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RFP for Selection of Managed Service Provider for OMR
based Examination for Maharashtra State Council of
Examination, Pune
Tender Reference No
Date of Issue
Due Date
Name & Address of the Tenderer
Directorate, Maharashtra State Council of Examination, GoM, Pune
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I. Disclaimer
All information contained in this Request for Proposal (RFP) provided/ clarified are in the good
interest and faith. This is not an agreement and this is not an offer or invitation to enter into
an agreement of any kind with any party.
Though adequate care has been taken in the presentation of this RFP document, the interested bidders shall satisfy themselves that the document is complete in all respects. The information published in this document is not intended to be exhaustive. Interested Bidders are required to make their own enquiries and assumptions wherever required. Intimation of discrepancy, if any, should be given in desired format to the specified office immediately. If no intimation is received by this office by the date mentioned in the document, it shall be deemed that the RFP document is complete in all respects and firms submitting their bids are satisfied that the RFP document is complete in all respects. Department reserves the right to reject any or all of the applications submitted in response to this RFP document at any stage without assigning any reasons whatsoever. Department also reserves right to withhold or withdraw the process at any stage with intimation to all who have submitted their bids in response to this RFP. Department reserves the right to change/ modify/ amend any or all of the provisions of this RFP document without assigning any reason. Any such change would be communicated to the bidders by posting it on the e-Tendering Portal of Govt. of Maharashtra Neither Department nor their employees and associates will have any liability to any prospective respondent interested to apply or any other person under the law of contract to the principles or resolution or unjust enrichment or otherwise for any loss, expense or damage which may raise from or be incurred or suffered in connection with anything contained in this RFP document, any matter deemed to form part of this RFP document, the award of the Assignment, the information and any other information supplied by or on behalf of Department or their employees and Prime Bidder/Consortiums or otherwise arising in any way from the selection process for the Assignment. Information provided in this document or imparted to any respondent as part of RFP process
is confidential to Department and shall not be used by the respondent for any other purpose,
distributed to, or shared with any other person or organization.
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II. Definitions a. “MSCE / MSCE Pune / Department” means Maharashtra State Council of Examination, Pune or
School Education & Sports Department, Mumbai
b. “MSP” means Managed Service Provider or the successful bidder who gets finally appointed for
executing the project
c. “TET” means Teacher’s Eligibility Test
d. “Proposals” means proposals submitted by bidders in response to the RFP issued by MSCE for
selection of firm/company/agency/MSP
e. “Competent Authority” means the Commissioner, Maharashtra State Council of Examinations
f. “Contract” means the Contract signed by the parties along with the entire documentation
specified in the RFP
g. “Contract Price” means the price payable to the firm/company/agency/MSP under the contract
for the complete and proper performance of its contractual obligations
h. “Day” means Working day
i. “Effective date” means the date on which the contract comes into force and effect
j. “Government” means State Government of Maharashtra
k. “Personnel / Resources / Manpower” means professional and support staff provided by the
agency and assigned to perform services to execute an assignment and any part thereof
l. “Services” means the work to be performed by the MSP pursuant to the selection by MSCE and to
the contract to be signed by the parties in pursuance of any specific assignment awarded to them
by MSCE
m. The “Bid Document” and “Tender Document” are the same.
n. The “Bidder” means the firm/agency bidding for the tender
o. “Vendor / Selected bidder / Agency / MSP / Successful bidder means the bidder selected post the
RFP evaluation process to perform the obligations mentioned in the scope of work
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III. Notice Details
Tender Reference RFP for Selection of Managed Service Provider for OMR
based Examination for Maharashtra State Council of
Examination, Pune
Title of Work Design, Development of Offline exam software and
provide the services for examination including printing
of Carbonless OMR sheets, printing of question
papers, packing & delivering carbonless OMR sheet,
question papers, OMR sheet scanning, result
processing and declaration.
Tender Fee INR 30,000 (Rupees Thirty Thousand only)
Earnest Money Deposit (EMD) INR 25,00,000 (Rupees Twenty-Five Lakh only)
Download of e-tender forms From 03 April 2017 , Time: 16:00 HRS
Bid Validity Period 180 days from the date of opening of commercial bids
Tender Publish Date & Time 03 April 2017 at 16:00 HRS
Pre Bid Meeting Date and Time 18 April 2017 at 11:00 HRS
Venue for Pre-Bid Meeting Maharashtra State Council of Examination (MSCE),
Pune -411001
Last Date and Time for Submission
of Bids
25 April 2017 at 15:00 HRS
Opening of Pre-Qualification Bids 26 April 2017 at 15:00 HRS
Opening of Technical Bids 26 April 2017 at 15:00 HRS
Technical presentation by
Qualified Bidders
To be Informed Later
Commercial Bid opening Date &
Time
To be Informed Later
Contact Person for queries Mr. Pravin Gaikwad – Superintendent
Cell no - +91 9420089403
Official Email ID [email protected]
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Contents I. Disclaimer .................................................................................................................................. 2
II. Definitions ................................................................................................................................. 3
III. Notice Details ........................................................................................................................ 4
1 Introduction .............................................................................................................................. 8
1.1 Maharashtra State Council for Examination........................................................................ 8
1.2 Project Description ............................................................................................................. 8
1.2.1 Project Brief ............................................................................................................... 8
1.2.2 Project Objectives .................................................................................................... 11
2 Scope of work .......................................................................................................................... 12
2.1 Detailed Scope of Work .................................................................................................... 12
2.1.1 Component 1............................................................................................................ 12
2.1.2 Component 2............................................................................................................ 18
2.1.3 Component 3............................................................................................................ 23
2.1.4 Component 4............................................................................................................ 24
2.1.5 Component 5............................................................................................................ 25
2.1.6 Component 6............................................................................................................ 25
2.1.7 Component 7............................................................................................................ 26
2.1.8 Component 8............................................................................................................ 28
2.1.9 Component 9............................................................................................................ 28
2.1.10 Component 10.......................................................................................................... 29
2.1.11 Component 11.......................................................................................................... 29
2.1.12 Component 12.......................................................................................................... 29
2.1.13 Component 13.......................................................................................................... 30
3 Project & Payment Schedule .................................................................................................... 31
3.1 Project Timeline ............................................................................................................... 31
3.2 Payment Schedule ............................................................................................................ 32
4 Qualification of Bidder ............................................................................................................. 34
4.1 Pre-Qualification Criteria .................................................................................................. 34
4.2 Consortium ...................................................................................................................... 35
5 Instruction to Bidder ................................................................................................................ 37
5.1 Information to Bidders ..................................................................................................... 37
5.2 Technical Proposal ........................................................................................................... 38
5.3 Commercial Proposal ....................................................................................................... 38
5.4 Bid evaluation .................................................................................................................. 39
5.4.1 Preliminary Examination ........................................................................................... 39
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5.4.2 Technical Evaluation ................................................................................................. 40
5.4.3 Opening & Evaluation of Commercial bids ................................................................ 44
5.5 Selection of Bidder ........................................................................................................... 44
5.6 Other Key points for bidders consideration ...................................................................... 45
5.7 Earnest Money Deposit .................................................................................................... 46
5.8 Pre-bid meeting ............................................................................................................... 46
5.9 Departments’ right to terminate the tendering process.................................................... 47
5.10 Notification of Award ....................................................................................................... 47
5.11 Right to vary activities at the time of award ..................................................................... 47
5.12 Award of Contract ............................................................................................................ 47
5.13 Signing of Contract ........................................................................................................... 47
5.14 Confidentiality of the document ....................................................................................... 48
5.15 Tender related Conditions ................................................................................................ 48
5.16 Rejection Criteria ............................................................................................................. 48
5.16.1 General rejection criteria .......................................................................................... 48
5.16.2 Technical rejection criteria ....................................................................................... 48
5.16.3 Commercial rejection criteria ................................................................................... 49
5.17 Language of Bid ................................................................................................................ 49
5.18 Authorised Signatory on behalf of the bidder ................................................................... 49
5.19 Bid validity ....................................................................................................................... 49
5.20 Right to terminate the Bid ................................................................................................ 49
5.21 Failure to abide by the agreement.................................................................................... 49
5.22 Role of Department .......................................................................................................... 49
5.23 Role of Managed Service Provider .................................................................................... 50
5.24 Applicable Law ................................................................................................................. 51
5.25 Termination ..................................................................................................................... 51
5.25.1 Termination for Default ............................................................................................ 51
5.25.2 Termination for Convenience ................................................................................... 51
5.25.3 Termination for Insolvency ....................................................................................... 51
5.26 Corrupt or fraudulent practices ........................................................................................ 51
5.27 Data Protection ................................................................................................................ 52
5.28 Confidentiality.................................................................................................................. 52
5.29 Departments’ right to change exam conducting process .................................................. 52
5.30 Force Majeure .................................................................................................................. 52
5.31 Resolution of Disputes ..................................................................................................... 53
5.32 Taxes & duties .................................................................................................................. 54
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5.33 General Conditions........................................................................................................... 54
5.34 Notices ............................................................................................................................. 54
5.35 Exit management or Transition ........................................................................................ 54
5.36 Binding Clause .................................................................................................................. 55
5.37 Change Orders ................................................................................................................. 55
5.38 Assignments ..................................................................................................................... 55
5.39 Intellectual Property Rights .............................................................................................. 55
6 Service Level Agreement .......................................................................................................... 57
6.1 SLA Monitoring ................................................................................................................ 57
6.2 Service Level Standards for Offline OMR based of Examination ........................................ 57
6.3 Service Level Standards for Offline mode of Examination ................................................. 58
7 Annexures ............................................................................................................................... 59
7.1 Annexure 1: Request for clarification form ....................................................................... 59
7.2 Annexure 2: Bid covering letter ........................................................................................ 61
7.3 Annexure 3: Bidder’s Form ............................................................................................... 62
7.4 Annexure 4: Pre-qualification form................................................................................... 65
7.5 Annexure 5: Technical bid covering letter ......................................................................... 66
7.6 Annexure 6 Performance Bank Guarantee format ............................................................ 68
7.7 Annexure 7: Format for Power of Attorney for Lead Member of Consortium .................... 70
7.8 Annexure 8: Format for Commercial bid ........................................................................... 72
7.9 Annexure 9: Format for bidder’s authorization letter ....................................................... 74
7.10 Annexure 10: Self-declaration of Non-black listing............................................................ 75
7.11 Annexure 11: Certificate of Conformity ............................................................................ 76
7.12 Annexure 12: Non-disclosure Agreement ......................................................................... 77
7.13 Annexure 13: Undertaking for 2,00,000 seats for Offline OMR based Examination ........... 81
7.14 Annexure 14: Declaration of Unconditional Bidding Documents ....................................... 82
7.15 Annexure 15: Guidelines to Vendors on the operations of Electronic Tender Management
System of Government of Maharashtra on http://maharashtra.etenders.in ................................ 83
7.16 Annexure 16: Format for Bank Guarantee for Earnest Money Deposit (EMD) ................... 87
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1 Introduction
1.1 Maharashtra State Council for Examination Maharashtra State Council of Examination (MSCE), Pune also known as Pariksha Parishad is
an autonomous body under School Education & Sports Department, Government of
Maharashtra. MSCE is responsible for conducting various tests and examinations related to
recruitment of teachers, Typing Certifications, Student Scholarship Examinations, etc. The
examinations are currently being conducted in an offline mode and MSCE plans to conduct all
such examinations through an OMR based mechanism.
A broad level introduction of examinations conducted by MSCE are mentioned below:
1. Techer’s Eligibility Test: Teacher Eligibility Test known as TET is a State entrance
examination for teachers. The test is mandatory for getting teaching jobs in any recognized school from Class 1 to Class 8. Paper 1 is meant for teachers opting for Class 1 to Class 5 and Paper 2 for Class 6 to Class 8. Government of Maharashtra is planning to adopt a two stage approach wherein the candidates who clear the TET shall have to go through an additional round of examination.
2. Aptitude Test: The proposed second stage of the examination intends to test the general aptitude of the candidates aspiring for a teacher’s role.
3. Typing Certification Examination (DTP): This exam is mainly to test and provide certifications with regards to the data typing speed and accuracy of the candidate.
4. Exam for Cluster head: This exam is conducted for promotion within the department and depends purely on the availability of vacancy. This will be the first instance that such an examination will be conducted and the department is expecting to receive around one lakh applications as against the vacancy of approximately 4,000 posts.
5. Scholarship Examination: Examinations for scholarship schemes like NTS, National Means cum Merit Scholarship (NMMS), Middle School Scholarship (MSS) scheme and High School Scholarship (HSS) scheme.
1.2 Project Description
1.2.1 Project Brief Maharashtra State Council of Examination (MSCE), Pune also known as Pariksha Parishad is
an autonomous body under School Education & Sports Department, Government of
Maharashtra. MSCE is responsible for conducting various tests and examinations related to
recruitment of teachers, Typing Certifications, Student Scholarship Examinations, etc. The
examinations broadly are being conducted through a pen and paper based or an OMR based
methods and the MSCE plans to conduct all the examinations through any of the following
mechanisms:
1. Offline Tests (Pen and Paper Based tests)
The following table indicates the examinations / tests that are planned to be made online in
the near future. The table also provides the estimated number of applicants that might
participate in these examinations:
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Sr. No.
Examination Estimated Number of Applicants
Existing Mode of Examination
Proposed method of Exam
1. Recruitment of Cluster Heads
1 Lakh to 1.5 Lakhs Pen and Paper based
OMR Based
2. Typing Certifications (GCC-TBC)
4.5 Lakhs Computer Based Offline
Online/offline
3. TET (Class 1 to 8) 5 Lakhs Pen and Paper based
OMR Based
4. Aptitude Test Post TET (Class 1 to 8)
2 to 3 % of TET participants
NA OMR / Online
5. General Aptitude Test for class 9 to 12th
1 to 1.5 Lakh NA OMR/Online
6. NTS 76 Thousand OMR Based OMR Based
7. NMMS 84 Thousand OMR Based OMR Based
8. PUP 9.5 lakhs OMR Based OMR Based
9. PSS 6.6 Lakhs OMR Based OMR Based
10. Other Examinations 2 Lakhs OMR Based OMR Based
Types of Exams being conducted: A brief introduction of the proposed methodology for
conducting of examinations / tests conducted by MSCE is given in the below section:
Techer’s Eligibility Test: Teacher Eligibility Test known as TET is a State entrance
examination for teachers. The test is mandatory for getting teaching jobs in any
recognized school from Class 1 to Class 8. Paper 1 is meant for teachers opting for Class
1 to Class 5 and Paper 2 for Class 6 to Class 8.
Government of Maharashtra is planning to adopt a two stage approach wherein the
candidates who clear the TET shall have to go through an additional round of
examination. The proposed second stage of the examination intends to test the general
aptitude of the candidates aspiring for a teacher’s role.
The MSCE envisages to conduct the TET examinations through an OMR based
mechanism henceforth. However, to begin with the MSCE wants to have both options
viz., online as well as pen and paper based mechanisms for conducting of TET.
Aptitude Test for Teachers Clearing TET: In case of Aptitude tests for Teacher clearing
TET Cut-off, the MSCE wants to implement an appointment based mechanism wherein
the teachers who are able to clear the TET cut-off marks will be able to register for an
aptitude test and get an appointment to visit any of the Test centres organized by the
MSP for writing the tests. All such tests are proposed to be conducted in an Offline OMR
based test format.
General Aptitude Test for Teachers of Class 9th to 12th: In case a candidate is applying
for a job of a teacher for class 9th to 12th, he / she shall have to undergo an aptitude test
that will be organized by the Department periodically around the year. In such cases the
candidates shall have to register and write the examination as per the declared
examination schedule. This General aptitude test shall be conducted in an Ofline
manner.
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Aptitude Test for Centre Head Selection: This exam is conducted for promotion within
the department and depends purely on the availability of vacancy. This will be the first
instance that such an examination will be conducted and the department is expecting
to receive around one lakh applications as against the vacancy of approximately 4,000
posts. This test is proposed to be conducted in a pen and paper based methodology.
Typing Certification Examination (GCC-TBC): This exam is mainly to test and provide
certifications with regards to the data typing speed and accuracy of the candidate. The
MSCE proposes to conduct these kind of tests in a computer based test environment
wherein the MSP shall have to organize a lab environment with the items listed in the
scope for successfully conducting the examination. This exam shall take place in
multiple frequencies around the year
Scholarship: Various Examinations like National talent Search (NTS), NMMS , PUP,MTS,
PSS are conducted annually to check out the brilliancy of the candidates and provide
them scholarship for future studies.
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1.2.2 Project Objectives The core objectives of the project are to hire a Managed Service Provider for the
implementing the following
a) Automation of entire examination process with minimum human interference
b) Achieve better transparency and accountability in exam process operations
c) To implement computer based examination management system that shall automate
activities carried out during Pre-Examination, Examination and Post-Examination Phases.
d) To provide infrastructure with Computer and Internet Facilities to operate as
examination centres during various examinations.
e) To support the department in digitizing question banks and examination questions in
multiple languages.
f) To integrate Computer based examination management system with legacy applications
like SARAL.
g) Electronic security and control of confidential data
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2 Scope of work The examinations mentioned in project brief section 1.2.1 are currently being conducted
mostly in an offline mode by MSCE and MSCE plans to conduct all such examinations through
any of the Online, offline or a combination of online and Offline mechanisms. Candidates
will be given an option to choose their preference for appearing for examinations.
A. Components Included in Offline Mode of Examinations
Sr.No Components Offline mode
1. Development of Offline Exam Software Yes
2. Printing of OMR Sheets Yes
3. Printing of Question papers Yes
4. Packing and Delivering OMR Sheets Yes
5. Packing and Delivering of Question papers Yes
6. OMR Sheet Scanning Yes
7. Result processing and generation Yes
8. Declaration of Results on web portal Yes
2.1 Detailed Scope of Work
2.1.1 Component 1
Integration with Developed Web portal for Offline mode of Examination for
facilitating registrations, fee payments, issuance of Admit card, Linkage of
Aadhaar card with the candidate registration, Test centre Allocation.
A comprehensive web portal will have to be developed to connect the candidate with
MSCE for all the services. The portal will allow all the candidates to register, apply, make
payment, download test admit cards, linkage of candidates Aadhaar card number with
test application etc. Thus the quality and a comprehensive set of features will facilitate
the candidates substantially. Successful bidder will be required to consolidate all the
expectations of stakeholders and develop a robust framework Application Receiving
portal. This framework will first be approved by MSCE or School, Education and Sports
Department, than the portal designing, development, content aggregation, etc. activities
will be performed by Successful bidder.
The Portal should be developed on a robust content management framework having
comprehensive set of security, compatibility and scalability features. Following are the
key components (but not limited to) of the web portal:
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2.1.1.1 Exam Details and Syllabus
Sr.No. Requirements
1. The portal shall provide detailed information of MAHATET, Aptitude test, recruitment of cluster heads and typing certifications conducted by Parikshaa Parishad or MSCE.
2. The detailed information shall include the indicative list mentioned below: a) Framework of Offline exam
b) Syllabus
c) References
d) Exam Notice
e) Exam Manual f) Eligibility
g) Number of attempts
h) Procedures
3. All the above mentioned information shall be displayed in form of Static pages. 4. Web portal shall display the information in English, Marathi languages
5. Web portal shall have a provision to update the information using content management system.
6. Eligibility criteria for both the exams should be mentioned in structured format so that the candidates can easily browse through as per their qualification or eligibility credentials.
7. MAHATET has two Papers, Paper I and Paper II. There are five subjects in Paper I whereas Paper II has four subjects.
8. The number of questions and the allotted time shall be decided as per the appropriate Government Resolution of the Department.
9. Web portal should capture details of national Achievement Test, Scholarship Examination (National Talent Search [NTS], National means cum Merit Scholarship, Middle School Scholarship [MSS Scheme] and High School Scholarship [HSS Scheme] and other examinations
10. Details of Aptitude test shall be shared with successful bidder by the department once he is on board.
2.1.1.2 Candidate registration and Online Payment
Sr.No. Requirements
1. Web portal shall have a provision to register candidates themselves only if candidate has a valid Aadhar card.
2. Web portal shall capture following indicative list of fields from candidate while registration:
1. First Name 2. Middle Name 3. Last Name 4. Date of Birth 5. SSC certificate number 6. Permanent Address 7. Village / Taluka 8. City
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9. District 10. Mobile Number 11. Email id 12. Is domicile of Maharashtra 13. Gender 14. Caste category 15. Cast certificate date 16. Is differentially abled? 17. Is writer required? 18. Exams to apply 19. Optional Subject 20. Language Subject 21. Medium of answer 22. Education Qualification 23. Marks obtained in HSC 24. Marks obtained in SSC 25. Degree (Other than Education) 26. Is D.Ed. or B.Ed.? 27. District of Exam Centre 28. Photo Identification 29. Aadhaar Number 30. Bank Account Details
3. The registration page of portal should have provision to do following : 1. Generate Application ID and default password that shall be the login id. 2. Mobile number registration with OTP based authentication only for TET and
Aptitude Examination. 3. Email id verification 4. Auto save / Save as draft
5. eKYC while making Aadhaar mandatory
4. The portal shall display a calendar to capture date of birth in the form of mm-dd-yyyy. Candidate shall not be asked to enter his\her date of birth manually.
5. The portal shall have the provision to capture SSC certificate number and should support alpha numeric characters as well.
6. Portal should have a drop down box for capturing Village, Taluka, district, gender and caste category.
7. A validation check should be present in the portal for mobile number and email id
8. Whether differently abled should be answered in Yes or no via drop-down box
9. Portal should display the options to candidate whether to take examination in Offline mode.
10. Portal should display the option of having a writer only if the candidate is differently abled.
11. Portal should provide a list of option of standard or class through drop down box to candidates
12. List of optional subject should get displayed as per the response selected in previous question
13. Portal shall display an option to select language 1 and language 2 using drop down list
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14. Candidate should have an option to select medium of answer.
15. Portal shall have a provision to capture marks of candidate in HSC , degree , professional qualification, diploma etc.
16. Portal should have a facility to select district as examination centre
17. Portal shall have a facility to upload any of the document mentioned below as photo identification:
a) Aadhaar b) PAN Card c) Driving License d) Voter ID e) Scan Signature
18. Portal shall have a provision of paying examination fees online through an online payment gateway which include Internet banking, debit cards, Credit Cards, UPI and Major wallets. It should be integrated with reputed private or public sector bank or as per mutual discussion between MSCE and Agency
19. Portal should have a functionality to preview the form filled by the applicant before submitting. Form once submitted shall not be edited in any condition.
20. Portal should have a functionality to generate a pdf document of the form in a printable format.
21. Application process shall be considered as complete only if the payment is done.
22. An automated acknowledge slip should be generated giving the details submitted and the payment made. This should be downloadable in pdf format.
23. Portal should have provision to allow candidate to appear for the TET examination only once in a year and all the registration of the candidates should be integrated with his/her Aadhar details.
24. Portal should allow the candidate to register himself/herself only if he/she has cleared the TET Examination. Same login should be used by the candidates as per TET registration.
25. Portal should also have a provision to link Aadhaar card details with the application of candidates.
26. Portal shall have provision to capture the registration databased in the encrypted manner in the database system (hosted in MSCE environment). Such database shall not be accessible to the MSP personnel
27. The encrypted registration data captured in the database shall be decrypted by the respective candidate and the authorised representatives of the MSCE. The respective candidate shall use the credentials to decrypt the data.
28. The authorised representatives of MSCE should be able to decrypt the data using the digital signature or the relevant security token
2.1.1.3 Test Center Allocation
Sr. No.
Requirements
1. Portal or system should have a provision for registering all test centres or schools identified by MSCE with details like location, seating capacity, number of classrooms/hall, facilities, number of teachers, contact number, Google map location, etc.
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2. System should allow to register all the online centres available for selection that have been identified and booked by the MSP for the examination. The candidates and other users should be able to identify and locate the test centre on the Google Map.
3. System should also have a provision to allow school teachers or officials to register as duty personnel like exam co-ordinators, observers or invigilators etc.
4. System should have a functionality to create new category of duty personnel
5. System should allot a test centre to the applicants based on various rules provided by the MSCE.
6. System should allow MSCE or school authorities to change the test centre of a candidate on his/her request. This can be done only if the admit card is not generated
7. System should provide dedicated interface for selecting test centres and duty personnel for each exam
8. System should have a dedicated interface for creating budget heads/bank accounts and budgeting for each exam being conducted
9. System should have a dedicated interface for recording the inventory of question papers, answer sheets and other material to be supplied to each test centre
10. System should have a provision to maintain transportation record of material that is being sent to test centres along with printing challan and receipt for destination location
11. System should also generate detailed test centre plan or reports
12. After application submission, system should store it in secured repository with time stamp.
13. Portal shall have a functionality to allocate a centre based on the preference selected by the candidate during the time of registration.
14. Portal should not allow the candidate to change the centre once it has been allocated to the candidate.
2.1.1.4 Admit Card Generation
Sr. No.
Requirements
1. Portal must have the functionality which will allow department users to scrutinize the documents uploaded by candidates.
2. Portal shall have the provision to send SMS and email to registered mobile and email id of the candidates once their admit card has been generated.
3. Candidates should be allowed to download and print their respective admit cards after signing in the application. Admit card should appear in their respective logins.
4. Candidates should be allowed to download and print their respective admit cards after signing in the application. Admit card should appear in their respective logins.
5. Admit cards generated shall have photo and signature of the candidate which he/she has uploaded during registration.
6. Format for the admit card will be provided to the successful bidder during the development of application
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2.1.1.5 Infrastructure Requirement for Candidate Facilitation
Sr.No Requirements
1. Exam centre should have direction signage, verification instructions, exam hall reference codes, seat numbers, etc. properly displayed at appropriate locations
2. Centre should provide rough pads, eraser, one pencil and sharpener for candidate use during exam.
3. Centre should have a facility to collect candidate’s electronic devices before the start of examination.
4. No candidate should be allowed to appear for exam with any electronic gadgets
5. Parikshaa Parishad will provide required number of staff for invigilation and document verification
6. Each exam centre should have one Invigilation Supervisor. If candidates are more than 100 for a centre, there should an additional supervisor for each additional 100 Candidates
7. Invigilation supervisor shall be provided by Parikshaa Parishad
2.1.1.6 Infrastructure Requirement for Exam Conduct & Support
Successful bidder shall plan, arrange and manage all the required resources on the day of
examination at all exam centres. Following are the activities but not limited to for successful
bidder for conduct of examination:
Sr. No Requirements
1. Provide comprehensive telephonic help desk support for candidates before and after examination
2. To prepare and display instructions, directions, signage, etc. on exam centre to facilitate candidates
3. Provide manpower at each exam centre to validate candidate identity by examining eligibility credentials as per guidelines provided by Parikshaa Parishad.
4. Candidate with valid hall ticket shall only be allowed into exam hall and exam centre staff should assist all the Candidate to locate Exam Terminal
5. MSP will arrange frisking of candidates at examination centre to disallow any electronic gadgets, pen, paper (other than admit card), bag, purse (Except wallet) etc. as per the defined standards
6. Deployment of invigilators in different halls of exam centre should be done by system application on random basis whereas list of invigilators to be deployed in exam centres shall be provided by Parikshaa Parishad
7. Invigilators will also prepare attendance sheet and will take signature and biometric details (thump impression) of each candidate appeared in exam. On capturing the Aadhaar number and thumb impression, entire Aadhaar details of the candidate should get populated. The details thus captured shall be stored in database for ever and shall be handed over to Department or MSCE as when requested
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8. MSP shall not disclose any information of the candidates or department to any other third party or company
9. MSP should provide CCTV surveillance on all exam centres. If bandwidth is not adequate, the CCTV feeds will be exported in USB Drive and submitted in Computer Based Exam Control centre for uploading into central server
2.1.1.7 Development of MIS Dashboards
Application thus developed shall have a MIS module which help MSCE in knowing the details
of exams being conducted. Below highlights indicative list of reports that shall be available in
the application:
Sr. No. Requirements
1. System should have a reporting module which shall be capable of generating various reports
2. System should be able to generate following indicative list of reports: Total registration Gender/ caste based reports Valid registration Fee confirmation details Location wise reports Test centre List of invigilators or observers appointed to a particular centre Number of students appeared for exam (year wise) (live report while the
exam is going on) Number of students passed and failed
3. These reports shall be visible to MSCE officials only
2.1.2 Component 2
Conduction of Offline Exam
As per the requirement of MSCE some of the exams will have to be conducted in offline (Pen and
paper based) method. All such offline examinations will have to be carried through an OMR based
mechanism since the exams would be objective type in nature. The following Exams are being
conducted in Offline mode currently by the MSCE. MSCE plans to conduct all such examinations
through an Offline mechanism.
Since, all examinations are objective type examinations, the some volume of examination will be done
through pen and paper based OMR mechanism.
The following table indicates the examinations / tests that are planned to be made offline in
the near future. The table also provides the estimated number of applicants that might
participate in these examinations
S. No. Name of
Examination
No of exam
papers
Number of
applicants
last year
OMR
sheets
scanned
Periodicity
of the
Examination
Month of
conduction
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1. NTS 3 75904 227712 Annual November
2. NMMS 2 84090 168180 Annual November
3. PUPS 2 929376 1858752 Annual February
4. PSS 2 668849 1337698 Annual February
5. Other
Examinations
1 (each) 200000
(approx.)
200000
(approx.)
Annual April – October
6. TET 1 500000 500000 Annual Dates to be
provided by MSCE
Following are the list of scope for conducting OMR based offline examination:
2.1.2.1 Printing of OMR Sheets
MSP shall be responsible for printing of blank OMR & attendance sheets and scanning of
filled OMR answer sheets. MSP shall be required to print a buffer OMR sheets to the tune of
10% of the original number of applicants. The following are some general rules to be followed
Sr.No. Requirements
1. Use of “maplitho” grade paper white color (110 GSM)
2. Time Tracker to be accurately printed on all the pages and the format should be same across all pages printed
3. Space for pasting barcode on OMR
4. Provision to capture Question paper series (If any) and version in OMR 5. The Audit Trail Log report should be maintained and the same should be provided
to the department as and when required.
6. Provision to capture Candidate Name, roll number, center code, question paper code etc. in discussion with MSCE
7. Provision to capture Invigilator and candidate signature
8. Every OMR sheet should have an unique sheet number
9. MSP has to follow all the best practices to print a quality OMR sheet
10. MSP has to incorporate all the security feature to make OMR sheet more secure by using invisible ink printing can be seen through UV Rays and Carbonless Sheet
11. MSP should provide 3 sets of identical barcodes along with each OMR sheet
12. The barcodes should be used on the question paper, OMR answer sheet and the attendance sheet of the candidate respectively
2.1.2.2 Printing of Question Papers
MSP shall be responsible for printing of “Question Paper” for conducting an exam. MSP shall
be required to print a buffer question paper to the tune of intend given by MSCE 10% of the
original number of applicants. The following are some general rules to be followed.
Sr.No. Requirements
1. The question paper booklet can be 04, 08, 16, 24, 32, etc. pages respectively.
2. Use of “maplitho” grade paper white color (70 GSM)
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3. Space for printing barcode on Question Paper. Every Question paper should be barcoded.
4. Provision for space to write OMR sheet number
5. MSP has to follow all the best practices to print a quality question paper including but not limited to quality printing, readability and review of the printed copies with original master print.
6. Every Question paper should have unique serial number
2.1.2.3 Post Examination Activities
The Bidder is required to address queries of candidates for a period of one month post the
publication of result. The system developed by the bidder should have a dedicated
mechanism to handle post examination queries related to (but not limited to) re-evaluation,
re-totaling and questions marked as non-evaluative.
After successfully addressing all queries related to a particular examination the Bidder will
make electronic copies of the final result on hard disks and will submit the same to MSCE for
its record keeping. Under no circumstances will the bidder be allowed to transmit or retain
parts or whole of the results of the candidates during the course of the examination or after
the completion of the examination.
The bidder will also print and supply commendation / participation certificates (as applicable)
for distribution among the candidates who appeared for the examination. It is only after the
successful completion of all these activities that a transaction would be deemed to be
completed.
2.1.2.4 Scanning of OMR Answer Sheets
MSP shall be responsible for scanning of filled OMR answer sheets. After conducting exams
successfully in various Test Centers, MSCE will receive Answer Sheets. Scanning of OMR
sheets will be done by MSP in close supervision of official’s or authorities appointed by MSCE.
MSP shall scan OMR sheets at the MSCE office in Pune. The complete secrecy shall be maintained
in the scanning room including the CCTV surveillance & monitoring of the scanning work. OMR Sheet
scanners generate a simple text files (.DAT File) that comprises candidate roll number,
question paper reference code, question number, answer choice code, etc.
Sr. No.
Requirements
1. The Agency shall scan the present candidate OMR answer sheet with high speed OMR / ICR / OCR scanner machine. The agency shall arrange required Scanner.
2. The Scanner should have minimum speed of scanning 60 OMR sheets per minute.
3. The agency has to start scanning of OMR sheets on the same day of the receipt of filled OMR sheets as per the schedule and instructions provided by the MSCE and agency shall report MSCE for missing /misplaced OMR sheets.
4. System should have a dedicated interface to automate OMR scanning function. This interface should be accessible only after PKI based authentication and log should be maintained for each and every action performed using this interface.
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5. After authentication, the system should provide an interface for loading both (High and Low resolution) the text files (.dat files) from server under respective exam event and create hash codes of both the files. These hash codes will automatically be stored in a secured repository.
6. System should convert the text files in data sets of predefined format and
compare each answer and each candidate to identify discrepancies.
7. In case of discrepancies, the system should update the log with discrepancies and provide an interface for manual feeding mismatch values. Manually fed values should be recorded in log properly. Manual feed should be enabled only for those questions/answers where mismatch is found. Rest of the questions/answers should remain disabled.
8. After completion of manual feeding, the system should again generate hash codes of final records and store in secured repository.
9. System should also encrypt final records using public key of appropriate authority, so that it cannot be accessed without permission of appropriated authority.
10. Post evaluation, under the scrutiny of an MSCE official, the MSP should scan the barcodes on the OMR answer sheets and attendance sheets and should match the results of all candidates
11. The complete secrecy shall be maintained in the scanning room including the CCTV surveillance & monitoring of the scanning work
2.1.2.5 Process to be followed at Scanning Center
Sr.No Requirements
1. Scanning center will receive the sealed envelopes containing OMR and attendance sheets from various exam centers
2. These envelopes will be opened in the presence of an official from MSCE and its signature will be required to open the same
3. OMR answer sheets & attendance sheets will be unpacked, counted, scanned, re-counted and then re-packed
4. Attendance sheets will be handed over to the MSCE official
5. Any count mismatch should be recorded and suitable exceptions shall be raised by MSP to higher officials of MSCE
6. Entire scanning process should be carried out in secured premises of MSCE with biometric access control and CCTV’s. Agency shall arrange biometric access control
7. No unauthorized person shall be allowed to enter in the premises where scanning is being conducted without prior approval of MSCE. Authorized person should have the identity of selected vendor.
8. Post scanning, the MSP should match the Serial number on the attendance sheets and the serial number on answer sheets and accordingly MSP should evaluate the result for each candidate
9. A copy of the scan data should be handover to MSCE with seal.
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2.1.2.6 Preparation of Results
MSP prepares result by matching answers with the Answer Key provided by MSCE. After
preparing result, MSP uploads result on the website. Results processing should be carried out
in MSCE premises with biometric access control and CCTVs. Results should be shared only to
authorized representative through secured channel. The system should have following
features to automate this process:
Sr.No. Requirements
1. System should provide a dedicated interface for recording Answer Key. This interface should be accessible only after PKI based authentication.
2. After recording Answer Key, system should automatically crate a hash coded of Answer Key record and store the same in secured repository.
3. System should also encrypt Answer Key values using public key of appropriate authority, so that it cannot be accessed without permission of appropriate authority.
4. System should provide a dedicated interface to initiate the process of matching
Answer records of each candidate with Answer key for result preparation. This
interface should also be accessible only after proper PKI based authentication.
5. After matching Answer records of each candidate with Answer key, the system should prepare result dataset. Hash code of result dataset should immediately be generated by system and stored in secured repository.
6. System should also provide a web interface for publishing result on the Website.
7. System should send an email and SMS alerts to all the candidates immediately after publishing the result on website
8. System should also generate analytical reports after result publication
9. Vendor should provide sample result for manual verification to MSCE. After verification if there is no difference in manual & computerised then vendor will have the permission to execute the result process.
10. MSP shall provide the Result certificate and mark sheet in prescribed format given by the MSCE. In case of TET examination, the result certificate cum mark sheet should have the QR code facility.
2.1.2.7 Key Requirements for Printing of Carbonless OMR Answer and Attendance Sheets
Though the design of the OMR answer sheets and attendance sheets would be provided by
MSCE at a later stage, the following are some general rules to be followed:
Sr.No Requirements
1. A4 size plain paper for Attendance sheet and “maplitho” grade paper white color (60 GSM) should be used for Carbonless OMR answer sheet.
2. The information filled on the main OMR sheet shall replicate on the Carbonless OMR sheet
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2.1.2.8 Packaging, Delivery & Transportation of Question Papers /OMR Sheets
Sr.No. Requirements
1. Each Question Paper Booklet and OMR Sheets have to be packed and sealed in
PVC bags with security tape by the agency
2. PVC bag or gunny box of Question Paper booklets to be packed in Temper evident
PVC Bag of fine quality with one Steel Cutter to be fixed on each Bag with Cello
Tape.
3. The agency shall paste the sticker showcasing the information regarding District
Name, Center Name, Block number, No. of question booklets & details of serial
numbering etc., provided by MSCE, on each of the temper evident PVC bag
4. Such Center wise Temper evident PVC bags should be packed block wise in Ply
Corrugated box (showcasing District Name, Center Name, No. of question booklets
& details of serial numbering etc.) by the agency
5. The agency should have to prepare the packing memo according to the details
given by the MSCE, Pune
6. The agency shall deliver such ready corrugated boxes of question paper at various
districts in the presence of the security officials, as per instruction of MSCE, Pune
7. The agency shall deliver such ready corrugated boxes of question paper booklets
on time & place as decided by the MSCE, before the date of the examination
8. The agency has to provide the transportation of printed examination material to
the respective District centers/ block/Center as desired in a secured atmosphere
with GPS tracking system to ensure successful conduction of examination
2.1.3 Component 3
Requirements for software testing and quality assurance for Offline Mode of
Examination.
1. Testing must demonstrate that the new system:
a) Satisfy the technical performance requirements and system functional
requirements
b) Perform according to detailed functional requirements
c) Meet the basic system concepts
d) Satisfy the operational and technical performance criteria
e) Provide right information to each user group or provide the efficient system
navigation to process various queries or process transactions
2. Successful bidder shall undertake following indicative list of activities
a) Outline a methodology to be used for system testing and submit to Parikshaa
Parishad
b) Prepare a system testing document and submit to Parikshaa Parishad
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c) Define various levels or types of testing that will be performed for the system
d) Provide necessary checklist / documentation that will be required for testing the
system.
e) Provide description of how the testing methodology will confirm to requirements
of each functionalities
2.1.3.1 List of system test to be conducted
Following are the indicative list of tests that shall be conducted onto system by successful
bidder before the system GO-LIVE:
1. Unit test: Each module or component should be fully tested independently.
2. System test: All specified functionality should be tested and verified with respect to
requirements of software.
3. Security attempt to break the password and time-out functionality shall also be tested
4. Stress testing: Finding errors by repeating certain actions or inputs.
5. Reliability testing: Testing the system for prolonged use at various levels or possibly
constant at peak levels.
6. Performance testing: Testing to probe the system against prescribed number of users
and load shall be tested.
7. Audit trail: Tracking critical transactions and logging all critical errors should be tested.
8. Multi-user capability: Test that application can support several users and sessions
9. Volume testing: Test the system by providing large volumes of data.
10. Integration testing: System should be tested with respect to integration between various
modules and sub-modules.
11. Graphical User Interface (GUI) test: System should be tested for GUI which shall include
but not limited to menus, message boxes, keyboard interface, visual design etc.
12. User acceptance test (UAT): Parikshaa Parishad will form different user groups to
perform UAT. These user group will test the application for functionality, reliability and
all other tests. Based on the output of testing, department shall give sign-off to successful
bidder for that particular module
2.1.3.2 System & User Documents
The Successful Bidder will provide documentation, which should follow the ITIL
(Information Technology Infrastructure Library) standards. This documentation should be
submitted as the project undergoes various stages of implementation. Indicative list of
documents include:
1. Project Commencement Documentation: Detailed Project Plan in giving out micro level
activities with milestones & deadlines as mentioned in above section.
2. User Manuals: For operationalization of the system.
3. System Manual: Covering detail information required for its administration.
4. Source Code versioning document
2.1.4 Component 4
Security Audit and STQC for the developed portal of Offline examinations.
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Upon successful UAT and prior to the Go Live, the bidder shall undertake testing (Security
and performance) and certification of the Software by the Standardization Testing and
Quality Certification (STQC) Directorate or by the vendor empanelled by DIT, Govt of
Maharashtra. All changes suggested by the audit agency shall be implemented by the
successful bidder upon acceptance and approval by the Parikshaa Parishad.
2.1.5 Component 5
Hosting, Assessment, Installation of ICT Hardware and Management of Data
Centre (DC), Disaster Recovery Centre (DRC) and systems operations office
Provisioning of the requisite Server Side Hardware: The SI will be responsible for the
following:
The SI shall provide hosting of the required data in the server infrastructure provided by
the MSCE. All the support required, for hosting such data, shall be provided by MSP. All
sizing has to be done by the SI and provide this as a service. Sizing of the following Server
Side Hardware and Software is responsibility of the selected agency. Server side
requirement given below needs to be considered to offer complete solutions, however, SI
needs to suggest any further requirement to implement and maintain the project.
Database / Application / Web Server / LDAP Server/ Test Server
Operation System and Anti-Virus
Backup Media
The Server side requirement & the requirement at each individual office location in terms
of both the bandwidth, network equipment desired and recommended appropriate type
of connectivity and based on which the security systems (Firewall/ IPS) are to be identified,
implemented and maintained.
Sizing, Provisioning & Maintenance of the connectivity with DR location so that the
objectives defined in business continuity policy of the Board is successfully achieved.
The servers would be on a Cloud Infrastructure scalable as per demand at an Uptime
Institute certified Tier 3 data centre. The DR infrastructure shall be on Cloud Infrastructure
and the SI would be responsible for the same. The SI would have to provide the necessary
support in the operationalization of the DR solution.
2.1.6 Component 6
Establishment and maintenance of IT helpdesk / Call Centre to provide support
relating to envisaged system services to stakeholders and other third party
entities like Candidates, Education Officers, Exam Commission officials, etc.,
which have to interface with the system
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The SI shall establish an inbound & outbound Help Desk facility which will be the one point of
contact for reporting issues/ problems with the application and the SI shall also set up the
communication channels while providing sufficient resources (Workstations, E-mail, and
Telephones) for the incident reporting. A “Toll-free number” for helpdesk with basic
Interactive Voice Response System (IVRS) features should be provisioned by the SI.
The SI would deploy sufficient resources to man the Help desk as defined in the Component
9 of the Detailed Scope of Work. The Help Desk shall carry out the following activities.
Issue ID number to each complaint/issue logged
Assign severity to the complaint/issue in lines with the severity levels mentioned in the
SLA
Track each complaint/issue using the ID number
Escalate the complaints as per the mutually agreed escalation matrix
Provide Functional & Technical support for resolving the complaint/ issue
Address the issues raised by Construction Workers & other related external entities
Manage the “Toll-free number” for helpdesk with basic Interactive Voice Response
System (IVRS) features
Confirm resolution with end user & close the complaint/ issue log
Analyse the complaints/ issue handled by the Help desk for call volumes & problem
trends & resolution times and prepare a Knowledge base for the frequently reported
problems.
The helpdesk should be functional during Government specified office hours
2.1.7 Component 7
Change Request Management for OMR based Offline Examination.
The department appreciates that there might be situations arising during the
implementation of project wherein the department shall have to ask the MSP for making
changes in aspects relating to scope, project timelines, manpower deployment, nature,
interpretation of clauses, etc. that are defined in the RFP. In such situations the MSP shall
have to implement these changes as per the department’s requirement. However, all such
changes shall be dealt in a professional manner as defined by the department. The
department in general envisages the following situations as causes of “change” although
not only limited to these:
Changes in Functional Requirements -- There may be cases / situations wherein
the department would seek major or minor deviations with respect to the
functional requirements agreed upon. In case the deviations sought are major in
nature and would seem to have a major impact on the effort and timelines, same
would be considered as a “Change”.
Changes in Scope – Once a module is made live and a sign-off on the same is
provided, the development phase for that module shall be considered as
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completed and the operation and maintenance phase of the same shall
commence. Any major changes suggested in functionalities post the initial
requirements approval in the development phase or during the operation &
maintenance phase shall be considered as a “Change”.
The department reserves the rights to change / alter / add / delete modules in the
future. The department may also change the priority of development of modules
based on future requirements. All such changes would be considered as “Change”
and would require MSP to present an estimation (effort and cost) based on
Function Point Analysis of such requirements.
Committees for taking decisions on Changes
Technical Committee:
o The department shall set up a Technical Committee comprising of
representatives from the department and the MSP for taking decisions
with respect to change requests that shall be technical and operational in
nature.
o The Committee will be headed by the Chairman, MSCE and in case of any
disputes / disagreements arising out of the discussions within the technical
committee; the final decision shall rest with of the Chairman, MSCE.
The following is the proposed mechanism through which such situations shall be dealt with:
1. MSCE may at any time, by a written order given to the MSP, make changes within the
general scope of the Agreement.
2. The change Request management procedure will follow the following steps:
a. Identification and documentation of the need for the change – The information
related to initiator, initiation date and details of change required and priority of
the change will be documented by the department
b. Analysis and evaluation of the Change Request – Impact of the change in terms of
the estimated effort, changed schedule, cost and the items impacted will be
analysed and documented by the MSP.
c. Approval or disapproval of the change request – Department or MSCE will
approve or disapprove the change requested including the additional payments
for software development, quoted man-month rate shall be used for cost
estimation, efforts of all technical resources viz., project manager, analyst,
software developer, testing engineer, database architecture etc. shall be taken
into account for total man-month estimation to carry out the s/w development
resulting from the change request. For all technical resources irrespective of their
experience and specialisation, the quoted man-month rate shall be used. Efforts
of support staff shall not be taken into consideration for this purpose.
d. Implementation of the change – The change will be implemented in accordance
to the agreed cost, effort, and schedule by the selected MSP.
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e. Verification of the change - The change will be verified by department on
implementation of the change request.
3. In case there are changes in the priorities and timelines of the applications / modules
listed in the scope of work section, the MSP shall be communicated the same and MSP
shall have to prepare and submit a revised implementation plan to the technical
committee in such situations. The plan shall also specify additional requirement of
resources and any expected deviations in timelines.
4. If any of the changes requires additional staff to be deployed on the project then the
cost impact of the change will be presented to the technical committee by MSP. The
technical committee shall refer the requirements to the Project Implementation
Committee with recommendations and the final decision on the same shall be taken
by the PIC.
5. Any change with respect to adding or removing any line items from the scope, adding
or removing any applications / modules from the scope could be initiated by any of
the committees. All the decisions including approval of the changes, escalations in
costs, changes in timelines, etc. shall be taken by the PIC in such cases.
6. While approving any change request, if required, department may ask the bidder to
deploy the required resources on-site.
7. The bidder has to communicate the successfully deployed change in the application
to the desired staff and train them.
2.1.8 Component 8
Test and Live Implementation for Offline mode of Examination
Successful Bidder will have to submit detail plan for test & live implementation of the
system. Successful Bidder has to ensure that the Software Module is completely operational
as per the requirements in this RFP and all the acceptance tests are successfully concluded
as per the satisfaction of Parikshaa Parishad. Parikshaa Parishad reserves the right to
undertake Test Implementation of the system before making it public. Upon 30 days of
successful Live / Test Implementation, Parikshaa Parishad would give Implementation
Completion Certificate to the Successful Bidder.
2.1.9 Component 9
Complete System Acceptance for Offline mode of Examination
At the end of system acceptance period, Parikshaa Parishad will acknowledge the complete
system acceptance in writing to successful bidder upon completion of following:
1. Sign off from the competent authority of Parikshaa Parishad after completion of project activities like installation of hardware, software, development and deployment of application, training, etc.
2. All required activities as defined in the bid document including all changes agreed by Parikshaa Parishad are delivered by the successful bidder and accepted by Parikshaa Parishad.
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In order to accept the system, department must be satisfied that all of the work has been
completed and delivered with complete satisfaction and that all aspects of the system
perform satisfactorily.
2.1.10 Component 10
Managed Support Services for Offline OMR mode of Examination
Successful bidder shall adopt an integrated service model for providing Management
Support services. The Successful bidder shall be responsible for end to end provision of
management support services including planning, delivery and execution of services during
the contract period of 2 years from Go-live. This 3 years contract term will be extendable for
further 2 years on similar terms and conditions and on mutual consent of Parikshaa Parishad
or School, Education & Sports department and Successful bidder. The successful bidder shall
deploy the required resources and is responsible for indicative list of activities mentioned in
Clause 24 of Part-3 of this RFP:
2.1.11 Component 11
Post GO-LIVE services for Offline mode of Examination
As a part of Post-Implementation services, the successful bidder shall undertake the
following services for the period of 3 years (extendable for two more years based on
satisfactory performance of successful bidder) from the date of successful testing and Live
Implementation:
1. Resolve any issues including bug fixing, improvements in functionality and others within
a duration mentioned in Service Level Agreement.
2. Modification or changes to be made in application shall be done using a change request
management tool which will provided by successful bidder.
3. Provide latest updates, patches / fixes, version upgrades relevant for the software
components.
4. Software version management and software documentation management reflecting
features and functionality of the solution.
5. The vendor has to co-ordinate with other vendors, wherever required/applicable.
2.1.12 Component 12
Generic Features for proposed application of Offline mode of Examination
2.1.12.1 Architecture
1. Centralised server architecture (3-tier architecture with web enabled user interface).
2. Every exam centre shall have its own server which shall further linked with central server
located at Data Centre.
3. The presentation logic should be decoupled from the business components logic.
4. Data access layer will be on RDBMS platform.
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2.1.12.2 Access & Data Security
1. Role based authentication to various functionalities in different modules with encrypted
passwords
2. An audit trail of changes to data in the system shall be maintained to identify the users
responsible for the modification. There should be a facility to create reports on audit logs
3. Information Security i.e. Integrity, Confidentiality & Availability of data to be maintained
2.1.12.3 Scalability
1. System should be built using Service oriented, Open Architecture
2. It should be possible to add more fields to the data input screens for capturing additional
business specific information without having to do major coding
3. Capability to modify existing forms to suit the requirements without requiring additional
development tools
2.1.12.4 General
Successful bidder should follow all e-Governance standards for Application Software and Data
as per the guidelines published (from time to time) by Government of Maharashtra &
Government of India, including (but not limited to) NIC Web Guidelines, Accessibility
Guidelines, W3C and Security Standards.
2.1.13 Component 13
Integration with SARAL Application
Systematic Administrative Reforms for Achieving Learning by Students (SARAL) is a centralized
database holding records of 2.24 Crore Students, around 1.07 Lakhs Government and
Government aided Schools and over 7 Lakhs teachers in the State of Maharashtra.
Successful bidder is expected to develop a tight integration with SARAL application so that
most of the applicant and college data flows from SARAL application and forms the base for
activities such as student registration, college registration etc. Successful bidder while
designing the application software should study SARAL application and come up with such
seamless integration points. All the required web services will be provided by the
Department.
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3 Project & Payment Schedule
3.1 Project Timeline The overall implementation of the project is envisaged to be completed in 18 weeks.
Development, testing & implementation of registration portal, Integration with SARAL
application, establishment of help desk, Candidate registration, tested and implemented shall be
covered in First phase. Second phase of the project will include conduction of exams as per
the schedule defined by MSCE and support & maintenance of examination portal and other
applications, empaneling setting up an office for printing and scanning of OMR & attendance sheets,
setting up a help desk etc. Time taken by Department for evaluation and approval of
deliverables are excluded from these timelines. Below are the mentioned timelines for
successful bidder to perform various activities under given milestones.
“T” as referred below is the date of signing of contract between the MSP and MSCE.
“E” refers to the date on which instructions are issued by MSCE to the MSP for
commencement of Examination Process (Each and Every Exam instance)
Sr. No. Process Step / Activity Timelines
A. Development and hosting of Web-Portal and Offline Examination application as per Component 1, 2, 3, 4, 5, 7, 8, 9, 10, 11 and 13
1. Kick-off meeting, Submission of Project Plan and Requirement Gathering
T + 1
2. Submission, Review, Finalization and Approval of FRS and SRS document
T + 2
3. Submission, Review and Approval of Design and Application Prototype
T + 3
4. Integration with Developed of Offline examination system, submission of working prototype, review, finalization of working prototype & integration with SARAL application
T + 7
5. Master Data Configuration, Preparation of Test Case, User Acceptance Testing and Approval
T + 8
6. Security Testing by Cert-in empanelled Agency & Training to department users
T + 9
7. Deployment / Hosting, Configuration of Master Information, Testing on Live and Application portal GO-LIVE
T+10
8. Establishing an office & help desk for an Offline Examination with necessary equipment’s and manpower
T+10
B. Preparedness for Offline Examinations
1. System Configuration as per the exam requirement, Publication of Advertisement, exam information and other related information
E+1
2. Availability of Online Registration portal for candidates E+2
3. Apprising MSCE about number of application E+4
4. Document Verification E+6
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5. Centre Allocation, Admit Card Generation, availability of Admit Card for downloading to applicants and arrangement of Infrastructure for conducting Examination
E+7
6. Appraise MSCE for the status of Infrastructure availability E+7
7. Printing of OMR sheets and Question Papers E+8
8. Delivery of OMR sheets and Question Papers E+9
9. Conduction of Offline Examination, reporting to MSCE about examination status
E+10
10. Scanning of OMR sheets, Preparation of Results and Publication of Results on Portal in consultation with MSCE
E+12
Note: Above examination timelines are tentative except development timeline. The actual
timeline will decided by the MSCE at the time of examination as per the exam requirement
and MSP has to follow the same timeline.
3.2 Payment Schedule
Part A - Lumpsum Payment for Software Development
S. No. Milestone Lumpsum cost (INR)
1. Completion of software development for Candidate
Registration to generation of Admit card, post the
Issuance of Work order for software development
10,00,000
The lump sum payment provided after the completion of the above milestone will be recovered (by
the MCSE) from the first bill payment of the first exam facilitated by the selected bidder
Part B-Payment Schedule for facilitating the Respective Exams
S. No. Milestone % of Total cost of
facilitation of
Respective Exam (no.
of Students X Quoted
Rate)
2. Registration of candidates (including admit card
generation) AND Initiation of printing of Question paper,
Carbonless OMR sheet & attendance sheets (along with
buffer requirements) for respective exam
20%
3. Initiation of the delivery of the Printed question papers,
Carbonless OMR sheets & attendance sheet (along with
20%
33 | P a g e
buffer requirements) for respective exams, as per the
schedule
4. Completion of the delivery of the printed question papers,
Carbonless OMR sheets & attendance sheet (along with
buffer requirements) for respective exams, as per the
schedule
20%
5. Completion of the scanning of OMR sheet and generation
and declaration of result
20%
6. Printing of the certificate & mark sheets 10%
7. Final Payment post the completion of the respective exam
facilitation
10%
In addition to above there might be instances wherein the MSP shall have to conduct examinations
for candidates based on appointments (Ex: In case of Aptitude Test post TET) at its centres. Such
invoices have to be generated separately in a quarterly manner along with the requisite
documentation of such candidates having registered and attended the appointment based tests.
Please note that No Payments for registrations by candidates will be done by MSCE in this case and
the MSP shall have to produce documentary evidence that the candidate had registered, booked an
appointment and written such a test at one of its centres.
The rates quoted for offline examination shall be considered for payment purposes in all such cases.
34 | P a g e
4 Qualification of Bidder
4.1 Pre-Qualification Criteria Sr.No. Pre-qualification Criteria Supporting Document to be submitted
1) Bidder/lead bidder (in case of consortium) must be a company registered in India under the Companies Registration Act, 1956. The company must be registered before 1st April 2012.
Copy of the valid registration certificate issued by competent authority.
2) The Bidder/lead bidder (in case of consortium) must have an average annual turnover of at least INR 10 Crores from IT/ITeS business during the last 3 financial years (FY2013-14, FY2014-15 & FY2015-16).
Copy of Audited Balance sheet for all 3 years & Certificate from the Company Secretary Certifying the Turnover amount from IT/ITeS business
3) The Bidder or consortium member must have successfully executed OMR Based Examination for Education Bodies/Institutes/Universities during the previous 4 years (As on bid opening date). The bidder should have executed printing and scanning of minimum 2 lakhs records (both separately) for any single project.
Work Order/Agreement copies and Completion Certificate/Successful execution for each years have to be enclosed.
4) The Bidder/lead bidder should have a valid SEI CMMi level 3 certification or above
Copy of SEI CMMi level 3 certificate
5) Bidder or Consortium Member must have at least two similar project experience in executing confidential examination work facilitating minimum 2 lakh candidates in each project (e.g. Printing of OMR sheets, Creation of Database with necessary software, Printing of Question papers booklet, result processing through OMR/ICR/OCR technology and uploading the result & OMR Images on web servers) during the last 4 years period.
Work Order(s) and Completion Certificate/Documents showing Successful execution of confidential examination projects facilitating minimum 2 lakhs candidates
6) The Bidder or Consortium Member must have the valid security printer certified by the Reserve Bank of India or India Banking Association (RBI/IBA)
Copy of the Registration certificate of the security printer approved by RBI/IBA along with the validity certificate detailing the printing capacity
7) The Bidder/lead bidder should not be Black Listed by any Government
Declaration of non-blacklisting on bidder’s letter head.
35 | P a g e
Department or Semi-government organization on the day of bidding.
8) The bidder/lead bidder should be ISO 9001: 2008 certified for providing software development and its related consultancy services and ISO 27001:2013 certified
Copies of the relevant quality certificates
9) The bidder/lead bidder must possess a valid: · Income Tax Registration/ PAN · Service Tax Registration Certificate . VAT / CST No.
Copies of relevant certificates of Registration
In addition to the above, the bidders must ensure the following:
The Sole Bidder and in case of Consortium, any of the Consortium Partners must have a
registration certificate as a security printer approved by IBA / RBI along with validity
certificate / Non-Disclosure Agreement.
The Sole Bidder and in case of consortium, both the consortium partners must not be
Black Listed by any Government department or Semi-government organization as on the
day of bidding. The bidder should have to submit Service Tax/VAT/CST No. and PAN along with tender
documents.
4.2 Consortium
As the scope of this RFP requires the bidder to work on multiple responsibilities so the
consortium is allowed bid jointly with consortium member arrangements. The bidder has to
follow the below conditions while entering into consortium member arrangements:
1. The bidder shall ensure that the consortium member is financially and technical
competent enough to take care of the project for a period of 3 years and shall be a
company registered under Indian Companies Act, 1956 or LLP under LLP act, 2008 for
at least the last three year.
2. The bidder must ensure that the proposed consortium member should be a non-
blacklisted and registered firm with valid tax identities
3. The bidder must ensure that the consortium member proposed have the required
capabilities to perform the tasks mentioned in the scope of work.
4. The lead bidder is allowed to partner with only one consortium member in order to
bid jointly with consortium member arrangements
5. The bidder in its bid must identify the name of consortium member and the portions
of work the consortium member will be performing.
6. At the time of submitting the bid, the bidder must submit one of the following:
6.1. A valid legal agreement between the bidder and or consortium member
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6.2. A teaming agreement with the proposed consortium member in case both the
parties have not entered into any legal agreement.
6.3. In case the bidder is submitting a teaming agreement for the purpose of
submission of the bid, the scope of the consortium member and the roles and
responsibilities of both the parties should be mentioned very clearly in the teaming
agreement.
6.4. The teaming agreements should be signed by the authorized representatives
of both the bidder and consortium member
6.5. The teaming agreement should indicate the periodicity which should be equal
or greater to the project period
6.6. In case a bidder has submitted a teaming agreement at the time of submission
of bid and is selected as the final agency, it has to enter into a valid legal agreement
with consortium member and agreement has to be submitted to the department for
approval before signing of the project contract (Master Service Agreement) with the
department.
7. The department has all the rights to approve of ask for amendments in the contract
between the bidder and consortium member.
8. The bidder will be the single point of contact for all the queries related to the
consortium assignment.
9. The bidder will be responsible for the quality of services provided by the consortium
member.
10. The bidder will be responsible for consortium member so that they adhere to the SLA.
11. The bidder will be paid from the department and it will be bidder’s responsibility to
pay the consortium member in a timely or agreed manner
12. The department shall have the right to ask for the salary slips of the resources working
with the consortium member and the bidder must ensure that same is arranged
whenever asked for
13. In case of a legal or any dispute between the selected agency and its consortium
member, it will be the responsibility of the selected agency to ensure smooth
operations of activities described in the scope of work
In case of dispute between the bidder and consortium member, the dispute will be raised in
the Project Implementation Committee (PIC) meeting under the chairmanship of
Commissioner – Department of schools, Government of Maharashtra. The decision taken by
the PIC will be the final and applicable to both the agencies.
37 | P a g e
5 Instruction to Bidder Department invites the reputed bidders to submit their technical proposals and financial
offers for conducting Offline OMR based examination.
5.1 Information to Bidders i) The Department will follow the process of ‘e-tendering’ for submission of the bids with
the view to increase participation & greater transparency in the process. For all bidders,
complete bidding process will be online (e-tendering) in three envelope system. All the
notification & details terms and conditions regarding, this tender notice hereafter will be
published on line on web site/portal https://maharashtra.etenders.in
ii) Bidding documents can be seen and downloaded from the website/portal
https://maharashtra.etenders.in. The bid document can be submitted in electronic
format on the website as per deadline mentioned in Notice Details.
iii) As part of the bid, bidder should submit the technical & commercial bid in soft copy as
follows:
(1) One volume containing Pre-qualification documents as per details mentioned
in Annexure 4. This volume should contain the scanned copy of EMD Demand
draft / Bank Guarantee.
(2) One volume containing technical bid as mentioned in Annexure 5.
(3) One volume containing the Commercial bid as mentioned in Annexure 8.
iv) Bids shall be treated as invalid if scan copies are not submitted online along with bid.
v) Bidders should submit information & scanned copies in .pdf format in separate
envelopes as mentioned in RFP.
vi) Bidder must ensure that the information furnished in submitted documents for technical
bid does not contain any commercial items/ prices. If any commercial information is
present in technical bid, Department reserves the right to reject the bidder.
vii) Any deviations in format may make the tender liable for rejection.
viii) Department reserves the right to accept or reject any or all tenders without assigning
any reason even in case of single bid submission.
Cost of RFP Document: RFP document will be made available to the Bidders in the public domain and can be downloaded from the Portal https://maharashtra.etenders.in RFP Document Fee of INR. 30,000 (Rupees Thirty Thousand only) in the form of online payment has to be submitted along with or before the bid submission.
Earnest Money Deposit: A total of INR.25 Lakhs (Rupees Twenty five Lakh only). The bid security / EMD shall have to be paid through the payment gateway available on the e-tenders portal https://maharashtra.etenders.in No other mode of payment will be acceptable other than online payment of EMD. The bid security / EMD of the unsuccessful bidders will be returned within 60 days’ time after the award of the contract to the successful bidder. Bidders, under any circumstances, will not be entitled to claim or receive interest/penalty/damages from Maharashtra State Council of Examination (MSCE), PUNE or the Government of Maharashtra on account of the Tender Fee/EMD. No claim/dispute in this regard will be received or accepted. The above EMD amount will be held by Commissioner, School Education and Sports Department, Maharashtra State, till it is returned and will not
38 | P a g e
earn any interest thereof.
5.2 Technical Proposal Technical Bid shall be submitted along with covering letter as per Annexure 5. The technical
Bid should contain a detailed description of the proposed solution. It should articulate in
detail, as to how the Bidder’s Technical Solution meets the requirements specified in the Bid.
The Technical Bid must not contain any pricing information. Any information submitted,
additional to the required response should be marked as ‘Supplementary’ and will be
furnished as separate section. If the Bidder wishes to propose additional services (or
enhanced levels of services) beyond the scope of this Bid, the proposal must include a
description of such services as a separate attachment to the Bid. The technical Bid should
entail the details of Tasks to be performed as per detailed scope of work and technical
specifications.
Along with Technical Proposal, the bidders are advised to submit a copy of their technical
presentation in PDF Format. Purpose of this presentation is to facilitate committee members
to effectively comprehend the proposed solution, bidder’s capability, additional offerings
and compliance on technical evaluation parameters. The presentation should be in following
format:
a) Introduction of bidder / consortium (3 Slides)
b) Experience of similar projects (4 to 6 slides)
c) Strategy for development of "Computer Based Exam Conducting Protocol" and
Computer Based Exam Management Framework Document (2-4 Slides).
d) Strategy for conducting Computer Based Exams in highly secured, fair and transparent
manner (3-5 Slides).
e) Strength and Capability of Bidder/Consortium with respected to Computer Based Exam
Assignment (3-5 Slides).
f) Offerings additional to RFP Scope, if any. (2-3 Slides)
g) Compliances on Technical Evaluation Parameters with reference of Technical Proposal
submitted with Bid (3-5 Slides)
5.3 Commercial Proposal 1) The commercial proposals should be submitted as per the format of Commercial Bid
given at Annexure 8 adherence to the prescribed format and terms as mentioned in this
RFP must strictly be followed. Any deviation or any condition written in the financial
except mentioned in the prescribed format, will result in disqualification of bid.
2) The unit quantity data specified in the price Bid serial no. A & B indicates the volume
likely to get routed during three years which is purely based on the average of past five
years data. Further estimations are carried out to ascertain the quantities that are likely
to get routed through offline exams for further period. The bidder shall not regard the
volume specified as a commitment from the Department, as these are mentioned for bid
evaluation purpose. The figures are bound to change based on various circumstances.
3) Unless expressly indicated, Bidder shall not include any technical information regarding
the services in the commercial Bid. Additional information may be submitted to
accompany the proposal. In submitting additional information, it should be marked as
39 | P a g e
supplemental to the required response. Prices shall be quoted entirely in Indian Rupees
and must include all applicable taxes and levies.
4) The Bidder is required to ensure that the products and services quoted are as per
prescribed specifications and standard.
5) The Bidders are required to quote their best prices, inclusive of all taxes, levies, freight,
forwarding, handling, insurance, inland transportation, and local costs etc. incidental to
the delivery of goods and services to their final destination.
6) The rates offered by the Bidder should be firm and free from all escalations. Prices
quoted by the Bidder shall be fixed during Bidder’s performance of the Contract and shall
not be subject to variation on any account.
5.4 Bid evaluation 1. Bids will be evaluated by bid Evaluation Committee constituted by School, Education and
Sports Department, GoM.
2. The decision of the bid Evaluation Committee shall be final. No correspondence will be
entertained outside the process of negotiation/ discussion with the committee.
3. If there is a discrepancy between words and figures, the amount in words shall prevail.
4. The Technical Evaluation Committee may conduct clarification meetings with each or any
bidder to discuss any matters, technical or otherwise.
5. Bid documents shall be evaluated as per following steps:
5.4.1 Preliminary Examination 1. A three-stage procedure will be adopted for evaluation of bid proposals, with the pre-
qualification being completed before the technical evaluation and thereafter financial
proposals being opened and compared.
2. The documents submitted in envelope one shall be examined to determine whether the
bidder meets the pre-qualification /eligibility criteria, completeness of the bid, whether
the documents have been properly signed by the authorized signatory and whether the
bids are generally in order.
3. Department or GoM reserves the right to seek information/clarifications from the
bidders. Any bids found to be non-responsive for any reason or not meeting the
minimum levels of eligibility criteria specified in the various sections of this Tender
Document shall be rejected and not included for further consideration.
4. Bid Evaluation Committee may waive any minor infirmity or non-conformity or
irregularity in a Bid which does not constitute a material deviation, provided such a
waiver does not prejudice or affect the relative ranking of any Bidder.
5. Prior to the detailed evaluation, the Evaluation Committee will determine the substantial
responsiveness of each Bid to the bidding documents. For purpose of these Clauses, a
substantially responsive Bid is one, which conforms to all the terms and conditions of the
bid documents without material deviations.
6. If the Evaluation Committee determines that a Bid is materially deviating from the
prescribed terms and conditions, then the matter may be referred at higher level to
decide whether the deviations of the Bid are material or not. Decision of the Evaluation
Committee regarding this shall be final and binding.
40 | P a g e
7. The Committee’s determination of a Bid's responsiveness shall be based on the contents
of the Bid itself without recourse to extrinsic evidence.
8. If there is any difference in interpretation of RFP Terms, Bid Evaluation Committee's
interpretation will be final and applied on all the bids. Bidders are advised to seek
clarification on such RFP terms, if any, during pre-bid meeting.
5.4.2 Technical Evaluation 1. Technical bids shall be opened only of the bidders who qualify pre-qualification criteria
and submitted all the documents and details in prescribed format.
2. An intimation of will be given to all the bidders before opening of technical bid.
3. The committee will evaluate technical bid on the ground of scope of services mentioned
in the RFP.
4. The committee may seek further clarification, if required, from the bidders for the
purpose of technical evaluation.
5. If a Technical Bid is determined as not substantially responsive, the department will
reject it and in such a case Commercial Bid will not be opened.
6. The committee will invite each of qualified bidders to make a presentation at a date,
time and location decided by department. The purpose of such presentations would be
to allow the Bidders to present their proposed solutions to the committee and the key
points in their Bids.
7. Solution, strategies, offerings and compliances presented in the form of technical
presentation will become essential part of Services Agreement to be signed with the
successful bidder.
The technical proposal will be evaluated using following criteria:
Sr
.
N
o
Criteria Max.
Marks
Method of allotting marks
1 The Bidder or consortium
member must have successfully
executed OMR Based
Examination for Education
Bodies/Institutes/Universities
during the previous 4 years (As on
bid opening date). The bidder
should have executed printing
and scanning of minimum 2 lakhs
records (both separately) for any
single project.
20 Sr.
No
Project
execution for
No. of
records in
scope
Allotment
of Marks
1 >= 5 Lakhs 20 2 <= 5 Lakhs & >
3 Lakhs
15
3 <= 3 Lakhs & >
2,00,000
thousand
10
4 Below 2,00,000 0
41 | P a g e
Sr
.
N
o
Criteria Max.
Marks
Method of allotting marks
2 Bidder or Consortium Member must
have at least two similar project
experience in executing confidential
examination work facilitating
minimum 2 lakh candidates in each
project (e.g. Printing of OMR sheets,
Creation of Database with
necessary software, Printing of
Question papers booklet, result
processing through OMR/ICR/OCR
technology and uploading the result
& OMR Images on web servers)
during the last 4 years period.
20 Sr.
No
No. of
successful
execution of
similar
projects
during the last
3 years
Allotment
of Marks
1 > =5 Projects 20
2 >=4 & <5
Projects
15
3 >= 2 & <4
Projects
10
4 Less than 2
Projects
0
42 | P a g e
Sr
.
N
o
Criteria Max.
Marks
Method of allotting marks
3 Valid security printer certified by
the Reserve Bank of India or India
Banking Association (RBI/IBA)
Printing Capacity:
Criteria 1: >= 8 Lakhs/day prints of
the OMR sheets & >=4 lakhs/day
prints of the 32 page booklet
(Web machine with Folder)
Criteria 2: < 8 Lakhs/day prints of
the OMR sheets & >=4 lakhs/day
prints of the 32 page booklet
(Web machine with Folder)
20 Sr.
No
Printing
Capacity
Criteria of the
RBI/IBA
certified
Security
printer
Allotment
of Marks
1 Criteria 1 20
2 Criteria 2 10
4 Bidders or consortium partner
experience in secure packing and
delivery of the examination
materials in different number of
delivery centres
5 Sr.
No
Ability to
deliver at No.
of delivery
Centres in
single day
Allotment
of Marks
1 > = 36 centres 5
2 Below 36
centres
0
43 | P a g e
Sr
.
N
o
Criteria Max.
Marks
Method of allotting marks
5 Methodology and Process for
overall execution of projects. A
presentation of all the bidders
that qualify for the technical
evaluation round shall be called.
The bidders shall be evaluated on
the following aspects:
i. Understanding of Scope of
Work
ii. Approach & Methodology
iii. Solution design &
architecture
iv. Execution / Implementation
Strategy
v. Quality of Manpower to be
deployed
vi. Project Plan / Timelines
vii. Demonstration of online
integrated grievance
management module & Site
visits
20 1 Detailed
Project Plan
20
6 The Bidder/lead bidder (in case
of consortium) must have an
average annual turnover of at
least INR 10 Crores from IT/ITeS
business during the last 3
financial years (FY2013-14,
FY2014-15 & FY2015-16).
10 Sr.
No
Average
Annual
Turnover (in
crore Rs)
Allotment
of Marks
1 >= 15 10
2 > = 12 but < 15 7
3 > = 10 but < 12 5
4 Below 10 0
44 | P a g e
Sr
.
N
o
Criteria Max.
Marks
Method of allotting marks
7 The Bidder should have a valid SEI
CMMi level 3 or above
certification
5 Bidder with valid SEI CMMi level 3 or
above certification will get 5 marks
Total 100
The commercial bids of only those bidders, who have scored at least 70 marks in technical
bid evaluation process, will be considered for commercial bid evaluation
5.4.3 Opening & Evaluation of Commercial bids 1. The department will open the Commercial Bids of only the technically qualified
department, in the presence of the representatives of the Bidders who choose to attend,
at the time, date and place, as decided by the department.
2. The Commercial Bids will be opened and compared (after the technical evaluation is
completed) for those Bidders whose technical bids reach the minimum threshold
standards (i.e. 70 marks).
3. Bidder quoting “QCBS” will be considered for selection.
5.5 Selection of Bidder
1. Evaluation criteria proposed to be adopted will be Quality cum Cost Based System (QCBS)
where Technical Bid Score will get a weightage of 50% and Commercial Bid Score a weightage
of 50%.
2. The bidder would be technically evaluated out of 100 marks. All the bidders who secure
overall minimum of 70% (70 Marks out of 100 across all the components together) will be
considered as technically qualified. Technical score of all bidders will be calculated on the
basis of the following formula:
Technical Score of bidder (TS) = Technical Marks received by the bidder x 70%
3. The Bid having the Lowest Commercial Quote shall be termed as the Lowest Evaluated Bid
and will be awarded 1000 marks. Commercial score of all the other bidders will be calculated
on the basis of the following formula:
Commercial score of bidder (CS) = Commercial Quote of the lowest bidder x 100 x 30%
45 | P a g e
4. Final Score of the bidder: Final Score of the each bidding party will be computed by adding
the Technical score and Commercial Score on the basis of the following formula:
Total Score = TS + CS
5. The bidder whose bid has secured the “Highest Total Score” out of 100 as per above
evaluation will be considered as best evaluated Bid. In case of a tie where two or more
bidders achieve the same highest overall score, the bidder with the higher technical score
will be invited first for negotiations.
6. The bidder whose bid has secured the “Highest Total Score” out of 100 as per above
evaluation will be considered as best evaluated Bid. In case of a tie where two or more
bidders achieve the same highest overall score, the bidder with the higher technical score
will be invited first for negotiations.
7. School Education and Sports department is not bound to accept the best evaluated bid or
any bid and reserves the right to accept any bid, wholly or in part
5.6 Other Key points for bidders consideration 1. No bidder shall submit more than one bid for the Project. A bidder bidding individually
or as a member of consortium shall not be entitled to submit another bid either
individually or as a member of any consortium as the case may be.
2. In case a bidder is a consortium, then the term bidder shall include both members of
consortium and follow the rules as per Annexure 7 of the document.
3. Bidders are advised to study the tender document carefully. Submission of bid shall be
deemed to have been done after careful study and examination of tender document with
full understanding of its implications.
4. Bidders’ tool-lit link has been provided on the e-tendering website in order to guide them
through different steps involved during e-tendering such as online procedures for tender
documents purchase, bid preparation, bid submission.
5. If any assistance is required regarding e-tendering please contact e-tendering help desk.
6. The tender document is uploaded / released on Government of Maharashtra, (GOM) e-
tendering portal https://maharashtra.etenders.in.Tender document and supporting
documents may be purchased and downloaded from above mentioned link by filling
Demand Draft details online. Subsequently, bid has to be prepared and submitted online
ONLY on the e-tender website
7. All the Bids (Technical and Commercial) shall have to be submitted online on the e-tender
website
8. The date and time for online submission of envelopes shall strictly apply in all cases. The
bidders should ensure that their tender is prepared online before the expiry of the
scheduled date and time and then submitted online before the expiry of the scheduled
date and time. No delay on account of any cause will be entertained. Offers not
submitted online will not be entertained.
9. If for any reason, any interested bidder fails to complete any of the online stages during
the complete tender cycle, department shall not be responsible for that and any
grievance regarding that shall not be entertained.
46 | P a g e
10. Bids, complete in all respects, must be uploaded, by the due date and time. In the event
of the specified date for the submission of Bids being declared a holiday, the Bids can be
submitted up to the appointed time on the next working day for which department will
make necessary provisions.
11. Department may, at its own discretion, extend the date for submission of bids. In such a
case all rights and obligations of Department and the Bidders shall be applicable to the
extended time frame.
12. At any time prior to the last date for receipt of bids, Department, may, for any reason,
whether at its own initiative or in response to a clarification requested by a prospective
bidder, modify the Tender Document by an amendment. The amendment will be notified
on e-Tendering website and should be taken into consideration by the Bidders while
preparing their bids.
13. If for any reason, any interested bidder fails to submit before stipulated time,
department shall not be responsible for that and any grievance regarding that shall not
be entertained.
14. Printed terms and conditions of the bidders will not be considered as forming part of
their bid.
5.7 Earnest Money Deposit a) Earnest Money Deposit (EMD) of INR 25,00,000 has to be paid online through e-tendering
portal.
b) The successful bidder’s EMD will be discharged by the Department only after the signing
of contract and submission of Performance Bank Guarantee (PBG)
c) EMD’s of unsuccessful bidders will be discharged / refunded within 60 days of signing the
contract with the successful bidder
d) The EMD amount shall bear zero interest
e) The EMD shall be forfeited in the following cases
e.1. If a bidder withdraws its bid during the period of Bid Validity specified by bidder on
the bid form
e.2. In case of a successful bidder, if the bidder fails to sign the contract or is unable to
furnish Performance Bank Guarantee within a specified time limit.
f) No bidder shall be exempted from submitting the EMD
g) The bidders shall be liable to pay liquidated damages and penalty imposed by the inviting
authority in the event of non-fulfilment of any of the terms or whole of the contract
5.8 Pre-bid meeting Department will host a pre-bid meeting as per schedule mentioned in this RFP. The
representatives of bidders may attend the pre-bid meeting at their own cost. The purpose
of the pre-bid meeting is to provide a forum to the bidders to clarify their doubts / seek
clarification or additional information, necessary for them to submit their bid. Bidders shall
submit their queries in writing format prescribed in within stipulated time.
All the enquiries from bidders relating to this RFP must be submitted to SHRI…….before
deadline mentioned. The queries should also be emailed to …….and in following format.
47 | P a g e
Sr.No. RFP documents reference (Volume, section no., page no.)
Content of RFP requiring
clarification
Clarification sought
1
2
Queries submitted post the above mentioned deadline or which do not adhere to the above
mentioned format may not be responded to. All the responses to the queries (clarifications
/ corrigendum) shall be made available on the Maharashtra Government’s e-Tender Site
(https://maharashtra.etenders.in).
5.9 Departments’ right to terminate the tendering process The Department may terminate the process at any time and without assigning any reason.
The department makes no commitments, express or implied, that this process will result in
a business transaction with anyone. This document does not constitute an offer by the
department. The bidder's participation in this process may result in the department selecting
the bidder to engage in further discussions and negotiations toward execution of a contract.
The commencement of such negotiations does not, however, signify a commitment by the
department to execute a contract or to continue negotiations. The department may
terminate negotiations at any time without assigning any reason.
5.10 Notification of Award Prior to the expiration of the period of bid validity, the department will notify the successful
Bidder that its bid has been accepted. The notification of award will constitute the formation
of the Contract.
Upon the successful Bidder's, furnishing of Performance Bank Guarantee the department
may notify each unsuccessful Bidder.
5.11 Right to vary activities at the time of award The department shall have the right to make any alterations, omissions, additions or
subtractions in items, their quantities at the time of award of contract. Department will give
such intimation to the successful Bidder, and additional cost/deduction in the Bid prices,
based on the price schedule submitted by him, will be worked out with the Bidder.
5.12 Award of Contract Contract will be awarded by department to the responsive Bidder whose Bid conforms to
the requirements and represents the lowest value to the project, price and other factors
considered.
5.13 Signing of Contract At the same time as the department notifies the successful Bidder that its bid has been
accepted, the department will send the Bidder the Pro forma for Contract, incorporating all
agreements between the parties.
48 | P a g e
Within 7 working days of receipt of the Contract, the successful Bidder shall sign and date
the Contract and return it to the department.
5.14 Confidentiality of the document This Tender Document is confidential and the Bidder shall ensure that anything contained in
this tender document shall not be disclosed in any manner, whatsoever.
5.15 Tender related Conditions The Bidder should confirm unconditional acceptance of full responsibility of completion of
job and for executing the ‘Scope of Work’ of this tender. This confirmation should be
submitted as part of the Technical Bid. The Bidder shall also be the sole point of contact for
all purposes of the Contract.
The Bidder should not be involved in any litigation that may have an impact of affecting or
compromising the delivery of services as required under this contract. If at any stage of
Tendering process or during the currency of the Contract, any suppression / falsification of
such information is brought to the knowledge of the department, the department shall have
the right to reject the bid or terminate the contract, as the case may be, without any
compensation to the Bidder.
5.16 Rejection Criteria Besides other conditions and terms highlighted in the tender document, bids may be
rejected under following circumstances:
5.16.1 General rejection criteria 1. Bids received through Telex /Telegraphic / Fax / E-Mail except wherever required.
2. Bids which do not confirm unconditional validity of the bid as prescribed in the Tender.
3. If the information provided by the Bidder is found to be incorrect / misleading at any
stage / time during the Tendering Process.
4. Any effort on the part of a Bidder to influence the department’s bid evaluation, bid
comparison or contract award decisions.
5. Bids received by the department after the last date for receipt of bids prescribed by the
department.
6. Bids without signature of person (s) duly authorized on required pages of the bid.
7. Bids without power of authorization and any other document consisting of adequate
proof of the ability of the signatory to bind the Bidder.
5.16.2 Technical rejection criteria 1. Technical Bid containing commercial details.
2. Revelation of Prices in any form or by any reason before opening the Commercial Bid.
3. Failure to furnish all information required by the Tender Document or submission of a
bid not substantially responsive to the Tender Document in every respect.
4. Bidders not quoting for the complete scope of Work as indicated in the Tender
documents, addendum (if any) and any subsequent information given to the Bidder.
5. Bidders not complying with the Technical and General Terms and conditions as stated
in the Tender Documents.
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6. The Bidder not confirming unconditional acceptance of full responsibility of providing
services.
7. If the bid does not conform to the timelines indicated in the bid.
5.16.3 Commercial rejection criteria 1. Incomplete Price Bid
2. Price Bids that do not conform to the Tender’s price bid format.
3. Total price quoted by the Bidder does not include all statutory taxes and levies
applicable.
4. If there is an arithmetic discrepancy in the commercial bid calculations the department
shall rectify the same. If the Bidder does not accept the correction of the errors, its bid
may be rejected.
5.17 Language of Bid The Bid prepared by the Bidder, the correspondences as well as all the document relating to
the Bid exchanged between the Bidder and the Department, shall be in English language.
5.18 Authorised Signatory on behalf of the bidder The bidder’s representative/ officer vested (explicitly, implicitly, or through conduct) with
the powers to commit the authorizing organization to a binding agreement. Also called
signing officer/ authority, having the Authorization Certificate (Annexure 9) from the
competent authority of the respective Bidding firm.
5.19 Bid validity All the bids must be valid for a period of 180 days from the last date of submission of the
RFP for execution of Contract Agreement. However, the quoted rates should be valid for the
initial/ extended period of the contract from the effective date of the Contract Agreement.
No request will be considered for price revision during the contract period.
5.20 Right to terminate the Bid Department may terminate the RFP process at any time and without assigning any reason.
Department makes no commitments, express or implied, that this process will result in a
business transaction with anyone. This RFP does not constitute an offer by department.
5.21 Failure to abide by the agreement The conditions stipulated in the agreement shall be strictly adhered to and violation of any
of these conditions will entail termination of the contract without prejudice to the rights of
the department with such penalties as specified in the agreement.
5.22 Role of Department As an owner of the Project, the role of department in the successful implementation of the
project includes discharging the following responsibilities:
a. Laying down guidelines for registration process.
b. Setting of question paper / question bank and defining the syllabus & providing it to
successful bidder.
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c. Promotion of OMR based examination among candidates and other Government
departments.
d. Identify and deploy resources/ invigilators for conducting fair and transparent OMR
based exams.
e. Provide necessary approvals and support as required by selected bidder to conduct
OMR based exam successfully.
f. Laying down policies related to functioning of OMR based exam.
g. Facilitate and/or approve the deputation of employees for the Project.
h. Reviewing the performance of the managed service provider.
i. Issuing directions on OMR based test to successful bidder as needed.
j. Identifying & nominating appropriate personnel to participate in the Acceptance
Testing.
k. Periodic review and testing of SLA Monitoring System implemented by selected
vendor for accuracy and completeness in the reports generated from the system.
5.23 Role of Managed Service Provider a. Development, implementation & maintenance of web portal for inviting and
processing applications for various examinations
b. Providing an online payment gateway for collection of examination fee
c. Allocate centres to the applicants and generate admit cards through an online
system
d. Develop, implement & maintain OMR based exam application in at least 2 languages
(English / Marathi)
e. Develop and implement tools to gauge speed and accuracy of typing for candidates
f. Digitize the question bank provided by the department for conducting Offline OMR
based examinations
g. Conduct examinations as per the examination schedule
h. Development and implementation of exam monitoring tool which will include
verification of candidates based on Aadhaar, capturing of attendance, etc.
i. Provision of technical manpower support to exam centres during examinations
j. Result generation and publishing it on the website
k. Providing digitized certificates / mark sheets or score cards to candidates which is
also integrated to digital locker of the candidates.
l. Hosting of all software applications developed in Tier-3 data centre
m. Registering grievances through online system
n. Establish a comprehensive help desk support for candidates
o. Provide an online tool for SLA monitoring
p. Appointment tool for registering of appointments in case of conducting Stage 2
(Aptitude Test) of TET
q. Providing examination facilities to the candidates for stage 2 (Aptitude Test)
examinations
r. Making provisions of sample tests / demo tests for candidates on the web portal
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5.24 Applicable Law The contract shall be interpreted in accordance with laws of Government of India and
Government of Maharashtra.
5.25 Termination
5.25.1 Termination for Default 1. Parikhshaa Parishad or MSCE after consultation with Department, Government of
Maharashtra may without prejudice to any other course of action, for breach of contract,
by written notice of 30 days to the MSP, terminate the agreement in whole or in part, if:
a. The MSP fails to perform any or all of the obligations within the time period(s)
specified in the agreement or any extension thereof granted, by Competent Authority
from the department.
b. The quality of the delivery of various tasks is not up to the satisfaction of the
department.
c. MSP fails to perform any other obligations mentioned in the agreement.
2. The MSP shall stop the performance of the contract from the effective date of
termination and hand over all the reports studies etc. to department for which payment
has been made. No consequential damages shall be payable to the MSP in the event of
termination.
3. In case of termination of contract as mentioned in Clause above, Bank Guarantee
furnished by the MSP shall stand forfeited.
5.25.2 Termination for Convenience Department, by prior written notice sent to the MSP at least one month in advance, may
terminate the contract, in whole or in part thereof, at any time for its convenience. The
notice of termination shall specify that termination is for the department’s convenience and
also the extent to which performance of the MSP under the contract is terminated, and the
date on which such termination becomes effective. No consequential damages will be
payable to the MSP in the event of such termination. However Upon such termination, MSP
shall be entitled to payment only as follows: (1) the actual cost of the work completed in
conformity with this Agreement; plus, (2) such other costs actually incurred by MSP as are
permitted by the department.
5.25.3 Termination for Insolvency Department may at any time terminate the contract by giving notice to the MSP, if the MSP
becomes bankrupt or otherwise insolvent. In this event, termination will be without
compensation to the MSP, provided that such termination will not prejudice or affect any
right of action or remedy, which has accrued or will accrue thereafter to the department.
5.26 Corrupt or fraudulent practices Department requires that the successful bidder must observe the highest standard of ethics
during the performance and execution of this contract. For this purpose the following
definitions of unethical behaviour will be assumed:
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1. "Corrupt practice" means offering, giving, receiving or soliciting of anything in value or
favour to influence the action of department official in contract executions, and
2. "Fraudulent practice" means a miss-representation of facts in order to influence
execution of a contract to the detriment of the interests of the department.
In case of any Bidder being found to be indulging in unethical practices, department may
terminate the contract and take legal action against successful bidder as well as recover
amount of liquidated damage. Department may also declare the successful bidder
blacklisted either indefinitely or for a stated period of time, for bidding in future works.
5.27 Data Protection 1. In the course of providing the services, the successful bidder or MSP may be compiling,
processing and storing proprietary data relating to the users. The successful bidder is
responsible for complying with its respective obligations under the applicable data
protection laws and regulations governing the proprietary Data.
2. The successful bidder is required to follow the best practices for the data security
regarding all the data made available to them.
3. The successful bidder shall not transfer any Data unless otherwise authorized by the
department in this regard.
5.28 Confidentiality 1. Successful bidder will come into possession of confidential public records. Bidder shall
maintain the highest level of secrecy, confidentiality and privacy with regard thereto.
Bidder would be required to sign a Non-Disclosure Agreement with MSCE as per format
prescribed in Annexure 12.
2. Additionally, the Successful bidder shall keep confidential all the details and information
with regard to the Project, including systems, facilities, operations, management and
maintenance of the systems, during implementation or after completion of the project.
3. The Successful bidder shall ensure that all its employees execute individual nondisclosure
agreements, which have been duly approved by department with respect to this Project.
5.29 Departments’ right to change exam conducting process Exams shall be conducted as per rules laid down by department and Government of
Maharashtra. In future if there is any changes in rules or act, Department shall be authorized
to revise the service agreement and exam conducting process.
5.30 Force Majeure 1. “If, at any time, during the continuance of this contract the performance in whole or in
part by either party of any obligation under this contract shall be prevented of delayed by reason of any war, hostility, acts of the public enemy, civil commotion, sabotage, fires, floods, explosions, epidemics, quarantine restriction, strikes, lock-outs or acts of God (hereinafter referred to as “events”), provided notice of happening of any such eventuality is given by either party to the other within 21 days from the date of occurrence thereof, neither party shall by reason of such event, be entitled to terminate this contract nor shall either party have any claim for damages against the other in respect of such non-
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performance or delay in performance; and deliveries under the contract shall be resumed as soon as practicable after such event has come to an end or ceased to exist, and the decision of the purchasing officer as to whether the deliveries have been so resumed or not, shall be final and conclusive, provided further that if the performance in whole or part of any obligation under this contract is prevented or delayed by reason of any such event for a 95 period exceeding 60 days, either party may at its option terminate the contract PROVIDED ALSO that it the contract is terminated under this clause, the purchaser shall be at liberty take over from the contract at a price to be fixed by the purchasing Officer which shall be final all unused, undamaged and acceptable materials, bought out components and stores in course of manufacture in the possession of the contractor at the time of such termination or such portion there of as the purchaser may deem fit accepting such material, bought out components and stores as the contractor may with the concurrence of the purchaser elect to retain.
2. Important factors relating to placement of contracts Force Majeure Clause- The force majeure clause in the following form only (which will not form part of the general conditions of contracts) should be included in such contracts where the suppliers specifically insists on the provision of a force majeure clause and there is no alternative but to accept the same. This clause should not be incorporated in the Invitation to Tender, but prior to acceptance of an offer in such a case the supplier should be asked to accept this clause as governing conditions of force majeure.
5.31 Resolution of Disputes
If any dispute arises between parties, then there would be two ways for resolution of the
dispute under the Contract.
1. Amicable Settlement: Performance of the Contract is governed by the terms the
conditions of the Contract, however at times dispute may arise about any
interpretation of any term or condition of Contract including the scope of work, the
clauses of payments, meaning, operation & effect, etc. In such a situation 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, then
Clause below for resolution of dispute through arbitration shall become applicable.
The Project Implementation Committee headed by the head of the Department shall
be the forum for the amicable settlement process.
2. Resolution of Dispute: In the case dispute arising between the department 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 Arbitral Tribunal as prescribed by Ministry of Law, Government of India.
The Indian Arbitration and Conciliation Act, 1996 and any statutory modification or re-
enactment thereof, shall apply to these arbitration proceedings. Arbitration
proceedings will be held in India at Mumbai and the language of the arbitration
proceeding and that of all documents and communications between the parties shall
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be in English. The decision of the majority of arbitrators shall be final and binding upon
both the parties. All arbitration awards shall be in writing and shall state the reasons
for the award. The expenses of the arbitration as determined by the arbitrators shall
be shared equally by the department and the Agency. However, the expenses incurred
by each party in connection with the preparation, presentation shall be borne by the
party itself.
5.32 Taxes & duties
The Agency shall fully familiarize themselves about the applicable Domestic taxes (such
as VAT, Sales Tax, Service Tax, Income Tax, duties, fees, levies, etc.) on amount payable
by the department under the contract. The Agency, sub-contractor and personnel shall
pay such domestic tax, duties, fees and other impositions (wherever applicable) levied
under the applicable law.
5.33 General Conditions 1. Successful bidder shall be deemed, to have exhaustively examined the Bid Document, to
obtain all information and clarifications on all matters whatsoever, that might affect the
carrying out of the work and to have satisfied himself as to the adequacy of the Bid.
Bidder is deemed to have known the scope, nature and magnitude of the work and as to
all work he has to complete in accordance with the contracts, whatever be the defects,
omissions or errors that may be found in the Bid document.
2. Any negligence or omission or failure on the part of the successful bidder in obtaining
necessary and reliable information as stated above or on any other matter affecting the
successful bidder shall not relieve him from any risks or liabilities or the entire
responsibility for completion of the work in accordance with the Bid Document.
5.34 Notices Any notice, request or consent required or permitted to be given or made in this contract
shall be in writing. Any such notice/ request shall be deemed to have been given or made
when delivered in person to the authorised representative of the party to whom the
communication is addressed, or sent by registered mail or email to such party.
5.35 Exit management or Transition Upon the termination of contract, successful bidder shall execute the following
responsibilities:
1. Selected bidder shall start executing the knowledge transfer process to department or
any agency nominated by department before day of exit. In case the knowledge transfer
is not complete before the date of exit of successful bidder, bidder shall extend the date
of exit and shall exit only after the complete knowledge transfer is done. Complete of
this process shall be approved by the department.
2. Bidder shall document technical and non-technical areas and handover the same to
department before the exit.
3. All documents that the bidder has prepared shall be handed over to department before
the exit.
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4. Any other knowledge transfer that is required by department shall be completed by the
bidder before exit.
5.36 Binding Clause
All decisions taken by the department regarding the processing of this tender and award
of contract shall be final and binding on all parties concerned.
5.37 Change Orders The department may, at any time, by written order given to MSP make changes within
the scope of the contract in any one or more of the following:
1. Designs, specifications, requirements which software or service to be provided under
the Contract are to be specifically developed / rendered for the department
2. The place of delivery; and/or the Services to be provided by the agency
3. Training of personnel of department in terms of hours/subjects will be without any
additional cost
4. If any such change causes an increase or decrease in the cost of, or the time required
for, the agency’s performance of any provisions under the Contract, equitable
adjustments shall be made in the Contract Price or delivery schedule, or both, and the
Contract shall accordingly be amended. Any claims by the agency for adjustment
under this clause must be asserted within thirty (30) days from the date of the
agency’s receipt of the department’s change order
5.38 Assignments The MSP shall not assign the project to any other agency, in whole or in part, to perform
its obligation under the Contract, without the department’s prior written consent.
5.39 Intellectual Property Rights 1. All the deliverables submitted by the MSP under the contract will be the property of the
department or MSCE.
2. MSP shall indemnify the department against all third-party claims of infringement of
copyright, patent, trademark or industrial design rights arising from use of the Goods or
any part thereof in India.
3. All the Deliverable and Application Software developed by MSP for the department, the
copyright/IPR of that software/deliverable will be with the department. MSP shall not sell
or use (fully / partly) that software for service of other customers without written consent
from the department.
4. While passing on the rights (license) of using any software/software tool, MSP shall ensure
that such rights are inclusive of the use of that software for development in addition to
deployment.
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5. The software licenses supplied by MSP shall be genuine, perpetual, for full use and should
provide patches, fixes, security updates directly from the OEM at no additional cost to the
department for the entire period of contract.
In the event of any claim asserted by a third party of infringement of copyright, patent,
trademark or industrial design rights arising from the use of the Goods or any part thereof in
India the agency shall act expeditiously to extinguish such claim. If MSP fails to comply and
the department is required to pay compensation to a third party resulting from such
infringement, MSP shall be responsible for the compensation including all expenses, court
costs and lawyer fees. The department will give notice to MSP of such claim, if it is made,
without delay.
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6 Service Level Agreement SLA is the contract between Parikshaa Parishad or School Education and Sports Department
and the successful bidder. The purpose of this Service Level Requirements/Agreement
(hereinafter referred to as SLR/SLA) is to clearly define the levels of service which shall be
provided by the successful bidder to the department for the duration of this contract period
of the Project. It entails the terms of the Successful bidder’s responsibility in ensuring the
timely delivery of the deliverables and the correctness of the same based on the agreed
Performance. SLA monitoring shall be performed /reviewed on regular basis.
6.1 SLA Monitoring SLA parameters shall be measured on a daily / weekly/ monthly / quarterly basis as per
individual SLA parameter requirements through appropriate SLA measurement tools
provided by the successful bidder for the purpose and audited by a third party for accuracy
and reliability. If the performance of the system/services is degraded significantly at any
given point in time during the Contract and if the immediate measures are not implemented
and issues are not rectified to the satisfaction of Parikshaa Parishad or department or MSCE,
then Parikshaa Parishad or department or MSCE will have the right to take appropriate
corrective actions including termination of the Contract.
6.2 Service Level Standards for Offline OMR based of Examination Successful bidder has to meet the service level norms falling which contract is liable to be
penalized.
Sr.No. Service Levels Penalty
1. 99% availability and accessibility of Offline OMR based test during exams and registration including all software’s and web portal
Rs. 10,000 for every 2 hours of down time per month at a stretch or in parts up to total down time of 10 hours in a year. Beyond 10 hours of downtime, INR 50,000 for every One hour in a month of downtime at a stretch or in parts.
2. Provide manpower in exam centre during each shift of exam day as per standards.
INR 10,000 for non-availability of technical support in a shift of any exam centre.
3. If the examinations at centre could not be conducted for reason which are under control of successful bidder leading to cancellation of examination
A penalty of INR 10 Lakh along with the expenses incurred for re-conduct of examination shall be imposed.
4. If the examination of a candidate in a centre is delayed due to fault of successful bidder for more than One hour
A penalty of Rs. One Lakh per candidate shall be imposed
5. Set up CCTV cameras for surveillance during exam as per standards
Rs. 10000 per CCTV Camera not available or non-functional. If CCTV Cameras are available and are in working conditions but complete recording is not
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submitted by successful bidder, it will be deemed as not working/available camera and penalty will be charged
6. OMR based test should be conducted in fair and transparent manner
If security of the system is compromised and resulted into false or manipulated or forged OMR Based Exam scores of candidate(s), a penalty Rs. 5 Crore will be levied, liquidated amount of damage will also be recovered as additional and no payment for such exam(s) will be made to successful bidder.
7. If exam paper gets leaked due to failure of security system setup by successful bidder.
A penalty up to Rs. 2 crore and liquidated amount of damage, whichever is higher, will be recovered from successful bidder and parallely case of criminal offence may be lodged against the person/party responsible for such confidentiality breach, if it is proved that the event has occurred due to the involvement of successful bidder or any of its representatives. Payment for conducting Computer Based Exam will not be made to successful bidder.
8. Capture of biometric details of candidates during examination
A penalty of Rs 1000 per candidate shall be charged if in case the biometric details of the candidates are not captured.
9. If mentioned timelines are not met A penalty of Rs 10,000 per day of delay if mentioned timelines are not met.
6.3 Service Level Standards for Offline mode of Examination Successful bidder has to meet the service level norms falling which contract is liable to be
penalized.
Sr.No. Service Levels Penalty
1. Deployment of application portal should be on the date as per approved by MSCE
A penalty of INR 5,000 for every one day of delay shall be imposed
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2. 99% availability and accessibility of web portal / application during registration, download of admit cards, declaration of results, etc.
Rs. 10,000 for every 6 hours of down time per month at a stretch or in parts up to total down time of 75 hours in a year. Beyond 75 hours of downtime, INR 10,000 for every 1 hour in a month of downtime at a stretch or in parts.
3. MSP shall establish a centralized help desk, a week before the application goes live.
A penalty of INR 5,000 for every one day of delay shall be imposed.
4. MSP should make available the printed OMR sheets (along with a 10% buffer) to the various depots on a given date as specified by the MSCE
A penalty of INR 5,000 per depot for every one day of delay shall be imposed.
5. Results should be published on the website on the very next minute after being declared by MSCE
A penalty of INR 10,000 for every one hour of delay shall be imposed.
6. MSP shall make available all equipment required for scanning of OMR sheets at a location designated by MSCE on a given date
A penalty of INR 10,000 for every one day of delay shall be imposed.
7. MSP shall resolve the issue raised by school teacher or head master within one working day, provided the issue is not a show-stopper. Show-stopper issues shall be resolved within two hours from raising the request. Show-stopper issues are one due to which the application gets inaccessible.
A penalty of INR 5,000 for every one day of delay shall be imposed. For show-stopper: A penalty of INR 10,000 for every one hour of delay shall be imposed.
8. MSP shall print & scan OMR sheets of best quality so as to have 100% accuracy in result generation
A penalty of Rs. 10,000 per candidate whose result gets incorrectly published shall be imposed
7 Annexures
7.1 Annexure 1: Request for clarification form Name of the Company / Firm:
Name of Person(s) Representing the Company/Firm:
Name of the Person Designation e-mail id Mobile Number
Query/ Clarification sought:
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Sr.No. RFP documents reference (Volume, section no., page no.)
Content of RFP requiring clarification
Clarification sought
1
2
Note: - Queries must be strictly submitted only in the prescribed format. Queries not submitted in
the prescribed format will not be considered/ responded by the tendering authority.
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7.2 Annexure 2: Bid covering letter
(On the letter head of bidders firm)
To,
Chairman, Maharashtra State Council of Examination, GoM Pune
Subject: Submission of Technical Bid for Selection of MSP to conduct OMR based
examination for MSCE, Pune.
Dear Sir,
1. Having examined the RFP Documents, the receipt of which is hereby acknowledged, we,
the undersigned, submit deliverables in full conformity with the said Bidding
Documents.
2. We undertake, if our bid is accepted, to commence work as per the schedule and to
achieve the Acceptance within the respective times stated in this RFP.
3. We have read the terms and conditions of RFP and confirm that these are acceptable to
us.
4. We further declare that bid is unconditional.
5. If our bid is accepted, we undertake to provide a Performance bank guarantee in the
form and amounts, and within the times specified in the Bidding Documents.
6. We undertake that, in competing for (and, if the award is made to us, in executing) the
above assignment, we will strictly observe the laws against fraud and corruption in force
in India.
7. Until the formal final Contract is prepared and executed between us, this bid, together
with your written acceptance of the bid and your notification of award, shall constitute
a binding contract between us.
Dated this [insert number] day of [insert month], [insert year]
Signed:
In the capacity of [insert: title of position]
Duly authorised to sign this bid for and on behalf of [insert: name of bidder]
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7.3 Annexure 3: Bidder’s Form
1. Addressed to: Commissioner, Maharashtra State Council of Examinations, School
Education & Sports Department, Pune
2. RFP reference:
For Lead bidder in case of consortium
1. Name of Bidder/ Lead bidder
2. Registered Office Address and Website
3. Year of Establishment
4. Type of Firm Public Limited/Private Limited/ Proprietary/Partnership/Society/Other
5. Name of the authorized contact person of the Bidder/Lead Bidder of the Consortium.
6. Mobile Number
7. Email address
8. Fax No.
9. Year-wise financial turnover 2012-13 2013-14 2014-15
For Consortium Partner (Not the lead Partner)
10. Name of Bidder/ Lead bidder
11. Registered Office Address and Website
12. Year of Establishment
13. Type of Firm Public Limited/Private Limited/ Proprietary/Partnership/Society/Other
14. Name of the authorized contact person of the Bidder/Lead Partner of the Consortium.
15. Mobile Number
16. Email address
17. Fax No.
18. Year-wise financial turnover 2012-13 2013-14 2014-15
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3. Experience in similar projects completed
Sr. No.
Name of Department and details of Contact
Person
Description of Project
Role of bidder in the
project
Order Value in INR
Completion date
1.
2.
(Please attach completion certificates from concern department/ company)
4. Details of ongoing similar projects with status
Sr.No. Name of Department and details of Contact
Person
Description of Project
Role of bidder in the
project
Order Value in INR
Project Status
1
2
5. Support Network
Details Numbers Locations
Registered Head Office
Development centres
Empanelled exam centres
Help desk/ call centre
6. The rates quoted are valid upto 180 days from the last date of bid submission. The
validity can be extended with mutual agreement
7. We agree to abide by all the conditions mentioned in this Tender Notice issued by the
Tendering Authority and also the further conditions of the said Tender Notice given in
the attached sheets (all the pages of which have been signed by us in token of acceptance
of the terms mentioned therein). 8. We understand that re-produced/re-word-processed formats or Bidder's own formats for
the price quotations will disqualify the Bidder. 9. We accept payment modality as mentioned in the bid document.
10. Technical Bid is duly filled and signed is enclosed in a separate envelope with this Tender
form along with Terms & Conditions in token of acceptance.
11. Financial Bid of this Tender Document is enclosed in a separate envelope duly signed and
sealed.
12. An organization chart indicating the project Team organization as envisaged by the bidder
for execution of this assignment to be given in the technical bid.
13. Detailed time schedule for various activities is given in the technical bid.
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We believe and agree in good faith that the decision of Bid Evaluation Committee and
Tendering Authority will be final and will be binding on us.
Dated:
Name of the bidder:
Place:
Sign & Seal:
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7.4 Annexure 4: Pre-qualification form Bidder / Lead Bidder must have successfully completed at least 3 OMR based examinations
projects during the last 3 years in India for any Central / State / PSU client with following
components being a part of the scope:
a. Developing IT system for accepting and processing of applications (Allocation
of test centres, hall ticket download, uploading of results, etc.)
b. Printing and scanning OMR sheets with appropriate security features, result
processing, etc.
Sr.No Name of Project
Name of Concerned Govt. Department/ Agency
Total Project Value in INR
Contract Award Date and Work Completion Date
Completion Certificates
1.
2.
Particulars of Authorization of the person signing these documents on behalf of the bidder.
Sr.No. Particular Details
1. Detail of authorised person to sign this bid document for this project:
a) Name b) Company c) Designation d) Address e) Mobile Number f) Email address
2. Authorization given by
Date:
Place: Name & Designation with Seal:
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7.5 Annexure 5: Technical bid covering letter
To,
Chairman, Maharashtra State Council of Examination, GoM Pune
Subject: Submission of Technical Bid for providing Offline OMR based exam services to
MSCE, Pune.
Dear Sir,
Having examined the Bid document, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to provide the Professional services as required
and outlined in the Bid for "Providing Offline OMR Based Exam Services for MSCE, Pune”. To
meet such requirements and provide such services as required are set out in the Bid
document, we attach hereto the Bid technical response as required by the Bid document,
which constitutes our proposal.
We undertake, if our proposal is accepted, we will obtain a performance security
acceptable to department, for a sum equivalent to 10% of our bid value quoted in our
commercial proposal.
We agree for unconditional acceptance of all the terms and conditions set out in the
Bid document and also agree to abide by this Bid response for a period of 180 days from the
date fixed for Bid opening and it shall remain binding upon us with full force and virtue, until
within this period a formal contract is prepared and executed, this Bid response, together
with your written acceptance thereof in your notification of award, shall constitute a binding
contract between us and the department.
We confirm that the information contained in this bid or any part thereof and other
documents and instruments delivered or to be delivered to department is true, accurate,
and complete. This proposal includes all information necessary to ensure that the
statements therein do not in whole or in part mislead as to any material fact.
We agree that department not bound to accept the lowest or any Bid response you
may receive. We also agree that you reserve the right in absolute sense to reject all or any
of the products/service specified in the Bid response without assigning any reason
whatsoever. It is hereby confirmed that I/We are entitled to act on behalf of our
corporation/company/ firm/organization and empowered to sign this document as well as
such other documents, which may be required in this connection.
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Signature:
Duly authorized to sign the Bid Response for and on behalf of: (Name and Address of
Company)
Seal/Stamp of bidder
Witness Signature:
Witness Name:
Witness Address:
Certificate as to Authorise Signatories
I, certify that I am …… of the …….. Company and that ……… who signed the above bid is
authorised to bind the corporation by authority of its governing body.
Date:
Place:
Name and Designation with Seal:
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7.6 Annexure 6 Performance Bank Guarantee format (For a sum of 10% of the value of the Contract)
Ref. No. :
Date:
Bank Guarantee No.:
To
…………………….
……………………
Against Letter of Intent number _________ dated _________ relating to Tender No.
…………………………………………………….. for the project “Providing Offline OMR based exam
services to MSCE” (hereinafter called the 'LoI’) and the contract to be entered into between
the MSCE, (hereinafter called "--------------------") and _________________ (hereinafter called
the Bidder), this is to certify that at the request of the Bidder we ______________________
Bank, are holding in trust in favour of --------------------, the amount of Rs.
___________________________ (write the sum here in words) to indemnify and keep
indemnified the -------------------- against any loss or damage that may be caused to or
suffered by the -------------------- by reason of any breach by the Bidder of any of the terms
and conditions of the contract that will be entered subsequently (within 15 days) and/or in
the performance thereof. We agree that the decision of --------------------, whether any breach
of any of the terms and conditions of the contract and/or in the performance thereof has
been committed by the Bidder and the amount of loss or damage that has been caused or
suffered by -------------------- shall be final and binding on us and the amount of the said loss
or damage shall be paid by us forthwith on demand and without demur to --------------------.
We __________________________________ Bank, further agree that the guarantee herein
contained shall remain in full force and effect during the period that would be taken for
satisfactory performance and fulfilment in all respects of the contract by the Bidder i.e. till
_______________(write a date which is 2.5 years and fifteen days from the date of LoI)
(hereinafter called the said date) and that if any claim accrues or arises against us
_____________________ Bank, by virtue of this guarantee before the said date, the same
shall be enforceable against us ________________________ Bank, notwithstanding the fact
that the notice of any such claim is given to us __________________________ Bank, by ----
---------------- either before the said date or within the enforcement period of six months
thereafter. Payment under this letter of guarantee shall be made promptly, within one
month of our receipt of notice to that effect from --------------------.
It is fully understood that this guarantee is effective from the date of the said LoI and that
we _________________________ Bank, undertake not to revoke this guarantee during its
currency without the consent in writing of --------------------.
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We undertake to pay to -------------------- any money so demanded notwithstanding any
dispute or disputes raised by the Bidder in any suit or proceeding pending before any court
or Tribunal relating thereto our liability under this present guarantee being absolute and
unequivocal. The payment so made by us under this guarantee shall be a valid discharge of
our liability for payment there under.
We _____________________________ Bank, further agree that -------------------- shall have
the fullest liberty, without affecting in any manner our obligations hereunder to vary any of
the terms and conditions of the said contract or to extend time of performance by the Bidder
from time to time or to postpone for any time or from time to time any of the powers
exercisable by -------------------- against the said Bidder and to forebear or enforce any of the
terms and conditions relating to the said contract and we, ________________________
Bank, shall not be released from our liability under this guarantee by reason of any such
variation or extension being granted to the said Bidder or for any forbearance by -------------
------- to the said Bidder or for any forbearance and or omission on the part of ------------------
-- or any other matter or thing whatsoever, which under the law relating to sureties, would,
but for this provision have the effect of so releasing us from our liability under this
guarantee.
This guarantee will not be discharged due to the change in the constitution of the Bank or
the Bidder.
Our liability under this Bank Guarantee shall not exceed and is restricted to
Rs. ……………… (Rupees ………………Only).
Signature of Authorized Signatory (with Official Seal)
Date:
Place:
Name:
Designation:
Address:
Telephone:
Email address:
Signature of Witness One Signature of Witness Two
Name :………………………………………… Name: …………………………..
(Bank’s common seal)
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7.7 Annexure 7: Format for Power of Attorney for Lead Member of
Consortium
Whereas the MSCE has invited bids from the interested Bidders for Providing "Offline OMR
Based Exam services" (Hereinafter referred as the Project) to Parikshaa Parishad or MSCE,
Govt. of Maharashtra". Whereas, ___________ and ________ (collectively the “Consortium”)
being Members of the Consortium are interested in bidding for the Project in accordance with
the terms and conditions of the Request for Proposal (RFP) and other connected documents
in respect of the Project, and Whereas, it is necessary for the Members of the Consortium to
designate one of them as the Lead Member with all necessary power and authority to do for
and on behalf of the Consortium, all acts, deeds and things as may be necessary in connection
with the Consortium’s bid for the Project and its execution.
NOW THEREFORE KNOW ALL MEN BY THESE PRESENTS
I, M/s. ______, having our registered office at ____________,[the respective names and
addresses of the registered office] (hereinafter collectively referred to as the “Principals”) do
hereby irrevocably designate, nominate, constitute, appoint and authorise M/s ________,
having its registered office at ___, being a Member of the Consortium, as the Lead Member
and true and lawful attorney of the Consortium (hereinafter referred to as the “Attorney”)
and hereby irrevocably authorise the Attorney (with power to sub-delegate) to conduct all
business for and on behalf of the Consortium and any one of us during the bidding process
and, in the event the Consortium is awarded the Concession/ Contract, during the execution
of the Project, and in this regard, to do on our behalf and on behalf of the Consortium, all or
any of such acts, deeds or things as are necessary or required or incidental to the submission
of its bid for the Project, including but not limited to signing and submission of all applications,
bids and other documents and writings, participate in bidders’ and other conferences,
respond to queries, submit information/ documents, sign and execute contracts and
undertakings consequent to acceptance of the bid of the Consortium and generally to
represent the Consortium in all its dealings with the Concessioning Authority/ Confirming
Party, and/ or any other Government Agency or any person, in all matters in connection with
or relating to or arising out of the Consortium’s bid for the Project and/ or upon award thereof
till the Concession Agreement is entered into with the Government and Concessioning
Authority.
AND hereby ratify and confirm all acts, deeds and things lawfully done or caused to be done
by our said Attorney pursuant to and in exercise of the powers conferred by this Power of
Attorney and that all acts, deeds and things done by our said Attorney in exercise of the
powers hereby conferred shall and shall always be deemed to have been done by us/
Consortium.
IN WITNESS WHEREOF WE THE PRINCIPALS ABOVE NAMED HAVE EXECUTED THIS
POWER OF
ATTORNEY ON THIS DAY OF 2016
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For ……………………….
(Name & Title)
For …………………
(Name & Title)
Witnesses:
1.
2.
Note:
The mode of execution of the Power of Attorney should be in accordance with the
procedure, if any, laid down by the applicable law and the charter documents of the
executant(s) and when it is so required, the same should be under common seal affixed in
accordance with the required procedure.
Also, wherever required, the Bidder should submit for verification the extract of the charter
documents and documents such as a resolution/ power of attorney in favour of the person
executing this Power of Attorney for the delegation of power hereunder on behalf of the
Bidder.
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7.8 Annexure 8: Format for Commercial bid (To be submitted on bidders letter head)
To,
Chairman, Maharashtra State Council of Examination, GoM Pune
Subject: Submission of Financial Bid for Selection of Managed Service Provider (MSP) to
conduct Offline OMR based test for MSCE, Pune.
Having examined the Bid Document, the receipt of which is hereby duly acknowledged, we,
the undersigned, offer to Provide Offline OMR based exam services to Maharashtra State
Council of Examinations, School Education and Sports Department, Government of
Maharashtra. To meet such requirements and to provide services as set out in the Bid
document following is our quotation summarizing our commercial proposal.
Part 2: Cost for scope components related to Conducting of Offline Examinations
Sr. No.
Particulars Price per candidate (inclusive of all taxes in INR)
1. Per Candidate Rate ( As per Scope of Work which includes Printing of Question Papers & Carbonless OMR Sheets, Packaging & Delivery of Question Papers & Carbonless OMR Sheets to delivery centers, Scanning and Result Processing and development & maintenance of required software)
Note:
1. On an average, the number of pages in question paper booklet per candidate would
be around 64 Pages
2. On an average, the number of Carbonless OMR sheets per candidate would be 2
3. The expected delivery centres would be all the district headquarters of the state of
the Maharashtra
We undertake that the aforesaid prices are inclusive of all taxes and duties as applicable.
We understand that the unit quantity data specified in the price Bid indicates the volume
likely to get routed during two years which is based on estimations. We shall not regard the
volume specified as a commitment from the department, as these are mentioned for bid
evaluation purpose. The figures are bound to change based on various circumstances.
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We undertake, if our proposal is accepted, we will obtain a performance security issued by
a nationalized bank in India, acceptable to department for a sum equivalent to 10% of the
bid value as quoted herein.
We agree for unconditional acceptance of all the terms and conditions in the Bid document
and also agree to abide by this Bid response for a period of 180 days from the date fixed for
Bid opening and it shall remain binding upon us, until within this period a formal contract is
prepared and executed, this Bid response, together with your written acceptance thereof in
your notification of award, shall constitute a binding contract between us.
We confirm that the information contained in this proposal or any part thereof, including its
exhibits, schedules, and other documents and instruments delivered or to be delivered to
the department is true, accurate, and complete. This proposal includes all information
necessary to ensure that the statements therein do not in whole or in part mislead
department as to any material fact.
We agree that you are not bound to accept the lowest or any Bid response you may receive.
We also agree that you reserve the right in absolute sense to reject all or any if the
products/service specified in the Bid response without assigning any reason whatsoever.
It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company/
firm/organization and empowered to sign this document as well as such other documents,
which may be required in this connection.
(Signature)
(In the capacity of) ……………………………………
Duly authorized to sign the Bid Response for and on behalf of: (Name and Address of
Company).
Seal/ Stamp of bidder
Date:
Place:
Name & Designation with Seal:
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7.9 Annexure 9: Format for bidder’s authorization letter
To,
Chairman, Maharashtra State Council of Examination, GoM Pune Subject: Authorization certificate
<Bidder’s Representative Name> ,<Designation> is hereby authorized to sign relevant
documents on behalf of the company/firm in dealing with RFP for Selection of Managed
Service Provider (MSP) to conduct Offline OMR based test for School, Education and Sports
department, Government of Maharashtra or MSCE issued by you. He/ She is also authorized
to attend meetings, submit bid as may be required by you in the course of processing the
above said Bid.
Thanking You
Authorized Signatory
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7.10 Annexure 10: Self-declaration of Non-black listing
To,
Chairman, Maharashtra State Council of Examination, GoM Pune
Subject: Self declaration with reference to bid for Selection of Managed Service Provider
(MSP) to conduct Offline OMR based test for School, Education and Sports department,
Government of Maharashtra.
In response to the Tender for Selection of Managed Service Provider (MSP) to
conduct Offline OMR based test for School, Education and Sports department, Government
of Maharashtra, as an owner/partner/Director of ……………………………………….. I/We hereby
declare that our Company/firm is having unblemished past record and has not been declared
blacklisted or ineligible for non-performance, corrupt or fraudulent practices either
indefinitely or for a particular period of time in last 5 years by any State or Central
Government Agency/department in India.
Name of the bidder:
Signature:
Seal of the Organization:
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7.11 Annexure 11: Certificate of Conformity
To,
Chairman, Maharashtra State Council of Examination, GoM Pune
This is to certify that, the specifications of Hardware, Software and Services which I have
mentioned in the Technical bid, and which I shall supply if I am awarded with the work, are in
conformity with the specifications and requirements mentioned in the RFP document for
Selection of Managed Service Provider (MSP) to conduct Offline OMR based test for School,
Education and Sports department, Government of Maharashtra. I also certify that the price
I have quoted is inclusive of all the cost factors involved in the execution of the project, to
meet the desired Standards set out in the RFP Document.
Sign:
Name:
Designation:
Seal:
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7.12 Annexure 12: Non-disclosure Agreement
THIS AGREEMENT is made on the……………… between:
1. …………………………………………<<name of the department/Corporation/ Agency>> a
…………<<type of organization>> having its registered office at …………………………
(hereinafter referred to as "Disclosing Party" which expressions shall unless repugnant
to the context include its successors and assigns), and
2. …………………………<<name of the Service Provider Agency>> a ……….……… <<type of
organization>> having its registered office at ……………………………………., hereinafter
referred to as “Receiving Party", which expressions shall unless repugnant to the
context include its successors and assigns);
The Disclosing Party and the Receiving Party shall hereinafter jointly be referred to as
the “Parties”.
WHEREAS
The Disclosing Party is in possession of certain information defined hereunder as
Confidential Information by virtue of an agreement signed between the parties on
dated ……………… for ………………………………….. <<name of the project>>.
NOW IT IS HEREBY AGREED as follows:-
1. Confidential Information: For purposes of this Agreement, means all information to
which the Receiving Party has access including but not restricted to ……………………..
<<name of the project>> Project Data which relates to the technical, commercial and
financial information, software in various stages of development, techniques, models,
data, source code, object code, documentation, manuals, flow charts, research,
process, procedures, functions, customer names and other information related to
customers, suppliers, products, developments, operations, processes, data, trade
secrets, know-how and personnel of each Party and its affiliates which is disclosed to
or otherwise learned by the other Party and all other information which may be
disclosed by one Party or to which the other Party may be provided access by the
disclosing Party or others in accordance with this Agreement, or which is generated as
a result of, incidental to or in connection with the Business Purposes, which is not
generally available to the public.
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2. Not Within Definition: Notwithstanding any other provision of this Agreement, the
Parties hereto acknowledge that Confidential Information shall not include any
information that:-
a. is, now or subsequently becomes public knowledge other than by breach of
the provisions of this Agreement; or
b. is in the possession of the Party with the full right to disclose prior to its receipt
from the Disclosing Party, as evidenced by written records; or
c. is independently received by the Receiving Party from a third party, with no
restrictions on disclosure from such third party.
d. is independently developed by Receiving Party without reference to or based
on Confidential Information of the Disclosing Party.
3. Obligation of Confidentiality: The Receiving Party promises and agrees to receive and
hold the Confidential Information in confidence. Without limiting the generality of the
foregoing, the Receiving Party further promises and agrees:
a. To protect and safeguard the Confidential Information against unauthorized
use, publication or disclosure.
b. Not to, directly or indirectly, in any way, reveal, report, publish, disclose,
transfer or otherwise use any of the Confidential Information except as
specifically authorized by the Disclosing Party in accordance with this Non-
Disclosure Agreement.
c. Not to use any Confidential Information to unfairly compete or obtain unfair
advantage vis-a-vis Disclosing Party in any commercial activity.
d. To restrict access to the Confidential Information to those of its officers,
directors, and employees who clearly need such access to carry out official
duties towards Disclosing Party.
e. To furnish the details including names and phone numbers of persons (Project
Manager/ TL/ DBA/ System Administrator) who have the right to access the
Confidential Information of the application from backend and shall furnish the
Audit log to the Disclosing Party on bi-weekly basis. Any changes in the persons
or their role shall be duly intimated to the Disclosing Party within 3 days.
f. Not to entertain any requests made by the users of the software application
to make changes or carry out any action involving reversal from the set
process, under any circumstances, which requires accessing the confidential
information from the backend, unless a prior written consent is taken from the
Commissioner, MSCE or any other Person specifically authorized in this regard
to do so.
g. To instruct each of the persons to whom it provides access to any of the
Confidential Information, that such persons are strictly prohibited from making
any use, publishing or otherwise disclosing to others, or permitting others to
use for their benefit or to the detriment of the Disclosing Party, any of the
Confidential Information, and, upon Request of the Disclosing Party, to provide
the Disclosing Party with a copy of a written agreement to that effect signed
by such persons.
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h. To comply with any other reasonable security measures requested in writing
by the Disclosing Party.
i. To not to enter into any communication involving disclosure of Confidential
Information in any form with either the beneficiaries or the users of Software
Application, without written consent of the Disclosing Party.
j. To not to disclose any names and their particulars to third parties without the
written consent by the Disclosing party.
k. To pay liquidated and other damages recoverable under the clause 7 of this
Agreement.
4. Property of Parties: All Confidential Information disclosed pursuant to this Agreement
shall be and remain the property of the Disclosing Party. Nothing in this Agreement
shall be construed as granting or conferring any rights whatsoever, whether expressly,
impliedly or otherwise, in respect of the Confidential Information to the Receiving
Party, and the Confidential Information will be used only for the purposes of this
Agreement.
5. Reporting Unauthorised disclosure or misuse of confidential information: The
Receiving Party shall immediately inform the Disclosing Party of any unauthorized use
or disclosure, misappropriation or misuse by any person of any Confidential
Information, upon the Receiving Party having notice or knowledge of the same.
6. Losses: The Receiving Party agrees to indemnify the other Party against any and all
losses, damages, claims, or expenses incurred or suffered by the other Party as a result
of the Receiving Party's breach of this Agreement.
7. Remedies: The Receiving Party understands and acknowledges that any disclosure or
misappropriation of any of the Confidential Information in violation of this Agreement
may cause the Disclosing Party irreparable harm, the amount of which may be difficult
to ascertain and, therefore, agrees that the Disclosing Party shall have the right to
resort to civil & criminal remedies available under the law including the IT Act 2000
for taking action against the Receiving Party and/ or for an order restraining any such
further disclosure or misappropriation and for such other relief as the Disclosing Party
shall deem appropriate. Such right of the Disclosing Party shall be in addition to
Remedies otherwise available to the Disclosing Party at law or in equity.
In the event of default or breach of the terms of this agreement the Receiving Party
and all its officers found guilty of breach, shall be jointly & severally liable for action.
8. Notices: Any communication in connection with this Agreement must be in writing
and be delivered personally, or by registered mail receipt acknowledged, facsimile or
e-mail (if receipt of the complete facsimile or electronic mail is confirmed in writing
by the recipient) to the address set out at the beginning of this Agreement.
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9. Termination: This Agreement shall commence on the date as written above. The
Receiving Party's obligations with respect to the Confidential Information hereunder
shall be co-terminus with the Agreement signed by the parties as referred above.
However if after termination or expiration of the Agreement the Receiving Party
remains in possession of any Confidential Information then the obligations under this
Agreement and consequences of breach shall continue to remain in force till such
information is in possession of the Receiving Party.
IN WITNESS WHEREOF the parties hereto have caused their duly authorized
representatives to set their hands the day and year first above written.
Signature on behalf of Department …………………..
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7.13 Annexure 13: Undertaking for 2,00,000 seats for Offline OMR based
Examination
To,
Chairman, Maharashtra State Council of Examination, GoM Pune Subject: Undertaking for having capacity of conducting Offline OMR based Exam for 2,00,000
candidates in single shift in Maharashtra.
In response to the Tender for Providing Computer Based Exam services for in MP
Professional Examination Board, I/we have successfully identified 2,00,000 Offline OMR
based examination seats in Maharashtra as per standards defined in this RFP for Exam
Centres. List of institutions/agencies who own Exam Centre Infrastructure for these seats,
their location, and number of seats available with them as per defined standards, is enclosed
herewith. I/we will provide copy of MOUs signed with each of these Exam Centre
Infrastructure owners within 6 weeks of signing of agreement with MSCE. Format of this
MOU will be designed in consultation and MSCE.
Encl: List of Exam Centre with their location and Seating Capacity.
Name of the bidder:
Signature:
Seal of the Organisation:
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7.14 Annexure 14: Declaration of Unconditional Bidding Documents
To be provided on the respective company Letter Heads by the Sole Bidder and in case of
consortium, by the Lead Bidder)
I, authorized representative of _________________________, hereby solemnly affirm that the Bid
documents submitted as a part of pre-qualification, technical and financial bid are unconditional in all
respect considered for “Provision of Offline OMR based examination services to MSCE, Pune”.
In the event of any deviation from the factual information/ declaration MSCE, reserves the right to
terminate the contract without any compensation to the IP.
Dated:
Signed & sealed: (Authorized representative of the firm)
Place:
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7.15 Annexure 15: Guidelines to Vendors on the operations of Electronic
Tender Management System of Government of Maharashtra on
http://maharashtra.etenders.in
1. These conditions will overrule the conditions stated in the Bidding Documents, wherever
relevant and applicable.
2. Registration of Vendors:
a) The Vendors interested in doing business with any Department / Agency of Government
of Maharashtra that have migrated their process onto the Electronic Tender Management
System platform shall be required to enrol on the System.
b) In order to participate in the Open Tenders processed using the System by any
Department / Agency, the Vendors are required have a valid enrolment on the System.
c) In order to participate in the Limited Tenders processed using the System by any
Department / Agency, the Vendors are required have a valid enrolment on the System.
d) In order to participate in the Restricted Tenders processed using the System by any
Department/ Agency, in addition to having a valid enrolment on the System, the Vendors
are also required have a valid empanelment in appropriate category on the Sub – Portal
assigned to the respective Department / Agency.
e) The Bidder may obtain the necessary information on the process of enrolment
and empanelment either from Helpdesk Support Team or may visit the information
published under the link ‘How to enrol?’ on the Home Page of the System.
f) After submission of application for enrolment on the System, the application information
shall be verified by the Authorized Representative of the Service Provider. If the information
is found to be complete, the enrolment submitted by the Vendor shall be approved.
g) After the approval of enrolment, the Vendor shall have to apply for empanelment on the
respective Department / Agency Sub – Portal (if the process of empanelment is followed in
a particular Department / Agency). The application for empanelment shall be approved by
the Competent Authority of the respective Department / Agency.
h) After the application for enrolment of the Vendor is approved, the Vendor shall be able
to participate in Open and after the application for empanelment of the Vendor is approved,
the Vendor shall be able to participate in restricted Tenders.
3. Obtaining a Digital Certificate:
a) The Bid Data that is prepared online is required to be encrypted and the hash of the Bid
Data is required to be signed electronically using a Digital Certificate (Class – II or Class – III)
to maintain the security of the Bid Data and also to establish the identity of the Vendor
transacting on the System. The Digital Certificates are issued by an approved Certifying
Authority authorized by the Controller of Certifying Authorities of Government of
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India through their Authorized Representatives upon receipt of documents required to
obtain a Digital Certificate.
b) Bid data / information for a particular Tender may be submitted only using the Digital
Certificate which is used to encrypt the data / information and sign the hash during the Bid
Preparation and Hash Submission stage. In case, during the process of preparing and
submitting a Bid for a particular Tender, the Vendor User loses his / her Digital Signature
Certificate (i.e. due to virus attack, hardware problem, operating system problem); he / she
may not be able to submit the Bid online. Hence, the Users are advised to store his / her
Digital Certificate securely and if possible, keep a backup at safe place under adequate
security to be used in case of need.
c) In case of online tendering, if the Digital Certificate issued to an Authorized User of a Firm
is used for signing and submitting a Bid, it will be considered equivalent to a no
objection certificate / power of attorney to that User to submit the Bid on behalf of the form.
The firm has to authorize a specific individual via an authorization certificate signed by a
partner of the firm (and in case the applicant is a partner, another partner in the same form
is required to authorize) to use the digital certificate as per Indian Information Technology
Act, 2000.
d) Unless the Digital Certificate is revoked, it will be assumed to represent adequate
authority of the Authority User to bid on behalf of the Firm for the Tenders processed on the
Electronic Tender Management System of Government of Maharashtra as per Indian
Information Technology Act, 2000. The Digital Signature of this Authorized User will be
binding on the Firm. It shall be the responsibility of Partners of the Firm to inform the
Certifying Authority or Sub Certifying Authority, if the Authorized User changes, and apply
for a fresh Digital Signature Certificate. The procedure for application of a Digital Signature
Certificate will remain the same for the new Authorized User.
e) The same procedure holds true for the Authorized Users in a Private / Public Limited
Company. In this case, the Authorization Certificate will have to be signed by the Director of
the Company.
4. Set up of Computer System for executing the operations on the Electronic
Tender Management System:
To operate on the Electronic Tender Management System of Government of Maharashtra,
the Computer System of the User is required be set up. The Users are required to install
Utilities available on the Home Page of the System. The Utilities are available for download
freely on the Home Page. The Vendors requested to refer to the e-Tendering Toolkit for
Bidders available online on the page http://maharashtra.etenders.in/mah/index.asp to
understand the process of setting up the System or alternatively, contact the Helpdesk
Support Team on information / guidance on the process of setting up the System.
5. Online viewing of Detailed Notice Inviting Tenders:
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The Vendors can view the detailed Tender Notice along with the Time Schedule (Key Dates)
for all the Tenders processed by the Departments / Agencies of Government of Maharashtra
on their respective Sub – Portals on the System.
6. Online Download of Tender Documents:
The Tender Documents can be downloaded by the Vendors having valid enrolment on the
System (and valid empanelment in case of Restricted Tenders) from the respective Sub -
Portal of the Department / Agency on the System.
7. Submission of Bid Hash (Seal) of online Bids:
Submission of Bids will be preceded by submission of the digitally signed Bid Hashes (Seals)
as stated in the Tender Time Schedule (Key Dates) published in the Notice Inviting Tender.
The Hashes are the thumbprint of electronic data and are based on one – way algorithm.
The Hashes establish the unique identity of Bid Data. The Hashes are digitally signed.
8. Generation of Super Hash:
After the expiry of the cut – off time of submission of digitally signed Bid Hashes (Seals) by
the Bidder has lapsed, the stage is automatically locked and digitally signed Super Hashes
(Seal) will be generated by the Competent Authority of the respective Department / Agency
will generate a Super Hash.
9. Decryption and re-encryption of online Bids (submitting the Bids online):
a) After the generation of Super Hash, the Vendors have to decrypt their Bids using their
Digital Certificate and immediately re-encrypt their Bids using the Public Key of the
Competent Authority of the Department / Agency. At this time, the Vendors are also
required to upload the files for which they generated the Hash values during the Bid
Preparation and Hash Submission stage.
b) The Bid data / information of only those Vendors who have submitted their Bid Hashes
(Seals) within the stipulated time (as per the Tender Time Schedule), will be available for
decryption and re-encryption and to upload the relevant files. A Vendor who has not
submitted his Bid Hashes (Seals) within the stipulated time will not be allowed to decrypt /
re-encrypt the Bid data / information.
c) For submitting the Bids online, the Vendors are required to make a payment using the
Electronic Payments Gateway Service of INR 1,024/- (Rupees One Thousand Twenty Four
only) towards the fees of the Service Provider. The various options of making online
payments are available on the Home Page of the System.
10. Submission of Earnest Money Deposit:
The Vendors are required to submit the Earnest Money Deposit and cost of Tender
Documents in a Sealed Physical Envelope and the same should reach the concerned
Competent Authority before the last date and time as specified in the Tender Documents.
Vendors are required to keep the instruments for submission of Earnest Money Deposit and
the cost of Tender Documents ready as the details of these instruments are required to be
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entered in the System during the Bid Preparation and Hash Submission stage. The details of
the Earnest Money Deposit and cost of Tender Documents instruments shall be verified and
matched during the Tender Opening event.
11. Opening of Electronic Bids:
a) The Competent Authority receiving the Bids shall first open the manual Earnest Money
Deposit and cost of Tender Documents and verify with the details submitted online.
b) The Competent Authority shall then open the online envelope(s) (decrypt the Bid
Data) through the System. The Authority shall generate the Hash value of each envelope of
each Vendor and match it with the original Hash value of the envelope generated and
submitted by the Bidder during the Bid Preparation and Hash Submission stage.
12. Tender Schedule (Key Dates):
The Vendors are strictly advised to follow the Dates and Times allocated to each stage as
indicated in the Time Schedule in the Notice Inviting Tender for each Tender. All the online
activities are time tracked and the Electronic Tender Management System enforces time-
locks that ensure that no activity or transaction can take place outside the Start and End
Dates and Time of the stage as defined in the Tender Schedule.
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7.16 Annexure 16: Format for Bank Guarantee for Earnest Money Deposit
(EMD) To,
Chairman, Maharashtra State Council of Examination, GoM Pune
Whereas <<Name of the bidder>> (hereinafter called 'the Managed Service Provider') has
submitted the bid for Submission of RFP <<RFP Number>> dated <<Date>> for <<Name of the
assignment>> (hereinafter called "the Bid") to Maharashtra State Council of Examination,
Government of Maharashtra, Pune.
Know all Men by these presents that we <<……. >> having our office at <<Address>>
(hereinafter called "the Bank") are bound unto the << Purchaser >> (hereinafter called "the
Purchaser") in the sum of Rs. <<Amount in figures>> (Rupees <<Amount in words>> only) for
which payment well and truly to be made to the said Purchaser, the Bank binds itself, its
successors and assigns by these presents. Sealed with the Common Seal of the said Bank this
<<Date>>.
The conditions of this obligation are:
1. If the Bidder having its bid withdrawn during the period of bid validity specified by the
Bidder on the Bid Form; or
2. If the Bidder, having been notified of the acceptance of its bid by the Purchaser during the
period of validity of bid
(a) Withdraws his participation from the bid during the period of validity of bid document; or
(b) Fails or refuses to participate in the subsequent Tender process after having been short
listed;
(c) Fails to submit the Performance Bank Guarantee as specified in the terms and conditions
of the RFP;
We undertake to pay to the Purchaser up to the above amount upon receipt of its first written
demand, without the Purchaser having to substantiate its demand, provided that in its
demand the Purchaser will note that the amount claimed by it is due to it owing to the
occurrence of one or both of the two conditions, specifying the occurred condition or
conditions.
This guarantee will remain in force up to <<insert date>> and including <<extra time over and
above mandated in the RFP>> from the last date of submission and any demand in respect
thereof should reach the Bank not later than the above date.
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NOTHWITHSTANDING ANYTHING CONTAINED HEREIN:
I. Our liability under this Bank Guarantee shall not exceed Rs. <<Amount in figures>> (Rupees
<<Amount in words>> only)
II. This Bank Guarantee shall be valid up to <<insert date>>)
III. It is condition of our liability for payment of the guaranteed amount or any part thereof
arising under this Bank Guarantee that we receive a valid written claim or demand for
payment under this Bank Guarantee on or before <<insert date>>) failing which our liability
under the guarantee will automatically cease.
(Authorized Signatory of the Bank)
Seal:
Date: