work to be performed by the Agency pursuant to this Contract, as
described in Appendix A hereto.
p. “Third Party” means any person or entity other than the “Client”, or the Agency.
q. “In writing” means communicated in written form with proof of receipt.
1.2 Relationship Between the Parties
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Nothing contained herein shall be construed as establishing a relationship of master and servant
or of principal and agent as between the “Client” and the Agency. The Agency, subject to this
Contract, has complete charge of Personnel performing the Services and shall be fully responsible
for the Services performed by them or on their behalf hereunder.
1.3 Law Governing Contract: This Contract, its meaning and interpretation, and the relation between
the Parties shall be governed by the applicable laws of Odisha.
1.4 Headings: The headings shall not limit, alter or affect the meaning of this Contract.
1.5 Notices
1.5.1 Any notice, request or consent required or permitted to be given or made pursuant to this
Contract shall be in writing. Any such notice, request or consent shall be deemed to have
been given or made when delivered in person to an authorized representative of the Party
to whom the communication is addressed, or when sent by registered post to such Party at
the address specified in the SC.
1.5.2 A Party may change its address for notice hereunder by giving the other Party notice in writing
of such change to the address specified in the SC.
1.6 Location: The Services shall be performed at 113 ULBS of ODISHA as are specified and, where
the location of a particular task is not so specified, at such locations, as the “Client” may approve.
1.7 Authorized Representatives: Any action required or permitted to be taken, and any document
required or permitted to be executed under this Contract by the “Client” or the Agency may be
taken or executed by the officials specified in the SC.
1.8 Taxes and Duties: The Agency and Personnel shall be liable to pay such direct and indirect
taxes, duties, fees and other impositions levied under the applicable laws of India/Odisha except
GST, which shall be payable as per applicable rate.
1.9 Fraud and Corruption
1.9.1 Definitions: It is the Client’s policy to require that Clients as well as Agency observe
the highest standard of ethics during the execution of the Contract. In pursuance of this policy,
the Client defines, for the purpose of this provision, the terms set forth below as follows:
(i) “corrupt practice” means the offering, receiving, or soliciting, directly or indirectly, of any
thing of value to influence the action of a public official in the selection process or in contract
execution;
(ii) “fraudulent practice” means a misrepresentation or omission of facts in order to
influence a selection process or the execution of a contract;
(iii) “collusive practices” means a scheme or arrangement between two or more Agency,
with or without the knowledge of the Client, designed to establish prices at
artificial, non-competitive levels;
(iv) “coercive practices” means harming or threatening to harm, directly or indirectly, persons
or their property to influence their participation in a procurement process, or affect the
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execution of a contract;
1.9.2 Measures to be taken by the Client
a. The Client may terminate the contract if it determines at any time that representatives of
the Agency were engaged in corrupt, fraudulent, collusive or coercive practices during the
selection process or the execution of that contract, without the Agency having taken timely
and appropriate action satisfactory to the Client to remedy the situation;
b. The Client may also sanction against the Agency, including declaring the Agency ineligible,
either indefinitely or for a stated period of time, to be awarded a contract if it at any time
determines that the Agency has, directly or through an agent, engaged in corrupt, fraudulent,
collusive or coercive practices in competing for, or in executing, a Client-financed contract;
1.9.3 Commissions and Fees
At the time of execution of this Contract, the Agency shall disclose any commissions or fees that
may have been paid or are agreed to be paid to agents, representatives, or commission agents with
respect to the selection process or execution of the contract. The information disclosed must include
at least the name and address of the agent, representative, or commission agent, the amount and
currency, and the purpose of the commission or fee.
2. COMMENCEMENT,COMPLETION, MODIFICATION AND TERMINATION OF CONTRACT
2.1 Effectiveness of Contract: This Contract shall come into force and effect on the date (the
“Effective Date”) of the “Client’s notice to the Agency instructing the Agency to begin carrying out
the Services. This notice shall confirm that the conditions precedent and effectiveness conditions,
if any, listed in the SC have been met.
2.2 Termination of Contract for Failure to Become Effective: If this Contract has not become
effective within such time period after the date of the Contract signed by the Parties as specified
in the SC Client may, by not less than twenty one (21) days written notice to the Agency, declare
this Contract to be null and void, an d f o r f e i t t h e E MD .
2.3 Commencement of Services: The Agency shall begin carrying out the Services not later than
the number of days after the Effective Date specified in the SC.
2.4 Expiration of Contract: Unless terminated earlier pursuant to Clause GC 2.9 hereof, this Contract
shall expire at the end of such time period as specified in the SC.
2.5 Entire Agreement: This Contract contains all covenants, stipulations and provisions agreed by
the Parties. No agent or representative of either Party has authority to make, and the Parties
shall not be bound by or be liable for, any other statement, representation, promise or agreement
not set forth herein.
2.6 Modifications or Variations:
(a) Any modification or variation of the terms and conditions of this Contract, including any
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modification or variation of the scope of the Services, may only be made by written agreement
between the Parties. Pursuant to Clause GC 7.2 here of, however, each Party shall give due
consideration to any proposals for modification or variation made by the other Party.
(b) In cases of substantial modifications or variations, the prior written consent of the Client is
required.
2.7 Force Majeure
2.7.1 Definition
a. For the purposes of this Contract, “Force Majeure” means an event which is beyond the
reasonable control of a Party, is not foreseeable, is unavoidable and not brought about by or
at the instance of the Party claiming to be affected by such events and which has caused the
non-performance or delay in performance, and which makes a Party’s performance of its
obligations hereunder impossible or so impractical as reasonably to be considered impossible
in the circumstances, and includes, but is not limited to, war, riots, civil disorder, earthquake,
fire, explosion, storm, flood or other extreme adverse weather conditions, strikes, lockouts or
other industrial action (except where such strikes, lockouts or other industrial action are
within the power of the Party invoking Force Majeure to prevent), confiscation or any
other action by Government agencies.
b. Force Majeure shall not include (i) any event which is caused by the negligence or
intentional action of a Party or by or of such Party’s Sub-Agency or agents or employees, nor
(ii) any event which a diligent Party could reasonably have been expected both to take into
account at the time of the conclusion of this Contract, and avoid or overcome in the carrying out
of its obligations hereunder.
c. Subject to clause 2.7.2, Force Majeure shall not include insufficiency of funds or inability to
make any payment required hereunder.
2.7.2 No Breach of Contract: The failure of a Party to fulfil any of its obligations hereunder shall
not be considered to be a breach of, or default under, this Contract insofar as such inability arises
from an event of Force Majeure, provided that the Party affected by such an event has taken all
reasonable precautions, due care and reasonable alternative measures, all with the objective of
carrying out the terms and conditions of this Contract.
2.7.3 Measures to be Taken:
a. A Party affected by an event of Force Majeure shall continue to perform its obligations under
the Contract as far as is reasonably practical, and shall take all reasonable measures to
minimize the consequences of any event of Force Majeure.
b. A Party affected by an event of Force Majeure shall notify the other Party of such event as soon
as possible, and in any case not later than fourteen (14) days following the occurrence of
such event, providing evidence of the nature and cause of such event, and shall similarly give
written notice of the restoration of normal conditions as soon as possible.
c. Any period within which a Party shall, pursuant to this Contract, complete any action or task,
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shall be extended for a period equal to the time during which such Party was unable to
perform such action as a result of Force Majeure.
d. During the period of their inability to perform the Services as a result of an event of Force
Majeure, the Agency, upon instructions by the “Client”, shall either demobilize or continue with
the Services to the extent possible, in which case the Agency shall continue to be paid
proportionately and on prorate basis, under the terms of this Contract.
e. In the case of disagreement between the Parties as to the existence or extent of Force Majeure,
the matter shall be settled according to Clause GC 8.
2.8 Suspension: The “Client” may, by written notice of suspension to the Agency, suspend all
payments to the Agency hereunder if the Agency fails to perform any of its obligations under this
Contract, including the carrying out of the Services, provided that such notice of suspension (i)
shall specify the nature of the failure, and (ii) shall allow the Agency to remedy such failure, if
capable of being remedied, within a period not exceeding thirty (30) days after receipt by the Agency
of such notice of suspension.
2.9 Termination
2.9.1 By the “Client”: The “Client” may terminate this Contract in case of the occurrence of any of the
events specified in paragraphs (a) through (i) of this Clause GC 2.9.1..
a. If the Agency fails to remedy a failure in the performance of its obligations hereunder, as
specified in a notice of suspension pursuant to Clause GC 2.8 hereinabove, within thirty (30)
days of receipt of such notice of suspension or within such further period as the “Client” may
have subsequently approved in writing.
b. If the Agency becomes (or, if the Agency consists of more than one entity, if any of its Members
becomes and which has substantial bearing on providing Services under this contract) insolvent
or go into liquidation or receivership whether compulsory or voluntary.
c. If the Agency fails to comply with any final decision reached as a result of arbitration proceedings
pursuant to Clause GC 8 hereof.
d. If the Agency, in the judgment of the “Client”, has engaged in corrupt or fraudulent practices in
competing for or in executing this Contract.
e. If the Agency submits to the “Client” a false statement which has a material effect on the rights,
obligations or interests of the “Client”.
f. If the Agency places itself in position of conflict of interest or fails to disclose promptly any conflict
of interest to the Client.
g. If the Agency fails to provide the quality services as envisaged under this Contract. The
Consultancy Monitoring Committee (CMC) formulated to monitor the progress of the assignment
may make judgment regarding the poor quality of services, the reasons for which shall be
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recorded in writing. The CMC may decide to give one chance to the Agency to improve the
quality of the services.
h. If, as the result of Force Majeure, the Agency is unable to perform a material portion of the
Services for a period of not less than sixty (60) days.
i. If the “Client”, in its sole discretion and for any reason whatsoever, decides to terminate
this Contract.
2.9.1.1 In such an occurrence the “Client” shall give a not less than thirty (30) days’ written notice of
termination to the Agency, and sixty (60) days’ in case of the event referred to in (i).
2.9.2 By the Agency: The Agency may terminate this Contract, by not less than thirty (30) days’ written
notice to the “Client”, in case of the occurrence of any of the events specified in paragraphs (a)
through (d) of this Clause GC 2.9.2.
a. If the “Client” fails to pay any money due to the Agency pursuant to this Contract and not
subject to dispute pursuant to Clause GC 8 hereof within forty-five (45) days after
receiving written notice from the Agency that such payment is overdue.
b. If, as the result of Force Majeure, the Agency is unable to perform a material portion of the
Services for a period of not less than sixty (60) days.
c. If the “Client” fails to comply with any final decision reached as a result of arbitration pursuant
to Clause GC 8 hereof.
d. If the “Client” is in material breach of its obligations pursuant to this Contract and has not
remedied the same within forty-five (45) days (or such longer period as the Agency may have
subsequently approved in writing) following the receipt by the “Client” of the Agency’s
notice specifying such breach.
2.9.3 Cessation of Rights and Obligations: Upon termination of this Contract pursuant to
Clauses GC 2.2 or GC 2.9 hereof, or upon expiration of this Contract pursuant to Clause GC 2.4
hereof, all rights and obligations of the Parties hereunder shall cease, except (i) such rights and
obligations as may have accrued on the date of termination or expiration, (ii) the obligation of
confidentiality set forth in Clause GC 3.3 hereof, (iii) the Agency’s obligation to permit inspection,
copying and auditing of their accounts and records set forth in Clause GC 3.6 hereof, and (iv)
any right which a Party may have under the Law.
2.9.4 Cessation of Services: Upon termination of this Contract by notice of either Party to the other
pursuant to Clauses GC 2.9.1 or GC 2.9.2 hereof, the Agency shall, immediately upon dispatch
or receipt of such notice, take all necessary steps to bring the Services to a close in a prompt and
orderly manner and shall make every reasonable effort to keep expenditures for this purpose to a
minimum. With respect to documents prepared by the Agency and equipment and materials
furnished by the “Client”, the Agency shall proceed as provided, respectively, by Clauses GC
3.9 or GC 3.10 hereof.
2.9.5 Payment upon Termination: Upon termination of this Contract pursuant to Clauses GC 2.9.1
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or GC 2.9.2 hereof, the “Client” shall make the following payments to the Agency:
a. If the Contract is terminated pursuant to Clause 2.9.1 (h), (i) or 2.9.2, remuneration
pursuant to Clause GC 6.3(h) (i)hereof for Services satisfactorily performed prior to the effective
date of termination, and reimbursable expenditures pursuant to Clause GC 6.3(h)(ii) hereof for
expenditures actually and reasonably incurred prior to the effective date of termination;
b. If the agreement is terminated pursuant of Clause 2.9.1 (a) to (g), the Agency shall not be
entitled to receive any agreed payments upon termination of the contract. However, the
“Client” may consider to make payment for the part satisfactorily performed on the basis of
Quantum Merit as assessed by it, if such part is of economic utility to the Client. Applicable
Under such circumstances, upon termination, the client may also impose liquidated damages
as per the provisions of Clause 9 of this agreement. The Agency will be required to pay any
such liquidated damages to client within 30 days of termination date.
2.9.6 Disputes about Events of Termination: If either Party disputes whether an event specified in
paragraphs (a) through (h) of Clause GC 2.9.1 or in Clause GC 2.9.2 hereof has occurred, such
Party may, within forty-five (30) days after receipt of notice of termination from the other Party,
refer the matter to Clause GC 8 hereof, and this Contract shall not be terminated on account of
such event except in accordance with the terms of any resulting arbitral award.
3. OBLIGATIONS OF THE AGENCY
3.1 General
3.1.1 Standard of Performance: The Agency shall perform the Services and carry out their obligations
hereunder with all due diligence, efficiency and economy, in accordance with generally accepted
professional standards and practices, and shall observe sound management practices, and employ
appropriate technology and safe and effective equipment, machinery, materials and methods. The
Agency shall always act, in respect of any matter relating to this Contract or to the Services, as
faithful adviser to the “Client”, and shall at all times support and safeguard the “Client’s legitimate
interests in any dealings with Sub-Consultancy firm/agency or Third Parties.
3.2 Conflict of Interests: The Agency shall hold the “Client’s interests paramount, without any
consideration for future work, and strictly avoid conflict of interest with other assignments or their
own corporate interests. If during the period of this contract, a conflict of interest arises for any
reasons, the Agency shall promptly disclose the same to the Client and seek its instructions.
3.2.1 Agency not to benefit from Commissions, Discounts, etc.:
a. The payment of the Agency pursuant to Clause GC 6 hereof shall constitute the agency’s
only payment in connection with this Contract and, subject to Clause GC 3.2.2 hereof, the
Agency shall not accept for its own benefit any trade commission, discount or similar payment
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in connection with activities pursuant to this Contract or in the discharge of its obligations
hereunder, and the Agency shall use its best efforts to ensure that any Personnel and agents
of either of them, similarly shall not receive any such additional payment.
b. Furthermore, if the Agency, as part of the Services, has the responsibility of advising the “Client”
on the procurement of goods, works or services, the Agency shall comply with the Client’s
applicable procurement guidelines, and shall at all times exercise such responsibility in the best
interest of the “Client”. Any discounts or commissions obtained by the Agency in the exercise
of such procurement responsibility shall be for the account of the “Client”.
3.2.2 Agency and Affiliates Not to Engage in Certain Activities: The Agency agrees that, during
the term of this Contract and after its termination, the Agency and any entity affiliated with the
Agency, shall be disqualified from providing goods, works or services (other than consulting
services) resulting from or directly related to the Agency’s Services for the preparation or
implementation of the project.
3.2.3 Prohibition of Conflicting Activities: The Agency shall not engage, and shall cause their
Personnel not to engage, either directly or indirectly, in any business or professional activities
that would conflict with the activities assigned to them under this Contract.
3.3 Confidentiality: Except with the prior written consent of the “Client”, the Agency and the
Personnel shall not at any time communicate to any person or entity any confidential information
acquired in the course of the Services, nor shall the Agency and its Personnel make public the
recommendations formulated in the course of, or as a result of, the Services.
3.4 Insurance to be Taken out by the Agency: The Agency (i) shall take out and maintain, at their
own cost but on terms and conditions approved by the “Client”, insurance against the risks,
and for the coverages specified in the SC, and (ii) at the “Client’s request, shall provide evidence
to the “Client” showing that such insurance has been taken out and maintained and that the current
premiums therefore have been paid.
3.5 Accounting, Inspection and Auditing: The Agency (i) shall keep accurate and systematic
accounts and records in respect of the Services hereunder, in accordance with internationally
accepted accounting principles and in such form and detail as will clearly identify all relevant time
changes and costs, and the bases thereof, and (ii) shall periodically permit the “Client” or its
designated representative and/or the Client, and up to five years from expiration or termination
of this Contract, to inspect the same and make copies thereof as well as to have them audited by
auditors appointed by the “Client” or the Client, if so required by the “Client” or the Client as the
case may be.
3.6 Agency’s Actions Requiring “Client’s Prior Approval: The Agency shall obtain the “Client’s prior
approval in writing before taking any of the following actions: (a) Any change or addition to the
DESCRIPTION OF SERVICES of Appendix A.
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3.7 Reporting Obligations: The Agency shall submit to the “Client” the reports and documents
specified in Appendix B hereto, in the form, in the numbers and within the time periods set forth in
the said Appendix. Final reports shall be delivered in CD ROM in addition to the hard copies
specified in said Appendix.
3.8 Documents Prepared by the Agency to be the Property of the “Client”: All plans, drawings,
specifications, designs, reports, other documents and software prepared by the Agency for the
“Client” under this Contract shall become and remain the property of the “Client”, and the Agency
shall, not later than upon termination or expiration of this Contract, deliver all such documents
to the “Client”, together with a detailed inventory thereof. The Agency may retain a copy of such
documents, but shall not use anywhere, without taking permission, in writing, from the Client and
the Client reserves right to grant or deny any such request.. If license agreements are necessary
or appropriate between the Agency and third parties for purposes of development of any such
computer programs, the Agency shall obtain the “Client’s prior written approval to such
agreements, and the “Client” shall be entitled at its discretion to require recovering the expenses
related to the development of the program(s) concerned.
3.9 Equipment, Vehicles and Materials Furnished by the “Client”: Equipment, vehicles and
materials made available to the Agency by the “Client”, or purchased by the Agency wholly or partly
with funds provided by the “Client”, shall be the property of the “Client” and shall be marked
accordingly. Upon termination or expiration of this Contract, the Agency shall make available to the
“Client” an inventory of such equipment, vehicles and materials and shall dispose of such
equipment and materials in accordance with the “Client’s” instructions. While in possession of such
equipment, vehicles and materials, the agency, unless otherwise instructed by the “Client” in writing,
shall insure them at the expense of the “Client” in an amount equal to their full replacement value.
3.10 Equipment and Materials Provided by the Agency: Equipment or materials brought into
the Government’s country by the Agency and the Personnel and used either for the Project or
personal use shall remain the property of the Agency or the Personnel concerned, as applicable.
4. AGENCY’S PERSONNEL
4.1 General: The agency shall provide such services as are required to carry out the Services as per
Appendix-A.
4.2 Description of Personnel:
a. The title, agreed job description, minimum qualification and estimated period of
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engagement in the carrying out of the Services of each of the Agency’s Key Experts are as per
the Agency’s proposal and are described in Staffing Schedule at Appendix C.
b. If required to comply with the provisions of Clause GC 3.1.1 hereof, adjustments with respect
to the estimated periods of engagement of Key Experts set forth in Appendix C may be made
by the Agency by written notice to the “Client”, provided (i) that such adjustments shall not
alter the originally estimated period of engagement of any individual by more than 10% or one
week, whichever is larger, and (ii) that the aggregate of such adjustments shall not cause
payments under this Contract to exceed the ceilings set forth in Clause GC 6.1(b) of this
Contract. Any other such adjustments shall only be made with the “Client’s written approval.
c. If additional work is required beyond the scope of the Services specified in Appendix A, the
same to be agreed in writ ing between the parties and amount exceeding the ceiling
limit specified in agreement will be modified.
4.3 Approval of Personnel: The Key Experts and Sub-Consultancy firm/agency listed by title as well
as by name in Appendix C are hereby approved by the “Client”. In respect of other Personnel
which the Agency proposes to use in the carrying out of the Services, the Agency shall submit to
the “Client” for review and approval.
4.4 Removal and/or Replacement of Personnel:
a. except as the “Client” may otherwise agree, no changes shall be made in the Personnel. If, for
any reason beyond the reasonable control of the Agency, such as retirement, death, medical
incapacity, among others, it becomes necessary to replace any of the Personnel, the Agency
shall forthwith provide as a replacement a person of equivalent or better qualifications.
b. If the “Client” (i) finds that any of the Personnel has committed serious misconduct or has been
charged with having committed a criminal action, or (ii) has reasonable cause to be dissatisfied
with the performance of any of the Personnel, then the Agency shall, at the “Client’s written
request specifying the grounds therefore, forthwith provide as a replacement a person with
qualifications and experience acceptable to the “Client”.
4.5 Resident Project Manager: If required by the SC, the Agency shall ensure that at all times during
the Agency’s performance of the Services a resident project manager, acceptable to the “Client”,
shall take charge of the performance of such Services.
5. OBLIGATIONS OF THE “CLIENT”
5.1 Assistance and Exemptions: Unless otherwise specified in the SC, the “Client” shall use its
best efforts to ensure that the Government shall:
a. Provide the Agency and Personnel with work permits and such other documents as shall be
necessary to enable the Agency or Personnel to perform the Services.
b. Arrange for the Foreign Personnel to be provided promptly with all necessary entry and exit
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visas, residence permits, exchange permits and any other documents required for their stay in
India.
c. Issue to officials, agents and representatives of the Government all such instructions as may be
necessary or appropriate for the prompt and effective implementation of the Services.
d. Provide to the Agency, Sub-Consultancy firm/ and Personnel any such other assistance as may
be specified in the SC.
5.2 Change in the Applicable Law Related to Taxes and Duties: If, after the date of this Contract,
there is any change in the Applicable Laws of Odisha with respect to taxes and duties, which
are directly payable by the Agency for providing the services i.e. service tax or any such applicable
tax from time to time, which increases or decreases the cost incurred by the Agency in performing
the Services, then the remuneration and reimbursable expenses otherwise payable to the Agency
under this Contract shall be increased or decreased accordingly by agreement between the
Parties hereto, and corresponding adjustments shall be made to the ceiling amounts specified in
Clause GC 6.1(b).
5.3 Services, Facilities and Property of the “Client”:
a. The “Client” shall make available to the Agency and its Personnel, for the purposes of the
Services and free of any charge, the services, facilities and property described in Appendix
E at the times and in the manner specified in said Appendix E.
b. In case that such services, facilities and property shall not be made available to the Agency as
and when specified in Appendix E, the Parties shall agree on any time extension that it may
be appropriate to grant to the Agency for the performance of the Services.
5.4 Payment: In consideration of the Services performed by the Agency under this Contract,
the “Client” shall make to the Agency such payments and in such manner as is provided by Clause
GC 6 of this Contract.
5.5 Counterpart Personnel:
a. If necessary, the “Client” shall make available to the Agency free of charge such professional
and support counterpart personnel, to be nominated by the “Client” with the Agency’s advice,
if specified in Appendix E.
b. Professional and support counterpart personnel, excluding “Client’s” liaison personnel, shall
work under the exclusive direction of the agency. If any member of the counterpart personnel
fails to perform adequately any work assigned to such member by the Agency that is consistent
with the position occupied by such member, the Agency may request the replacement of such
member, and the “Client” shall not unreasonably refuse to act upon such request.
6. PAYMENTS TO THE AGENCY
6.1 Total Cost of the Services
a. The total cost of the Services payable is set forth in Appendix D as per the agency’s proposal
to the Client and as negotiated thereafter.
b. Except as may be otherwise agreed under Clause GC 2.6 and subject to Clause GC 6.1(c),
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payments under this Contract shall not exceed the amount specified in Appendix-D.
c. Notwithstanding Clause GC 6.1(b) hereof, if pursuant to any of the Clauses GC 4.2 (c) or
5.2 hereof, the Parties shall agree that additional payments shall be made to the Agency in
order to cover any necessary additional expenditures not envisaged in the cost estimates
referred to in Clause GC 6.1(a) above, the ceiling or ceilings, as the case may be, set forth in
Clause GC 6.1(b) above shall be increased by the amount or amounts, as the case may be, of
any such additional payments.
6.2 Currency of Payment: All payments shall be made in Indian Rupees.[In case the payment is to
be made in the currency other that Indian Rupees, the same shall be mentioned instead of Indian
Rupees]
6.3 Terms of Payment The payments in respect of the Services shall be made as follows:
a. The Agency shall submit the invoice for payment when the payment is due as per the agreed
terms. The payment shall be released as per the work related milestones achieved and as
specified as per SC 10.
b. Once a milestone is completed, the Agency shall submit the requisite deliverables as
specified in this Contract. The Client shall release the requisite payment upon acceptance of
the deliverables. However, if the Client fails to intimate acceptance of the deliverables or its
objections thereto, within 30 days of receipt of it, the Client shall release the payment to the
Agency without further delay.
c. Final Payment : The final payment as specified in SC 10 shall be made only after the final
report and a final statement, identified as such, shall have been submitted by the Agency and
approved as satisfactory by the “Client”. The Services shall be deemed completed and finally
accepted by the “Client” and the final report and final statement shall be deemed approved by
the “Client” as satisfactory ninety (90) calendar days after receipt of the final report and final
statement by the “Client” unless the “Client”, within such ninety (90) day period, gives written
notice to the Agency specifying in detail deficiencies in the Services, the final report or final
statement. The Agency shall thereupon promptly make any necessary corrections, and
thereafter the foregoing process shall be repeated. Any amount, which the “Client” has paid or
caused to be paid in accordance with this Clause in excess of the amounts actually payable in
accordance with the provisions of this Contract, shall be reimbursed by the Agency to the
“Client” within thirty (30) days after receipt by the Agency of notice thereof. Any such claim by
the “Client” for reimbursement must be made within twelve (12) calendar months after receipt
by the “Client” of a final report and a final statement approved by the “Client” in accordance
with the above.
d. For the purpose of payment under Clause 6.3 (b) above, acceptance means; acceptance of
the deliverables by the Client after submission by the Agency and the Agency has made
presentation to the CMC / Client (Mention this if presentation is required) with / without
modifications to be communicated in writing by the Client to the agency.
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e. If the deliverables submitted by the Agency are not acceptable to the Client / CMC, reasons
for such non-acceptance should be recorded in writing; the Client shall not release the payment
due to the agency. This is without prejudicing the Client’s right to levy any liquidated damages
under clause 9. In such case, the payment will be released to the consultant only after it re-
submits the deliverable and which is accepted by the Client.
f. All payments under this Contract shall be made to the accounts of the Agency specified in the
SC.
g. With the exception of the final payment under (c) above, payments do not constitute
acceptance of the Services nor relieve the Agency of any obligations hereunder, unless the
acceptance has been communicated by the Client to the Agency in writing and the Agency has
made necessary changes as per the comments / suggestions of the Client communicated to
the agency.
h. In case of early termination of the contract, the payment shall be made to the Agency as
mentioned here with: (i) Assessment should be made about work done from the previous
milestone, for which the payment is made or to be made till the date of the termination. The
Agency shall provide the details of persons reasonably worked during this period with
supporting documents. Based on such details, the remuneration shall be calculated based on
the man month rate as specified; (ii) A reasonable assessment of the reimbursable and
miscellaneous expenses shall be made based on details furnished by the Agency in this regard
with supporting documents and based on the assessment of the work done and the respective
rates as provided. Wherever such an assessment is difficult, the rates should be arrived at
by calculating the amount on pro -rata basis. The total amount payable shall be the amount
calculated as per (i) and ( ii) above plus any applicable tax.
7. FAIRNESS AND GOOD FAITH
7.1 Good Faith: The Parties undertake to act in good faith with respect to each other’s rights under
this Contract and to adopt all reasonable measures to ensure the realization of the objectives of
this Contract.
7.2 Operation of the Contract: The Parties recognize that it is impractical in this Contract to provide
for every contingency which may arise during the life of the Contract, and the Parties hereby
agree that it is their intention that this Contract shall operate fairly as between them, and without
detriment to the interest of either of them, and that, if during the term of this Contract either Party
believes that this Contract is operating unfairly, the Parties will use their best efforts to agree on
such action as may be necessary to remove the cause or causes of such unfairness, but no failure
to agree on any action pursuant to this Clause shall give rise to a dispute subject to arbitration
in accordance with Clause GC 8 hereof.
8. SETTLEMENT OF DISPUTES
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8.1 Amicable Settlement: Performance of the contract is governed by the terms & conditions of the
contract, in case of dispute arises between the parties regarding any matter under the contract,
either Party of the contract may send a written Notice of Dispute to the other party. The Party
receiving the Notice of Dispute will consider the Notice and respond to it in writing within 30 days
after receipt. If that party fails to respond within 30 days, or the dispute cannot be amicably settled
within 60 days following the response of that party, clause GC 8.2 shall become applicable.
8.2 Arbitration: In the case of dispute arising upon or in relation to or in connection with the contract
between the Client and the agency, which has not been settled amicably, any party can refer the
dispute for Arbitration under (Indian) Arbitration and Conciliation Act, 1996. Such disputes shall be
referred to an Arbitral Tribunal consisting of 3 (three) arbitrators, one each to be appointed by the
Client and the agency, the third arbitrator shall be chosen by the two arbitrators so appointed by
the parties and shall act as Presiding Arbitrator. In case of failure of the two arbitrators, appointed
by the parties to reach a consensus regarding the appointment of the third arbitrator within a
period of 30 days from the date of appointment of the two arbitrators, the Presiding arbitrator shall
be appointed by the Secretary of the Ministry / Department. The Arbitration and Conciliation Act,
1996 and any statutory modification or re-enactment thereof, shall apply to these arbitration
proceedings.
8.3 Arbitration proceedings shall be held in India at the place indicated in SC and the language of the
arbitration proceedings and that of all documents and communications between the parties shall be
English.
8.4 The decision of the majority of arbitrators shall be final and binding upon both parties. The expenses
of the arbitrators as determined by the arbitrators shall be shared equally by the Client and the
agency. However, the expenses incurred by each party in connection with the preparation,
presentation shall be borne by the party itself. All arbitration awards shall be in writing and shall
state the reasons for the award.
9. Liquidated Damages
9.1 The parties hereby agree that due to negligence of act of any party, if the other party suffers losses,
damages the quantification of which may be difficult, and hence the amount specified hereunder
shall be construed as reasonable estimate of the damages and both the parties agree to pay
such liquidated damages, as defined hereunder as per the provisions of this Contract.
9.2 The amount of liquidated damages under this Contract shall not exceed [ 10 ] % of the total value
of the contract as specified in Appendix D.
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9.3 The liquidated damages shall be applicable under following circumstances:
a. If the deliverables are not submitted as per schedule as specified in SC 10, the Agency shall
be liable to pay 1% of the total cost of the services for delay of each week or part thereof.
b. If the deliverables are not acceptable to the Client as mentioned in Clause 6.3 (f), and defects
are not rectified to the satisfaction of the Client within 30 days of the receipt of the notice, the
Agency shall be liable for Liquidated Damages for an amount equal to [ 1 ]% of total cost of
the services for every week or part thereof for the delay.
10. Miscellaneous provisions:
i. “Nothing contained in this Contract shall be construed as establishing or creating between the
Parities, a relationship of master and servant or principal and agent.
ii. Any failure or delay on the part of any Party to exercise right or power under this Contract shall
not operate as waiver thereof.
iii. The Contractor/Agency shall notify the Client/ the Government of Odisha of any material
change in their status, in particular, where such change would impact on performance of
obligations under this Contract.
iv. Each member/constituent of the Contractor/Consultancy firm/agency, in case of a consortium,
shall be jointly and severally liable to and responsible for all obligations towards the
Client/Government for performance of works/services including that of its Associates/Sub
Contractors under the Contract.
v. The Contractor/Agency shall at all times indemnify and keep indemnified the Client/Government
of India against all claims/damages etc. for any infringement of any Intellectual Property Rights
(IPR) while providing its services under the Project.
vi. The Contractor/Agency shall at all times indemnify and keep indemnified the Client/Government
of India against any claims in respect of any damages or compensation payable in consequences
of any accident or injury sustained or suffered by its (the Contractor’s/Consultancy firm/agency’s)
employees or agents or by any other third Party resulting from or by any action, omission or
operation conducted by or on behalf of the Contractor/Consultancy firm/agency.
vii. The Contractor/ Agency shall at all times indemnify and keep indemnified the Client/Government
of India against any and all claims by Employees, Workman, Contractors, sub-contractors,
suppliers, agent(s), employed engaged or otherwise working for the Contractor, in respect of
wages, salaries, remuneration, compensation or the like.
viii. All claims regarding indemnity shall survive the termination or expiry of the Contract.
ix. It is acknowledged and agreed by all Parties that there is no representation of any type, implied
or otherwise, of any absorption, regularization, continued engagement or concession or
preference for employment of persons engaged by the (Contractor/Consultancy firm/agency)
for any engagement, service or employment in any capacity in any office or establishment of the
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Government of India or the Client.
x. Limitation of Liabilities—the maximum liability to the bidder under this contract shall be limited to Maximum of Contract value and will not include any consequential claims.
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I. Special Conditions of Contract:
(Clauses in brackets { } are optional; all notes should be deleted in final text)
SC
Clause
Ref. of GC
Clause
Amendments of, and Supplements to, Clauses in
the General Conditions of Contract
1. 1.5 The addresses are:
1. “Client” :
Attention :
2. Agency :
Attention :
2. 1.7
{insert name of member}
The Authorized Representatives are:
For the “Client”:
For the Agency:
3. 2.1 The effectiveness conditions are the following:
a. The contract to be signed within 15 days of intimation.
b. Performance bank guarantee to be submitted within 15
days of contract signing.
4. 2.2 The time period shall be one months
5. 2.3 The time period shall be 15 days from effective date
6. 2.4 The time period of expiry of contract is …………
7. 4.5 a. The Resident Manager to be located at Bhubaneswar
office of the Firm/Agency to coordinate with DMA
8. 6.1 (b) The ceiling in local currency is Rs lakhs
( Copy of Financial Proposal to be included)
9. 6.3 PAYMENT AND REPORTING SCHEDULE shall be as
mentioned in TOR
10. 8.3 The Arbitration proceedings shall take place in
Bhubaneswar in India.
Binding signature of Contractor Signed by
(for and on behalf of duly authorized vide Resolution
No dated of the Board of Directors of )
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In the presence of (Witnesses)
1.
2.
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APPENDIX A – DESCRIPTION OF SERVICES
Note: This Appendix will include the final Terms of Reference worked out by the “Client”
and the Agency during technical negotiations, dates for completion of various tasks,
place of performance for different tasks/activities, specific tasks/activities/outcome to be
reviewed, tested and approved by “Client”, etc.
APPENDIX B - REPORTING REQUIREMENTS
As prescribed in RfP Copy to be enclosed
APPENDIX C – STAFFING SCHEDULE
As prescribed in RfP Copy to be enclosed
APPENDIX D – Total COST OF SERVICES IN
Total cost under this contract will be limited to Rs.…….lakh inclusive of all taxes and
duties. Applicable GST. Copy of Financial Proposal
APPENDIX E - DUTIES OF THE “CLIENT”
(Include here the list of Services, facilities and property to be made available to the
Agency by the “Client”).
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Bank Guarantee Format for Performance
To
Director Municipal Administrator (DMA) Department of Housing & Urban Development Department, Government of Odisha
WHEREAS……………………………………………….(name and address of the contractor) (hereinafter
called "the contractor") has undertaken, in pursuance of contract no ……………… dated…………………..to
provide service of ………………….(description of services) (herein after called "the contract").
AND WHEREAS it has been stipulated by you in the said contract that the Contractor shall furnish you
with a bank guarantee by a scheduled commercial bank recognized by you for the sum specified therein as
security for compliance with its obligations in accordance with the contract;
AND WHEREAS we have agreed to give the contractor such a bank guarantee;
NOW THEREFORE we hereby affirm that we are guarantors and responsible to you, on behalf of the
contractor, up to a total of……………………………………………. (amount of the guarantee in words and
figures), and we undertake to pay you, upon your first written demand declaring the contractor to be
in default under the contract and without cavil or argument, any sum or sums within the limits of
(amount of guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for
your demand or the sum specified therein.
We hereby waive the necessity of your demanding the said debt from the contractor before presenting
us with the demand.
We further agree that no change or addition to or other modification of the terms of the contract to be
performed there under or of any of the contract documents which may be made between you and the
contractor shall in any way release us from any liability under this guarantee and we hereby waive
notice of any such change, addition or modification.
This guarantee shall be valid until the ......... day of ............., 20…...........
Our………………….… branch at………………………… * (Name & Address of the ………………….. ……….* branch) is liable to pay the guaranteed amount depending on the filing of claim and any part thereof under
this Bank Guarantee only and only if you serve upon us at our…………………..* branch a written claim or
demand and received by us at our…………………… branch on or before Dt…………….. Otherwise bank shall
be discharged of all liabilities under this guarantee thereafter.
…………..…………………………...
(Signature of the authorized officer of the Bank)
……….……………………………………..
Name and designation of the officer
……………………………………. …………………………………….
Seal, name & address of the Bank and address of the Branch
* Preferably at Bhubaneswar
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ANNEXURE- N: CATEGORY WISE LIST OF ULBS ACROSS THE STATE
Sl No.
Category of the ULB Sl No. Name of the ULB
1 Category-I (1) 1 Bhubaneswar (MC)
2 Category-II (1) 1 Cuttack (MC)
3 Category-III (3) 1 Berhampur (MC)
2 Sambalpur (MC)
3 Rourkela (MC)
4 Category-IV (4) 1 Puri (M)
2 Balesore (M)
3 Baripada (M)
4 Bhadrak (M)
5 Category-V (14) 1 Balangir(M)
2 Jharsuguda(M)
3 Jaypore(M)
4 Baragarh(M)
5 Brajarajnagar(M)
6 Raygada(M)
7 Bhawanipatna(M)
8 Paradeep(M)
9 Dhankanal(M)
10 Barbil(M)
11 Keonjhorgarh(M)
12 Jatni(M)
13 Rajgangpur(M)
14 Sunabedha(N)
6 Category-VI (27) 1 Vyasanagar(M)
2 Koraput(N)
3 Kendrapara(M)
4 Joda(M)
5 Khurda(M)
Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated e-Governance Solution across all Urban Local Bodies of Odisha”
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Sl No.
Category of the ULB Sl No. Name of the ULB
6 Sundargarh(M)
7 Paralakhemundi(M)
8 Angul(M)
9 Choudwar(M)
10 Talcher(M)
11 Anandapur(M)
12 Belpahar(M)
13 Jajpur(M)
14 Phulbani(M)
15 Pattamundai(N)
16 Basudevpur(M)
17 Jagatsinghpur(M)
18 Biramitrapur(M)
19 Soro(M)
20 Titilagarh(N)
21 Malkangiri(N)
22 Nowrangpur(M)
23 Umerkote(N)
24 Gunupur(N)
25 Chandbali(N)
26 Nayagarh(M)
27 Jaleswar(M)
7 Category-VII (59) 1 Rairangpur(N)
2 Hinjilicut(M)
3 Polsora(N)
4 Dhamnagar(N)
5 Karanjia(N)
6 Deogarh(M)
7 Bhuban(N)
8 Chatrapur(N)
Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated e-Governance Solution across all Urban Local Bodies of Odisha”
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Sl No.
Category of the ULB Sl No. Name of the ULB
9 Kantabanjhi(N)
10 Aska(N)
11 Patnagarh(N)
12 Barpalli(N)
13 Sonepur(M)
14 Bhanjanagar(N)
15 Boudhgarh(N)
16 Junagarh(N)
17 Nimapara(N)
18 Kesinga(N)
19 Khariar Road(N)
20 Balliguda (N)
21 Daspalla(N)
22 Balugaon(N)
23 Padampur(N)
24 Pipili(N)
25 Champua(N)
26 Banki(N)
27 Kavisuryanagar(N)
28 Hindol(N)
29 Athagarh(N)
30 Banpur(N)
31 Nilagiri(N)
32 Kamakhyanagar(N)
33 Konark(N)
34 Dharamgarh(N)
35 Attabira(N)
36 Kotpad(N)
37 Nuapara(N)
38 Binika(N)
39 Kuchinda(N)
Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated e-Governance Solution across all Urban Local Bodies of Odisha”
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Sl No.
Category of the ULB Sl No. Name of the ULB
40 Redhakhol(N)
41 Purusottampur(N)
42 Buguda(N)
43 Khariar(N)
44 Soroda(N)
45 Ranpur (N)
46 Kodala(N)
47 Digapahandi(N)
48 Udala(N)
49 Khallikot(N)
50 Athamallik(N)
51 Rambha(N)
52 Balimela(N)
53 Odagaon(N)
54 Ganjam (N)
55 Chikiti(N)
56 G. Udayagiri(N)
57 Belaguntha(N)
58 Bijepur(N)
59 Tusura(N)
8 Category-VIII (5) 1 Kasinagar(N)
2 Khandapara(N)
3 Tarva(N)
4 Gopalpur(N)
5 Gudari(N)
Total: 114 ULBs (To be implemented in113 ULBs excluding Bhubaneswar)
Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated e-Governance Solution across all Urban Local Bodies of Odisha”
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ANNEXURE- O: DIGIT SPECIFIC TECHNOLOGIES Category Area Description
DevOps SysOps. (Linux admin (Ubuntu), SSH, Package management, SSL, security, Firewall Rules, Troubleshooting)
AWS/Azure (Kubernetes, Instances/VMs, LB, VPC, DB, Volumes, Autoscaling VMs, DNS Routing)
Dockers (Create Docker file, understanding docker file, install docker, push, pull, registry)
Kubernetes 1.12 & Kubectl
(Creating k8s cluster using EKS/AKS/or manual, deploying, scaling & monitoring, troubleshooting the cluster
Jenkins & CI Pipelines
(Plugins, configurations, Jobs, credentials, scripted CI/CD Pipelines)
Python and Jinja2 templets
(Install python, pip installation, encode, decode, Jinja2 templates)
CI/CD Pipeline
(Git Commit => validation => CI Test => Build => Bake Docker Image => Push Image => DeployTo k8s)
GitOps GitBranching, PullRequests, Tagging, Repo Forking, etc
Engg. Microservice Architecture
https://medium.com/free-code-camp/how-to-scale-microservices-with-message-queues-spring-boot-and-kubernetes-f691b7ba3acf
Build a REST API
1. React+ SpringBoot API+ Push to Kafka + Consume & Persist data to PostGres
2. React + Node API+ Push to Kafka + Consume & Persist data to PostGres
ElasticSearch & Kibana
JDBC Query
Zuul, Zuul Filters
https://medium.com/@jegasingamjeyanthasingam/zuul-functionality-routing-proxy-and-filters-285f911146ea
OAuth2 https://medium.com/tech-tajawal/microservice-authentication-and-authorization-solutions-e0e5e74b248a
Java (OBPS Stack)
Hibernate, Spring JPA, JSP, Jasper Reports, Elastic search, JQuery, Python, Postgress( database),Kibana Dashboard
Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated e-Governance Solution across all Urban Local Bodies of Odisha”
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ANNEXURE- X: FORMAT OF THE EMD
(To be executed on stamp paper of appropriate value)
B.G. No. [___] Dated:
To
Director Municipal Administrator (DMA) Department of Housing & Urban Development Department, Government of Odisha
In consideration of you, State Urban Development Agency (referred to as SUDA, which expression will, unless it is repugnant to the subject or context thereof include, its successors and assigns) having agreed to receive the Bid of [insert name of Applicant] with its registered office at [Insert Address] (referred to as the Applicant which expression will unless it be repugnant to the subject or context thereof include its/their executors, administrators, successors and assigns), for “Selection of an Implementing Agency for implementation of an Integrated e-Governance Solution across all Urban Local Bodies of Odisha” (the Project), pursuant to the Request for Proposal dated [___] (referred to as the RFP) and other related documents, if any (collectively referred to as Bid Documents), we (Name of the Bank) having our registered office at [___] and one of its branches at [___] (referred to as the Bank), at the request of the Applicant, do hereby in terms of the RFP, irrevocably, unconditionally and without reservation guarantee the due and faithful fulfilment and compliance of the terms and conditions of the Bid Documents (including the RFP) by the said Applicant and unconditionally and irrevocably undertake to pay forthwith to SUDA an amount of Rs. [___] (referred to as the Guarantee) as our primary obligation without any demur, reservation, recourse, contest or protest and without reference to the Applicant, if the Applicant will fail to fulfil or comply with all or any of the terms and conditions contained in the said Bid Documents. 1. Any such written demand made by SUDA stating that the Applicant is in default of due and faithful compliance with the terms and conditions contained in the Bid Documents will be final, conclusive and binding on the Bank. 2. We, the Bank, do hereby unconditionally undertake to pay the amounts due and payable under this Guarantee without any demur,reservation, recourse, contest or protest and without any reference to the Applicant or any other person and irrespective of whether the claim of SUDA is disputed by the Applicant or not, merely on the first demand from SUDA stating that the amount claimed is due to SUDA by reason of failure of the Applicant to fulfil and comply with the terms and conditions contained in the Bid Documents, including but not limited to the following events: (a) If an Applicant withdraws its Proposal during the Proposal validity period or any extension agreed by the Applicant thereof. (b) If an Applicant is disqualified in accordance with Clause 2.8; (c) If the Applicant tries to influence the evaluation process or engages in corrupt, fraudulent, coercive or undesirable practice or restrictive practice as set out in Clause 2.10 of the RFP. (d) If an Applicant is declared as the preferred Applicant(s) and it:
(i) withdraws its Proposal during negotiations. However, failure to arrive at a consensus between the Client and the first ranked Applicant shall not be construed as withdrawal of proposal by the first ranked Applicant; (ii) fails to furnish the Performance Security in accordance with Clause 4.3 of the RFP; (iii) fails to sign and return, as acknowledgement, the duplicate copy of the letter of award; (iv) fails to fulfil any other condition precedent to the execution of the Contract, as specified in the letter of award; or (v) fails to execute the Contract.
Any such demand made on the Bank shall be conclusive as regards amount due and payable by the Bank under this Guarantee.
Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated e-Governance Solution across all Urban Local Bodies of Odisha”
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3. This Guarantee shall be irrevocable and remain in full force for a period of 210 (two hundred ten) days, including any extensions thereof, and will continue to be enforceable till all amounts under this Guarantee have been paid. If the Applicant is declared as the Agency, then the validity of the EMD of such Applicant shall be extended until the date on which the Agency submits the Performance Security. The EMD of the Agency will be returned upon the Agency furnishing the Performance Security. 4. We, the Bank, further agree that SUDA will be the sole judge to decide as to whether the Applicant is in default of due and faithful fulfilment and compliance with the terms and conditions contained in the Bid Documents including, those events listed at clause 2.8 above. The decision of SUDA that the Applicant is in default as aforesaid will be final and binding on us, notwithstanding any differences between SUDA and the Applicant or any dispute pending before any court, tribunal, arbitrator or any other authority. 5. The Guarantee will not be affected by any change in the constitution or winding up of the Applicant or the Bank or any absorption, merger or amalgamation of the Applicant or the Bank with any other person. 6. In order to give full effect to this Guarantee, SUDA will be entitled to treat the Bank as the principal debtor. 7. The obligations of the Bank under this Guarantee are absolute and unconditional, irrespective of the value, genuineness, validity, regularity or enforceability of the Bid Documents or the Bid submitted by the Applicant. 8. The obligations of the Bank under this Guarantee shall not be affected by any act, omission, matter or thing which, but for this provision, would reduce, release or prejudice the Bank from or prejudice or diminish its liability under this Guarantee, including (whether or not known to it, or SUDA):
(a) any time or waiver granted to, or composition with, the Applicant or any other person; (b) any incapacity or lack of powers, authority or legal personality of or dissolutions; or change in the Applicant, as the case may be; (c) any variation of the Bid Documents, so that references to the Bid Documents in this Guarantee shall include each such variation; (d) any unenforceability, illegality or invalidity of any obligation of the Applicant or SUDA under the Bid Documents or any unenforceability, illegality or invalidity of the obligations of the Bank under this Guarantee or the unenforceability, illegality or invalidity of the obligations of any Person under any other document or guarantee or security, to the extent that each obligation under this Guarantee shall remain in full force as a separate, continuing and primary obligation, and its obligations be construed accordingly, as if there were no unenforceability, illegality or invalidity; and (e) any extension, waiver, or amendment whatsoever which may release a guarantor or surety (other than performance of any of the obligations of the Applicant under the Bid Documents).
9. Any notice by way of request, demand or otherwise will be sufficiently given or made if addressed to the Bank and sent by courier or by registered mail to the Bank at the address set forth herein. 10. We undertake to make the payment on receipt of your notice of claim on us addressed to [name of Bank along with branch address] and delivered at our above branch which will be deemed to have been duly authorized to receive the notice of claim. 11. It shall not be necessary for SUDA to proceed against the Applicant before proceeding against the Bank and the Guarantee will be enforceable against the Bank, notwithstanding any other security which SUDA may have obtained from the Applicant or any other person and which will, at the time when proceedings are taken against the Bank, be outstanding or unrealized. 12. We, the Bank, further undertake not to revoke this Guarantee during its currency except with the previous express consent of SUDA in writing. 13. The Bank represents and warrants that it has power to issue this Guarantee and discharge the obligations contemplated herein, and the undersigned is duly authorized and has full power to execute this Guarantee for and on behalf of the Bank. 14. For the avoidance of doubt, the Bank's liability under this Guarantee will be restricted to Rs. [___]. The Bank will be liable to pay the amount or any part of the Guarantee only if SUDA serves a written claim on the Bank in accordance with clause 11 of this Guarantee, on or before ………………….. (indicate date corresponding to 210 days from the Proposal due date). 15. Capitalized terms used but not defined herein shall have the meanings given to them in the RFP.
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Signed and Delivered by…………………Bank By the hand of Mr./Ms. …………….. its …………… and authorised official. (Signature of the Authorised Signatory) (Official Seal)