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Rajasthan Housing Board RFP for RHBMS

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Draft Request for Proposal (RFP) Document for Rajasthan Housing Board Management System (RHBMS)

for Rajasthan Housing Board

Reference No: Tender Ref. No.F.4.3(22)/RISL/Tech/2012/4327 Dated : 07/09/2012

Mode of Bid Submission Online though eProcurement/ eTendering system at

http://eproc.rajasthan.gov.in Tendering Authority/ Purchaser Managing Director,

RajCOMP Info Services Limited (RISL), First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)

Date & Time of Pre-bid meeting 24/09/2012 at 03:00PM Last Date & Time of Submission of eBid 05/11/2012 at 03:00 PM Date & Time of Opening of Technical Bid 06/11/2012 at 03:30PM

Cost of RFP Document: Rs. 5000/- Only (Rupees Five Thousand Only)

Name of the Bidding Company/ Firm:

Contact Person (Authorised Bid Signatory): Correspondence Address:

Mobile No. Telephone & Fax Nos.:

Website & E-Mail:

RajCOMP Info Services Limited (RISL) 1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)

Phone: 0141-2226055, 5103902 Fax: 0141-2228701

Website: http://risl.rajasthan.gov.in

Email: [email protected]

http://eproc.rajasthan.gov.in

http://risl.rajasthan.gov.in

mailto:[email protected]


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ABBREVIATIONS & DEFINITIONS ............................................................................................................. 5

1. INVITATION FOR BIDS (IFB) & NOTICE INVITING TENDER (NIT) 7

NOTICE INVITING TENDER-NIT 9

2. BACKGROUND INFORMATION 10

2.1. PROJECT PROFILE ......................................................................................................... 10

2.2. ABOUT RAJASTHAN HOUSING BOARD, GOVERNMENT OF RAJASTHAN ............................. 14

3. ELIGIBILITY CRITERIA 28

4. SCOPE OF WORK, DELIVERABLES AND TIMELINES 31

4.1. CONCEPTUAL TECHNICAL DESIGN OF THE PROJECT ......................................................... 31

4.1.1. THE WEB APPLICATION ....................................................................................................... 31

4.1.2. PROPOSED DEPLOYMENT ARCHITECTURE ......................................................................... 33

4.1.3. SUGGESTIVE SECURITY ARCHITECTURE ............................................................................. 33

4.1.4. APPROACH AND METHODOLOGY TO BE FOLLOWED ........................................................... 35

4.1.5. USERS, DATA SIZING & CONCURRENCY OF DATA.............................................................. 35

4.2. SCOPE OF WORK................................................................................................................. 36

4.2.1. APPLICATION SOFTWARE DEVELOPMENT AND WEB PORTAL DEVELOPMENT ................... 37

4.2.2. SITE PREPARATION INSTALLATION AND COMMISSIONING OF IT AND NON-IT HARDWARE.. 47

4.2.3. DATA DIGITIZATION ............................................................................................................. 48

4.2.4. TRAINING & CAPACITY BUILDING........................................................................................ 49

4.2.5. OPERATION AND MAINTENANCE / FACILITY MAINTENANCE SERVICES (FMS) ................... 52

4.2.5.1. ACCEPTANCE FOR SUCCESSFUL ROLL OUT ...................................................................... 52

4.2.5.2. DEPLOYMENT OF MANPOWER FOR FACILITY MANAGEMENT SERVICES ............................. 52

4.2.5.3. SUPPORT SERVICES FOR WEB BASED APPLICATION S/W ................................................. 56

4.2.5.4. MIS REPORTS: .................................................................................................................... 57

4.2.6. CHANGE REQUEST MANAGEMENT SERVICES ..................................................................... 58

4.2.7. THIRD PARTY AUDIT (TPA) ................................................................................................. 59

4.3. PROJECT DURATION ........................................................................................................... 60

4.4. ROLES & RESPONSIBILITIES (STAKEHOLDER-WISE) .......................................................... 60

4.5. PROJECT DELIVERABLES, MILESTONES & TIME SCHEDULE .............................................. 63

5. INSTRUCTION TO BIDDERS AND BIDDING PROCESS 76


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6. TERMS AND CONDITIONS, OF TENDER & CONTRACT 89

7. ANNEXURES 131

7.1. ANNEXURE 1 – FUNCTIONAL REQUIREMENT SPECIFICATIONS ....................... 131

7.1.1. ESTATE MANAGEMENT MODULE....................................................................................... 132

7.1.2. FINANCIAL ACCOUNTING ................................................................................................... 157

7.1.2.1. BUDGET ALLOCATION & MANAGEMENT MODULE ............................................................ 158

7.1.2.2. PROJECT ACCOUNTING SUB MODULE .............................................................................. 165

7.1.2.3. BOOK KEEPING & ACCOUNTING SUB MODULE ................................................................ 179

7.1.3. SCHEME INFORMATION SYSTEM MODULE ........................................................................ 190

7.1.4. PROJECT MONITORING INFORMATION SYSTEM (PMIS).................................................... 197

7.1.5. ASSET MANAGEMENT MODULE ........................................................................................ 202

7.1.6. PERSONNEL AND PAYROLL MODULE ................................................................................ 206

7.1.7. APPLICATION DIGITIZATION & MANAGEMENT ................................................................... 220

7.1.8. INTEGRATION REQUIREMENTS .......................................................................................... 227

7.1.9. OTHER REQUIREMENTS..................................................................................................... 229

7.1.9.1. DASHBOARD ...................................................................................................................... 229

7.1.9.2. WEB PORTAL .................................................................................................................... 229

7.1.9.3. MANAGEMENT OF DOCUMENTS ......................................................................................... 237

7.1.9.4. AUTOMATION OF WORKFLOW FOR VARIOUS PROCESS UNDER CORE MODULES ............... 244

7.1.9.5. QUERY BASE SEARCH ENGINE ......................................................................................... 253

7.2. ANNEXURE 2 – BILL OF MATERIAL (BOM) ............................................................... 263

7.3. ANNEXURE-3 – SUGGESTED TECHNICAL SPECIFICATIONS .............................. 266

7.4. ANNEXURE-4 - COVERING LETTER OF THE BID..................................................... 276

7.5. ANNEXURE-5 - PRE- BID QUERIES FORMAT ........................................................... 278

7.6. ANNEXURE-6 - TENDER FORM ................................................................................... 279

7.7. ANNEXURE-7- LETTER OF AUTHORITY .......................................................................... 280

7.8. ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING ................................. 281

7.9. ANNEXURE-9 - CERTIFICATE OF CONFORMITY/ NO DEVIATION ....................... 282

7.10. ANNEXURE-10 - MANUFACTURER’S AUTHORIZATION FORM (MAF) ................ 283

7.11. ANNEXURE-11 - UNDERTAKING ON AUTHENTICITY OF COMPUTER

EQUIPMENTS................................................................................................................................... 284

7.12. ANNEXURE – 12- FORMAT – STATEMENT OF DEVIATIONS ............................................... 285


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7.13. ANNEXURE-13 - FINANCIAL BID FORMAT ............................................................... 287

7.14. ANNEXURE-14 - PERFORMANCE BANK GUARANTEE .......................................... 298

7.15. ANNEXURE-15 - DRAFT AGREEMENT FORMAT ..................................................... 300

7.16. ANNEXURE 16- FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR ELIGIBILITY

CRITERIA 302

7.17. ANNEXURE 17- SERVICE LEVEL AGREEMENT ............................................................... 303

7.18 ANNEXURE-18 - LIST OF INFRASTRUCTURE TO BE PROVIDED BY RSDC ...... 308

7.19 ANNEXURE-19 - EXPECTED QUALIFICATION OF MANPOWER RESOURCES .. 310


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ABBREVIATIONS & DEFINITIONS

Agreement The Agreement to be signed between the successful bidder and

RajCOMP Info Services Ltd.

Authorised Signatory 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 Power of Attorney (PoA) from the competent authority of the respective bidding firm.

Bidder / Tenderer "Bidder" means any firm/ agency/ company/ contractor/ supplier/ vendor responding to Invitation for Bids / Request for Proposal / Notice Inviting Tender and which is participating in the Bid. Also called offeror or quoter.

CMC Contract Monitoring Committee

Contract The “Contract” means a legally enforceable agreement entered into between RajCOMP Info Services Limited (RISL) and the selected bidder(s) with mutual obligations.

Day “Day” means a working day as per Government of Rajasthan Government of India.

DeITY, GoI Department of Information Technology, Government of India

DoIT&C, GoR Department of Information Technology and Communication, Government of Rajasthan

EMD Earnest Money Deposit

GoI Government of India

Goods “Goods” means a tangible physical product that can be contrasted with a service which is intangible i.e. all the products which the bidder is required to supply to the purchaser under the contract.

GoR Government of Rajasthan

ICT Information and Communication Technology

INR Indian Rupee

IT Information Technology

ITB Instruction to Bidders

LD Liquidated Damages

LoI Letter of Intent

NIT Notice Inviting Tender

OEM Original Equipment Manufacturer


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PBG Performance Bank Guarantee

PC Procurement Committee

Project Site The “Project Site”, wherever applicable, means the designated place or places where the project implementation is to be carried out.

PSD Performance Security Deposit

Purchaser/ Tendering Authority Person or entity that is a recipient of a good or service provided by the bidder under a purchase order or contract of sale. Also called buyer. RajCOMP Info Services Limited (RISL) in this RFP document.

RFP Request for Proposal, an early stage in procurement process, issuing an invitation for bidders, through a bidding process, to submit a proposal on a specific commodity or service.

RHB, GoR Rajasthan Housing Board, Government of Rajasthan

RHBMS Rajasthan Housing Board Management System

RISL RajCOMP Info Services Ltd.

RSDC Rajasthan State Date Centre

RSWAN Rajasthan State Wide Area Network

Services “Services” means the services to be delivered by the successful bidder and as required to run the project successfully as per the contract. A service is the intangible equivalent of an economic good.

SI System Integrator

SLA Service Level Agreement is a negotiated agreement between two parties wherein one is RISL and the other is the selected bidder. It is a service contract where the level of service is formally defined.

SoW Scope of Work

SSDG State Service Delivery Gateway

State Government Government of Rajasthan

STQC Standardisation Testing and Quality Certification, Government of India

Supplier/SI/Vendor/Successful Bidder/ Service Provider/Contractor

The bidder who will be finally selected and who gets into an agreement with the RISL for completing the work mentioned in this bidding document.

TC Technical Committee

TPA Third Party Auditor

UAT User Acceptance Testing

WO/ PO Work Order/ Purchase Order


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1. INVITATION FOR BIDS (IFB) & NOTICE INVITING TENDER (NIT) 1) RajCOMP Info services Limited (RISL) on behalf of Rajasthan Housing Board (RHB) invites electronic

bid (eBid) proposals from the eligible bidders, who meet the minimum eligibility criteria as specified in

this RFP document for the study, design, development, implementation and operations &

maintenance of Rajasthan Housing Board Management System (RHBMS) as detailed in the section

titled “Scope of the Work” of this RFP document.

2) The RHBMS will be based upon open standards & state-of-art technologies, designed in 3-tier

architecture with the flexibility to expand/ upgrade and integrate with other existing/ proposed NeGP/

GoR projects as per the requirements of RHB.

3) The complete bidding document has been published on the websites http://eproc.rajasthan.gov.in,

http://risl.rajasthan.gov.in, and http://www.rhbonline.rajasthan.gov.in for the purpose of downloading.

The downloaded bidding document shall be considered valid for participation in the electronic bidding

process (eProcurement/ eTendering) subject to the submission of required tender/ bidding document

fee and RISL Processing Fee in Cash/ Demand Draft and in favour of “Managing Director, RajCOMP

Info Services Limited (RISL)” payable at “Jaipur”. A copy of the tender/ bidding document fee receipt

and RISL Processing Fee must be enclosed along with the Technical bid/ proposal failing which the

bid will be summarily rejected.

4) Bidders who wish to participate in this bidding process must register on http://eproc.rajasthan.gov.in

(bidders already registered on http://eproc.rajasthan.gov.in before 30-09-2011 must register again).

5) To participate in online bidding process, Bidders must procure a Digital Signature Certificate (Type III)

as per Information Technology Act-2000 using which they can digitally sign their electronic bids.

Bidders can procure the same from any CCA approved certifying agency, i.e. TCS, safecrypt, Ncode

etc. Bidders who already have a valid Digital Signature Certificate (DSC) need not procure a new

DSC.

6) A “single stage-two envelope” selection procedure shall be adopted.

7) Bidder (authorised signatory) shall submit their offer on-line in Electronic formats both for technical

and financial proposal. However, Demand Draft (DD) for Tender document fees, RISL Processing

Fees and EMD should be submitted physically at the office of Tendering Authority as prescribed in

NIT and scanned copy of same should also be uploaded along with the technical bid/ cover.

8) RISL will not be responsible for delay in online submission due to any reason. For this, bidders are

requested to upload the complete bid well advance in time so as to avoid 11th hour issues like slow

speed; choking of web site due to heavy load or any other unforeseen problems.

9) Bidders are also advised to refer “Bidders Manual Kit” available at eProc website for further details

about the e-tendering process.

10) Training for the bidders on the usage of e-Tendering System (eProcurement) is also being arranged

by RISL on regular basis. Bidders interested for training may contact e-Procurement Cell, RISL for

booking the training slot.



http://www.rhbonline.rajasthan.gov.in




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Contact No: 0141-4022688 (Help desk 10 am to 6 pm on all working days)

e-mail: [email protected]

Address : e-Procurement Cell, RISL, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur

11) Please note that a Pre-Bid meeting of the prospective bidders, who have purchased the tender/

bidding document, is scheduled as per the details specified in Notice Inviting Tender (NIT) below. The

objective of this meeting is to address the queries of the prospective bidders related to the

Project/Bidding document.

12) No contractual obligation whatsoever shall arise from the RFP/ bidding process unless and until a

formal contract is signed and executed between the tendering authority and the successful bidder(s).

13) RISL disclaims any factual/ or any other errors in this document (the onus is purely on the individual

bidders to verify such information) and the information provided herein are intended only to help the

bidders to prepare a logical bid-proposal.



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NOTICE INVITING TENDER-NIT

Tender Ref. No.F.4.3(22)/RISL/Tech/2012/4327 Dated:07/09/2012

RajCOMP Info Services Limited (RISL) on behalf of Rajasthan Housing Board (RHB) invites proposals from eligible bidders for selection of System Integrator (SI) for study, design, development, implementation and operations & maintenance of Rajasthan Housing Board Management System (RHBMS) at the designated locations in the state of Rajasthan. The proposals shall only be submitted through eTendering system at www.eproc.rajasthan.gov.in . Consortium bids are not permitted. The bidding schedule is as follows: Nature of the Project IT Enablement of Rajasthan Housing Board Cost of RFP document (non-refundable)* Rs. 5000/- (Rupees Five Thousand Only) RISL Processing Fees (Non – refundable)* Rs 1000 /- (Rupees One Thousand only)

Estimated Project Cost Rs. 8.00 Crores (Rupees Eight Crores and sixty lacs) approx

Earnest Money Deposit (EMD)* Rs.16 Lacs (Rupees Sixteen Lacs) RFP Publishing Date & Time Date at time RFP Download Start Date & Time From 14/09/2012 at 03:00PM

Date, Time & Venue of Pre-Bid Meeting 24/09/2012 at 03:00PM Board Room , RISL , First Floor ,Yojana Bhawan, Tilak Marg, C-Scheme Jaipur, Rajasthan-302005

Proposal Bid Date/ Time 05/11/2012 at 03:00 PM Submission of DD etc Upto 06/11/2012 at 2.30 PM

Technical Bid Opening Date & Time 06/11/2012 at 03:30PM at the aforementioned address of pre bid meeting.

Financial Bid Opening Date & Time Will be intimated later to the technically qualified bidders

Websites for downloading Tender/RFP/ Bidding Document, Corrigendum’s, Addendums etc.

http://doitc.rajasthan.gov.in, http://risl.rajasthan.gov.in http://eproc.rajasthan.gov.in/ and http://www.rhbonline.rajasthan.gov.in

Proposal & EMD Validity 180 Days from the date of proposal submission

(Sanjay Malhotra) Managing Director

http://www.eproc.rajasthan.gov.in

http://doitc.rajasthan.gov.in


http://eproc.rajasthan.gov.in/



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2. BACKGROUND INFORMATION

2.1. PROJECT PROFILE

2.1.1 Project Objectives

Strategic objective of the project is to improve the efficiency of RHB and pass on the benefits of an

efficient system to all stakeholders. Main objectives of the project are mentioned below:

o Democratic Participation: Bi lingual Web Portal in Hindi & English shall enable the common

citizen to view scheme wise, category wise information about houses and other properties being

offered by RHB for the purpose of sale, auction or rent. Provide an interface to common public to

submit application for allotment, to track status of application, etc. RHBMS will provide facilities to

allottee and lessees who would be notified via SMS and email for their monthly account

statement, pending instalment, amount due, charges, interest statement, payment receipt and

status of request submitted by allottee.

o Use of IT for improving e-Governance: e-Governance will facilitate the monitoring of operations of

Board functionality and will increase the accountability. It will bring efficiency, effectiveness &

transparency in operations of Board.

2.1.2 Need and benefits

Rajasthan Housing Board has been identified as one of the State Mission Mode Project under State e

Governance Plan for execution of computerization and automation of processes. Rajasthan Housing

Board was established on 24 February, 1970 by promulgation of an RHB Act No. 4, of 1970 (received

the assent of the Governor on the 18 April, 1970) by the Government of Rajasthan as an autonomous

body to provide for measures to be taken to deal with & satisfy the need of Housing accommodation

in State of Rajasthan. The Board is endeavouring to provide houses with essential modern facilities to

people from all the sections of the society, at an affordable cost. Out of all the houses constructed by

the Board, more than 60% of houses are for economically weak sections.

Rajasthan Housing Board aims to put in place an effective monitoring of programme and to oversee

the timely and proper execution of works. RHB aims to put in place an web based management and

monitoring mechanism for creating a database of various assets, tracking various proposals from

preparation of projects to completion of projects stage, making available simple and transparent

accounting system, ensuring an online maintenance system and an online interface to all the citizens.

The vision of the Board through this project is to ensure that following benefits are rendered to the

stakeholders:

o Bringing various Applicant centric (G2C) and Government centric (G2G) services on an

automated system

o Centralized Storage of Data leveraging the State Data Centre


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o Data entry in the system at only one point of time and provide an error free environment

with inbuilt controls and validations

o Maintain Centralise data base

o Integration of all IT Application of RHB and provide single sign on to user for all

application

o Transparent and easy data retrieval and search facilities

o Extensive query/search of database in various modules

o Generate appropriate reports and MIS without manual intervention

o Provide backup plans and avoid data redundancy

o Scalable and Expandable to the future needs

o Proper and definite security settings based on defined authorization levels for users

o Data related to the applicants and allottees should be available on the Internet for their

reference

o Making available a simple and transparent accounting system

o The accounting will be converted from Cash based Single entry system to Accrual based

Double entry system of Accounting

o Ease of information access to the citizens regarding various projects of the RHB

o Providing required information and services to the applicants with ease and convenience

o Creating a web based database of various works and assets

o Simplified and standardized processes within each cells of the RHB

o Simplified, secured and reliable records keeping and maintenance processes

o Effective communication channels between the stakeholders to promote transparency

o Tailor made and computerized MIS (Management Information System) generation

o Computerization of RHB across all, Cash Collection Counters, Division offices, Circle

offices and Head Office

2.1.3 Brief Technical Solution Requirements

a) The bidder is responsible to provide the best of class technical solutions as per the requirements

in the Scope of Work provided in Chapter 4 of the RFP document.

b) The application s/w development work shall comply with the respective guidelines issued by

DoIT&C, Government of Rajasthan and Department of Electronics and Information Technology

(DeitY), Government of India (GoI). The resources deployed by the selected bidder for RHBMS

assignment should be qualified and experienced with specialization in identified technologies/

products. Depending upon the project needs, it is expected that adequate resources will be

deployed by the firm for the entire contract period.


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c) For detailed technical solution requirements, bidders may refer to subsequent chapters/ sections

of this bidding document.

2.1.4 Brief Scope of Work

a) The scope involves study, design, development, integration, testing and implementation of

RHBMS application software for RHB. The Functional Requirements Specifications (FRS)

included in this document at Annexure-1 to be considered as an integral part of the scope of work

and the bidder should take it into account for effort estimation and financials.

b) Supply and install required infrastructure at RSDC, Head Office, of RHB at Jaipur, 9 circle offices,

12 independent division offices, 26 division office and 30 cash collection counters across

Rajasthan.

c) After successful commissioning of the project, providing 4 year of Operations and Maintenance

(O&M) services as per the agreed SLA.

d) The RHB expects the successful bidder to provide quality & timely services. All the activities

performed during different phases of the project shall be closely monitored by RISL/ RHB/ GoR.

e) For detailed SoW, bidders may refer to subsequent chapters/ sections of this bidding document.

2.1.5 Implementing and participating agencies (Stakeholders)

The key stakeholders identified are as follows:

o Rajasthan Housing Board

• Owner of the project is Rajasthan Housing Board, Jaipur.

• The SI (selected Bidder) will work in close coordination with the Board, their Consultant

and other stakeholders for this project.

• The SI would be required to coordinate with the Board for the detail system study and

interact with the different user level, wing and cells of the Board before preparation of

final SRS and design documents.

• The SI will carry out the activities as indicated in this section of RFP and submit all the

mentioned deliverables within the stipulated time-frame.

• The SI will ensure that the time lines will be adhered to. If there are any perceived

slippages on the timelines, the selected Bidder would deploy additional manpower, free

of any additional charges.

• The SI would get the relevant sections of deliverables, particularly the deliverables of the

Application development / Customization phase, duly verified/ validated from the

concerned Board officer / official.

• The deliverables will be accepted only if they confirm to the specifications as laid down in

this RFP. Deliverables of the SI will be considered to have been formally accepted only


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after the Board communicates so in writing. Any queries regarding the deliverables will

have to be answered by the selected Bidder within 5 working days.

• The SI will share all intermediate documents, drafts, reports, surveys and any other item

related to this assignment. No work products, methodology or any other methods used by

the selected Bidder should be deemed as proprietary and non-shareable.

• The SI would submit hardcopies and softcopies of all the deliverables to Rajasthan

Housing Board as per timelines specified in the RFP

• The SI would be required to coordinate with the Rajasthan Housing Board various

cells/wings and office locations for the detail system study and interact with the different

user level and wings.

• The SI will understand the entire business process being carried out with in RHB before

preparation of final SRS and design documents. The scope of computerisation will be

limited as per FRS provided with this RFP document

• The SI will understand the application architecture and functionality of existing solutions

being used by RHB for the purpose of integration with the core application.

• The SI would be required to provide FMS at various office locations of RHB.

o RajCOMP Info Services Ltd (RISL)

• The role of RajCOMP for successful implementation of the Application software includes

discharging the following responsibilities:

o To conduct review meetings at regular intervals to monitor the overall progress of

the project

o To ensure speedy centralized issue resolution

o To ensure timely sign-offs

o To provide necessary infrastructure support and resources to the Bidder during

the development stage.

o To co-ordinate with other Government agencies and defining responsibilities of

the Selected Bidder

o RISL will ensure compliance with the project SLAs.

o RISL will ensure that the selected bidder will make the best effort to ensure that

the quality of deliverables meets the expectations of RHB.

o RISL would review and approve the payment to the bidder as per SLA.

o Department of Information Technology & Communication, Government of Rajasthan


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• Bidder would be required to coordinate with the State Nodal Agency for RSDC and

RSWAN.

• The Rajasthan Government has also envision to roll-out the e-district project in State,

currently a pilot project has been undergoing in some of the districts in state. The SI

would be required to coordinate with the nodal agency for implementation of e-district

project to extend RHBMS citizen interface for e district.

• Facilitate UAT, security audit and performance audit.

2.1.6 Expected Project Outcomes

The expected outcomes to be achieved from the project are as follows:

o Efficient & transparent service delivery mechanism through Web portal supported by

preconfigured workflow system

o Efficient and better MIS systems for improving the internal efficiency of operations

o Centralized Storage of Data leveraging the Rajasthan State Data Centre

o Data entry in the system at only one point of time and provide an error free environment with

inbuilt controls and validations

o Transparent and easy data retrieval and search facilities

o Provide backup plans and avoid data redundancy

o Scalable and Expandable to the future needs

o Data related to the applicants and allottees should be readily available on the Internet for

their reference

o Eliminate communication barrier by direct notify new applicants, allottees, lessee and through

SMS and email system.

2.2. About Rajasthan Housing Board, Government of Rajasthan

Rajasthan Housing Board was established on 24 February, 1970 by promulgation of an RHB Act No.

4, of 1970 (received the assent of the Governor on the 18 April, 1970) by the Government of

Rajasthan as an autonomous body to provide for measures to be taken to deal with & satisfy the

need of Housing accommodation in State of Rajasthan. The Board is endeavouring to provide houses

with essential modern facilities to people from all the sections of the society, at an affordable cost.

Out of all the houses constructed by the Board, more than 60% of houses are for economically weak

sections. The geographical operations of board has been divided into one HQ at Jaipur, 9 circle

offices, 12 independent division offices, 26 division office. In order to aid the proper functioning of the

RHB, the board has been organised in following internal cell


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2.3.1 Geographical Coverage of Rajasthan Housing Board

Rajasthan Housing Board has 30 cash collection counters, 38 division offices (12 independent division offices and 26 division offices), nine circle offices and a head office.

Offices Numbers Head Office 1 Circle Office 9

Independent Division Office 12 Division Office 26

Cash Collection Counters 30


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2.3.1 Organization Structure of Rajasthan Housing Board

The organization structure of Rajasthan Housing Board is as follows:


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2.3.2 Key Activities of Rajasthan Housing Board

The key activities of Rajasthan Housing Board are as follows

S. No.

Cell Key Services/ Activities

1 Accounts Cell

Account Cell is responsible for the following Key activities:

o To maintain and keep updated all the subsidiary

books / registers of accounts

o To pass all the bills of expenditure after proper

scrutiny and exercising all the checks

o Preparation and disbursement of salary to the staff

through electronic modes

o To reconcile inter divisional / Board monthly /

yearly accounts and adjustment of differences

o To control the budgets & maintain the Accounts

books of records for the budgetary control

o To check and internally audit the accounts of sub

divisions / sections

o To tender financial advice to the Housing Board

o To assist the Audit Party during the annual audit

and present all the books of accounts and other

records as and when required as and when

required by the Audit Party

o To reply the audit query / observations and ensure

settlement of the name

o Investment of available surplus funds of RHB with

various banks in accordance with the policy /

guidelines


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2 Compilation Cell

Compilation cell is also responsible for current

budget estimates that contain details under

following heads:

o Capital receipts and expenditure

o Revenue receipts and expenditure

o Deposits, advances and investment (outgoing and

incoming)

o Total / division wise financial targets

o Category wise / division wise physical targets

o Ancillary services in RHB colonies

o Public loans

o Manpower etc

3 Costing Cell

The Costing Cell plays an important role in

functioning of RHB as it determines cost of its

properties. Main functions of Costing Cell are:

o Calculating cost of new / old / cancelled / surplus

houses

o Calculating reserve price of surplus houses, shops

and plots for auction and open counter

o Calculating land rate and revise land rates

4 Inspection Cell

Inspection Cell in RHB is responsible for ensuring

fair practices in Board via auditing. Main duties of

Inspection Cell are:

o Conduction of internal audit of all Division/Circle

and Head Offices

o Helping Local Fund Audit Department (LFAD) in

their audit of RHB. It also ensures compliance of

findings of audit report of LFAD.


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5 G.P.F and

Pension Cell

Pension Cell performs following functions while an

employee is in service:

o Provide GPF loan for different heads according to

rules and regulations of RHB.

o It is responsible for recovering above loans from

employees

o Responsible for maintaining new pension scheme

accounts for employees recruited after 01 January

2004, separately.

o Post retirement functions:

o Refund of accumulated GPF to employee

o Refunds gratuity of employee

o Leave encashment for employees

o Provides for monthly pension of employee

o Provides for medical reimbursement from medical

relief fund according to norms of RHB

6 Finance Cell

o This cell is responsible for fixation of the salary for

permanent/ temporary employees of the Board

o Finance cell is to keep a track of refund/return of

loans received from the employee (House Building

Loan or Conveyance Loans) by the concerned

Division/Circle/Head Offices


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7 Recovery Cell

Some of the important roles and responsibilities of

the Recovery Cell are as follows:

o Monitor overall recovery work

o Prepare one time information of the allottees and

regulate individual a/c of allottees

o Raise demand and collect monthly instalments,

lease money and other dues from allottees

o Maintain cash book and ledgers

o Issue demand notices, no dues certificate, one

time lease certificate and notices to defaulters

o Prepare monthly Demand – Collection – Balance

(DCB) Statements of HPS houses and Lease

money a/c for all the houses, shops, institutional

lands and commercials.

o Headed by DHC/RE/ Accounts Officer, it regulates

and controls cash collection counters established

in various schemes / offices

8 Land Cell

� The main objective of Land Cell is to acquire land

for RHB.

o Land acquisition is governed by Land

Acquisition Act, 1894. Land is either purchased

from Urban Improvement Trust (UIT), local

development authorities, Municipalities etc. or

private land is acquired for residential purpose

through State Government.

o Land acquisition is a long procedure involving

legal issues and requires multi agency

cooperation


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9 OSD Cell

o The Office on Special Duty Cell overtakes the land

acquisition process after declaration by the State

government under section 4(1). OSD is a court for

all legal procedures regarding land acquisition

process for housing board

o It is the duty of OSD cell to handle all objections

and litigation regarding claims on land and claims

for compensation. On the basis of hearings and

governments approval, final award is declared by

the Cell

o It also makes payments as required by award

through RHB

10 Personnel Cell

Main responsibilities of Personnel cell are

mentioned below:

o Deals with all the matters related to appointments,

postings, transfers

o Makes / amends service rules & regulation as

when required

o Conducts Board & other committee meetings

o Deals with matters of confidential nature

o Deals with all correspondences with State

government

o Deals with all matters pertaining to State Assembly

11 Public Relation

Cell

o Public Relation Cell is responsible for overall

coverage of board activities & programmes,

developments, schemes and meetings through

Print media and Electronic media.

o The Public Relation cell is responsible for

advertising and publication of schemes, auctions

and NITs floated by RHB.

o Public Relation Cell is also serves as a point of

contact for the citizens with any query, concerns

related to RHB rules & regulations, schemes,

houses etc.


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12 Central Store

The main functions of Central Store/ Pool (vehicle)

are listed below:

o Allocation and distribution of fixed items like

furniture fixtures, computer items, photo state

machines etc.

o Allocation and distribution of printing and stationary

materials

o Allocation and distribution of materials needed for

daily activities

o Purchase, registration, insurance etc. of board

vehicles

o Allocation, distribution and maintenance of Board

vehicles

o Work related to the vehicles on lease

o Maintenance and repairing of furniture fixtures for

office use

o Work related to uniforms for the uniformed

employees

o Auction of old and useless items

13 Vigilance Cell

� Vigilance cell is responsible for paying continuous

and close attention to the working of all the

officers/employees of RHB.

o If a complaint against an employee/ officer is

received by the vigilance cell, this cell seeks for the

response to the complaint from the respective

employee/officer of RHB.

o After receiving the responses from the

sections/units, Vigilance Cell forwards the

response to the complaining

departments/individuals.

o Vigilance cell receives complaints primarily from

the following departments:

§ Secretariat

§ Chief Minister Office

§ District Collector (Vigilance)

§ Anti-Corruption Bureau


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14 Confidential Cell

o Confidential Cell deals with all the relevant

information of departmental enquiry pertaining to

all the permanent officers/work charge employees

of Board. The record for the same is maintained.

o A departmental enquiry is initiated against those

employees/officers who are found guilty prima facie

in Primary Enquiry (PE), under Employees

Disciplinary Action and Appeal Regulation, 1976

and Employees Conduct Regulation, 1976,

Rajasthan Housing Board.

o Confidential Cell also deals with the appeal

matters.

o In the matters submitted by RHB for the

prosecution sanction against the alleged

officer/employee, the cell processes the matter to

the higher authorities for the final decision.

15 Right to

Information

o Under RTI every public authority has to designate

a Public Information Officer who is responsible for

providing information that has been requested

under the RTI act.

o Right to Information Cell in RHB is acts as a control

unit to process the RTI applications and reply to

the cases of Ist & IInd appeal.

o It is also responsible to send monthly reports to the

state commission and annual report to Rajasthan

Information commission.

o RHB has designated officers, PIOs and APIOs at

every level in order to provide information to the

information seeker.

16 Central Records

o Central Record maintains an efficient indexing and

cataloguing of RHB records and tries to

computerize their records and maintain a proper

connectivity of their records.

o Central Record is expected to provide any

information to the information seeker and the

access to required information shall be available

with an easy mechanism


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17 Technical Cell

Main functions performed by Technical cell are:

o Issue of Administrative &

Financial/Technical/Splitting /

Approval/Revised/Financial Tie up

o Approval of tenders, contracts, sanction of rates,

execution of works with or without invited tenders,

Payment of extra/additional items/ escalation

claims/ other claims/ issue of advertisement and

refund of security deposits

o Enlistment of Contractors

o Approval for Re-appropriation of funds.

o Purchases of store articles & Building materials

o Preparation, evaluation and monitoring of works

conduct land survey at places where housing

demand exists

o Access feasibility of land for housing projects

finalize & effective monitoring of budget for housing

projects deal with audit paras to related works

o Construction and maintenance of Houses, Parks,

Community Halls, Office Buildings, Roads, Street

Lights, Schools, Dispensaries, sewer line, watch

line etc.

o Ensuring no trespass and encroachment in houses

and lands


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18 Quality Control

Cell

The main function of Quality Control Cell is to

ensure effective control on quality in construction

works. Some of the roles and responsibilities of the

Quality Control Cell are as follows:

o Establishes & runs well equipped laboratories for

material testing in Quality Control field offices to

observe/ test materials used at various sites of

RHB.

o QC Cell is also responsible to ensure that field

offices have established labs at different locations

and QC labs where required for testing purposes.

o Prescribes standard norms time to time for quality

control/ testing.

o Conducts test of all raw materials / products used

in construction of houses / development works.

o Issues approval orders for using materials in

construction works.

o Decides standards, specifications of various items

to be executed in different category of houses

o Regulates and monitor testing by field staff on each

work

o Updates quality control returns for each work viz.

testing results, penalty and rejection of works and

Quality Control Manual

o Testing of some of the materials is outsourced to

external labs that are approved by CE through

DHC(QC)

o The QC staff makes regular inspections at

construction sites to collect samples, to perform

tests on collected samples and issue inspection

reports to necessary actions.

o Organizes seminars / workshops to make general

awareness regarding quality in construction.

o Monitoring of third party inspections of quality of

specified works.


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19 Town Planning

o This branch looks after the work of preparation of

layout plans of housing schemes and architecture

designs of different categories of houses,

institutional, commercial & other buildings

o This Cell is also responsible for making proposals

for outsourcing the projects that are to be planned

by empanelled consultants.

20 Planning and

Monitoring Cell

Main functions of Planning and Monitoring cells

are:

o Prepare annual action plan for various activities of

the Board

o Fix annual targets of all housing activities

o Fix targets for all schemes launched by State Govt.

o Progress of various monthly / quarterly activities

o Update statistical information of various monthly /

quarterly / annual activities

o Formulation of loan schemes for submission to

financial institutions

o Sanction of loan schemes from financial institutions

o Documentation work of sanctioned loan schemes

o Loan drawl commensurate with the progress of

schemes

o Repayment of loan to financial institutions as per

payment schedule

o Arrangement for the Government guarantee

against the loan from the financial institutions

o As of now, NHB loan is outstanding to be repaid by

RHB and payments to rest of the institutions have

already been done


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21 Housing Cell

The following are some of the roles and

responsibilities of the housing Cell:

o RHB office prepares a scheme data base

o Prepares application forms to be delivered to the

applicant

o Delivers allotment, registry and possession details

to the applicants

o Sanctions allotment and rejection letters to the

successful and rejected candidates

o Sanctions letter for possession after delivering the

registry date

22 Law Cell

The Law cell is mainly engaged in legal aspects

and court cases of the RHB. Some other roles and

responsibilities are as follows:

o Advise the Board on all legal matters

o Deal all legal cases in various courts in the state

o Effectively monitoring the legal proceeding of each

case

o Maintain & update list of total court cases all over

the state

o Appoint the Advocates & OIC in all cases

o Regulate Settlement Committee proceedings


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3. ELIGIBILITY CRITERIA S. No.

Basic Requirement

Specific Requirements Documents Required Compliance By

1 Legal Entity The Bidder can be an individual company or firm or consortium (Allowed with one company only) .The Bidder (In case of consortium , all members) should be a company registered under Indian Companies Act, 1956 or a partnership firm registered under Indian Partnership Act, 1932 or a proprietorship firm registered under shop act and VAT registration .

Copy of the Certificate of Incorporation and registration certificates

Both

2 Turnover from IT/ITeSin System Integration

Annual turnover of the Bidder (Lead partner in case of Consortium) from IT/ITeS during each of the last three financial years (2009-10, 2010 adn 2011-12) as per the last published audited balance sheet, should be atleast Rs 80 Crores.

CA Certificate with CA’s Registration Number/ Seal

Lead partner

3 Net Worth The net worth of the bidder (Both lead bidder and consortium member, in case of consortium) in the last financial year, i.e. 2011-12, should be positive.

CA Certificate with CA’s Registration Number/ Seal

Both

4 Technical Capability

The bidder (Lead partner in case of Consortium) must have successfully completed at least One eGovernance project of including services like hardware provisioning, software development, and O&M to any state/ central government organization/ PSU’s (excluding Banks) only in India not less than the amount Rs. 6.4 Crores during the last three financial Years (2009-10, 2010-11 and 2011-12). OR The bidder (Lead partner in case of Consortium) must have successfully completed at least TWO eGovernance projects of including services like hardware provisioning, software development, and O&M to any state/ central government organization/ PSU’s (excluding Banks) only in India not less than the amount Rs. 3.2 Crores during the last three financial Years (2009-10, 2010-11 and 2011-12).

• Project reference format as per Annexure – 16

Work Completion Certificates from the client; OR Work Order + Self Certificate of Completion (Certified by the Statutory Auditor); OR Work Order + Phase Completion Certificate from the client

Lead Partner

5 Tax registration and clearance

The bidder (Both lead bidder and consortium member , in case of consortium) must possess a valid: -

• VAT/ Sales Tax Registration Certificate

• Sales Tax clearance certificate

Copies of relevant certificates of Registration VAT clearance certificate from the Commercial Taxes

Both


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S. No.

Basic Requirement


for the year 2010- 2011 • Income tax clearance certificate

for the year 2010-11 • Service Tax Registration

Certificate • Income Tax Registration/ PAN

Officer of the Circle concerned

6 Certifications The bidder (In case of consortium, the member whoever is responsible for the s/w activity) must possess currently valid below certification:

• CMMi Level 5 (Software Development & Customization) certification

Copy of a valid certificate

In case of consortium, the member whoever is responsible for the s/w activity

7 Blacklisting The Bidder (Both lead bidder and consortium member, in case of consortium) : - 1. Should not be an insolvent, in receivership, bankrupt or being wound up, not have its affairs administered by a court or a judicial officer, not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons. 2. Should not have, and their directors and officers not have, been convicted of any criminal offence related to their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a procurement contract within a period of three years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to debarment proceedings. 3. Should not currently have been blacklisted by any Government Department/PSU or under a declaration of ineligibility for fraudulent or corrupt practices or inefficient/ineffective performance.

Undertaking on a Non-judicial stamp paper of Rs. 10/- as per Annexure-8.

Both

8 Manpower Strength

The bidder (Lead partner in case of Consortium) must have a minimum strength of 100 IT / software professionals / domain experts on their permanent rolls.

Self Certification by the authorized signatory with clear declaration of staff – year wise, level/designation wise.

Lead Partner

9

Local Presence

The Bidder (Lead partner in case of Consortium) should have their own office located at Jaipur. If the bidder, at the time of bidding, RHBs not have a

Declaration as a part of the cover letter as per the format given at Annexure – 4

Lead Partner


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S. No.

Basic Requirement


local support office at Jaipur an undertaking on the bidders’ letter head (as a part of the cover letter at Annexure - 7) that an office will be opened by the bidder(if selected for the award of the contract) within 2 months from the date of issue of LoI, should be submitted by the bidder

10 Consortium In the event of a consortium, one of the partners shall be designated as a "Lead Partner/ Bidder". Consortium is allowed with ONE company only. The lead partner should have atleast 51% stake in consortium.

The MoU/ Agreement, on an appropriate stamp paper, between the Lead partner and his Consortium partner(s) as per the format given at Annexure – 17 clearly depicting the roles and responsibilities of each member.

Nil

11 OEM Authorization

The bidder (lead partner or member of consortium) should have been authorized by respective OEM for distribution/channel partner/ Retailer of the equipments covered under the RFP. The bidder must attach Manufactures Authorization certificate & Back-to-back support for all the active items to be covered through this tender except for the items which are declared End of Support from respective OEM.

As per Annexure-10

Lead Partner

Note: In case of consortium, all the above criteria shall have to be fulfilled by the lead bidder. Additionally, the consortium partner should satisfy the eligibility requirements mentioned at SL. No. 1, 3, 5 and 7. Regarding 6, certification criteria has to be satisfied by either of the consortium members whoever is doing the s/w application activity. Note: The bidder/ firm are requested to kindly adhere to the order of documents as mentioned above. Also, all the required documents should be properly annexed as indicated above along with an Index Page.


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4. SCOPE OF WORK, DELIVERABLES AND TIMELINES

4.1. Conceptual Technical Design of the Project RHB is providing various services to the common citizen, especially to the allottee & tenants.

These services include customer relationship management, accounts management, recovery

management, allottee profile management and grievances management. To provide citizen

centric services a backend computerisation of board’s operation like internal financial

management, human resource management, scheme management and projects management

are also need to be done, Though RHB is working in silo but organisation has envisaged

providing single interface to citizen, allottee and internal users Keeping in view other complexity

associated with requirements of RHB the application of an Service Oriented Architecture (SOA)

based Enterprise Architecture approach has been conceptualise to simplify the complexity and

reduce associated costs.

4.1.1. The Web application RHBMS is conceptualised as a centralized web based application to be accessed by all

the users (Citizen and Board) across the state. Real time information is to be made available to

both external (citizens, registered allottee) and internal stakeholders (RHB employees) through

centralise web portal. Solution will provide back – end computerization and direct connectivity up

to division level offices of RHB .RHBMS will have 3-Tier architecture comprising of following

layers

a) Presentation layer: It will provide a graphical way for users to interact with the application.

This will be top layer comprises all input form and reports this layer will be access through

different devices like Computers, PDA, mobile (SMS Only) and payment gateway. User

interfaces are implemented using different technologies to render and format data for users

and to acquire and validate data coming in from them. This interface will be design on user

role base authentication. The application will cover 8 core module of RHBMS, User interface

of all modules will support Unicode standard based Bi-lingual versions (English and Hindi).

Internal users of RHB can access portal and application modules of RHBMS through an

enterprise wide secured interface/portal. However citizens can access portal through

internet. The application layer shall be designed & deployed on agile methodology based on

modular architecture wherein modules of RHBMS and other third party application will be

design developed in the form of interoperable services.

b) Business layer: It will facilitate communication between user interfaces and application

layer through pre defined business rules of application modules. this layer will provide middle

ware supported application and tools. Business layer will comprises following components &

sub layers


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• Business Logic layer:- It will defines business rules support the business processes and

work follow of each activities. This layer will automate the process, defining what must be

done and how it must be done. As the business processes of with board change, the

business rules in the applications that support those work flow must also be changed.

Financial Management System, Budget Management, Project monitoring, Personal &

Payroll management system, project accounting, and assets management each of these

applications will have a well-defined business logics and components for implementation

of business rules and performance of business tasks.

• Request Control Layer: In this layer which connect Value Object a class with the

contents GET and SET methods. It’s mainly used to pass Data from one class to another.

It’s directly connected with Business Logic Layer and Presentation Layer.

• Web Services: Web services provide a standard means of interoperating between

different software applications, running on a variety of platforms and/or frameworks. Web

services instead share business logic, data and processes through a programmatic

interface across a network. In this application SMS gateway and mobile telephony will

comprise of some codes to manage the semantics of communicating with that particular

service.

• Presentation Builder- Business entity components: The Proposed application

requires data to be passed between components. The data is used to represent real-

world business entities, such as services and applications.

c) Database Layer:- Third layer, database abstraction layer is an application programming

interface which unifies the communication between middleware layers. it will act on the

quires submitted though presentation layer and business rule defined in the middleware.

The application and the services will be accessing data stored at RSDC during a business

process through Data access logic components layer. It makes sense to abstract the logic

necessary to access data in a separate layer of data access logic components. Doing so will

centralize data access functionality and make it easier to configure and maintain.

On top of core module and supporting middleware applications there will be user access

security layer supported by single sign-on. The proposed application will use components for

security, operational management, and communication to perform exception management, to

authorize users to perform certain tasks, and to communicate with other services and applications

It is also envisaged to integration solution with existing application of RHB i.e. Lottery

management system which is being used to manage applications for new scheme and processing

of lotteries for allotment, SUGAM (application to manage citizen complaint reddresal) and UIDAI’s

(Aadhaar number). the integration will be done through external connectors so that data can be

synchronize on regular interval.


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. The portal should have integration with SMS Gateway for status reporting/tracking and

other queries of the citizens. SMS Gateway will be utilized by the government departments for

sending service delivery related status updates to the citizens. The application shall be supported

by business intelligence tools for query generation and search result.

4.1.2. Proposed Deployment Architecture The centralized application shall be deployed at RSDC. For Hosting of application web

server, application server will be provided in redundant along with load balancers to avoid any

failover. Database servers will also be provided in redundant and hi-available cluster. The SI will

provision the servers in accordance to the requirements along with load balancers so that both

the server should be up and running 24X7 and functionality like read and write on both can be

achieved as per SLA. A different zone for each authentication method will be used. The web

server will be provided in de-militarization zone, application server in militarization zone and

database server in most secured zone.

RSDC will provide existing solution (IBM Tivoli) for data backup, along with requisite

storage devices (Tape device) for this project. The solution will use fully redundant core network

backbone connectivity. As per policy of RSDC, existing infrastructure available at RSDC like core

switch, firewall, proxy server, DNS Server, authentication server, backup server, antivirus server,

Audit syslog log server, EMS Server shall be provide by RSDC for hosting of application. Further

to this email server, SMS sever and SMS gateway shall also be provided by the RISL/DoIT&C,

GoR.

The traffic from all the project locations would arrive at the central site i.e. RSDC, Jaipur.

4x2 Mbps internet bandwidth will be provided at RSDC, Jaipur for the Web/ Application Server

access by the department officials and citizens. Database will be stored in RSDC database

cluster configured for hi availability as per best industries practices.

The GoR has envisaged connecting RHB HO, Circle Offices, Independent Divisional

Offices, Divisional Offices in the near future under RSWAN. Dedicated 2 Mbps connectivity has

already been provided to RHB HO, Jaipur through SecLAN by DoIT, GoR, and further all the

Offices are connected with 1 Mbps broadband connection. Till operational of RSWAN RHB will

provide 1 Mbps internet connectivity (VPN over broadband) at Circle Offices, Independent

Divisional Offices, Divisional Offices Thus, all intranet users can access application through

secured network connection. However, all public users can connect through internet only.

4.1.3. Suggestive Security Architecture Envisaged security architecture for the RHBMS solution is as provided below:

I. User Level Security: Restricted areas of the application should only be accessible through

pre-defined user access rights.


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II. Database Level Security: Other than built in database access logic in application, a separate

database security layer shall be required to control direct access to database server by any

unauthorised user, only authorised database administration users with assigned privilege

shall be allowed to access database. A separate audit trail should be maintained for any

direct modification, deletion and addition in RDBMS database in database structure or

records. No user, even the database administrator should not be allowed to temper with audit

log.

III. Network Level Security: Network traffic shall be encrypted using SSL & secured connectivity

between the HO, Circle Offices, Independent divisional offices, divisional offices and RSDC.

Network traffic shall be managed through network monitoring system, till switch level at each

project location.

IV. IP Based security: a comprehensive security solution in an IP environment will provide three

critical components: IP Address Management (IPAM); a DNS security solution; and a security

solution that can address the expanding use of DHCP (Dynamic Host Configuration

Protocol).

V. Infrastructure Level Security: Application infrastructure shall be hosted in a DMZ & firewall

and IPS shall be installed to detect malicious activities.

VI. Application Level Security: Application shall have Role based access, encryption of user

credentials and storing of user credentials for external and internal users in separate

repositories. Application level security should be provided through following security controls

• Prevent SQL Injection Vulnerabilities for attack on database (Use Parameterized APIs

for Data Access and Avoid Using Command Interpreters

• Prevent XSS Vulnerabilities to extract user name password (Escape All Untrusted Data in

HTML Contexts and Use Positive Input Validation)

• Secure Authentication and Session Management control functionality shall be provided

through a Centralize Authentication and Session Management Controls and Protect

Session IDs from XSS

• Prevent Security Misconfiguration Vulnerabilities (Automated scanners shall be used for

detecting missing patches, misconfigurations, use of default accounts, unnecessary

services, etc. maintain Audits for updates

• Prevent Insecure Cryptographic Storage Vulnerabilities (by encrypt off-site backups,

ensure proper key storage and management to protect keys and passwords, using a

strong algorithm)

• Prevent Failure to Restrict URL Access Vulnerabilities (By providing authentication and

authorization for each sensitive page, use role-based authentication and authorization

and make authentication and authorization policies configurable


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• Prevent Insufficient Transport Layer Protection Vulnerabilities (enable SSL for all

sensitive pages , set the secure flag on all sensitive cookies and secure backend

connections

• Prevent Unvalidated Redirects and Forwards Vulnerabilities

VII. Apart from the above:

• Anti – Virus software will be provided on all the PCs / servers and other host clients. This

software will be configured from the server and will be updated from time to time.

• Annual IT audits, security audits, application audit, vulnerability assessment and penetration

testing will be undertaken.

• To design web portal & application software, SI shall make use eSAFE: eGovernance

Security Assurance Frame Work Guidelines for Implementation of Security Controls issued

by the Department of Electronics and Information Technology (DeitY), Ministry of

Communications & IT (MCIT), Government of India”. Envisaged security architecture for the

RHBMS solution is as provided below:

4.1.4. Approach and Methodology to be followed The bidder is expected to adopt any of the following approaches or combination of following

approaches:

a) Bespoke development of the application OR

b) Configuration / Customization of an existing application that may be either

Commercially available Off-the-shelf product (COTS) or that might have been

developed for deployment in another Housing Board/ similar organisation/ Department

having similar nature of the work OR

c) Combination of (a) and (b) above.

4.1.5. Users, Data Sizing & Concurrency of Data It is expected that application should be scalable to meet following requirements

a) Approximate number of enterprise wide named users for application – 300 Users however

module wise indicative users are as under:

Sr No Module Name No of User

1. Estate Management System a. Housing Sub-Module b. Recovery Sub-Module c. Lease System and Rental properties Sub-

Module

160

2. Financial Accounting a. Budget Planning and Allocation b. Project Accounting c. Book keeping & accounting

150


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3. Asset Management Module

100

4. Personnel and Payroll Module 125

5. Project Monitoring Information System

50

6. Scheme Information System Module

25

7. Application Digitization and Management tools

100

Support Applications

8. Document management System 125

9. Workflow Configuration & Management 25

10. Web Content Management 5

b) Concurrent Users:- 250 Internal user and 500 external users which shall be scalable up to

400 internal users and 2000 external users

c) Transaction No :– 1000 transactions per hour scalable up to 4000 transactions per hour.

The bidder is expected to carry out an independent exercise to see that the conceptual

design including the data centre infrastructure and the internet bandwidth proposed to be provided

by the purchaser and the IT and non-IT hardware proposed to be provided by the bidder is capable

to meet the requirements of the bid document including the performance requirements and service

level standards. Any major IT and non-IT item required for meeting the requirements of the bid

should be pointed out by the bidders well before the last date of bid submission.

4.2. Scope of Work The broad scope of work of this engagement, not limited to, would include:

ü Application software development and Web portal Development

ü Site Preparation (basic infrastructure i.e. space, electricity, air conditioning, furniture etc.

Would be provided by RHB) and installation and commissioning of IT and non-IT hardware

ü Data Digitization and Migration

ü Training and Capacity Building

ü System Integration and Commissioning (Go-Live)

ü Handholding support after Go-Live

ü Operation & Maintenance (O&M)/ Facility Management Services (FMS)


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4.2.1. Application Software Development and Web Portal Development a) Broad scope of activities to be computerised

I. The core applications envisaged to be developed and to be rolled out in RHB HQ, 9 circle

offices, 12 independent divisional office, 26 divisional offices and 30 cash collection

counters in the State of Rajasthan is as below:

o Estate Management (Housing, Recovery, Lease system & Rental Properties

System)

o Scheme Information System

o Application Digitization & Management System

o Project Monitoring Information System

o Financial Accounting (Budget Planing & Allocation, Project Accounting & Book

keeping)

o Assets Management System

o Store & Inventory Management

o Personnel and Payroll System

II. Integration of third party applications

o SMS gateway

o Payment gateway

o UIDAI

o RHB Lottery System

( Please refer Annexure 1 for the FRS for these applications)

b) System Requirement Study i. Although the FRS has been provided for the application, the bidder is responsible to carry out

an independent system study at RHB HO, at least 1 Circle Office and 1 Independent

Divisional Office and 2 Division Office to thoroughly understand the function and operational

process of board by -

a. Interacting with concerned board officials

b. Reviewing the existing systems, applications, and the RHB website

c. Detailed study of requirements of RHBMS components and solutions

d. Detailing various use cases scenario

e. Understanding / assessing data migration / digitization requirement and strategy

f. Understanding / assessing data inputs and outputs requirements

g. Assessment of existing applications from prospective of integration with core application

h. Collecting all input forms, registers and reports formats of board

ii. Bidder should understand the business processes and other related documents and seek

clarifications from RHB, if any. Bidder should then take a hand over of these documents from

RHB.


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iii. The functional requirement specifications stated in the RFP are the minimum features that

the solution suggested for RHBMS should have. The bidder shall be responsible for

preparation of Software Requirement Specification (SRS) based on an independent

assessment of the requirements of the RHBMS and the functional requirements as specified

in this RFP document. The SI shall develop the System Requirement Specifications (SRS)

documents after a detailed design phase.

iv. If found necessary to modify the designed processes and other documents for successful

implementation, the same should be discussed and the relevant documents should be

modified as and when required during the project implementation

v. Bidder shall, as part of development of SRS, develop a system prototype to capture and

demonstrate the end user requirements in the form of screens and outputs. The prototype

shall be enhanced continuously during the development of SRS and SDD specifications.

vi. The prototype shall have the user access management configured for a ‘control group’ of

users of RHB wide during the time of SRS and prototype enhancement.

vii. The Prototype shall also act as tool for preliminary orientation of the end users in familiarizing

with the system that is being implemented.

viii. The System Requirement Specifications (SRS) should be prepared as per the latest version

of the IEEE Standard 830 & 1233 for drafting the SRS.

ix. The bidder shall obtaining sign-off of SRS from the designated authority.

c) Development of the Web Portal and Application S/w

i. The bidder shall prepare & submit System Design Document (SDD) based on principles of

enterprise, service oriented architecture and enterprise architecture to provide for a secure

and scalable application software. The design should be modular. He shall submit the SDD

including

a. Solution Architecture

b. Application Architecture

c. Network Architecture

d. Security Architecture

e. Deployment Architecture

f. Database Design

ii. Bidder should design the Logical Data Model of the Core Database based on the

understanding of the information needs of RHB and existing information items. The Logical

Data Model should include the definition of data structure or schema diagram and data

dictionaries and metadata developed explaining specific entities, relationships and

dimensions identified as a part of the Logical Data Model.


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iii. The Logical Data Model should address the multiple needs of RHB in terms of:

a. Retaining a copy of the information content captured as-is.

b. Arranging the data in the manner that facilitates easy analysis

iv. An industry standard methodology should be adopted for Software Engineering, covering

the entire SDLC (Software Development Life Cycle).

v. The bidder shall be responsible to present the demo of prototype of all input screen, layout

and out put reports format etc. to the purchaser, before finalisation of coding process.

vi. The bidder shall be responsible for the development of dynamic content and feature rich

Web portal for the department and as per the guidelines issued by the Govt. of India and

Govt. of Rajasthan for the development of the government websites/ portal like GIGW etc.

All the sections of the Web portal should be of dynamic nature and must be supported with

a Content Management module for easy content management and administration of the

same.

vii. Both the departmental Web portal and the RHBMS solution should support at least

Unicode 5.1/ 6.0 standard based Bi-lingual versions for user interface. It is expected to be

in Hindi and English (India) languages. The users should see the labels and captions on

selected language and additionally be able to feed-in their data in the language of their own

choice as per the requirement. Also, the SI must translate, at its own, the equivalent Hindi

Captions for the English version (without altering the meaning) of the Web Portal and the

RHBMS solution and the same must be submitted to the RHB for approval before

implementation/ uploading or vice-versa.

viii. To maintain information security during transaction the developed application should

support both HTTP and HTTPS all internal data communication shall be done through

encrypted mode using SSL 3.0 (SSL certificate to be deployed by the bidder on the Web/

Application Server for the entire project duration). SI shall follow the eSAFE: eGovernance

Security Assurance FramEwork Guidelines for Implementation of Security Controls issued

by the Department of Electronics and Information Technology (DeitY), Ministry of

Communictions & IT (MCIT), Government of India” which can be downloadable at given

below address

http://egovstandards.gov.in/guidelines/guidelines-for-information-security/eSAFE-GD210.pdf/view ix. The information and forms collected from various sources and the development of the web

portal and application will have to be converted into appropriate electronic open standard

format(s) as mentioned in “Interoperability Framework for E-Governance in India-Draft v0.6

issued by Department of Information Technology (DIT), Ministry of Communications & IT

(MCIT), Government of India” issued vide Document No IFEG;01 Version 1.0 May 2012.

downloadable at given below address

http://egovstandards.gov.in/standardsandFramework/IFEG/view

http://egovstandards.gov.in/guidelines/guidelines-for-information-security/eSAFE-GD210.pdf/view

http://egovstandards.gov.in/standardsandFramework/IFEG/view


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x. Audit trail should be maintained, All deleted & edited records should be traceable and copy

of all editions/ deletions should be available with MIS reporting of the same. The audit trail

should be preserve in securely and No user other than authorise should be allowed to

modify audit record.

xi. The successful bidder will develop application with built-in feature or provide software

integration of third party application involving all services and software functionalities as

described below:

o User Access Control

o Workflow Management

o Web Content Management System

o Document Management System

o User Dash Board

o Search engine

a) To build the above mentioned features in web portal The bidder may opt any one option

1) To maintain the business continuity of RSDC, the bidder may make existing portal

application (MS Share Point) available at RSDC to built features of CMS/ Workflow/

User Dash Board/ Search Engine additional client licence if any and as applicable,

shall be procured by the RISL.

Alternatively The bidder may opt for any COTS solution open source /propriety

solution to built features of CMS/ Workflow/ User Dash Board/ Search Engine and

in this case SI should also supply, if any and as applicable, all the required server

edition and client/ user licenses (perpetual with 4 years comprehensive OEM

support) of used applications. The bidder is advice to bundle the cost of portal

software and any other middleware software along with quoted modular price of

RHBMS application.

2) To maintain the business continuity of RSDC, bidder shall make use of the existing

DMS software (MS-Sharepoint or Omnidocs) available at RSDC. Additional MS-

Sharepoint or Omni docs additional client licenses, if any and as applicable, shall

be procured by the RISL.

b) User Access Control: The Application must have integrated user level application

security/ monitoring features with the following: -

o Definition of Roles and Users

o Define Role-wise add/ edit/ view/ delete rights for each Entry Form/ Report in all

modules

o Digital Time and User Stamping of each transaction


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c) The development should be based upon automated work flow system, open standards

and 64-bit architecture. It should also allow designated user to customise workflow as

per the operative policies and business rules of RHB.

d) Content Lifecycle Management: The bidder would be required to provide automated

facility/ tool to maintain the complete life cycle of all the contents. The functionality

should provide at least two features for lifecycle automation:

(a) The ability to conduct scheduled releases of content and

(b) The ability to set expiration date for a content element. Both automated processes

ensure that content is published and expired on time, without manual intervention.

xii. The successful bidder will develop application with built-in module or provide software

integration of third party applications involving all services and software functionalities as

described below:

o Financial Management System

o Personal & Payroll System

o Project Monitoring Information System

o Assets Management System

SI is free to use any third party/ COTS application to develop aforesaid modules. In

case SI makes use of COTS application over the customise application to develop

these modules then SI should provide perpetual server edition license and client user

licences (with 4 years subscription for upgrade) in the name of purchases. The

software licenses to be supplied by the bidder should not be restricted based on

location and the purchaser should have the flexibility to use the software licenses for

other requirements in any Form or Manner for the users of RHB. The Software Licenses

should be Modular and to be supplied as per the procurement timelines considering the

solutions to be implemented in Phase I and II. The module wise COTS applications

requirements are as under

a) Financial Management System:

o It should be robust and scalable to handle financial transactions up to 20 fiscal

years.

o The system shall provide functionality to simultaneously support the cash basis,

accrual basis and modified accrual basis accounting system for appropriate fund

types

o Module should have in flexibility feature to choose rules for posting, rules for

editing vouchers and receipt, rules & authorisation for approval of payable

account.

o Should support regulatory compliance as per the GoI

o Should have integration with workflow system to configure workflow as per


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business rule and should also allow user to modify configured workflow

o Financial Module should have seamless integration with other modules like

Personal & Payroll System (Employee’s salary, taxes, PF, loan and deduction),

Project Monitoring Information System, Assets Management System and Estate

Management System (HPS/ORS Receipt, Recovery and rent receipt). It should

be able to update financial related transaction data on real time basis.

o The system should have in built feature to generate Business intelligence base

queries report

o The module should be accessible through single signoff in application

o The software offered must have in-built components catering to basic Indian

Statutory requirements

o The system should have inbuilt feature to send notification (on preconfigured

events) to the concern stakeholder using technology like digital dash board,

email & SMS.

o The Module should have capabilities to provide user interface and reports in

English and Hindi

o The application should be designed in modular architecture and provided

functionality for deployment in phase manner

b) Personal & Payroll System (HCM):

o It should be robust and scalable to handle records for at least 2500 employees

o System should be able to handle all statutory regulations and maintain the details

directly in the screens provided for data entry. All rules related to such acts

should be preconfigured in the system.

o Module should have seamless integration with other modules like financial

module, payroll system, project monitoring information system.

o It should have functionality to manage employee’s profile management, leave

management, promotion, training, performance monitoring, appreciations and

posting

o It should have integration with payroll system for calculation of salary. it should

have capability to manage employee’s income tax, gratuity, provident fund,

insurance premium and loan.

o The system should have inbuilt feature to send notification (on preconfigured

events) to the concern stakeholder using technology like digital dash board,

email & SMS.


queries report


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o The system should have ability to Generate statutory reports e.g. Form 16, Form

16A, Form 12BA, Income Tax Returns, E-TDs Returns (capable of being

uploaded to NSDL)


English and Hindi

o The application should be designed in modular architecture and provided

functionality for deployment in phase manner

c) PMIS:

o Module should have seamless integration with other modules like financial

module (Budget Allocation & Project Accounting) and Personal and Payroll

system for allocation of resource

o The system should have inbuilt or integration with third party workflow system to

configure work flow in terms of resource level, time line, escalation method etc.

o The system should have inbuilt feature to send event notification to the concern

stakeholder using technology like digital dash board, email & SMS.


queries report



English and Hindi

o The module No customization should be required to create dashboard, User

should be able to configure dashboard without any coding.

• Projects Performance (Forecast, Budget and Actual) by Organization

• Projects in Progress by Division/Circle

• Project Health by Cost Performance

• Cost Budget Changes by Project

• Budget Accuracy by Project

• Project Funding Summary by Division/Circle

• Cumulative Cost Variance by Top Projects

• Cumulative Cost Variance by Top Resources

• Periodic Project Cost Trends

d) Asset management System

i. Module should have seamless integration with other modules like financial

module and Personal and Payroll system for allocation of resource

ii. The system should have inbuilt or integration with third party workflow


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system to configure work flow in terms of resource level, time line, escalation

method etc.

iii. The system should have inbuilt feature to send event notification to the

concern stakeholder using technology like digital dash board, email & SMS.

iv. The system should have in built feature to generate BI base queries report

v. The module should be accessible through single signoff in application

vi. The Module should have capabilities to provide user interface and reports in

English and Hindi

xiii. Version Control & Archiving: The SI would be required to provide version control and

archiving facility as strict version control is necessary for legal accountability, backup and

disaster recovery. A simple but powerful interface must be provided for these features viz.

date based snapshots, version comparing etc. Check in and checkout ability is therefore an

essential component of content management. Versioning should also allow contributors to

know whether they are working with the latest version, and allow them to merge changes

made in separate versions when needed.

xiv. The Web portal & the Application developed should be compatible with all the common

web browsers i.e. Web portal & the Application so developed should be browser

independent (at least 32bit and 64bit MS-Internet Explorer v8.0, 32bit Google Chrome

v15.0/ Mozilla Firefox v3.0, Apple Safari).

xv. Currently RSDC is providing database cluster of PostGrey SQL sever ver 9. These servers

have been configured as per latest requirement of database security, database audit and

other services. To maintain business continuity management policies of RSDC the SI shall

make use any of the existing databases available at RSDC for RHBMS portal application.

Additional database client licenses, if any and as applicable, shall be procured by the

RSDC. SI shall be responsible to maintain the database security & audit features as per the

suggested security architecture (para 4.1.3) of this RFP.

xvi. The bidder shall provide at least 2 demo of proposed RHBMS software application to

purchaser before UAT finalisation. First demo the application should be able to perform all

core functionality of like working of input forms and out put reports. However second demo

should be able to demonstrate complete feature of software like integration with other

modules, cross linkage with other forms, validation check points, integration with email and

SMS solution, software security feature etc..

d) Software Testing of Web Portal & application S/w (PAT)

i. The costs of testing (other than third party auditing) shall be borne by the bidder

ii. The selected bidder shall be responsible for the following –


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§ Conducting testing of various components/ modules of the software developed,

as per the latest version of the IEEE 730 standards.

§ Designing the Testing strategy, Test Cases

§ Obtaining sign-off on testing approach and plan.

iii. The selected bidder will install web portal & application s/w on testing zone of RSDC or

will host on public web server and provide web link & access to RHB/RISL through a

public IP address

iv. Partial User Acceptance of the web portal & application s/w shall be given by RHB / RISL

after successful testing. This is the responsibility of the bidder to obtain the PAT approval

from the RHB / RISL.

e) Deployment & Configuration of Web Portal & Software Application

i. After PAT sign-off the selected SI shall provide with required infrastructure at RSDC to

host application on production server. The list of Infrastructure hardware and software to

be provided by SI is attached as Annexure 2 of this RFP document.

ii. The Bidder shall be responsible to install requisite software/ utilities tools and configure

web server, application server and database server clusters. These server should be

configured with load balancer to provide redundancy and hi availability.

iii. The bidder shall be responsible to coordinate with RSDC operator to host, install and

configure web portal and application at RSDC Jaipur. SI shall adhere with the rules and

regulation of RSDC.

iv. Configuration with RSDC infrastructure: The selected bidder shall be responsible to

configure the web portal and application with existing infrastructure at RSDC like DNS

Server, backup server, EMS server, application load balancer etc.

v. The bidder should provide server and client edition usage licenses (Perpetual Licence) in

the name of RHB for the various tools and third party components used by the bidder to

run the application. These tools would typically include Application Framework /

Environment for custom built and COTS based products, application to manage

document repository, application to manage business process & workflow, tools used for

integration etc if used.

vi. The bidder should provide server and users base licenses (as applicable) in the name of

RHB for the RDBMS database server used by the bidder as database layer. The

database cluster along with full services should be configured in redundant along with

load balancing devices to maintain hi-availability feature. SI shall also supply any

additional utility tools/services/software used by the bidder to meet SLA requirement

related to database availability security & audit, these tool typically includes database


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identity & access control, tools to maintain hi-availability in redundancy, tools for data

simulation in cluster, database schema designer, database audit log, reporting services,

integration services, analytical & data mining services etc

vii. All third party tool/software supply by bidder to run web portal and software application

should provide comprehensive support though online/phone line, along with upgrade

option for period of 4 years from date of installation.

f) Integration of RHBMS with other communication channels i. Integration with Payment Gateway: The selected bidder would be responsible for

integrating the existing payment gateway(s) with the proposed web portal/ application

software, whenever required by RISL/ GoR, for making online payments. The recurring

transaction charges, if any, shall be borne by RISL/ GoR.

ii. Integration with SMS Gateway: The Web portal & Application must facilitate, from the day

one, existing SMS gateway (MSDG) for automatically sending the required details/

information through SMS to the designated officers of the department and other

stakeholders. The selected bidder would be responsible for integrating the existing SMS

Gateway (MSDG), provided by GoI, with the proposed web portal/ application software.

The recurring SMS charges, if any, shall be borne by RISL/ GoR.

iii. Integration with email Server: The Web portal & Application must facilitate, from the day

one for automatically sending the required details/ information through email to notify the

designated officers of the department and other stakeholders. The selected bidder would

be responsible for integrating the existing email solution of GoR with the proposed web

portal/ application software.

g) User Acceptance Testing (UAT) The selected bidder would be responsible for:

o Preparation and submission of detailed FAT/ UAT plans/ schedules/ procedures/ formats.

o Prepare various use cases and scenarios

o Performing Hardware and Software Testing: Conducting testing of various components/

modules of the software developed (web portal and RHBMS application), as per the latest

version of the IEEE 730 standards. The bidder shall be required to share the testing

documents and standards with the designated S/w testing team, wherever applicable/

required.

o Assist Purchaser in carrying out user acceptance of solution.

o System Test Cases with Results

o UAT Case and Results

o Rectifying the Hardware and Software (including the board website and RHBMS application

software) issues/ bugs reported during the testing upto the satisfaction of RISL/ RHB.


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o Final approval/user acceptance of the software and system shall be given by RHB / RISL

after successful implementation and testing. This is the responsibility of the bidder to obtain

the UAT approval from the RHB / RISL.

4.2.2. Site Preparation Installation and commissioning of IT and non-IT hardware

a) The SI will conduct a site survey at RHB HQ, at least one circle office and 2 Independent Division

and 2 division offices and based on the site survey prepare submit following reports to purchaser

• Hardware deployment plan (with Bill of Quantity)

• Hardware testing plan & methodology

b) The SI shall perform site preparation of all the project locations and shall submit site readiness

reports (location-wise) for the installation of all the required equipments.

i. The list of project sites and locations are as provided in Annexure 22.

ii. The purchaser reserves the right to change any locations at any time before the

installation of equipments without any additional financial cost.

c) The RSDC shall provide requite rack space, network connectivity along with other requisite

infrastructure (as per list attached as annexure 20), the SI shall be responsible to install &

configure hardware & software (as per BoM annexure-20) at RSDC, Jaipur. The selected bidder

shall not be liable for any delay arising out of RSDC failure to provide requisite infrastructure

within the stipulated period.

d) SI shall be adhering with the rules & policies guideline of RSDC. The SI shall be responsible for I. For all infrastructure being provided by RSDC Accuracy/currency to be confirmed by

bidder.

II. Any Updates/upgrades/withdrawal to/of RSDC shared infrastructure to be accommodated

by the bidder,

III. RSDC to notify in writing any update/upgrade/withdrawal of shared service,

e) Any additional hw/sw by SI for RSDC (at SI’s request), to be accepted only after approval from

RSDC authority subjected to following condition

II. Prosed Hw/Sw should be inline with RSDC policy.

III. In such case full capex/opex of additional Hw/Sw to be borne by bidder only.

IV. Opex includes comprehensive O&M throughout project period.

V. Ownership (but not any liabilities) of such asset transferred to RSDC for the project

period.

f) RHB shall provide the requisite space to the SI for the deployment of the requisite IT/ Non-IT

infrastructure in the existing office premises at all the designated project locations. The selected

bidder shall not be liable for any delay arising out of RISL/ RHB’s failure to provide the sites within

the stipulated period


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g) The entire hardware and software supplied under the project should be branded, interoperable,

Unicode 5.1 or higher compliant and IPv6 ready from the day one.

h) The bidder supply all the media and manuals, OEM support, updates, patches, and errata.

i) Bidder should ensure that none of the components and sub-components is declared end-of-sale

or end-of-support by the respective OEM at the time of submission of bid. If, the OEM declares

any of the products / solutions end-of-sale subsequently, bidder should ensure that the same is

supported by the respective OEM from its date of installation till the end of the 5 years.

j) The bidder shall be responsible for supply, installation and commissioning of all equipment as per

finalised quantities of items mentioned in the BOM.

k) Bidder should ensure that all the software, hardware, peripherals, accessories, sub-components

required for the functionality and completeness of the solution, including but not limited to

devices, equipment, accessories, patch cords (copper / fibre), cables, software, licenses,

development / testing kits, tools, etc. should also be provisioned according to the requirements of

the solution.

l) SI will be responsible for supplying and installing all allied accessories, consumables and fitting

assembly and complete all related work for installation and commissioning including but not

limited to the following -

a. For installation of LAN, the bidder is expected to also carry out structured cabling. Any

equipment (like Screws, clamps, fasteners, ties, anchors, supports, grounding strips,

wires, fibre termination kits etc.) required for completing installation of LAN will be

supplied/provided by the bidder.

b. For installing and commission UPS at all the required locations, the bidder will also be

required to undertake any work related to electrical wiring.

m) The bidder shall provide OEM documentation with every unit of the equipment supplied.

4.2.3. Data Digitization The scope related to data digitization includes

a) Selected SI shall provide manpower for the data digitization & migration, data with

respect to one time allottee profile, employee’s master, assets master. Historical data

digitization will cover digitization of past 5 years records

b) Entry of financial transactional data of allottee for last five years

c) Scanning of supporting documents attachment of scan documents, indexing of document

and tag document with the relevant file.

d) Quoted man-month rate by SI shall be used for cost estimation, efforts of all technical

resources- data entry operator, data entry supervisor responsible for data validation, any

managerial staff use by SI shall be taken into account for total man-month estimation to

carry out data digitisation. For all technical resources irrespective of their experience and


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specialisation, the quoted man-month rate shall be used. Efforts of support staff shall not

be taken into

e) The selected SI is expected to carry out an independent exercise for assessment of data

source, data format, and data fields and no. of records before data entry.. The data entry

done by the successful bidder will be verified by RHB employees for its sanctity.

f) The selected SI will ensure validation of data entered, data scanned and document

indexing

Indicative list of master records and transaction record need to be digitized is as under:

Sl No Record Description Approximate QTY Records Available in Electronics Format

1 Master Data of Allottee Profile 2,00,000 1,00,000

2 Transaction Data of Allottee (last five

years )

10,00,000 4,00,000

3 Employees Profile 2,000 Nil

4 GPF/PF Pension Record 2,500 Nil

5 Transaction data GPF/Pension 4,00,000 4,00,000

6 Assets Registers Master 5,000 Nil

(All the figures provided above are approximate / indicative).

4.2.4. Training & Capacity Building o The selected bidder shall also ensure a proper hands-on training to the designated end-users on

the application developed. The content of the training and schedule shall be mutually decided by

RISL / RHB and the selected bidder later at an appropriate time period.

o Training could have multiple sessions as per the need and requirement of the project/ application.

Hence, SI shall conduct Training Needs Analysis of all the concerned staff and drawing up a

systematic training plan. The training duration should be sufficiently long for effecting meaningful

assimilation of training content by an average user. There should be sufficient number of trainers

in every training session for conducting the training program.

o The space for training will be provided by the RHB. The training shall be conducted at 6 locations

i.e. Jaipur, Jodhpur, Kota, Alwar, Udhaipur and Kota. The bidder shall be responsible to arrange

transportation and boarding of trainers, the bidder is advice to quote accordingly.

o The requisite training infrastructure like computers, projector with screen shall be provided by the

bidder.


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o Training should be of 8hrs/ session and all the trainees should be offered Morning Tea, Lunch

and Evening Tea. Hence, the bidder is advised to quote accordingly.

o Retraining the above staff whenever significant changes are made in the application and/or

personnel.

o The bidder shall take training feedback from the trainees in format approve by RISL.

o In case more than 30% of the respondents suggest that the training provided to them was

unsatisfactory or less than satisfactory then the SI should re-conduct the same training at no

extra cost.

o Training should be of 8hrs/ session and all the trainees should be offered Morning Tea, Lunch

and Evening Tea. Hence, the bidder is advised to quote accordingly.

o The SI shall provide training material (role base), the language of training material shall be in

Hindi and English.

o The SI shall ensure that all the training documentation in Hardcopy and Softcopy is in place (user

training, operation procedures, visual help-kit etc.).

Training needs identified for RHB are:

Sl.No. Description of Training

No of employees to be trained approx (pilot)

Batch Size

No of Batch

No. of Session/Batch

Total No of

Session

1. Basic Skills/Office

Suite/Internet Skills

Including Basic

Hardware &

Networking Concepts

300 25 12 3 36

2. Sensitization Training

covering basics of e

Governance, Project

Management etc

50 10 5 1 5

3. Handholding &

Application Training

for Phase- I

250 25 10 5 50

4. Handholding &


for Financial Module

175 25 7 7 49


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Module & Phase-II

5. Handholding &


for Phase –III Assets

management

modules

100 25 4 3 12

6. Handholding &


for phase IV HRM

Modules

150 25 6 7 42

o Duration of each training session should be of 8 Hours per day,

o Expected number of participants for the training session will be 25 participants except

sensitization training to top management which expected to be 10 persons only.

4.1.1 System Integration and Commissioning of the Project (FAT & Go Live)

a) Facilitation for network connectivity: The bidder shall provide the following facilitation and

integration –

I. RHB will be responsible for providing the network connectivity (VPN over broadband)

to the selected bidder for running RHBMS solution till RSWAN is operational.

II. Dedicated 2 Mbps connectivity has been provided to the RHB HQ, through SecLAN

and further 1 Mbps broadband connectivity will be provided by RHB, at all project

locations. However, SI will be responsible for the LAN connectivity within the board

offices.

b) The bidder shall integrate the hardware including the LAN, system software and application

software and commission the whole project. The purchaser shall conduct Final Acceptance

Testing on receipt of intimation of commission of the whole project from the bidder. Only after

the acceptance of FAT reports by RISL, the entire infrastructure (including RHBMS

application) would be deemed to have been commissioned. After the successful

commissioning of the project, the system would be declared as Go-Live and enter into O&M/

FMS phase and the selected bidder would also be issued a commissioning certificate by

RISL/ GoR.

c) SI should provide following documents to the purchaser

• Installation Manuals

• User manual (Role wise)


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• Access Control Policy

• Incident Management Policy

• Change management plan development

d) Transferring the ownership of all software developed/ customized/ configured/ procured. All

licenses & support related documents should be in the name of RHB.

4.2.5. Operation and Maintenance / Facility Maintenance Services (FMS) Bidder would be responsible of operations and maintenance for the entire RHBMS solution at

RHB HO, 9 Circle Offices, 12 Independent Divisional Offices, 26 Divisional Office and 30 Cash

Collection Office for 4 years after the Go-live (as certified and accepted by RHB/RISL)

4.2.5.1. Acceptance for Successful Roll Out a) Post Go- live, SI shall be responsible to provide 3 month implementation support.

b) During implementation period SI shall be responsible to create a separate register for all

telephone call/online calls received from all project locations regard, SI shall also keep a

tracker of call resolve and pending. SI will provide a monthly compliance report after resolving

of such calls to RISL/RHB. These calls / complaint will be resolved by SI within the 3 month

implementation period only.

c) After successful performance of the web based application software, a separate sign-

off/acceptance shall be issued to the SI by RISL/ RHB. The sign off shall be given only after

successful resolution of the issues/ complaint.

4.2.5.2. Deployment of Manpower for Facility Management Services

Bidder would be responsible of operations and maintenance for the entire RHBMS solution at RHB

HQ, 9 circle offices, 12 independent divisional offices, 26 divisional offices and 30 cash collection

counters for 4 years after the Go-live (as certified and accepted by RHB/RISL)

a) Bidder shall depute the following resources at the below project locations for four

years, from starting day of commissioning of hardware and system software, to

trouble shoot, manage, replace and repair the hardware/ system software onsite (if

possible).

S.

No

Resource RHB/ HO NOC Circle office Independent Division / Division Office

1. Project Manager 1

2. Sr Software Engineers cum System Engineer

1

3. Database Administrator 1


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4. Network Administration 1

5. IT Helpdesk Engineer 2

6. Local helpdesk support engineer

9 6

o The bidder shall deploy one full time dedicated resident Project Manager at RHB HQ,

Jaipur.

o The bidder shall deploy three full time dedicated resident engineers at RHB HQ,

Jaipur. for purpose of System Administration/ Network Administration/ Database

Administration

o The bidder shall deploy 2 helpdesk operators at RHB HQ, Jaipur to log and resolve

complaints of the various project locations.

o The bidder shall deploy 15 local support staff at other project location to log

complaints to the central helpdesk at the RHB HQ and resolve complaints as per

instructions from central helpdesk.

b) The minimum required technical qualifications and experience details for the aforementioned

manpower are provided in annexure 21 of this RFP document

c) Also, it would be the responsibility of the SI to retain the deployed manpower for the entire

Contract/ Project duration or in the event of a resource leaving the employment with SI, the

same shall be immediately replaced with another resource of equivalent minimum

qualifications and experience. All such events should be notified prior to RISL.

d) During and after the end of the project period, the SI shall refrain from canvassing RHB/

RISL/ GoR and any of its associates with any claim for employment of the bidder’s personnel

deployed under the project.

e) As Hindi is Official Language of the Government of Rajasthan, the SI has to appoint

personnel having proficiency in Hindi language.

f) The staff provided by the SI will perform their duties in accordance with the instructions given

by the designated officers of RISL/ RHB from time to time. RISL/ RHB will examine the

qualification, experience etc. of the personnel provided before they are put on positions. The

SI has to take approval from RISL/ RHB for the proposed staff before their deployment. RISL/

RHB has every right to reject the personnel, if the same is not acceptable, before or after

commencement of the awarded work/ project.

g) At no time, the provided manpower should be on leave or absent from the duty without prior

permission from the designated nodal officer of RHB. In case of long term absence due to

sickness, leave etc, the SI shall ensure replacements and manning of all manpower posts by

without any additional liabilities to RISL/ RHB. Substitute will have to be provided by the SI


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against the staff proceeding on leave/ or remaining absent and should be of equal or higher

qualifications/ experience.

h) The proposed services shall be normally manned from 9:00 AM to 6:00 PM but may vary as

per the requirement throughout the project period or as decided by RISL/ RHB

i) The operational support will have to be provided through a suitable helpdesk system, to

ensure that the solution is functioning as intended and that all problems associated with

operation are resolved satisfactorily.

j) The SI will make use of existing helpdesk management system (web enabled with SMS and

eMail based alert system) available at RSDC, GoR for Helpdesk Call management and SLA

reporting. Any additional licence required for the IT helpdesk shall be provided by the SI

xvii. The SI will make use of existing EMS application available at RSDC for the SLA

management as per existing policy & guidelines of RSDC. The bidder shall assert the

requirement of any additional licenses for the SLA Management tool and the same shall be

taken into consideration by the successful bidder. This includes

o Network Management

o Server Monitoring

o Application Performance Monitoring

o Database Monitoring

o Transaction Impact monitoring

4.1.1.1 Preventive Maintenance Services

This activity shall be carried out at least once in every quarter in addition to the normal

maintenance required and sub activities are detailed as below:

a) Check for any loose contacts in the cables & connections.

b) Extract the log reports, study, draw logical conclusions, do fixes and then submit the final

report to RISL / RHB.

c) Conduct preventive maintenance (including inspection, testing, satisfactory execution of

diagnostics and necessary repairing of the equipment)

d) Cleaning and removal of dust and dirt from the desktop and printers of all supplied

equipments.

4.1.1.2 Corrective Maintenance Services

a) Troubleshooting of hardware problem of all supplied equipments and rectification of the

same.

b) Troubleshooting of OS and databases etc and provide solutions for the same.

c) Documentation of problems, isolation, cause and rectification procedures for building

knowledge base for the known problems.


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4.1.1.3 Asset Management Services

a) The bidder shall be required to create database of all IT assets like hardware, software,

peripherals, etc., by recording information like configuration details, serial numbers, licensing

agreements, warranty and AMC details, etc.

b) Record installation and removal of any equipment from the network and inform RHB even if it

is temporary.

c) Create Software inventory with information such as Licenses, Version Numbers and

Registration Details

d) Register all software procured by RISL / RHB in this bid document with respective OEMs.

e) Perform software license management and arrange for licensing contract renewal for RISL /

RHB for period of 4 years from the date of installation at no cost to RISL / RHB.

4.1.1.4 Configuration Management Services

a) The bidder shall maintain a record of hardware as well as software and all other items

supplied in this RFP including the details of policies implemented on the servers, network,

databases, web servers, etc.

b) The bidder shall keep soft copies of the configurations of each of the devices mentioned

above.

c) The bidder shall define change management procedures to ensure that no unwarranted

changes are carried out on the equipments. All the changes carried out by the bidder must be

formally approved by RISL / RHB and recorded.

d) The bidder shall do proper version management of these configurations as the configurations

may be changed from time to time. This is required to ascertain changes made to these

configurations at different stages as well as have functional configurations.

4.1.1.5 Vendor Management Services

a) The bidder shall coordinate with external vendors, network providers and FMS team of RSDC

& all the project locations for upkeep of equipment deployed to meet the SLA and shall liaison

with various vendors/OEMS for related works, equipment & services.

b) The bidder should maintain database of the various vendors and service providers, including

vendors for hardware under warranty, service providers etc. with details like contact person,

telephone numbers, escalation matrix, response time and resolution time commitments etc.

c) The bidder should, if required escalate and log calls with vendors/ OEM and other service

providers and coordinate with them to get the problems resolved.

4.1.1.6 Network Management Services

The bidder shall be responsible for:


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a) Daily monitoring of Network

b) Making sure the high availability & reliability of network for these equipments at all times and

performance maintenance.

c) Checking network status and taking remedial action (Logging Calls etc) in case of problems.

d) Sending alerts to concerned people regarding critical errors.

4.1.1.7 Server Management Services

a) The bidder shall manage the servers on end-to-end basis like server administration,

performance tuning, hardware and software support and upkeep of the server etc.

b) Handling of OS related issues, installation of OS updates and patches, re-installing OS if

required, periodic system performance tuning, monitoring server usage statistics, network OS

support, and start up and shut down of servers. The SI will also have to resolve all the issues

between the servers & software supplied under this project.

c) The bidder shall provide device/peripherals management, user management etc for the

servers.

d) The bidder shall implement operating system security/hardening and application level

security for the servers.

4.2.5.3. Support Services for Web Based Application S/w i. Overall administration, operations, monitoring, maintenance of the deployed Web portal,

Application software and the Database to ensure the desired uptime.

ii. Periodic backup and recovery of Database, application and web content.

iii. During O&M period RHB/RISL may request SI, to make necessary changes in the layout,

colour schema, MIS reports format, input forms layout. However, these changes shall be

suggested keeping in view that it should not transform in database schema. The SI shall

be responsible to make these changes at no extra cost to purchaser.

iv. Design & Upload content on web portal as per instruction of Purchaser. Content

management services include (content collection, translation, conversion, design of

content upload content using CMS).

v. Web portal and application administration, support & maintenance throughout the project

period. The SI shall provide support on following activities

• Minor changes in RHBMS on instruction of RHB/RISL

• Bugs Fixing reported by RHB/RISL

• Back office support required to update Web Portal & Applications S/W

vi. Maintain version control and archives of source code, and web site content and

database


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4.2.5.4. MIS Reports: The SI shall have to submit certain key deliverables which are mentioned hereunder. However, in

addition to the reports/ deliverables as indicated below, SI shall prepare and submit all other

required information in the desirable format as notified by the purchaser related to project.

The formats for all the reports shall be prepared by the SI and submitted to the purchaser for

approval. The reports submitted by the SI should strictly be in the approved format only which, if

required, may be revised from time to time.

Sl.No. Activity Deliverable Frequency Time Frame

1. SLA Manpower Report

• Attendance of Manpower deployed

Quarterly Within 1 Week of end of each Quarter

2. SLA FMS Support (User)

• Log reports of help desk, Call resolved, unresolved and escalated issues

Daily Daily

• List of stand by equipments Incident Reporting


• User complaint redressal resolve time


3. Backup and recovery services

• Log reports of backup server


4. Configuration changes

• Report on changes like configuration changes, patch upgrades, database reorganization, storage reorganization, log truncation, volume expansion, user creation, user password reset, etc.


5. Preventive Maintenance Reports

• Equipment wise and date wise list of hardware for which preventive maintenance was undertaken during quarter


6. Vendor Management Report

• Date wise details of calls logged with external vendor and their resolution time


7. Asset Management Services

• Details of Hardware Equipments with serial

Once During Implementation


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Sl.No. Activity Deliverable Frequency Time Frame

no., configuration details, Software Details, Policies implemented

support

8. Software license management

• Details of software licences with renewal due date

Once During Implementation support

9. SLA Compliance Report for IT & Non IT infrastructure at RHB HO

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB HO


10. SLA Compliance Report for IT & Non IT infrastructure at RHB Circle office

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB CO


11. SLA Compliance Report for IT & Non IT infrastructure at RHB Independent Division Offices

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB IDO


12. SLA Compliance Report for IT & Non IT infrastructure at RHB Division Offices /cash Counters

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB DO/cash counters


13. SLA Compliance Report for IT & Non IT infrastructure at RHB Cash collection Centre

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB CCC


14. SLA RHBMS Application S/w Report

• Application up time report


15. SLA (RHBMS application S/W Support)

• Report on content management reported and Time to upload


• Report on minor changes reported and time taken to complete


• Report on incident reporting of Bugs fixing reported and time taken to resolve


4.2.6. Change Request Management Services i. RHB envisaged that RHBMS should have integration with exiting application. The


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requirement for integration shall be finalise in consultation with RHB/ DoIT&C/NIC as and

when these projects will be operational. The required integration shall be done through

change request management system. Following are envisaged existing application but not

limited to these to be considered for change request.

• Integration with Lottery Management system

• Integration with UIDAI

• Integration with SUGAM

• Integration with Lites

ii. RISL/ RHB may at any time, by a written order given to the selected bidder, make changes

within the general scope of the Agreement in any one or more of the following: -

• Designs, specifications, requirements which software or service to be provided under

the Agreement are to be specifically developed and rendered for the RHB

• The method of deployment, shipping or packing.

• Schedule for Installation Acceptance.

• The place of delivery and/or the services to be provided by the selected bidder.

iii. The steps to be followed in change request/ management procedure has been described in

Chapter for Change Management of this RFP.

4.2.7. Third Party Audit (TPA) i. A third party audit may be got done by RISL/ RHB at its own cost. The TPA would be

selected separately by the RISL/ RHB.

ii. The audit may cover one or more of the following aspects of the project: -

• Vulnerability Assessment of the critical servers and network devices

• Penetration testing of the systems and networks (External and Internal)

• Application Security Assessment

• System Performance Testing/ Monitoring

• Review and Assessment of Security Policies

iii. The audit will study execution of the project by SI and verify the executed work against entire

scope envisaged in the RFP. If TPA report suggests any modification / alteration to meet

RFP requirement / adherence then SI shall be required to do the needful without any financial

implication to the purchaser.

iv. The TPA activity will be one time and will be initiated after start of the FMS phase.

v. The bidder shall be required to share the testing documents and standards with the

designated third party wherever applicable/ required.

vi. Based on the audit reports submitted by the TPA, the selected bidder shall make the required

changes to the solution deployed (as per RFP) and incorporate the suggestions of the auditor


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at no extra cost. The purchaser may recover costs from the pending payments or

performance security on failure of the bidder to make the required changes.

4.3. Project Duration As per RFP, the RHBMS project will likely to achieve Go Live status within 52 weeks of award of

contract. This will be followed by 4 years of operations and maintenance phase post successful

commissioning of the project.

4.4. Roles & Responsibilities (Stakeholder-Wise) A contract monitoring committee will be constituted for overall monitoring of the progress of RHBMS

project. The contract monitoring committee will be appraised on the periodic developments by the

bidder. The contract monitoring committee shall consist of the members of RISL and RHB

a) Responsibilities of RISL The role of RISL in the successful implementation of the solution includes discharging the following

responsibilities:

• To ensure active participation from the Board users

• To coordinate with other government agencies and Board

• To provide acceptance and Sign off SRS document

• Review the solution design document, submitted by the selected bidder.

• To conduct review meetings at defined regular intervals to monitor the overall progress of

the project.

• Provide feedback on changes to be in the solution to improve usability of the application

software.

• Report problems/ bugs in solution to the selected bidder for immediate action/

rectification.

• Prioritize the change requests as per project objectives.

• Provide required infrastructure to conduct training at Jaipur

• Co-ordination with the RSDC Operator and other stakeholders of the project.

• To coordinate with the RHB for providing schedule for hardware installation &

commissioning at RHB office locations.

• To coordinate with the RHB for providing schedule for data digitisation& training

• To approve testing approach methodology and test cases submitted by SI

• To provide sign off/ acceptance of SRS, approval of testing approach & test cases, Partial

Acceptance Testing (PAT), User Acceptance testing (UAT), Final Acceptance Testing

(FAT), Commissioning Certificate, Acceptance of successful performance after

completion of 3 Months

• Facilitate PAT, UAT, security audit and performance audit

• Appoint agency for third party audit TPA of web based application software if needed


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• To ensure timely project milestones sign offs.

• To approve and oversee the proposed training plan

• Set up and administration of escalation mechanism

• Review and approval of payment against CAPEX as per payment schedule as mentioned

in section of this RFP

• Review and approve the payments to the bidder as per SLA

• Approval and disapproval of change requested including the finalisation of efforts

estimation, cost estimation, milestone and payment

• Any other help/ assistance periodic report submitted by SI, and acceptance/ co-ordination

required for the successful implementation and operations of the work/ project

b) Responsibilities of RHB The roles and responsibilities of the RHB shall be as follows: -

• To formulate a nodal team for the project responsible for end to end coordination and

execution of the RHBMS project.

• To identify the circle office, independent division and division office for conducting

detailed SRS study

• To provide necessary support during requirement gathering, sharing of sample reports

and other IT infrastructure requirements

• To identify and appoint nodal officer for facilitating the project execution

• Explain the functional requirements in detail to the selected bidder

• Provide schedules for Hardware deployment, training, data digitization etc

• Provide space and infrastructure for purpose of training in case training is required at a

location outside Jaipur

• RHB will be responsible for providing the 2x4 Mbps dedicated internet connectivity at

RSDC for the Web/ Application Server access by the board officials and citizens .

• RHB will be responsible for providing the network connectivity (VPN over broadband) at

all project location to the SI for running RHBMS solution till RSWAN is operational.

• To ensure active participation from the board users

• To provide information, raw data, documents (for Scanning) required to be digitized

• To conduct review meetings at defined regular intervals to monitor the overall progress of

the project.

• Provide feedback on changes to be in the solution to improve usability of the application

software.

• Prioritize the change requests as per project objectives.

• To ensure timely project milestones sign offs

• to provide readiness report from all project location after commissioning of infrastructure


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• To approve and oversee the proposed training plan

• To ensure close coordination of all the participants and the external agencies involved in

the project.

• To review the installation, commissioning and maintenance of the software

• To take steps to mitigate any potential risks that might surface during the course of the

project

• Set up and administration of an issue and escalation management process.

• To identify the staff at various levels who need to undergo user training

• To identify employees who needs to be trained by SI for learning the technical aspects of

the RHBMS application.

• RHB will provide dedicated telephone line at RHB HO for managing help desk

• Handle change management

• To monitor the overall progress of the project

• Review of software requirement specifications, system design, hardware sizing/Scrutiny

of deliverables for their compliance with RFP specifications

• Review content, methodology and pedagogy for user training

• Review data migration plans and their implementation.

• Review the documentation provided by the Bidder and verifies that it conforms to the

requirements.

• To facilitate RISL in providing sign-off /acceptance PAT of web based application

software

• To facilitate RISL in providing sign-off /acceptance UAT of web based application

software

• To facilitate RISL in providing sign-off/acceptance final FAT of web based application

software and its integration with hardware and network components

• To facilitate RISL in providing acceptance of successful performance of web based

application software (post implementation)

• Periodic SLA monitoring of the system deployed by the successful bidder

• To ensure timely release of the payments as per agreed schedule

• The RHB shall be responsible to provide all the required consumables required for the

Project like printer toner cartridges, and backup media/ tapes etc.

• The RHB must ensure that all type of consumables required for the project, in sufficient

quantities, are readily available at each project location.


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c) DoIT&C GOR Rajasthan State Data Centre (RSDC)

• The core software application infrastructure and web based application software are

expected to be hosted at the RSDC. The data collected from all 9 circles offices, 12

independent divisional offices, 26 divisional offices and 30 cash collection centre will be

centrally stored at the RSDC.

• All services, applications and infrastructure to provide efficient delivery of G2G and G2C

services will be consolidated on RSDC.

• The SI will be provided with the requires hardware infrastructure for hosting web RHBMS

software applications. The list of infrastructure to be provided by RSDC has been

attached as Annexure18 of this RFP.

• RSDC will provide infrastructure such as firewall service, directory service, management

and data storage services, SMS and payment gateway which could be a shared

infrastructure to all the applications /departments in the RSDC.

• Some of the key functionalities of RSDC are Central Data Repository of the State, Secure

Data Storage, Disaster Recovery, Remote Management and Service Integration.

• RSDC will provide access and share middleware application software available at RSDC

(MS share point and omni docs) to build DMS and other applications.

• RSDC will provide SAN Storage, high speed (Fibre Channel)

• RSDC will provide SAN SATA and Tap liberary usable for archived data storage.

• RSDC will provide required number of Internal and external IP at data centre for the

RHBMS application.

• RSDC will be responsible to manage all servers and infrastructure to be used for

deployment of web based application software.

• RSDC will provide database cluster along with database admin access rights to SI for

manage database.

d) Responsibilities of System Integrator (SI) The detailed role & responsibilities of SI has already been described in the scope of work section 4 of

this RFP.

4.5. Project Deliverables, Milestones & Time Schedule In view of the volume and complexity of the RHBMS, bidder is expected to carry out all ground work for

implementation including documentation, coordination with GoR and other stakeholders of the project, site

survey etc. These reports or deliverables are to be submitted timely by bidder to the RISL / RHB to ensure the

timely and smooth execution of RHBMS project. Certain key deliverables are identified for each of the

parts/stages, which are mentioned hereunder. However, bidder has to prepare and submit any required

information in form of Reports / excel sheet / document desired by RISL related to RHBMS other than defined

hereunder in the table.


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The milestones and deliverables for the implementation of RHBMS project would be as follows:-

T= Date of work order

Phase wise Division

Phase -I

a. Estate Management System 1. Housing Sub-Module 2. Recovery Sub-Module 3. Lease System and Rental properties Sub-Module

b. Scheme Information System Module c. Application Digitization and Management tools

Phase –II

Project Monitoring Information System

Phase -III

Financial Accounting

1. Budget Planning and Allocation 2. Project Accounting 3. Book keeping & accounting

Phase-IV

Asset Management Module

Phase-V

Personnel and Payroll Module Phase-VI

Stores and Purchase Management System


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Milestone Deliverable (Reports/ Documents & Infra)

Phase Wise Time Line

1st 2nd 3rd 4th 5th 6th

Perform System Study & SRS (Para 4.2.1 b)

• Submission of SRS Software Requirement Specifications (SRS)

T1 = T+ 8 week (Includes 2 weeks for SRS approval)

T is event marked as date of Issue of work order by RISL/RHB)




T is event marked as date of Issue of work order by RISL/RHB))







Development of Web Portal & RHBMS Application S/w (Para 4.2.1 c to 4.2.1 g

• System Design Document (SDD)

T2 = T1+ 2 weeks

T1 is event marked as date of SRS acceptance by RISL/RHB)

T2 = T1+ 2 week


T2 = T1+ 2 week


T2 = T1+ 2 week


T2 = T1+ 2 week


T2 = T1+ 2 week



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• Deployment of RHBMS application software and web portal on staging server

T4=T2+ 16 weeks

T4=T2+T3+ 12 weeks

T3 is event marked as date when RISL/RHB will provide formal letter for implementation of 2nd phase

T4=T2+T3+ 10 weeks

T3 is event marked as date when RISL/RHB will provide formal letter for implementation of 3rd phase

T4= T2+T3+ 10 weeks

T3 is event marked as date when RISL/RHB will provide formal letter for implementation of 4th phase

T4= T2+T3+ 10 weeks


T4= T2+T3+ 10 weeks


PAT Sign off (Partial Acceptance Test of RHBMS application)

• Testing Methodology including test cases and test plan

• (SI’s may host application on private server & provide access to RISL through Public IP over internet) and Test Results

T5= T4+1week T5=T4+1 week T5= T4+1week T5= T4+1 week T5= T4+1 week T5= T4+1

week

• Testing of application

T6= T4+4 weeks T6= T4+4

weeks

T6= T4+4 weeks T6= T4+4 weeks T6= T4+4 weeks T6= T4+4

weeks


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UAT Sign off of User acceptance of RHBMS application

• Final Deployment of RHBMS application software and web portal on production server and integration with Email solution, SMS gateway and payment gateway

T7= T5+2 week T7= T5+2 week

T7= T5+2 week T7= T5+2 week T7= T5+2 week T7= T5+2 week

• Handing over of Source code and Server and client edition usage perpetual licenses in the name of the purchaser for the various third party utility tools/COTS used by the bidder to run the application.

T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week

Site Preparation, Procurement, Installation and commissioning of IT & Non IT infrastructure all project locations

as per BoM

• Hardware deployment plan, in accordance to Site survey, testing methodology and Bill of quantity agreeable to the RHB/RISL

T+4 weeks


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annexure -2 (A) and (Para 4.2.2 of SoW)

• Item Delivery, installation and commissioning reports with specification of each item supplied at RHB HO

T11+4 week T11 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB HO

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 9 Circle offices of RHB

T12+4 week

T12 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB CO

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 12 Independent Division Offices of RHB

T13+4 week

T13 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB IDO

• Item Delivery,

installation and commissioning reports with specification of each item (from each location) at 26 Division Offices of RHB

T14+6 week T14 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB

division office


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specification of each item (from each location) at 26 Division Offices of RHB

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 5 Cash Collection Counter of RHB

T15+4 week

T15 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB CCC

Data Digitization

(Para 4.2.3 of SoW)

• Provide manpower to undertake data digitization of master data essential for UAT & Go live

• (Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w)

T6+ 4 weeks T6+ 4 weeks T6+ 4 weeks T6+ 4 weeks T6+ 4 weeks T6+ 4 weeks


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• Provide manpower to undertake data digitization

• (Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w)

T16+24 weeks

T16 is the event marked when RISL/RHB will provide schedule to data digitization related to specific module

T16+4 weeks


T16+5 weeks


T16+4 weeks


T16+4 weeks


T16+4 weeks


Training

Para 4.2.4 of SoW)

• Training Completion certificate to all Nominated employees of RHB as per SoW

• Trainees Feedback

T17+4 week

T17 is the event marked when RISL/RHB will provide schedule to conduct training related to specific module

T17+4 week


T17+4 week


T17+4 week


T17+4 week


T17+4 week



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GO-Live


T7+1 week T7+1 week T7+1 week T7+1 week T7+1 week T7+1 week

• User manual (Role wise) with visual help kits

T7+1 week

T7+1 week T7+1 week T7+1 week T7+1 week T7+1 week

FAT (Final acceptance test of hardware/software and other infrastructure

T18=T7+2 week

T18=T7+1 week T18=T7+1 week T18=T7+1

week

T18=T7+1

week

T18=T7+1

week

Operation & Management (Post Go-Live)

Acceptance of Successfully Roll Out (Successfully rollout of Web portal & RHBMS application S/W for period of minimum 3 months at all project locations (Acceptance for successful performance from RHB/RISL)

Post –Go live for period of 3 months

• Acceptance Certificate from RHB/RISL

T18+12 weeks T18+12 weeks T18+12 weeks T18+12 weeks T18+12 weeks T18+12

weeks

Support RHBMS Application S/W

Successfully Completion activities related to

• MIS reports related to software application maintenance & support as

T18+4 years T18+4 years

T18 = date of Go

live of 2nd phase

T18+4 years

T18 = date of Go

live of 3rd phase

T18+4 years

T18 = date of

Go live of 4th

T18+4 years

T18 = date of

Go live of 5th

T18+4 years

T18 = date

of Go live of


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maintenance of web portal & application S/w , defined in SoW section (para 4.2.7.4)

defined in Sow (Sr No 14 to 15.) Operation and maintenance

phase phase 6th phase

• Handing over yearly licence comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run phase-I application.

T18+1 week

for subsequent years it should be within one week from start of next O&M Year

T18+1 week for subsequent years it should be within one week from start of next O&M Year

T18+1 week for subsequent years it should be with in one week from start of next O&M Year




FMS During O&M Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M Phase of the project (4 Years from Go live of 1st Phase)

• Manpower Supply for period of 4 years at as per requirement mentioned in SoW (operation & maintenance) to manage services

T18+ 4 years from go live of 1st Phase

• MIS reports as per SOW ( S No 1 to 8 Para 4.2.5.4) Operation & maintenance

As per frequency defined in (Para 4.2.6.5)

• Helpdesk for the technical & functional scope

T18+ 4 years from go live of 1st Phase


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Infrastructure & Hardware Maintenance at RHB Project Locations

Successfully Completion activities related to Hardware maintenance supplied at project location defined in SoW section (Para 4.2.5)

During O&M period of 4 years for maintenance of hardware supplied

• Quarterly Compliance Report on hardware complaints registered and solved to the hardware & software at RHB HQ

• MIS reports as per ( S No 9 Para 4.2.5.4) O&M

•

After go live of 1st Phase + Within 1 Week of end of each Quarter

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Circle offices

• MIS reports as per (S No 10 Para 4.2.5.4) O&M

After go live of 1st Phase +Within 1 Week of end of each Quarter

• Quarterly Compliance Report for hardware complaints registered and



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resolved at RHB Independent Division offices


• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Division offices



• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Cash Collection Counters




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• Deliverables/ Reports, if any, mentioned elsewhere in this RFP document would also be accounted for while ascertaining the successful completion of the respective Phase of the project and SI would submit the same as per the requirement of RISL/ RHB

• It may be also be noted that the time schedule for each milestone shown in the table above would be enforced independently, even though some of them are inter-dependent. This would have a cascading effect of penalties for delays in all other milestones dependent on the precedent milestone. Any delay in the approval of the deliverable(s) submitted by the SI to RISL/ RHB shall not account for the delay on SI’s part.

• The Purchaser may schedule data digitization and training in phase manner, the SI will adhere with time lines of the schedule


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5. INSTRUCTION TO BIDDERS AND BIDDING PROCESS 1. Sale of Tender/ Bidding Document

The complete bidding document would be available on the websites for the period as specified in the

NIT. The prospective bidders are permitted to download the bidding document from any of the

specified websites..

2. Clarifications to the Bidding Document a)If the prospective bidder has any doubts as to the meaning of any portion of the bidding

document, then he is allowed to refer the same to the tendering authority and get clarifications.

He may do so by contacting the tendering authority in writing at the tendering authority’s

address indicated in the NIT.

b)The Tendering authority/ Procurement Committee will respond in writing to any request for

clarification, provided that such request is received no later than 3 days after the Pre-bid

Meeting. All the prospective bidders must submit the prescribed RFP document fees before

submitting any such requests to the Tendering authority.

c) The Tendering authority shall forward copies of its response to all bidders who have purchased

the RFP document directly from it and shall also place it on the eProc website, including a

description of the inquiry but without identifying its source.

d)Should the Tendering authority deem it necessary to amend the Bidding Document as a result of

a clarification or otherwise, it shall do so by issuing a revised RFP/bidding document and/ or

Addendum/ Corrigendum. If need be, the deadline for submission of Bids may also be

extended in order to give reasonable time to the prospective Bidders to take into account the

amendment.

e)Post-bid clarifications, if any, will be sought only once. Hence, bidders are advised to prepare and

submit the bid accordingly and ensure that all the required documents are in place. Also,

clarifications shall be sought only for the bid/ documents submitted and no new documents

shall be accepted.

3) Pre-bid Conference/ Meeting a)The bidder or its official representative (not more than two representatives per bidder) may attend

the pre-bid meeting as per the details specified in NIT. The objective of this meeting is to

address the generic queries of the prospective bidders related to the Project/ bidding

document.

b)Only the bidders/ firms, who have purchased the bidding document from the office of the RISL or

have deposited the prescribed RFP document fee, are allowed to attend the pre-bid

conference/ meeting and submit their pre-bid queries in the specified format as provided in

Annexure 5. Bidders having purchased the bidding document are welcome to attend the pre-bid

meeting, even if they do not have any specific queries. Tendering authority shall respond to the


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queries of only those bidders who have purchased the bidding document till the day of pre-bid

meeting or within 3 days after the Pre-bid meeting.

c) As a result of discussions in the pre-bid conference, if modifications in the bidding document,

specifications of services and/ or goods are considered necessary, they may be done by

issuing an addendum/ corrigendum and its copies shall be sent through Email/ post to all the

bidders having purchased the bidding document. The corrigendum/ addendum and the Final

RFP/bidding document will be placed on the websites as specified in the NIT.

d)The tendering authority reserves the right not to respond to any/ all queries raised or clarifications

sought if, in their opinion and at their sole discretion, they consider that it would be

inappropriate to do so or do not find any merit in it.

4) Amendment of Bidding Document a)At any time prior to the deadline for submission of the Bids, the tendering authority may amend

the RFP/Bidding document by issuing Corrigendum/ Addendum.

b)Any Corrigendum/ Addendum issued shall be a part of the Bidding document and shall be

communicated in writing to all, who have purchased the RFP/Bidding document and on the

websites specified in NIT.

c) To give prospective Bidders reasonable time in which to take a Corrigendum/ Addendum into

account in preparing their proposals, the tendering authority may, at its discretion, extend the

deadline for the submission of the proposals.

d)Any change in date of submission and opening of bids would be published in appropriate manner

including the websites mentioned in the NIT.

5) Documents comprising the Bid a)A Single stage-Two envelope/ cover system shall be followed for the bid –

a. Technical bid (including the pre-qualification & technical documents)

b. Financial bid

Technical Bid shall include the following documents:-

S. No. Documents Type Document Format 1. Covering Letter – Technical Bid On bidder’s letter head duly signed

by authorized signatory (as per Annexure - 4)

2. Bidder’s Authorization Certificate As per Format given at Annexure – 7

3. Copy of board resolution/ Power of Attorney in favour of person signing the Letter of Authority at 2 above

Power of Attorney/ Copy of board resolution

Fee Details 4. Tender Fee Scanned copy of Fee Receipt 5. RISL Processing Fee Scanned copy of Fee Receipt


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6. EMD Scanned copy of DD/ Banker’s Cheque/ Bank Guarantee

Pre-Qualification Documents 7. Tender Form As per Annexure-6 8. Self-Declaration – No Blacklisting As per Annexure-8 9. All the documents mentioned in the “Eligibility

Criteria”, in support of the eligibility As per the format mentioned against the respective eligibility criteria clause

Technical Documents 10. Certificate of Conformity/ No-Deviation As per Annexure-9 11. Manufacturer’s Authorisation Form (MAF) As per Annexure-10 12. Undertaking of Authenticity of Computer

Equipments As per Annexure-11

13. Statement of Deviations As per Annexure-12 14. Compliance Report of Technical Specifications As per Annexure -3, along with

datasheet b)Financial bid shall include the following documents: -

S. No. Documents Type Document Format 1. Covering Letter – Financial Bid On bidder’s letter head duly signed

by authorized signatory 2. Finacial Bid As per Annexure-13, As per BoQ

(.XLS) on eProc website

c) The bidder should ensure that all the required documents, as mentioned in this RFP/bidding

document, are submitted along with the bid and in the prescribed format only. Non-submission

of the required documents or submission of the documents in a different format/ contents may

lead to the rejections of the bid proposal submitted by the bidder.

d)Post-bid clarifications, if any, will be sought only once. Hence, bidders are advised to prepare and

submit the bid accordingly and ensure that all the required documents are in place. Also,

clarifications shall be sought only for the bid/ documents submitted and no new documents

shall be accepted.

6) Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of its proposal,

and the tendering authority shall not be responsible or liable for those costs, regardless of the

conduct or outcome of the bidding process.

7) Language of Bids

The ebid, as well as all correspondence and documents relating to the bid exchanged by the

Bidder and the tendering authority, shall be written only in English language. Supporting

documents and printed literature that are part of the bid may be in another language provided

they are accompanied by an accurate translation of the relevant passages in English/ Hindi

language, in which case, for purposes of interpretation of the bid, such translation shall govern.


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8) Bid Prices a)All the Prices in financial bid must be specified in the BoQ file available at eProc and without

changing it form and type.

b)All the prices should be quoted only in Indian Rupees (INR) Currency.

c) Prices/ Rates shall be written both in words and figures. There should not be errors and/ or over-

writings. Corrections/ alterations, if any, should be made clearly and initialled with dates by the

authorized signatory.

d)All rates quoted must be FOR destination/ site where the IT/ Computer systems and allied items

are to be installed, and should include all incidental charges except Central/ Rajasthan VAT,

which should be shown separately in the Financial/ Commercial bid format only.

e)The prices quoted by the Bidder in the financial bid shall conform to the requirements specified

therein.

f) All the required items must be listed and priced separately in the financial bid. If a financial bid

shows items listed but not priced, their prices shall be assumed to be included in the prices of

other items. Items not listed in the financial bid shall be assumed not to be included in the bid,

and provided that the bid is substantially responsive, the corresponding adjustment shall be

applied in accordance with the provisions of bidding document.

g)The price to be quoted in the financial bid shall be the total price of the bid. Discount, if any,

should be included in the quoted price. Discounts of any type, indicated separately, will not be

taken into account for evaluation purposes.

h)The disaggregation of price components is required solely for the purpose of facilitating the

comparison of bids by the tendering authority. This shall not in any way limit the tendering

authority’s right to contract on any of the terms offered: -

i. For Goods offered from within/ outside the country.

ii. For Related Services whenever such Related Services are specified in the bidding

document.

9) Period of Validity of Bids a)Bids shall remain valid for the period of 180 days, as specified in NIT, after the bid submission

deadline date prescribed by the tendering authority. A bid valid for a shorter period shall be

rejected by the tendering authority as nonresponsive.

b)In exceptional circumstances, prior to the expiration of the bid validity period, the tendering

authority may request bidders to extend the period of validity of their bids. The request and the

responses shall be made in writing. If EMD is requested, it shall also be extended for a

corresponding period. A bidder may refuse the request without forfeiting its bid security i.e.

EMD. A bidder granting the request shall not be required or permitted to modify its bid.

c) If the validity of the EMD instrument expires before the bid validity period, the bidder will ensure

renewal / resubmission of EMD as and when asked for.

10) Format and Signing of Bid


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a)The bid forms/templates/annexure etc., wherever applicable, shall be typed or written in indelible

ink and shall be signed (all the pages) by a person duly authorized to sign, in token of

acceptance of all the terms and conditions of the bidding document. This authorization shall

consist of a written confirmation as specified in the bidding document and shall be attached to

the bid.

b)A written letter of Authorization accompanied by the board resolution/power of attorney must be

submitted as per Annexure – 7.

c) Any amendments such as interlineations, erasures, or overwriting shall be valid only if they are

signed or initialled by the authorized person signing the bid.

d)The bid, duly signed (digitally) by Authorized Signatory, should be uploaded on the eproc portal in

respective file/ format.

e)Bidders must submit their bids online at eproc portal. Bids received by another other means shall

not be accepted.

f) If bids are not submitted as per the details mentioned in this bidding document and eProc

website, the tendering authority shall reject the bid.

11) Withdrawal, Substitution, and Modification of Bids a) If permitted by the tendering authority, a Bidder may withdraw its bid or re-submit its bid

(technical and/ or financial cover) as per the instructions/ procedure mentioned at eProc

website under the section “Bidder’s Manual Kit”.

b) Bids withdrawn shall not be opened and processed further.

12) Bid Opening / Opening of Tenders a)The designated Procurement Committee will perform the bid opening, which is a critical event in

the bidding process.

b)The tendering authority shall conduct the bid opening at the address, date and time specified in

the NIT.

c) All the bids received up to the specified time and date in response to all the bid inquiries shall be

opened by the members of the designated Procurement Committee at the specified place, date

and time in the presence of bidders or their authorized representatives who may choose to be

present. Alternatively, the bidders may also view the bid opening status/ process online at

eProc website.

d)All the documents comprising of technical bid cover shall be opened & downloaded from the

eProc website (only for the bidder’s who have submitted the prescribed fee(s) to RISL).

e)All the technical bid covers, except the Financial cover, shall be opened one at a time, and the

following read out and recorded: the name of the bidder; the presence of the processing fee,

RFP document fee, EMD and any other details as the tendering authority may consider

appropriate.

f) The Tendering authority shall prepare a record of the bid opening that shall include, at a

minimum: the name of the bidder and the presence or absence of processing fee, RFP


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document fee, and EMD. The bidder’s representatives who are present shall be required to

sign the attendance sheet.

g)The Financial cover shall be kept unopened and shall be opened later on the date and time

intimated to the bidders who qualify in the evaluation of technical bids.

13) Evaluation / Selection Method A bidder would be selected on the basis of Least Cost Based Selection Method (LCBS) i.e. L1

method wherein an eligible bidder with adequate technical competence and the most competitive

(lowest) rates/ quote would be selected for the implementation of the project.

14) Guiding Principle for Evaluation of Bids a) The tendering authority shall strictly apply only and all of the evaluation and qualification criteria

specified in the bidding document.

b) The determination shall be based upon an examination of the documentary evidence of the

bidder’s qualifications and proposed solution submitted by the bidder.

15) Determination of eligibility and responsiveness a) A bidder shall be considered to be eligible if it meets the eligibility and technical evaluation criteria

mentioned in the RFP document.

b) A responsive bid would be the one that meets the requirements of the bidding document without

material deviation, reservation, or omission where: -

i. “Deviation” is a departure from the requirements specified in the bidding document;

ii. “Reservation” is the setting of limiting conditions or withholding from complete

acceptance of the requirements specified in the bidding document; and

iii. “Omission” is the failure to submit part or all of the information or documentation

required in the bidding document.

c) A material deviation, reservation, or omission is one that,

i. if accepted, would: -

a. affect in any substantial way the scope, quality, or performance of the Goods and

Related Services specified in the bidding document; or

b. limits in any substantial way, inconsistent with the bidding document, the tendering

authority’s rights or the bidder’s obligations under the proposed Contract; or

ii. if rectified, would unfairly affect the competitive position of other bidders presenting

responsive bids.

d) The tendering authority shall examine the technical proposals including the pre-qualification

documents.

e) Provided that a bid is substantially responsive, the tendering authority -

• may waive any nonconformity in the bid that does not constitute a material deviation,

reservation or omission.

• may request that the bidder submit the necessary information or documentation, within a

reasonable period of time, to rectify nonmaterial nonconformities or omissions in the bid


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related to documentation requirements. Requesting information or documentation on such

nonconformities shall not be related to any aspect of the price of the bid. Failure of the

bidder to comply with the request may result in the rejection of its bid.

• shall rectify nonmaterial nonconformities or omissions. To this effect, the bid price shall be

adjusted, for comparison purposes only, to reflect the price of the missing or non-

conforming item or component. The adjustment shall be made using the method indicated

in pre-qualification and Evaluation Criteria of this bidding document.

f) The eligible bidders whose bid is determined to be substantially responsive shall be considered to

be qualified in the technical evaluation, unless disqualified pursuant to clause 17 or 18, and shall

be informed in writing about the date, time and place of opening of their financial bids.

g) The firms which could not qualify in technical evaluation will be informed about this fact. Their

financial bid will be returned unopened and EMD refunded after completion of the bid process i.e.

award of the contract to the best/ successful bidder.

16) Conflict of Interest a) RISL considers a conflict of interest to be a situation in which a party has interests that could

improperly influence that party’s performance of official duties or responsibilities, contractual

obligations, or compliance with applicable laws and regulations. In pursuance of RISL's

Procurement Ethics requirement that bidders, suppliers, and contractors under contracts, observe

the highest standard of ethics, RISL will take appropriate actions against the bidder, if it

determines that a conflict of interest has flawed the integrity of any procurement process.

Consequently all bidders found to have a conflict of interest shall be disqualified.

b) A bidder may be considered to be in a conflict of interest if the bidder or any of its affiliates

participated as a consultant in the preparation of the solicitation documents/RFP for the

procurement of the goods and services that are the subject matter of the bid.

c) It may be considered to be in a conflict of interest with one or more parties in the bidding process

if

i. they have controlling shareholders in common; or

ii. it receives or have received any direct or indirect subsidy from any of them; or

iii. they have the same legal representative for purposes of the Bid; or

iv. they have a relationship with each other, directly or through common third parties, that puts

them in a position to have access to information about or influence on the Bid of another

Bidder, or influence the decisions of the tendering authority regarding this bidding process.

17. Confidentiality

a) Information relating to the examination, evaluation, comparison, and post qualification of bids, and

recommendation of contract award, shall not be disclosed to bidders or any other persons not

officially concerned with such process until publication of the Contract award.


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b) Any attempt by a bidder to influence the tendering authority or other officials in the examination,

evaluation, comparison, and post qualification of the bids or Contract award decisions may result

in the rejection of his bid.

c) From the time of bid opening to the time of Contract award, if any bidder wishes to contact the

tendering authority on any matter related to the bidding process, he is allowed to do so in writing.

18. Clarification of Bids

a) To assist in the examination, evaluation, comparison and post qualification of the bids, the

tendering authority may, at its discretion, ask any bidder for a clarification of his bid. The

tendering authority’s request for clarification and the response shall be either in writing or by

uploading the details on the websites mentioned in the NIT.

b) Any clarification submitted by a bidder with regard to his bid that is not in response to a request

by the tendering authority shall not be considered.

c) No change in the prices or substance of the bid shall be sought, offered, or permitted, except to

confirm the correction of arithmetic errors discovered by the tendering authority in the evaluation

of the Commercial/ Financial Bids.

19. Evaluation of Technical Bids

a) The technical evaluation shall be completed by the designated Procurement Committee as early

as possible after opening of technical bids.

b) After approval of the technical evaluation by tendering authority, the firms which qualified in the

technical evaluation shall be informed in writing or by uploading the details on the websites

mentioned in the NIT about the date, time and place of opening of their financial bids.

c) The firms who could not qualify in technical evaluation will be informed about this fact and their

EMD will be refunded after completion of the tender process i.e. award of the contract to the best/

successful bidder.

20. Evaluation of Financial Bids

a) The financial bids cover of bidders who qualify in technical evaluation shall be opened online at

the notified time, date and place by the members of the designated Procurement Committee in

the presence of the bidders or their representatives who choose to be present. Alternatively, the

bidders may also view the financial bid opening status/ process online at eProc website.

b) The Process of opening of financial bids/covers shall be similar to that of technical bids.

c) The names of the firms, the rates given by them, shall be read out and recorded in tender

opening register.

d) to evaluate a bid, the tendering authority shall consider the following: -

i. the bid price as quoted in accordance with bidding document.

ii. price adjustment for correction of arithmetic errors in accordance with bidding

document.


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e) The tendering authority’s evaluation of a bid will exclude and not take into account -

i. in the case of goods, Rajasthan VAT but Central Sales Tax shall be considered for

purposes of comparison; and

f) The evaluation shall include all costs and all taxes and duties applicable to the bidder as per law

of the Central/ State Government/ Local Authorities. Treatment of CenVAT/ VAT etc. would,

however, be as per Clause No. 23 below.

21. Correction of Arithmetic Errors

Provided that the Bid is substantially responsive, the competent Procurement Committee shall

correct arithmetical errors on the following basis: -

i. if there is a discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail and the total price shall be

corrected, unless in the opinion of the tendering authority there is an obvious misplacement

of the decimal point in the unit price, in which case the total price as quoted shall govern

and the unit price shall be corrected;

ii. if there is an error in a total corresponding to the addition or subtraction of subtotals, the

subtotals shall prevail and the total shall be corrected; and

iii. if there is a discrepancy between words and figures, the amount in words shall prevail,

unless the amount expressed in words is related to an arithmetic error, in which case the

amount in figures shall prevail subject to (i) and (ii) above.

22. Comparison of Rates of firms outside and those in Rajasthan

While tabulating the bids of those firms which are not entitled to price preference, the element of

Rajasthan VAT shall be excluded from the rates quoted by the firms of Rajasthan and the element

of Central VAT shall be included in the rates of firms outside Rajasthan. In such case, if the price of

any commodity being offered for sale by firms in Rajasthan is the same or lower (excluding element

of Rajasthan Sales Tax) than the price of firm outside Rajasthan (including element of Central

Sales Tax), the commodity shall be purchased from the firm in Rajasthan.

23. Margin of Preference/ Price Preference

No margin of preference/ price preference shall be given to the goods produced or manufactured by

Industries of Rajasthan over goods produced or manufactured by Industries outside Rajasthan.

24. Price Negotiations: No price negotiation shall be held by the purchaser with a

bidder with respect to a bid submitted by him

25. Comparison of bids and determination of the best value bid

The tendering authority shall compare responsive bids of all eligible bidders to determine the best

value bid, in accordance with the evaluation criteria given in this RFP.

26. Tendering authority’s Right to Accept/ Reject any or all of the Bids


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The tendering authority reserves the right to accept or reject any Bid, and to annul the bidding

process and reject all Bids at any time prior to Contract award, without thereby incurring any liability

to the Bidders.

27. Right to vary Quantities

a) At the time the Contract is awarded, the quantity of Goods and Related Services originally

specified in the bidding document may be increased or decreased, provided this change does not

exceed the limits/ ceilings of minimum and maximum quantity, if any, indicated in the bidding

document, and without any change in the unit prices or other terms and conditions of the bid and

the bidding document.

b) The tendering authority reserves the right to increase the quantity of goods and scope of services

originally specified in the bidding document by 25% and without any change in the unit prices or

other terms and conditions of the bid and the bidding document.

c) Repeat orders may also be placed with the consent of the contractor/ supplier on the rates and

conditions given in the bidding document provided that the repeat orders are up to 50% of the

quantity originally purchased and the period is not more than one month from the date of expiry of

last supply (i.e., delivery) and that the original order was given after inviting open tenders/ bids.

The delivery/ completion period will also be proportionately increased.

d) If the tendering authority does not purchase any of the tendered articles or purchases less than

the quantity/ indicated in the tender form, the bidder shall not be entitled to claim any

compensation.

28) Disqualification

Tendering authority may at its sole discretion and at any time during the processing of bids,

disqualify any bidder/ proposal from the bid process if the bidder: -

a) Has not submitted the bid in accordance with the bidding document.

b) Has submitted bid without submitting the prescribed Tender Fee, RISL Processing Fee,

EMD or the Bidder's authorisation certificate/ Power of Attorney.

c) Has imposed conditions in his bid.

d) During validity of the bid or its extended period, if any, increases his quoted prices.

e) Has made misleading or false representations in the forms, statements and attachments

submitted in proof of the eligibility requirements.

f) Has failed to provide clarifications related thereto, when sought.

g) Has submitted more than one bid. This will cause disqualification of all bids submitted by

such bidders including forfeiture of the EMD.

h) Is found to canvass, influence or attempt to influence in any manner for the qualification or

selection process, including without limitation, by offering bribes or other illegal gratification.


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29. Acceptance of the Tender / Bid and Notification of Award

a) Prior to the expiration of the period of bid validity, the tendering authority shall notify the

successful Bidders, in writing, that their Bids have been accepted.

b) The tendering authority shall award the Contract to the Bidders whose offer have been

determined to be the best Bid and are substantially responsive to the Bidding Document,

provided further that the Bidders are determined to be qualified to perform the Contract

satisfactorily.

c) Decision on tenders shall be taken within original validity period of offers. If the decision on

acceptance or rejection of a tender cannot be taken within the original bid validity period due to

unavoidable circumstances, all the bidders shall be requested to extend validity period of their

bids up to a specified date.

d) As soon as a bid is accepted by the tendering authority, its written intimation would be sent to the

concerned bidder. If the issuance of formal Work Order is likely to take time, a Letter of Intent

(LOI) may be sent in the meanwhile. In the same intimation the bidder may be asked to execute

an agreement in prescribed format on a non-judicial stamp of prescribed value and deposit the

amount of prescribed performance security deposit within 15 days from the date of issue of

acceptance.

e) The acceptance of an offer is complete as soon as the letter of communication is posted to the

correct address of the bidder.

f) The acceptance of the bid shall also be placed on website of RHB and RISL for general

information to all.

g) The EMD of the bidders whose bids could not be accepted shall be refunded soon after the

agreement with the successful bidder is executed and his performance security deposit is

obtained. Until a formal Contract is prepared and executed, the notification of award shall

constitute a binding Contract.

30. Signing of Contract

a) Promptly after notification of award, the tendering authority shall send to the successful Bidders

the Contract Agreement including “Special Conditions of Contract.

b) Within fifteen (15) days of receipt of the Letter of Intent from the tendering authority, the

successful Bidders shall sign, date, and return the Contract Agreement to the tendering authority.

31. Performance Security Deposit (PSD)

a) Within fifteen (15) days of the receipt of notification of award from the tendering authority, the

successful Bidder shall furnish the Performance Security Deposit (PSD) @5% of the total

agreed/ordered project value.

b) Failure of the successful bidder to submit the aforementioned PSD or sign the Contract

Agreement shall constitute sufficient grounds for the annulment (cancellation/ termination) of the


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award and forfeiture of the EMD. In that event the tendering authority may award the Contract to

the next best value bidder whose offer is valid and substantially responsive and is determined by

the tendering authority to be qualified to perform the Contract satisfactorily.

32. Reservation of Rights

To take care of unexpected circumstances, RISL / RHB shall reserve the rights for the following: -

a) Extend the Closing Date for submission of the proposals.

b) Amend the bidding requirements at any time prior to the closing date, with the amendment being

notified to prospective bidders and on the respective websites.

c) Allow a bidder to change its technical proposal if the same opportunity is given to all bidders but

before the opening of financial bids.

d) To accept any bid not necessarily the lowest, reject any bid without assigning any reasons and

accept bid for all or anyone or more of the articles/services for which bid has been invited or

distribute items of stores/services to more than one bidder.

e) Terminate or abandon the bidding procedure or the entire project whether before or after the

receipt of bid proposals.

f) Seek the advice of external consultants to assist RISL / RHB in the evaluation or review of

proposals.

g) Make enquiries of any person, company or organization to ascertain information regarding the

bidder and its proposal.

h) Reproduce for the purposes of the procedure the whole or any portion of the proposal despite any

copyright or other intellectual property right that may subsist in the proposal.

33. Monitoring of Contract

a) An officer or a committee of officers named Contract Monitoring Committee (CMC) may be

nominated by tendering authority to monitor the progress of the contract during its delivery period.

b) During the delivery period the CMC shall keep a watch on the progress of the contract and shall

ensure that quantity of goods and service delivery is in proportion to the total delivery period

given, if it is a severable contract, in which the delivery of the goods and service is to be obtained

continuously or is batched. If the entire quantity of goods and service is to be delivered in the

form of completed work or entire quantity of goods and service is to be delivered in the form of

completed work or entire contract like fabrication work, the process of completion of work may be

watched and inspections of the selected bidders premises where the work is being completed,

may be inspected.

c) If delay in delivery of goods and service is observed a performance notice would be given to the

selected bidder to speed up the delivery.


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d) Any change in the constitution of the firm, etc. shall be notified forth with by the contractor in

writing to the tendering authority and such change shall not relieve any former member of the

firm, etc., from any liability under the contract.

e) No new partner/ partners shall be accepted in the firm by the selected bidder in respect of the

contract unless he/ they agree to abide by all its terms, conditions and deposits with the tendering

authority through a written agreement to this effect. The bidder’s receipt for acknowledgement or

that of any partners subsequently accepted as above shall bind all of them and will be sufficient

discharge for any of the purpose of the contract.

The selected bidder shall not assign or sub-let his contract or any substantial part thereof to any other

agency without the permission of tendering authority.


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6. TERMS AND CONDITIONS, OF TENDER & CONTRACT

Definitions

For the purpose of clarity, the following words and expressions shall have the meanings hereby assigned

to them: -

a) “Contract” means the agreement entered into between the Purchaser and the Supplier, together with

the contract documents referred to therein, including all attachments, appendices, and all documents

incorporated by reference therein.

b) “Contract Documents” means the documents listed in the agreement, including any amendments

thereto.

c) “Contract Price” means the price payable to the Supplier as specified in the agreement, subject to

such additions and adjustments thereto or deductions there from, as may be made pursuant to the

Contract.

d) “Day” means calendar day.

e) “Delivery” means the transfer of the Goods from the Supplier to the Purchaser in accordance with the

terms and conditions set forth in the Contract.

f) “Completion” means the fulfilment of the related services by the Supplier in accordance with the terms

and conditions set forth in the contract.

g) “Goods” means all of the commodities, raw material, machinery and equipment, and/or other

materials that the Supplier is required to supply to the Purchaser under the contract.

h) “Purchaser” means the entity purchasing the Goods and Related Services, as specified in the bidding

document.

i) “Related Services” means the services incidental to the supply of the goods, such as insurance,

installation, training and initial maintenance and other similar obligations of the Supplier under the

Contract.

j) “Subcontractor” means any natural person, private or government entity, or a combination of the

above, including its legal successors or permitted assigns, to whom any part of the Goods to be

supplied or execution of any part of the Related Services is subcontracted by the Supplier.

k) “Supplier” means the person, private or government entity, or a combination of the above, whose bid

to perform the Contract has been accepted by the Purchaser and is named as such in the

Agreement, and includes the legal successors or permitted assigns of the Supplier.

l) “The Site,” where applicable, means the project places named in the bidding document.

A) General Conditions of the Bid

1. Income Tax and VAT Registration and VAT Clearance Certificate No Dealer who does not hold PAN from Income Tax department and who is not registered under the

Sales Tax Act prevalent in the State where his business is located shall bid. The VAT Registration


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Number should be quoted and a VAT clearance certificate from the Commercial Taxes Officer of the

Circle concerned valid on the date of submission of bid shall be submitted without which the bid is

liable to rejection.

2. Contract Documents Subject to the order of precedence set forth in the Agreement, all documents forming the Contract

(and all parts thereof) are intended to be correlative, complementary, and mutually explanatory.

3. Interpretation a) If the context so requires it, singular means plural and vice versa.

b) Commercial Terms: The meaning of any trade term and the rights and obligations of parties there

under shall be as prescribed by commercial terms. All the terms shall be governed by the rules

prescribed in the current edition of commercial terms, published by the Indian Chamber of

Commerce at the date of the Invitation for Bids or as specified in the bidding document.

c) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser and the

Supplier and supersedes all communications, negotiations and agreements (whether written or

oral) of parties with respect thereto made prior to the date of Contract.

d) Amendment: No amendment or other variation of the Contract shall be valid unless it is in writing,

is dated, expressly refers to the Contract, and is signed by a duly authorized representative of

each party thereto.

e) Non-waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or indulgence by

either party in enforcing any of the terms and conditions of the Contract or the granting of time by

either party to the other shall prejudice, affect, or restrict the rights of that party under the

Contract, neither shall any waiver by either party of any breach of Contract operate as waiver of

any subsequent or continuing breach of Contract.

f) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing, dated,

and signed by an authorized representative of the party granting such waiver, and must specify

the right and the extent to which it is being waived.

g) Severability: If any provision or condition of the Contract is prohibited or rendered invalid or

unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or

enforceability of any other provisions and conditions of the Contract.

4. Language a) The Contract as well as all correspondence and documents relating to the Contract exchanged by

the Supplier/ successful bidder and the Purchaser, shall be written in English language only or as

specified in the special conditions of the contract. Supporting documents and printed literature

that are part of the Contract may be in another language provided they are accompanied by an

accurate translation of the relevant passages in the language specified in the special conditions

of the contract, in which case, for purposes of interpretation of the Contract, this translation shall

govern.


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b) The Supplier/ successful bidder shall bear all costs of translation to the governing language and

all risks of the accuracy of such translation.

5. Eligible Goods and Related Services a) For purposes of this Clause, the term “goods” includes commodities, raw material, machinery,

equipment, and industrial plants; and “related services” includes services such as insurance,

transportation, installation, and commissioning, training, and initial maintenance.

b) Bids for articles marked in the BOM (Annexure 2) should be the ones which are produced in

volume and are used by a large number of users in India/ abroad should be encouraged. All

products quoted by the suppliers/ bidders must be associated with specific model numbers, item

code and names and with printed literature describing configuration and functionality. Any

deviation from the printed specifications should be clearly mentioned in the offer document by the

bidders/ suppliers.

c) The OEM/ Vendor must have its own registered spares depot in India having adequate inventory

of the equipment being quoted for providing the necessary spares within next business day or

maximum 30 hours.

d) The OEM/ Vendor should have its direct representation in India in terms of registered office for at

least past 4 years. The presence through any Distribution/ System Integration partner agreement

will not be accepted.

e) Bidder must quote products in accordance with above clause “Eligible goods and related

services”.

f) The OEM/ Vendor whose equipments are being quoted shall have Technical Support/ Assistance

Centre to provide 24x7 support over toll free numbers as well as web-based support.

6. Notices a) Any Notice given by one party to the other pursuant to the Contract shall be in writing to the

address specified in the contract. The term “in writing” means communicated in written form with

proof of receipt.

b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is later.

7. Governing Law The Contract shall be governed by and interpreted in accordance with the laws of the Rajasthan

State/ the Country (India), unless otherwise specified in the contract.

8. Scope of Supply a) Subject to the provisions in the bidding document and contract, the Goods and Related Services

to be supplied shall be as specified in Scope of Work/ Schedule of Supply section of the bidding

document.

b) Unless otherwise stipulated in the Contract, the scope of supply shall include all such items not

specifically mentioned in the Contract but that can be reasonably inferred from the Contract as

being required for attaining delivery and completion of the goods and related services as if such

items were expressly mentioned in the Contract.


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c) The bidder shall not quote and supply and hardware/ software that is likely to be declared as End

of Sale in next 6 months and End of Service/ Support for a period of 5 Years from the last date of

bid submission. OEMs are required to mention this in the MAF for all the quoted hardware/

software. If any of the hardware/ software is found to be declared as End of Sale/ Service/

Support, then the bidder shall replace all such hardware/ software with the latest ones having

equivalent or higher specifications without any financial obligation to the purchaser.

9. Delivery & Installation a) Subject to the conditions of the contract, the delivery of the goods and completion of the related

services shall be in accordance with the delivery and completion schedule specified in the bidding

document. The details of supply/ shipping and other documents to be furnished by the Supplier

are specified in the bidding document and/ or contract.

b) The Contract for the supply can be repudiated at any time by the Purchase Officer, if the supplies

are not made to his satisfaction after giving an opportunity to the bidder of being heard and

recording the reasons for repudiation.

c) The Supplier/ Bidder shall arrange to supply, install and commission the ordered materials/

system as per specifications within the specified delivery/ completion period at various

departments and/ or their offices/ locations mentioned in purchase order.

d) Shifting the place of Installation: The user will be free to shift the place of installation within the

same city /town/ district/ division. The supplier shall provide all assistance, except transportation,

in shifting of the equipment. However, if the city/town is changed, additional charges of

assistance in shifting and providing maintenance services for remaining period would be decided

mutually.

10. Supplier’s/ Bidder’s Responsibilities The Supplier/ Bidder shall supply all the goods and related services included in the scope of supply in

accordance with the provisions of bidding document and/ or contract.

11. Purchaser’s Responsibilities a) Whenever the supply of goods and related services requires that the Supplier/ Bidder obtain

permits, approvals, and import and other licenses from local public authorities, the Purchaser

shall, if so required by the Supplier/ Bidder, make its best effort to assist the Supplier/ Bidder in

complying with such requirements in a timely and expeditious manner.

b) The Purchaser shall pay all costs involved in the performance of its responsibilities, in

accordance with the general conditions of the contract.

12. Contract Price a) The Contract Price shall be paid as specified in the contract subject to any additions and

adjustments thereto, or deductions there from, as may be made pursuant to the Contract.


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b) Prices charged by the Supplier/ Bidder for the Goods delivered and the Related Services

performed under the Contract shall not vary from the prices quoted by the Supplier/ Bidder in its

bid, with the exception of any price adjustments authorized in the special conditions of the

contract.

13. Recoveries from Suppliers/ Bidders a) Recovery of liquidated damages, short supply, breakage, rejected articles shall be made

ordinarily from bills.

b) The Purchase Officer shall withhold amount to the extent of short supply, broken/damaged or for

rejected articles unless these are replaced satisfactorily. In case of failure to withhold the amount,

it shall be recovered from his dues and performance security deposit.

c) The balance, if any, shall be demanded from the Supplier/ Bidder and when recovery is not

possible, the Purchase Officer shall take recourse to law in force.

14. Taxes & Duties a) The income tax, service tax, value added tax, etc. if applicable shall be deducted at source from

the payment to the Supplier/ Bidder as per the law in force at the time of execution of contract.

b) The entry tax, if applicable shall be deducted at source and deposited in the government treasury

in proper revenue receipt head of account.

c) For goods supplied from outside India, the Supplier shall be entirely responsible for all taxes,

stamp duties, license fees, and other such levies imposed outside the country.

d) For goods supplied from within India, the Supplier shall be entirely responsible for all taxes,

duties, license fees, etc., incurred until delivery of the contracted Goods to the Purchaser.

e) Revision in VAT and Service Tax shall be on account of the tendering authority if it has been

asked for separately in the financial bid and is not taken into account for the purpose of

comparison of bids. If, however, they have not been asked for separately, any benefit or

additional cost will be on account of the bidder. Revision of any other tax or duty shall be on

account of the bidder.

f) If any tax exemptions, reductions, allowances or privileges may be available to the Supplier in

India, the Purchaser shall use its best efforts to enable the Supplier to benefit from any such tax

savings to the maximum allowable extent.

15. Performance Security Deposit (PSD) a) In case of successful Supplier/ Bidder, the Earnest Money will be adjusted in arriving at the

amount of the Performance Security Deposit.

b) The Supplier/ Bidder shall, within fifteen (15) days of the notification of Contract award, provide a

Performance Security deposit for the due performance of the Contract in the amounts and

currencies specified in the contract.

c) The proceeds of the Performance Security deposit shall be payable to the Purchaser as

compensation for any loss resulting from the Supplier’s/ Bidder’s failure to complete its

obligations under the Contract.


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d) Form of Performance Security deposit: Performance Security Deposit (PSD) in the form of cash

will not be accepted. It may be deposited in the form of Bank Draft or Banker’s Cheque. The

concerned Procurement Committee may also permit to accept full amount or part of PSD in the

form of a Bank Guarantee in case the amount of PSD exceeds Rupees 10 Lacs. The other form

of security money shall be Post-office Savings Bank Pass Book duly pledged or National Savings

Certificates, Defence Savings Certificates. Kisan Vikas Patras, or any other script/ instrument

under National Savings Schemes for promotion of small savings, if the same can be pledged.

These certificates shall be accepted at surrender value. The competent Purchase Committee

may permit to deposit Bank Guarantee in part or full if the amount of Performance Security

deposit exceeds Rupees 10 Lacs.

e) Refund of Performance Security deposit: The Performance Security deposit shall be refunded

within two months from the expiry of the term of contract.

f) Forfeiture of Performance Security deposit: Performance Security deposit shall be forfeited in the

following cases: -

i. When any terms and condition of the contract is breached.

ii. When the Supplier/ Bidder fail to commence supply or stops making the supplies or fail to

provide deliverables after partially executing the purchase/ work order.

iii. To adjust any dues against the firm from any other contract with RISL.

g) No interest will be paid by RISL on the amount of earnest money and performance security

deposit.

h) Proper notice will be given to the Supplier/ Bidder with reasonable time before earnest money/

performance security deposit is forfeited.

i) Forfeiture of earnest money / performance security deposit shall be without prejudice to any other

right of RISL to claim any damages as admissible under the law as well as to take such action

against the Supplier/ Bidder such as severing future business relation or black listing, etc.

16. Copyright a) The application developed along with source code, documentation and IPR will be the sole

property of Purchaser.

b) The selected bidder shall indemnify RISL against all third-party claims of infringement of patent,

copy right, trademark or industrial design rights arising from use of the goods or any part thereof

in India.

c) The ownership of the source code of the application developed by the SI should be transferred to

RHB or to RISL / Department of IT, Govt. of Rajasthan and also the SI is not supposed to use the

same for any other Government projects without the prior written consent of RHB / RISL or

Department of IT, Govt. of Rajasthan.

d) In case of third party tools/ application been used for application development then all the

required users base licenses or Process Base Licence of third party tools/application should be in


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the name of RISL / RHB only. This licence should have provision to download updates for

respective application for at least period of 3 years.

17. Confidential Information a) The Purchaser and the Supplier/ Bidder shall keep confidential and shall not, without the written

consent of the other party hereto, divulge to any third party any documents, data, or other

information furnished directly or indirectly by the other party hereto in connection with the

Contract, whether such information has been furnished prior to, during or following completion or

termination of the Contract.

b) The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such documents,

data, and other information it receives from the Purchaser to the extent required for the

Subcontractor to perform its work under the Contract, in which event the Supplier/ Selected

Bidder shall obtain from such Subcontractor an undertaking of confidentiality similar to that

imposed on the Supplier/ Selected Bidder

c) The Purchaser shall not use such documents, data, and other information received from the

Supplier/ Bidder for any purposes unrelated to the Contract. Similarly, the Supplier/ Bidder shall

not use such documents, data, and other information received from the Purchaser for any

purpose other than the design, procurement, or other work and services required for the

performance of the Contract.

d) The obligation of a party under sub-clauses above, however, shall not apply to information that: -

i. the Purchaser or Supplier need to share with the RHB / RISL or other institutions participating

in the Contract;

ii. now or hereafter enters the public domain through no fault of that party;

iii. can be proven to have been possessed by that party at the time of disclosure and which was

not previously obtained, directly or indirectly, from the other party; or

iv. otherwise lawfully becomes available to that party from a third party that has no obligation of

confidentiality.

e) The above provisions shall not in any way modify any undertaking of confidentiality given by

either of the parties hereto prior to the date of the Contract in respect of the supply or any part

thereof.

f) The provisions of this clause shall survive completion or termination, for whatever reason, of the

Contract.

18. Sub-contracting a) Unless otherwise specified in the Contract, the bidder shall not assign or sub-let his contract or

any substantial part thereof to any other agency without the permission of Purchasing Authority.

b) If permitted, the bidder shall notify the Purchaser in writing of all subcontracts awarded under the

Contract if not already specified in the Bid. Subcontracting shall in no event relieve the Supplier

from any of its obligations, duties, responsibilities, or liability under the Contract.

c) Subcontracts shall comply with the provisions of bidding document and/ or contract.


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19. Specifications and Standards a) All articles supplied shall strictly conform to the specifications, trademark laid down in the tender

form and wherever articles have been required according to ISI/ ISO/ other applicable

specifications/ certifications/ standards, those articles should conform strictly to those

specifications/ certifications/ standards. The supply shall be of best quality and description. The

decision of the competent authority/ purchase committee whether the articles supplied conforms

to the specifications shall be final and binding.

b) Technical Specifications and Drawings

i. The Supplier/ Bidder shall ensure that the goods and related services comply with the

technical specifications and other provisions of the Contract.

ii. The Supplier/ Bidder shall be entitled to disclaim responsibility for any design, data, drawing,

specification or other document, or any modification thereof provided or designed by or on

behalf of the Purchaser, by giving a notice of such disclaimer to the Purchaser.

iii. The goods and related services supplied under this Contract shall conform to the standards

mentioned in bidding document and, when no applicable standard is mentioned, the standard

shall be equivalent or superior to the official standards whose application is appropriate to the

country of origin of the Goods.

c) Wherever references are made in the Contract to codes and standards in accordance with which

it shall be executed, the edition or the revised version of such codes and standards shall be those

specified in the bidding document. During contract execution, any changes in any such codes and

standards shall be applied only after approval by the Purchaser and shall be treated in

accordance with the general conditions of the contract.

20. Packing and Documents a) The Supplier/ Bidder shall provide such packing of the Goods as is required to prevent their

damage or deterioration during transit to their final destination, as indicated in the Contract.

During transit, the packing shall be sufficient to withstand, without limitation, rough handling and

exposure to extreme temperatures, salt and precipitation, and open storage. Packing case size

and weights shall take into consideration, where appropriate, the remoteness of the final

destination of the Goods and the absence of heavy handling facilities at all points in transit.

b) The packing, marking, and documentation within and outside the packages shall comply strictly

with such special requirements as shall be expressly provided for in the Contract, including

additional requirements, if any, specified in the contract, and in any other instructions ordered by

the purchaser.

21. Insurance a) Unless otherwise specified in the contract, the Goods supplied under the Contract shall be fully

insured against loss by theft, destruction or damage incidental to manufacture or acquisition,

transportation, storage, fire, flood, under exposure to weather and delivery, in accordance with


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the applicable terms or in the manner specified in the contract. The insurance charges will be

borne by the supplier and Tendering Authority will not be required to pay such charges if incurred.

b) The goods will be delivered at the FOR destination in perfect condition.

22. Transportation a) Unless otherwise specified in the contract, obligations for transportation of the Goods shall be in

accordance with the commercial terms specified in the bidding document.

b) The bidder shall be responsible for the proper packing so as to avoid damage under normal

conditions of transport by sea, rail and road or air and delivery of the material in the good

condition to the consignee at destination. In the event of any loss, damage, breakage or leakage

or any shortage the bidder shall be liable to make good such loss and shortage found at the

checking/ inspection of the material by the consignee. No extra cost on such account shall be

admissible.

c) All goods must be sent freight paid through Railways or goods transport. If goods are sent freight

to pay, the freight together with departmental charge @ 5% of the freight will be recovered from

the supplier’s bill.

23. Inspection a) The Purchase Officer or his duly authorized representative shall at all reasonable time have

access to the suppliers premises and shall have the power at all reasonable time to inspect and

examine the materials and workmanship of the goods/ equipment/ machineries during

manufacturing process or afterwards as may be decided.

b) The supplier shall furnish complete address of the premises of his factory, office, go-down and

workshop where inspection can be made together with name and address of the person who is to

be contacted for the purpose. In case of those dealers who have newly entered in business, a

letter of introduction from their bankers will be necessary.

c) After successful inspection it will be supplier’s responsibility to dispatch and install the equipment

at respective locations without any financial liability to the Purchaser. However, supplies when

received at respective locations shall be subject to inspection to ensure whether they conform to

the specification.

24. Testing charges

Testing charges shall be borne by the RISL. In case urgent testing is desired to be arranged by the

bidder or in case of test results showing that supplies are not upto the prescribed standards or

specifications, the testing charges shall be payable by the bidder.

25. Rejection a) Articles not approved during inspection or testing shall be rejected and will have to be replaced by

the bidder at his own cost within the time fixed by the Purchase Officer.

b) If, however, due to exigencies of RISL / RHB’s work, such replacement either in whole or in part,

is not considered feasible, the Purchase Officer after giving an opportunity to the bidder of being


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heard shall for reasons to be recorded, deduct a suitable amount from the approved rates. The

deduction so made shall be final.

c) The rejected articles shall be removed by the bidder within 15 days of intimation of rejection, after

which Purchase Officer shall not be responsible for any loss, shortage or damage and shall have

the right to dispose of such articles as he thinks fit, at the bidder’s risk and on his account.

26. Extension in Delivery Period and Liquidated Damages (LD) a) Except as provided under clause “Force Majeure”, if the Supplier/ Bidder fails to deliver any or all

of the Goods or perform the Related Services within the period specified in the Contract, the Purchaser may without prejudice to all its other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the percentage specified in the conditions of the Contract Price for each week or part thereof of delay until actual delivery or performance, up to a maximum deduction of the percentage specified in the bidding document and/ or contract. Once the maximum is reached, the Purchaser may terminate the Contract pursuant to clause “Termination”.

b) The time specified for delivery in the tender document shall be deemed to be the essence of the contract and the successful bidder shall arrange supplies within the specified period.

c) Delivery and installation/ completion period may be extended with or without liquidated damages if the delay in the supply of goods or service is on account of hindrances beyond the control of the bidder.

i. The supplier/ service provider shall request in writing to purchaser giving reasons for extending the delivery period of service if he finds himself unable to complete the supply of goods or service within the stipulated delivery period or is unable to maintain prorate progress in the supply of goods or service delivery. This request shall be submitted as soon as a hindrance in delivery of goods and service occurs or within 15 days from such occurrence but before expiry of stipulated period of completion of delivery of goods and service after which such request shall not be entertained.

ii. The purchaser shall examine the justification of causes of hindrance in the delivery of goods and service and the period of delay occurred due to that and recommend the competent authority on the period of extension which should be granted with or without liquidated damages.

iii. Normally, extension in delivery period of goods and service in following circumstances may be considered without liquidated damages:

a. When delay has occurred due to delay in supply of drawings, designs, plans etc. if the RISL was required to supply them to the supplier of goods or service provider as per terms of the contract.

b. When delay has occurred in supply of materials etc. if these were required to be supplied to the supplier or service provider by the RISL as per terms of the contract.

iv. If the competent authority agrees to extend the delivery period/ schedule, an amendment to the contract with suitable denial clauses and with or without liquidated damages, as the case may be, shall be issued. The amendment letter shall mention that no extra price or additional cost for any reason, what so ever beyond the contracted cost shall be paid for the delayed supply of goods and service.

v. It shall be at the discretion of the concerned authority to accept or not to accept the supply of goods and/ or services rendered by the contractor after the expiry of the stipulated delivery


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period, if no formal extension in delivery period has been applied and granted. The competent authority shall have right to cancel the contract with respect to undelivered goods and/ or service.

vi. If RISL are in need of the good and/ or service rendered after expiry of the stipulated delivery

period, it may accept the services and issue a letter of extension in delivery period with usual liquidated damages and denial clauses to regularize the transaction.

d) In case of extension in the delivery and/ or installation/ completion period is granted with full liquidated damages, the recovery shall be made on the basis of following percentages of value of goods and/ or service which the bidder has failed to supply or complete : -

No. Condition LD %*

a. Delay up to one fourth period of the prescribed period of delivery, successful installation and completion of work 2.5 %

b. Delay exceeding one fourth but not exceeding half of the prescribed period of delivery, successful installation and completion of work 5.0 %

c. Delay exceeding half but not exceeding three fourth of the prescribed period of delivery, successful installation and completion of work 7.5 %

d. Delay exceeding three fourth of the prescribed period of delivery, successful installation and completion of work 10.0 %

i. Fraction of a day in reckoning period of delay in supplies, successful installation and completion of work shall be eliminated if it is less than half a day.

ii. The maximum amount of liquidated damages shall be 10%.

iii. Table A4 The goods and services mentioned in the clause along with the associated deliverables and applicable cost reference for the LD calculations shall be in accordance to the following table:


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Cost reference in Financial Bid for calculation of LD %




10 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( Sr No 1 Table A7 of Fin. Bid)

10 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,3 & 4 Table A6 of Fin. Bid)







5 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( Sr No 1 Table A7 of Fin. Bid)

5 % of CAPEX for Web portal & RHBMS Application (specific module ) S/w ( S No 2,Table A6 of Fin. Bid)






20 % of CAPEX for Web portal & RHBMS Application S/w ( Sr No 1 Table A6 of Fin. Bid)

20 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of Fin. Bid)


20 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of

20 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6 of



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Fin. Bid) Fin. Bid)

PAT Sign off (Partial Acceptance Test of RHBMS application)

• Testing Methodology including

• Test cases and Test Result







• PAT sign off 10 % of CAPEX for Web portal & RHBMS Application S/w ( Sr No 1 Table A6 of Fin. Bid)






UAT Sign off of User acceptance of RHBMS application

• UAT Sign off 10 % of CAPEX for Web portal & RHBMS Application S/w ( Sr No 1 Table A6 of Fin. Bid)

10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with


10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules

10 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules



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Phase Table A6 of Fin. Bid)


associated with Phase Table A6 of Fin. Bid)

associated with Phase Table A6 of Fin. Bid)


• Handing over of Source code and Server and client edition usage perpetual licenses in the name of the purchaser for the various third party utility tools used by the bidder to run the application.







Site Preparation, Procurement, Installation and commissioning of IT & Non IT infrastructure all project locations as per BoM annexure -2 (A) and (Para 4.2.2 of SoW)

• Item Delivery, installation and commissioning reports with specification of each item supplied at RHB HO

65% of the CAPEX (Table A1 of Fin. Bid) for RHB HO Infrastructure

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 9 Circle

65% of the CAPEX (Table A2 of Fin. Bid) for RHB Circle Office Infrastructure


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offices of RHB

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 12 Independent Division Offices of RHB

65% of the CAPEX (Table A3 of Fin. Bid) for RHB Independent Division Infrastructure

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 26 Division Offices of RHB specification of each item (from each location) at 26 Division Offices of RHB

65% of the CAPEX (Table A4 of Fin. Bid) for RHB Division office Infrastructure


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• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 5 Cash Collection Counter of RHB

65% of the CAPEX (Table A5 of Fin. Bid) for RHB cash collection center Infrastructure

Data Digitization (Para 4.2.3 of SoW)

• Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w)

5% of the CAPEX (S No 1 Table A7 of Fin. Bid) for data digitization






• Provide manpower for data digitisation

10,000 per person per day

Training Para 4.2.4 of SoW)

• Training manual 10% of CAPEX (S.No.2 of Table A7 of Fin. Bid) for training & capacity building

10% of CAPEX (S.No.2 of Table A7of Fin. Bid) for training & capacity building



10% of CAPEX (S.No.2 of Table A7 of Fin. Bid) for training & capacity building



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90% of CAPEX (S.No.2of Table A7 of Fin. Bid) for training & capacity building

GO-Live


5 % of CAPEX for Web Portal & RHBMS Application S/w ( S. N 1 Table A6 of Fin. Bid)

5 % of CAPEX for Web Portal & RHBMS Application S/w (S. N 2 Table A6 of Fin. Bid)






5% of CAPEX for Web Portal & RHBMS Application S/w (S. N 1 Table A6 of Fin. Bid)






FAT (Final acceptance test of hardware/software and other infrastructure


15 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated with Phase Table A6


15 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated

15 % of CAPEX for Web portal & RHBMS Application S/w ( Cost of Modules associated



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of Fin. Bid) of Fin. Bid) with Phase Table A6 of Fin. Bid)

with Phase Table A6 of Fin. Bid)

of Fin. Bid)

Operation & Management (Post Go-Live)

Acceptance of Successfully Roll Out

• MIS reports related to software application maintenance & support as defined in Sow (Sr No …… to …….) Operation and maintenance







Support Web Portal & RHBMS Application S/W Successfully Completion activities related to maintenance of RHBMS application S/w , defined in SoW section

• Handing over yearly years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run application.

22% of OPEX for RHBMS Application S/w Support (S. N 4 Table B1 of Fin. Bid)

22% of OPEX for Web Portal & RHBMS Application Support S/w (S. N 5 Table B1 of Fin. Bid)



22% of OPEX for Web Portal & RHBMS Application S/w Support (S. N 6 Table B1 of Fin. Bid)

22% of OPEX for Web Portal & RHBMS Application S/w Support (S. N 7 Table B1 of Fin. Bid)

• MIS reports as per ( S No 12 & 13 Para 4.2.5.4)

Rs 1000 per day per report


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(para 4.2.7.4) O&M

FMS During O&M Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M Phase of the project (4 Years from Go live of 1st Phase)

• MIS reports as per SOW ( S No 1 to 8 Para 4.2.5.4) Operation & maintenance

Rs 10,000 per day per report

• Helpdesk for the technical & functional scope

Rs 10,000 per person per day

• Deployment of Manpower to provide FMS support

Rs 10,000 per person per day

Infrastructure & Hardware Maintenance at RHB HO Successfully Completion activities related to Hardware maintenance supplied at project location

• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at RSDC


Rs 1000 per Day per Report


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defined in SoW section (Para 4.2.5) During O&M period of 4 years for maintenance of hardware supplied

• Quarterly Compliance Report on hardware complaints registered and solved to the hardware & software at RHB HQ


•


• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Circle offices



• Quarterly Compliance Report for

Rs 1000 per day per Report


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hardware complaints registered and resolved at RHB Independent Division offices


• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Division offices



• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Cash Collection



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Counters



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27. Authenticity of Equipments a) The selected bidder shall certify (as per Annexure-9) that the supplied goods are brand new,

genuine/ authentic, not refurbished, conform to the description and quality as specified in this

bidding document and are free from defects in material, workmanship and service.

b) If during the contract period, the said goods be discovered counterfeit/ unauthentic or not to

conform to the description and quality aforesaid or have determined (and the decision of the

Purchase Officer in that behalf will be final and conclusive), notwithstanding the fact that the

purchaser may have inspected and/ or approved the said goods, the purchaser will be entitled to

reject the said goods or such portion thereof as may be discovered not to conform to the said

description and quality, on such rejection the goods will be at the selected bidder’s risk and all the

provisions relating to rejection of goods etc., shall apply. The selected bidder shall, if so called

upon to do, replace the goods etc., or such portion thereof as is rejected by Purchase Officer,

otherwise the selected bidder shall pay such damage as may arise by the reason of the breach of

the condition herein contained. Nothing herein contained shall prejudice any other right of the

Purchase Officer in that behalf under this contract or otherwise.

c) Goods accepted by the purchaser in terms of the contract shall in no way dilute purchaser’s right

to reject the same later, if found deficient in terms of the this clause of the contract.

28. Warranty a) The bidder must supply all items with comprehensive on-site warranty valid for three years after

the goods, or any portion thereof as the case may be, have been delivered to, installed and

accepted at the final destination(s) indicated in the bidding document. However, if delay of

installation is more than a month’s time due to the reasons ascribed to the bidder, the warranty

shall start from the date of last successful installation of the items covered under the PO.

b) The bidder shall submit a certificate/ undertaking from all the respective OEMs mentioning the

fact that the goods supplied are covered under comprehensive warranty & support for the

prescribed period.

c) The purchaser shall give a written notice to the selected bidder stating the nature of any defect

together with all available evidence thereof, promptly following the discovery thereof. The

purchaser shall afford all reasonable opportunity for the selected bidder to inspect such defects.

Upon receipt of such notice, the selected bidder shall expeditiously cause to repair the defective

goods or parts thereof or replace the defective goods or parts thereof with brand new genuine/

authentic ones having similar or higher specifications from the respective OEM, at no cost to the

Purchaser. Any goods repaired or replaced by the selected bidder shall be delivered at the

respective location without any additional costs to the purchaser.

d) If having been notified, the selected bidder fails to remedy the defect within the period specified,

the purchaser may proceed to take within a reasonable period such remedial action as may be


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necessary, in addition to other recourses available in terms and conditions of the contract and

bidding document.

e) During the warranty period, the bidder shall also be responsible to ensure adequate and timely

availability of spare parts needed for repairing the supplied goods.

f) The warranty on supplied software media, if any, should be at least 5 years

29. Patent Indemnity a) The Supplier shall, subject to the Purchaser’s compliance with sub-clause (b) below, indemnify

and hold harmless the Purchaser and its employees and officers from and against any and all

suits, actions or administrative proceedings, claims, demands, losses, damages, costs, and

expenses of any nature, including attorney’s fees and expenses, which the Purchaser may suffer

as a result of any infringement or alleged infringement of any patent, utility model, registered

design, trademark, copyright, or other intellectual property right registered or otherwise existing at

the date of the Contract by reason of: -

i. the installation of the Goods by the Supplier or the use of the Goods in the country where the

Site is located; and

ii. the sale in any country of the products produced by the Goods.

Such indemnity shall not cover any use of the Goods or any part thereof other than for the

purpose indicated by or to be reasonably inferred from the Contract, neither any infringement

resulting from the use of the Goods or any part thereof, or any products produced thereby in

association or combination with any other equipment, plant, or materials not supplied by the

Supplier, pursuant to the Contract.

b) If any proceedings are brought or any claim is made against the Purchaser arising out of the

matters referred to above, the Purchaser shall promptly give the Supplier a notice thereof, and

the Supplier may at its own expense and in the Purchaser’s name conduct such proceedings or

claim and any negotiations for the settlement of any such proceedings or claim.

c) If the Supplier fails to notify the Purchaser within thirty (30) days after receipt of such notice that it

intends to conduct any such proceedings or claim, then the Purchaser shall be free to conduct the

same on its own behalf.

d) The Purchaser shall, at the Supplier’s request, afford all available assistance to the Supplier in

conducting such proceedings or claim, and shall be reimbursed by the Supplier for all reasonable

expenses incurred in so doing.

e) The Purchaser shall indemnify and hold harmless the Supplier and its employees, officers, and

Subcontractors from and against any and all suits, actions or administrative proceedings, claims,

demands, losses, damages, costs, and expenses of any nature, including attorney’s fees and

expenses, which the Supplier may suffer as a result of any infringement or alleged infringement of

any patent, utility model, registered design, trademark, copyright, or other intellectual property

right registered or otherwise existing at the date of the Contract arising out of or in connection


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with any design, data, drawing, specification, or other documents or materials provided or

designed by or on behalf of the Purchaser.

30. Limitation of Liability Except in cases of gross negligence or wilful misconduct: -

a) neither party shall be liable to the other party for any indirect or consequential loss or damage,

loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall

not apply to any obligation of the Supplier to pay liquidated damages to the Purchaser; and

b) the aggregate liability of the Supplier to the Purchaser, whether under the Contract, in tort, or

otherwise, shall not exceed the amount specified in the Contract, provided that this limitation shall

not apply to the cost of repairing or replacing defective equipment, or to any obligation of the

Supplier to indemnify the Purchaser with respect to patent infringement.

31. Change in Laws & Regulations Unless otherwise specified in the Contract, if after the date of the Invitation for Bids, any law,

regulation, ordinance, order or bylaw having the force of law is enacted, promulgated, abrogated, or

changed in Rajasthan/ India, where the Site is located (which shall be deemed to include any change

in interpretation or application by the competent authorities) that subsequently affects the Delivery

Date and/ or the Contract Price, then such Delivery Date and/ or Contract Price shall be

correspondingly increased or decreased, to the extent that the Supplier has thereby been affected in

the performance of any of its obligations under the Contract. Notwithstanding the foregoing, such

additional or reduced cost shall not be separately paid or credited if the same has already been

accounted for in the price adjustment provisions where applicable, in accordance with Clause

“Contract Price”.

32. Force Majeure a) The Supplier shall not be liable for forfeiture of its Performance Security deposit, liquidated

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

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

b) For purposes of this Clause, “Force Majeure” means an event or situation beyond the control of

the Supplier that is not foreseeable, is unavoidable, and its origin is not due to negligence or lack

of care on the part of the Supplier. Such events may include, but not be limited to, acts of the

Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine

restrictions, and freight embargoes.

c) If a Force Majeure situation arises, the supplier shall promptly notify RISL in writing of such

conditions and cause thereof within 15 days of occurrence of such event. Unless otherwise

directed by RISL, the supplier shall continue to perform its obligations under the contract as far as

reasonably practical.


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d) If the performance in whole or part or any obligation under the contract is prevented or delayed by

any reason of Force Majeure for a period exceeding 60 days, either party at its option may

terminate the contract without any financial repercussion on either side.

e) In case a Force Majeure situation occurs with the RISL / RHB, RISL / RHB may take the case

with the contractor on similar lines.

33. Change Orders and Contract Amendments a) The Purchaser may at any time order the Supplier/ Bidder through Notice in accordance with

clause “Notices” above, to make changes within the general scope of the Contract in any one or

more of the following: -

i. drawings, designs, or specifications, where Goods to be furnished under the Contract are to

be specifically manufactured for the Purchaser;

ii. the method of shipment or packing;

iii. the place of delivery; and

iv. the Related Services to be provided by the Supplier.

b) If any such change causes an increase or decrease in the cost of, or the time required for, the

Supplier’s/ Bidder’s performance of any provisions under the Contract, an equitable adjustment

shall be made in the Contract Price or in the Delivery and Completion Schedule, or both, and the

Contract shall accordingly should be amended. Any claims by the Supplier/ Bidder for adjustment

under this clause must be asserted within thirty (30) days from the date of the Supplier’s/ Bidder’s

receipt of the Purchaser’s change order.

c) Prices to be charged by the Supplier/ Bidder for any Related Services that might be needed but

which were not included in the Contract shall be agreed upon in advance by the parties and shall

not exceed the prevailing rates charged to other parties by the Supplier/ Bidder for similar

services.

34. Termination a. Termination for Default

i. The tender sanctioning authority of RISL may, without prejudice to any other remedy for

breach of contract, by written notice of default sent to the contractor, terminate the contract in

whole or in part: -

a. If the SI fails to deliver any or all quantities of the service within the time period specified

in the contract, or any extension thereof granted by RISL; or

b. If the SI fails to perform any other obligation under the contract within the specified period

of delivery of service or any extension granted thereof; or

c. If the SI, in the judgement of the Procuring Authority has engaged in corrupt, fraudulent,

collusive, or coercive practices in competing for or in executing the contract.

d. If the SI commits breach of any condition of the contract.

ii. If RISL terminates the contract in whole or in part, it may take recourse to any or more of the

following actions: -


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a. Amount of performance security deposit may be forfeited.

iii. Before cancelling a contract and taking further action, advice of senior most finance person

available in the office and of legal adviser or legal assistant posted in the office, if there is

one, may be obtained.

b. Termination for Insolvency

RISL may at any time terminate the Contract by giving Notice to the Supplier if the Supplier

becomes bankrupt or otherwise insolvent. In such event, termination will be without compensation

to the Supplier, provided that such termination will not prejudice or affect any right of action or

remedy that has accrued or will accrue thereafter to RISL.

c. Termination for Convenience i. RISL, by Notice sent to the Supplier, may terminate the Contract, in whole or in part, at any

time for its convenience. The Notice of termination shall specify that termination is for the

Purchaser’s convenience, the extent to which performance of the Supplier under the Contract

is terminated, and the date upon which such termination becomes effective.

ii. Depending on merits of the case the SI may be appropriately compensated on mutually

agreed terms for the loss incurred by the contract if any due to such termination.

iii. The Goods that are complete and ready for shipment within twenty-eight (28) days after the

Supplier’s receipt of the Notice of termination shall be accepted by the Purchaser at the

Contract terms and prices. For the remaining Goods, the Purchaser may elect:

a. To have any portion completed and delivered at the Contract terms and prices; and/or

b. To cancel the remainder and pay to the Supplier an agreed amount for partially

completed Goods and Related Services and for materials and parts previously procured

by the Supplier.

35. Settlement of Disputes a) General: If any dispute arises between the SI / contractor / supplier and RISL during the

execution of a contract that should be amicably settled by mutual discussions. However, if the

dispute is not settled by mutual discussions, a written representation will be obtained from the

contractor on the points of dispute. The representation so received shall be examined by the

concerned Procurement Committee which sanctioned the tender. The Procurement Committee

may take legal advice of a counsel and then examine the representation. The contractor will also

be given an opportunity of being heard. The Committee will take a decision on the representation

and convey it in writing to the contractor.

b) Standing Committee for Settlement of Disputes: If a question, difference or objection arises in

connection with or out of the contract agreement or the meaning of operation of any part, thereof

or the rights, duties or liabilities of either party have not been settled by mutual discussions or the

decision of tender sanctioning Procurement Committee, it shall be referred to the empowered

standing committee constituted by Chaiman, RISL for decision.


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c) Procedure for reference to the Standing Committee: The contractor shall present his

representation to the Managing Director, RISL along with a fee equal to two percent of the

amount of dispute, not exceeding Rupees One lakh, within one month from the date of

communication of decision of the tender sanctioning Procurement Committee. The officer-in-

charge of the project who was responsible for taking delivery of the goods and/ or service from

the contractor shall prepare a reply of representation and shall represent the RISL’s stand before

the standing committee. From the side of the contractor, the claim case may be presented by

himself or through a lawyer. After hearing both the parties, the standing committee shall

announce its decision which shall be final and binding both on the contractor and RISL. The

standing committee, if it so decides, may refer the matter to the Board of Directors of RISL for

further decision.

d) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties

regarding a contract shall be settled by a competent court having jurisdiction over the place,

where agreement has been executed and by no other court, after decision of the standing

committee for settlement of disputes.

B) Payment Terms and Schedule

36. Terms of Payment a) The supplier’s/ selected bidder’s request for payment shall be made to the RISL in writing,

accompanied by invoices describing, as appropriate, the goods delivered and related services

performed, and by the required documents submitted pursuant to general conditions of the

contract and upon fulfilment of all the obligations stipulated in the contract.

b) Subject to the performance as per SLA, payments shall be made promptly by the RISL, generally

within thirty (30) days after submission of an invoice or request for payment by the supplier/

selected bidder, and the RHB has accepted it.

c) The currency or currencies in which payments shall be made to the supplier/ selected bidder

under this Contract shall be Indian Rupees (INR) only.

d) All remittance charges will be borne by the supplier/ selected bidder.

e) In case of disputed items, the amount shall be withheld and will be paid only after settlement of

the dispute.

f) Payment in case of those goods which need testing shall be made only when such tests have

been carried out, test results received conforming to the prescribed specification.

g) Advance Payments will not be made.

h) Payments to the selected bidder, after successful completion of the target milestones (including

specified project deliverables), would be made as under: -


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A. Application Software and We Portal


Payment Schedule Payment Terms



Phase -1 15 % of CAPEX for

RHBMS Application S/w (S No 1 Table A6 of Fin. Bid)

Phase -2,3,4 15 % of CAPEX for

RHBMS Application S/w (S No 2,3 and 4 Table A6 of Fin. Bid)

The above payment schedule will apply on respective phases independently. i.e. 15% of Phase-I, Phase-II, Phase-III, Phase-IV on event of completion.

SRS Acceptance Letter / SRS Sign-off



55 % of CAPEX for RHBMS Application S/w (Table A6 of Fin. Bid)


UAT Acceptance Letter/UAT Sign off


(SI’s may host application on private server & provide access to RISL/RHB through Public IP over internet)

• Testing Methodology including test cases and test plan and Test Results

• PAT Sign off (Partial

Acceptance Test of

RHBMS application)

• Final Deployment of RHBMS application software and web portal on production server and integration with Email solution, SMS gateway and payment gateway

• UAT Sign off of web portal and application


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Software

• Handing over of Source code and Server and client edition usage perpetual licenses in the name of the purchaser for the various middleware/ Portal/ and third party tools used by the bidder to run the application.

B. Infrastructure



Site Preparation, Procurement, Installation and commissioning of IT & Non IT infrastructure all project locations as per BoM annexure -2 (A) and (Para 4.2.2 of SoW)

• Hardware deployment plan, in accordance to Site survey, testing methodology and Bill of quantity agreeable to the RHB/RISL

• Item Delivery, installation and commissioning reports with specification of from RHB HO

55% of the CAPEX (Table A1 of Fin. Bid) for RHB HO Office

Commissioning Certificate for RSDC

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 9 Circle offices

55% of the CAPEX (Table A2 of Fin. Bid) for RHB Circle Office

Commissioning Certificate for 9 circle offices

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 12 Independent Division offices

55% of the CAPEX ( Table A3 of Fin. Bid) for RHB Independent Division Office

Commissioning Certificate for 12 RHB Independent Division Office

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 26 RHB Division Office

55% of the CAPEX ( Table A4 of Fin. Bid) for RHB Division Office

Commissioning Certificate for 26 RHB Division Office


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• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 5 Cash Collection Centres

55% of the CAPEX ( Table A5 of Fin. Bid) for 5 Cash Collection Centres

Commissioning Certificate for 5 Cash Collection Centres

C. Data Digitization



Data Digitization (Para 4.2.3 of SoW)

• Data Digitization & migration policy

Monthly Payment of the CAPEX on basis of unitary price (Sr No 1 Table A7of Fin. Bid) for Data Digitization

Monthly Attendance Approve by RHB/RISL

• Provide manpower to undertake data digitization of master data essential for UAT & Go live

Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w

• Provide manpower to undertake data digitization

Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w

D. Training



Training Para 4.2.4 of SoW)

• Training Manual

100% payment shall be paid based on no of session successfully completed during a quarter (unitary price S No 2 of table A7 of Fin Bid)

Completion Certificate from RHB


• Trainees Feedback


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E. Go Live & Acceptance



GO-Live

• Installation Manuals 20 % of CAPEX for RHBMS Application S/w (Table A6 of Fin. Bid)


Final Acceptance from RISL/RHB


• FAT (Final acceptance test )

Acceptance of Successfully Roll Out (Successfully rollout of Web portal & RHBMS application S/W for period of minimum 3 months at all project locations (Acceptance for successful performance from RHB/RISL)

Post –Go live for period of 3 months

• Monthly compliance report on compliant registers and bugs fixing

Remaining 10% CAPEX for Web portal & RHBMS Application S/w (table A6 of Fin. Bid) shall be paid after successful go live (Minimum 3 months)


Acceptance letter for successful Rollout

F. Operations & Maintenance (i) Web portal and application software



FMS During O&M Successful completion of O&M Activities and submission of associated deliverables every quarter

• Manpower Supply for period of 4 years at as per requirement mentioned in SoW (operation & maintenance) to manage services

6.25% of the total OPEX for Website and Application S/w per quarter for 16 quarters i.e. 4 Years (SN 1 to 3 Table B1 of Financial Bid)

Approval in line with SLA from Purchaser on Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M

• Helpdesk for the technical


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during the O&M Phase of the project.

& functional scope

Phase of the project.

• MIS reports as per SOW (S No 1 to 8 Para 4.2.5.4) Operation & maintenance

Support Web Portal & RHBMS Application S/W Successfully Completion activities related to maintenance of web portal & application S/w , defined in SoW section (para 4.2.7.4)

• MIS reports as per ( S No 14 & 15 Para 4.2.6.5) O&M

• Supply of yearly license Comprehensive OEM support through (Phone & Online) for all third party tools/COTS used by SI to run RHBMS application software

The above mentioned license shall be applicable for respective phases only

6.25% of the total OPEX for Website and Application S/w per quarter for 16 quarters i.e. 4 Years (SN 4 Table B1 of Financial Bid)

The above payment schedule will apply on respective phases independently. i.e. 6.25% of Phase-I, Phase-II, Phase-III, Phase-IV on event of completion.

Successfully Completion activities related to maintenance of web portal & application S/w , defined in SoW section (para 4.2.6.4)

Upon Receipt of OEM licence (yearly) for each phase by the purchaser

•

(ii) Infrastructure

Infrastructure & Hardware Maintenance supplied at all project locations Successfully Completion activities related to Hardware maintenance supplied at project location defined in SoW section (Para 4.2.5) During O&M period of 4 years for maintenance of hardware supplied

• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at RHB HO

MIS reports as per ( S No 9 Para 4.2.5.4) O&M

Remaining 45% CAPEX of (Table A1 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.81% per Quarter

Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB HO as defined in SoW section 4.2.5

• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at Circle Offices



Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB Circle Office as defined in SoW section 4.2.5

• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at independent division offices



Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB IDO as defined in SoW section 4.2.5


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• Quarterly Compliance Report for hardware complaints registered and resolved at Division offices

MIS reports as per ( S No 12Para 4.2.5.4) O&M


Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB DO as defined in SoW section 4.2.5

• Quarterly Compliance Report for hardware complaints registered and resolved at cash collection centre


Remaining 45% CAPEX of (Table A5 Part-I of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.81% per Quarter

Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB CCC as defined in SoW section 4.2.5

a) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as per the

criterion mentioned in this bidding document, will be deducted from the payments for the

respective milestones.

b) The selected bidder must obtain an NOC for all the kind of deliverables as mentioned in this

bidding document from the designated nodal officer/ authority before raising the Bill/ Invoice for

the successful completion of the respective milestone.

c) All work contract tax, service tax and income tax, etc., as applicable, will be deducted at source

as per the prevalent rules & regulations at the time of making payments to the selected bidder.

C) Special Conditions of the Bid

37. Acceptance Testing and Certification

a) The primary goal of Acceptance Testing and Certification is to ensure that the Project (including all

the project components as discussed in the scope of work) meets requirements, standards,

specifications and performance, by ensuring that the following are associated with clear, quantifiable

metrics for accountability:

• Functional requirements

• Infrastructure (Hardware and Network) Compliance Review

• Availability of the project Services in the defined locations

• Performance

• Security

• Manageability

• SLA Reporting System

• Project Documentation (Design, development, configuration, training and administration manuals

etc)


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• Data Quality Review

b) As part of Acceptance testing, performed through a third party agency, the procurement agency shall

review all aspects of project development and implementation covering software, hardware and

networking including the processes relating to the design of solution architecture, design of systems

and sub-systems, coding, testing, business process description, documentation, version control,

change management, security, service oriented architecture, performance in relation to defined

requirements, interoperability, scalability, availability and compliance with all the technical and

functional requirements of the RFP and the agreement.

c) The procedures and parameters for testing will be laid down by the Third Party Agency after approval

from procurement agency; the solution deployed by the vendor has to satisfy third party acceptance

testing upon which the system shall go-live, subject to procurement agency approval.

d) The procurement agency will establish appropriate processes for notifying the selected vendor of any

shortcomings from defined requirements at the earliest instance after noticing the same to enable the

selected vendor to take corrective action. All gaps identified shall be addressed by the vendor

immediately prior to Go-live of the solution. It is the responsibility of the selected Bidder to take any

corrective action required to remove all shortcomings, before the roll out of the project.

e) It is to be noted that the involvement of the third party for acceptance testing and certification, RISL

not absolve the vendor of his responsibilities to meet all SLAs as laid out in this RFP document.

f) It is to be noted that the procurement agency may get the solution audited through a Third Party

before Go-Live and periodically after Go-Live in order to ensure the success of the project. Such

third-party agency for carrying out the acceptance testing and certification of the entire solution will be

nominated by the Department.

g) Following discusses the acceptance criteria to be adopted for the project as mentioned above. The

list below is indicative and the activities will include but not be limited to the following:

• Functional Requirements Review: The solution developed/customized by selected Bidder shall

be reviewed and verified by the agency against the Functional Requirements signed-off between

the procurement agency and the selected Bidder. All gaps, identified shall be addressed by the

vendor immediately prior to Go-live of the solution. One of the key inputs for this testing shall be

the traceability matrix to be developed by the vendor for the solution. Apart from Traceability

Matrix, agency may develop its own testing plans for validation of compliance of system against

the defined requirements. The acceptance testing w.r.t. the functional requirements shall be

performed by independent third party agency (external audit) as well as the select internal

department users (User Acceptance Testing) and system has to satisfy both third party

acceptance testing and internal user acceptance testing, upon which the system shall go-live. For

conducting the User Acceptance Testing, the procurement agency shall identify the employees

from respective regions, who shall be responsible for day-to-day operations of the functions

automated through the project. The system, during the functional requirements review, shall

necessarily satisfy the user acceptance testing process.


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• Infrastructure Compliance Review : Third party agency shall perform the Infrastructure

Compliance Review to verify the conformity of the Infrastructure (both IT, non IT as well as

Network infrastructure) supplied by the selected Bidder against the requirements and

specifications provided in the RFP and/or as proposed in the proposal submitted by the selected

Bidder. Compliance review shall not absolve the vendor from ensuring that proposed

infrastructure meets the SLA requirements.

• Security Review: The software developed/customized shall be audited by the agency from a

security and controls perspective. Such audit shall also include the IT infrastructure and network

deployed for the project. Following are the broad activities to be performed by the Agency as part

of Security Review. The security review shall subject the solution to the following activities.

o Audit of Network, Server and Application security mechanisms

o Assessment of authentication mechanism provided in the application /components/modules

o Assessment of data encryption mechanisms implemented for the solution

o Assessment of data access privileges, retention periods and archival mechanisms protected.

o Server and Application security features incorporated etc.

o Application Security mechanisms should be accessed in compliance with the IT Act

2000,2008 Amendment and IT rules 2011, such that it maintains data/information Integrity,

Confidentiality, Non-repudiation.

o Audit of Security mechanisms so that they are in compliance with the latest Guidelines by

Controller of Certifying authority (CCA),IT Act, ISO27001.

o Gap assessment of certain controls like say ISO 27001 and section 43, 47, 66, 69, 79, 84

and 87 of IT ACT amendment 2008 and decide how the sensitive data from a data centric

stand point is to be protected.

• Performance: Performance is another key requirement for the project and the agency shall

review the performance of the deployed solution against certain key parameters defined in SLA.

Such parameters include request-response time, work-flow processing time, concurrent sessions

supported by the system etc, Disaster Recovery drill etc. The performance review also includes

verification of scalability provisioned in the solution for catering to the project requirements.

• Availability: The solution should be designed to remove all single point failures. Appropriate

redundancy shall be built into all the critical components to provide the ability to recover from

failures. The agency shall perform various tests including network, server, security, DC/DR fail-

over tests to verify the availability of the services in case of component/location failures. The

agency shall also verify the availability of the project services to all the users in the defined

locations.

• Manageability Review: The agency shall verify the manageability of the solution and its

supporting infrastructure deployed using the Enterprise Management System (EMS) proposed by

the selected Bidder. The manageability requirements include requirements such as remote

monitoring, administration, configuration, inventory management, fault identification etc.


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• SLA Reporting System: The selected Bidder shall design, implement/customize the Enterprise

Management System (EMS) and shall develop any additional tools required to monitor the

performance indicators listed as per the SLAs mentioned the RFP. The Acceptance Testing and

Certification agency shall verify the accuracy and completeness of the information captured by

the SLA monitoring system implemented by the vendor and shall certify the same. The EMS

deployed for the project, based on SLAs, shall be configured by the selected Bidder to calculate

the payment to be paid by the department after deducting the necessary penalties.

• Project Documentation: The Agency shall review the project documents developed by the

selected Bidder including requirements, design, source code, installation, training and

administration manuals, version control etc.

• Any issues/gaps identified by the Agency, in any of the above areas, shall be addressed to the

complete satisfaction of the Department.

• Data Quality: The Agency shall perform the Data Quality Assessment for the Data digitized by

selected Bidder and the data migrated by the vendor to the new system. The errors/gaps

identified during the Data Quality Assessment shall be addressed by the vendor before moving

the data into production environment, which is a key mile stone for Go-live of the solution.

38. Service Level Standards/ Requirements/ Agreement

Service level Agreement - SLA defines the terms of the successful bidder’s responsibility in ensuring the

performance of the hardware, software & other equipments supplied for RHBMS project based on the

agreed performance indicators as detailed in the agreement. This defines various Service Levels for

various components of the project, which shall be considered in the Service Level Agreement with SI. The

service level agreement has been given at Annexure - 17

39. Change Requests/ Management

i. RHB through RISL may at any time, by a written order given to the selected bidder, make

changes within the general scope of the Agreement in any one or more of the following: -

• Designs, specifications, requirements which software or service to be provided under

the Agreement are to be specifically developed and rendered for the RHB.

• The method of deployment, shipping or packing.

• Schedule for Installation Acceptance.

• The place of delivery and/or the services to be provided by the selected bidder.

ii. The change request/ management procedure will follow the following steps: -

• 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 RHB/ RISL.


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• 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 analyzed

and documented by the selected bidder.

• Approval or disapproval of the change request – RHB/ RISL 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- 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.

• Implementation of the change – The change will be implemented in accordance to

the agreed cost, effort, and schedule by the selected bidder.

• Verification of the change - The change will be verified by the RHB/ RISL on

implementation of the change request.

iii. All changes outside the scope of supplies agreed to herein which may have likely financial

implications in terms of the overall cost/ time of the project shall be undertaken by SI only

after securing the express consent of the RHB/ RISL. In the event that the consent of RHB/

RISL is not received then the change will not be carried out.

iv. While approving any change request, if required, RISL/ GoR may ask the selected bidder to

deploy the required resources on-site.

v. If any such change outside the scope of supplies agreed to herein causes an increase or

decrease in cost of, or the time required for, firm’s performance of any provisions under the

Agreement, equitable adjustments shall be made in the Agreement Price or Delivery

Schedule, or both, and the Agreement shall accordingly be amended. Any claims by firm for

adjustment under this must be asserted within 30 (thirty) days from the date of SI receiving

the RISL change order which shall not be unreasonably withheld or delayed.

D) Exit Management

• Preamble

I. The word ‘parties’ include the tendering authority and the selected bidder.

II. This Schedule sets out the provisions, which will apply on expiry or termination of the

Project Implementation and Operations and Management of SLA.

III. In the case of termination of the Project Implementation and/ or Operation and

Management SLA due to illegality, the Parties shall agree at that time whether, and if so

during what period, the provisions of this Schedule shall apply.


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IV. The Parties shall ensure that their respective associated entities carry out their respective

obligations set out in this Exit Management Schedule.

• Transfer of Assets

I. The selected bidder may continue work on the assets for the duration of the exit

management period which may be a six months period from the date of expiry or

termination of the agreement, if required by RISL / RHB to do so. During this period the

selected bidder will transfer all the assets in good working condition and as per the

specifications of the bid document including the ones being upgraded to the department/

designated agency. The security deposit/ performance security submitted by selected

bidder will only be returned after the successful transfer of the entire project including its

infrastructure.

II. The selected bidder will transfer all the Software Licenses under the name of the

department as desired by the tendering authority during the exit management period.

III. RHB / RISL during the project implementation phase and the operation and management

phase shall be entitled to serve notice in writing to the selected bidder at any time during

the exit management period requiring the selected bidder to provide RHB / RISL or its

nominated agencies with a complete and up-to-date list of the assets within 30 days of

such notice.

IV. Upon service of a notice, as mentioned above, the following provisions shall apply:

a. In the event, if the assets which to be transferred to RHB / RISL mortgaged to any

financial institutions by the selected bidder, the selected bidder shall ensure that all such

liens and liabilities have been cleared beyond any doubt, prior to such transfer. All

documents regarding the discharge of such lien and liabilities shall be furnished to RHB /

RISL or its nominated agencies.

b. All title of the assets to be transferred to RHB / RISL or its nominated agencies pursuant

to clause(s) above shall be transferred on the last day of the exit management period. All

expenses occurred during transfer of assets shall be borne by the selected bidder.

c. That on the expiry of this clause, the selected bidder and any individual assigned for the

performance of the services under this clause shall handover or cause to be handed over

all confidential information and all other related material in its possession, including the

entire established infrastructure supplied by selected bidder to RISL / RHB.

d. That the products and technology delivered to RISL /RHB during the contract term or on

expiry of the contract duration should not be sold or re-used or copied or transferred by

selected bidder to other locations apart from the locations mentioned in the this bid

document without prior written notice and approval of RHB and RISL. Supplied hardware,

software & documents etc., used by selected bidder for RHB / RISL shall be the legal

properties of RHB / RISL.

• Cooperation and Provision of Information


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I. During the exit management period-

a. The selected bidder will allow RISL / RHB or its nominated agencies access to the

information reasonably required to define the current mode of operation associated with

the provision of the services to enable RHB / RISL or its nominated agencies to assess

the existing services being delivered.

b. The selected bidder shall provide access to copies of all information held or controlled by

them which they have prepared or maintained in accordance with the Project

Implementation, the Operation and Management SLA and SOWs relating to any material

aspect of the services provided by the selected bidder. RISL / RHB or its nominated

agencies shall be entitled to copy all such information comprising of details pertaining to

the services rendered and other performance data. The selected bidder shall permit RISL

/ RHB or its nominated agencies and/ or any Replacement Operator to have reasonable

access to its employees and facilities as reasonably required by RISL / RHB or its

nominated agencies to understand the methods of delivery of the services employed by

the selected bidder and to assist appropriate knowledge transfer.

• Confidential Information, Security and Data

I. The selected bidder will promptly on the commencement of the exit management period

supply to RISL / RHB or its nominated agencies the following:

a. Documentation relating to Intellectual Property Rights;

b. Project related data and confidential information;

c. All current and updated data as is reasonably required for purposes of RISL / RHB or its

nominated agencies transitioning the services to its replacement selected bidder in a

readily available format nominated by RISL / RHB or its nominated agencies; and

d. All other information (including but not limited to documents, records and agreements)

relating to the services reasonably necessary to enable RISL / RHB or its nominated

agencies, or its replacement operator to carry out due diligence in order to transition the

provision of the services to RISL / RHB or its nominated agencies, or its replacement

operator (as the case may be).

e. Before the expiry of the exit management period, the selected bidder shall deliver to RISL

/ RHB or its nominated agencies all new or up-dated materials from the categories set out

above and shall not retain any copies thereof, except that the selected bidder shall be

permitted to retain one copy of such materials for archival purposes only.

• Transfer of certain agreements

I. On request by Tendering Authority or its nominated agencies, the selected bidder shall

effect such assignments, transfers, innovations, licenses and sub-licenses as Tendering

authority or its nominated agencies may require in favour of tendering authority or its

nominated agencies, or its Replacement Operator in relation to any equipment lease,

maintenance or service provision agreement between selected bidder and third party


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leasers, operators, or Operator, and which are related to the services and reasonably

necessary for carrying out of the replacement services by RISL / RHB or its nominated

agencies, or its replacement Operator.

II. Right of Access to Premises: At any time during the exit management period and for

such period of time following termination or expiry of the SLA, where assets are located

at the selected bidder’s premises, the selected bidder will be obliged to give reasonable

rights of access to (or, in the case of assets located on a third party's premises, procure

reasonable rights of access to RISL / RHB or its nominated agencies, and/ or any

replacement operator in order to inventory the assets.

• General Obligations of the selected bidder

I. The selected bidder shall provide all such information as may reasonably be necessary to

effect as seamless during handover as practicable in the circumstances to RISL / RHB or

its nominated agencies or its replacement operator and which the operator has in its

possession or control at any time during the exit management period.

II. The selected bidder shall commit adequate resources to comply with its obligations under

this Exit Management Clause.

• Exit Management Plan

I. The selected bidder shall provide RISL / RHB or its nominated agencies with a

recommended exit management plan ("Exit Management Plan") which shall deal with at

least the following aspects of exit management in relation to the SLA as a whole and in

relation to the Project Implementation, the Operation and Management SLA and SOWs.

II. A detailed program of the transfer process that could be used in conjunction with a

replacement operator including details of the means to be used to ensure continuing

provision of the services throughout the transfer process or until the cessation of the

services and of the management structure to be used during the transfer; and

III. Plans for the communication with such of the selected bidder's, staff, suppliers,

customers and any related third party as are necessary to avoid any material detrimental

impact on RISL / RHB operations as a result of undertaking the transfer; and

IV. If applicable, proposed arrangements and Plans for provision of contingent support in

terms of business continuance and hand holding during the transition period, to RISL /

RHB or its nominated agencies, and Replacement Operator for a reasonable period, so

that the services provided continue and do not come to a halt.

V. The Bidder shall re-draft the Exit Management Plan annually after signing of contract to

ensure that it is kept relevant and up to date.

VI. Each Exit Management Plan shall be presented by the selected bidder to and approved

by RHB / RISL or its nominated agencies.

VII. In the event of termination or expiry of SLA, Project Implementation, Operation and

Management SLA or SOWs each party shall comply with the Exit Management Plan.


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VIII. During the exit management period, the selected bidder shall use its best efforts to

deliver the services.

IX. Payments during the Exit Management period shall be made in accordance with the

Terms of Payment Clause.

X. It would be the responsibility of the selected bidder to support new operator during the

transition period.


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7. ANNEXURES

7.1. ANNEXURE 1 – FUNCTIONAL REQUIREMENT SPECIFICATIONS The functional requirement specifications stated below are the minimum features that the solution

suggested for RHB should have. This indicative functional requirement has been provided here to be

used by the SI for the effort estimation. The System Integrator/ Implementation Agency (SI/IA) shall

develop the final detailed Functional Requirement Specifications (FRS) and System Requirement

Specifications (SRS) documents after a detailed design phase where all the processes, procedures and

existing templates should be studied in detail by the SI/IA. SI/IA should independently design the

solutions as may be required to support the business operations. The SI/IA shall be required to

coordinate with the department for the detailed system study and interact with the different users of the

department for preparation of final FRS, SRS and related design documents.

Core Application Modules Based on the requirements of services envisaged for the RHB for automation under current scope of

project, mentioned below are the core and non-core functional modules that are envisaged for RHBMS.

These modules have been divided into six Phases.

Modules envisaged in Phases are as follows:

Phase -I

a. Estate Management System 1. Housing Sub-Module 2. Recovery Sub-Module 3. Lease System and Rental properties Sub-Module

b. Scheme Information System Module c. Application Digitization and Management tools Phase –II

Project Monitoring Information System Phase -III

Financial Accounting 1. Budget Planning and Allocation 2. Project Accounting 3. Book keeping & accounting

Phase-IV

Asset Management Module Phase-V

Personnel and Payroll Module Phase-VI

Stores and Purchase Management System


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Other functional and non-functional requirements Based on the requirements of services envisaged for RHB for automation under current scope of project,

following are the other functional and non functional requirements that are envisaged:

a. Dashboard b. Web portal c. Management of Documents d. Workflow Automation e. Additional Requirements

a. System Wide Functionalities b. System Management Requirements c. Operational Requirements d. Human Engineering Requirements e. Logs f. Security Requirements g. Legal and Regulatory Requirements h. Interface Requirements i. Testing Requirements j. Common Technical Requirements k. Enquiry and Grievance Redressal Services

f. Integration Requirements a. RHB Lottery System b. UIDIA c. SUGAM d. Payment Gate Way e. SMS Gate Way f. E Mail Solution

7.1.1. Estate Management Module Estate Management module is the most important module for RHB as it will deal with the allottees

accounts in sync with the scheme and category of houses. It will maintain the database of all houses /

plots developed or under development. This will help in proper management of unsold properties,

recovery of monthly instalments and ultimately will lead to known available funds and total debtors. MIS

will help the management to pin point the area where to concentrate the efforts.

Housing Sub Module

The Housing sub- module of the Estate Management Module, ill have provision for creating account of

individual applicant and after lottery on becoming a successful applicant an allottee account will be

created for the applicant. The module will capture every transaction between allottee and RHB office.

Requirement Id Requirement Description

System Login

REQ_HSM_1 The System shall be accessible to following users:


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• Internal RHB users as per the user roles specified by the RHB for various

components of RHBMS for allotment of house, transfer of house, possession

letter, any modification in transfer, final registration deed, and various type of

communication with allottees.

• Registered applicants for tracking their application statement till issuance of

allotment letter.

• Registered allottees for submission of application form for:

o Transfer of property on basis of sale.

o Transfer of property on basis of legal will, executed in favour of

heir(s).

o Addition & modification of spouse and blood relation members in

property.

o No Objection/Clearance certificate.

o Non encumbrance certificate.

o Request for cancellation of allotment letter.

o Request for issue of possession letter.

REQ_HSM_2 The system should allow authorized users to access various functions, forms,

screens, sub modules, information etc. as per the authorizations and user roles

permissible as per guidelines and policies of the RHB.

REQ_HSM_3 The system shall apply spam control measures like ‘captcha’ images during

registration to avoid spurious details being automatically submitted and to ensure that

the data is not submitted by non-humans.

REQ_HSM_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

REQ_HSM_5 The module should be accessible through centralized web application only for

following roles and indicative privileges:

• Internal RHB user as per the user role specified by the RHB for various

components of RHBMS over Intranet

o Housing Commissioner

o Estate Admin

o Estate officer


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o Estate User

o Accounts officer

o Accountant / cashier

• Registered Allottees

Fields To Be Captured

REQ_HSM_6 The following mentioned fields are indicatively expected to be captured for allotment

letter under Hire purchase (Monthly Instalment)

• Allotment Letter No

• Date of allotment

• Name of Allottee

• Address of allottee

• Name of Colony/ Sector

• City

• Scheme

• GRS No

• Unit category

• Year of allotment

• House No/Flat No

• Details Of cost of House/flat & other expenses

o Land Area in Sqr Meter

o Cost of land Rate per sqr Mtr

o Cost of land

o Cost of extra land

o Cost of construction

o Ancillary Service charges

o Lease Money (Ten Year)

o Hire Purchase Charges

o Monthly Installment Amount

o Inertest on outstanding Seed Mooney


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REQ_HSM_6A The following mentioned fields are indicatively expected to be captured for allotment

letter under Outright Sale

• Allotment Letter No

• Date of allotment

• Name of Allottee

• Address of allottee

• Name of Colony/ Sector

• City

• Scheme

• GRS No

• Unit category

• Year of allotment

• House No/Flat No

• Details Of cost of House/flat & other expenses

o Land Area in Sqr Meter

o Cost of land Rate per sqr Mtr

o Cost of land

o Cost of extra land

o Cost of construction

o Extra charges for DC/SDC House

• Other Charges

o Ancillary Service charges

o Lease Money (one year)

o Interest on outstanding Seed Money

o Interest on installment

o Land building tax (if applicable)

• Less (Discount applicable on ORS

o Registry Charges

o Interest on registry Amount

o Seed Money

o Installment


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o Interest on seed money

o Interest on installments

o Interest on addition if deposited by the allottee

• Total Amount to be Paid

REQ_HSM_7 The system should provide interface to record the following forms. However, the

fields which need to be captured for each form shall be finalized after consultation

with RHB.

• Intimation letter to allottee

• Reminder for seed money

• Allotment Letter under Outright sale (ORS)

• Allotment letter under Hire Purchase Sale (HPS)

• Reminder for Installment

• Reminder for lease money

• Possession letter to allottee

• Physical possession of property to allottee

• Perpetual dead (For land)

• Conveyance Deed (for House)

• Transfer letter

• Registry of House

• Cancellation of allotment

• No due Certificate

• Non encumbrance certificate

Workflow

REQ_HSM_8 The system should allow designated authority to configure the workflow for various

activities being carried out by the Housing Cell. The system should capture the step

required for each activity and further role based action required. The detail list of

activities and their processes shall be finalized in consultation with the RHB.

• Issuance of allotment Letter under ORS

• Issuance of allotment letter under HPS

• Issuance of possession letter to allottees

• Physical possession of property to allottees


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• Final perpetual dead (For land)

• Final Conveyance Deed (for House)

• Registry of House

• Transfer of property on request of allottees

• Transfer of property after death of allottees

• Cancellation of allotment

• Issue of no due/ clearance certificate

• Registration of property in name of Allottee

The designated authority should be allowed to modify the workflow. However all audit

trails shall be maintained in the system and mandatory approvals should be required

to be uploaded in the system if required for the change.

REQ_HSM_9 The system should provide interface to capture the list of successful applicants for a

particular scheme, through process of lottery draw or auction (the process of lottery,

draw or auction is not a part of the proposed system). This list shall be allowed to

record following fields:

• Date of draw/auction

• Name of applicant

• Application Number (applicable only in case of draw)

• Unit category

• Allotment category

• Allotment Authority

REQ_HSM_10 The system should provide interface to capture list of applicants selected under

waiting list for a particular scheme, through process of lottery draw or auction. This

list shall be allowed to record following fields:

• Date of draw

• Name of applicant

• Application Number

• Unit category

• Allotment category

• Waiting list seniority Number


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REQ_HSM_11 The system should provide facility for final approval of allotment list and waiting list

through a well configured workflow system

REQ_HSM_12 After final approval of allotment list, system should notify the successful applicants

through SMS/ email notifications.

REQ_HSM_13 The system should be able to generate intimation letter for successful applicants, it

should also have the ability to calculate seed money required before issuance of

allotment letter.

REQ_HSM_14 The system should have ability to calculate interest on seed money and instalment

amount on daily basis.

REQ_HSM_15 • As per pre configured workflow the System shall allow designated authority

to generate allotment letter, under HPS (Hire Purchase Payment) policy.

• The system should automatically calculate expenses payable statement on

account of lease money, HPS deposit, installment amount, administrative

charges and other charges according to prices applicable for respective

category of unit.

REQ_HSM_16 • As per pre configured workflow the System shall allow designated authority

to generate allotment letter, under ORS (outright sale) policy.

• They should have the ability to automatically calculate expenses payable

statement on account of lease money, HPS deposit, installment amount,

administrative charges and other charges according to prices applicable to

respective category of unit.

REQ_HSM_17 The system should have the provision to generate possession letter, in the name of

allottees. The system shall allow designated authority to issue this letter with prior

approval of competent authority.

REQ_HSM_18 The System should have the ability to record all type of payments being deposited by

the successful applicant. These includes payment against:

• Seed Money

• Hire Purchase

• Lease Money

• Installment Amount

• Interest on installment/seed money/lease money

• Administrative & Other Charges


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REQ_HSM_19 In case of an allottee not depositing any of above mentioned payment in stipulated

time then the system should have the ability to generate reminder and notifications to

concern RHB official and allottees through e-mail/ SMS alert and in-tray of dash

board.

REQ_HSM_20 The system should provide a proper workflow to generate cancellation letter for

cancellation of allotment.

REQ_HSM_21 The system should have provision to generate conveyance deed/perpetual deed, in

the name of allottees. As per configured workflow the system shall allow designated

authority to issue this deed with prior approval of competent authority.

REQ_HSM_22 The system should have ability to generate registry in the name of allottee as per

business rule and configured workflow.

REQ_HSM_23 As and when there is any update in the allotment number, the status of unit may

change in the system to any of the following:

• Selected & Intimation letter issued

• Offer Accepted by allottee

• Seed money deposited

• Allotment letter Issued

• Possession letter issued

• Possession taken by owner

• Conveyance Deed/ Perpetual Deed

• Clearance for registry

• Cancelled allotment

• Unsold property

Post Allotment Activity

REQ_HSM_24 The system shall provide online request form along with configured workflow for

submission and processing of service requests. Indicative list of Request forms is

provided below. However, the detail list shall be finalized after SI discussions with

RHB.

• Issuance of duplicate letter of allotment

• Transfer of property on basis of sale,

• Transfer of property on basis of a will executed in favour of


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heir(s).

• Addition & modification of spouse and blood relation members in

property

• No Objection/Clearance Certificate

• Non encumbrance certificate

• Request for cancellation of allotment letter

• Request for issue of possession letter

• Application for refund of earnest money

REQ_HSM_25 The system should allow authorized user to specify the fee for each service.

REQ_HSM_26 The system should allow authorized user to define supporting documents required for

each request.

REQ_HSM_27 All request forms should be downloadable in XML embedded format. These forms

should have inbuilt validation check for field, in respect to data type, date range, date

format.

Workflow

REQ_HSM_28 The System should allow configuration of the workflow for processing of allottees

request for any modification in allotment/official database. Indicative list of Requests

is providing in below section.

• Issuance of duplicate letter of allotment.

• Transfer of property on basis of sale.

• Transfer of property on basis of legal will executed in favour of

heir(s).

• Addition & modification of spouse and blood relation members in

property.

• No Objection/Clearance Certificate.

• Non encumbrance certificate.

• Request for cancellation of allotment letter.

• Request for issue of possession letter.

The designated authority should be allowed to modify the workflow. However all audit

trails shall be maintained in the system and mandatory approvals should be required


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to be uploaded in the system if required for the change.

REQ_HSM_29 The system should allow authorized users to configure activity based reminders for

defined periodicity based on defined action timelines or custom timelines. Authorized

user may be allowed to extend/revise the timelines based on the guidelines provided

in the charter of the RHB.

Request Form Submission

REQ_HSM_30 The system should provide electronic form for submitting the request in the following

three modes for every available scheme ( Please refer Scheme Information System

Module) :

• Registered allottee may download the form, then fill the form in off-line mode

and then upload the application form through their respective account. ( All

applicable rules and validations shall be included in downloaded form as

well)

• Registered allottee may choose to fill online application and submit.

• Office user may fill application on behalf of applicant and capture the details.

REQ_HSM_31 The system should have mandatory fields marked out clearly for online application

filling. The system should not allow submission of the application without completing

the mandatory fields. Mandatory/Non Mandatory fields shall be finalized in discussion

with the RHB.

REQ_HSM_32 The system should allow the applicant /office user to attach various

documents/supporting documents/evidences along with the application. Following

should be the indicatively allowed formats for upload:

• Scanned documents

• Images

• RTFs

• PDFs

The system shall support all other formats as specified by RHB for above mentioned

types of documents.

REQ_HSM_33 All types of documents submitted along with the application should be preserved

securely in the system and its quality must be maintained. All documents should be

in read only mode and non editable.


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REQ_HSM_34 On submission of the application, a unique application number should be generated

by the system for future reference. This application number should be saved in

encrypted form in the system.

REQ_HSM_35 All types of documents submitted along with the complaint should be tagged with the

unique application number and should be retrievable only by an authorized user of

the RHB

REQ_HSM_36 On submission of application along with supporting document, acknowledgement

receipt should be sent to the applicant through email/SMS

Processing of Request

REQ_HSM_37 All submitted applications should be notified to the designated authority through dash

board and email notification, as per the pre configured workflow for respective

application category.

REQ_HSM_38 The designated authority should be given an authorized access to review the

application form submitted and allow him/her to report any discrepancies if found.

REQ_HSM_39 If any discrepancy is found in the application form, then the authorized user should

be able to provide the comments and also if required should be able to send an

email/sms notification to the applicant informing requirements of fulfilling the

discrepancies.

REQ_HSM_40 If no discrepancy is found, the system should allow designated authority to forward

the application for next level with his/her own comments. It should reflect in next

authority’s dashboard as well as in his/her email notification.

REQ_HSM_41 In case next level authority does not agree with the supporting documents and other

facts of applicant then he/she may reject application or inform applicant about

discrepancy in application. Alternatively, designated authority can forward application

to approving authority along with remarks.

REQ_HSM_42 Designated estate admin should be able to view the details of the application and

activities carried out so far and if any decision is taken, he should be able to approve/

allow through system.

REQ_HSM_43 The system should automatically ask for a mandatory reason/ comment when status

is changed to 'Rejected' or 'Clarification Required'.

REQ_HSM_44 Based on the task configured in the workflow by authorized user, the tasks should

reflect in the email of the user and in the dashboard along with activity status.


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REQ_HSM_45 Customized dashboard should allow authorized user to take action on activities

pending with him/her in a secured manner in a system seamlessly integrated with

other modules like portal, document management and other modules of the

application. Submission of every activity in the system should suitably update

required tables/databases at the backend. There should be no/minimum data

redundancy.

REQ_HSM_46 The configured workflow should allow each designated authorized user for a

particular activity to provide his comments on a note sheet in line with format used by

the RHB. The same should be attached with each application which shall record all

Reports/Remarks/decisions related to the application and will exist throughout the

lifecycle of the application. Authorized users should only be allowed to provide inputs

to notesheet. No user should be allowed to modify any already existing content in the

notesheet.

REQ_HSM_47 All communications, remarks, reviews, recommendations, approvals, rejections,

disposals should be recorded in the system and available for

preparer/approver/reviewer or any other designated officer as per assigned authority

for viewing and providing comments.

MIS

REQ_HSM_48 The system should provide suitable MIS to designated officer at predefined

periodicity/ scheme/circle/division. These MIS should have parameters to configure

option to be delivered through email, or dashboard, or access by the designated

user. Indicative but not comprehensive list of MIS include:

• Summary of sold properties according to scheme and unit category

• Summary of salable property

• List of properties sold on ORS

• List of properties sold on HPS

• Allotment list for a scheme

• List of allottees who have deposited the seed money

• List of allottee eligible for issue of possession letter

• List of units/allottees who have taken possession

• List of allottees who have not deposited lease money

• List of cancelled allotment letters


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Integration

REQ_HSM_49 The system should have backend integration with scheme information management

system

REQ_HSM_50 The system should have integration with application digitization and management

system

REQ_HSM_51 The system should have integration with recovery sub module and accounts system

REQ_HSM_52 The system should allow seamless integration for workflow activities of Legal cell and

for prosecution cases.

REQ_HSM_53 The system shall maintain a centralized repository of all such

documents/policies/rules/procedure etc. (Please refer to requirements of

“management of documents”, section 6.3 for details)

Recovery Sub-Module

Recovery would be another sub module of Estate Management. This sub module will be integrated with

the Housing sub module and will automate the process of calculating the amount to be recovered from

the allottee for the following processes


System Login

REQ_RSM_1 The System shall be accessible to following users:

• Internal RHB users as per the user roles specified by the RHB for various

components of RHBMS for receipt of all type payment being made by

allottee, manage allottee account, provide waver in payment, onetime

settlement etc..

• Registered allottee for

o View transaction details

o View Payment reminders and Notices

o View statement of account

o certificate for Income tax

o online payment of installment


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o Application for one time settlement

REQ_RSM_2 The system should allow authorized users to access various functions, forms,



REQ_RSM_3 The system shall apply spam control measures like ‘captcha’ images during

registration to avoid spurious details being automatically submitted and ensure that

data is not submitted by non-humans.

REQ_RSM_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

REQ_RSM_5 The system should be accessible through centralized web application only for





o Estate Admin

o Estate officer

o Estate User

o Account officer

• Register user Tenants

Fields to capture

REQ_RSM_6 The system should provide electronic form to record the details account profile (one

time profile) of each allottee. It should comprise of the following fields (indicative

only):

• Circle/Division

• A/c Number of Allottee

• Allottee Name

• Name of scheme (where house is allotted)

• Communication Address

• Permanent Address

• Mobile No


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• Email of Allottee

• Unit Number (Allotted house/shop /plot no )

• Unit Category

• size of house/plot/shop

• Date of lottery/draw/auction

• Mode of payment opted by allottee (HPS/ORS)

• Allotment No

• Allotment date

• Date of Possession

• Hire purchase deposit Amount

• Balance cost (deferred amount)

• Rate of Interest

• Monthly installment due from (date from when installment will start)

• Total number of Monthly Installment (count of installment)

• Monthly Installment completion date (date when last installment will

paid)

• Monthly installment amount

• Lease money (yearly)

• Lease money (half yearly)

• Lease money due from (date from when lease money installment will

start)

• One time lease money deposit

REQ_RSM_7 The system should provide electronic form to record the payment being received by

RHB. It should comprise of the following fields (indicative only)

• Circle/Division

• Receipt Number

• Date of Payment

• A/c Number of Allottee

• Allottee Name

• Name of scheme (where house is allotted)


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• Unit Number (Allotted house/shop /plot no )

• Unit Category (EWG/LIG/MIG-I/MIG-II/HIG)

• Mode of Payment (HP/ORS/Auction)

• Payment Description (cash/DD/Cheque bank name and date)

• Details of Deposit (Account Head in which money deposited)

• If Cash Employee/cashier Id (who receive money)

• Total Amount

REQ_RSM_8 The system should have the ability to create master of deposit heads, it should

have provision to correlate these deposit head to their corresponding account

heads, bank a/c number etc. indicative list of deposit head is as under:

• Monthly Installment

• Lease Money

• HPS allotment Amount (before possession amt)

• Out Right Payment ORS

• SFS/Parijat

• Auction of Plot & shop

• Per day penalty on late possession

• Administrative charges (fees, fine)

• Registration amount

• Seed money

Work flow

REQ_RSM_9 The System should allow designated authority to configure the workflow for various

activities being carried out by the recovery cell. The system should capture the step

required for each activity and further role base action required. Indicative list of

activities is provided in this section

• One time Settlement of account

• OTS under Government Policy

• Adjustment in loan account

• Calculation of interest


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• Cancellation of OTS

The designated authority should be allowed to modify the workflow. However all

audit trails shall be maintained in the system and mandatory approvals should be

required to be uploaded in the system if required for the change.

REQ_RSM_10 The system should have ability to set calculation formula for various type of interest

and panel interest. it must have ability to configure workflow to allow concession on

interest. Indicative list of interest applicable is as under:

• Calculation of interest on seed money /installment/lease money

• Calculation of per day interest on late possession

• Calculation of panel interest on hire purchase (default amount)

• Calculation of panel interest on installment (default amount)

• Calculation of panel interest on lease money (default Amount)

• Calculation of interest on any additional deposit

• Calculation of administration charges

Workflow

REQ_RSM_11 The System should allow designated authority to configure the workflow for various

activities being carried out by the recovery cell. System should capture the step

required for each activity and further role base action required. Indicative list of

activities is providing in this section However details list of activities and their

processes shall be finalized in consultation with the RHB.

• Recovery of default installment amount

• Recovery of default lease amount

• Payment deferment & Rescheduling of installment

• Allow concession on interest & penalties

• One time settlement under predefined policy

• One time settlement routine cases

• Start legal prosecution against allottee

• Issue of clearance certificate

The designated authority should be allowed to modify the workflow. However all

audit trails shall be maintained in the system and mandatory approvals should be


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required to be uploaded in the system if required for the change.

REQ_RSM_12 The system should have the provision to capture prepayment penalty and process

the receipts accordingly.

REQ_RSM_13 The system should have the provision to waive-off pre-payment penalty and

approval limits by the designated authority.

REQ_RSM_14 The system should allow designated authority for rescheduling of payment

structure. It can be one of the following but not limited to:

• Fixed to floating and vice-versa

• Annual reducing balance to monthly reducing balance

• Re-Appraisal

Payment System

REQ_RSM_15 The system should have the ability to generate Pay-in-Slip with account number of

allottee.

REQ_RSM_16 The system should have the ability to accept receipts through various receipt

methods like Cash / Cheque, Electronic Clearance system

REQ_RSM_17 The system shall have provision for bank reconciliation of all payment being

deposited through cheque and ESC. Provision to enter, view and update the

details of bounced cheque.

REQ_RSM_18 The system should have ability to notify allottee and concerned recovery cell about

dishonored cheques and other instruments through email/SMS and dash board

REQ_RSM_19 The system should ability to escalate cheque bouncing cases to higher authority for

appropriate action to be taken for realizing payment and for initiating various

proceedings under Negotiable Instruments Act or any other act applicable.

REQ_RSM_20 The system should have the provision to handle special cases like cancellation of a

cheque/stop ESC facility

REQ_RSM_21 Through centralized web based system, an allottee should be able to login and

view statement of account various statements for his/her respective account.

Indicative list for statements to be displayed is provided in subsection.

• Receipt of Instalment paid

• Account statement with charges, interest, panel interest and payment


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• Interest certificate for income tax

• Provisional certificate of principal & interest

REQ_RSM_22 The system should have the provision to enter any type of additional charges/panel

interest and the adjustment should be made in the allottees account.

REQ_RSM_23 The system should be able to handle customer refund; this shall be allowed through

pre configured workflow. Refund should be handled by cash/cheque/ or direct bank

transfer in the account of allottee.

REQ_RSM_24 In regard to each allottees the system must be able to maintain the following

components of dues

• Installment component

• Lease Installment

• HPS deposit

• Simple Interest part

• Compound part

• Loss of rebate

• Interest penalty

• Risk Charge

• Interest Tax

Recovery from Default

REQ_RSM_25 The system should have ability to assign role base recovery agent and recovery

officer for default amount, it should notify the designated officer about status of

recoveries and follow-up dates

REQ_RSM_26 A note sheet in line with format used by the RHB should be attached with each

default recovery case which shall record all calls/reminder/personal

meetings/assurance by defaulter/decisions related to the recovery case and will

exist throughout the lifecycle of the allottee. Authorized users should only be

allowed to provide inputs to note sheet. No user should be allowed to modify any

already existing content in the note sheet.

REQ_RSM_27 The system should allow designated authority to issue legal notice to the defaulter;

it should be notified to the allottee through email and print hard copy.

REQ_RSM_28 The system should allow designated authority to notify the allottee for legal action


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and prosecution

One time settlement

REQ_RSM_29 The system should have provision to create master database of all policies being

issued by RHB for settlement of loan/HPS accounts. It should also allow designated

officer to configure workflow for approval and settlement of account

REQ_RSM_30 The system should have provision to record application received under OTS policy.

All submitted requests should be notified to the reviewer through email and

dashboard. This role shall be preconfigured in the system as part of workflow

configured for review of request

REQ_RSM_31 The system should allow reviewer to forward the submitted OTS request for

following action as per the configured work flow of the RHB

• Calculation of actual receivable

• Concession if already granted to allottee

• History of payments

• Physical verification if required

• Discrepancy in documents that need to be attached with case

• Deposit of minimum installment with request letter

REQ_RSM_32 The system should have the provision to enter any type of waiver information and

accounting adjustments in receivables account

REQ_RSM_33 The system should have ability to track all OTS cases as per the terms and

conditions, in case allottee fails to deposit the money as per the reschedule terms

then system should allow designated authority to cancellation of OTS and roll back

account to original status.

Integration

REQ_RSM_34 The system should have integration with following module ( Phase II of the project)

• Scheme Information system Module

• Estate Housing Module

• Application Digitization & Management Tools

• Personal & Payroll Module

• Account Module (envisaged in second phase)

MIS


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REQ_RSM_35 The system should be able to generate MIS reports as per the requirements of

Board. These reports should be allowed to filter according to board, circle, division

or revenue district. The indicative list of MIS reports include:

• List of defaulters who fall under Red category (having defaulted on 3 times

of nonpayment of installments )

• List of defaulters (defaulter of more than 1 installments )

• List of cheques and ECS dishonored/bounced

• List of case settled under OTS

• List of defaulters after OTS

• List of defaultes under prosecution

Lease System and Rental Properties Sub-Module

Context: Various schemes are run at state and district level by Rajasthan Housing Board. Fund is

allocated for various schemes. Beneficiary applies through application form under various schemes.

Application is processed and if approved, a grant is sanctioned to the beneficiary.

Requirement Id

Requirement Description

System Login

REQ_LSR_1 The System shall be accessible to following users

• Internal RHB users as specified by the RHB.

• Registered tenants for

o View transaction details

o View Payment reminders and Notices

o View statement of account

o online payment of Rent

REQ_LSR_2 The system should allow authorized users to access various functions, forms, screens,

sub modules, information etc. as per the authorizations and user roles permissible as

per guidelines and policies of the RHB

REQ_LSR_3 The system shall apply spam control measures like ‘captcha’ images during




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Requirement Id


REQ_LSR_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

REQ_LSR_5 The system should be accessible through centralized web application only for following

roles and indicative privileges:




o Estate Admin

o Estate officer

o Estate User

o Account officer

• Register Allottee

• Register Applicant

Fields to be captured

REQ_LSR_6 The system should have provision to create database of all lease hold/freehold

property available with the RHB, it should be able to generate unique property id

across Rajasthan. Indicative list of fields need to be capture about each property are

as under, however detail of fields can be decided in consultation with RHB

• Circle/Division

• Property Number as per asset register

• Sector/colony name where property is situated

• Name of scheme (where property is situated)

• Property type (shop/ house/plot /office/ commercial)

• Shop Number (leased house/shop /plot/office no )

• Size of Property (total Area, Built-up area)

• Description of construction

• Approximate value of property

REQ_LSR_7 The system should provide electronic form to record the details of the allottees. The


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Requirement Id


allottees profile should contain the following fields (indicative only):

• Circle/Division

• Sector/colony name

• Name of scheme (where house/shop/property is leased)

• A/c Number of lessee

• Lessee Name

• Communication Address


• Mobile No

• Email of Allottee



• size of house/plot/shop

• Details description of Property (built-up area, plot area etc..)

• Lease Rate per/sqr meter

• Date of lease

• Lease expiry date

• Lease money yearly

• Lease money Monthly

• Rate of Interest in case of default

• Yearly increase in lease (in percentage)

REQ_LSR_8 The system should provide electronic form to record the payment being received by

RHB. It should comprise of the following fields (indicative only)

• Circle/Division

• Receipt Number

• Date of Payment

• A/c Number of lessee

• Lessee Name

• Name of scheme (where property is leased)


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Requirement Id


• Unit Number (leased house/shop /plot/office no )

• Payment Description (cash/DD/Cheque bank name and date)

• Details of Deposit (Account Head in which money deposited)

• If Cash Employee/cashier Id (who receive money)

• Total Amount

REQ_LSR_9 The system should allow the authorized user to attach various type of legal documents

like lease deed / rent agreement/ lease extension along with the lease hold property.

Following should be the minimally allowed formats for upload:

• Scanned documents

• Images

• RTFs

• PDFs

The system shall support all other formats as specified by RHB for above mentioned

types of documents.

REQ_LSR_10 All types of documents uploaded along with the lease deed/rent deed should be

preserved securely in the system and its quality must be maintained. All documents

should be in read only mode and non editable.

REQ_LSR_11 The system should have ability to notify authorised user about rent due, rent default,

lease deed expiry and lease money increase through email and dash board

REQ_LSR_14 The system should have the provision of collection of payments at cash collection

counter/ cheque/ DD and through ECS payment system

REQ_LSR_15 The system should support E-payments collection through internet.

Advertisement for Rental Properties

REQ_LSR_16 The system should have the provision to advertise all property available for

rental/lease hold on web portal. It should capture the following field before publishing

on portal.

• Circle/Division

• Property Number as per asset register

• Sector/colony name where property is situated

• Name of scheme (where property is situated)


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Requirement Id




• Size of Property (total Area, Built-up area)

• Description of construction

• Contact person email/mobile number

• Location map of property

• Lay out plan of property

• Picture of property

• Terms of lease/rent

• Expected rent/lease

• Expected yearly increase in rent

• Target segment (Bank/MNC/company/ individual/commercial)

REQ_LSR_17 The system should have the provision of On-line search of any lease/rental properties

REQ_LSR_18 The system should have the provision of recording queries made by prospective

lessee and tenants

REQ_LSR_19 The system should generate the Arrear Register

Recovery from Defaulters

REQ_LSR_20 The system should have ability to assign role base recovery agent and recovery officer

for default amount, it should notify the designated officer about status of recoveries

and follow-up dates

REQ_LSR_21 A note sheet in line with format used by the RHB should be attached with each default

recovery case which shall record all calls/reminder/personal meetings/assurance by

defaulter/decisions related to the recovery case and will exist throughout the lifecycle

of the allottee. Authorized users should only be allowed to provide inputs to note sheet.

No user should be allowed to modify any already existing content in the note sheet.

REQ_LSR_22 The system should allow designated authority to issue legal notice to the defaulter, it

should be notify to the allottee through email and print hard copy

REQ_LSR_23 The system should allow designated authority to approve case and notify allottee for

legal action and prosecution

REQ_LSR_24 The system should have ability to maintain statement of account of each lease holder


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Requirement Id


Through centralized web based system, any lessee/tenants should be able to login

and view statement of account in regard to

• Receipt of lease/rent paid

• Account statement with charges, interest, panel interest and payment

• Online payment of rent/lease

Integration

REQ_LSR_25 The system should have integration with following modules

• Scheme Information system Module

• Estate -Housing Module

• Estate -Recovery Module

• Account Module (Envisaged for Phase II of the project)

MIS

REQ_LSR_26 The system should be able to generate MIS reports as per the requirements of Board.

These reports should be allowed to be listed according to board, circle, division or

revenue district. The indicative list of MIS includes

• Circle wise division wise Rental received

• Circle wise division wise Rental receivable

• Monthly Demand collection Register

• Arrear Register

• Generate Defaulter Notices

• Accounting for TDS related to properties rentals

7.1.2. Financial Accounting This module defines an integrated system as a financial management system designed with effective and

efficient interrelationships between software, hardware, personnel, procedures, controls, and data

contained within the systems. To be integrated, financial management systems must have, as a

minimum, the following four characteristics:

• Standard data classifications (definitions and formats) that are established and used for recording each

financial event

• Common processes for similar kinds of transactions

• Internal controls over data entry, transaction processing, and reporting that are applied consistently


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• A design that eliminates the need for duplicate entry of transactions.

7.1.2.1. Budget Allocation & Management Module


System Login

REQ_FMBS_1 The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:

o Head office

- Housing Commissioner

- CAO/Account Admin

- Accounts Officer

- Accountant (Assigned for Budget Management)

o Circle Office

- Circle Head /SE/ DHC

- Circle Accountant

o Division Office

- Division head / EE/RE

- Divisional Accountant

- Office user/accounts (Assigned for Budget Management)

REQ_FMBS_2 The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB

REQ_FMBS_3 The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS

Access

REQ_FMBS_4 R The System shall be accessible to following users

• Internal RHB users at division office as specified by the RHB for various components of RHBMS to record

• Head Office

o Budget Consolidation

o Budget Review for approval

o Budget Prioritization after approval

o Intimate Circle office/Division office/HoD regarding Budget sanction


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o Transfer to corresponding CD account

o Budget Monitoring and report generation

o Budget revision approval

• Circle Office

o Budget Consolidation

o Budget Review for approved projects

o Budget Forward to corresponding agencies

o Budget Monitoring and report generation

o Credit Drawing authority

• Division office

o Prepare budget for Plan Heads

o Prepare Budget for Non Plan Heads

o Prepare Annual Budget for New Projects

o Prepare budget for R&M of Building & assets

§ Schedule Repair

§ Special Repairs

§ Non schedule Repairs

o Credit Drawing authority

REQ_FMBS_5 Budget and actual expenditure inquiry or reporting by a internal users should be

restricted to the data pertaining to that finance & accounts cell only. The

authorized budget users such as the Budget Officer and the officials of the budget

section should however have complete access.

Pre –Budget for Plan & Non Plan Heads

REQ_FMBS_6 Should allow authorised user at DO/Circle Office level to prepare a Scheme wise Plan budget for a complete financial year (New/On going Projects Expenditure). List of indicative fields needs to be captured is as under:

• Location HO/Circle/Division

• Financial Year

• Scheme Name

• Account Head

• Cost of Project

• Other description


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• Implementation details of on-going projects

o Particular of work order (order No, date and amount)

o Physical Progress Stage (plinth /linthal /roof)

o percentage completion

o expenditure incurred till previous year

o sanctioned budget

o Requirement for this years

• Total budget requirement for project

REQ_FMBS_7 Should allow authorised user at DO/Circle Office level to prepare a head wise Plan budget for a complete financial year (Non Projects Expenditure). List of indicative fields needs to be captured is as under:

• Location Division/Circle/HO

• Department/Cell

• Financial Year

• Account Head (Major/Minor)

• Amount Budgeted


REQ_FMBS_8 Should allow creation of expenditure programme for non-plan budget, based on rules of expenditure for:

• Recurring expenditure items proportionate over the year @ of 1/12

• Recurring expenditure items not proportionate over the year e.g. maintenance

• Non recurring expenditure item to be planned over the year e.g. office furniture & equipment

REQ_FMBS_9 Should allow authorised user at Division Office /Circle Office level to prepare a head wise Non Plan budget for a complete financial year. List of indicative fields needs to be captured is as under:

• Location Division /Circle/HO

• Financial Year


• Amount Budgeted


REQ_FMBS_10 System should make the e-form available for entering the revised budget estimation


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REQ_FMBS_11 System should allow user to bifurcate head wise budget in monthly/ quarterly and half yearly mode

REQ_FMBS_12 Should allow copying details from existing budget into the revised budget estimate form

REQ_FMBS_13 Should populate the projected expenditure and actual expenditure accrued on last year while preparing head wise monthly budget to compare the level of expenditure achieved

REQ_FMBS_14 it should allow the user to prepare scheme wise budget for new projects, Facility for direct manual entry of amounts for individual budget items apart from formula builder and percentage revaluations

REQ_FMBS_15 Should allow compilation of the revised budget for HR and non-HR expenses head wise by incorporating re-appropriations and additional grants and subtracting Surrenders

REQ_FMBS_16 The system should have provision to generate Annual budget for preventive maintenance of building as per standard maintenance schedule.

REQ_FMBS_17 The system should have provision to generate Annual budget for amount receivable under various account heads. Should populate the projected Income and actual recovery accrued on last year, and default recovery target set by the Estate Department while preparing head wise monthly budget to compare the level of income achieved

Budget Consolidation & Review

REQ_FMBS_18 interface to consolidation of budget at division level and circle level

REQ_FMBS_19 Should provide an option to drill down to the complete details of each project

• Project List

• New or Rolling Project

• Cost associated with new Project

• Cost associated with ongoing projects

• Priority of Project

• Probable start date

• Outcome of Project

• Activity List

• Cost Breakdown of activities

• Brief Description

• Duration of project


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• Start Date

• End Date


REQ_FMBS_20 Interface to review budget by adding new items, delete items, edit quantity of items and edit cost etc..

REQ_FMBS_21 Ability to generate queries to the subordinate office in regard

Budget Approval

REQ_FMBS_22 There should be provision to record the final budget approved according to division wise along with details of work code, head code, sub head code etc..

REQ_FMBS_23 Should allow relevant stakeholders to transfer budget within various account heads within a major head

REQ_FMBS_24 Should have provision to freeze budget on basis of budget head and account head, there should be provision to drill down budget up to month level. Ability to support user-defined budget availability controls to specify which accounts do not allow actual exceed budget or otherwise

Budget Reversion & Monitoring

REQ_FMBS_25 There should be provision to carry forward budget to next year as per the configured workflow and business rule of department

REQ_FMBS_26 Provides budget vis-à-vis actual comparison on a on-line basis as well as periodic intervals

REQ_FMBS_27 Ability to transfer budget from one head to another. This should be allowed as per configured business rule of the RHB

REQ_FMBS_28 System should populate the re-appropriation, re-allocations, surrenders, revised requirements for the remaining months etc. as on the date of preparation of revised estimates

REQ_FMBS_29 System should cumulate the re-appropriation, re-allocations, surrenders etc. with the budgeted estimates to arrive at the revised budget estimates

REQ_FMBS_30 Should allow DOs to submit the revised estimates to the Head office for purpose of re-allocation

REQ_FMBS_31 Should allow designated authorities at Head office to review and approve revised estimates received from DO & CO

REQ_FMBS_32 Should enable DO/CO/HO and HOD to undertake expenditure monitoring/ reviews using system tools and utilities.


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REQ_FMBS_33 Comparison of expenditure with project implementation schedule in plan budget (mile stone/end of activity stage) periodically(at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)

REQ_FMBS_34 Comparison of expenditure with expenditure program using trend analysis for recurring non plan expenditure periodically (at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)

REQ_FMBS_35 Comparison of expenditure with expenditure program using for non-recurring non plan expenditure periodically (at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)

REQ_FMBS_36 As a result of expenditure reviews should identify likely savings/excesses

REQ_FMBS_37 Should allow users to choose from following options

• No Requirement

• Additional Requirement

• Budget Savings

REQ_FMBS_38 Should allow designated authority to fill the surrender proposal and submit the proposal to Finance & Accounts, list of indicative fields need to in budget surrender form are as under:

• Planned/Non-Planned Budget

• Grant


• Amount to Surrender

REQ_FMBS_39 System allows users to perform on-line appropriation budget adjustments with appropriate security authority within the Financial powers

REQ_FMBS_40 Should allow HODs/DOs /COs to prepare a supplementary grant proposal and submit it to accounts cell in case there is no excess budget available for re-appropriation

REQ_FMBS_41 Should automatically update original budget on the basis of Re-appropriation/additional grants/surrendered budget

REQ_FMBS_42 System should allow designated authorities of Accounts cell to lock any budget head for any period of time in case of issues with resource availability

REQ_FMBS_43 System should allow specifying a lower limit of expenditure to be done under a particular budget head

REQ_FMBS_44 System should allow to notify all HOD/DO/CO in case of low or no

expenditure being done by a board for any particular head


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REQ_FMBS_45 Online enquiry of budget availability for a particular account head/ project head /

expense head

REQ_FMBS_46 Option to send an e-mail to the concerned department requesting the expenditure

if the cumulative expenditure exceeds the budget

Workflow

REQ_FMBS_47 it should be allowed to configure workflow as per business rule of the board for forward budget along with recommendation, consolidation of budget, review of budget, rights for addition and deletion of budget items

REQ_FMBS_48 Provide flexible budget hierarchy to define budgeting level (what level should be budgeted), account posting level (level where accounting entries will be posted) and budget availability control level (budget level where active budget availability checks are performed).

REQ_FMBS_49 The system should have ability to configure workflow for following activities

o Prioritization of Projects

o Budget review

o Financial & administrative sanction of project according to project value

REQ_FMBS_50 Support the monitoring of various budget types such as original budget,

supplementary budget, budget carry-forward (unutilized budget amounts carried

forward from previous years), budget transfers.

MIS Reports

REQ_FMBS_51 Flexibility to report against different versions like budget estimate, revised estimate, etc. for the year

REQ_FMBS_52 Ability to export the budget data into text or excel format that can be used by the publisher for publishing

REQ_FMBS_53 Budget version analysis report showing differences between different versions of a budget

REQ_FMBS_54 Budget versus actual expenditure report for all or a selected set of departments and expenditure heads for the current year as well as the previous ones

REQ_FMBS_55 Budget and actual expenditure inquiry or reporting by a department should be restricted to the data pertaining to that department only. The authorized budget users such as the Budget Officer and the officials of the budget section should however have complete access.


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7.1.2.2. Project Accounting Sub Module


System Login

REQ FMPA 1. The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:

o Head office

- Housing Commissioner

- CAO/Account Admin

- Accounts Officer

- Accountant / cashier

o Circle Head /Dy Housing Commissioner

o Circle Accountant

o Division head / Executive Engineer/RE/DHC

o Divisional accountant

o Assistant Engineer

o Junior Engineer

o Office user accounts (DO)

REQ FMPA 2. The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB

REQ FMPA 3. The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS.

Access

REQ FMPA 4. The System shall be accessible to following users

• Internal RHB users at division office and sub division office as specified by the RHB for various components of RHBMS to record

• Head Office

o Project Monitoring and report generation

o Approval of Monthly Fund requires for Project

• Circle Office

o Approval of project monthly project funds


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o Approval of revised project bill

o approval of contract &work order

o Project Review with time line

o Edit /delete MB books

o Impose penalty on contractor

• Division office RE/DHC

o Approval of contractor Bill in partial or full bill

o Approval of contractor Advances

o Edition and deletion in MB book

o Impose penalty on contractor

o Prepare Monthly report (funds required for a work)

o Reject contractor bill

o Approval of contract work order

• Assistant Engineer/JE

o Entry of DPR Project Profile

o Enter work contact detail with Milestone, rate and payment terms

o Submission of running bill against work

o Submission of Measurement Book

o Entry of Credit Note against material supplied to contractor

o Update work milestone status in line with PMIS

• Divisional Accountant

o Review Contractor running bill

o adjustment of material payment

o deduction against penalty imposed by AE/RE/SE

o entry of Advance paid to contractor

o deduction of advance & mobilization advances from contractor bill

o deduction of security amount from contractor bill

o entry of payment paid to contractor against a work

Field to capture

REQ FMPA 5. A system should have ability to capture project related data. It should have ability to define scheme then activities and sub activities under a scheme. it should generate unique id for each activities and sub activities. and should be capable to calculate actual expenditure incurred up to sub activities level


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REQ FMPA 6. The system Should ability to create project profile for new projects and DPRs. the list of indicative fields need to be captured is as under

• Location

• Name of Scheme

• Category of Scheme (EWS/LIG/MIG1/HIG/Flats/Multistoried

• Plinth Area As Per Scheme

• Plot Size

• Total Houses constructed

• estimated cost per houses

• cost of construction for total houses

• date of commencement as per scheme

• actual project period

• Goal & Objectives (Outcome) of the Project

• Target Beneficiary

• Current Situation

• Work Plan

• Mode of funding (with alternative funding options)

• Funding Agency (Multiple Agencies)

• Major milestones of projects

• Activity Sets & strategy to achieve each milestone

• Criteria and Justification for selection of the final strategy

• Outputs of each activity

• Cost of each Milestone

• Total Cost of the Project

REQ FMPA 7. Should be able to enter milestones, milestone dates and Key Performance Indicators in the system

REQ FMPA 8. System should allow creation of a new activity and generate an activity ID, these activities should have interlinkage with PMIS Module, for the purpose of resource allocation

REQ FMPA 9. System should have integration with PMIS module and it should allow breaking the strategy options into activity sets and provide the following details

• Scheme Name

• Milestone ID


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• Activity Name

• Activity Description

• Activity ID

• Whether it is work related to construction/engineering

• Target date for completion of activities

REQ FMPA 10. System should be able to calculate the cost specific to each activity with the help of cost tables

REQ FMPA 11. System should allow consolidation of cost specific to each activity set

REQ FMPA 12. System should calculate the cost of the entire project

REQ FMPA 13. Should capture approvals (Administrative and/or Technical Sanctions) of each project/work specifically all activities related to construction work/engineering related

REQ FMPA 14. System should allow the stakeholders to apply for Administrative sanctions by Competent Authority for any work under scheme which is due for implementation

REQ FMPA 15. System should allow stakeholders to seek technical sanction from a competent authority for the details & cost estimate of the work

REQ FMPA 16. System should allow issuing revised AS/TS in cases the expenditure goes beyond the approved estimates

REQ FMPA 17. Should allow authorised users to review the approved project plan submitted by the implementation authority from PMIS

REQ FMPA 18. Should allow authorised user to review the activities line items of each approved Project /Programme provided under the Planned Budget of the current Financial Year

REQ FMPA 19. Should have ability to capture the following details of work related construction and engineering

• Name Of The Scheme

• Work/ Project Name

• Work Description

• Work ID/Code

• Administrative Sanction No & Date

• sanction authority

• Sanctioned Amount

• Technical Sanction No & Date


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• Target Completion Date

• Source of Funding (should allow multiple sources also)

REQ FMPA 20. Should be able to record following details of milestone associated with a particular project/work

• Work ID

• Milestone Name

• Budgeted Estimate for milestone

• Target date for completion for Milestone

REQ FMPA 21. Should be able to record following details of associated with a particular milestone

• Work ID

• Milestone Name

• Activity ID

• Activity Name

• Activity Brief Description

• Budgeted Estimate for Activity

• Target date for completion for Milestone

REQ FMPA 22. Should allow to capture contract details of each work associated with scheme. List of indicative fields needs to be captured are as below

• Name Of The Scheme

• Project/Work Name

• Project/ Work ID

• Work Order No & Date

• Work Order Amount

• Target Completion Date

• Total Work Order amount

• Contractor Name & details address

• Contractor Account ID

• Contractor Bank Account details

• Contractor PAN Number,

• Contractor Service tax number

• Milestone Details


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o Milestone Name

o Activities to be perform

o Cost for Milestone

o Target date for completion

• Unit Rate

o Item & Chapter No

o Item description

o Measuring Unit

o Quantity

o Unit Price

• Payment Terms

o Mile stone Basis / Monthly Basis

• Performance Security Amount (in case of advance)

• Late delivery Penalty If any

o Milestone Name

o Activity Name

o Target Date

o Penalty calculation Methodology (Percentage/ Days)

o Penalty Amount

REQ FMPA 23. Should be able to provide the following details of the Work In Progress project

• Project/work ID

• Project/work Name

• Milestone Name & ID

• Milestone Target date

• On Going Activities List

o Activity ID

o Activity Name

o Current Status of activity (completed/ Ongoing/not started/cancelled)

o Pending activities

• Expected target date to achieve milestone

• Milestones achieved (Percentage of completion)

• Cost Incurred to date


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• Budgeted Sanctioned for milestone

• Budget required for completion (if Any)

REQ FMPA 24. Should allow project estimate to be maintained so that revised estimates can be computed in combination with the actual to date expenditure

Monthly Budget Requirements for Work

REQ FMPA 25. It should allow the user to prepare scheme wise budget at DO level so that budget can be forward to the circle office. Should compile the draft plan for new and ongoing projects having following details

• Division name

• Circle Name

• Financial year

• Scheme Locations

• Project Name

• Project Duration

o Start date

o Target completion date

• Total project Cost Estimates


o Particular of work order (order No, date and amount)

o Physical Progress Stage (plinth /linthal /roof)

o percentage completion

o expenditure incurred

o sanctioned budget

o Requirement for this month/years

o recommended by DHC (Deputy Housing commissioner)

• funds received in current financial year

• funds available from previous financial year

• funds utilized

• surplus funds available with Div

• Net Funds required

REQ FMPA 26. Scheme budget will have to be distributed (month-wise) over the financial year to be able to draw moneys with regard to contractor’s bills and related work contingency expenditure


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REQ FMPA 27. The system should provide the functionality to allow reallocating/redistributing scheme budget over the FY as per needs of the revised construction programme (month wise)

REQ FMPA 28. should have ability to review monthly funds requirements and approve as per the authorisation and business rule of the Board

REQ FMPA 29. The system should provide the functionality to allocating/distributing scheme budget over the FY as per needs of construction programme (month wise)

REQ FMPA 30. The system should provide the functionality to allow reallocating/redistributing scheme budget over the FY as per needs of the revised construction programme (month wise)

REQ FMPA 31. The system should provide the functionality to customize online MB reach-wise

REQ FMPA 32. Scheme budget will have to be distributed (month-wise) over the financial year to be able to draw moneys with regard to contractor’s bills and related work contingency expenditure

REQ FMPA 33. The system should provide the functionality to raise alerts if slice/quantities exceeds predefined limits

REQ FMPA 34. The system should provide the functionality to enable consolidation of measurement RE (Division)-wise as also inter division consolidation of Item-wise quantities and milepost information.

REQ FMPA 35. The system should provide the functionality to enable consolidation of all information/data of all the contracts of a particular project/scheme in project management module

REQ FMPA 36. Should allow the system updating authority to update the project with the following information:

o Project Name (Drop Down)

o Project Id (self generated)

o Project duration ( to be selected by authority)

• Activity Detail

• Output of each activity

o Milestones set (self generated from)

o Milestones Pending (self Generated by the system)

o Milestones achieved (to be filled in by authority)

o Activities set under the milestone

o Activities achieved

o Activities pending


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o Cost Incurred

o Material Used (for works)

o Remarks by the sub engineer

REQ FMPA 37. The system should provide the functionality to enable closure of contract when completed/abandoned/ terminated

REQ FMPA 38. The system should provide the functionality to enable audit logs for all changes/modifications and copied in the contract/project management utility/system

REQ FMPA 39. The system should provide the functionality to assign contracts owner, contracts manager, accountable person and key stakeholders, System updating authority, reviewing authority

REQ FMPA 40. The system should provide the functionality to be able to re-open closed contracts

Monitoring Physical Progress

REQ FMPA 41. The system should provide the functionality to define reach slice/quantities and milestones of the contract in section’s online MB enabling capture of measurements and milestone in the MB. list of indicative field need to be captured are as below

• Location (Circle & Division)

• Work Name & ID


• Contractor Name

• Period from

• Period to

• Measured/recoded By (Name, ID & designation of Emplyee)

• Reference No of physical MB Books

• Item wise quantities

o Item Name

o Item Number

o Description

o Measuring Unit

o Dimension (height, width, length)

o Total Item Quantity


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REQ FMPA 42. Should generate an alert for the AE/EE if the Junior engineer does not upload MB within specified time as per the project requirement

REQ FMPA 43. Should allow the AE & EE to accept / reject / edit the MB at his own end.

REQ FMPA 44. Should allow the AE & EE to seek clarification or mark for action to Junior engineer

REQ FMPA 45. Should allow the AE/EE to enter the reasons for the rejection of the MB or the part there off

REQ FMPA 46. Should allow the AE/EE to edit the MB at his own end for certain minor changes

REQ FMPA 47. Should allow the AE/EE to approve quantities (partially) as per his/her own verification

Contractor Payment

REQ FMPA 48. Should provide required electronic formats of invoices (e.g. Abstract of quantities executed as per running bill format along with a generic invoice format which can be customized by the project authority for the project use

REQ FMPA 49. For every invoice submitted and entered into the system, system should create an unique Invoice/Bill id. Any further communication and tracking should be based on that

REQ FMPA 50. Should allow authorised user track the status of contractor bill. The points at which the status can be tracked would be:

• Invoice processed at sub engineer level

• Submitted to assistant engineer for clearing

• Invoice processed at AE level, bill created

• Submitted to RE for clearing

• Invoice accepted / rejected at RE level

• Queued in Ways & Means Management

• Bill cleared

REQ FMPA 51. Should allow the AE or User authorize by AE to enter the following bill details. the list of indicative fields needs to be captured are as under

• Invoice No.

• Bill no.

• whether final bill/running

• Work Name & ID


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• work order No & date

• Head details

• Contractor’s name

• Contractor’s ID

• TAN & CIN Number of the company

• Contractor’s bank account number ( Bank branch name, location and code)

• Address of the company

• Contact details of the contractor

• Milestone Achieved or not Yes or No

• Claimed amount Rs…

• Passed amount – Rs…

• Penalties to levy on contractor - if any (to be filled by relevant authorities

(JE/AE/EE/DHC) – Rs…

• Deductions (to be filled by DA/Auditor) – Rs…

• Deduction against material supplied –RS

• Assistant Engineer’s/EE/SE Remarks

• Digital signature of the EE

REQ FMPA 52. System should have ability to capture the Abstract of quantities executed as per the measurement book recorded by the AE/JE. List of indicative fields needs to be compiled from MB books are as follows

• Work Name & ID


• Contractor Name

• Period from

• Period to

• Measured/re coded By

• Item wise quantities

o Item Name

o Item Number

o Description

o Measuring Unit

o Dimension (height, width, length)


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o Total Quantity

o Quantity verified by AE/EE/SE

REQ FMPA 53. System should have ability to capture the amount against material supplied to the contractor on payment, List of indicative fields needs to be compiled from store receipt are as follows

• Work Name & ID


• Contractor Name

• Date

• Store Issued By

• Indent No & Date

• Indent Approved By

• Material Details

o Material Name

o Material Number

o Measuring Unit

o Quantity Issued

o Unit Price

o Total Price

REQ FMPA 54. The system should provide the functionality to enable computation of quantities for approval of contractor’s bill/invoice of quantities

REQ FMPA 55. The system should provide the functionality to enable creation of contract bill as per verified/measured quantities less what is paid earlier (Process: Contractor Bill Clearing)

REQ FMPA 56. The system should provide the functionality to enable adjustments of deductions on account of advances, security, penalty, taxes, etc from created bill (Process: Contractor Bill Clearing)

REQ FMPA 57. The system should provide the functionality to enable uploading of contractor’s bill along with necessary approval

REQ FMPA 58. Should allow the DO/EE to view the work ID in the bi, as soon as the AE upates/uploads the bill. The Work ID the project plan, online measurement book, corresponding terms of reference, original contract document and budget availability statement should open up automatically


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REQ FMPA 59. Should provide the facility to EE to review the Measurement Book if required, Bank Guarantee details contract uploaded over the system

REQ FMPA 60. Should allow the DO/EE to accept / reject / edit the bill at his end

REQ FMPA 61. the System should allow EE/DO to approve contractor invoice in an full approval or in partial approval

REQ FMPA 62. Should allow the EE to seek clarification or mark for action to junior engineer through AE

REQ FMPA 63. Should provide the EE/PIU the following options:

• Accept

• Reject

• Object and resend to bill clerk

• For processing the raised bill

REQ FMPA 64. Should allow the EE/Designated Authorities to enter the following format in case of a rejection:

• Claim id

• Rejection ID

• Rejection Date

• Rejection Code

• Reason for rejection (description to be filled in by bill clerk)

REQ FMPA 65. Should allow the EE to fill in the following details in case of an objection

• Claim id

• Objection ID

• Objection Date

• Objection # 1: (Standard objection filled from dropdown menu other to be recorded)…………………………..

• Objection # 2: (Description to be filled)…………………………..

• Objection # n: (Description to be filled)…………………………..

REQ FMPA 66. Should allow the designated staff to respond to the raised objections in a serial wise manner:

• Claim id

• Objection ID

• Objection Date Objection # 1: …………………………..


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• Actions taken over the Objection # 1 ………………

• Objection # n:…………………………..

• Actions taken over the Objection # n)………………

REQ FMPA 67. Should system generate notifications (through SMS / email / In Tray dash board etc.) at each of the following stages:

• Measurements taken/verified at junior engineer level

• Bill created at AE level for clearing

• Submitted to RE for clearing

• Bill accepted / rejected at EE level

• Submitted to Accounts disbursement system

• Bill cleared by Ways & Means system and contractor’s account credited

REQ FMPA 68. Should allow the user to enter all the invoices for advance received at the front desk from the contractor/supplier/service provider for advance payments. The bill clerk will make the following entries while accepting the invoices for advance payment:

• Claim ID (System Generated)

• Claim date

• Project/work Id

• Contractor’s name

• Contractor’s ID

• Advance Type

• Whether advance is to be deducted from running bill Y/N

• Contractor’s bank account details (already registered in the system)

• Particulars of security received (e.g. bank guarantee, etc)

• Advance Amount

REQ FMPA 69. Should generate an alert for the Resident Engineer as soon as the bill clerk raises a bill for advance payments

REQ FMPA 70. Should maintain a database of all the advance payments

REQ FMPA 71. Should maintain a database of all the Security amount deducted from contractor bill

REQ FMPA 72. Should account for recovery/adjustment of advance payment while making the next payments to the contractor


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REQ FMPA 73. Should provide details of the advances that have been paid till date to the contractor/supplier/service provider before any new payments

REQ FMPA 74. The system shall provide functionality to automatically update the general ledger with contract transaction and documents

MIS Reports

REQ FMPA 75. Following is list of MIS but not limited up to this list

1. Project wise Bill Paid

2. Project wise bill pending for approval at different level

3. Project Physical Progress Vis-a Vis Finnacial Progress

4. Monthly Expenditure on each project

5. Monthly Expenditure on each scheme

6. Monthly expenditure budgeted vis-à-vis expenditure incurred on a project

7. Monthly Funds requirement statement for a project

7.1.2.3. Book Keeping & Accounting Sub Module


System Login

REQ FMBK 1. The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:

o Head office - Housing Commissioner - CAO/Account Admin - Accounts Officer - Accountant - Cashier

o Circle Head /Dy Housing Commissioner o Circle Accountant o Account Assistant o Division head / Executive Engineer o Divisional accountant o Account Assistant o Office user accounts (DO)


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REQ FMBK 2. The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB

REQ FMBK 3. The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS.

REQ FMBK 4. Access

REQ FMBK 5. The System shall be accessible to following users

• Internal RHB users at division office and sub division office as specified by the RHB for various components of RHBMS to record

• Head Office o Budget Re-Consolidation o Generation of Monthly Reports o Trial Balance o Book Keeping of all Receipt & Voucher o Entry of Loans from FI o Entry of Interest on loans o Entry of loan repayment o Entry of investment from Government grant o Entry of funds transfer to circle & divisional offices o Generation of MIS reports related to accounts o Send financial queries to the HoD, COs and DOs o Generate balance sheet

• Circle Office o Budget Re-Consolidation o Generation of Monthly Reports o Trial Balance o Book Keeping of all Receipt & Voucher o Generation of MIS reports related to accounts o Send financial queries to DOs o Reply of financial & audit queries being send by HO

• Division office o Entry of Payment Receipt o Entry of Payment Voucher o Entry of Cheque o Bank Reconciliation o Entry of Challan (Government funds) o Budget Re-Consolidation


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Requirement Id Requirement Description o Generation of Monthly Reports o Trial Balance o Reply of financial & audit queries being send by CO/HO o Generate balance sheet for a particular project/scheme

REQ FMBK 6. Should set up security by various user groups to restrict access for those account ranges.

REQ FMBK 7. Should define Account level security by user e.g.: The system should restrict user entering or reviewing balances for certain accounts.

Generic Requirements

REQ FMBK 8. Should define accounting periods with at least fiscal periods, per year with Cumulative figures. indicative fields need to be capture are as below

• Financial Year

• Start Date • End Date

REQ FMBK 9. Should create and maintain unlimited number of account Head and sub head

REQ FMBK 10. The system shall provide functionality to support a centralized ledger for each Account head.

REQ FMBK 11. Should create and maintain unlimited number of ledgers/registers in general Ledger (GL) with an option to include or exclude any of the ledgers for one or multiple consolidations. list of indicative fields need to be capture in GL are as under

• Ledger Name • Ledger Code

• weather behave as sub ledger

• if yes then name of master ledger

• Account Head & Sub head details • ledger Type (income /expenditure/Assets/Liabilities)

• Opening Balance Rs …. (Dr/Cr)

• weather account is active

REQ FMBK 12. Should have centralized account maintenance capability in order to ensure that any addition or change in the account code in the master chart of account will be available automatically in all location

REQ FMBK 13. The system shall provide functionality to simultaneously support the following basis of accounting for appropriate fund types, but not limited to:

• Cash basis • Accrual basis • Modified accrual basis

REQ FMBK 14. The system shall provide functionality to support multi-fund accounting with the capacity to segregate funds by type and by regulatory requirements


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Cash & Journal Transactions

REQ FMBK 15. The system shall provide functionality to define multiple types of journal vouchers to handle multiple transaction types including, but not limited to:

• Manual • Recurring

• Interfaced

REQ FMBK 16. The system shall provide functionality to configure a journal voucher format as per the business procedure of the RHB

REQ FMBK 17. The system shall provide functionality for the user to set-up standard journal voucher templates that can be recycled to enable the creation of like kind vouchers

REQ FMBK 18. The system shall provide functionality to generate a unique voucher Id for each journal transaction and transaction line entered. These voucher ID should be maintains in accordance to the voucher type.

REQ FMBK 19. System should provide user interface to define the prefix of each voucher ID

REQ FMBK 20. The system shall provide functionality to define multiple types of journal vouchers to handle multiple transaction types

REQ FMBK 21. The system shall provide functionality to support both automatic and manual identification of document numbers

REQ FMBK 22. should allows cash accounting with multiple cash points for a single or multiple

cash GL accounts

REQ FMBK 23. The system shall provide functionality to post transactions from integrated functional areas to the general ledger interactively after the due approval of designated authority

REQ FMBK 24. The system shall provide functionality to reverse journal vouchers with user control over the period in which the reversal occurs

REQ FMBK 25. The system shall provide functionality to identify goods or services received in the prior year that were paid for in the current year

REQ FMBK 26. The system shall provide the functionality to post transactions in the past or future period as long as the period is open

REQ FMBK 27. The system shall provide the functionality to permit prior year adjustments to be entered in the current fiscal year and reported as a prior year adjustment for financial reporting and entered as a current year adjustment for budgetary purposes

REQ FMBK 28. The system shall provide functionality to run multiple periods and fiscal years concurrently, which will allow users to enter transactions, based on effective dates, in any periods that have not been closed

REQ FMBK 29. The system shall provide functionality to automatically adjust cash held in an agency’s fund ledger and the associated revenue for each returned cheques or unsuccessful transaction (payment)


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REQ FMBK 30. The system shall provide functionality for users to trace summarized transactions in the general ledger back to detail source documents in other system modules or subsystems. If the information must be retrieved from these modules or subsystems, it should be transparent to users

REQ FMBK 31. The system shall provide functionality for users to perform on-line drill-downs from the general ledger summary balance to the original source document(s)

REQ FMBK 32. The System shall provide the functionality to prevent creation of duplicate transactions with system controls

Bank Transactions

REQ FMBK 33. The system shall provide functionality to accommodate multiple banks and bank accounts in the automated bank reconciliation process

REQ FMBK 34. Should provide interface for entry to incoming cheques for current as well as

future period and segregation based on dates possible.

REQ FMBK 35. Should provide facility to view and print cheque deposit statement for a day.

REQ FMBK 36. Captures value date for cheque deposited and payment

REQ FMBK 37. The system shall provide functionality for users to make correction during the reconciliation process

REQ FMBK 38. The system shall provide functionality for users to enter the bank charges corresponding to a particular transaction during the reconciliation process

REQ FMBK 39. The system shall provide functionality to automatically reconcile bank activity entered in the system with bank transactions received from the State's bank Accounts (e-scrolls).

Financial Queries

REQ FMBK 40. Should perform on-line transaction inquiries for Individual Chart of Accounts, Summarized at various levels of parents, range of periods, Actual or budget or both with variance, Period to date, year to date and project to date

REQ FMBK 41. Should perform budget vs. actual inquiry on summary account & detailed account balances

REQ FMBK 42. Should provide interface to the user to send transaction related queries to the subordinate office . list of indicative fields need to capture are as below

• Reviewer ID (Name location and designation of employee) • Project/work ID • Voucher Type • Voucher id • Objection ID • Objection Date • Objection # 1: (Standard objection filled from dropdown menu other to be

recorded)………………………….. • Objection # 2: (Description to be filled)………………………….. • Objection # n: (Description to be filled)…………………………..

REQ FMBK 43. Should allow the designated staff to respond to the raised objections in a serial wise manner:


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Requirement Id Requirement Description • Respondent ID (Name location and designation of employee) • Project/work ID • Voucher Type • Voucher id • Objection ID • Objection Date Objection # 1: ………………………….. • Actions taken over the Objection # 1 ……………… • Objection # n:…………………………..


Payment Against Purchase

REQ FMBK 44. Should have ability to enter invoice details. List of indicative fields needs to be captured are as under

• Location HO/circle /division

• Claim No & Date

• Purchase Order No & date

• Invoice no & date

• Name & address of supplier/vendor

• Store Receipt No & date

• Account Head / GL Number

• Project/Work ID (in case of purchase on account of project) • Description of Goods or services provided by vendor

• Invoice Amount

• State VAT (if any) • Service Tax (if any)

• Total Invoice Amount

REQ FMBK 45. Supports typical 3 way match (PO, GRN, Vendor invoice) bill passing process

REQ FMBK 46. should allow to capture Expense voucher where vendor is credited without PO/GRN in the system

REQ FMBK 47. should have ability mark goods to capital job note in case of capital asset receipt

REQ FMBK 48. With respect to service entry note in case of a service vendor

REQ FMBK 49. The system should have ability to invoice processing as per the pre configured workflow and business rule of the RHB

REQ FMBK 50. Should notify the stakeholder involved in the bill processing through email and in-tray dash board

REQ FMBK 51. Should allow authorised user track the status of vendors invoice. The points at which the status can be tracked would be:

• Invoice processed at Store level

• Invoice processed at 1st Level Reviewer


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Requirement Id Requirement Description • Invoice processed at 2st Level Reviewer

• Submitted to final approver for clearing

• Invoice accepted / rejected at approver level • Queued in Ways & Means Management

• Invoice cleared for payment

• Payment made

REQ FMBK 52. Should allow processing of payment against one or multiple invoices - adhoc

amount

REQ FMBK 53. Ability to block certain vendors invoices so that they cannot be paid unless

cleared by appropriate authority

REQ FMBK 54. Allows to process one or more vendor invoices, debit notes, credit notes and

allows to make net payment

REQ FMBK 55. Allows to select/deselect certain invoices for payment processing

REQ FMBK 56. Should allow approver and reviewer to drill down other details related to invoice like purchase order, store receipt, comments of store incharge etc

REQ FMBK 57. Should allow approver and reviewer to drill down other details related to vendors like

• Payment history for selected supplier • Supplier history in terms of delivery date and target date • Other outstanding bills of same vendors

REQ FMBK 58. Should allow approver and accounts manager to drill down other details related to selected account head corresponding to invoice

• Budget approve / spent and balance in account head • Budget approve / spent and balance in particular project head (in case of

project) • Other outstanding invoices under same project

REQ FMBK 59. Should provide the approver the following options: • Accept • Reject • Object and resend to bill clerk

• For processing the raised bill

REQ FMBK 60. Should allow the Designated Authorities to enter the following format in case of a rejection:

• Claim id • Rejection ID • Rejection Date • Rejection Code • Reason for rejection (description to be filled in by bill clerk)


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REQ FMBK 61. Should allow the approver to fill in the following details in case of an objection • Claim id • Objection ID • Objection Date • Objection # 1: (Standard objection filled from dropdown menu other to be

recorded)………………………….. • Objection # 2: (Description to be filled)…………………………..

• Objection # n: (Description to be filled)…………………………..

REQ FMBK 62. Should allow the designated staff to respond to the raised objections in a serial wise manner:

• Claim id • Objection ID • Objection Date Objection # 1: ………………………….. • Actions taken over the Objection # 1 ……………… • Objection # n:…………………………..


REQ FMBK 63. Ability to edit /modify invoice amount through a manual intervention. authorised user should be allowed to deduct penalty, shortage or any other LD in line with the terms of purchase order

REQ FMBK 64. Ability to prompt/automatically deduct all deductible charges such as TDS, works contract tax, surcharge on these taxes at the time of vendor bill processing

REQ FMBK 65. Ability to automatically account for all these deductions based on pre-determined criteria

REQ FMBK 66. Triggers timeline/ commitment and updates budget on issue of purchase orders

for goods/services

REQ FMBK 67. Ability to approve full bill invoice or partial approval

REQ FMBK 68. Ability to capture payment details through a payment voucher as per the format of RHB

REQ FMBK 69. On payment system should automatically update entry of transaction in vendor

account

REQ FMBK 70. Ability to track duplicate invoice based on vendor code, purchase order number

and invoice number

Loan & Advances

REQ FMBK 71. Should have the capability of setting up special accounts for loans. It should be able to interface with the Accounting system and retrieve information about the movement of funds in these special accounts

REQ FMBK 72. Should have a separate debt management section with the following login options:

• Market Borrowing • Loans from Financial Institutions


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Requirement Id Requirement Description • Central Government Loans and Grants

REQ FMBK 73. Should capture the following details related to each new loan (bearing a unique borrowing id):

• Borrowing ID • Amount Borrowed • Source of Borrowing • Financer Details • Date of Borrowing • Details of Borrowing (coupon rate, discount offered, rate of interest, face

value etc.) • Terms of Reference of borrowing • Duration of borrowing • Repayment Schedule

REQ FMBK 74. The system should be able to interact with the accounting system to transfer details about the disbursement schedule of monetary aid received from the Financing agency

REQ FMBK 75. Should update the states receipt and liability account as soon as a new borrowing is taken by the RHB

REQ FMBK 76. Should interact with the fixed asset module to reconcile the acquisition/ creation of assets out of aid money, as reported by the beneficiary budget entity, with the aid recorded in the

REQ FMBK 77. System should be able to transfer information of due but not paid amount of interest/loan installments of various loans and market borrowings to the accounts payable system and update current liability account also

REQ FMBK 78. The system should notify the concern users on receive information about the actual disbursement of loans and should be able to register the payments into the loan accounts of the project head who has taken the loan

REQ FMBK 79. Should allow the concerned user to update the following details over the Repayment of Borrowing Section:

• Borrowing ID (against which the repayment was done) • Amount repaid • Distribution of Repayment (Principle & Interest) • Date of Repayment • Total Amount Repaid • Remaining Amount • Amount of next repayment

REQ FMBK 80. the system should ability to generate notification and alerts for concerned

stakeholder users, on the event of installment date overdue

REQ FMBK 81. Should provide a facility for entering the repayment advice received through the bank

REQ FMBK 82. Should be able to interface with the ACCOUNTING SYSTEM to retrieve the information on receipts pertaining to repayment of debt and should print reconciliation reports

Audit Trail

REQ FMBK 83. should maintain audit trail for reopening of fiscal year periods, any modification in


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Requirement Id Requirement Description the previous fiscal year

REQ FMBK 84. Tracking of user login in accounts module, date and time for each transaction

REQ FMBK 85. Tracking of changes made to any document like add, edit delete

REQ FMBK 86. Tracking of creation and changes to any master data in the system

REQ FMBK 87. Tracking of creation and changes to any set up data in the system, e.g. TDS

codes, excise chapter nos.

REQ FMBK 88. Tracing of changes to authorization profile/ approval profile

Workflow

REQ FMBK 89. The system shall provide functionality to automatically receive and store electronic deposit information in various formats as well as generate information to identify and approve the deposits

REQ FMBK 90. The system shall provide functionality to define accounting rules such that both full accrual and modified accrual postings are cap the following items including, but not limited to:

• Fixed and Current assets • Liabilities • Loans receivables and payable • Investments • Deposits • Advances to Contractors • Amount Receivable and payable • Disbursement and Receipts (taxation) • Non tax revenue receipts tured, as well as cash basis for

The system shall provide functionality to assign approval routes to journal voucher transactions

REQ FMBK 91. The system shall provide functionality to create approval routes for inter-fund or inter-agency

REQ FMBK 92. The system should provide functionality to configure workflow for the approval of following type of payment

• Advance Payment to contractor • Payment against Purchase • Payment to Contractor for Running Bill • Payment to contractor for Final Bill • Release of Contractor Security • Payment to Financial Institution for Re-payment of Loan

REQ FMBK 93. The system shall provide functionality to Configure an automated workflow to carry out following activities

• Edit entry in previous Fiscal year • Edit/ Delete any Receipt • Edit/ Delete payment voucher


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REQ FMBK 94. The system shall provide functionality to perform an automated year-end rollover of appropriate financial information into the new fiscal year

REQ FMBK 95. Allows to take comparative balance sheet, profit and loss account, trial balance

where a corresponding period which can be selected by user

REQ FMBK 96. Should ability to define various TDS rates, works contract tax rates in the system and attach relevant rates to contractor based on the applicability

MIS Reports

REQ FMBK 97. Should provide functionality to develop routines, reports, and inquiries that compare subsidiary ledger balances (e.g., any integrated functional area) with the respective general ledger balance for integrity controls

REQ FMBK 98. Should generate trial balance summarized by account segment and in detail

REQ FMBK 99. Should produce general ledger reports for users elected accounts and periods

REQ FMBK 100. Should generate the following financial reports in user defined format Balance sheet, Income and Expenditure Account, Cash flow statement, Budget status report ( budget vs. actual by selected accounts/groups of accounts)

REQ FMBK 101. Should have all Online transactions registers on the basis of voucher type

Interlinking with other module

REQ FMBK 102. The system should be interlined with following modules

• Estate Management System

• Project Monitoring Information System • Personal & Payroll Module

• Assets management

REQ FMBK 103. The financial & accounting module should have integration with Estate management system The account should automatically be updated on Receipt following type of payment being made by allottee

• Receipt of Seed money • Receipt of ORS payment

• Receipt of HPS Installment

• Interest payment

• receipt of Penalty & Charges

REQ FMBK 104. The financial & accounting module should have integration with Estate management system The account should automatically be updated on event of following type transaction

• OTS Settlement of Allottee account

• Receipt of full & final of allottee account


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Requirement Id Requirement Description • Surrender of allotment by allottee

REQ FMBK 105. The financial & accounting module should have integration with Estate management system The account should automatically be updated on Receipt following type of payment being made by Tenants against rented income

• Receipt of Rent amount • receipt of security from tenant

• Refund of security amount to tenant

• OTS Settlement & waiver amount provided to tenants

REQ FMBK 106. The financial & accounting module should have integration with Estate management system and should have ability to calculate periodical projection of amount receivable by the estate section on account of following

• Lease Rent to be received against rented property

• HIPS installment amount to be received for Allottee

• Amounted to be recover from the defaulters (As per target assigned to the recovery staff)

REQ FMBK 107. The financial & accounting module should have integration with Personal & Payroll Management System The account should automatically be updated on Receipt following information from the HR Department

• Consolidated salary Bill

• Challan for payment of TDS amount • Challan for payment of EPF & PF

• Grant of Employees Loan

• Deduction of employees loan installment from salary account

• Release of employees gratuity

REQ FMBK 108. The financial & accounting module should have integration with Project Monitoring & Information System The account should automatically be updated on Receipt following information related to PMIS module

• Creation of Project Profile

• Milestone & activities defined for project

• Budget allocated to project and milestone corresponding to the projects • Physical Progress of project Vis-a vis financial progress of project

7.1.3. Scheme Information System Module


System Login


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RHB_SIM_1 The System shall be accessible to Internal RHB users as per the user roles specified

by the RHB for various components of RHBMS

RHB_SIM_2 The system should allow authorized users to access various functions, forms,



RHB_SIM_3 The system shall as a part of registration establish challenge and responsive

mechanisms for session validation for future online sessions. Details such as

username and password, challenge question and response answer should be asked

if login details are forgotten etc.

RHB_SIM_4 The system shall apply spam control measures like ‘captcha’ images during



RHB_SIM_5 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

RHB_SIM_6 The system should be accessible through centralized web application only for





o Estate Admin

o Estate officer

o Account officer

RHB_SIM_7 The system should be accessible through web application only, for add/ modify new

scheme it should be accessible to internal user authorised by Board for maintenance

of scheme database

RHB_SIM_8 The system should have the feature to define/modify/delete a new scheme by

authorized users.

Scheme Database

RHB_SIM_9 The system should provide interface to record the detail of each scheme. Indicative

list for fields to be captured is provided. However details to be captured shall be


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finalized in consultation with the RHB.

• Name of Project

• Location of Project (District /Circle/Division)

• Total Area of Project

• Type of scheme (Residential, Commercial etc)

• Unit details (Number of different type of plots/houses)

• Details of Commercial Area ( no of shops, club, parks, & other non

residential property)

• Land usage details (area of roads, parks, community facilities etc.)

• Other as per requirements of RHB

Details of Units

RHB_SIM_10 The system should allow user to create unit category like LIG, MIG, HIG etc.

RHB_SIM_11 The system should allow user to define unit description under each category. In case

of built house. For each category of unit, indicative list for fields to be captured is

provided.

• Total super area available in each unit

• covered area of unit,

• Total no of bed Rooms in unit

• Total no of bathrooms in unit

• Availability of storage space

• No of balconies & total area available for balconies,

• Parking area available

RHB_SIM_12 The system should allow user to capture no of units available under each category of

unit.

Allotment Criteria

RHB_SIM_13 The system should allow user to capture the special allotment quota available for

each category of unit

RHB_SIM_14 The system should provide feature to capture detail eligibility criteria for applicant to

meet special quota.

Rate Applicable per unit


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RHB_SIM_15 The system should allow user to capture rate per unit. These rate shall be depending

upon category of unit, and then category of applicants e.g price of a LIG category of

unit for general category will be different from sportsman category

RHB_SIM_16 The system should allow capturing different payment option for each category. The

RHB allows allottee to pay allotment charges on instalment mode. Further there is

some discount on lump sum payment also

RHB_SIM_17 The system should allow user to capture interest rate applicable on various payment

options,

Application Process

RHB_SIM_18 The system should be able to capture the complete workflow requires for application

process as per the guidelines of RHB, it should capture the step required and further

role base action required from application registration to final allotment of Unit.

Update Scheme Business rule

RHB_SIM_19 The system should allow designated authority to configure the workflow for

processing of application for each scheme, category of applicants and category of

unit as per the guidelines of Department of RHB. The designated authority should be

allowed to modify the workflow. However all audit trails shall be maintained in the

system and mandatory approvals should be required to be uploaded in the system if

required for the change


RHB_SIM_20 The system should have integration with following modules

• Project Monitoring Information System

• Application Digitization & Management Tools

RHB_SIM_21 The system should be integrated with other modules and ability to auto commit

required information to relevant modules and auto update relevant tables

Application Form

RHB_SIM_22 The system should have the provision to create, design and upload application form

for each scheme.

RHB_SIM_23 Application form should comprises the following fields e.g scheme code ,unit

category, allottee category, cast category, district code, gender code, qualification,


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income group code etc.

RHB_SIM_24 This form should have inbuilt validation check for field, in respect of data type, date

range, date format etc.

RHB_SIM_25 The system should have feature to publish and download the application from the link

on the web portal having detailed information about scheme and procedure for

application.

RHB_SIM_26 The system should have inbuilt validation check available on downloadable version,

in respect to data type, date range, date format, mandatory field. These validations

should also be available in off line mode.

RHB_SIM_27 The system should have the ability to capture and display FAQs and online help

related to filling & submission of application form.

Notification for Application Form

RHB_SIM_28 The system should have ability to capture the following dates for submission of form

• Form publish date on internet,

• last date for online form submission through online mode,

• last date for form submission by hand

RHB_SIM_29 The system should provide feature to define partner bank for submission of

application form, the system should capture following details about partner bank,

indicative list for fields to be captured is provided. However details to be captured

shall be finalized in consultation with the RHB.

• Bank Name

• Branch Name

• Branch code

• Branch Address

• Account Type

• Account No

RHB_SIM_30 The system should have integration with web portal for the following details:

• About scheme

• Project Layout Plan

• Unit wise layout Design

• Eligibility Criteria (General category)


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• Eligibility Criteria (Special Reserve category)

• Category wise unit price

• Payment Stages

• Payment Installation mode (discount on the basis of payment mode)

• Special Discount (if Applicable)

• FAQs related to Application

Scheme Monitoring

RHB_SIM_31 The system should provide feature to create generic milestone required for any

scheme, these milestone should also be interlinked with PMIS module.

RHB_SIM_32 The system should allow designated authority to automate the workflow involved with

each milestone. Indicative list of mile stone is as under

• Land Acquisition

• Land Survey,

• DPR Preparation,

• Design Template,

• Clearances From Competent Authorities,

• Execution of Construction Work

• Unit Cost Estimation

• Formation of Allotment Committee

RHB_SIM_33 The system should allow authorized user to select milestone required for particular

scheme and further allows user to customize milestone basis workflow for the

respective scheme along with supporting documents

The designated authority should be allowed to modify the workflow anytime during

the proceedings. However all audit trails shall be maintained in the system and

mandatory approvals should be required to be uploaded in the system if required for

the change.

RHB_SIM_34 The system shall be able to facilitate dissemination of information about the scheme

to stakeholders such as registered users, existing allottee and concern employees

through preferred medium and through the online web application

RHB_SIM_35 The system shall allow authorized user to update the parameters of the scheme with

necessary supporting data


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RHB_SIM_36 The system should have the ability to assign role of registered board representative

for various approvals as per the workflow defined in line with laid down approval

policies of the board ( e.g. Verification Officer)

RHB_SIM_37 The system shall allow authorised user to update scheme status in terms to

• Application Open

• Application closed

• Allotment completed

RHB_SIM_38 The system shall allow authorised user to close the scheme with support documents

as per the guidelines of the scheme.

Search Option

RHB_SIM_39 The system shall allow authorized personnel to access the details of the various

schemes. System shall allow search facility by different parameters like scheme wise

information, scheme wise allotments etc.

RHB_SIM_40 The system shall be able to monitor the performance of running scheme against the

configured parameters.

RHB_SIM_41 The system shall be able to link the schemes that are conducted in a series or

periodically.

MIS Reports

RHB_SIM_42 The system should be able to generate MIS reports as per the requirements of the

department. The system should be able to generate various reports according to

board, circle, division or revenue district. The indicative list of scheme is as follows:

• Date wise initiation of Scheme

• Scheme where fresh application have been closed

• Scheme where allotment have been done

• City wise Scheme

• Scheme wise quota for a particular user category

• Scheme wise No of units available under each unit category


RHB_SIM_43 The system should be interlined with other modules

• Scheme Information System Module


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• Estate Management Housing Module

• Personal and Payroll

RHB_SIM_44 The system should be integrated with other modules and ability to auto commit


7.1.4. Project Monitoring Information System (PMIS) The project execution and monitoring module will involve checking of Project plan for the project including

schedule, resources, deliverables, dependency on deliverable and other details as required for different

types of projects. Further this module will provide feature to compare physical target achieved against the

plan, to map physical and financial progress against fund allocation and further to the extent of

expenditure utilization certificate,


System Login

REQ_PM_1 The System shall be accessible to following users

• Internal RHB users as specified by the RHB for various components of

RHBMS to record

o All type of Movables, Immovable assets

o Upload of legal documents related to assets

o Dispose of assets

o maintain assets

REQ_PM_2 The system should allow authorized users to access various functions, forms,


permissible as per guidelines and policies of the RHB

REQ_PM_3 The system shall apply spam control measures like ‘captcha’ images during



REQ_PM_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Activity Planner

REQ_PM_5 The system must provide the following to automate the Project execution and

monitoring process:


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The Creation of a project plan with the milestones, resources and deliverables

• Entry of the project status periodically

• Generation of periodic status reports and alerts for important

deliverables and milestones

• Linking of the Project execution with the Financial and HR modules

• Workflow process for project for monitoring and change in the Project plan

REQ_PM_6 The system should provide complete facility to add/ edit/ review/block activity, sub

activities and other task related to Activities.

REQ_PM_7 The system should provide a workflow for the approval of activities wherever

required. The user may specify the task and stage related to activity. e.g for

approval of DPR system will comprises sub activities like finalisation land, location

of land, clearance from revenue department, rough estimation, bill of quantities,

clearance from internal accounts branch etc.

REQ_PM_8 The system should provide the facility to define start date, target date, priority,

ownership, weightage,

Work Flow

REQ_PM_9 The system should allow designated authority to define activities /deliverable and

further configure work flow required for the completion of activities. The board may

set some default work flow for each activity according to their business rule but any

operational office can further be allowed to add /customize the micro level work flow

as per their structure. Indicative list of activities/mile stone requires for completion

of each scheme/project is as under

• Demand Survey

o Assess Demand

o Assess Quantum

o Assess Typology

• Site Selection Methodology

o Assessment of land change Use

o Assessment of approach road

o Availability of Water Resources

o Availability of Power

• Techno economic Feasibility study


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• Conceptualization of Project

o Approval of Internal process

o Project Estimate

o Funding provision

o Approval of Board

o Approval by Government

• Appointment of Architecture

o Finalisation of layout

o Buildings Design

• Approval of layout and buildings from Regulatory Authorities

o EIA (Environmental Impact Assessment)

o State Pollution Control Board

o Central Pollution Control Board

o ASI (Archaeological Survey of India)

o AAI (Airport Authority of India)

o Department of Irrigation

o Town Plaining Department

o Power (State Electricity Board)

o Local Bodies Department

• Prepare Detail Estimation (DPR)

• Technical Sanction

• Administrative sanction

• Selection of contractor and

• Execution of work

Resource Allocation

REQ_PM_10 The system shall provide resource allocation system for the ownership of each

activity, wherein system will be able to define resource owner, responsibility of

owner till micro level, weightage of his ownership etc. The system should have

interlinking with Personnel and Payroll Module for associate resource on a project,

it should fetch employee from existing database only.

REQ_PM_11 The system should have the provision for maintaining the skills enhancement


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database of all employees in board working on projects.

REQ_PM_12 The system should have the provision for review of the skills database of

employees to enable resource allocation to projects.

REQ_PM_13 The system should have the provision for resource allocation module to update the

database of the employees for the projects allocated from time to time.

REQ_PM_14 The system should have the provision for performance management module to

enter the performance of the employees based on the status of the projects.

Dependency

REQ_PM_15 The system will provide system to define interdependency of each activity and sub

activity within the activity

Consolidation and Approvals of Activities

REQ_PM_16 A comprehensive workflow process will need to be implemented for the

approval process to ensure that necessary approvals are taken based on the

authority levels.

Online Authorization, Review of Activities

REQ_PM_17 The system should facilitate life – cycle based Program and Project Planning

approach.

REQ_PM_18 The system should facilitate online project scheduling and generation and allocation

of job number.

REQ_PM_19 The system should also facilitate online review, authorization and approval by the

concerned authority as per the Basic Schedule of Powers.

Financial Progress Tracking

REQ_PM_20 The system shall provide detail information for head and sub head wise fund

allocation, these fund allocation may be tag along with activities. Further the

milestone stage of release of payment will be tag according to sub activities.

REQ_PM_21 The system will allow all level of user to report for fund utilization against their

respected fund allocated to them. It will provide to drill down to the state to district

wise and also activities to sub activities wise report.

Action Points Tracking


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REQ_PM_22 The action point tracker will provide the system to escalate the problem and action

required to the higher authorities. e.g divisional office may escalate some action

point where circle office /Zonal office intervention is required subsequently the

Circle office will escalate the action point need to addressed by the Zonal office/Ho

or at state Government. Similarly district administration intervention and external

departmental intervention would be required at some stage of the project, for the

system to escalate the problem.

REQ_PM_23 Further each action will be tag with their respective activities, sub activities and up

to task level.

REQ_PM_24 The system will automatically alert popup for delayed activities being carried out at

below level. The user will be imparted to drill down into the details of delay. e.g if

circle office notice a delay in particular activities then he may grill down till the sub

activities and task which cause delay. There user will be empowered to identify the

person responsible for delay and impact of delay on overall activity user can also

give instruction to the responsible person or escalate the problem to higher

authority.

MIS Reports

REQ_PM_25 The system will be able to generate MIS reports for almost every stake holder.

These reports can be generated on the basis of activities, stake holder as well as

state also. These will be provision to drill down the reports till task level. However

the DIT will get consolidated reports of all state, then they may drill down state

specific reports also. Similarly state will get consolidated report of all districts but

further user will be able to drill down each district also. The following reports may

be generated

• Periodic activities wise status in term of Progress, completed, not

completed (monthly, weekly, fortnightly - as per the requirement of

the department).

• Project status along with line Activities, Sub activities and Task and

Sub task

• Fortnightly status of each zone /circle/ division

• Action Point Required at Zonal level

• Action points required at circle Level


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• Action Point Required at District administration Level/ external

department level

• Action required at state Government level or central government

ministry level

• Activities wise fund utilization

• Comparison of Fund allocation vis-a vis physical progress

• Comparison of Fund allocation Vis-a vis fund utilization

• Delayed activities

• Long time delayed activities

• Delay in various tasks.


RHB_PM_26 The system should be interlined with other modules


• Personal and Payroll

RHB_PM_27 The system should be integrated with other modules and ability to auto commit


7.1.5. Asset Management Module RHB owns and manages large number of building, houses, land and other assets like parks, gardens in

the state. The Asset management Module will provide overview of each of these assets. Asset

Management system shall take care of all the assets / part of the assets from the date of receipt of the

asset from the manufacturer / construction of the fixed assets, their operation, Maintenance till de-

commissioning and disposal.


System Login

REQ_ASM_1 The System shall be accessible to following users



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RHBMS to record

o All type of Movables, Immovable assets

o Upload of legal documents related to assets

o Disposal of assets

o Maintenance of Assets

REQ_ASM_2 The system should allow authorized users to access various functions, forms,


permissible as per guidelines and policies of the RHB

REQ_ASM_3 The system shall apply spam control measures like ‘captcha’ images during



REQ_ASM_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

REQ_ASM_5 The system should be accessible through centralized web application only for





o Dy Housing commissioner

o Estate officer

o Estate User

o Account officer

Field to capture

REQ_ASM_6 The system should have the ability to capture the attributes of the Fixed / Movable

Assets.

Asset Register

REQ_ASM_7 The system should have the provision that the asset data base should have all

classification based on specification, make, type, location etc. and could be traced

and grouped on any combination.

REQ_ASM_8 The system should have the capability to automatically generate codification of


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assets for identification by unique number.

REQ_ASM_9 The system should have the provision of maintaining an electronic copy of

necessary revenue documents pertaining to asset like land registration details,

copy of mutation, layout plan, necessary approvals etc.

REQ_ASM_10 In case of any machinery, the system should have provision to record the technical

documentation pertaining to asset.

REQ_ASM_11 The system should have the details of building along with block wise details, and

then floor wise details.

REQ_ASM_12 The system should have feature to add the details of addition in the asset e.g.

addition of new block in the building.

REQ_ASM_13 The system should have feature to add the modification made in the assets like

construction of additional room in a block.

REQ_ASM_15 The system should have the capability to track assets wherever the asset moves in

its life time, maintain the asset history, maintenance records and location of the

assets.

REQ_ASM_16 The system should be capable of tracking the details of the asset in transit, asset in

service at each location etc.

REQ_ASM_17 The system should be integrated with the estate management system and with

PMIS.

Transfer & Movement of Assets

REQ_ASM_18 The system shall have facility to migrate the available asset and maintenance data.

REQ_ASM_19 The system should be capable of tracking assets, its associated costs as it moves

to various locations.

REQ_ASM_20 The system should have facility to provide book value of the assets at any time

based on the calculation with the available input details (initial cost, year of

commissioning / construction and Rate of Depreciation).

REQ_ASM_21 The system should be able to create association between people and assets based

on authorization.

REQ_ASM_22 The system should have capability for linking assets with the related spare parts

which, in turn, should be linked to the inventory

REQ_ASM_23 The system should have the ability to track all aspects of warranty, latent defect,


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extension of warrantee etc.

REQ_ASM_24 The system should have the ability to show different status of asset at any point of

time such as service, breakdown, idle etc

REQ_ASM_25 The system should have the ability to create association between equipment serial

number and location to perform asset physical inventory of the asset.

Maintenance of Assets

REQ_ASM_26 The system should have provision to generate Annual Maintenance Plans for each

asset as per standard maintenance schedule

REQ_ASM_27 The system should have ability to define different activities sequentially (each with

its own parts, labour and tools requirements) for different maintenance process.

REQ_ASM_28 The system should have the ability to view comprehensive and detailed planning

information such as work plans, schedules, costs, materials etc.

REQ_ASM_29 The system should have ability to create cost of maintenance based on the persons

employed, materials used and time for maintenance.

REQ_ASM_30 The system should support both Preventive Maintenance and Breakdown

Maintenance functionalities.

REQ_ASM_31 The system should have ability to capture Repair / Maintenance notifications,

Repair / Maintenance orders

REQ_ASM_32 The system should have ability to capture all Repair / Maintenance work carried

out, Materials / parts replaced etc

REQ_ASM_33 The system should capture the Complete Repair / Maintenance History.

MIS Reports

REQ_ASM_34 The system should generate the following main MIS reports related to Asset

management

• Assets Registers with grouping

• Non-Revenue Infrastructure and Social Assets

• Rental/lease assets

• Current fixed assets

• Assets for Corporation use: Land, Building, Furniture &

Fixtures, Vehicles, Other assets


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RHB_ASM_35 The system should be interlined with other modules


• Project Monitoring Information Module

• Personal and Payroll Module

RHB_ASM_36 The system should be integrated with other modules and ability to auto commit


7.1.6. Personnel and Payroll Module The system will provide feature for online generation of Employee List ID wise and Employee Code,

Employment listing, transfers, leaves, service records etc. The system should be designed to provide

below mentioned information.

Requirement ID Requirement Description

System Login

REQ_PPM_1 The System shall be accessible to following users

• Internal RHB Internal users as per specified by RHB for various

components of RHBMS for employees registration, maintain employees

service book, any modification in service book, leave management, salary

generation, PF and EPF maintenance

• RHB employees

o View salary Slip

o Submit Travel bill

o Submit leave application

o View leave details

REQ_PPM_2 The system should allow authorized users to access various functions, forms,




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REQ_PPM_3 The system shall apply spam control measures like ‘captcha’ images during



REQ_PPM_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

REQ_PPM_5 The system should be accessible through centralized web application only for





o HR Admin (Secretary RHB)

o HR officer

o Accounts officer

o RHB Employees

Fields to capture

REQ_PPM_6 The system should be able to record and store Master Data Information for an

Employee. Indicative list of fields required to be captured for each employees are

as follows:

• Name of employee

• Father’s Name

• Date of birth

• Employee Cast category (SC/ST/OBC/Others)

• Religion


• Current Address

• Education Qualification

• Previous Employment

• Phone Numbers / Contact Information

• Work Experience


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• Languages known

• Family Information

• Employee photo, Signature

• Passport details

• PF number

• Bank account information (salary Account)

• Employee class – (permanent employees, temporary employees, contract

workers, project teams, etc.)

• Location (HO/zone/ward/branch)

• Department

• Job code/designation

• Grade/cadre

• Date of joining

• Identification Mark for verification

• UID Number (optional)

• Date of probation/confirmation

• Date of termination/retirement

REQ_PPM_7 The system should have ability to capture details (service record history) as per

the service book being maintained by RHB. The following are indicative

requirements of service book data:

• Details of Appointments

• Promotions during job

• Additional charges held

• Posting / transfer of officers upon their promotions

• Routine Transfers during Job

• Deputation, temporary transfers

• Increments during Job

• Date of pay rate change, etc – Increment

• Date of pay grade/scale change


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REQ_PPM_8 The system should have ability to record the training attended by employee during

his tenure with RHB.

REQ_PPM_9 The system should have ability to capture information when an employee receives

an award and appreciation.

REQ_PPM_10 The system should have ability to capture details of all administrative actions taken

against the employee, in regard to

• Charge sheet issued to employee

• Temporary suspension from job

• Any vigilance enquiry

• Any departmental enquiry

REQ_PPM_11 The system should have ability to record annual confidential report of employee as

per the formats and guidelines of RHB, the formats shall be varied according to

role and designation of employee

REQ_PPM_12 The system should allow authorized user to configure the workflow as per the

guidelines of RHB for following activities

• Promotion of Employees

• Change in basic pay increment

• Transfer & posting of Group A officer

• Transfer & Posting of Group B Employees

• Transfer & Posting of Group C employees

• Suspension of employees

• Department enquiry against employee

• Assign additional charge to employee

• Handing complaint made by collogue/ co-worker

• Handling complaint made by senior/ boss

• Sanction of leave for leaving India ( visits to other countries for

conference/ seminar/ workshop)

• Acceptance of resignation

• Issue of relieving certificate


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• Processing of annual confidential report

• Permanent Reliving formalities

• Reliving during transfer & posting

• Joining procedure during transfer & posting

• Appointment of casual/ contractual employee

Designated authority should be allowed to modify the workflow anytime during the

proceedings. However all audit trails shall be maintained in the system and

mandatory approvals should be required to be uploaded in the system if the

workflow is required to be changed.

Leave Management

REQ_PPM_13 The system should have ability to record Definition and maintenance of leave

calendars for different types of leave depending upon the pay scales of the

employee

REQ_PPM_14 The system should provide feature to create master for all types of leave like CL,

PL, ML SL extra-ordinary leave, special leave etc

It should have ability to configure leave eligibilities for each type of employee in

accordance to designation/ basic pay/ gender of depending on the rules specified

by RHB

REQ_PPM_15 The system should have the ability to maintain rules for leave taken in terms of

rules for availing leave, enchasing leave, accrual of leaves, lapsing of leaves,

ceilings for accumulation of leaves, rules for combination of leave types, etc.

REQ_PPM_16 The system should have the provision to accounting of leave including automatic

credit of leave and also provision with manual credit / debit / modification /

cancellation etc.

REQ_PPM_17 The system should have the provision for leave cancellation and leave extension /

amendments advancement, postponement of leave.

REQ_PPM_18 The system should have the provision for calculating the leave avail-ment / carry

forward leave as laws laid down by the Board / Government.

REQ_PPM_19 The system should have the provision for interlinking of Leave management to


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payroll and employee history

Transfer & Posting

REQ_PPM_20 The system should have the provision that the transfer/redeployment of officers is

done based on requirement/sanction strength of different regions/zones

REQ_PPM_21 Maintenance of transfer records of specialist transfer, identification of vacancies

and issue of transfer orders based on the recommendations received from the

respective cell/operational office

REQ_PPM_22 Generation of list of eligible staff members for transfer based on the user defined

criteria (like those who completed 3 years service at one place, those who working

more than 10 years in one region, those who have not worked outside the state in

a particular scale or overall position)

REQ_PPM_23 Maintenance of exemptions given in transfers with a facility to record the reasons

for the same

REQ_PPM_24 The system should have the provision to record the transfer orders

cancelled/deferred/modified and follow up with the respective regional/zonal

offices for implementation

REQ_PPM_26 The system should have the provision to capture the details of officers on

deputation to outside agencies, etc.

Payroll Configuration

REQ_PPM_27 The system should have the provision to store current & previous rules/rates in the

system with date effected and date implemented so that previous claims (arrears)

can be calculated with date effected & date implemented

REQ_PPM_28 The system should provide feature to create master for all types of allowances

and deduction

It should have ability to configure allowances & deduction eligibilities for each type

of employee in accordance to designation/ basic pay/ posting location of

depending on the rules specified by RHB


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REQ_PPM_29 The system shall be rule based and configurable in nature so as to permit changes

in Compensation structure and tax structure

REQ_PPM_30 The system should allow for the computation of the following elements:

Fixed Pay elements applicable to all employees Like Basic, PF, Special

Allowance, Conveyance Allowance etc.

Variable Pay elements based on parameters Like options exercised by the

employee, place of duty etc (CCA, HRA, Recoveries Like LIC, NIC)

Formula based Pay elements like (DA as a % of Basic) and combination of the

above.

REQ_PPM_31 The system should have the ability to process scale and non-scale increments,

based on inputs from Administration department

REQ_PPM_32 The system should have the ability to configure pay groups and pay check

sequences.

Payroll Integration

REQ_PPM_33 The system should have the ability to accept list of employee details, leave details

and increments details as a data entry input from each cell, as an input for payroll

processing

REQ_PPM_34 The system should have the ability to integrate with administration module ( to be

incorporated in Phase II of the project) to accept employee details, leave details

and increments details directly from employee service book

REQ_PPM_35 For each employee, system should have the ability to use Employee Master data

of such as:

• Name of employee

• PF Account No.

• Name of Father / Husband

• Date of birth

• Basic Pay

• Designation

• Date of Joining service


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• Nomination details

• Name & address of nominee

• Relationship with subscriber

• Age of Nominee

• Share payable to each nominee

• Other user-defined fields / service book attributes

REQ_PPM_36 The system should have the ability to transmit payroll information to Finance and

Accounts module ( to be incorporated in Phase II of the project) with seamless

integration

REQ_PPM_37 The system should have the ability to integrate the system to fetch the data from

Attendance system, Time recording system, Benefits Administration System

(Earnings Master, Deduction Master), General Ledger Account

Payroll Processing

REQ_PPM_38 The system should have the ability to flag and track exceptions

REQ_PPM_39 The system should have the ability to generate different payrolls per cycle period.

REQ_PPM_40 The system should have the ability to generate payroll registers

REQ_PPM_41 The system should have the ability to transmit all payroll information electronically

after aggregation of information at circle level, division level, sub division level

other operating offices for processing at headquarters

REQ_PPM_42 Ability to process payroll on the following frequencies:

• Weekly

• Monthly

• On-demand (i.e., exceptions, terminations, vacation advance, court order,

ratification)

REQ_PPM_43 The system should have the ability to allow for deductions under Rules like

• General Provident Fund

• Advances


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• Income Tax/ Surcharge

• House Monthly Installment (in case purchased from RHB)

• House Rent Recovery

• Employee Welfare fund

• Others (User Defined)

REQ_PPM_44 The system should have the ability to define multiple direct deposit accounts for

each employee.

REQ_PPM_45 The system should have the ability to produce a supplemental payroll.

REQ_PPM_46 The system should have the ability to automatically recover salary advances.

REQ_PPM_47 The system should have the ability to support deferred salary calculations (e.g.,

work 9 months, pay over 12 months).

REQ_PPM_48 The system should have the ability to calculate a "net pay" deduction for direct

deposit.

REQ_PPM_49 The system should have the ability to set a defined amount for direct deposit.

REQ_PPM_50 The system should have the ability to support arrears calculations, which shall

support payroll increases with retrospective benefit.

REQ_PPM_51 The system should have the provision for TDS calculations (if any) & tracking of

TDS payable to the Government of India.

REQ_PPM_52 The system should allow the calculation of pay based on Compensation Rules like:

• Years of Service

• Grade

• Location

• Employee Type

• Others (user Defined)

REQ_PPM_53 The system should have provision to maintain/ configure pay elements like LTA

and Medical, Service Award etc.


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REQ_PPM_54 The system should allow the setup of multiple payrolls with different payroll

administrators & combining payroll

REQ_PPM_55 The system should allow restriction of administrative functions to a few select

payroll users

REQ_PPM_56 The system should have a data upload facility to upload history payroll data

REQ_PPM_57 The system should allow the maintenance of slab wise details for statutory

elements like Income Tax, Professional Tax as well as user defined elements

REQ_PPM_58 The system should allow for the calculation of the following kinds of pay elements

• Basic/ Leave Encashment

• Special Pay/ Allowance/ Personal Pay

• Dearness Allowance

• House Rent Allowance

• City Compensatory Allowance

• Tuitions Fees

• Children’s Education Allowance

• Washing Allowance

• Conveyance Allowance

• All Loans & funds

• Accounting at PF, LTS, Pension, Gratuity, Leave etc.

• Transport Allowance

• Others (User Defined)

REQ_PPM_59 The system should allow for advance payments: Fixed Value amounts or Formula-

based Amounts

REQ_PPM_60 The system should allow the capture of deductions at user defined fixed values or

as a percentage of some pay elements / Flexibility to relax user defined caps.

REQ_PPM_61 The system should Allow the following calculation of onetime payment of

allowance and / or deduction:

• Incentive, arrear, ex-gratia, uniform, lease / conveyance maintenance,


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Foundation day, etc.

• By Amount: enter amount to be deducted or payable - by Days: enter

number of Days for system to compute the amount based on Basic Pay or

gross Pay and/or any other component of Pay

• By Percentage: enter percentage for system to compute the amount

based on basic pay or gross pay and/or any other component of pay

REQ_PPM_62 The system should Calculate recurring payments and / or deductions using the

same criteria as onetime payment / deduction

REQ_PPM_63 The system should have the ability to allow for input of start and end date for

recurring payment / deduction

REQ_PPM_64 The system should have the ability to combine travel and expense

reimbursements with other payables and pay with one check at user's option.

REQ_PPM_65 The system should Automatically update Payroll database for changes in

employee record without interfering with payroll processing (e.g. Promotions in the

middle of month)

REQ_PPM_66 The system should have a full and Final settlement process in place

REQ_PPM_67 The system should provide a final settlement report for each terminated employee

REQ_PPM_68 The system should have provision to suspend Payroll runs or control final

settlement processing on a case to case basis

REQ_PPM_69 The system should have the provision to run separate bonus/ incentive runs

REQ_PPM_70 The system should provide the capability to handle unlimited pay account codes

and drawing banks

REQ_PPM_71 The system should have a provision to process Arrear and backdated (Retroactive

Pay) Payment calculations

REQ_PPM_72 The system should have the provision to recover advances in subsequent pay

periods with a single transaction

REQ_PPM_73 The system should have Linkage to leave, punishments, suspension period,


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promotion, location, qualifications (Core HR information database)

REQ_PPM_74 The system should have the ability to calculate HRA Rebate for Income tax

computation.

REQ_PPM_75 The system should handle LTA and Medical exemptions as per the Income Tax

Rules

Maintain PF and Gratuity

REQ_PPM_76 The system should allow the capture of the following kinds of information for an

employee:

• PAN No

• Ex Serviceman Information

• Residential Status

• PF Number

• Pension Fund Number

• Dependant info.

• The system should capture Previous Employment Information like

• Designation

• Annual Salary

• PF Number

• PF Establishment code

• No of LTC availed in the previous block

• No of LTC availed in the current block

• Leave Encashment amount

• Gratuity Amount

• VRS Amount

• Gross Earning for the current tax year

• PF deduction for the current tax year

• Professional tax paid in the current tax year

• TDS deducted for the current tax year


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REQ_PPM_77 The system should have the ability to calculate the Gratuity of the employees.

REQ_PPM_78 The system should handle Provident fund rules

REQ_PPM_79 The system should Capture Nomination Information like

• Nominee Details

• Relationship with employee

• Percentage

• Guardian Information for minors

• Other Required Fields

REQ_PPM_80 The system should have the ability to generate P.F. schedules, P.F. Annual Slips

etc.

REQ_PPM_81 The system should have the ability to process P.F. Final claims, Gratuity

calculations based on user-defined configurable rules

REQ_PPM_82 The system should have the ability to process Family Pension Return in Form No.

7 and 8. (available on the department website)

REQ_PPM_83 There should be a report generated before posting of salaries at month end. This

would ensure that the system allows checking of data prior to posting

REQ_PPM_84 The system should have the ability to calculate and incorporate bonus based on

user-defined formula

REQ_PPM_85 The system should have the ability to process L.P.C. & Salary details of

transferred employees/officers

REQ_PPM_86 The system should have the ability to generate challan of statutory payments such

as I. Tax, P. Tax

REQ_PPM_87 The system should have the ability to process I.T. Certificate Form 16, 24,

Quarterly statement 24Q

REQ_PPM_88 The system should have the ability to process I. Tax calculation for each employee

REQ_PPM_89 The system should have the ability to generate advance leave salary bill


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REQ_PPM_90 The system should have the ability to generate salary slip and print it on pre-

printed stationery

REQ_PPM_91 The system should have the ability to allow for workflows to replicate existing

stages of approvals, audits and authorizations

REQ_PPM_92 The system should have the ability to print all Paychecks / Direct Deposit Receipts

outputs in English and Marathi

MIS

REQ_PPM_93 The system should provide suitable MIS to designated officer at predefined

periodicity. These MIS should have parameters to configure option to be delivered

through email, or dashboard, or access by the designated user. Indicative but not

comprehensive list of MIS include:

• Generation of seniority list

• Reporting capabilities for AdHoc Reporting

• Reports on Demographics

• Reports on Vacancies

• Report on Employees Salary Details

• Report on Leave Availed

• Report on Leave Entitlements

• Employee Attendance List for a Business Event

• Budget Comparisons

• Headcount Report

• Report on time spent in a grade

• Transfer List

• Form 16 with Form 12 BA

• Form 24

• Provident Fund Returns: Monthly returns to the Regional Provident Fund

Commissioner for joining (Form 5) or leaving employees (Form 10) and

• Contributions paid (Form 12A) as well as monthly returns for Pension

contributions for exempted trusts for joining (Form 4) or leaving employees


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(Form 5) and the contributions paid (Form 6)Professional Tax returns

• Ability to generate reports branch wise with / Account head wise

Classification form 6 and Form 7, the half yearly returns to be generated

by the payroll for the eligible employees with the relevant annexure listing

the employees and the amounts earned and deducted

• Ability to calculate actual leave balance at any point in time

7.1.7. Application Digitization & Management A computerized database shall be generated for all the application receiving under various schemes.

The web interface shall be provided to the citizen for submission of on line application form. This will be

pre allotment procedure and it shall be capture following information

• Publication of advertisement for the allotment of houses under scheme

• Interlinking of application form with scheme database for allotment criteria, application money,

form fee, eligibility criteria and other documents required for eligibility

• Generation Publication of downloadable application form in XML embedded

• Facility for Online submission of form

• Facility with tools to digitization application form through OCR scanning

• Intimation to success full applicant after lottery

• Prepare a waiting list along with seniority list

• Refund of application money to the unsuccessful applicants


System Login

REQ_ADM_1 The System shall be accessible to following users


RHBMS like submission of application, processing of application,

accept/reject application,

• Register applicants for submission of application form, track their

application statement till issue of allotment letter

REQ_ADM_2 The system should allow authorized users to access various functions, forms,




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REQ_ADM_3 The system shall as a part of registration establish challenge and responsive

mechanisms for session validation for future online sessions. Details such as

username and password, challenge question and response answer should be

asked if login details are forgotten etc.

REQ_ADM_4 The system shall apply spam control measures like ‘captcha’ images during



REQ_ADM_5 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

REQ_ADM_6 The system should be accessible through centralized web application only for





o Estate Admin

o Estate officer

o Estate User

o Account officer

• Register Applicant

Fields to be Captured

REQ_ADM_7 Following is the list of indicative field which needs to be captured through the online

application form. However, the final list would be prepared in consultation with

RHB:

• Division/ RHB Office

• Sector/Colony

• Scheme

• Name of Applicant

• Father/Husband Name

• Date of Birth

• Nationality


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• Photo Identity Card Type/ Number

• Source Of Income salaries/ Non Salaried

• Corresponding address


• Mobile no

• Email Id

• Total family Income (self+ Spouse)

• Whether Income tax payee (Year wise IT return)

• Income slab

• Details of application money (bank name, DD no, date)

• Payment Mode Opted (ORS/HPS)

• Applicant Category (in which quota applied)

• Bank account Details of applicant (Bank account, Name, Branch)

• Whether applicant hold any lease hold/free hold property if yes then details

of property

REQ_ADM_8 The system shall provide interface to record following sub set of form along with the

main application form. Indicative list of forms is as under however formats and

fields of these forms shall be discussed and finalized with the RHB

• Challan of Application Money

• Nomination Form

• Declaration form

• Acceptance Form

Application Submission

REQ_ADM_9 The system should have the ability to provide electronic form for submitting the

application in following three modes for every scheme available

• Registered user may download form, fill the form in off line mode and then

upload the application form through their respective account

• Registered user choose to fill online application form wherein user should

be allowed to fill the application form in online mode and submit

• The system should provide interface to the office user for filing application

on behalf of applicant and capture the details


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REQ_ADM_10 The system should perform data validation checks on the input such as data

formats, completeness of the form in terms of mandatory fields, etc. In case of any

validation failure, the system should display an appropriate error message.

REQ_ADM_11 The system shall apply spam control measures like ‘captcha’ images during


data is not submitted by non-humans

REQ_ADM_12 The system should validate last date of form submission for respective scheme in

case current date is greater than last date then system should display an

appropriate error message

REQ_ADM_13 The system shall require entries from the user for certain important information

items entered twice. For example email id needs to be captured correctly if email is

the preferred mode of communication

REQ_ADM_14 The system should have the ability to select the scheme for which he/she may wish

to apply for

REQ_ADM_15 The system should have the ability to select the unit category for which he/she wish

to apply for

REQ_ADM_16 The system should have the ability to select the special applicant category for

which he/she wish to apply

REQ_ADM_17 The system shall provide online help in regard to selection of code

• District code

• Scheme Code

• Unit category

• Special applicant Category

• Cast category

• Income group category

• Any department specific code applicable for respective scheme

REQ_ADM_18 The system shall provide adequate aid to the user in the form of online tutorials,

"How Tos", FAQs, etc that can be used on their own to familiarize themselves with

keying-in the registration data and the registration process

REQ_ADM_19 The system should provide feature to download application form in XML format and

fill it in off line mode, downloadable form should have inbuilt validation check, in


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regard to date range, date formate, field length, data type etc..

REQ_ADM_20 The system shall authenticate the external users through login credentials prior to

providing access to update the record

REQ_ADM_21 The system should have the provision for periodic automatic saving of the data

entered by the applicant during a live session and should make the data available

to applicant as intermediate save even after expiry of session.

REQ_ADM_22 The system should have the ability to save form in draft mode before final

submission. The system should allow the applicant to add/ modify details in the

draft version.

Upload Supporting Document

REQ_ADM_23 The system should have the ability for seamless integration with the document

management system with tagging of the uploaded documents to the unique

application number and easy retrieval based on the application number.

REQ_ADM_24 The system should have the ability to upload supporting documents/supplement

documents in permissible formats for each scheme / scheme component as agreed

with the Department e.g. pdf, doc, rtf etc.

REQ_ADM_25 The system should prompt user to select file format before uploading, further there

should be ability to validate the file formate at time uploading, in case format does

not match the system should give error message

REQ_ADM_26 The system should prompt user to select the document category for which

document is being required and further document name e.g ID proof is document

category and Driving licence is document name

REQ_ADM_27 The system should have the ability to validate the file format of document in case

system does not support file type then it should give error message “the system

does not recognize this file format”

REQ_ADM_28 The system shall allow user to define maximum size of file for each category of

document. In case file size exceed the permissible limit then system should raise

alert message “file exceeded the maximum allowed size”

REQ_ADM_29 The system should have the ability to resubmit revised documents, however

previous versions shall not be deleted but suitably archived as per relevant cases

or re submission etc.


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REQ_ADM_30 The system should have appropriate restrictions on various modes e.g Draft,

Submitted, Processed, Held etc

REQ_ADM_31 The system should have the ability to flag relevant documents to be attached.

Application Money

REQ_ADM_32 The system should have integration with partner bank for use of payment gate

facility

REQ_ADM_33 The system should allow register user to transfer payment through net banking

facility, the payment being made by applicant should directly transfer to the RHB

bank account in its respective account code

REQ_ADM_34 The system should allow office user to capture the payment details on counter and

generate receipt of payment for applicant, the receipt should comprise

Application Acknowledgement

REQ_ADM_35 The system shall allow register user to submit application form without attachment

of supporting document and application money, but in such event system should

save application on hold mode till time applicant submit requires document and

application money either through online, with partner bank, directly at office counter

or any other mode as desire by Board.

REQ_ADM_36 The system should have the ability to generate unique reference number for

application submitted, which shall flash on the screen for future reference and

tracking of the application.(Application number)

REQ_ADM_37 The system should have the ability to save and print acknowledgement number

only after submission of all supporting documents and application money.

REQ_ADM_38 The system should have the ability to send auto email confirmation to the registered

email id of the applicant at various stages of the application cycle as agreed with

the Department.

REQ_ADM_39 The system should have the ability to send auto SMS confirmation to the registered

mobile number of the applicant at various stages of the application cycle as agreed

with the Department.

REQ_ADM_40 The system should have the ability to track the status of the application through

web portal

REQ_ADM_41 The system should have the ability to display audit and version history and tracking


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of the application

REQ_ADM_42 The system should have the ability to view / publish MIS reports based on various

filter parameters as per the format of Board

Processing of Application

REQ_ADM_43 The system should have the ability to commit the application through configured

workflow for approval and communicating necessary alerts and messages to roles

in workflow through email and SMS only after validating that required information

has been provided by the applicant. Otherwise flash appropriate

messages/reminder SMS/reminder eMail for the applicant.

REQ_ADM_44 The submitted Application form must be available to the authorised user of RHB in

read-only form. Any required changes will have to be requested by the Board and

made at the applicants end.

REQ_ADM_45 The system should automatically notify information on the dash board of designated

authority as per the business rule applicable for respective scheme. The system

should allow the designated authority to forward the application to next level

authority for verification; this should be allowed as per business rule applicable for

respective scheme. Typically any application goes through following key steps

• Application Submission as per eligibility criteria

• Application submission under special category as per eligibility criteria

• Attaching suitable documents

• Late submission of application

• Non submission of Application Money

REQ_ADM_46 The system should allow manual intervention o authorised user to escalate

rejection cases for the approval of designated authority, it should also provide

interface to capture reason for rejection of application form

REQ_ADM_47 The system should have the ability to escalate or delegate approval to another

registered Department representative in line with laid down approval policies of the

Department.

REQ_ADM_48 The system should populate rejected case on dash board of designated authority,

for final decision

REQ_ADM_49 The system should re-confirm from user before rejection of application

REQ_ADM_50 The system should have the ability to print list applicants eligible for lottery


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7.1.8. Integration Requirements Board has certain existing and envisaged systems that shall be developed in near future. SI should

provide suitable connectors/interfaces of APIs for integration with the existing and envisaged IT systems.

List of these systems is as follows

Application Status Integration Requirements Data exchange methodology

Court Cases

(Litigation)

Monitoring System

Implemented For dispute cases under various schemes

and grants , integration may be required to

view case proceeding details

Flat files/ Web

services for

Data exchange

Integration with

UID initiative

Envisaged System should provision for integration with

UIDAI system in terms of

• House Allotment information,

online application for

payment, etc for the citizen.

• Using Aadhaar and

demographic/biometric

authentication for service

delivery

• Complying to various

standards and compliance

requirements of various

components in line with

guidelines issued by UIDAI

Flat files/ Web

services for

Data exchange

Integration with

SSDG

Envisaged In order to achieve integration of information

across state departments, State Service

Delivery Gateway (‘SSDG’) has been

conceptualized.

• SSDG acts as standards-

based messaging switches

and provides seamless

interoperability and

exchange of data across the

departments.

• The applications developed

Flat files/ Web

services for

Data exchange


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at state level can interact

with the gateway through

connector.

• The web user (Citizen/

Dealer) shall first be routed

to state service delivery

gateway from department

portal and after data and

identity scrutiny shall be

routed to Department back

office.

• The generic connectors will

be provided by state and the

application services specific

connectors will be developed

by the successful bidder for

the RHB. Following services

not limited to require service

based connector

• Online citizen based services

e.g. Online Application for

House Allotment

• Online payment instalments

etc.

• The successful bidder will be

responsible for developing

RHB application based

connector. The detailed

technical connector manual

can be downloaded from the

following link:

http://nsdg.cdacmumbai.in/a

dministration/Manuals.jsp

• The bidder will ensure

middleware solution as a

back up to the SSDG.

http://nsdg.cdacmumbai.in/a


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SI may be required to integrate/provide connectors/APIs to integrate RHBMS modules with above

mentioned applications of the Board. These shall be finalized in discussion with the Board.

7.1.9. Other Requirements

7.1.9.1. Dashboard


REQ_GEN_1 Each user of RHBMS should have a customized dashboard view on logging into the

system with key sections as

• Activities pending

• Activities assigned

• Key MIS

• Email

• SMS

• Notifications

• Link to allowable modules/activities for particular User

7.1.9.2. Web Portal

Requirement Id


REQ_GEN_2 SI shall be required to develop a web portal for RHB which shall be user friendly,

informative, interactive and easily accessible.

It should have following sections (indicative):

• Overview about the RHB

• Brief statistics about the board

• Administrative setup of the RHB

• Access to various types of forms/applications

• Access to various rules and regulations related literature

• Feedback centre

• Contact us


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Requirement Id


• News section

• Notification Section

• Access for users to Register themselves and apply for various housing

schemes

• Link for board users to access various modules of RHB

• Link for administrators for various modules/components of RHB including

security, database, user administration etc.

• Information related to Rights to Information Act required to be made public.

• Citizen charter

• MIS reports for the both Citizen & Board etc.

REQ_GEN_3 All the sections of the Web portal would be of dynamic nature and must be supported

with a Content Management module for easy content management and administration of

the same.

REQ_GEN_4 The Web portal would be accessed by Citizens (Internet) and all the Users (Intranet) of

the Board and various other entities related to Board through this portal using a Secured

Login process.

REQ_GEN_5 The domain name of the Web site is to be registered by the Board as

http://www.rhbonline.rajasthan.gov.in.

Access

REQ_GEN_6 The system should be accessible to

• Office user at head office with a user role

o Any other designated and authorized by Board

• Office staff at Circle / Division office with role

o Circle / Divisional Officer

o Office clerk

o Any other designated and authorized by Board

• Public user to view various components of Web portal

• Registered User (Applicants)

User management

REQ_GEN_7 The system should allow to creation and management of office user, each user should



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comprises the following details

• Employee Name

• Date of registration

• User ID (unique Name)

• Employee ID (as per Board)

• Operation office (HO or district or block)

• Designation

• Mobile Number

• Contract Address

• Email

REQ_GEN_8 The system should allow to create unique user name only

REQ_GEN_9 The system should provide feature to search a valid user name

REQ_GEN_10 The system should provide facility to block or unblock any office user

REQ_GEN_11 The system should allow admin user to create/modify user and roles and privileges

Board Master

REQ_GEN_12 The system should have facility to create master of Boards/ cell/wing.

Operation office

REQ_GEN_13 The system should have facility to create database of operational office. It should

comprises following field

• Operational office type (HO/Circle/Divisional )

• Circle name (if operation type = district or block)

• Divisional (if operation type = block)

• Office Name

• Office Address

o Street 1

o Street 2

o City/Town

o Tehsil


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Requirement Id


o District

o State

o PIN Code

• Contact person

• Contact number

o Office Phone

o Fax

o Mobile

• Email Address

Designation Master

REQ_GEN_14 The system should have facility to create designation master

User Role

REQ_GEN_15 The system should provide facility to create user role as per the follows

• Office user at head office with a user role

o Director

o Joint/Deputy director

o Office clerk

• Office staff at district office with role

o Circle Officer

o Office clerk

• Registered User

• Applicant

• Any other as specified by the Board

Default Right to User Role

REQ_GEN_16 The system should provide facility to define form level/report level/record search access

right to each user role. These access rights should be for following type

• Add

• Edit

• Delete


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Requirement Id


• View

• Print

• Search (applicable for search)

Assign Role to user

REQ_GEN_17 The system should allow system to assign user role to each user,

REQ_GEN_18 The user will be assigned with default rights of the given access role

Public User Registration

REQ_GEN_19 the system should allow any public user to register on the web portal, the user should be

permitted with define role for register user

REQ_GEN_20 The system should capture the following detail about each user

• User First Name

• User Last Name

• User ID (unique)

• User Address

o Street 1

o Street 2

o City/Town

o Tehsil

o District

o State

o PIN Code

• Contact number

o Phone

o Fax

o Mobile (required for all SMS alert)

• Email Address

REQ_GEN_21 The system should provide facility to confirm user id though user’s given email only

REQ_GEN_22 The system should give warning if user with similar email id is already exist


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Requirement Id


REQ_GEN_23 the system should provide facility to block or unblock any user access

Web Content management

REQ_GEN_24 The system should allow creating site navigation index through a dynamic menu option.

REQ_GEN_25 The WCMS should allow to create a web page on the fly, with help of rich text box facility

REQ_GEN_26 The WCMS should also provide facility to upload a pre designed pages

REQ_GEN_27 The WCMS should provide web pages directory with facility to publish or block web page

REQ_GEN_28 The WCMS should provide facility to create meta tag search of each web page

REQ_GEN_29 WCMS should allow to upload any image on the page and it should be further allow to

define position of the image on web page

REQ_GEN_30 WCMS should provide feature to define the position of the web page like center frame,

left frame or right frame etc.

Language

REQ_GEN_31 The system should allow bi lingual option i.e. Hindi and English

Web Page Search

REQ_GEN_32 The portal should provide meta tag basis search option

REQ_GEN_33 The search result should show path of the web page with brief description of the page,

REQ_GEN_34 In case page description is not been provide by user then it should show first 20- 30

words of the page

REQ_GEN_35 The system should allow to drill down to the page

News Section

REQ_GEN_36 The system should provide news section for publication of Board news, office circular

REQ_GEN_37 The news should comprises minimum following details

• News Heading

• Date of publication

• News source

• Reported by

• News room


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Requirement Id


• News search key word

• News main content

REQ_GEN_38 The system should provide facility to attach image related to news

Event Calendar

REQ_GEN_39 The portal should provide facility to upload event details being organized by Board

REQ_GEN_40 The event should comprises minimum following details

• Event Name

• Event Type

• Date of event

• Start time- End Time

• Event description

• Reported by

• Detail event program schedule

• Event organized by

• Target group

• Registration process

• Fee if any

REQ_GEN_41 The system should provide facility to attach image related to event

REQ_GEN_42 The system should provide facility to search event with key word

REQ_GEN_43 The system should provide facility for online registration for event; this facility should be

allowed to the registered user only.

User dash Board

REQ_GEN_44 The system should provide digital dash board for each user

REQ_GEN_45 Dash board should be design in accordance to user role assign to the user

REQ_GEN_46 The system should allow the user to personalize dash board menu option as per the

REQ_GEN_47 The system should provide feature to change color scheme, skin of screen, font and

language

Others


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Requirement Id


REQ_GEN_48 System shall be able to provide a view of maintenance / updating requests to authorized

users

REQ_GEN_49 System shall be able to filter / sort the requests based on various parameters

REQ_GEN_50 System shall support dynamic configuration of the modules. For each of the modules

listed above. System shall be able to enable or disable the features.

REQ_GEN_51 System should be able to design custom look and feel of the portal with minimal change

in software code

REQ_GEN_52 System should adhere to standard programming practices that can help extending the

functionality of the portal easily

REQ_GEN_53 The system shall provide compatible interfaces, metadata and indexing support for

exchange of electronic documents with Scanner APIs, digital imaging Programs and

document management software

REQ_GEN_54 All forms shall be created on standard A4 paper (as defined by standard ISO 216: 2007)

REQ_GEN_55 All kinds of notifications whether internal or external through channels such as email,

letter, SMS shall be recorded.

REQ_GEN_56 All kinds of notifications shall be assigned a designated user to whom response will be

communicated. The response shall be automatically routed to the designated user.

REQ_GEN_57 All forms shall be accompanied by a well-written set of instructions - in English and Hindi

- on how to fill up the form and the mode of submission

REQ_GEN_58 All notifications / alerts / reminders shall be as per as a standard format/ template that is

configurable

REQ_GEN_59 System shall display the date and time of last login when the user logs in

REQ_GEN_60 System shall have a fail-proof online modification submission process. The system shall

have performed the commit of the return data to the database only once if the transaction

has gone through successfully. In case the transaction has not been fully committed, the

system shall not post any modifications into the database.

REQ_GEN_61 System shall ensure virus check for all files that are uploaded in the system e.g. detect

malicious executables

REQ_GEN_62 While authentication, on 3 unsuccessful attempts in a row, the user account shall be

locked and be denied access to application till the user account is unlocked through


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Requirement Id


challenge and response questions

REQ_GEN_63 Once authenticated through challenge and response questions, system shall be able to

send the new password to the email id of the user within a time period of 5 minutes.

REQ_GEN_64 For all kinds of online forms, system shall allow downloading of an electronic form and

uploading of the filled-in form at a later stage

REQ_GEN_65 Where ever documents are involved, system shall allow the user to assign a

note/annotation to a document image

REQ_GEN_66 Where ever workflow systems are involved, Workflow systems shall be designed in such

a manner that introduction of additional workflow requirements or changes to existing

workflow can be implemented without underlying architectural or programming changes

to the system

REQ_GEN_67 System shall provide consistent look & feel to the users and the standards defined for

content, structure and presentation of the portal shall be applied and followed throughout

the portal

REQ_GEN_68 The solution shall provide Metadata directories or indexes of data related to the data

available within the application to facilitate search

7.1.9.3. Management of documents Central Repository for managing documents would form integral part of the solution. Key points where

documents shall be managed through solution include

• Managing various documents of RHB Board including operating procedures, scheme manuals,

application manuals, Registers, policies guidelines etc

• Documents submitted by various departments as per requirements of workflow for above detailed

core modules

• Documents submitted by applicants in application process for various schemes

• Documents submitted by beneficiaries as reporting requirements etc.

This module helps in catering to all requirements of Board related to management of documents. It

provides clear metadata for categorization of any document entering the system. It must also support a

string based search.



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REQ_GEN_1 The system shall provide centralized repository of all departments related policies

guidelines etc and those mentioned above (related to RHBMS) and shall make it

centrally accessible to various users based on roles, privileges and permissions.

REQ_GEN_2 The system shall allow storing and retrieval of digital documents comprising of

a) Scanned documents

b) Images

c) Video clips

d) Audio clips

REQ_GEN_3 Automatic categorization of documents as different documents like Office file

document, Supporting documents, Field report etc.

REQ_GEN_4 Easy to use GUI for setting the scanning properties like indexing parameters,

document and folder nomenclature, zones for data extraction etc

REQ_GEN_5 Facility to upload scanned batches from different field offices with Auto

folder/Subfolder creation document filing & indexing on user defined fields.

REQ_GEN_6 System ability to provide Compression of scanned image files in TIF Format.

REQ_GEN_7 The System shall support Image Editing operations such as page insertion, deletion

merge/split pages, etc.

REQ_GEN_8 The system shall provide facility for merging/splitting documents based on bar-

code/page count, etc. to assemble documents from scanned batches

REQ_GEN_9 Support all the special image enhancement functionality offered by the scanner

through the driver interface.

REQ_GEN_10 The system shall support categorization of documents in folders-subfolders just like

windows interface. There should not be any limit on the number of folder and levels

of sub folder

REQ_GEN_11 The system shall provide facility to link cross-related documents like Application

form and Field report, Grievance and reply sent etc.

REQ_GEN_12 The system shall provide search facility to in the same interface, so that users are

able to search the documents to be linked

REQ_GEN_13 The system shall support versioning of documents with facility to write version

comments


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REQ_GEN_14 The system shall allow Locking of documents for editing and importing it back into

the system through check-in/Check-out features

REQ_GEN_15 The system shall support Applet for viewing Image documents- No third party

viewers should be there for viewing of scanned images. Please specify if third party

applets are used and the licensing terms together with cost implication

REQ_GEN_16 Image view applet should support progressive display technology.

REQ_GEN_17 Even for multi page document. The download and view should be page by page.

REQ_GEN_18 The system shall facilitate Document View without the native application in pdf or

html view for office applications like Word, excel, PPT etc.

REQ_GEN_19 The system shall facilitate zoom-in/zoom-out, zoom percentage and Zoom lens to

zoom in on a part of image and other image operations like Invert, rotate etc.

REQ_GEN_20 Document view shall have the provision to draw a line, insert arrows etc over image

document.

REQ_GEN_21 Document view shall have the provision to highlight or hide certain text by drawing

line rectangle and solid rectangle.

REQ_GEN_22 Document view shall have the provision to insert text over image document

REQ_GEN_23 The system shall support for viewing documents in native application

REQ_GEN_24 The system shall provide facility of putting text, graphic and image annotations on

document pages

Archival of Files

REQ_GEN_25 The system should differentiate between Administrative general files (Subject Files)

and Administrative Business files (Special Files)

REQ_GEN_26 The system should support handling of both types of files

REQ_GEN_27 The system shall have a facility to create/open a new electronic file.

REQ_GEN_28 Subject File creation shall take at least File Number and File Subject as inputs.

REQ_GEN_29 The system shall have a facility to create both main as well as part file.

REQ_GEN_30 The system shall have a facility to save the file in the desired folder in the system.

REQ_GEN_31 The system shall also generate a Barcode number on successful creation of a file.

This barcode can be pasted on a physical file for tracking, in case physical file is


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also used.

REQ_GEN_32 The system shall have facility to print barcode number of file at any point of time.

REQ_GEN_33 The system shall have facility to add documents in the File.

REQ_GEN_34 The system should have a facility to search a file on File number, file subject

REQ_GEN_35 The system should have a index table of all created files in the form of a "File

Register" as per the Guidelines of Office procedure by Government of India

REQ_GEN_36 The system should support creation of any types of special files such as employee

files, property return file etc

REQ_GEN_37 The system should have a provision to define searching attributes for each type of

special file

REQ_GEN_38 The system should have a separate searching interface for each type of special file

Integration with Workflow and RHBMS modules

REQ_GEN_39 Document management and access should be seamlessly integrated with RHBMS

workflow, portal and integration requirements

General

REQ_GEN_40 The system shall provide an easy to use email like interface for routing & working

on workflow items

REQ_GEN_41 The system shall provide an inbox like feature to receive workflow item

REQ_GEN_42 The system shall provide an Sent Item like feature to view forwarded workflow item

REQ_GEN_43 The system shall have a tree like structure for frequently use features.

Indexing

REQ_GEN_44 The System shall provide facility to index folders and documents on user-defined

indexes like Board, ministry, file number, year etc.

REQ_GEN_45 The system shall provide facility to set particular fields as mandatory or unique

Search and Retrieval

REQ_GEN_46 The system shall provide extensive search facility to retrieve documents or

Folders/Files

REQ_GEN_47 The system shall support saving of search queries and search results


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REQ_GEN_48 The system shall have quick retrieval ( should be able to handle Terabytes of data

quickly in less than 10 seconds(indicative))

REQ_GEN_49 The system shall support search for documents or folders on document or folder on

profile information such as name, created, modified or accessed times, keywords,

owner etc.

REQ_GEN_50 The system shall support combined search on Profile, Indexed and Full Text

Search

REQ_GEN_51 The system shall support search for documents/Folders using user-defined indexes

and document classes i.e. file number, name, ministry, Board, date etc.

REQ_GEN_52 The system shall support Full Text Search on image and electronic documents

REQ_GEN_53 The system shall support highlighting of searched string with a facility to browse

between pages for a multiple page document and moving between hit pages

REQ_GEN_54 The system shall support advanced search using Boolean and logical operators like

and, or, greater than etc. for example searching application form on the basis of

customer type and city

REQ_GEN_55 The system shall support facility to export results in excel format

REQ_GEN_56 The system should provide support for configuring and saving search criteria’s

REQ_GEN_57 Check-In and Checkout support for collaborative working on documents

Security

REQ_GEN_58 The system shall support access permissions on Folders, documents and object

level

REQ_GEN_59 The system shall support multiple levels of access rights (Delete/ Edit/ View/ Print/

Copy or Download).

REQ_GEN_60 The system shall support for application based rights

REQ_GEN_61 The system shall support system privileges like Create/Delete Users, Define

indexes etc.

REQ_GEN_62 The system shall support secure login id and passwords for each user and

passwords shall be stored in encrypted format in database

REQ_GEN_63 The system shall have a facility to define password policy with extensive password

validations like passwords must be of minimum 8 characters, shall be


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alphanumeric, locking of user-id after three un-successful attempts, password

expiry, password history so that passwords are not same as previous passwords

etc.

REQ_GEN_64 The system shall support Disaster recovery by replicating the data at remote

locations

REQ_GEN_65 The system shall support provide support for HTTPs/SSL for secured data transfer

and session timeouts.

REQ_GEN_66 The system shall provide LDAP support for integrating with directory services and

shall support single sign on

REQ_GEN_67 The system shall support Extensive Audit-trails at document, Folder and for highest

levels for each action done by particular user with user name, date and time

REQ_GEN_68 The system shall support integration with database-based authentication.

Administration

REQ_GEN_69 The system shall support web-based administration module for the complete

management of system.

Document Delivery and Distribution

REQ_GEN_70 The system shall allow users to download documents through HTTP depending

upon the access rights

REQ_GEN_71 The system shall support for Print/Mail/Fax of documents

Reports and Audit Trails Features

REQ_GEN_72 The system shall support extensive Reports and audit trails and shall also provide

data points and facility to design new reports

REQ_GEN_73 The application shall log all the actions done by individual users with user name,

date and time and the administrator shall be able to generate detailed audit logs

and history of the process instance.

Reminders and Alarms

REQ_GEN_74 The system should have the capability to set automatic reminders and alarms to

concerned users.

Monitoring and Tracking

REQ_GEN_75 The system shall be able to keep track of the status, the date/time the jobs are


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started and ended, the creation and archival date of the documents.

REQ_GEN_76 The system should have inbuilt monitoring and diagnostic tool for monitoring of

logs, versions and important services

Custom Human to Human interfaces

REQ_GEN_77 The system shall support Rapid Application Development component that enables

development of User friendly and customizable user Interface.

REQ_GEN_78 The desktop shall support inbuilt Imaging capabilities and shall support complete

and automatic integration of every step of the approval workflow with the underlying

DMS for the purpose of document retrieving and processing. There shall be no

need for integrating individual steps of a workflow to DMS separately.

REQ_GEN_79 The system shall be Unicode compliant for supporting different languages and shall

also provide localization kits for localizing the User Interface in particular language

REQ_GEN_80 The system shall have a support for Hindi language GUI

Integration and Web Services

REQ_GEN_81 Should be based on open standards and have API support for data import & export

REQ_GEN_82 The system shall provide support to invocation of external programs to perform

activities of a process like launching core application screen for data entry.

REQ_GEN_83 The system shall support integration based on messaging

REQ_GEN_84 The system shall support integration based on standards such as XML

REQ_GEN_85 The system shall support message-based collaboration based on protocols such as

HTTP, FTP and SMTP.

REQ_GEN_86 The system shall support integration with Email Servers.

REQ_GEN_87 The system shall support email-steps to be fully integrated, not just for notification

but also to initiate or complete a work step.

REQ_GEN_88 The system shall provide fully functional APIs for Integration.

REQ_GEN_89 The system shall provide presentation level API to customize user task interfaces.

REQ_GEN_90 The system shall support Web services.

REQ_GEN_91 The system shall enable the work items to access the Web methods of a remotely

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REQ_GEN_92 The system shall allow support of both synchronous as well as asynchronous mode

to invoke Web methods

REQ_GEN_93 The system shall support Web based interfaces.

REQ_GEN_94 The system may have its own front-end or launch any application.

REQ_GEN_95 The system should have the capability to interface with industry standard web

services through simple interfaces.

7.1.9.4. Automation of workflow for various process under core modules The proposed solution shall be capable of an automated electronic processing of data and documents

that allows for the integration of Business Rules. It must adhere to the thin client open standards and

must not require any proprietary software to be installed on client machines. It shall be able to deal with

exceptions when these occur by changing business rules or even the entire processes in real time to

respond to business conditions. It shall enable the efficient and accurate tracking of the entire cycle of

each major business process and provide means of generating reports for management as well as for

statistical purposes. It shall seamless manage documents related to the workflow and be capable of

retrieving and attaching documents and archiving the processed documents with metadata in the

specified folder structure.


REQ_WFS_1 The system shall have a workflow engine to support different types of document

routing mechanism including:

a. Sequential routing –Tasks are to be performed one after the other in a sequence

b. Parallel routing – Tasks can be performed in parallel by splitting the tasks among

multiple users and then merging as single composite work item. The system shall

support conditional merging of multiple parallel activities i.e. Response from

mandatory parallel work stages before it can be forwarded to next stage

c. Rule based routing - One or another task is to be performed, depending on

predefined rules

d. Ad-hoc routing: Changing the routing sequence by authorized personnel

Process Designing

I. Graphical Route Designer

REQ_WFS_2 The workflow management system shall support Inbuilt Graphical route designer for

modeling complex Business Processes using drag and drop facilities.


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REQ_WFS_3 The system shall allow process designers to define multiple automatic system

defined stages, where no human intervention is required.

REQ_WFS_4 The interface shall be easy to use so that Process owners can change the business

process as and when required without any programming knowledge.

REQ_WFS_5 The system shall enable process designers to design multiple sub-processes. This

includes mapping of the existing process instance to the newly created process

instance as per mapping defined in the route.

REQ_WFS_6 The workflow management system development environment shall provide easy

navigation to choose sub-processes as required to be invoked from within a process.

REQ_WFS_7 Facility to copy and paste work stages along with all its properties.

REQ_WFS_8 Facility to define documents viewed and to be attached at individual stages.

REQ_WFS_9 The Process designer shall support multiple Introduction stages for introducing

different document types from different acquisition sources

REQ_WFS_10 Facility to define multiple archive stages for archive selected documents and indexes

at any stage of workflow process.

REQ_WFS_11 The system shall provide facility to define hold stages so that a particular instance or

the workflow can be kept on hold for specified interval on the basis of pre-defined

condition. The system shall also provide facility to define conditions for resuming the

instance from hold stage.

REQ_WFS_12 The system shall allow process designers to design properties for each work stage

like default document view, form view or Exception view etc.

REQ_WFS_13 The system shall allow users to define entry-level settings like Increase of priority or

sending an email trigger on the basis of pre-defined conditions or setting up

particular variable or property etc.

REQ_WFS_14 The workflow management system shall support the definition of roles and allow

many-to-many relationships between users and roles to be defined.

REQ_WFS_15 The workflow management system shall be capable of automatically deploying an

entire business process application (including forms and adapters) to the servers

from the development environment

II. Inbuilt Form Designer

REQ_WFS_16 The system shall provide inbuilt facility to design Custom forms that can be attached

at one or more stages of workflow.


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REQ_WFS_17 The Form designer interface shall support facility to define text boxes, Combo boxes,

radio buttons, Drop down etc.

REQ_WFS_18 The system shall provide facility to define variables in the process or in external

database tables, which can be linked to fields defined in the form for efficient data

entry.

REQ_WFS_19 The system shall provide facility to define zones at forms and images, so that

relevant part of the image is highlighted for Image assisted data entry.

REQ_WFS_20 The system shall support field level calculations at form level

REQ_WFS_21 Facility to use scripts for defining field level validations

III. Automatic Escalations

REQ_WFS_22 The system shall provide facility to define multi level escalation procedures

REQ_WFS_23 The system shall provide facility to define deadlines to individual work stages and

escalation to respective or group of individuals, if the instance is not processed in

specified time frame.

REQ_WFS_24 The system shall provide facility to define multi level escalations on the basis of

deadlines i.e. Level 1 escalation after specified time and Level 2 escalation after

specified time.

REQ_WFS_25 Facility to raise custom triggers like Email, sms etc. for escalations.

REQ_WFS_26 The system shall support inbuilt calendar for defining Holidays and Working hours

and the escalations and reminders shall be raised on the basis of this i.e. if the

escalation time is set for 2 days and there is Sunday in between then it shall not be

included

IV. Inbuilt Exceptions

REQ_WFS_27 The system shall provide facility to define exceptions at individual stages, which shall

dynamically change the route on execution.

REQ_WFS_28 The system shall facility to give rights to raise and clear exceptions at different

stages of the process with user comments.

REQ_WFS_29 Facility to raise triggers on the basis of exceptions.

REQ_WFS_30 Facility to raise automatic exceptions on the basis of pre defined conditions.

REQ_WFS_31 The system shall track all the exceptions raised in the course of process and shall

maintain history of that with user name, date, time and comments.


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REQ_WFS_32 The system shall clearly differentiate process instances with and without exception

V Task Management

REQ_WFS_33 The system shall provide facility to define tasks for individual or group of users with

deadlines.

REQ_WFS_34 The system shall provide facility to define check lists for individual stage with option

to make particular checklist items as mandatory.

REQ_WFS_35 Facility to raise triggers on the basis of checklist.

REQ_WFS_36 The workflow management system shall have email notification to user when the

user is not logged on to the workflow management system. Upon receiving the

email, the user shall be able to click on the attachment in the email to automatically

launch the Workflow management system and present the user with the task to act

on.

REQ_WFS_37 Automatic reminders to concerned users for delegated tasks.

REQ_WFS_38 The system shall allow definition of audit stages to audit work of new users. The

users shall be able to define percentage of work to be audited on the basis of which,

random instances shall be picked up and sent to auditing supervisor.

REQ_WFS_39 The workflow management system shall provide user-definable job filters and

sorters for the outstanding tasks for viewing and work prioritization.

REQ_WFS_40 The workflow management system shall allow the users to route/re-route the jobs to

one or more other users by job and by users (e.g. on long leave, resignation).

REQ_WFS_41 The workflow management system shall allow automatic temporary re-routing of jobs

to one or more other users (e.g. temporary covering of duties).

VI. Inbuilt Triggers

REQ_WFS_42 The system shall provide facility to define custom triggers like Emails, Word template

or launching executable etc. on predefined conditions

REQ_WFS_43 The system shall provide facility to define custom templates for the triggers with

static and dynamic data.

REQ_WFS_44 The system shall provide facility to generate event based triggers for automatically

sending mails/ fax, generating responses, invoking data form for data entry,

communicating from external systems.

REQ_WFS_45 The workflow management system shall have email notification to user when the

user is not logged on to the workflow management system. Upon receiving the


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email, the user shall be able to click on the URL in the email to automatically launch

the Workflow management system and present the user with the task to act on.

VII. Multiple Initiation Methodologies

REQ_WFS_46 The Workflow management system shall support multiple Initiation methodologies

for different user groups or document types.

REQ_WFS_47 The Workflow management system shall support automatic initiation of incoming

faxes as separate instance with the fax document as an attachment.

REQ_WFS_48 The system shall support automatic initiation on the basis of incoming emails with

email as an attachment.

REQ_WFS_49 The system shall support integration with IVRS application for automatic initiation of

processes.

REQ_WFS_50 The system shall support facility to host online forms in PDF or JSP format, which

can be filled online by the users and on submission a process instance is initiated.

VIII Custom Human to Human interfaces

REQ_WFS_51 The system shall support Rapid Application Development component that enables

development of User friendly and customizable user interfaces for each stage of the

Workflow on the fly.

REQ_WFS_52 The system shall provide facilities so that process implementer needs only to define

the Work step parameters like the to do list, exceptions, comments, associated

Forms and related document images for each step based on, which the user

interface is automatically generated. Each parameter that requires user input,

including interfaces of integrated applications and images that the user needs to

refer to shall be made available in different frames through a single desktop.

REQ_WFS_53 The desktop shall support inbuilt Imaging capabilities and shall support complete

and automatic integration of every step of the workflow with the underlying DMS for

the purpose of document retrieving and processing. There shall be no need for

integrating individual steps of a workflow to DMS separately.

Architecture and Technology

REQ_WFS_54 The workflow management system shall be based on an N-tier, open, scalable

architecture.

REQ_WFS_55 The workflow management system shall support thin client architecture.

REQ_WFS_56 The workflow management system shall support Web based interfaces.


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REQ_WFS_57 The workflow management system shall support XML messaging and SOA

Architecture.

REQ_WFS_58 The workflow management system shall have the ability to integrate through

messaging.

REQ_WFS_59 The workflow management system shall have the ability to integrate through APIs.

REQ_WFS_60 The workflow management system architecture must be scalable and can support

increasing number of users and concurrent transactions.

REQ_WFS_61 The workflow management system shall run in a clustered environment.

REQ_WFS_62 The workflow management system shall be scalable through both horizontal

clustering (multiple channels) and vertical clustering (multiple instances per

machine).

REQ_WFS_63 The Workflow management system must be Unicode compliant and shall also

support customizing the interface in Local language.

REQ_WFS_64 The system should have the capability to interface with industry standard web

services through simple interfaces.

Process Management

REQ_WFS_65 The workflow management system shall be able to support complete administration

through a web browser interface.

REQ_WFS_66 The workflow management system shall allow administrators to manage users,

groups, Roles and other document management operations.

REQ_WFS_67 The workflow management system shall allow administrators to suspend, resume

and control various processes from the same interface

REQ_WFS_68 The workflow management system shall have audit trail to maintain history of all

transactions performed on the system.

REQ_WFS_69 The system shall give flexibility to administrator to do selective logging i.e. suspend

and resume audit trail generation for specific system and user activities.

REQ_WFS_70 The workflow system shall give a facility to define Turnaround time for the complete

process and also for the individual work stages for efficient monitoring

REQ_WFS_71 The workflow system shall give a facility to set Audit percentage for multiple users at

different stages, so that the specified percentage of work randomly goes for work

audit.

REQ_WFS_72 The workflow system shall give a facility to review the audit done by different


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auditors.

REQ_WFS_73 The workflow system shall display all the queues corresponding to particular process

and add and remove multiple users to particular queue.

REQ_WFS_74 The workflow system shall allow administrator to set properties of particular queue

i.e. FIFO, Dynamic etc.

REQ_WFS_75 The system shall support Load balancing of work items in case of Dynamic Queues

i.e. if more than one user is associated with particular queue, work items shall be

assigned on the basis of current load.

REQ_WFS_76 The Workflow system shall support the concept of Shared and Personal Queues, so

that work items can either be permanently assigned to user’s Personal queue or can

be routed to shred pool of users.

REQ_WFS_77 The workflow management system shall allow administrator to add new queues and

associate multiple work steps with them.

REQ_WFS_78 The workflow system shall give a facility to set diversions for particular users so that

all the incoming work items are routed to assigned person or group of users.

Application Access Control

REQ_WFS_79 The workflow management system shall provide comprehensive access control

mechanism.

REQ_WFS_80 All users of the workflow management system shall be able to access to their own

work queues and other work queues with access granted by the workflow

administrator. They shall not be able to delete assigned tasks from the work queues.

REQ_WFS_81 Process Owners or workflow administrator shall be able to intervene the flow of work

items and reassign to specific user and shall also support ad-hoc routing to specific

stage in case of delays or bottleneck.

REQ_WFS_82 The application shall log all the actions done by individual users with user name,

date and time and the administrator shall be able to generate detailed audit logs and

history of the process instance.

REQ_WFS_83 The application shall support field level access so that authorized users can only edit

them.

REQ_WFS_84 The workflow management system shall allow process owners to track the following

status:

Task Status


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REQ_WFS_85 Types of actions required (i.e. for approval, for acknowledgment, for further

dissemination, for reply, etc)

REQ_WFS_86 For a task in progress or a completed task on Name of Officer, Start Date, End

Date, Duration

Process Monitoring and Reporting

REQ_WFS_87 The workflow management system shall be able to keep track of the work item

status, the date/time the jobs are started and ended, the creation and archival date

of the documents.

REQ_WFS_88 The workflow management system shall provide graphical and tabular tools to view

progress of each individual process

REQ_WFS_89 The workflow management system shall support the generation of statistical and

management reports like:

• Number of cases assigned

• Number of cases completed

• Time taken to complete each task

• Process History Report

• User Performance Report

• Average Process Time Report

• Participant Report

• Participant Processing Time Report

• Process Definition Summary Report

• Exception Details Report

• Expired Work item Report

• Diversion Report

• Temporary Queue Assignment Report

REQ_WFS_90 The workflow management system shall support the generation of performance

comparison reports.

REQ_WFS_91 The workflow management system shall support users drill down from a higher level

view of business processes to lower level details.

REQ_WFS_92 The workflow management system shall support statistical reports like Total

turnaround time and delay report for complete process or specific work stages


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REQ_WFS_93 The workflow management system shall support definition of new customized

reports based on exposed data points.

REQ_WFS_94 The workflow management system shall also provide dashboard interface for online

reporting of various processes. The interface shall give a flexibility to toggle between

graphical and tabular view and tile different windows in the same interface

User Management and Security

REQ_WFS_95 The workflow management system shall support integration with domain level

authentication and single sign on.

REQ_WFS_96 The workflow management system shall support integration with database-based

authentication.

REQ_WFS_97 The workflow management system shall be capable of giving access rights to

users/groups on work stages, documents, forms and also to the data fields.

REQ_WFS_98 The workflow management system shall support extensive password validations i.e.

locking of user account after specified number of unsuccessful login attempts,

password history, password expiry, passwords must be alphanumeric and of

minimum character length etc.

REQ_WFS_99 The workflow management system shall support SSL, HTTPS and session timeouts.

Integration and Web Services

REQ_WFS_100 The workflow management system shall provide support to invocation of external

programs to perform activities of a process like launching core application screen for

data entry.

REQ_WFS_101 The workflow management system shall support integration based on messaging.

REQ_WFS_102 The workflow management system shall support integration based on standards

such as XML

REQ_WFS_103 The workflow management system shall support message-based collaboration

based on protocols such as HTTP, FTP and SMTP.

REQ_WFS_104 The workflow management system shall support actions to be taken on business

processes based on messaging.

REQ_WFS_105 The workflow management system shall allow documents used in processes to

come from inbuilt proposed Document Management System.

REQ_WFS_106 The workflow management system shall support integration with Email Servers.

REQ_WFS_107 The workflow management system shall support email-steps to be fully integrated


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into business processes, not just for notification but also to initiate or complete a

work step.

REQ_WFS_108 The workflow management system shall provide fully functional APIs for Process,

Rules and Integration engines.

REQ_WFS_109 The workflow management system shall support Web services.

REQ_WFS_110 The workflow management system shall enable the work items to access the Web

methods of a remotely deployed web service

REQ_WFS_111 The system shall allow the data to be mapped from the workflow to Web method

parameters and vice versa.

REQ_WFS_112 The system shall allow support of both synchronous as well as asynchronous mode

to invoke Web methods

REQ_WFS_113 The workflow management system shall allow a step of a business process or

integration process to be performed by Web services.

REQ_WFS_114 The workflow management system shall allow for an integration flow or a business

process to be made available as Web services

7.1.9.5. Query Base Search Engine

Additional Requirements

S No. Business Requirement Description

System Wide Functionalities

REQ_GEN_96 Consistent, globally unique naming and addressing scheme for data made centrally

and automatically

REQ_GEN_97 Centralized application and components

REQ_GEN_98 Application shall be paperless and web-based. Functions and other relevant

information shall be accessible to authorized persons on request.

REQ_GEN_99 Application shall be modular in design and shall be designed using modular and

reusable programming techniques for ease of maintenance.

REQ_GEN_100 For any hardware and software purchased in order to facilitate Application, quality

assurance requirements must be adhered to.

REQ_GEN_101 Application shall have the capability to ensure that management of data is defined


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independently of the processes that create or use that data.

REQ_GEN_102 Application shall have the capability to format output to support HTML, XML, text and

any other format required for data exchange/integration with various entities involved

in the process.

REQ_GEN_103 The architecture shall be expandable. This requires that the application architecture

should include interfaces that will permit easy insertion of additional capabilities as

required (e.g., replacing an Relational Database Management System (RDBMS) with

an RDBMS with object oriented extensions, adding new report formats, statistical

algorithms etc.)

REQ_GEN_104 The architecture shall be operationally robust. This requires that the system

architecture should: - include standard error handling modules permitting the system to

degrade "gracefully" in the presence of failures, be functionally redundant when

appropriate, ensure that functional allocation to architectural elements does not

introduce unacceptable delay or introduction of human error, support end-to-end

system performance analysis

REQ_GEN_105 Application shall be designed to permit the easy insertion of new modules and new

enhancements.

REQ_GEN_106 Internal application changes shall be transparent, any changes that will not be

transparent must be coordinated before implementation

REQ_GEN_107 Application shall have the capability to complete all requests (e.g., store, retrieve,

update, etc.) without any data loss

REQ_GEN_108 Application shall have a system of record for legal purposes and shall maintain an

audit file in chronological sequence of each transaction and all corresponding

corrections made during the transaction by clients or their facilitators

REQ_GEN_109 Application shall be made possible to distribute the elements between different

premises.(only if required)

REQ_GEN_110 Distributed elements shall operate as a single integrated and cohesive information

system

REQ_GEN_111 System shall have the capability to organize and store all data for aggregation and

analysis

REQ_GEN_112 System shall be able to add new storage devices, if required, to serve archiving needs.

REQ_GEN_113 Application shall accommodate usage growth with minimal disruptions.


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REQ_GEN_114 Application shall be designed to accommodate growth in data rates and volumes for

communications and networks

REQ_GEN_115 Application shall have the capability to define and modify Client’s access privileges.

REQ_GEN_116 Application shall have the capability to remotely maintain and upgrade the system

REQ_GEN_117 Application shall use open systems, standard-based architecture to meet functional

requirements and to inter-operate with existing information systems.

REQ_GEN_118 Application may be built from a combination of both unique and Commercial Off-The-

Shelf (COTS) service capabilities if required

REQ_GEN_119 Application shall facilitate the development of applications; application platform’s

enabling services shall consist of well-defined Applications Program Interface (API).

REQ_GEN_120 A standards-based operating system shall be selected, which will provide formally

defined APIs for application program access

System Management Requirements

REQ_GEN_121 System shall incorporate management capability, which shall include: Configuration

Management, Testing & Validation, Fault Detection, Fault Isolation, Fault Recovery,

Data collection, Data Analysis

REQ_GEN_122 System shall provide end-to-end performance monitoring and control.

REQ_GEN_123 System shall maintain knowledge of current operational status of all elements.

REQ_GEN_124 Necessary configuration control procedures shall be instituted to ensure a complete

understanding of system and configuration

REQ_GEN_125 System shall provide the capability to manage system operations, administration,

archiving, and security functions

REQ_GEN_126 System shall establish and maintain accounting information on communications used.

REQ_GEN_127 System shall support end-to-end system fault isolation of all provided services,

including the capability to identify a failing node, element, and/or service, to the level

necessary to correct the fault.

REQ_GEN_128 System shall provide capability to manage fault isolation functions

REQ_GEN_129 System shall provide data quality determination and analysis, error correction,

recovery processing, and related quality control procedures and processes.

REQ_GEN_130 System shall provide for support of coordinated management of elements distributed

between different premises.


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REQ_GEN_131 Application shall implement applications and infrastructure components to permit

management to monitor and measure the effectiveness.

REQ_GEN_132 Application shall permit inclusion of new or modified requirements during the life of

application with appropriate established change control procedures.

Operational Requirements

REQ_GEN_133 Application shall support 24 hours per day, 7 days per week on a continuous basis

REQ_GEN_134 User training shall be provided to authorized personnel to permit full use of application

REQ_GEN_135 Application shall perform its operations in accordance with applicable policies and

procedures.

REQ_GEN_136 Data inputs to the application shall be validated prior to being processed

REQ_GEN_137 Input data shall be validated for out of range values.

REQ_GEN_138 Input data shall be validated for missing or incomplete data.

REQ_GEN_139 Input data shall be validated for unauthorized or inconsistent control data.

REQ_GEN_140 Input data shall be validated for values or volumes that are exceptional to the norm.

REQ_GEN_141 Invalid input data shall be rejected and security incident shall be initiated.

REQ_GEN_142 Integrity checks functionality on any data generated by the system shall be provided.

REQ_GEN_143 Reasonableness check functionality on the volume and values of data output shall be

provided.

REQ_GEN_144 Functionality necessary for scheduling of Application to certain days, dates or time of

day, shall be provided.

REQ_GEN_145 Functionality necessary for 'roll back' or recovery routines if applicable fails to operate

as planned shall be provided

Human Engineering Requirements

REQ_GEN_146 System shall provide a menu driven screen interface permitting a properly trained user

to navigate easily through the different functions of the system.

REQ_GEN_147 System shall provide users with access to information management services at their

premises.

REQ_GEN_148 The user interface shall be tailored to functions, which are authorized for the user.

Back Up Requirements


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REQ_GEN_149 Back-up copies of data shall be taken at a mutually agreed upon frequency to be

consistent with the ability to recover cost effectively from any loss or corruption.

Logs

The following operations shall be logged by means of automatic (machine generated)

logs:

REQ_GEN_150 Logs shall include process start and finish times.

REQ_GEN_151 Logs shall include Application faults, errors and recovery processes.

REQ_GEN_152 Logs shall include the use of any privileged passwords.

REQ_GEN_153 Logs shall include the use of any privileged utilities.

REQ_GEN_154 Logs shall include automatically generated data necessary to assess the application

performance.

REQ_GEN_155 The frequency of logs generation shall be mutually agreed upon, in order to be

consistent with the ability to trace appropriate actions of the application.

REQ_GEN_156 Logs shall include all log-ons and log-outs as well as all attempts (whether successful

or not) to log-on

REQ_GEN_157 Logs shall have appropriate mutually agreed upon retention period.

REQ_GEN_158 The log generating software shall prohibit amendment of log details and disabling of

the recording of events.

REQ_GEN_159 The log generating software shall include review of log-on patterns to determine

potentially abnormal system use.

REQ_GEN_160 Files of logged events shall be protected from amendment or deletion.

REQ_GEN_161 Logging process shall always be enabled except when explicitly disabled by a

supervisor role. Controls shall be in place to prevent the logging process from being

disabled.

Security Requirements

REQ_GEN_162 Application shall prevent unauthorized users from accessing the system.

REQ_GEN_163 Application shall make data available to the authorized users in an expedient and

secure environment

REQ_GEN_164 Application shall provide access monitoring to compile and report security violations

and attempted security violations


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REQ_GEN_165 Application shall have the thorough capability to a log record of an unauthorized

attempt.

REQ_GEN_166 Application shall provide physical and remote access control to Application systems.

REQ_GEN_167 Application shall evaluate the following security measures such as encryption and

firewalls, which shall provide a model for the Application design.

REQ_GEN_168 Application shall implement controls to ensure the privacy of information, individuals,

and corporations are not compromised.

REQ_GEN_169 Application shall use audit controls, electronic signatures, data encryption and other

methods to assure the authenticity of transaction and other relevant data.

REQ_GEN_170 Application database management security services shall include access control (e.g.,

Discretionary Access Control (DAC), Mandatory Access Control (MAC), content-

dependent and context dependent access control), individual user identification and

authentication (I&A), data confidentiality, data integrity (e.g., entity integrity, referential

integrity, and label integrity), security audit, object reuse, availability of service and

data, and other security services.

REQ_GEN_171 Application shall implement controls to ensure the authenticity of data is preserved.

REQ_GEN_172 Application shall comply with the Application Security Plan and security guidelines of

each of the stakeholder involved.

REQ_GEN_173 Application shall adhere to guidelines for physical, personnel, computer,

communications, and internal data security.

REQ_GEN_174 Application shall be foreseen of user registration system allowing: distinguishing

different user roles; authorization of users;

REQ_GEN_175 Application shall be foreseen with an access control policy functionality allowing

access of users in different roles to different functionalities of Application. At least the

following roles shall be introduced for Application: Supervisor, Operator, System

support, User

REQ_GEN_176 Only registered users shall be allowed to log-in to the application.

REQ_GEN_177 Registered users shall be allowed to log-on only to those Application functions which

they are authorized to access and use.

REQ_GEN_178 Registration of users in their respective roles shall be valid only for a limited period of

time, where after their authorization shall be re-confirmed and prolonged.

REQ_GEN_179 Additional access controls shall be considered for log-on to Application (such as


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physical tokens)

REQ_GEN_180 The logon processes shall display only the minimum amount of information to assist

users.

REQ_GEN_181 The logon processes shall prohibit the display of help screens.

REQ_GEN_182 The logon processes shall minimize the opportunities for unauthorized connections to

Application.

REQ_GEN_183 The logon processes shall prohibit the display of the Application system or the

application details until the process has been successfully completed.

REQ_GEN_184 The logon process shall deny access if either the username or password is invalid

without identifying the specific erroneous element.

REQ_GEN_185 The logon process shall allow only a fixed number of logon attempts before disabling

the terminal.

REQ_GEN_186 If access is denied following repeated unsuccessful logon attempts, this shall be

treated by the application as a security incident and handled accordingly.

REQ_GEN_187 The logoff procedure shall clear any screen displays prior to terminating the

application.

REQ_GEN_188 Application shall disallow simultaneous logon by the same user.

REQ_GEN_189 Passwords to log-on to Application (and additional access control devices) shall have

at least the length of TBD characters. The password management system shall require

the enforcement of a minimum password length.

REQ_GEN_190 The password management system shall require the use of quality (i.e. difficult to

guess) passwords.

REQ_GEN_191 The password management system shall require the enforcement of a password

change after a TBD period.

REQ_GEN_192 The password management system shall include non-display of the password when

being entered

REQ_GEN_193 The password management system shall require the storage of passwords in

encrypted form.

REQ_GEN_194 For all security incidents alarm functionality shall be implemented, which immediately

informs the supervisor role of these incidents.

REQ_GEN_195 Application shall treat the following events as security incidents: unsuccessful log-on,

intrusion detection, malfunctioning of encryption facility


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Legal and Regulatory Requirements

REQ_GEN_196 Application shall provide flexibility to easily modify the system to handle changes in

trade laws, regulations, and license & permit requirements.

REQ_GEN_197 Application shall have the capability to search and analyze payment transactions for

enforcement purposes

Interface Requirements

REQ_GEN_198 Seam less integration / interfacing with existing/proposed applications

Testing Requirements

REQ_GEN_199 Standard procedures shall be established to test compliance and conformance of

equipment, to be used to facilitate IPF to IPF Standards and to certify interoperability

and portability of information systems coupled to applications.

REQ_GEN_200 All corrections to address discrepancies shall be validated through formal regression

test before insertion into the operational systems

REQ_GEN_201 Application shall support the revalidation of performance capabilities whenever an

element(s) upgrade/enhancement is made to IPF, which may cause a change in

performance.

REQ_GEN_202 All new application functionality shall be validated through a formal extensive testing

before insertion into the operational systems.

REQ_GEN_203 Application shall support operations and testing concurrently.

REQ_GEN_204 Application shall provide tools and metrics to support testing, system performance

monitoring, fault isolation, verification and validation of the end-to-end system

Common Technical Requirements

REQ_GEN_205 The system shall have ability to customize user menus and screens based on user

access authority.

REQ_GEN_206 The system shall be able to archive transactional database records to prevent long

term speed concerns. The solution must also feature functionality for efficient retrieval

of archived data.

REQ_GEN_207 The solution shall be capable of generating event notifications and interfacing with E-

mail system and must support e-mail triggers as part of the solution’s workflow.

REQ_GEN_208 The system shall provide a report-writing tool, which can be used to generate

customized reports at any level.


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Audit Trail

The system shall be able to automatically record an audit trail of events under the

control of the system, storing information about:

REQ_GEN_209 • Action which is being carried out

REQ_GEN_210 • The object(s) to which the action is being applied

REQ_GEN_211 • The user carrying out the action

REQ_GEN_212 • The date and time of the event

REQ_GEN_213 The system shall track and record information about events in the audit trail without

manual intervention, once the audit trail facility has been activated

REQ_GEN_214 The system shall ensure that audit trail data cannot be modified, or any part of the data

be deleted by any user, including an Administrator.

REQ_GEN_215 The system allow the extent of audit trail tracking and recording to be user-

configurable, so that an Administrator can select the events for which information is

automatically recorded

REQ_GEN_216 The system shall ensure that the selection for audit trail tracking, and all later changes

to it, are also recorded in the audit trail

REQ_GEN_217 The system shall ensure that audit trail data is available for inspection on request, so

that a specific event can be identified and all related data made accessible, and that

this can be achieved by authorized external personnel e.g. auditors, who have little or

no familiarity with the system

User Interface

REQ_GEN_218 System shall perform data validation checks on the input such as data formats,

completeness of the form in terms of mandatory fields, checking for file type and size

of files uploaded, etc. In case of any validation failure, the system shall display an

appropriate error message.

Enquiries and Grievance Redressal Services

REQ_GEN_219 System shall be able to provide a list of "Frequently Asked Questions" to the user

REQ_GEN_220 Allowing employers to log enquiries and grievances through an online web application

/ Allow help desk personnel to take grievances

REQ_GEN_221 System shall be able to capture enquiries and grievances through an electronic form.

REQ_GEN_222 System shall be able to associate an enquiry or a grievance with a past request similar


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request

REQ_GEN_223 System shall generate a unique case number for the grievance which can be used for

tracking purposes on successful submission of the form through the web portal

REQ_GEN_224 Should be based on open standards and have API support for data import and export

REQ_GEN_225 The system shall provide support to invocation of external programs to perform

activities of a process like launching core application screen for data entry

REQ_GEN_226 The system shall support integration based on messaging and shall support distributed

systems interface

REQ_GEN_227 The system shall provide the option of invoking its integration components (adapters)

either synchronously and asynchronously

REQ_GEN_228 The system shall allow users to define adapters for the system

REQ_GEN_229 The system shall support integration based on standards such as XML/those laid down

by Stakeholders

REQ_GEN_230 The system shall support message based collaboration based on protocols such as

HTTP, FTP and SMTP

REQ_GEN_231 The system shall provide fully functional APIs for integration

REQ_GEN_232 The system shall provide presentation level API to customize user task interfaces

REQ_GEN_233 The system shall support web services

REQ_GEN_234 The system shall enable the work items to access the web methods of a remotely

deployed web service

REQ_GEN_235 The system shall allow support of both synchronous and asynchronous modes to

invoke web methods

REQ_GEN_236 The system shall support web based interfaces

REQ_GEN_237 The system shall have the ability to integrate through messaging

REQ_GEN_238 The system may have its own front end or launch any application

REQ_GEN_239 The system should have the capability to interface with industry standard web services

through simple interfaces


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7.2. ANNEXURE 2 – BILL OF MATERIAL (BOM) 1. Following are minimum and indicative requirements. The bidder is expected to provide complete

list of Bill of Materials proposed to fulfil the stated requirements in the RFP.

2. The bidder may propose any additional components that are deemed necessary for providing the

solution as a whole.

3. The bidder will be required to study the existing IT Infrastructure available at RSDC for seamless

integration and accordingly propose the hardware.

4. The bidder is expected to size the solution to meet the expected performance levels.

5. The bidder should propose the bill of material such that the same technology, make, model,

family of products are implemented at all sites. The bidder should ensure standardization at unit

building blocks. It is expected that the bidder will design the overall solution such that the variety

of server models in the entire architecture is minimized in order to improve the management of

the overall solution and scope of future expandability.

6. The bidder should offer latest and proven technologies that are available for items. All hardware

and software provided by the bidder should be new and not purchased more than two months

prior to the supply to RHB/RISL.

7. The power supplies, cables/connectors for all servers / equipments should be for Indian power

specifications of voltage, frequency and phasing.

8. The bidder has to propose hardware to meet all the minimum performance and SLA requirements

and accordingly propose the solution.


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BILL OF MATERIALS

Location – Head Office, Jaipur

S.No. Name of item No. of units

Technical Specification

Ref 1. Desktop (including Anti-Virus + Business

Productivity Suite) 50 Item No 1

2. Layer 2 Switch (48 Port) - Manageable 2 Item No 2

3. Multi Function Device ( A4 Size)

25 Item No 4

4. UPS (1 KVA) 50 Item No 5

5. Printer Laser Jet (B&W- Duplex) 25 Item No 6

Location – 9 Circle Offices

The following is the requirement for each Circle office





2. Switch (Layer 2 - 24 Port) - Manageable 1 Item No 3

3. Multi Function Device ( A4 Size) 1 Item No 4


5. Printer Laser Jet( B&W - Duplex) 5 Item No 6

6. Passive work -structure cable (UTP) PVC Conduits and Laying of PVC along with I/O

1,000 Mtr

Item No 7/1

7. Passive work-Panel along with 19U rack 1 Item No 7/2

8. Patch Cord 7” 15 Item No 7/3

Location – 12 Independent Division Offices

The following is the requirement for each office



Ref 1. Desktop (including Anti-Virus + Business Productivity

Suite) 3 Item No 1

2. L2 Switch ( 24 Port) – Manageable 1 Item No 3


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4. UPS (1KVA) 3 Item No 5

5. Printer Laser Jet( B&W - Duplex) 2 Item No 6


500 Mtr

Item No 7/1



Location – 26 Division Offices






2. L2 Switch ( 24 Port) – Manageable 1 Item No 3



5. Printer Laser Jet( Black & white - Duplex) 2 Item No 6


500 Mtr

Item No 7/1



Location – 5 Cash Collection Counter




Ref 1 Desktop (including Anti-Virus + Business


2 UPS (1KVA) 1 Item No 5

3 Printer Laser Jet( Black & White - Standard) 1 Item No 7

There are 30 cash collection centres of RHB, out of which only 5 cash collection centres are situated out

side Divisional Office/ Circle office premises.


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7.3. ANNEXURE-3 – SUGGESTED TECHNICAL SPECIFICATIONS 1. All specifications are minimum and indicative required and have been provided for immediate

reference. Any alternative (make/model) suggested by Bidder must either meet or exceed the

specifications stated in terms of capacity, performance etc and must be supported by suitable

evidences depicting equivalence to stated specifications.

2. Bidder should ensure that none of the listed parameters are modified, deleted and no additional

parameter is added. (Remarks, if any, should be indicated separately in the Remarks column)

3. In case the Bidder is proposing any additional product category that is not listed in this section,

the same may be highlighted in Section 5 of Annexure 6 and in annexure 23 and 24.

4. In case the software proposed by the Bidder has multiple modules/components that are priced

and sold separately, the Bidder should use additional sheets for each such module/component

and include the licensing policy and number of licenses proposed for the same in the respective

sheets.

5. While there are no marks for compliance with specifications, any deviations shall be evaluated by

Purchaser and if found significant, Purchaser may reject the bid on the grounds on technical non-

compliance.

6. The contents in this document do not indicate an exhaustive 'Bill-of-Material' for the requirements

of purchaser. Bidders may add/ modify the components based on suggested design as long as

minimum requirements are met or exceeded.

Note: Below are the minimum required indicative specifications. Bidder may propose equivalent or better configuration.

1. Desktops Computer

Sl.No.

Parameter Minimum Specifications Suggested

Specification Proposed by Bidder

Compliance Y/N

1. Model Offered

To be provided by bidder

2. Make Offered

To be provided by bidder

3. Mandatory Certifications

OEM – ISO 9001 Manufacturer, Certified on supplied OS, DMI 2.0 compliance and support, Energy Star 5, UL certification,

4. Processor Intel Core i3-2120, 3.3 GHz, 3 MB Cache and 1066 MHz FSB or higher.

5. Chipset Intel H61 or better on Intel/OEM Motherboard

6. Memory 4 GB 800 MHz DDR3 RAM with 8 GB Expandability


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Sl.No.



Compliance Y/N

7. HDD 500 GB 7200 Serial ATA HDD or higher

8. Monitor 47 cm (18.5 inch)or larger TFT/LED Digital Color Monitor TCO-05 certified.

9. Bays 3 Nos. or above.

10. Keyboard OEM Mechanical Keyboard with 104 keys

11. Mouse Optical with USB interface.

12. Optical Device

DVD RW (Min. 16x) or higher

13. Cabinet Micro ATX

14. Ports 6 USB Ports (with at least 2 in front), 1 Serial audio port for microphone and headphone in front.

15. Network Features

10/100/1000 on board integrated Network Port with remote booting facility remote system installation, remote wake up.

16. Multimedia Integrated Audio and Graphic Controller

17. Power Management

ACPI (Advanced Configuration and Power Management Interface)

18. Operating System

Genuine latest Windows 7 professional SP1 (64 Bits) preloaded with Media and Documentation and Certificate of Authenticity

19. Office Suite Open office / Libre office

20. Antivirus Pre-installed & Norton/McAfee/ Kasper sky/tend micro /quick heal,, Internet security and Antivirus Software latest Version with 3 years subscription

21. Warranty Period

Minimum 3 Years (Comprehensive Onsite)

2. L2 Switch (48 Port) Manageable

S. No


Specification proposed by Bidder

Compliance Y/N

1 Interface 10/100/1000 BASE-TX Ports : 48 : Combo 10/100/1000 BASE-T/SFP : Minimum 2 : RS 232 Console Port/RJ45


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S. No



Compliance Y/N

serial console port : Gigabit &100 BASE-FX Fiber Support on SFP

2 Performance Switch Capacity : 96 Gbps or more with non blocking architecture: 64-Byte Packet Forwarding Rate: 65 Mpps or More

3 Layer-2 Features

IGMP Snooping v1,v2 (Upto 256 groups),IGMPV3 IGMP Snooping Fast leave 802.1D Spanning Tree 802.1w Rapid Spanning Tree 802.1s Multiple Spanning Trees 802.3x & Back-Pressure 802.3ad Link Aggregation (8 or More Ports per group/6 or more groups per device)

4 VLAN Port mirroring ( One to One, Many to One ) : Standard : 802.1Q VLAN IDs: 4K Dynamic VLAN groups : 128 or higher GVRP/MVRP/Equivalent

5 Quality of Services

802.1p Priority Queues standard Number of 802.1p priority Queues: 4 Queues Support WRR/Strict mode Packet classification based on : Switch Port VLAN ID TCP/UPD Port number MAC address IPv4 +IPV6 802.1p Priority TOS DSCP User defined Packet Content

6 Access Control List (Max 256 Profiles/Rules)

Multi-Layer ACL based on : Switch Port VLAN ID 802.1p Priority MAC address IPv4 DSCP Protocol type TCP/UPD Port number User defined Packet Content

7 Network Access/Security

RADIUS/TACACS+ Authentication for Management Access RADIUS Accounting for


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S. No



Compliance Y/N

Management Access Port security (max.16MAC entries per port) 802.1X Port-based Access Control 802.1X MAC-based Access Control 802.1X Guest VLAN SSH v1, v2/ SSL v3 Traffic Segmentation Broadcast Storm Control

8 Management Single IP Management Web-based GUI CLI ( Command Line Interface ) Telnet client TFTP client SNMP v1,v2c, v3 Support for RMON 1/2 group as and when required BOOTP/DHCP Client SNTP or NTP SYSLOG Dual image or fireware upgrade through TFTP /FTP server Port description Web GUI traffic/CPU Monitoring SNMP trap on MAC notification DHCP Auto Configuration DHCP relay option 82 SMTP client ( e-mail notification )externally/ Internally

9 MIB Support MIBII ( RFC 1213 ) Bridge MIB ( RFC 1493 ) RFC 2011 SNMPv2 MIB for IP,RFC 2013 SNMPv2MIB for UDP RMON MIB ( RFC 1757, 2819 ) 802.1p MIB ( RFC 2674 ) IF MIB ( RFC 2233, 2863 ) RADIUS Authentication client MIB(RFC 2620) RADIUS Accounting client MIB (RFC 2925) Private MIB

10 Physical & Environmental

Internal Power supply


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3. L2 Switch (24 Port) Manageable

S. No



Compliance Y/N

1 Interface 10/100/1000 BASE-TX Ports : 10 Combo 10/100/1000 BASE-T/SFP : 2 RS 232 Console Port/RJ45 serial console port

2 Performance Switch Capacity : 48 Gbps or more with non blocking architecture 64-Byte Packet Forwarding Rate: 34.8 Mpps or more MAC Address Table Size : 8k

3 Layer-2 Features

IGMP Snooping v1,v2 (Up to 256 groups),IGMPV3 IGMP Snooping Fast leave 802.1D Spanning Tree 802.1w Rapid Spanning Tree 802.1s Multiple Spanning Trees 802.3x & Back-Pressure 802.3ad Link Aggregation (8Ports per group/6 groups per device) Should support Spanning Tree Fast Forward | BPDU Filtering | BPDU Guard | BPDU Forward | BPDU Transparent | Loopback Detection | Auto Edge Port

4 VLAN Port mirroring ( One to One, Many to One ) Standard : 802.1Q VLAN IDs: 4K Dynamic VLAN groups : 128 or higher GVRP/MVRP/Equivalent

5 Quality of Services

802.1p Priority Queues standard Number of 802.1p priority Queues: 4 Queues Support WRR/Strict mode Packet classification based on Switch Port VLAN ID TCP/UPD Port number MAC address IPv4 +IPV6 802.1p Priority TOS DSCP User defined Packet Content

6 Access Control List (Max 256 Profiles/Rules)

Multi-Layer ACL based on : Switch Port VLAN ID 802.1p Priority MAC address


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S. No



Compliance Y/N

IPv4 DSCP Protocol type TCP/UPD Port number User defined Packet Content

7 Network Access/Security

RADIUS/TACACS+ Authentication for Management Access RADIUS Accounting for Management Access Port security (max.16MAC entries per port) 802.1X Port-based Access Control 802.1X MAC-based Access Control 802.1X Guest VLAN SSH v1, v2/ SSL v3 Traffic Segmentation Broadcast Storm Control

8 Management Web-based GUI CLI ( Command Line Interface ) Telnet client TFTP client SNMP v1,v2c, v3 Support for RMON 1/2 group as and when required BOOTP/DHCP Client SNTP or NTP SYSLOG Dual image or fireware upgrade through TFTP /FTP server Port description Web GUI traffic/CPU Monitoring SNMP trap on MAC notification DHCP Auto Configuration DHCP relay option 82 SMTP client ( e-mail notification )externally/ Internally

9 MIB Support MIBII ( RFC 1213 ) Bridge MIB ( RFC 1493 ) RFC 2011 SNMPv2 MIB for IP,RFC 2013 SNMPv2MIB for UDP RMON MIB ( RFC 1757, 2819 ) 802.1p MIB ( RFC 2674 ) IF MIB ( RFC 2233, 2863 ) RADIUS Authentication client MIB(RFC 2620) RADIUS Accounting client MIB (RFC 2925)Private MIB


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S. No



Compliance Y/N

10 Physical & Environmental

Internal/External Power supply

4. Multi Function Device ( A4 Size)

S. No. Parameter Minimum Specifications Suggested

Specification Proposed By Bidder

Compliance Y/N

1. Functions Black-and-white printing, black-and-white copying, color scanning, black-and-white faxing

2. Print speed >= 25 ppm

3. Memory 64 MB

4. Duty cycle (monthly, A4)

>= 8000

5. Print quality (black, normal quality)

Up to 600 x 600 dpi

6. Duplex print options

Automatic

7. Copy speed (black, draft quality, A4)

>=25 cpm

8. Copy resolution (black graphics)

600 x 600 dpi or better

9. Scan Type Flatbed, ADF

10. Optical scanning resolution

Up to 1200 dpi

11. Maximum scanning size

216 x 297 mm through Flatbed/ADF and 216 x 356 mm through ADF

12. Scan file format

PDF, JPEG,TIFF

13. Standard media sizes

A4, A5, B5 (JIS), executive (JIS), 16K, envelopes

14. System Interface

1 USB (compatible with USB 2.0 specifications), and 10/100 Ethernet network port


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S. No. Parameter Minimum Specifications Suggested

Specification Proposed By Bidder

Compliance Y/N

15. Compatible operating systems

Microsoft Windows 7 (32Bit/64bit), windows 2000, Windows XP(32Bit/64bit), XP Professional (32Bit/64bit), Windows Server 2003, Windows 2008 (32Bit/64bit), Linux

16. Power requirements

Input voltage 220 to 240 VAC (+/- 10%), 50/60 Hz (+/-2 Hz)

17. Warranty Period


5. 1 KVA UPS

Sl.No Features Minimum Specifications Suggested


Compliance Y/N

1. Mandatory Certification - ISO 9001 Series Manufacturer, - Valid Test Certificate from any Govt. Approved Test/ Certifying Agency on Tendered Specs.

2. Capacity 1K VA

3. No. of Sockets Min. 3 sockets for connecting devices.

4. Battery Make Battery should be branded - ISO 9001 and 14001 certified

5. Battery backup 30 minutes on full load with Internal batteries (i.e. housing of the batteries should be within UPS)

6 Cables With necessary cable and plug

6. Laser Printer (B/W Duplex)

Sl.No. Parameter Minimum Specifications Suggested Specifications Proposed by Bidder

Compliance Y/N

1. Make To be specified by Bidder

2. Model To be specified by Bidder

3. Print Technology

Laser

4. Print speed in black in normal mode

Minimum 24 PPM (A4) or higher


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Sl.No. Parameter Minimum Specifications Suggested Specifications Proposed by Bidder

Compliance Y/N

5. Resolution in black

600 x 600 dpi or better

6. Memory Min: 32MB or better

7. Duty cycle. Min: 8,000 pages per month or above

8. Media size A4, Letter, Legal

9. Duplex Yes (Automatic Duplex)

10. Interface

Hi speed USB 2.0 or better, Built in Ethernet 10/100 Mbps Ethernet

11. Energy Star Yes

12. Cables/ Accessories/ Drivers

All the required cabled, accessories and software drivers to be included for the supplied operating system

13. Platform supported

Windows 7(32bit/ 64 bit), Win XP (32Bit/64Bit), Windows 2008 (32 Bit/64 Bit) and Windows 2003.

14. Warranty Period


7. Passive Work

S. No. Features Minimum Specifications Suggested


Compliance Y/N

1. Common

All specifications for components & cabling to be tested up to 250 MHz , UL *R listed & verified

2. UTP cable

The UTP Cable Shall meet the requirement w.r.t maximum d.c resistance, balance and unbalance, maximum PR to GND Capacitance and attenuation losses as applicable to the category 6,unshielded UTP Cable and corresponding ASTM Standards as mentioned there in. Cable shall have Standard marking and designation as applicable in line with the international standard such as CSA/UL. This item shall be accepted based on OEM certificate.


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S. No. Features Minimum Specifications Suggested


Compliance Y/N

3. 24 port Patch Panel

110 wiring block at rear end & RJ 45 jack on front panel, 19” rack mountable, should confirm or deviance exceed the EIA/TIA 568 B standards for CAT 6, Metallic /steel high strength & 1U height, confirm EIA/TIA 568 B wiring pattern, should have routing rings & ties and labeling strips for identification, UL *R Listed & verified.

4. Information outlets

Surface mount box with single RJ 45 socket, should confirm or exceed the EIA/TIA 568 B standards for CAT 6, provision for dust cover, labeling icons & strips, anchors for stain relief cable entry, UL *R listed & verified

5. Patch Cord

Should confirm or exceed the EIA/TIA 568 B standards for CAT 6, Factory molded boots on RJ 45 plugs at both ends, UL *R listed & verified, Option for color – Grey, Blue, Red & Green & cross over cable Length - 3 feet Length – 10 feet Length – 7 feet


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7.4. ANNEXURE-4 - COVERING LETTER OF THE BID

(To be submitted on the Company Letter head of the Tenderer, sealed and signed)

To,

Managing Director,

RajCOMP Info Services Limited (RISL),

First Floor, Yojana Bhawan, Tilak Marg,

C-Scheme, Jaipur (Rajasthan)

Dear Sir,

Ref: Request for Proposal (RFP) Notification dated............... No..........

1. I/We, the undersigned bidder, Having read & examined in detail, the Bid Document, the receipt of

which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as mentioned in

the Scope of the work, Technical specifications, Service Level Standards & in conformity with the

said bidding document for the same.

2. I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the

information contained in the bid is true and correct to the best of our knowledge and belief.

3. I/ we hereby submit our token of acceptance to all the tender terms & conditions without any

deviations. Hence, we are hereby submitting our Bid and offer to provide services to Purchaser

for carrying out the project in accordance with your RFP.

4. Until a formal contract is prepared and executed, this bid, together with your written acceptance

thereof and your notification of award shall constitute a binding Contract between us.

5. I/We agree to abide by this RFP for a period of 180 days from the closing date fixed for

submission of bid as stipulated in the RFP document.

6. I/We undertake that, in competing for (and, if the award is made to us, in executing) the above

contract, we will strictly observe the laws against fraud and corruption in force in India namely

“Prevention of Corruption Act, 1988”.

7. I/ We undertake, for timely establishment of a local office in Jaipur (if the award is made to us)

and within 2 months from the date of issue of LoI.

Or (strike out whichever is not applicable)

We have an existing office at Jaipur at the following address:

..........................................................................................................................

8. I/We understand that the Purchaser is not bound to accept any bid received in response to this

RFP.


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9. In case we are engaged by the Purchaser, we shall provide any assistance/cooperation required

by Purchaser, appointed auditing agencies (if any), state government officials and Other

Stakeholders of the project for performing their duties with respect to this project. We understand

that our non-cooperation for the same shall be grounds for termination of service.

Signature…………………

In the capacity of………………………

Duly authorised to sign Proposal for And on behalf of………………………..

Date………………….. Place………………….


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7.5. ANNEXURE-5 - PRE- BID QUERIES FORMAT Name of the Company/Firm: Name of Person(s) Representing the Company/ Firm:

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

Company/Firm Contacts:

Contact Person(s) Address for Correspondence

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

Query / Clarification Sought:

Sl.No. RFP Page No.

RFP clause No.

Clause Details Query/ Suggestion/ Clarification

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/ .ODF/.doc/.docx).

Queries not submitted in the prescribed format will not be considered/ responded at all by the tendering

authority


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7.6. ANNEXURE-6 - TENDER FORM 1) Addressed to:

Name of the Tendering Authority Managing Director, RajCOMP Info Services Limited (RISL),

Address First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)

Telephone 0141-2226055, 5103902 Tele Fax 0141-2228701 Email [email protected]

(clearly mention the NIT no. in the subject of the mail) 2) Firm Details:

Name of Firm Name of Contact Person with Designation

Registered Office Address

Address of the Firm

Year of Establishment Type of Firm Put Tick( √ ) mark

Public Limited Private Limited

Partnership Proprietary

Telephone Number(s) Email Address/ Web Site Email: Web-Site: Fax No. Mobile Number Mobile: Certification/Accreditation/Affiliation, if Any

3) The requisite tender fee amounting to Rs. ________/- (Rupees <in words>) has been deposited vide

receipt no. _______ dated ___________.

4) The requisite tender processing fee amounting to Rs. ________/- (Rupees <in words>) has been

deposited vide receipt no. _______ dated ___________.

5) The requisite EMD amounting to Rs. ________/- (Rupees <in words>) has been deposited vide

Banker’s Cheque/ DD No. ___________ dated ___________.

6) We agree to abide by all the terms and conditions mentioned in this form issued by the Empanelment

Authority and also the further conditions of the said 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 along with

stamp of the firm).

Date: Name & Seal of the firm: ________________________ Authorized Signatory: ___________________________



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7.7. ANNEXURE-7- Letter of Authority

To,

Managing Director,




I/ We <Name/ Designation> hereby declare/ certify that <Name/ Designation> is hereby authorized to

sign relevant documents on behalf of the company/ firm in dealing with Tender/ NIT reference No.

______________________ dated _________. He/ She is also authorized to attend meetings & submit

technical & commercial information/ clarifications as may be required by you in the course of processing

the Bid. For the purpose of validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:

Please attach the board resolution / valid power of attorney in favour of person signing this authorizing letter.


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7.8. ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING

UNDERTAKING (To be submitted by the bidder on a non-judicial stamp paper of Rs. 10/-) In response to the Tender/ NIT Ref. No. _____________________________ dated ___________ for <Project Title>, as an Owner/ Partner/ Director of ________________________________________, I/ We hereby undertake that our Company/ firm ___________________, at the time of bidding: - 1. is having unblemished record and is not declared ineligible for corrupt & fraudulent practices

either indefinitely or for a particular period of time by any State/ Central government/ PSU/ UT.

2. is not insolvent, in receivership, bankrupt or being wound up, does not have its affairs administered by a court or a judicial officer, does not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons.

3. does not have, and their directors and officers not have, been convicted of any criminal offence related to their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a procurement contract within a period of three years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to debarment proceedings.

If this undertaking is found to be incorrect then without prejudice to any other action that may be taken and our bid, to the extent accepted, may be cancelled. Thanking you, Name of the Bidder: - Authorised Signatory: - Seal of the Organization: - Date: Place:


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7.9. ANNEXURE-9 - CERTIFICATE OF CONFORMITY/ NO DEVIATION

To,

Managing Director,




CERTIFICATE

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

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

the minimum specifications of the Tender/ bidding document and that there are no deviations of any kind

from the requirement specifications.

Also, I/ we have thoroughly read the tender/ bidding document and by signing this certificate, we hereby

submit our token of acceptance to all the tender terms & conditions without any deviations.

I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the end-to-

end implementation and execution of the project, to meet the desired Standards set out in the Tender/

bidding Document.

Thanking you,

Name of the Bidder: -

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:


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7.10. ANNEXURE-10 - MANUFACTURER’S AUTHORIZATION FORM (MAF) To,

Managing Director,




Subject: Issue of the Manufacturer’s Authorisation Form (MAF)

Reference: NIT/ RFP Ref. No. _____________________ dated ________

Sir,

We <name and address of the OEM> who are established and reputed original equipment

manufacturers (OEMs) having factories at <addresses of manufacturing location> do hereby

authorize <M/s __________________________> who is our <Distributor/ Channel Partner/ Retailer/

Others <please specify> to bid, negotiate and conclude the contract with you against the

aforementioned tender reference for the following Hardware/ Software manufactured by us: -

<OEM will mention the details of all the proposed product(s) with their make/ model.

This should be in sync with the overall proposed technical solution. Also, OEM shall

provide to the bidder, the Compliance Sheets (duly supported by the datasheets) for all

the products as per Technical Specifications mentioned in this bid document at

Annexure-3>

We undertake that offered Hardware/ Software, as mentioned above, by the bidder for back to back

service, support, spares, updates and patches for the entire period of contract as mentioned in the

bid document.

Yours faithfully,

For and on behalf of M/s (Name of the manufacturer)

(Authorized Signatory) – Please attach proof

Name, Designation & Contact No.:

Address: ___________________________________

Seal:


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7.11. ANNEXURE-11 - UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS (On Rs. 100/- Non-judicial stamp paper)

To,

Managing Director,




Reference: NIT No. :___________________________________ Dated:__________

This has reference to the items being supplied/ quoted to you vide our bid enquiry no. ___________

dated ___________.

We hereby undertake that all the components/ parts/ assembly/ software used in the equipment shall be

genuine, original and new components /parts/ assembly/ software from respective OEMs of the products

and that no refurbished/ duplicate/ second hand components/ parts/ assembly/ software are being used

or shall be used. In respect of licensed operating system, we undertake that the same shall be supplied

along with the authorized license certificate with our name/logo. Also, that it shall be sourced from the

authorized source for use in India.

In case, we are found not complying with above at the time of delivery or during installation, for the

equipment already billed, we agree to take back the equipment already supplied at our cost and return

any amount paid to us by you in this regard and that you will have the right to forfeit our EMD/ SD/ PSD

for this bid or debar/ black list us or take suitable action against us.

Authorized Signatory

Name:

Designation:


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7.12. Annexure – 12- Format – Statement of Deviations Statement of Deviations

Statement of deviations from Schedule of Requirements

To

Managing Director,




Following are the Technical deviations and variations from the requirements and documents proposal

submitted against Tender document No. <TENDER REFERNECE NUMBER> Dated <DATE>. These

deviations and variations are exhaustive. Except these deviations and variations, all other Terms and

Conditions of the Tender are acceptable to us.

S. No. Section No. Clause No. Page No. Statement of deviations and variations.

Remarks

Note: Bidders may please note that compliance to a clause and a sub-clause would mean complete

compliance to all the other sections within those clauses and sub-clauses.

Witness: Bidder:

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

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

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

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

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


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Statement of Deviations from Tender Terms & Conditions

To

Managing Director,




Following are the Technical deviations and variations from the requirements and documents proposal

submitted against Tender document No. <TENDER REFERNECE NUMBER> Dated <DATE>. These

deviations and variations are exhaustive. Except these deviations and variations, all other Terms and

Conditions of the Tender are acceptable to us.

S. No. Section No. Clause No. Page No. Statement of deviations and variations.

Remarks

Note: Bidders may please note that compliance to a clause and a sub-clause would mean complete

compliance to all the other sections within those clauses and sub-clauses.

Witness: Bidder:

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

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

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

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

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


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7.13. ANNEXURE-13 - FINANCIAL BID FORMAT

Financial bid covering Letter

(Cover Letter on Bidder’s Letter Head)

To,

Managing Director,




Reference: NIT No. :___________________________________ Dated:__________

Dear Sir,

Having examined the Bidding Document, the receipt of which is hereby duly acknowledged, I/ we, the

undersigned, offer to work as “System Integrator/ Implementing Agency” as per the defined Scope of the

work & in conformity with the said bidding document for the same. We hereby offer our best price as per

the details below and would be valid as per the details mentioned in the NIT.

1) I/ We undertake that the prices are in conformity with the specifications/ requirements prescribed. The

price quoted is inclusive of all cost likely to be incurred for executing this work. The prices are

inclusive of all type of govt. taxes/ duties.

2) I/ We undertake, if our bid is accepted, to deliver the services in accordance with the requirements of

RISL/ designated department.

3) If our bid is accepted, we will give the Performance Security of Rs. ___________for the due

performance of the Contract, in the form prescribed by RISL.

4) I/ We agree to abide by this bid for a period of 180 (One Hundred Eighty only) days after the last date

fixed for bid submission and it shall remain binding upon us and may be accepted at any time before

the expiry of that period.

5) Until a formal contract is prepared and executed, this bid, together with your written acceptance

thereof and your notification of award shall constitute a binding Contract between us.

6) We understand that you are not bound to accept the lowest or any bid you may receive.

7) We agree to the terms & conditions mentioned in the Tender document.


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A) CAPEX

A1) CAPEX: Head Quarter, RHB, Jaipur

S.No. Item No. and Description

Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty

Base Unit Cost in INR (incl. all

incidental charges and all Taxes but

excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

1.

Desktop Computer (Incl. OS + AV + Open Office)

Item No 1 Nos. 50

2. L 2 Switch - 48 Port

Item

No 2 Nos. 2

3. MFD Printer (B/W) A4 Size

Item

No 4 Nos. 25

4. UPS 1 KVA Item

No 5 Nos. 50

5. Printer Laser jet (B&W Duplex)

Item

No 6 Nos 25

Total A1 (In Figures) – Rs

Total A1 (In Words) – Rupees

A2) CAPEX: Circle offices, RHB GoR (for 9 circle offices)


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

1.


Item No 1 Nos. 54

2. L 2 Switch - 24 Item Nos. 9


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Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

Port No 3


Item

No 4 Nos. 9

4. UPS 1 KVA Item

No 5 Nos. 54


Item

No 6 Nos 45

6.

Passive work -structure cable (UTP) PVC Conduits and Laying of PVC along with I/O

Item

No 7/1 Mtr 9000

7. Passive work-Panel along with 19U rack

Item

No 7/2 Nos 9

8. Patch Cord 7” Item

No 7/3 Nos 125



A3) CAPEX: Independent Division Office, RHB, GoR (for 12 selected offices)


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

1.


Item No 1 Nos. 36


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Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E


Item

No 3 Nos. 12


Item

No 4 Nos. 12

4. UPS 1 KVA Item

No 5 Nos. 36


Item

No 6 Nos 24

6.


Item

No 7/1 Mtr 6000


Item

No 7/2 Nos 12


No 7/3 Nos 85



A4) CAPEX: Division office, RHB, GoR (for 26 selected offices)


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

1.


Item No 1 Nos. 78


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Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E


Item

No 3 Nos. 26


Item

No 4 Nos. 26

4. UPS 1 KVA Item

No 5 Nos. 78


Item

No 6 Nos 52

6.


Item

No 7/1 Mtr 13500


Item

No 7/2 Nos 26


No 7/3 Nos 200



A5) CAPEX: Cash Collection Office, RHB, GoR (for 5 selected offices)


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

1. Desktop Computer (Incl. OS + AV +

Item No 1 Nos. 5


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Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

Open Office)

2. UPS 1 KVA Item

No 5 Nos. 5

3. Printer Laser jet (B&W Standard)

Item

No 6 Nos 5



A6) CAPEX: RHBMS Software Application

Phase Module Name Amount for

Phase (INR)

Service Tax %

Service Tax

(INR)

VAT %

VAT (INR)

Total Amount

for Phase

1. • Estate Management System o Housing Sub-Module o Recovery Sub-Module o Lease System and

Rental properties Sub-Module


• Application Digitization and Management tools

2. Financial Accounting o Budget Planning and

Allocation o Project Accounting o Book keeping &

accounting

3. Project Monitoring Information System

4. Asset Management Module

5. Personnel and Payroll Module


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6. Stores and purchase management system

Total A6 (In Figures) – Rs.


Note:-

1. The Purchase may opt for agile methodology for development of core application, wherein a phase wise plan will be provided to the SI for development and implementation of modules. The Purchaser may phase out work up to 6 phases. The cost of phase shall be considered a sum of quoted cost of module associated with the phase. e.g the purchaser may club module 2 & 4 for phase 2 development or may club module no 2,4,6 for phase 2 development.

2. The bidder shall quote module wise Software Development, Deployment & configuration cost inclusive of supply of all third party tools/software like dash board/ access control & identity manager/reporting tools etc. used by bidder to run application.

A7) CAPEX: Miscellaneous One-Time Activities

Phase Item Description MU Unit Total Qty

Base Unit Cost

in INR

Amount for

Module (INR)

Service Tax %

Service Tax

(INR)

Total Amount

A B C=AXB D E=C+D

1 Man month rate to undertake work related to Data Digitization (data entry, data migration, scanning and data indexing)

Man

Month

No 225

2 Initial Training to all Officer s/ Emp. as per SoW

Training

session

No 195

Total A7 (In Figures) – Rs.


B) OPEX


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B1) OPEX for 4 Years

Sl.No.

Item Description No. of Offices/

Locations

Per Unit OPEX

Cost in INR

(for 4 Years)

Total Cost

In INR

Service Tax %

Service Tax In INR

Total OPEX Cost in INR

A B C=AXB D E=C+D

1.

NOC at RHB HQ (Deployment of Manpower at NOC/RHB HQ ref 4.2.5.2 –SoW)

1

2.

Circle offices, RHB, GoR (Deployment of Manpower at Circle Office ref 4.2.5.2 –SoW)

9

3. Division/ Independent Division, RHB (Deployment of Manpower ref 4.2.5.2 –SoW)

6

4.

RHBMS Application S/w Maintenance (Phase -I) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run phase-I application.

1

5.

RHBMS Application S/w Maintenance (Phase-II) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run Phase-II application.

1

6.

RHBMS Application S/w Maintenance (Phase-III) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run Phase-III application.

1

7. RHBMS Application S/w 1


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Sl.No.

Item Description No. of Offices/

Locations

Per Unit OPEX

Cost in INR

(for 4 Years)

Total Cost

In INR

Service Tax %

Service Tax In INR

Total OPEX Cost in INR

A B C=AXB D E=C+D

Maintenance (Phase-IV) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run Phase-IV application.

8.

RHBMS Application S/w Maintenance (Phase-V) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run Phase-V application.

9.

RHBMS Application S/w Maintenance (Phase-VI) The bidder shall bundle the cost of 4 years comprehensive OEM support (over phone & online) for all third party tools/COTS used by bidder to run Phase-VI application.

Total B1 for 4 Years (In Figures) – Rs.

Total B1 for 4 Years (In Words) – Rupees C) Man-Month Rate for Application Change Requests


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Phase Item Description MU Unit Total Qty

Base Unit Cost

in INR

Amount for

Module (INR)

Service Tax %

Service Tax

(INR)

Total Amount

A B C=AXB D E=C+D

1 Man-Month Rate for undertaking change request work with an effort estimate of 60 man-months

Man

Month

No 60

Total C (In Figures) – Rs.

Total C (In Words) – Rupees

D) COMMERCIAL BID SUMMARY – TOTAL CAPEX and TOTAL OPEX

D1) TOTAL CAPEX

Sl.No. Item No. and Description CAPEX Cost in INR

1. Total Cost of A1

The rates shall be filled up separately in given format

on e-procurement portal

with financial bid.

2. Total Cost of A2

3. Total Cost of A3

4. Total Cost of A4

5. Total Cost of A5

6. Total Cost of A6

7. Total Cost of A7

Total D1 (In Figures) – Rs.

Total D1 (In Words) – Rupees

D2) TOTAL OPEX


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Sl.No. Item No. and Description Total OPEX Cost in INR

1. Total Cost of B1

The rates shall be filled up separately in given format on

e-procurement portal with financial bid.

Total D2 (In Figures) – Rs.

Total D2 (In Words) – Rupees

E) COMMERCIAL BID SUMMARY – TOTAL PROJECT COST

Sl.No. Item No. and Description Total Cost in INR

1. Total CAPEX (D1) The rates shall be filled up

separately in given format on e-procurement portal

with financial bid.

2. Total OPEX (D2)

3. Man-Month Rate for undertaking change request work with an effort estimate of 60 man-months (C)

Total E (In Figures) – Rs.

Total E (In Words) – Rupees

Date: ________________

Place: ________________

Authorized Signatory: ___________________________

Seal of the Company/Firm: ______________________


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7.14. ANNEXURE-14 - PERFORMANCE BANK GUARANTEE (To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur) To, Managing Director, RajCOMP Info Services Ltd. (RISL), Jaipur. 1. In consideration of the RajCOMP Info Services Ltd. (RISL) (hereinafter called "RISL") having agreed

to exempt M/s ..........................(hereinafter called "the said Contractor(s)" from the demand, under the terms and conditions of an Agreement No..................................dated .....................made between the RISL through Director (T) and .......................(Contractor) for the work .................(hereinafter called "the said Agreement") of Security Deposit for the due fulfillment by the said Contractor (s) of the terms and conditions contained in the said Agreement, on production of a Bank Guarantee for Rs...................(rupees ........................................only), we ...................(indicate the name of the Bank), (hereinafter referred to as "the Bank") at the request of ..................Contractor(s) do hereby undertake to pay to the RISL an amount not exceeding Rs...................(Rupees..................................only) on demand.

2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs.................... (Rupees............................only), the amounts due and payable under this guarantee without any demur or delay, merely on a demand from the RISL. Any such demand made on the bank by the RISL shall be conclusive as regards the amount due and payable by the Bank under this guarantee. The Bank Guarantee shall be completely at the disposal of the RISL and We....................... (Indicate the name of Bank), bound ourselves with all directions given by RISL regarding this Bank Guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs...................... (Rupees....................only).

3. We.......................(indicate the name of Bank), undertake to pay to the RISL any money so demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or proceeding pending before any Court or Tribunal or Arbitrator etc. relating thereto, our liability under these presents being absolute, unequivocal and unconditional.

4. We.....................(indicate the name of Bank) further agree that the performance guarantee herein contained shall remain in full force and effective up to <DATE> and that it shall continue to be enforceable for above specified period till all the dues of RISL under or by virtue of the said Agreement have been fully paid and its claims satisfied or discharged or till the RISL certifies that the terms and conditions of the said Agreement have been fully and properly carried out by the said Contractor(s) and accordingly discharges this guarantee.

5. We ...........................(indicate the name of Bank) further agree with the RISL that the RISL shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said Agreement or to extend time of performance by the said Contractor(s) from time to time or to postpone for any time or from time to time any of the powers exercisable by the RISL against the said Contractor(s) and to forbear or enforce any of the terms and conditions relating to the said Agreement and we shall not be relieved from our liability by reason of any such variation, or extension being granted to the said Contractor(s) or for any forbearance, act or omission on the part of the RISL or any indulgence by the RISL to the said Contractor(s) or by any such matter or thing whatsoever which would but for this provision, have effect of so relieving us.

6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not be discharged due to the change in the constitution of the Bank or the contractor(s).


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7. We .............................. (indicate the name of Bank), lastly undertake not to revoke this guarantee except with the previous consent of the RISL in writing.

8. This performance Guarantee shall remain valid and in full effect, until it is decided to be discharged by the RISL. Notwithstanding anything mentioned above, our liability against this guarantee is restricted to Rs........................... (Rupees..............................only).

9. It shall not be necessary for the RISL to proceed against the contractor before proceeding against the Bank and the guarantee herein contained shall be enforceable against the Bank notwithstanding any security which the RISL may have obtained or obtain from the contractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last day of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee shall expire on the close of the next working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under the memorandum and articles of Association/constitution of our bank and the undersigned is/are the recipient of authority by express delegation of power(s) and has/have full power(s) to execute this guarantee for the power of attorney issued by the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)

Signature

(Name & Designation)

Bank's Seal

The above performance Guarantee is accepted by the RISL

For and on behalf of the RISL

Signature (Name & Designation)


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7.15. ANNEXURE-15 - DRAFT AGREEMENT FORMAT 1) An agreement made this__ (enter date of Agreement)__between__(enter your firm’s name &

address)__(hereinafter called "the approved supplier", which expression shall, where the context so

admits, be deemed to include his heirs, successors, executors and administrators of the one part and

the "RISL" which expression shall, where the context so admits, be deemed to include his successors

in office and assigns of the other part.

2) Whereas the approved supplier has agreed with the RISL to supply to the Managing Director, RISL,

Yojana Bhawan, Jaipur on behalf of (enter name of client organisation) to its various Offices as well

as at its branch offices throughout Rajasthan, all those articles set forth in Our Order No ._________

Dated __________ appended hereto in the manner set forth in the conditions of the tender and

contract appended herewith and at the rates set forth in the said order.

3) And whereas the approved supplier has deposited a sum of Rs._____________ in the form of: -

a) Cash/ Bank Draft No./ Banker Cheque No.____________________ dated._________ valid upto

_____________.

b) Post Officer Savings Bank Pass Book duly hypothecated to the Departmental authority.

c) National Savings Certificates / Defence Savings Certificates / Kisan Vikas Patras or any other

script / instrument under National Saving Schemes for promotion of Small Savings, if the same

can be pledged under the relevant rule. (The certificates being accepted at surrender value) as

security for the due performance of the aforesaid agreement which has been formally transferred

to RISL.

4) Now these Presents witness:

a) In consideration of the payment to be made by the RISL through cheque/DD at the rates set forth

in the Supply Order hereto appended the approved supplier will duly supply the said

articles set forth in Our Order No.___________ dated ___/___/20___ thereof in the manner

set forth in the NIT, Tender Form, Instructions to Bidders, Terms of Reference, General and

Special Conditions of the Tender and Contract, Technical Bid and Financial Bid along with their

enclosures.

b) The NIT, Tender Form, Scope of Work, General and Special Terms and Conditions of the Tender

and Contract, Technical Bid and Financial Bid along with their enclosures enclosed with the

Tender Notice No._____ dated.___/___/20___ and also appended to this agreement will be

deemed to be taken as part of this agreement and are binding on the parties executing this

agreement

c) Letter Nos._______________ dated __________ received from bidder and letter number

_____________dated____________ issued by the RISL and appended to this agreement shall

also form part of this agreement.

d) (i) The RISL do hereby agree that if the approved supplier shall duly supply the said articles in the

manner aforesaid observe and keep the said terms and conditions, the RISL will through


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Cheque/ DD pay or cause to be paid to the approved supplier at the time and the manner set

forth in the said conditions, the amount payable for each and every consignment.

(ii) The mode of Payment will be as specified in the bid document/ work order.

5) The prescribed scope of work/ requirement of services and deployment of technical resources shall

be effected and completed within the period as specified in the work order.

6) In case of extension in the delivery and/ or installation period/ completion period with liquidated

damages, the recovery shall be made on the basis of following percentages of value of stores/ works

which the bidder has failed to supply or complete the work: -

a) Delay up to one fourth period of the prescribed delivery period, successful installation & completion of work

2.5%

b) Delay exceeding one fourth but not exceeding half of the prescribed delivery period, successful installation & completion of work.

5.0%

c) Delay exceeding half but not exceeding three fourth of the prescribed delivery period, successful installation & completion of work.

7.5%

d) Delay exceeding three fourth of the prescribed delivery period, successful installation & completion of work.

10.0%

Note:

a) Fraction of a day in reckoning period of delay in supplies/ maintenance services shall be

eliminated if it is less than half a day.

b) The maximum amount of agreed liquidated damages shall be 10%.

c) If the supplier requires an extension of time in completion of contractual supply on account of

occurrence of any hindrances, he shall apply in writing to the authority which had placed the

supply order, for the same immediately on occurrence of the hindrance but not after the stipulated

date of completion of supply.

Delivery period may be extended with or without liquidated damages if the delay in the supply of

goods in on account of hindrances beyond the control of the bidder.

7) Warranty/ Services shall be provided by the bidder as per Conditions of Contract.

8) All disputes arising out of this agreement and all questions relating to the interpretation of this

agreement shall be decided by the RISL and the decision of the RISL shall be final.

In witness whereof the parties hereto have set their hands on the _____ day of _____ (Year).

Signature of the Approved

supplier

Signature for and on behalf of

MD, RISL

Designation:

Date: Date:

Witness No.1 Witness No.1

Witness No.2 Witness No.2


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7.16. ANNEXURE 16- Format for Submission of Project References for eligibility criteria

Project Name: Value of Contract/Work Order (In INR): Country: Location within country:

Project Duration:

Name of Customer: Total No. of staff-months of the assignment: Contact person with address, phone, fax and e-mail:

Approx. value of the services provided by your company under the contract (in INR):

Start date (month/year): Completion date (month/year): Name of associated Bidders, if any: Narrative description of Project:

List of Services provided by your firm/company

Please attach a copy of the work order/completion certificate/purchase order/ letter from the customer for

each project reference


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7.17. ANNEXURE 17- Service Level Agreement a. Purpose & Duration of SLA:

The SLA purpose is to enforce a contract between the selected bidder and Purchaser. The

SLA would come into effect from the date of commissioning and until the successful

completion of the operations & maintenance period of 4 years. The successful bidder

has to comply with Service Level Agreements (SLAs) to ensure adherence to

project timelines, quality and availability of services.

b. Service Window:

1 Prime Business Hours (PBH) 08:00AM to 08:00PM, 12 Hours (On all

days)

2 Non-Prime Business Hours

(NPBH)

8:00PM to 08:00AM, 12 Hours (On all

days)

c. Hours of Operation (Help Desk): The problems encountered during the usage of the

application would be reported at the Help Desk established by the selected bidder at the

Head Office of RHB in Jaipur. This would enable the Helpdesk staff to log complaints and

take action as per the severity of the reported problem. Also, the hours of Helpdesk

operation would be from 9.30AM to 6.30PM and on all the working days. If required, the

Helpdesk would also be operational on non-working days between 10 .00 A.M. to 1.00 P.M.

d. Dependencies: The dependencies on the performance of services beyond the control of

either party and where default is due to reasons beyond the control of the selected bidder or

due to reasons attributable to RISL or third parties, the selected bidder would not be

penalized. For example, if uptime of a particular equipment/ application is desired and this is

due to non-availability of power (which is out of scope of work of the selected bidder), then

the time period during which a service was unavailable due to non-availability of power

would be removed while calculating the uptime.

e. Monitoring & Evaluation: The selected bidder shall provide and make use of following

system for monitoring and evaluation

Sr No SLA Monitoring System

1 Down time of IT & Non-IT

Infrastructure deployed at all project

locations

Through a web base/phone line Incident reporting log

available at IT help desk

2 Down Time web portal & Application

software

Through EMS application available at RSDC

3 Non Availability of Manpower Attendance Register at each project location

4 Delay in performing software support

like upload content/ bugs fixing/ minor

Through a web base/phone line call log available at IT

help desk


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change request

f. Review Committee and Review Mechanism: The designated review committee/

members, on a quarterly basis, shall review and discuss the services delivery and

performance standard compliance of the selected bidder. The review would include but not

be limited to: -

• Service provided during the review period

• Major incidents during the review period

• Problems that remains outstanding

• Review of Change requests/Variation and progress for enhancements

• Future events or business developments that will affect the Service

• Review any potential changes required to the SLA

• Agree items for submission to the executive decision making

• Review schedules for Services provided.

g. Penalty for downtime: If the selected bidder fails to deliver the required services due to

reasons attributable to him like non-functioning of the hardware/ system, non-accessibility of

the web-portal/ application, non-availability of the technical personnel/ manpower, etc. the

cumulative penalty, as applicable, would be imposed as mentioned bellow while processing

the payment for respective milestone.

h. Penalty for Downtime of IT & Non IT Infrastructure deployed at various project locations:

The successful bidder has to resolve the calls during the warranty period as per the

timelines defined below, failing which the successful bidder is liable to be penalized as given

below

Item (CRITICAL) Time to resolve after lodging of complaint (PBH)

Penalty

Switch ,Router

0 - 4 Hours No Penalty

(A) 4 - 8 Hours 1% of the item value

(B) 8 - 12 Hours 2% of the item value

(C) 12 - 24 Hours 3% of the item value

(D) 24 - 48 Hours 4% of the item value

(E) 48-72 hours 6% of the item value

(F) Beyond 72 hours If the call is not resolved beyond 72


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hours a penalty of 10% of the item

value will be imposed with 0.01%

per additional PBH (till call is

resolved)

Other Non Critical Items like:

DESKTOP , Printer, UPS

From the date of lodging of

complaint(1st business day)

within next two business days

(upto 3rd business day)

No penalty

Within 4th business day 0.5% of the item value




Beyond 7th business day If the call is not resolved beyond 7th

business day penalty of 5% of the

item value will be imposed with

0.05% per additional PBH (till call is

resolved)

Notes :

A business day means a working Day from 08.00 Am to 08.00PM except Rajasthan Government Holidays .

• For purpose of lodging of call and resolve of call a standard mechanism defined in RFP will be applicable.

• For calculation of hours for time to resolve a call will include PBH (8.00 AM to 8.00 PM)..

i. Penalty for Downtime of portal & Application S/w The penalty defined in table below is applicable for web portal & application s/w not functional/

accessible, in case of downtime the penalty shall be attributed to the particular phase rather than

overall software cost.

Item Time to resolve after

lodging of complaint

Penalty

Overall Non-Availability of the Website/ Application in a Quarter (PBH to be taken into account)

(A) 0 - 4 Hours No Penalty


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(B) 4 - 8 Hours 0.25% of the value (Maintenance cost

quoted for respective phase OF B1 of fin

Bid) per prime business hour payable

quarterly

(C) 8 - 12 Hours 0.5% and additional 0.50% per additional

prime business hour of the value

(Maintenance cost quoted for respective

phase OF B1 of Fin. Bid) payable

quarterly.

(D) 12-48 Hours 5.0% and additional 0.80% per additional

prime business hour of the value

(Maintenance cost quoted for respective

phase OF B1 of Fin. Bid) payable

quarterly.

(E) Beyond 48 hours If the call is not resolved beyond 48 prime

business hours a penalty of 15% of the

value (Maintenance cost quoted for

respective phase OF B1 of Fin. Bid)

payable quarterly will be imposed with

additional 0.5% PBH till the call is

resolved

Note: Down-time of 5 consecutive days in a month for consecutive 2 months may be treated as

breach of contract. Also, the penalty defined in this section shall be used only when the website/

application is not accessible/ functional/ active but the hardware is functional at RSDC, Jaipur.

j. Penalty for Non-Availability of deployed Personnel/ Resources/ Manpower

Resource Type Penalty Per Day of Non-Availability (to be deducted from the total quarterly payable

amount during the O&M Phase)

Project Manager/ System Administrator/

Network Engineer / Database Admin (NOC) Rs. 2500/- per day.

Helpdesk Executive (Helpdesk) Rs. 1200/- per day.

Local Support Exec. (Mandis. Off.) Rs. 750/- per day.

k. Penalty for non-timely performing software support service like Update Content Management (Web Portal)/ Incident reporting of Bugs fixing/ Change Management (Application Software) i.e. Minor Change Requests

Delay (in days) Penalty Per Day (to be deducted from the total quarterly payable


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amount during the O&M Phase)

Upto 1 Day No Penalty

2nd Day Rs. 2,000/- per day.

3rd Day Rs. 3,000/- per day.

4th Day Rs. 4,000/- per day.

5th Day Rs. 5,000/- per day.

Note: Non-timely Content Management/ Bugs fixing / Change Management for 5 or more days for

consecutive 2 months may be treated as breach of contract.

l. Penalty for improper/ missing Data Backup: If the selected bidder fails to take the backup (as per the RSDC Backup Policy) then a

penalty of Rs. 1000 per day will be imposed (to be deducted from the total quarterly payable

amount during the O&M Phase).

m. The maximum total penalty in each quarter (excluding penalties for non-availability of

manpower/resources/personnel) shall not be more than 20% of the Total Quarterly payable

amount during the O&M Phase i.e.,sum of FM1,FM2,FM3,FM4,FM5) as defined in the

Operations & Management (Post Go-Live) Section of Payment Terms and Schedule in this

RFP beyond which the tendering authority will be free to initiate action as per RFP terms

and condition for breach of SLA. The tendering authority may also forfeit the PSD and also

debar the SI from bidding(for all types and form of bids) for at least three years in RISL and

DoIT&C


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7.18 ANNEXURE-18 - LIST OF INFRASTRUCTURE TO BE PROVIDED BY RSDC

S. No. Item Description Shared/Dedicated Type/ Specification

Servers

1 Web Servers Dedicated 1+1 HP DL580 G7, (4 x hex core) available in DMZ zone with 32 GB dedicated Ram, including OS Linux/windows

2 Application Dedicated 1+1 HP DL580 G7, (4 x hex core) available in MZ zone with 32 GB dedicated RAM including OS Linux/windows

3 Database Shared 1+1 HP DL580 G7, (4x 8core) available in MZ zone

4 Back Up Server Shared IBM Tivoli Storage manager client license shall be provided by RSDC

5 EMS Server Shared CA NMS, e health & spectrum, DPM wily, willy-cer, service desk &ITCM on windows (additional NMS licenses shall be provided by SI)

6 SMS Server / Payment Gateway

shared Red Chilly on windows / As provided by GoI / MSDG

7 Anti virus shared Symantec Endpoint protection 11.0 on windows 2008 R2 client licence as applicable shall be provided by RSDC

8 Authentication Server Shared DC,ADC ON WINDOWS 2008 R2, client license shall be provided by RSDC

9 Audit Log Server Shared Centralized syslog server on RHE15

10 Mailing Server shared Open Source / SMTP Gateway

11 Helpdesk Server Shared CA Service Desk R12.5

Storage

12 SAN Storage shared IBM SAN & HP 3PAR

13 Tape Library shared IBM

Network

14 Core Switch shared CISCO 6513

15 Application Access Switch shared CISCO 3750

16 Network Load balancer shared Link Proof & array

17 Bandwidth to be provide by RSDC

dedicated 4X2 Mbps


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S. No. Item Description Shared/Dedicated Type/ Specification

18 Data transfer inter connectivity

shared 1 Gbps , HBA 4Gbps for SAN

19 Portal software application server

shared MS Sharepoint, Jboss AS, Tomcat

20 Middle ware Application (DMS)

Shared MS SharePoint, Omni Doc


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7.19 ANNEXURE-19 - EXPECTED QUALIFICATION OF MANPOWER RESOURCES

S. No. Role Desirable Qualification and Experience

1 Project Manager • B.E/ B.Tech + MBA and preferably PMP certified

• Having at least 5 years of post-qualification relevant work experience in design and development of customized IT applications

• Experience working through the design, development, release (SDLC) cycle delivering software application projects

• Experience in managing a team size of more than 15 developers in the capacity of Team Leader / Project Manager

• Must have good understanding of Government Processes and IT automation initiatives in eGovernance Domain

2 NOC (at HO, RHB)

• B.E/ B.Tech/ MCA/ M.Sc (CS/ IT)/ MCA/ M.Tech • Certification (Microsoft/ Redhat Platform)

• Fluency in English/ Hindi • 3+ years of post-qualification and relevant work experience

as System administrator

6 Local Support Engineer and IT help desk

• Graduation + Diploma in Computers • Certification (Microsoft/ Redhat/ Cisco or Equivalent) • Fluency in English/ Hindi

• 2+ years of post-qualification and relevant work experience as Support Executive/ Engineer