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Govt. of Odisha
Higher Education Department
REVISED/AMENDED REQUEST FOR PROPOSAL
For
Design, Development, Implementation
Of
Personnel Information Management System (PIMS)
For
All Colleges under Higher Education Department, Odisha
RFP Schedule
Sl#
(a)
(b)
(c)
(d)
(e)
(f)
(g)
Items
Availability of Bid Document in the website(s)
[www.odisha.gov.in / www.dheorissa.in]
Last date for receiving queries through email
Issue of Corrigendum
Last Date and time for Submission of Bid (only by
Registered Post /Speed Post / Courier)
Opening of General/Pre-Qualification Bids
Opening of Technical Bids
Each bidder would be given maximum 30 minutes for
presentation
Opening of Commercial Bids
Date & Time
15-Oct--2014
22-Oct-2014
25-Oct-2014
15-Nov-2014 at
02:00 PM
Will be intimated
Will be intimated
Will be intimated
For any queries/suggestions related to the tender, prospective bidders may
address the same to: The Joint Secretary, Higher Education Department,
Govt. of Odisha and send through Email: [email protected]
Sd/Joint Secretary to Govt.
Table of Contents
1.
Background: ............................................................................................. 0
1.1. Objective of Web PIMS ................................................................................ 0
2.
Scope of Work .......................................................................................... 0
2.1. Development of Web PIMS with On-Line Operation ............................................. 1
2.1.1.
Centralized Updation of Employee Profile .................................................. 1
2.1.2.
On-Line Transfer Posting ....................................................................... 1
2.1.3.
Promotion Management ......................................................................... 2
2.1.4.
Increment of Pay ................................................................................. 2
2.1.5.
Leave Management .............................................................................. 2
2.1.6.
Allowance and Deduction Component Configuration ...................................... 2
2.1.7.
Retirement Benefit Management .............................................................. 3
2.1.8.
On-Line Salary Generation ..................................................................... 3
2.1.9.
Annual Enrollment Return (AER) .............................................................. 3
2.1.10. Establishment Billing (With All Supporting Documents)................................... 3
2.1.11. Integration with external systems ............................................................ 4
2.2. Implementation......................................................................................... 4
2.3. Onsite Project Implementation Support ........................................................... 4
2.4. Helpdesk Support ...................................................................................... 4
2.5. Security Audit........................................................................................... 5
2.6. Project Infrastructure Support ...................................................................... 5
2.7. Desired ICT Feature ................................................................................... 5
2.8. Technical Competencies of the Agency ............................................................ 6
3.
Instruction to bidders ................................................................................. 6
3.1. Cost of RFP .............................................................................................. 6
3.2. Pre-bid ................................................................................................... 6
3.3. Bid Response ............................................................................................ 7
3.4. Proposal Preparation Costs ........................................................................... 7
3.5. Signing of Communication ............................................................................ 8
3.6. Bidder inquiries and HED’s responses .............................................................. 8
3.7. Amendment of RFP Document ....................................................................... 8
3.8. Supplemental Information to the RFP .............................................................. 9
3.9. HED’s right to modify submission deadline ....................................................... 9
3.10.
HED’s right to terminate the process ........................................................ 9
3.11.
Earnest Money Deposit and its amount (EMD) ............................................ 10
3.12.
Submission of bids ............................................................................. 10
3.13.
Authentication of bid .......................................................................... 11
3.14.
Validation of interlineations in bid ......................................................... 11
3.15.
Cost of bidding .................................................................................. 11
3.16.
Site Visit ......................................................................................... 11
3.17.
Language of bids ............................................................................... 11
3.18.
Bid Submission Format ........................................................................ 12
3.19.
Late Submission of bids ....................................................................... 12
3.20.
Documents comprising the bid .............................................................. 12
3.21.
Period and Validity of bids ................................................................... 13
3.22.
Proposal Ownership............................................................................ 13
3.23.
Statement of Work ............................................................................. 13
4.
Deliverables and Timelines for the PIMS Project............................................... 14
5.
Payment Structure ................................................................................... 14
6.
Support ................................................................................................. 15
6.1 Technical Support .................................................................................... 15
6.2 Maintenance Conditions ............................................................................ 15
6.3 Warranty Conditions ................................................................................. 16
7.
Service Level Agreements (SLA) and Penalty ................................................... 16
8.
The Bid Process ....................................................................................... 17
8.1 Tender Evaluation Committee ..................................................................... 17
8.2 Opening of bids ....................................................................................... 18
8.3 Negotiations, Contract Finalization and Award ................................................ 18
8.4 Award Criteria ........................................................................................ 19
8.5 HED reserves rights to accept / reject any or all proposals .................................. 19
9.
Evaluation Process ................................................................................... 19
9.1 Overall Bid Evaluation ............................................................................... 19
9.2 Technical Bid Evaluation............................................................................ 19
9.3 Financial Bid Evaluation .............................................................................. 0
10. Selection Procedure ................................................................................... 1
10.1 Selection of Bidder .................................................................................... 1
10.2 Notification of Award of Contract ................................................................... 1
10.3 Signing of Contract ..................................................................................... 2
10.4 Performance Bank Guarantee ....................................................................... 2
10.5 Miscellaneous Terms & Conditions .................................................................. 3
10.6 Failure to agree with the Terms & Conditions of the RFP/Contract .......................... 4
10.7 Indemnity ................................................................................................ 4
10.8 Force Majeure .......................................................................................... 4
11. Annexure ................................................................................................ 6
1
1.
Background:
The Higher Education Department intends to implement the Personnel Information
Management System (PIMS) in all the Colleges of the state. In current scenario the
Department already has the database of all the information of personnel deployed at
Government Colleges.
The Higher Education Department has already built the database of in-position employee
of all Non-Government Aided Colleges through Staff-In-Position (SIP) application. The
Department is now monitoring the entire operation of Sanction of Block Grant to the
above mentioned colleges under GIA Order 2009 through Claimant Management System
(CMS).
Through CMS the Department is also monitoring the recognition and sanction process of
Block Grant to Non-Government Un-Aided Colleges under GIA Order 2008.
With the PIMS on-line operation, the Department would meet the issues related to
extension of the application to all the colleges (Govt. and Non-Govt. Aided) across the
State. It would also help to capture fast and real time information related various HR
activities centrally. The premise behind this Application is to create a solid IT backbone
with well-designed database which would be continuously updated with the information
available from the resources of CMS.
1.1.
Objective of Web PIMS
To scale the PIMS application to all the non-government colleges across the State.
To build HR Decision Support System for the colleges and integrate with the
presently running external applications.
On-Line Transfer Posting Monitoring
On–line Salary Generation to be done through the various DDO levels
To develop a plan for filling future vacancies arising in these colleges
2.
Scope of Work
The Department is inviting service providers, those have adequate experience in
developing and deploying e-Governance projects in government organizations. The
service provider is responsible to conduct system study for gap analysis, identifying
changes required in the existing software to best fit the need of the Department. The
service provider is then responsible to make necessary modification to the software
application and deliver desired software for the purpose of personnel management of
the department. They are also supposed to compile about 50000 employee data from
the colleges, ensure correctness of data through validation process by the authority.
The service provider is also expected to deliver related manuals and impart training to
concerned officers and staff of the field offices to ensure successful adaption of the
software. The Copy Right of the application software will be with Higher Education
Department.
The scope of the project is comprised System Analysis and Design, Documentation,
Deployment and Configuration of Application State Server, Implementation, Training
(both Department and College personnel) and Support for 2 Years.
2.1. Development of Web PIMS with On-Line Operation
The web based PIMS will serve as an effective on-line tool for managing the process
involved in the human resource management of the Department. The different process
layers of the application to be mapped with different hierarchy of users depending on
different level of roles and privileges.
2.1.1.
Centralized Updation of Employee Profile
Authentic Users at College level can update individual employee profile. Employee
information such as Address, Spouse Details, Qualification, Bank Information and
employees other basic information to be updated centrally. Individual employee will
have an access to update their individual information. However the updating will take
effect after authentication.
2.1.2.
On-Line Transfer Posting
The objective of the on-line Transfer Posting module is as follows.
Order Initiation and Sanction of the Transfer Order
Automate Transfer Order generation with user defined template
Relieving and joining of a particular employee from one college to another
Relieve order generation
Employee representation
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The following are the three stages mainly involved in the process of transfer.
Stage 1: The transfer order issued by the Department User
Stage 2: The College/Institution from where the employee is transferred relieves
him/her
Stage 3: The college/Institution where the employee joins accepts his/her joining
report.
Accordingly, the module has three set of activities at three stages for Stage-I, the
transfer order data should be fed at the HED & Directorate level. For stage 2 and 3 the
respective colleges shall update the data with respect to relieving and joining
respectively.
2.1.3.
Promotion Management
This module should be equipped with the following functional features.
Order Initiation and Sanction of the Promotion Order
Automate Promotion Order generation with user defined template
Updating the Seniority List
Reports & Register Related to the Promotion Process
2.1.4.
Increment of Pay
This module should be equipped with the following functional features.
Reminder of the Increment
Selection of Eligible Employee
Generation of Increment Sanction Order with User defined Template
Record the increment with change in salary structure
2.1.5.
Leave Management
This module should facilitate following functionalities.
Generation of Absentee Statement
Order Initiation and Sanction of the Leave
Study Leave Sanction
Automate Leave Sanction Order generation with User defined Template
Leave Account Automation including Earned Leave Accounting
Standard reports such as Leave Register etc
2.1.6.
Allowance and Deduction Component Configuration
The application should have feature to capture the general orders for hike in allowance
like DA and HRA. The Application should be equipped with a Formula Editor to create
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the formula for computation of allowance and deductions and to affect the structure to
more than one employee at a time.
2.1.7.
Retirement Benefit Management
The Application should have the provision to monitor the disbursement of retirement
benefits to the separated employees. This module should be equipped with the following
functional features.
a.
Assessment of Benefits
b.
Sanction of Benefits
c.
Automate Sanction Order Generation with User defined Template
d.
Payment Details of the benefits
Standard reports such as Sanction Register (Gratuity & Un-Utilized Leave), Payment
Register etc.
2.1.8.
On-Line Salary Generation
The information required for salary generation like salary structure, absentee
statement, advance and recovery information of individual employee are available
centrally in PIMS Portal. All DDO who are drawing the salary of college employee would
send their request to centralized PIMS portal for their monthly salary. Salary of individual
DDO would be processed centrally at PIMS portal. After salary being processed, they
should be capable to prepare individual salary bills and download or print the necessary
bill document for treasury. As the salary is processed centrally, off-line consolidation is
not required.
2.1.9.
Annual Enrollment Return (AER)
The system should be equipped to generate AER statement of a particular college. The
annual enrollment return is a statement of student and teacher ratio of a college.
2.1.10. Establishment Billing (With All Supporting Documents)
The System should provide Series of Automatic Billing facility on request of user. BillBrowser should be provided to browse the Bills, edit them wherever required and
finalize them before printing.
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a. Monthly Salary Bill
b. Suspension Allowance Salary Bill/Subsistence allowance
c. Ante-dating/commutation
d. Arrear Bills on occasion of Allowance Hike (DA, HRA), Leave Salary (Sanctioned),
Held Up Pay, Pay Fixation (By Pay Commission, TBA Scale Fixation), Promotional
Arrear Pay Bill, Incremental Arrear Pay Bill etc.
e. Other Bills such as Loan/ Advance Bill (GPF, FA & Others), Provisional Pension Bill,
Final GPF Bill, Final GIS Bill, Unutilized Leave Bill, Provisional Gratuity Bill and
Other Contingency Bill etc.
2.1.11. Integration with external systems
The system should be equipped to be integrated with existing databases of Higher
Education Department, Govt. of Odisha.
2.2. Implementation
Implementation task of Web Based On-Line PIMS is comprised the following activity.
Configuration of On-Line Web PIMS Application at the State Server
Data Porting of all Master and Employee Data of Decentralized PIMS Database to
Central Database
Output Generation and certification
Bug Correction if any
Performance tuning at regular intervals
Data restoration in case of failure
2.3. Onsite Project Implementation Support
a) Bidder shall depute required technical resources looking at the complexity &
usability of the system at the Department after Go-live of the project for onsite
support for a period of 2 years.
b) Department will provide required office space for functioning of the onsite support
team but bidder will provide the Laptop Computer & Internet for effective service.
2.4. Helpdesk Support
a) Bidder shall depute required technical resources looking at the complexity &
usability of the system at the Department after Go-live of the project for onsite
support for a period of 2 years.
b) Department will provide required office space for functioning of the onsite support
team but bidder will provide the Laptop Computer & Internet for effective service.
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2.5. Security Audit
The Auditors will have to carry out an assessment of the vulnerabilities, threats and risks
that exist in website through Internet Vulnerability Assessment and Penetration Testing.
This
will
include
identifying
remedial
solutions
and
recommendations
for
implementation of the same to mitigate all identified risks, with the objective of
enhancing the security of the website. The bidder will also be expected to propose a
risk mitigation strategy as well as give specific recommendations to tackle the residual
risks emerging out of identified vulnerabilities assessment. The website and Webapplication should be audited as per the Industry Standards and also as per the OWASP
(Open Web Application Security Project) model. The auditor is expected to submit the
final audit report after the remedies / recommendations are implemented. The final
report will certify the particular website/web application “Certified for Security “
2.6. Project Infrastructure Support
The bidder has to provide all the required support for keeping the uptime of Application
& Database Server hosted at Data Center, consulting with IT Portal Center and State
Data Center etc. The bidder has to manage the application, database, patch updates
and backups of project within the contract period. The bidder has to undertake the
responsibility of integrating the application software with other applications as and
when required by deploying own resources as per the mutually agreed timeline. No
addition Cost will be charged by the bidder for this purpose in future for the period of 5
years from the date of award of contract. The bidder has to analyze the
Hardware/Software resource availability with Department for running their project. Also
has to provide the proposed hardware and software required for running the application.
2.7. Desired ICT Feature
Provision to act as Directory Structure for access control to other role-based
software applications
Custom Query Builder and Analyzer for Ad-hoc Reporting
Bulletin Board Service for Reminder system on time critical HR actions
Facility for Data Consolidation and Dissemination
Provision of Data Portability to all popular data formats
Facility of minimum Disaster Recovery
Multi-level Security System
Online context sensitive Help System with User Manual
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2.8. Technical Competencies of the Agency
As may be discerned from the above mentioned scope of work, the assignment involves
technical knowledge and working experience in the relevant field. Hence, the agency to
be engaged for the purpose must be technically sound to develop clear understanding
about the assignment. The firm should have following eligibility criteria:
a) The Bidder must be a reputed and experienced entity registered under the Indian
Companies Act, 1956, have a registered office in India for the last 3 years.
b) The Bidder must have an annual average turnover of Rs. 1 Crore during each of the
last 3 financial years 2011-12, 2012-13, 2013-14. It should have profit during last
three financial years 2011-12, 2012-13, 2013-14.(Annexure - III).
c) The bidder should be a minimum of ISO 9001:2008 certified.
d) The Bidder should have valid tax registration in India.
e) The bidder should have experience in developing and implementing at least one egovernance project under any state/central Govt/PSU with a minimum single work
order value of Rs 25 Lakhs.
f) The Bidder should have at least 20 technical employees in its payroll.
g) The bidder should have office in Odisha. In case bidder has no presence in Odisha,
bidder shall furnish an undertaking that an office shall be opened in Odisha, with
sufficient personnel within a month of selection as a successful bidder.
3.
Instruction to bidders
3.1.
Cost of RFP
The complete RFP document can be downloaded from the Higher Education Department
website www.dheorissa.in of Government of Odisha. The bidder has to pay the sum of
Rs5000/- as Tender document fee and Tender processing fees. The above payment is to
be made in the form of Demand Draft from the Nationalized or scheduled Bank in the
name of “Deputy Secretary to Govt., Higher Education Department” payable at
Bhubaneswar. The DD is to be placed in the Technical bid envelopes. The RFP Document
is not transferable to any other bidder.
3.2.
Pre-bid
The Bidders will have to ensure that their queries (if any) prior submission of proposals
must be sent on email: [email protected] addressing to Joint Secretary to
Government, H.E. Department, Government of Odisha.
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The queries should necessarily be submitted in the following format:
Sl#
RFP
Document
Content
of
Reference(s) (Section &
requiring
Page Number(s))
Clarification(s)
RFP
Clarification
1.
2.
3.
4.
5.
3.3.
Bid Response
Bidders are advised to study all instructions, forms, terms, requirements and other
information in the RFP documents carefully. Submission of bid shall be deemed to have
been done after careful study and examination of the RFP document with full
understanding of its implications. The response to this RFP should be full and complete
in all respects. Failure to furnish all information required by the RFP documents or
submission of a proposal not substantially responsive to the RFP documents in every
respect will be at the bidder's risk and may result in rejection of its proposal and
forfeiture of the bid EMD. The decision of Higher Education Department in this regard is
final and binding on all the bidders.
3.4.
Proposal Preparation Costs
The bidder is responsible for all costs incurred in connection with participation in this
process, including, but not limited to, costs incurred in conduct of informative and other
diligence activities, participation in meetings/discussions/presentations, preparation of
proposal, in providing any additional information required by HED to facilitate the
evaluation process, and in negotiating a definitive contract or all such activities related
to the bid process. Higher Education Department will in no case be responsible or liable
for those costs, regardless of the conduct or outcome of the bidding process.
This RFP does not commit Higher Education Department to award a contract or to engage
in negotiations. Further, no reimbursable cost may be incurred in anticipation of award.
All materials submitted by the bidder become the property of Higher Education
Department and may be returned at its sole discretion, provided, any materials which
are identified as “Proprietary and Confidential Material of Bidder” shall remain the
7
property of such bidder and the Higher Education Department shall maintain
confidentiality of such materials.
3.5.
Signing of Communication
All the communication to Higher Education Department including this RFP and the bid
documents shall be signed on each page by the authorized representative of the bidder
and authorization letter should be attached with the bid.
3.6.
Bidder inquiries and HED’s responses
All enquiries / clarifications from the bidders, related to this RFP, must be directed in
writing exclusively to the contact person notified in this RFP document. The preferred
mode of delivering written questions to the aforementioned contact person would be
through mail or fax or email. In no event will the Higher Education Department be
responsible for ensuring that bidders' inquiries have been received by Dept. of Higher
Education. Queries over telephone calls would not be entertained.
After distribution of the RFP, the contact person notified by Higher Education
Department will begin accepting written questions from the bidders. Higher Education
Department will endeavor to provide a full, complete, accurate, and timely response to
all questions. However, Higher Education Department makes no representation or
warranty as to the completeness or accuracy of any neither response, nor does Higher
Education Department undertake to answer all the queries that have been posed by the
bidders. The responses to the queries from all bidders would be published on the Higher
Education Department's website.
No request for clarification from any bidder shall be entertained after due date and
time.
3.7.
Amendment of RFP Document
At any time till 5 days before the deadline for submission of bids, Higher Education
Department (HED), may, for any reason, whether at its own initiative or in response to
a clarification requested by a prospective bidder, modify the RFP document by an
amendment. All the amendments made in the document would be circulated to the
empanelled bidders via the HED website.
8
The bidders are advised to be in contact with Higher Education Department on regular
basis for checking necessary updates. Higher Education Department also reserves the
rights to amend the dates mentioned in this RFP for bid process.
In order to afford prospective bidders reasonable time in which to take the amendment
into account in preparing their bids, Higher Education Department may, at its discretion,
extend the last date for the receipt of bids by a reasonable period.
3.8.
Supplemental Information to the RFP
If HED deems it appropriate to revise any part of this RFP or to issue additional data to
clarify an interpretation of provisions of this RFP, it may issue supplements to this RFP.
Any such corrigendum shall be deemed to be incorporated by this reference into this
RFP.
3.9.
HED’s right to modify submission deadline
HED may, in exceptional circumstances and at its discretion, extend the deadline for
submission of proposals by issuing a corrigendum or by intimating all prospective bidders
through its website, in which case all rights and obligations of the project and the
bidders previously subject to the original deadline will thereafter be subject to the
deadlines extended.
3.10. HED’s right to terminate the process
Higher Education Department (HED) may terminate the RFP process at any time and
without assigning any reason. Higher Education Department (HED) makes no
commitments, express or implied, that this process will result in a business transaction
with anyone.
This RFP does not constitute an offer by Higher Education Department (HED). The
bidder's participation in this process may result in Higher Education Department (HED)
selecting the bidder to engage in further discussions and negotiations toward execution
of a contract.
The commencement of such negotiations does not, however, signify a commitment by
Higher Education Department (HED) to execute a contract or to continue negotiations.
The Higher Education Department (HED) may terminate negotiations at any time without
assigning any reason.
9
3.11. Earnest Money Deposit and its amount (EMD)
Bidders shall submit, along with their bids, EMD of Rs. 1,00,000/- (One lakh only) in the
form of a Demand Draft from nationalized bank or scheduled bank in favor of “Deputy
Secretary to Govt., Higher Education Department” payable at Bhubaneswar, Odisha or
in the form of Bank Guarantee from nationalized or scheduled bank. EMD in any other
form shall not be entertained. In the case of EMD being submitted in the form of Bank
Guarantee, then the Bank Guarantee should contain all the clauses of forfeitures as
mentioned in this RFP.
The EMD shall be denominated in Indian Rupees only. No interest will be payable to the
bidder on the amount of the EMD. Unsuccessful bidder’s EMD will be discharged/
returned as promptly as possible, but not later than 60 days after the selection of the
Bidder.
The EMD shall be submitted with the technical bid in a separately sealed envelope as
mentioned in this section. Bids submitted without adequate EMD will be rejected.
The EMD may be forfeited:
a) If a bidder withdraws his bid or increases his quoted prices during the period of bid
validity or its extended period, if any; or
b) In the case of a successful bidder if the bidder fails to sign the contract for any reason
not attributable to the Higher Education Department (HED) or to furnish Performance
Bank Guarantee within specified time in accordance with the format given in the
RFP.
c) During the bid process, if a bidder indulges in any such deliberate act as would
jeopardize or unnecessarily delay the process of bid evaluation and finalization.
d) During the bid process, if any information found wrong / manipulated / hidden in
the bid.
e) The decision of Higher Education Department (HED) regarding forfeiture of the EMD
amount and rejection of bid shall be final & shall not be called upon question under
any circumstances
f) The EMD of the successful bidder shall be returned on execution of the agreement
and submission of the Performance Bank Guarantee.
3.12. Submission of bids
The entire proposal shall be strictly as per the format specified in this Request for
Proposal. Bids with deviation from this format shall be rejected.
10
The bidders should submit the technical bid as well as commercial bid in sealed form at
the Higher Education Department tender box.
3.13. Authentication of bid
The original and all copies of the bid shall be typed or written in indelible ink. The
original and all copies (hard copies) shall be signed by the bidder or a person or persons
duly authorized to bind the bidder to the Contract. A letter of authorization shall be
supported by a written power-of –attorney accompanying the bid. All pages of the bid,
except for un-amended printed literature, shall be initialed and stamped by the person
or persons signing the bid.
3.14. Validation of interlineations in bid
The bid shall contain no interlineations, erasures or overwriting except as necessary to
correct errors made by the bidder, in which case such corrections shall be initiated by
the person or persons signing the bid.
3.15. Cost of bidding
The bidder shall bear all costs associated with the preparation and submission of its bid
including cost of presentation for the purposes of clarification of the bid, if so desired
by HED. Higher Education Department (HED) will in no case be responsible or liable for
those costs, regardless of the conduct or outcome of the tendering process.
3.16. Site Visit
The bidders may visit the sites and obtain additional information at their own cost and
responsibility.
3.17. Language of bids
The bids and all correspondence and documents relating to the bids, shall be written in
the English language. Supporting documents and printed literature furnished by the
bidder may be in another language provided they are accompanied by an accurate
translation of the relevant passages in English language. In case of ambiguity, the English
version of the bid shall be considered final and binding. There should be proper page
numbering on every page of Technical bid so that proper referencing can be done.
11
3.18. Bid Submission Format
The entire proposal shall be strictly as per the format specified in this Request for
Proposal. Bids with deviation from this format shall be rejected.
3.19. Late Submission of bids
The bids received after due date and time shall be summarily rejected by HED.
3.20. Documents comprising the bid
The hard copy of the Technical bid shall be sealed in a separate envelope and marked
as “Technical bid for Design, Development, Implementation and Support of Personnel
Information Management System (PIMS) for all colleges under Higher Education
Department” and addressed to The Principal Secretary, Higher Education Department,
Odisha Secretariat, Bhubaneswar, Odisha along with the annexures mentioned in the
RFP.
This envelope also should indicate clearly the name, address, telephone number, email
ID, Fax no of the bidder to enable the bid to be returned unopened in case it is declared
“Late”.
The document should be page numbered and appropriately flagged and must contain the
list of contents with page numbers.
Technical Bid prepared by the bidder shall comprise the following:
a) Proposal covering letter / undertaking as per the format provided in this RFP
document
b) A board resolution authorizing the bidder to sign/ execute the proposal as a binding
document and also execute all relevant agreements forming part of RFP.
c) Declaration that the bidder has not been debarred /blacklisted by any State/Central
Govt. / UT Administration/Semi-Government. Organization/ PSU etc for quality of
services / product.
d) Earnest Money Deposit (EMD) amount and tender processing cum document fees in
the form of a Bank Guarantee /Demand Draft and Demand Draft respectively.
e) Technical Proposal as per the guidelines and requirements specified in the RFP
document.
f) Provide Solution architecture of the proposed PIMS Software.
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g) Team Composition – Proposed Team size, skill sets of people proposed to be engaged
/ deployed for the project
h) All the relevant documents satisfying the eligibility criteria’s.
i) All the relevant documents required for technical scoring.
j) Document pertaining to the proposed solution, methodology, pre and post
implementing strategy, data migration strategy, integration of the modules, high
level software design document, deployment plan, , details regarding the key
challenges to impact the project, manageability and scalability of the project,
details of the dashboards, alert mechanism, exception handling, testing and
validation procedures, change management, details regarding UAT, indicative
backup procedures, training methodology that shall be adopted, risk identification,
completion of the project as per time frames specified in the RFP.
k) The CD containing all above documents which shall be duly signed by the bidder
indicating the name of the bidder and labeled as “Technical Bid Soft copy”.
3.21. Period and Validity of bids
The bid shall be valid for 90 days from the closing date of submission of the bid. On
completion of the validity period, unless the bidder withdraws his bid in writing, it will
be deemed as valid until such time that the bidder formally (in writing) withdraws his
bid. In extreme circumstances, HED at its discretion may solicit the bidders consent to
extend the period of validity. The request and the responses for the same shall be made
in writing. The bid valid for shorter period shall be rejected as non-responsive bid.
3.22. Proposal Ownership
The proposal and all supporting documentation submitted by the bidder shall become
the property of HED.
3.23. Statement of Work
Design and Development, installation, configuration, customization, integration and
testing of the PIMS Application for all the modules mentioned in the RFP together with
the relevant and necessary database.
Operation and Maintenance of the entire PIMS Solution including Application for a period
of 5 years from the date of final “Go-Live”
13
4.
Deliverables and Timelines for the PIMS Project
The deliverables of the PIMS project and their respective time lines are mentioned
below:
S#
Deliverable
(a) Project Plan
(b) System study and Design
(c) Development, Customization and Configuration of
Application
(d) Deployment and Commissioning of Software solution in
coordination with OCAC (Infrastructure Service Provider)
(e) Pilot Acceptance Test
(f) Training/Capacity Building
(g) Security Audit & Certification by CERT-In Empanelled
Agency
(h) Go-Live User Acceptance
(i) Onsite Post implementation Support, Infrastructure
Support, Helpdesk Operation & Maintenance
Target (in months)
T0= Date of award
of contract
T0+ 0.5
T0+2
T0+5
T0+6
T0+8
T0+9
T0+10
T0+12
5 Years after Go
Live
Note:
a) Milestones will be deemed completed, only after HED has given a written signoff for
each of them.
b) Payment will be made after successful completion of each milestone and on
recommendation from the HED. In addition to the above mentioned Deliverables, the
bidder is expected to submit the following to HED prior to the Final Sign Off:
i) System requirement Specification
ii) System Design Document
iii) Communication Plan listing all stakeholders in the project, defining their roles
and responsibilities
iv) Test Plan and Test Reports
v) User Manual including FAQs (Frequently Asked Questions)
vi) On-Line Help Text
vii) Data Dictionary and other Related Documentations
5.
Payment Structure
Sl#
14
Submission of Deliverables
Payment Terms
(a)
On acceptance of Personnel Information Management System
40%
(b)
Training & handholding, Knowledge transfer
30%
(c)
At the end of 6 months of post implementation support
20%
(d)
After coverage of Warranty period
10%
6.
Support
6.1
Technical Support
The technical support service will serve as a single point of contact for all incidents and
service requests for this project during the Contractual period. The bidder shall provide
a Single Point of Contact (SPOC) to be deployed at HED and also escalation / closure of
incidents for the user colleges. The activities shall include:
i)
Deployment of sufficient manpower to attend to incoming calls/ complaints for
extending technical support to PIMS users
ii)
Provide Technical Support for reporting user college incidents / issues / problems
with HED
iii) Provide necessary channels for reporting issues. The incident reporting channels
could be the following:
a. Specific e-Mail account
b. Registered Mobile Number
iv) Creation of knowledge base on frequently asked questions to assist user colleges in
resolving basic issues themselves.
v)
Provide feedback to callers.
vi) Requests from remote colleges shall be serviced either over telephone or by making
a visit to the site, if necessary.
6.2
Maintenance Conditions
On successful completion of the implementation or the Final Go Live, the bidder must
extend Post Implementation Support (including warranty) till the end of contractual
period which is 5 years from Go Live
a) The bidder must also deploy a pool of resources at HED and all the RDEs for a period
of 5 years from the date of sign-off from the particular colleges to provide
handholding support to the users at these locations.
b) The bidder must provide centralized Technical Support once the System is
implemented in each of the colleges for the entire duration of the Contract.
c) During the Implementation and maintenance support, the bidder should ensure that
all necessary measures are taken for the smooth operation of the PIMS system
15
d) The bidder will provide on-site post implementation support for 5 Years after
acceptance of Final go-live for PIMS software.
e) The support will address all user level queries, fixing bugs, enhancements, changes
to
configurations,
customizations,
patch
updates,
upgrades,
database
administration, security etc. pertaining to the PIMS software.
f) Maintenance of the Software shall comprise and not be limited to the following
Compliance to the Functional & Technical Requirements
Compliance to SLA
Application Software Maintenance, Problem identification and Resolution
Software Change & Version Control as per industry standards
g) The bidder shall ensure that the necessary back up is taken on daily, monthly,
quarterly and yearly basis so as to avoid any loss of data due to / software failure.
h) The bidder shall provide logging mechanism to report software problems /defects.
The bidder shall facilitate HED and the Concerned Colleges easy access to the issue
log, status of the problem/defect, and the description of the resolution. The bidder
should maintain the transaction logs at the database level.
i) The bidder shall carry out any requisite amendments/ changes in the configuration
for implementing patches. The bidder shall ensure that any new patches do not
degrade the application performance and shall comply with the SLAs.
j) The bidder is expected to take up scheduled maintenance on PIMS or software only
on Govt. Holidays.
6.3
Warranty Conditions
a) Bidder shall provide warranty to the Proposed PIMS Solution during the period of
contract.
b) Bidder shall provide the performance warranty in respect of performance of the
installed software to meet the performance requirements and service levels in the
RFP.
7.
Service Level Agreements (SLA) and Penalty
a) Annual Technical Support for 5 years from go-Live
For Application Software
b) B. At the end of each quarter during O & M phase:
Updated system design documents, specifications,
Updated user manuals, administration manuals, training manuals etc.
16
The following Service Level Objectives have been identified for governing the SLA in
PIMS Project.
System should be available to the users always
System should be easy to use
System should be responsive enough for the user to work without time delays/
interruptions
Users should be able to easily store and retrieve the data from the system
Users should always get the right kind of support as and when it is required to
perform their work
System Integrator (SI) is expected to meet the service levels & time lines in the normal
course of carrying out the activities as per the detailed Scope of Work. In case of
unjustified delay on any or all such Service Levels, the Department will reserve the rights
to levy penalties on the System Integrator.
Sl#
(a)
Service / Deliverables
Software Development,
Implementation, Training,
Application Security Audit &
Application Service
Integration
Deployment of all personnel
for Onsite Implementation
Support / Helpdesk /
Infrastructure Support as
(b) per the timeline or any
subsequent requirement
from user Department
during the contract period.
Expected Service
Level / Timeline
As per the timeline
mentioned in the RFP
Penalty Level in case of
Unjustified Delay
- 0.2% penalty on every
one week delay.
- Overall penalty shall
not exceed 10% of total
cost of the project
cost.
- 2 Weeks for Onsite
Implementation
2% of Monthly payment
Support
Weeks
for due only in the
- 1
Helpdesk Support
succeeding month.
- 2
Weeks
for
Infrastructure
Support
8.
The Bid Process
8.1
Tender Evaluation Committee
The Tender Evaluation Committee constituted by the HED shall evaluate the bid response
submitted by the bidders. The decision of the Tender Evaluation Committee in the
evaluation of the Technical and Financial bids shall be final. No correspondence will be
entertained outside the process of negotiation/discussion with the Committee.
17
8.2
Opening of bids
i)
Total transparency will be observed while opening the proposals/bids.
ii)
HED reserves the rights at all times to postpone or cancel a scheduled bid opening.
iii) The bids will be opened, in two sessions, one for Technical and one for Commercial
of those bidders whose technical bids qualify, in the presence of bidders’
representatives who choose to attend the bid opening sessions on the specified
date, time and address. Technical Bid responses of the bidders will be opened by
the Tender Evaluation Committee, in the presence of the available bidders or their
authorized persons as per the time specified in this RFP document. Commercial bid
would be opened by the Tender Evaluation Committee only for those bidders who
qualify Technical Evaluation.
iv) The bidders’ representatives who are present shall sign a register evidencing their
attendance. In the event of the specified date of bid opening being declared a
holiday for the bids shall be opened at the same time and location on the next
working day. However if there is no representative of the bidder, HED shall go ahead
and open the bid of the bidders on the next day.
v)
During bid opening preliminary scrutiny of the bid documents will be made to
determine whether they are complete, whether the documents have been properly
signed, and whether the bids are generally in order. Bids not conforming to such
preliminary requirements will be prima facie rejected.
vi) To assist on the scrutiny, evaluation & comparison of offers, HED may at its
discretion ask some or all the bidders for clarification of the offer. The request of
such clarification and response shall be necessarily be in writing.
vii) Any bid found to be unsatisfactory in terms of methodology may be rejected and
will not be considered for further evaluation. The decision of tender evaluation
committee in this matter shall be final and binding.
viii) The bidders shall be responsible for properly super-scribing and sealing of each
envelope. Neither HED nor the Tender Evaluation Committee shall be responsible
for accident opening of envelopes that are not properly super-scribed and sealed.
8.3
Negotiations, Contract Finalization and Award
HED may negotiate with the bidder(s) whose proposal has been ranked first by the
Tender Evaluation Committee on the basis of best value to the project. If HED is unable
to finalize a service agreement with the bidder ranked first, HED may proceed to the
next ranked bidder, and so on until a contract is awarded.
18
8.4
Award Criteria
HED will award the contract to the bidder whose bid has been determined to be
substantially responsive and has been determined as the Best Value Bid (a proposal which
qualifies in all the two evaluation stages and proves to be the lowest Financial quote),
provided further that the bidder has demonstrated that it is qualified to perform services
required for the project satisfactorily.
8.5
HED reserves rights to accept / reject any or all proposals
HED reserves the right to accept or reject any proposal, and to annul the bidding process
and reject all bids at any time prior to award of contract, without assigning any reason.
9.
Evaluation Process
9.1
Overall Bid Evaluation
i)
The contract will be awarded to the bidder qualifying technical evaluation and
quoting lowest (L1) for the same in the financial bid. No other calculation for
selection of a bidder will be followed by Higher Education Department.
ii)
The Tender Evaluation Committee will evaluate and compare the bids determined
to be substantially responsive. Substantially Responsive bid: A substantially
responsive bid is one, which confirm to all the requirements, terms, conditions and
specifications of the Request for Proposal without any material deviations.
Deviations from or objections or reservations to critical provisions such as those
concerning performance security, warranty, applicable Law, taxes and duties will
be deemed as material deviation.
iii) HED’s determination of a bid’s responsiveness is to be based on the contents of the
bid itself without recourse to extrinsic evidence. It is HED Tender Evaluation
Committee’s intent to select the proposal that is most responsive /advantageous to
the PIMS Project needs and each proposal would be evaluated using the criteria and
process outlined in this section.
9.2
i)
Technical Bid Evaluation
The objective of the Technical bid evaluation is to short list bidders who have the
technical expertise/skills that are essential to establish / implement this business
activity as envisaged.
ii)
The Tender Evaluation Committee will evaluate the technical proposals by taking
into account factors mentioned below. The information furnished by the bidders in
the technical bid shall be the basis for this evaluation.
19
iii) Each Proposal will be evaluated according to the following criteria, but not limited
to:
Project objective, scope of work and understanding along with past experience
in projects executed of similar nature. Bidders must demonstrate their
experience.
The Evaluation Criteria along with the relevant marks for each component is
summarized in Exhibit-I below
Capability of the Proposed Team: Experience and capability of the proposed team
in similar projects/technologies and relevant certifications, if any, of the project
team, which might help in project delivery.
iv) Feasibility and Technical Viability of the Proposed Technical Solution – The bidder’s
Design, Development and Implementation Plan, its deployment of sound project
management strategy etc. for the project. Also the quality, responsiveness,
responsibility, ease of use, reliability and comprehensiveness of the proposed
technologies, adherence to IT Architecture Plans, standard Information Systems
Security Policies etc. would be evaluated from the perspective of the proposed
solution.
v)
An Evaluation Score (ES) shall be assigned to each prospective bidder on the basis
of the technical bid submitted. The technical evaluation score shall be based on the
number of points that shall be awarded as per the following Evaluation Criteria:
20
Exhibit-I
To technically qualify, the bidders shall require to satisfy the following points.
Sl# Evaluation Criteria
(a)
Experience of working in implementation of e-Governance Projects in any
State/Central Govt/PSU organizations.
(Please submit supporting documents i.e. work order + completion / substantially
(70%) completion certificate )
(b)
Experience in training and capacity building in e-Governance projects in any
State/Central Govt/PSU organizations
(Please submit supporting documents i.e. work order + Training attendance
sheet + Training Completion Certificate from Govt. organizations)
(c)
Quality Certificate
CMM Level 5 or CMM Level 3 or IS0 9001:2008
(d)
Annual average turnover for last 3 financial year
(Please submit certificate of Chartered Accountant)
(e)
Team structure & key resources for this engagement (including project manager)
based on resumes of key resources submitted. Evaluation would be based on the
signed CV furnished.
(f)
Technical Presentation (Max 30 Minutes)
(i)Work Plan Approach & Methodology
(ii)Domain Knowledge
(iii)Understand software solution’s features in greater detail & application life
cycle management
(iv)Understand software solution’s fit to H.E. Department.
(g)
9.3
Technical Requirements
Solution Features
Preferred Product/ Framework
Application Framework
Open Source/J2EE/.NET/ASP.NET
Web Server
JBOSS/WEBLOGIC/Apache Tomcat/IIS
Database
MSSQL/ORACLE/MySQL
Financial Bid Evaluation
Although the Financial bid will also be submitted at the same time along with the
Technical bid, the same would be opened only after completing the evaluation of
Technical bids. Financial bids of only those bidders who qualify in the Technical bid will
be opened in the presence of their representatives if any at a scheduled date and time.
The project will be awarded to the technically qualified bidder with least quoted cost
(on L1 basis). No other calculation shall be followed for selection of vendor. HED reserves
the right to award the contract to the bidder with the adjusted Lowest One (L1).
10.
Selection Procedure
10.1 Selection of Bidder
i)
The Tender Evaluation Committee will select that bidder as a Bidder, who has
quoted the lowest amount for the project.
ii)
HED will have the right to negotiate with the Successful bidder further on the bid
quoted.
iii) HED shall refer to the in-house experts on the configuration and its associated cost
and accordingly negotiate on the same.
iv) HED’s decision would be final and binding.
10.2 Notification of Award of Contract
i)
Prior to the expiration of the period of proposal validity, HED or its authorized
person will notify the successful bidder in writing or by fax or email that the bid has
been accepted.
ii)
HED shall place the work order on the successful bidder.
iii) The bidder shall acknowledge in writing to HED the acceptance of the work order
and shall sign the agreement with HED within Fifteen (15) days of receipt of the
work order.
iv) On acceptance of notification of award of contract the successful bidder shall
conduct the following.
Kick-off meeting
Deployment of requisite manpower in the department
Gap analysis and requirement study including business process engineering of
the department
Prototyping
Application development and integration of the modules
Deployment and testing of the application
Training of the employees of the department and colleges
GO LIVE
1
10.3 Signing of Contract
i)
Within 15 days of receipt of the work order, the successful bidder shall sign the
agreement and return it to HED.
ii)
All incidental expenses of execution of the agreement shall be borne by the
successful bidder.
iii) The agreement between HED and the successful bidder shall cover in detail the
aspects/terms of contract such as mentioned below but not limited to
Performance security
Warranty
Payment
Prices
Assignment
Termination
Applicable Law
Notices
Change orders
Taxes and Duties
Confidentiality
Limitation of liability
Training and consultancy
Technical Documentation
Application Software terms
Project Management
Application support
Bidder’s obligations
Department’s obligations
Any additional items as decided by the HED.
10.4 Performance Bank Guarantee
i)
The Bidder shall submit Bank Guarantee of amount equivalent to 10% of the contract
value as unconditional and irrevocable Performance Bank Guarantee (PBG) from the
Nationalized Bank Payable on demand to HED for initial period of 2 years effective
from the date of signing the contract.
ii)
The Performance Bank Guarantee shall be valid till the end of 2 years from the date
of Signing of Agreement. The Performance Bank Guarantee shall be returned to the
Bidder only on completion of all work satisfactorily after 2 years. No interest shall
be payable on the Performance Bank Guarantee.
2
iii) In the event of the bidder being unable to service the contract for whatever reason,
HED would evoke the PBG. Notwithstanding and without prejudice to any rights
whatsoever HED under the contract in the matter, the proceeds of the PBG shall be
payable to HED as compensation for any loss resulting from the bidder’s failure to
complete its obligations under the Contract. HED shall notify the bidder in writing
of the exercise of its right to receive such compensation within 30 days, indicating
the contractual obligation(s) for which the bidder is in default.
iv) HED shall also be entitled to make recoveries from the bidder’s bills, performance
bank guarantee, or from any other amount due to him, the equivalent value of any
payment made to him due to inadvertence, error, collusion, misconstruction or
misstatement
The Bidder warrants to department that the system proposed to be developed and
maintained by bidder represents a complete, integrated solution meeting department’s
requirements and will provide the functionality and performance, as per the terms and
conditions and SLAs under the contract.
The bidder shall accept responsibility for the successful implementation and operation
of the proposed system and for the compatibility of the various software and networking
components etc.
10.5 Miscellaneous Terms & Conditions
i)
The qualified bidders can submit their technical and financial offers for Design,
Development, Testing and Implementation of “PIMS” for the Higher Education
Department. The selected bidder will be the Bidder to implement the project
Personnel Information Management System.
ii)
The bidder is responsible for business process engineering during the gap analysis.
iii) The bidder should provide at least one free upgrade every year during the AMC
period.
iv) The bidder shall be responsible for providing all the technical support to the
software that shall be installed at State Data Center.
v)
The bidder should provide the necessary training to the employees of the
department for the usage of the software.
vi) The bidder should ensure that the PIMS software should have context sensitive help.
vii) The bidder should ensure that the software should have user maintenance module
so as to assign rights and privileges to the users.
viii) The bidder should ensure that the software has inbuilt report generating
mechanisms.
3
ix) The bidder should ensure that the software developed as per the e- Governance
standards.
x)
The bidder should ensure that the software has the provision for emailing the report
after converting the same to PDF format.
xi) The bidder should ensure that the software has the provision to convert the data
into excel formats.
xii) The bidder should ensure that the software has online user and system manual.
xiii) The Selected Bidder shall not outsource the work to any other associate / franchisee
/ third party under any circumstances without the prior approval of HED.
xiv) The selected Bidder shall perform the services and carry out its obligations under
the conditions with due diligence and efficiency, in accordance with generally
accepted techniques practices used in the industry and with professional
engineering and training / consulting standard recognized by national /
international professional bodies and shall observe sound management practice. It
shall employ appropriate advanced technology and safe and effective methods. The
selected Bidder shall always act, in respect of any matter relating to these
Conditions of RFP for the Implementation of PIMS.
10.6 Failure to agree with the Terms & Conditions of the RFP/Contract
Failure of the bidder to agree with the Terms & Conditions of the RFP/Contract shall
constitute sufficient grounds for the annulment of the award of contract, in which event
the contract may be awarded to the next most responsive bidder. The conditions
stipulated in the agreement must be strictly adhered to and violation of any of the
conditions will entail termination of the contract without prejudice to the rights of
Government of Odisha and in such a case HED has right to evoke Performance Bank
Guarantee. HED reserves the right to terminate the entire or part of the contract by
giving 3 months’ notice period.
10.7 Indemnity
Bidders has to indemnify HED against any claims, losses, causes, damages, expenses,
action suits and other proceedings, resulting from any proceedings initiated against HED
for any deficiency in services related to the project provided by the Bidder during the
period of contract.
10.8 Force Majeure
i)
Force majeure shall not include any events caused due to acts/omissions of such
party or result from a breach/contravention of any of the terms of the contract, bid
and/or the tender. It shall also not include any default on the part of a party due
4
to its negligence or failure to implement the stipulated/proposed precautions, as
were required to be taken under the contract.
ii)
The failure or occurrence of a delay in performance of any of the obligations of
either party shall constitute a force majeure event only where such failure or delay
could not have reasonably been foreseen or where despite the presence of adequate
and stipulated safeguards the failure to perform obligations has occurred. In such
an event, the affected party shall inform the other party in writing within five days
of the occurrence of such event. HED will make the payments due for services
rendered till the occurrence of force majeure. However, any failure or lapse on the
part of the bidder in performing any obligation as is necessary and proper to negate
the damage due to projected force majeure events or to mitigate the damage that
may be caused due to the abovementioned events or the failure to provide adequate
disaster management/recovery or any failure in setting up a contingency mechanism
would not constitute force majeure, as set out above.
iii) In case of a force majeure all parties will endeavor to agree on an alternate mode
of performance in order to ensure the continuity of service and implementation of
the obligations of a party under the Contract and to minimize any adverse
consequences of force majeure.
iv) Force majeure clause shall mean and be limited to the following in the execution
of the work:War / hostilities
Riot or Civil commotion
Earth quake, flood, tempest, lightning or other natural physical disaster
Restriction imposed by the Government or other statutory bodies, which is
beyond the control of the selected bidder, which prevents or delays the
executive of the order by the selected bidder.
v)
The selected bidder shall inform HED in writing, the beginning and the end of the
above causes of delay, within seven days of the occurrence and cessation of the
force majeure conditions. In the event of a delay lasting for more than one month,
if arising out of clauses of force majeure, HED reserve the right to cancel the
conditions of empanelment without any obligation to compensate the selected
bidder in any manner for what so ever reason, subject to the provision of clause
mentioned.
vi) Applicable Law - The conditions shall be governed by the laws and procedures
established by Govt. of Odisha, within the framework of applicable legislation and
enactment made from time to time concerning such commercial
dealings/processing.
vii) Notwithstanding above decision of HED shall be final and binding on bidder.
5
11.
Annexure
ANNEXURE-I
COMMERCIAL BID FORMAT
The bidder has to submit the financial quote in the below mentioned format only for the
PIMS software consisting of all modules as mentioned in RFP. The financial bid submitted
via any other format shall be rejected.
Sl#
Description
Rate
(a)
Design, Development & Testing
(b)
User Acceptance, Implementation & Training
(c)
Security Audit & Certification by CERT-IN
Empanelled Agency
(d)
Hosting & Project Go Live
(e)
(f)
Qty
Cost
Annual maintenance of the Application Software
for 5 years
Onsite Post Implementation Support with
dedicated technical resources for 5 years
(g)
Helpdesk Support 5 years
(h)
Hosting & Infrastructure Management at IT Portal
Center / State Data Center
Total
Applicable Tax (Type & Rate of Tax)
Net Total
We understand that the actual payment would be made as per the prevailing tax rate at
the time of billing.
6
ANNEXURE-II
COVERING LETTER WITH THE PROPOSAL IN RESPONSE TO RFP NOTICE
(To be submitted on the Letterhead of the responding firm)
{Place}
{Date}
To
The Principal Secretary,
Higher Education Department
Odisha Secretariat
Odisha
Phone: XXX-XXXXXXX
Ref: RFP for selection of bidder for “the implementation of the project Personnel
Information Management System” RFP dated XX.XX.XXXX.
Subject: Submission of proposal in response to the RFP for “the implementation of
the project “Personnel Information Management System”.
Dear Sir,
1. Having examined the RFP document, we, the undersigned, herewith submit our
proposal in response to your RFP dated XX.XX.XXXX. for the implementation of
the project “Personnel Information Management System”, in full conformity with
the said RFP document.
2. We have read the provisions of the RFP document and confirm that these are
acceptable to us. We further declare that additional conditions, variations,
deviations, if any, found in our proposal shall not be given effect to.
3. We agree to abide by this proposal, consisting of this letter, the detailed response
to the RFP and all attachments, for a period of 90 days from the date of issuing
the Work order.
4. The EMD of Rs. 1,00,000.00 (Rs One Lakh) submitted by us may be en-cashed /
revoked if we do not submit the requisite Performance Bank Guarantee within 30
days of award of contract for “the implementation of the project “Personnel
Information Management System”.
5. We would like to declare that we are not involved in any major litigation that
may have an impact of affecting or compromising the delivery of services as
required under this assignment and we are not under a declaration of ineligibility
for corrupt or fraudulent practices.
7
6. We would like to declare that there is no conflict of interest in the services that
we will be providing under the terms and conditions of this RFP.
7. We hereby declare that all the information and statements made in this proposal
are true and accept that any misrepresentation contained in it may lead to our
disqualification.
8. We understand you are not bound to shortlist / accept any proposal you receive.
Please find enclosed details of our company in the format as given in AnnexureIII
We hereby declare that our proposal submitted in response to this RFP is made
in good faith and the information contained is true and correct to the best of our
knowledge and belief.
Sincerely,
[FIRM’S NAME]
Signature of Authorized Signatory and Seal of the bidder
Name
Title
Date:
8
ANNEXURE-III
DETAILS OF THE RESPONDING FARM
Sl. No.
1
Particulars
Details of the Responding Firm
Name
Address Corporate Office, Local
Office
Telephone
Fax
Website
e-Mail
2
Details of the Authorized person for the bid
Name
Designation
Telephone
Fax
e-Mail
3
Status of the firm/Company (Public /Pvt. Ltd.)
Details of Registration
ROC Ref No
Date
Number of Professionals (On
the rolls of the firm)
9
Details to be Furnished
ANNEXURE-IV
FINANCIAL INFORMATION SUMMARY
Name of the bidder
Turnover (in Rs.)
2011
2012
2013
Note:
Please enclose balance sheet and Profit & Loss statement duly certified with authorized
auditor.
10
ANNEXURE-V
TEAM COMPOSITION AND TASK ASSIGNMENTS
Sl. No.
Name of the staff
Relevant
Qualification
Relevant
Experience
in years
Area of
expertise
Position/
Task
assigned
Days
committed
for this
engagement
This information should be provided for all key staff, such as team leaders, project
managers, technical support staff, etc. There should be at least one Project Manager
with relevant experience for a similar project. The relevant CV’s of the professional
staffs mentioned above are also required to be given in the format provided under this
section.
11
ANNEXURE–VI
FORMAT OF CV FOR PROPOSED TECHNICAL STAFF OF BIDDER
Name:
Designation:
Date of Birth:
Mobile no.:
Email ID:
Address:
Educational Qualifications:
Technical Certification
(if any):
Total experience in years :
Total no. of years in this
organization :
Current job responsibilities :
Summary of Professional Experience
Name of the organization
From Date
To Date
Designation
Responsi
bilities
12
ANNEXURE-VII
FORMAT: TECHNICAL PROPOSAL COVERING LETTER
{Place}
{Date}
To
The Principal Secretary,
Higher Education Department
Odisha Secretariat
Odisha
Phone: XXX-XXXXXXX
Ref: RFP for selection of bidder for “the implementation of the project “Personnel
Information Management System” RFP dated XX.XX.XXXX.
Subject: Submission of technical proposal in response to the RFP for “the
implementation of the project “Personnel Information Management System”.
Dear Sir,
We, the undersigned, offer to provide the services for [Insert title of assignment]
in accordance with your Request for Proposal dated [Insert Date].
Our attached Technical Proposal is based on our full understanding of scope of work
and services and other requirements as mentioned in RFP of the project
requirements of implementing the project “Personnel Information Management
System”.
Yours sincerely,
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm
13
ANNEXURE-VIII
FORMAT: FINANCIAL PROPOSAL COVERING LETTER
{Place}
{Date}
To
The Principal Secretary,
Higher Education Department
Odisha Secretariat
Odisha
Phone: XXX-XXXXXXX
Ref: RFP for selection of bidder for “the implementation of the project “Personnel
Information Management System” RFP dated XX.XX.XXXX.
Subject: Submission of financial proposal in response to the RFP for “the implementation
of the project “Personnel Information Management System”.
Dear Sir/Madam,
We, the undersigned, offer to provide the “the implementation of the project
“Personnel Information Management System” for the Higher Education Department,
Govt. of Odisha in accordance with your TENDER <<RFP No.>> dated <<Date>> and our
Proposal (Technical and Financial Proposals). Our attached Financial Proposal is for the
sum of <<Amount in words and figures>>. This amount is inclusive of any taxes and
duties.
We further confirm that the prices stated in our bid are in accordance with your
Instruction to Bidders included in Tender documents.
Our Financial Proposal shall be binding upon us subject to the modifications resulting
from Contract negotiations, up to expiration of the validity period of the Proposal.
We understand you are not bound to accept any Proposal you receive.
Yours sincerely,
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
14