3(39)/2011-EG-II (R) DEPARTMENT OF INFORMATION …meity.gov.in/sites/upload_files/dit/files/e-District_SPMU RFP.pdf · IPS Government of India Intrusion Prevention Systems MC&IT Ministry

RFP for Selection of Consultancy Agency for SPMU for scheme for State Roll-out of e-district MMP

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3(39)/2011-EG-II (R)

DEPARTMENT OF INFORMATION TECHNOLOGY MINISTRY OF COMMUNICATIONS &

INFORMATION TECHNOLOGY GOVERNMENT OF INDIA

NEW DELHI

REQUEST FOR PROPOSALS (RFP)

FOR

SELECTION OF CONSULTANCY AGENCY

FOR

STATE PROGRAM MANAGEMENT UNIT (SPMU) FOR SCHEME FOR NATIONAL ROLL-OUT OF e-DISTRICT MMP

https://www.eproc.karnataka.gov.in

Tender Documents can be downloaded from e-Procurement Portal.

Date of Issue

Issued basis EOI dated 04/11/2011 and response received dated

23/11/2011 to

04th March, 2012

1 Cyber Q 2 Deloitte 3 Ernst &Young 4 Grant Thorton 5 KPMG 6 PwC 7 TCIL 8 UTI 9 Wipro Ltd.

https://www.eproc.karnataka.gov.in/


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List of Abbreviations

The following table provides abbreviations used in this RFP.

Abbreviation Description BPR Business Process Re-engineering CD Compact Disk CSC Common Services Center CV DC

Curriculum Vita Data Centre

DeGS District e-Governance Society DIT Department of Information Technology DPR DRC

Detailed Project Report Disaster Recovery Centre

EMD Earnest Money Deposit FAQ Frequently Asked Question FEC Financial Evaluation Team FRS Functional Requirement Specification GOI IPS

Government of India Intrusion Prevention Systems

MC&IT Ministry of Communication & Information Technology MMP Mission Mode Project NeGP National e-Governance Plan NPMU National Program Management Unit O&M Operation and Maintenance OEM Original Equipment Manufacturers PBG Performance Bank Guarantee PeMT Project e-mission Team PMIS Project Management Information System PMT Project Management Team PMU Project Management Unit RFP Request for Proposal SDC State Data Center SI SPMU SRS

System Integrator State Program Management Unit System Requirement Specification

SSDG State Service Delivery Gateways STQC Standardisation, Testing & Quality Certification SWAN State Wide Area Network TEC Technical Evaluation Team UAT UC

User Acceptance Testing Utilisation Certificates

UT Union Territory


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Table of Contents

1 Background Note Regarding Selection of Consultancy Agency for SPMU .......... 5

2 Invitation for RFP ......................................................................................................................... 7

3 Project Background ...................................................................................................................... 9 3.1 Project Background .................................................................................................................... 9

2.1 Objectives .................................................................................................................................. 10

2.2 Coverage and Scope of the project ........................................................................................ 10

2.3.1 Coverage of the Project .................................................................................................... 10

2.3.2 Scope of the project .......................................................................................................... 11

4 Scope of Work for SPMU .......................................................................................................... 13 4.1 Scope of work for SPMU ......................................................................................................... 13

4.2 Deliverables & Timelines for Pilot States .............................................................................. 20

4.3 Deliverables & Timelines for Non Pilot States ..................................................................... 22

4.4 Resource Requirements ........................................................................................................... 24

4.5 Project location ......................................................................................................................... 27

4.6 Payment Terms ......................................................................................................................... 27

4.7 Core Activities Mapping Matrix ............................................................................................ 30

4.8 Timelines for Delivery ............................................................................................................. 32

4.9 Penalties ..................................................................................................................................... 32

4.10 Working Hours / Days ........................................................................................................... 33

4.11 Process of Selection of SPMU by the State ............................................................................ 33

5 Instructions to the bidders .................................................................................................... 38 5.1 General Guidelines .................................................................................................................. 38

5.1.1 Completeness of Response ............................................................................................. 38

5.1.2 Proposal Preparation Costs ............................................................................................ 38

5.2 Pre-Bid Meeting ........................................................................................................................ 38

5.2.1 Pre-Bid Meeting ................................................................................................................ 38

5.2.2 Bidder Inquiries and DIT‟s Responses .......................................................................... 39

5.2.3 Amendment(s) to RFP Document .................................................................................. 39

5.2.4 Supplemental Information to the RFP .......................................................................... 39

5.3 DIT‟s Right to Modify Submission Deadline ....................................................................... 39

5.4 DIT‟s Right to Terminate the Process .................................................................................... 40

5.5 Earnest Money Deposit (EMD) .............................................................................................. 40

5.6 Submission of Bids ................................................................................................................... 41

5.6.1 Bid Submission Format – Refer e-procurement portal & bid submission ............... 41

5.6.2 Documents Comprising the Bid ..................................................................................... 41

5.7 DIT‟s Rights to Accept / Reject Any or all Proposals ......................................................... 42

5.8 Performance Bank Guarantee ................................................................................................. 42


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5.9 Evaluation Process ................................................................................................................... 42

5.9.1 Tender Evaluation Committee ....................................................................................... 42

5.9.2 Technical Evaluation of Bids .......................................................................................... 43

5.9.3 Financial evaluation ......................................................................................................... 55

5.10 Negotiations, Contract Finalisation and Award .................................................................. 55

5.11 Award Criteria .......................................................................................................................... 56

5.12 Signing of Contract .................................................................................................................. 56

5.13 Disqualification ........................................................................................................................ 56

5.14 Refund of EMD and Submission of Performance Security ................................................ 57

5.15 Conflict of Interest .................................................................................................................... 57

5.16 Maximum Number of States for which any Consultancy Organisation can be Selected

58

5.17 Other Terms and Conditions .................................................................................................. 58

5.18 Conditions of Contract ............................................................................................................ 60

6 Forms ............................................................................................................................................... 61 6.1 Form 1 – Cover Letter to submit proposal in response to RFP Notice ............................. 61

6.2 Form 2 - Details of responding firm ...................................................................................... 63

6.3 Form 3 - Details of Experience of Responding Firm ........................................................... 64

6.4 Form 4 – Team Composition .................................................................................................. 65

6.5 Form 5 – Curriculum Vitae (CV) Template .......................................................................... 66

6.6 Form 6 – Work Schedule Template ....................................................................................... 69

6.7 Form 7 - EMD BG format ........................................................................................................ 71

6.8 Form 8 – Format of Performance Bank Guarantee .............................................................. 73

6.9 Form 9 – Checklist of documents to be submitted .............................................................. 76

7 Appendices ..................................................................................................................................... 79 7.1 Appendix 1: Top 75 Management Colleges ......................................................................... 79

7.2 Appendix 2 List of Top Engineering Colleges ..................................................................... 82

7.3 Appendix 3 Number of Districts for Completion of Work ................................................ 86


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1 Background Note Regarding Selection of Consultancy Agency for SPMU

e-District is one of the 27 MMPs under NeGP, with the Department of Information Technology (DIT), Government of India (GoI) as the nodal department, to be implemented by State Government or their designated agencies. This MMP aims at electronic delivery of identified high volume citizen centric services, at district and sub-district level, those are not part of any other MMP. To implement the project in 640 districts in the country, institutional mechanism is required at various levels to strengthen the capacity of the Government staff. The State Project Management Unit (SPMU) is the agency which would be deployed at the State Government (IT Department) to carry out various activities specified below. 1. Scope of work of SPMU The State Project management unit would be responsible to carry out the following work (details provided in section 4): 1. RFP preparation and selection of the System Integrator (SI), which includes defining of FRS,

BoM, etc. 2. Business Process Re-engineering (BPR) and issuance of Government Orders (GOs) 3. Monitoring the deployment, implementation and commissioning of

a. necessary hardware & networking at the SDC at the state level b. hardware at the district level c. networking equipments and connectivity at e-District locations

4. Co-ordinate with district level team for the following : i. Formation of DeGS

ii. Hiring of DeGS eGovernance Project Manager iii. Data digitisation status iv. Site Preparation v. Provisioning of training at district level

vi. Submission of District Go-Live Report, which should shall include the following: 5. Providing support for awareness and communication 6. Providing support for Engaging STQC for Audit 7. Providing support for UAT and Go-Live Report 8. Program Management Support 9. Monitoring the O&M 2. Size of SPMU The States have been categorized in 4 categories. Category A (9 States/ UTs) States would have an SPMU size of 1 resource, Category B (12 States/ UTs) will have 2 resources, Category C (12 States/ UTs) will have 3 resources and Category D (2 States) will have 4 resources.


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3. Approach for Selection of Agency

Department of Information Technology (GoI) has initiated the exercise to select the Consultants which would help the State IT Department in carrying out various activities at the State Level. DIT (GoI), as per the Tender No. 3(39)/2011-EG-II, had floated an open Expression of Interest (EOI), which was participated by 11 bidders. As per the evaluation criterion defined in the EOI document, the following firms have been shortlisted:

1. M/s Cyber Q 2. M/s Deloitte 3. M/s Ernst &Young 4. M/s Grant Thorton 5. M/s KPMG 6. M/s PwC 7. M/s TCIL 8. M/s UTI 9. M/s Wipro Ltd.

This RFP is being circulated to the above mentioned firms for participation of the SPMU tendering process. 4. Selection Process

For details, please refer Section 4.11 – Process for Selection of SPMU by the State.


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2 Invitation for RFP

a) Bidder agencies are advised to study this RFP document carefully before submitting

their proposals in response to the RFP Notice. Submission of a proposal in response to

this notice shall be deemed to have been done after careful study and examination of

this document with full understanding of its terms, conditions and implications.

b) This RFP document is not transferable.

c) Bidder agencies are requested to attend a pre-bid conference as per the date specified

(refer e-procurement portal)

S. No Information Details

1. RFP No. 3(39)/2011-EG-II (R)

2. Last date for queries /clarifications Refer e-procurement portal

3. Date of pre-bid conference Refer e-procurement portal

4. Release of response to clarifications Refer e-procurement portal

5. Bid validity period 120 days from the last date (deadline) for submission of proposals

6. Last date (deadline) for submission of bids

Refer e-procurement portal

7. Opening of technical bids Refer e-procurement portal

8. Technical presentation by bidders Will be intimated later

9. Place, time and date of opening of financial proposals received in response to the RFP notice

Will be intimated later

10. Earnest Money Deposit (EMD) Rs. 10 Lakhs


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S. No Information Details

11. Contact person Mr. Abhishek Singh

Room No. 2006, Electronics Niketan, Department of Information Technology

6, CGO Complex, New Delhi

Fax +91-11-24364720

Phone +91-11-24301716

Email [email protected]

12. Addressee and address at which proposal in response to RFP notice is to be submitted:

Bidders should submit their bid through e-procurement portal only.

mailto:[email protected]


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3 Project Background

3.1 Project Background

a) NeGP was approved by the Government of India in May 2006, with the following

vision:

“Make all Government Services accessible to the common man in his locality, through

common service delivery outlets and ensure efficiency, transparency and reliability of

such services at affordable costs to realise the basic needs of the common man”.

b) To realize this vision, 27 Central, State and Integrated Mission Mode projects (MMPs)

along with 8 support components were identified and approved under NeGP. States

have been given flexibility to identify up to 5 additional state-specific projects, which are

particularly relevant for the economic development of the State. NeGP also envisages

creation of the core IT infrastructure in the form of SWANs, SDCs and one lakh front

ends namely CSCs in rural areas across the country to deliver public services

electronically.

c) e-District is one of the 27 MMPs under NeGP, with the Department of Information

Technology (DIT), Government of India (GoI) as the nodal department, to be

implemented by State Government or their designated agencies. This MMP aims at

electronic delivery of identified high volume citizen centric services, at district and sub-

district level, those are not part of any other MMP. To achieve these objectives service

levels and outcomes for each of these services will be clearly laid down by the State

concerned, with a view to improving the efficiency and effectiveness of the service

delivery. The MMP envisages leveraging and utilizing the four pillars of e-infrastructure

namely, State Data Centres (SDCs), State Wide Area Network (SWANs), State Service

Delivery Gateways (SSDGs) and Common Service Centres (CSCs), optimally to deliver

public services electronically to citizens at their door steps. Initially only those high

volume citizen-centric services will be taken up for implementation which have high

priority for the State. New services will be added to the portfolio subsequently, once the

demand for the initial set of e-enabled services increases.


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2.1 Objectives

The objectives of the e-District Mission Mode Project are to ensure the following:

a) Undertake backend computerisation of district and tehsil level offices to ensure

electronic delivery of high volume citizen centric services at the district level.

b) Efficient delivery of services with improved service levels by undertaking extensive

Business Process Re-engineering (BPR) of identified services.

c) Extensive capacity building and training of field level functionaries to ensure smooth

migration to electronic delivery of e-district services and phasing out manual delivery of

services.

d) Delivery of services through CSCs by leveraging the common infrastructure of SWAN,

SDC, and SSDG.

e) Development of applications to be hosted at the SDCs for delivery of services.

f) Delivery of all public services at district/ sub district level in electronic form through

state portals by using the SSDG.

g) Providing easy, anywhere and anytime access to government services (both information

& transactional) to ensure reliability, efficiency, transparency and accountability.

h) Reducing number of visits of citizens to a government office / department for availing

the services and thereby eliminating harassment.

i) Reducing administrative burden and service fulfilment time and costs for the

government, citizens & businesses.

j) Reducing direct interaction of citizen with the government and encourage „e‟-interaction

and efficient communication through portal.

k) Enhancing perception & image of the Government and its constituent Departments.

2.2 Coverage and Scope of the project

2.3.1 Coverage of the Project

a) The e-District MMP is to be implemented in all 640 districts of the country including 41

districts that have already taken up pilot implementation of the e-District Project. The


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implementation of the scheme will be completed in four years commencing from 2011-

12 and will also include 2 years of Operation and Maintenance (O&M) phase.

b) The implementation in the states is proposed to be carried out in 2 phases. In the first

phase, districts in which at least 70 per cent of the CSCs are operational would be

targeted for the rollout and in the second phase, rest of the districts would be selected

for the e-District rollout.

c) The status of CSC being operational is as follows (please refer http://www.csc-

india.org)

2.3.2 Scope of the project

a) e-District MMP aims at electronic delivery of all public services at district / sub district

level, progressively. Initially 10 categories (5 mandatory + 5 state specific) of identified

high volume citizen centric public services at district and sub-district level will be taken

up for implementation. While doing so, the four pillars of e-infrastructure i.e. SWANs,

SDCs, SSDGs and CSCs will be leveraged and no new infrastructure would be created.

http://www.csc-india.org/

http://www.csc-india.org/


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Later on, new services could be added depending on the requirements and the felt

needs.

b) The e-District MMP envisages centralised architecture at the state level with common

application software for each of the identified services for all the districts of the state.

The application software will be hosted in the SDC.

c) Integration across states would be enabled, through mandatory adherence to technical

specifications and e Governance standards. The detailed guidelines in this regard will be

issued by Department of Information Technology (DIT) separately.


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4 Scope of Work for SPMU

4.1 Scope of work for SPMU

The various tasks to be undertaken by SPMU will be as follows:

1. RFP preparation and selection of the System Integrator (SI)

i. Volume 1: Scope of Work – Technical and Functional Specifications

a. Detailed Functional Requirement Specification and detailed use cases and wire frames based on Business Process Reengineering (BPR) for 10 service categories being taken up by the State as part of eDistrict project. The BPR should be based on the As-Is workflows of the departments.

b. Non-functional requirements

c. Bill of Material (BOM) for hardware requirements at the district level based upon the gap analysis of the available capacity and infrastructure at the district level

d. Bill of Material (BOM) for additional systems infrastructure requirements at SDC after conducting a gap analysis of the available capacity and infrastructure at the State level

e. Data digitisation requirements at the districts

f. Training requirements

g. LAN networking and horizontal connectivity requirements at the districts

h. Site preparation requirements at the districts

i. Responsible for defining and monitoring the SLAs on behalf of the department

j. Post implementation services

i. Systems support

ii. Application support

k. Any other State specific requirements

ii. Volume 2: Bidding Terms and Conditions

iii. Volume 3: Draft Contract

iv. Compliance to Model SI RFP

2. Project Management Activities

i. Develop the project plan and project charter


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ii. Coordinate workshops and discussion meetings between State IT Department, State

Line Departments, district officials, SI, NPMU and DIT (GoI).

iii. Co-ordinate DPR submissions/approvals on behalf of SDA

iv. Co-ordinate on behalf of the SDA for engagement of eDistrict Champions as per the

eDistrict Guidelines for National Rollout, section 9.1.d.

v. Responsible for reviewing the deliverables submitted by SI within a period of 2 week

(or as agreed with the State IT Department) from the receipt of that deliverable.

vi. Highlight deviations/issues in the deliverables of SI to relevant authority within the

specified time limits and assist SI and State IT Department in resolution of issues.

vii. Prepare Capacity building plan

viii. Prepare Change Management Plan

ix. Identify the legal changes required and assist in drafting and issuance of Government

Orders for giving effect to the BPR

x. Assist Pilot States in deploying the existing applications for the state wide rollout. No

application software will be deployed for state wide rollout in any state unless it has

been certified by STQC

xi. Assist Non Pilot States in the selection of Application Software from the sets of STQC

certified application software developed during pilot implementation.

xii. Ensure that the technology standards, guidelines & frameworks are adhered to during

implementation.

xiii. Suggest and co-ordinate capacity building needs and training programs for the state

officials (including tehsils, district and state level).

xiv. Monitor and maintain issue tracker and keep on updating the status of all risks and

issues from time to time.

xv. Defining the escalation mechanism for timely resolution of issues and risks.

xvi. Co-ordinate on behalf of the SDA the engagement of an agency for Impact Assessment

Studies and provide status updates


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xvii. SLA monitoring

Monitoring the performance of the SI against the base project plan

Monitoring the performance of the overall system in terms of availability &

efficiency against the service levels already defined for SI1

Suggest changes in SLAs, if required

Suggest corrective and preventive measures to State IT Department and SI to

enhance the performance of the system

xviii. Coordination with various stakeholders

SPMU would be required to coordinate with all the stakeholders and support the state

departments while interacting with various agencies (internal and external) during the

course of the project. SPMU shall build mechanisms to ensure coordination and

consultation between all key stakeholders and members of the governance committees on

a continued basis to facilitate the execution of the project. This would include the

following stakeholders:

State/UT Apex Committee

State/UT IT department (including State e-Governance Mission Team)

State/UT Departments whose services are covered under e-District

District Mission Teams (including e-District Managers)

DIT (including NPMU)

State Designated Agency

Other departments of the State / UT

1 Any SLA monitoring tools required to measure the SLAs will need to be procured by the Dept. or SI and will be out of scope of work of SPMU.


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3. Monitoring the deployment and commissioning of necessary hardware at the SDC at the

state level

i. Monitoring installation and commissioning of IT infrastructure at Data Centre (DC)

ii. Monitoring facility management services and help desk of the SI, to ensure system

uptime

iii. Provide fortnightly reports to State Government and DIT (GoI) for the status of

implementation till “go-live”.

4. Monitoring the deployment and commissioning of necessary hardware at the district

level

i. Monitoring the installation and commissioning of requisite hardware and system

software at various district /tehsils/block offices as per the BOM

ii. Conduct/facilitate final acceptance testing of the hardware as per the specifications and

quantities mentioned in the SI RFP

iii. Create asset registers and capture all necessary details of monitoring the movement of

hardware for the project

5. Monitoring the deployment and commissioning of necessary networking equipments

and connectivity at the state level

i. Co-ordinate with State IT Department, SWAN and SDC teams to make available the

vertical and horizontal connectivity at tehsils and blocks.

ii. Create a framework for effective monitoring of DC and network availability and

escalation leading to resolutions (including use of NMS reports)

6. Engaging STQC for Audit

The SPMU will be co-ordinate with STQC on behalf of the SDA to conduct the assessment /

review for the system before rolling it out. The SPMU shall have the right to audit and

inspect all the procedures and systems relating to the provisioning of the services.

The Consultant would be responsible for the outcome in the following areas in such a

manner which results in successful STQC certification. Specifically the STQC shall look into:


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i. Application audit (only for the additional modules developed for the State / UT as

specified in SI‟s RFP2) will include:

a. Functionality audit vis-a-vis the Functional Requirement Specification (FRS)

agreed upon during development phase

b. Identify the nature and type of transactions being processed by the application

systems

c. Determine systematic measures implemented to control and secure access to the

application programs and data including password controls, user

authentications, roles and responsibilities, audit trails and reporting,

configuration and interface controls, etc.

d. Review of database structure including:

Classification of data in terms of sensitivity & levels of access

Security measures over database installation, password policies and user

roles and privileges

Access control on database objects – tables, views, triggers, synonyms, etc.

Database restoration and recoverability

Audit trails configuration and monitoring process

Network connections to database

ii. Review of Network and Website will include:

a. Penetration and vulnerability testing

b. Security exposures to internal and external stakeholders

c. Installation of requisite prevention systems like HIPS, Intrusion Prevention

Systems (IPS), etc.

iii. Review and Implement of Security Policies and Controls will include:

a. Review of backup process, including schedule, storage, archival and

decommissioning of media

b. Physical access controls review (over DC and other critical area)

2Respective State / UT should detail out the additional modules which have been planned and subsequently included in the SI RFP of the state by the SPMU.


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c. Review of change management process

d. Incident management process – covering identification, response, escalation

mechanisms

e. Anti-virus (malware) controls – patching, virus definition file update

f. General computer controls review

iv. Audit of IT Infrastructure will include monitoring the deployment of IT

infrastructure at various locations including Data center and Disaster recovery center

as per the BOM specified for the SI.

v. Performance / SLA Audit - whether the actual level of performance of the services is

the same as specified in the contract of SI. SPMU will identify the key issues /

bottlenecks in the system and will suggest the mitigation plans.

vi. Overall compliance to MSA and SLA - The compliance of the implementation

partner with any other obligation under the MSA and SLA.

7. UAT and Go-Live Report

SPMU will assist the User Acceptance Testing (UAT) and audit of the system on the

completion of the pilot for each phase and will submit a Go-Live Report for each phase. It

will be the responsibility of SPMU to co-ordinate with STQC for certification of the e-District

application and associated infrastructure & services.

For non-pilot States / UTs, the State IT Department may decide to carry out the pilot in 1 – 2

districts before carrying out the state wide roll-out. In such a case, the SPMU has to co-

ordinate the phasing of training, data digitisation, hardware procurement, site preparation,

etc. in such a manner which synchronises with such a plan.

8. Co-ordinate with district level team for the following :

i. Hiring of DeGS eGovernance Project Manager

ii. Data digitisation status

iii. Provisioning of training at district level


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iv. Submission of District Go-Live Report, which should shall include the

following:

Hardware at various locations and data centre

Networking equipments and connectivity

Data digitisation and migration

Training to the departmental personnel

Handholding support

Integration with applications of other departments / agencies etc.

Any corrective or preventive actions required from any of the stakeholders

Highlight the changes required in the applications and ensure that the suggested

changes are incorporated in the system by the SI

Recommendations for rollout of the project including the suggestions on the

rollout strategy

Quality of digitised / migrated data by establishing quality review procedures

9. Program Management Support

SPMU will support the NPMU for overall project management, coordination and

communication with all the stakeholders of the project and update the Project Management

Information System (PMIS). Various activities to be taken by the SPMU are as follows:

i. Program management and progress reporting

ii. Liaisoning with DIT (GOI) at the Center and NPMU and SI at the State level

iii. Fund utilisation and management

The funds allocated by Centre/DIT (GoI) would be released to State / UT based on

utilisation and achievement of milestones by the States / UTs. Utilisation of funds is

a key indicato r of the implementation progress in the States / UTs. It is imperative

to proactively monitor the disbursement of funds from the Centre and track the

disbursed funds against the actual utilisation at the state level. The activities will

include:

• Projecting total fund requirements every year for preparation of budget

estimates


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• Monitoring the disbursement of funds

• Tracking utilisation of funds under the project by assessing utilisation

certificates (UCs) and utilisation reports from states

• Maintaining and updating the fund tracker on a regular basis

• Assisting the State IT Department in calculating the penalties and payments to

SI as per the payment milestones

10. Monitoring the O&M

The SPMU shall be responsible supporting the State IT Department for monitoring of the

compliance of the contractual obligations of the SI.

The SPMU will also monitor the operations and maintenance of the overall system as per

the standards and requirements defined for SI including but not limited to resolution of

issues, availability of the system, updating hardware or system software etc. for a period of

3 years from the engagement date3.

SPMU will ensure that the SLAs and performance levels defined for SI are met as per the

expectations of the State IT Department. SPMU will also review the SLA performance,

capacity and effectiveness of the helpdesk set up by the SI.

4.2 Deliverables & Timelines for Pilot States

As a part of the engagement, the SPMU is responsible for the following deliverables for Pilot

States:

S. No. Deliverables Expected Timelines

1. Issue of Work Order to the successful vendor by

DIT/State

T

2. RFP for SI (Preparation of RFP will include validating

and updating of FRS, Use Cases and Wire Frames)

T + 3 months

3. SI Bid Process Management T + 5 months

3 State / UT can vary the period of employment of SPMU depending on the availability of funds.


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4. Submit the final updated FRS (along with BPR report

covering the As-Is process report, To-Be Process

report), formats of the MIS reports, capacity building,

training and Change Management Plans

T + 5 months

5. Review of System Requirement Specification (SRS) and

other deliverables developed by the SI and on

satisfaction giving a “letter of recommendation” to the

state for approval of the SRS document

T + 6 months

6. Draft of GOs / Notifications by the state‟s line

departments whose services have been included in the

eDistrict Project.

T + 8 months

7. Completion of application development T + 9 months

8. STQC Certification for e-District Application T + 11 months

9. Co-ordinate and monitor the below mentioned activities at the state level and submit / update their status in fortnightly reports: State Level

1. Selection of SI 2. SDC hardware installation 3. Progress of application development and STQC

certification 4. Status of legal changes / notifications. Progress

and status report for Draft GO 5. Hardware installation progress 6. Status of Impact Assessment Studies 7. Update its own (i.e. State SPMU) status of

invoices 8. Engagement of technical and project

management resource at district 9. Training and change management

Through project management and technical resource at the district level, co-ordinate and monitor the below mentioned activities at the district level and submit/update their status in fortnightly reports District Level

1. DeGS Formation 2. Fund tracking and utilisation at district level 3. Hardware installation status

As required to achieve the above timelines


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4. Application deployment 5. Data digitisation 6. Site preparation (including LAN) 7. Training and capacity building 8. Integration with SDC, SWAN, SSDG and CSC 9. Issuance of GOs at the district level + Site Live

and discontinuation of manual processes

10. Completion of training and change management activities

T + 15 months

11. Go-Live report for state and district level T + 15 months

12. O&M Monitoring 12 months after Go-Live

4.3 Deliverables & Timelines for Non Pilot States

As a part of the engagement, the SPMU is responsible for the following deliverables for Non

Pilot States:


1. Issue of Work Order to the successful vendor by

DIT/State

T

2. RFP for SI (RFP will include a high level FRS) T + 3 months

3. SI Bid Process Management T + 5 months

4. Submit the final FRS (along with BPR report covering

the As-Is process report, To-Be Process report), use

cases and wire frames / screen shots for the

application, formats of the MIS reports and Change

Management Plans

T + 5 months

5. Review of System Requirement Specification (SRS) and

other deliverables developed by the SI and on

satisfaction giving a “letter of recommendation” to the

state for approval of the SRS document

T + 7 months

6. Draft of GOs / Notifications by the state‟s line

departments whose services have been included in the

eDistrict Project.

T + 9 months

7. Completion of application development T + 11 months


23 | P a g e


8. STQC Certification for e-District Application T + 13 months

9. Co-ordinate and monitor the below mentioned activities at the state level and submit / update their status in fortnightly reports: State Level

1. Selection of SI 2. SDC hardware installation 3. Progress of application development and STQC

certification 4. Status of legal changes / notifications 5. Hardware installation progress 6. Status of Impact Assessment Studies 7. Update its own (i.e. State SPMU) status of

invoices 8. Engagement of technical and project

management resource at district 9. Training and change management 10. Progress and status report for Draft GO

Through project management and technical resource at the district level, co-ordinate and monitor the below mentioned activities at the district level and submit/update their status in fortnightly reports District Level

1. DeGS Formation 2. Fund tracking and utilisation at district level 3. Hardware installation status 4. Application deployment 5. Data digitisation 6. Site preparation (including LAN) 7. Training and capacity building 8. Integration with SDC, SWAN, SSDG and CSC 9. Issuance of GOs at the district level + Site Live

and discontinuation of manual processes

As required to achieve the above timelines

10. Completion of training and change management activities

T + 24 months

11. Go-Live report for state and district level T + 24 months

12. O&M Monitoring 12 months after Go-Live


24 | P a g e

4.4 Resource Requirements

To accomplish the above work, the following numbers of resources are proposed to be

deployed in each of the State and UTs in India:

S. No. Name of State Minimum

number of

resources

Pilot/Non Pilot State Category

1 Puducherry 1 Pilot Category A

2 Andaman & Nicobar 1 Non-Pilot Category A

3 Chandigarh 1 Non-Pilot Category A

4 D&N Haveli 1 Non-Pilot Category A

5 Daman & Diu 1 Non-Pilot Category A

6 Goa 1 Non-Pilot Category A

7 Lakshadweep 1 Non-Pilot Category A

8 Sikkim 1 Non-Pilot Category A

9 Tripura 1 Non-Pilot Category A

10 Haryana 2 Pilot Category B

11 Kerala 2 Pilot Category B

12 Mizoram 2 Pilot Category B

13 Punjab 2 Pilot Category B

14 Uttarakhand 2 Pilot Category B

15 West Bengal 2 Pilot Category B

16 Arunachal Pradesh 2 Non-Pilot Category B

17 Delhi 2 Non-Pilot Category B

18 Himachal Pradesh 2 Non-Pilot Category B

19 Manipur 2 Non-Pilot Category B

20 Meghaylaya 2 Non-Pilot Category B

21 Nagaland 2 Non-Pilot Category B

22 Chhattisgarh 3 Non-Pilot Category C

23 Assam 3 Pilot Category C

24 Bihar 3 Pilot Category C

25 Jharkhand 3 Pilot Category C

26 Maharashtra 3 Pilot Category C

27 Orissa 3 Pilot Category C

28 Rajasthan 3 Pilot Category C

29 Tamil Nadu 3 Pilot Category C

30 Andhra Pradesh 3 Non-Pilot Category C

31 Gujarat 3 Non-Pilot Category C

32 Jammu & Kashmir 3 Non-Pilot Category C

33 Karnataka 3 Non-Pilot Category C


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S. No. Name of State Minimum

number of

resources

Pilot/Non Pilot State Category

34 Madhya Pradesh 4 Pilot Category D

35 Uttar Pradesh 4 Pilot Category D

Total 77*

* It may be noted that the maximum number of resources which any agency can deploy is 25 or a

maximum of 10 States/UTs

Bidders would be required to deploy an appropriate team consisting of members / consultants

which will be at least as per the below mentioned requirements.

a) The team should consist of resources with prior experience in IT/e-Governance

consulting projects.

b) Each member of the team must be a full time employee of the bidder.

c) The bidders will undertake not to sub-contract any part of this scope of work to third

parties.

d) The team shall be deployed on an exclusive basis; no resource deployed under this

project will work on any other engagement and a declaration for the same to be

provided.

e) The bidders cannot hire from existing resources deployed on eDistrict from NeGD,

NPMU and SPMU of other States for eDistrict and deploy on eDistrict project during the

currency of the project.

f) The minimum qualifications and experience will be as following

i) Category D States (Minimum requirement of 4 Resources)

S No. Role No. Qualification Total Work Experience Years

Experience in the domain of IT consultancy (years)

1 Project Manager 1 B.Tech/B.E /MCA+ MBA (or any equivalent full time management program of at least 12 months)

7 3

2 Consultant (Technology)

1 B.Tech/B.E /MCA/ MBA ((or

5 2


26 | P a g e

any equivalent full time management program of at least 12 months)

3 Consultant Program Management

2 B.Tech/B.E/ MCA MBA (or any equivalent full time management program of at least 12 months)

5 2

ii) Category C States (Minimum requirement of 3 Resources)

S No.

Role No. Qualification Total Work Experience Years


1 Project Manager 1 B.Tech/B.E /MCA+ MBA (or any equivalent full time management program of at least 12 months)

7 3

2 Consultant (Technology)

1 B.Tech/B.E /MCA/ MBA (or any equivalent full time management program of at least 12 months)

5 2


1 B.Tech/B.E/MCA/ MBA (or any equivalent full time management program of at least 12 months)

5 2

iii) Category B States (Minimum requirement of 2 Resources)

S No.



1 Project Manager 1 B.Tech/B.E /MCA +MBA (or any equivalent full time

7 3


27 | P a g e

management program of at least 12 months)


1 B.Tech/B.E/ MCA /MBA (or any equivalent full time management program of at least 12 months)

5 2

iv) Category A States (Minimum requirement of 1 Resources)

S No.



1 Project Manager 1 B.Tech/B.E/MCA +MBA (or any equivalent full time management program of at least 12 months)

7 3

Note –The technical evaluation of the proposals submitted by the shortlisted firms will give

weightage to manpower that has an educational background from reputed institutions like IIT

/ IIM. Please refer section 4.9.2

4.5 Project location

The SPMU team will be required to work in the respective State /UT throughout the duration

of the project. The bidders should budget in the travel costs within the State to capture the data

(if required). The bidders should also budget in travel to Delhi once in a quarter to report and

participate in the meetings.

4.6 Payment Terms

Payments for the contract will be based on approval of deliverables by the State Apex

Committee. The payments will be as per the following schedule:


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S. No

Milestone % of Total Fee

Basis of approval

1. Submission of BPR Report 10% Minutes of meeting of the Apex Committee approving the report

2. Submission of Final FRS 10% Minutes of meeting of the Apex Committee approving the report

3. Submission of Change Management & Capacity Building Plan

10% Minutes of meeting of the Apex Committee approving the report

4. Publishing of RFP for SI 10% Copy of the newspaper advertisement

5. Selection of the SI bidder(s) 5% Copy of the contract signed with SI

6. STQC Certification 5% Copy of the STQC certification

7. Approval of the Government Orders

5% Notified orders for all the services approved in DPR

8. Approval of the e-District Application by Apex Committee and deployment of necessary hardware at SDC

5% Minutes of meeting of the Apex Committee approving the e-District application for all services identified in the DPR.

9. “Go-Live” in at least 25% Districts 10% Go-live in a district would mean 1) Using the e-District application for :

a) Delivery of all mandatory service categories

b) Delivery of all optional services categories

2) Completion of training 3) Completion of Data Digitization 4) Deployment of identified hardware

for those Districts 5) Site Preparation 6) Engagement of Technical and Project

Management resource at District

10. “Go-Live” in at least 50% Districts 5%

11. “Go-Live” in at least 75% Districts 5%

12. “Go-Live” in 100% Districts 5%

13. Impact Assessment and Outcomes of e-District project in the States

10% Minutes of meeting of the Apex Committee approving the report

14. Approval of Project Closure report 5% Approval of project closure report by DIT, GoI

Total 100%

1. As far as possible, release of payments under item 9-12, shall be done in each quarter on

a pro-rata basis based on the achievements under each item.

2. Deliverables would be certified by the nodal officer appointed.


29 | P a g e

3. It is envisaged that all the above project deliverables would be completed within 3 years

and six months.

4. For any delay in completion of any of the above deliverables beyond three years and six

months, a 10% penalty on payment against the deliverable would be levied for

completion of the deliverable beyond 3 years and six months.

5. In case achievement of any of the above deliverable extends beyond 4 years and six

months an additional penalty of 10% thus a cumulative penalty of 20% would be levied

for completion of the deliverable beyond 4 years and six months.

6. It is clarified that the Penalty would be levied on the payments against the balance

deliverables at the end of the three year and six months. For e.g. If Deliverables under 9-

14 are pending beyond 3 years and six months, the penalty would be levied only on

these deliverables. 2.5 % penalty will be levied per quarter on a cumulative basis. To

further clarify, for payments in Quarter 3 of the 4th year penalty applicable would 2.5%

only, which would increase to 5% for payments against deliverables in Quarter 4 of 4th

year and thus the penalty on any deliverable achieved in the 2nd Quarter of the 6th Year

would be 20%.

7. Definition of percentage completion of Districts has been provided in Section 7.3

Appendix 3.


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4.7 Core Activities Mapping Matrix

S.

No

Milestones DIT

(GOI)

State

DIT

District

Admin/

DeGS

NPMU SPMU SI

1 DPR Appraisal

2 SPMU Selection

3 SI Empanelment

4 OEM Empanelment

5 SI Model RFP

6 DPR submission

7 BPR & CM Plan

8 SI & Bid Mgmt

9 Government Orders

10 Application Develop.

11 STQC testing

12 DeGS Formation

13 Data Digitization

14 Site preparation

15 Hardware

Commissioning


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S.

No

Milestones DIT

(GOI)

State

DIT

District

Admin/

DeGS

NPMU SPMU SI

16 Training

17 Go-Live


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4.8 Timelines for Delivery

Sr. No.

Activity Timeline Responsibility Penalty

1 Issue of Work Order to the successful vendor

T0 DIT

2 Submission of Performance Security by the vendor and completion of contract signing formalities at the State/UT

T0 + 15 days

Vendor Rs. 50,000 per day

3 Placement of team in the State after fulfilment of due process of selection

T0 + 30 days

Vendor Rs 10,000 per day per resource penalty

Rs 20,000 per day for Project Manager

4.9 Penalties

Sr. No.

Parameter SLA Penalty

1 Shortfall of attendance of compulsory resources

If a resource is absent for 7 consecutive working days without any reasonable cause then the resource will have to be replaced if required.

Rs. 50,000 replacement penalty for each absentee related replacement during the term of the project in addition to penalties for replacement of resources as applicable under Sr. No. 2 or Sr. No. 3

2 Substitution of resources from those CVs provided during the technical evaluation

No substitution of those resources will be allowed whose CVs have been provided along with the technical bid for the period T0 + 180 days ( i.e. 180 days of commencement of Project).

Penalty of Rs. 3 Lakhs per substitution of resources of those whose CVs have been provided along with the technical bid


33 | P a g e

Sr. No.

Parameter SLA Penalty

3 Replacement of resources

Resources initially deployed are not to be replaced during the tenure of the project. In case resources are replaced, penalties will apply.

Project Managers

1st – 3rd replacement – Rs. 1,00,000 per replacement

4th – 6th replacement – Rs. 2,00,000 per replacement

>= 7th replacement – Rs. 4,00,000 per replacement

Consultants

0 – 1st replacement - Nil

2nd – 3rd replacement – Rs. 50,000 per replacement

4th – 6th replacement – Rs. 1,00,000 per replacement

>= 7th replacement – Rs. 2,00,000 per replacement

4.10 Working Hours / Days

a) When engaged, the consultants will keep to the normal working hours of State

Government where the consultant is placed.

b) The consultants will also follow the holiday schedule of the State Government where

they are placed.

4.11 Process of Selection of SPMU by the State

a) A technical evaluation will be carried out for all bids.

b) Work Capacity is defined as the maximum number of States for which a Consultancy

agency can choose to take up the task of providing program management services at the

State Level for the e-District MMP. This will be based on Consulting turnover,

manpower strength of the company, number of consultancy assignments on the

qualifications of the Consultancy Agencies as per the table below.


34 | P a g e

Any one

Category

A State

Any one

Category

B State

Any one

Category

C State

Any one

Category

D State

Unit Weight for the Category of the State 1 2 3 4

Minimum Turnover Requirement in

Consulting Operations in India Average for 3

years 2008-09, 2009-10, 2010-11. Consultancy

assignments will be defined as those

assignments relating to providing of advisory

services and will not include software

development, system integration

assignments.

Rs. 1

Crore

Rs. 2

Crore

Rs. 3

Crore

Rs. 4

Crore

Manpower Strength - ( Minimum

qualifications – B.E. / MCA / MBA /CA with

minimum 5 Years experience) located in India

as of 31st March 2012

8 16 24 32

No. of Consultancy Assignments where

billing of atleast Rs. 10 Lakhs has been

completed in the past 3 years 2008-09, 2009-

10, 2010-11 in India. Purchase orders should

not be earlier than April 1st 2006.

2 4 6 8

c) To determine the Work Capacity, Category A States are being assigned a unit weight of

1, Category B States a unit weight of 2, Category C States a unit weight of 3, and

Category D States a unit weight of 4

d) To illustrate the above, in case a Consultancy Agency X has an Average turnover of Rs. 6

Crores, Manpower Strength of 80 and 18 number of completed consultancy assignments.

It can undertake work (Work Capacity) in either


35 | P a g e

i) 1 Category D State + (1 category B State or 2 Category A States); or

ii) 2 Category C States or

iii) 3 Category B States or

iv) 6 Category A States or

v) any combination of A, B, C and D States adding upto 6 units.

e) The Maximum number of States for which any Consultancy Organisation can be

selected will not exceed 10 States or 25 units or work capacity (whichever is achieved

earlier). No additional financial bids will be opened for those organizations which have

reached their quota of 10 States/25 resources/work capacity.

f) The consulting organization has to bid for 1 State (from the below category) for every 4

States which are not a part of this list.

i) Andaman & Nicobar (Category A)

ii) Lakshwadeep (Category A)

iii) Tripura (Category A)

iv) Manipur (Category B)

v) Mizoram (Category B)

vi) Meghalaya (Category B)

vii) Arunachal Pradesh (Category B)

viii) Nagaland (Category B)

ix) Jammu & Kashmir (Category C)

In case of any deviations, DIT would disqualify the bids which have not adhered to this

criterion in the same proportion. For e.g. in case the bidder has bid for 10 States which includes

only one of the States mentioned above, it has not complied with the requirement. Hence only 4

bids + 1 State from the above list would be considered. The balance 5 bids would be rejected at

DITs discretion.


36 | P a g e

g) A minimum of 70 marks should be scored in the technical proposal for the bid to be

declared technically qualified. Financial bids of only those consulting organisations

will be opened whose technical proposal have met this cut-off mark.

h) Financial bids will be opened for all the States which have received a minimum of 3

bids.

i) The lowest value bidder i.e. L1 will be the selected bidder for a particular state. L1 is

defined as average cost per resource for a State. The average cost per resource = (Total

Cost proposed for that State)/ (Number of Resources required for that State (State

Category A = 1, B = 2, C = 3 and D = 4)).

j) The SPMU assignments for the States would be awarded in the increasing order from

minimum of L1 in all States to maximum of L1 of all States. For ex: if the bid received for

3 States for which 3 bidders have bid are:

Bidder/State Average Cost

per Resources

for Bidder 1

Average Cost

per Resources

for Bidder 2

Average Cost

per Resources

for Bidder 3

L1 for the

State

State 1 (Category

D)

85000/4 = 21250 95000/4 = 23750 75000/4 = 18750 18750

State 2 (Category

C)

95000/3 = 31667 80000/3 = 26667 83000/3 = 27667 26667

State 3 (Category

A)

55000/1 = 55000 23000/1 = 23000 35000/1 = 35000 23000

Since minimum of L1 for all the States is for State 1 (=18750), State 1 would be awarded first

to the Bidder 3, then State 3 (=23000) would be awarded to bidder 2 and then State 2

(=26667) would be awarded to bidder 2.

k) If L1 for two or more States is same then the SPMU assignment will be awarded in the

increasing alphabetical order of the States.

l) This process of awarding the States will be repeated as mentioned above, until a

consulting organisation has reached its maximum quota of (a) 25 resources or (b) 10


37 | P a g e

States or (c) work capacity, whichever happens earlier. If any of the consulting

organisations reaches its quota of 25 resources or 10 States or work capacity then no

more SPMU assignment will be awarded to the agency.

m) In a situation, where the average cost per resources of two or more bidders for a State is

same then the technical marks of those bidders for that State will be considered and the

one with highest technical marks will be awarded the contract.


38 | P a g e

5 Instructions to the bidders

5.1 General Guidelines

5.1.1 Completeness of Response

a) Bidders are advised to study all instructions, forms, terms, requirements and other

information in the RFP documents carefully. Submission of bid will be deemed to have

been done after careful study and examination of the RFP document with full

understanding of its implications.

b) 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.

5.1.2 Proposal Preparation Costs

a) 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 DIT to facilitate the

evaluation process, and in negotiating a definitive contract or all such activities related

to the bid process. DIT will in no case be responsible or liable for those costs, regardless

of the conduct or outcome of the bidding process.

b) This RFP does not commit DIT to award a contract or to engage in negotiations. Further,

no reimbursable cost may be incurred in anticipation of award or for preparing this bid.

c) All materials submitted by the bidder become the property of DIT and may be returned

completely at its sole discretion.

5.2 Pre-Bid Meeting

5.2.1 Pre-Bid Meeting

a) DIT will hold a pre-bid meeting with the prospective bidders as per the details provided

on the e-procurment portal at DIT, 6 CGO Complex, Lodhi Road, New Delhi.


39 | P a g e

5.2.2 Bidder Inquiries and DIT’s Responses

a) All enquiries / clarifications from the bidders, related to this RFP, must be sent to

eDistrict Mail ID: [email protected].

b) DIT will endeavour to provide a full, complete, accurate, and timely response to all

questions. However, DIT makes no representation or warranty as to the completeness or

accuracy of any; neither response nor does DIT undertake to answer all the queries that

have been posed by the bidders. The responses to the queries from all bidders will be

distributed to all and posted on the portal.

c) No request for clarification from any bidder will be entertained after the last date of

queries /clarifications as mentioned in the e-procurement portal.

5.2.3 Amendment(s) to RFP Document

a) At any time prior to the last date for receipt of bids, DIT, 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.

b) In order to afford prospective bidders reasonable time in which to take the amendment

into account in preparing their bids, DIT may, at its discretion, extend the last date for

the receipt of bids.

5.2.4 Supplemental Information to the RFP

If DIT 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.

5.3 DIT’s Right to Modify Submission Deadline

DIT may, in exceptional circumstances and at its discretion, can extend the deadline for

submission of proposals by issuing an corrigendum or by intimating all bidders who have

been provided the proposal documents, in writing, email or by facsimile, 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 deadline as extended.



40 | P a g e

5.4 DIT’s Right to Terminate the Process

a) DIT may terminate the RFP process at any time and without assigning any reason. DIT

makes no commitments, explicit or implied that this process will result in a business

transaction with anyone.

b) This RFP does not constitute an offer by DIT. The bidder's participation in this process

may result in DIT 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 DIT to execute a contract or to continue negotiations.

The DIT may terminate negotiations at any time without assigning any reason.

5.5 Earnest Money Deposit (EMD)

a) Bidders shall submit scan copy of EMD of Rs.10.00 Lakhs in the form of a Demand Draft

or Bank Guarantee (Format provided in Form 7). EMD in any other form shall not be

entertained. The hard copy needs to be submitted before the technical bid opening at the

following address:

Mr. Abhishek Singh,

Room No. 2006, Electronics Niketan, Department of Information Technology

6, CGO Complex, New Delhi

Fax : +91-11-24364720

Phone : +91-11-24301716

Email : [email protected]

b) The EMD shall be denominated in Indian Rupees only. No interest will be payable to the

bidder on the amount of the EMD.

c) Unsuccessful bidder‟s EMD will be discharged/ returned as promptly as possible

d) The EMD may be forfeited:

i) If a bidder withdraws his bid or increases his quoted prices during the period of bid

validity or its extended period, if any; or

ii) In the case of a successful bidder, if the bidder fails to sign the contract or to furnish

Performance Bank Guarantee within specified time in accordance with the format

given in the RFP.

e) Bids submitted without adequate EMD will be liable for rejection.



41 | P a g e

5.6 Submission of Bids

a) The bidders should submit their offers in two parts namely, “Technical bid” and

“Financial bid” and in the format given in this document.

i) Technical Bid - on e-procurement portal only

ii) Financial Bid - on e-procurement portal only

5.6.1 Bid Submission Format – Refer e-procurement portal & bid submission

Refer e-procurement portal. The bid submission should be on e-procurement portal only.

a) Any default by the bidder in respect of tender terms and conditions will lead to rejection

of the bid and forfeiture of EMD.

b) DIT reserves the right to (a) reject any / all proposals without assigning any reasons

thereof, b) relax or waive any of the conditions stipulated in this RFP document as

deemed necessary in the best interest of the DIT and the objective of the scheme without

assigning any reasons thereof and c) include any other item in the Scope of work at any

time after consultation in the pre-proposal meeting or otherwise.

c) DIT reserves the right to modify and amend any of the above-stipulated

condition/criterion depending upon project priorities vis-à-vis urgent commitments.

5.6.2 Documents Comprising the Bid

The bids prepared by the Bidder shall comprise of the following:

Technical Bid (Common to all states):

a) Cover letter along with a power of attorney by the CEO or competent authority

authorising the bidder to sign/ execute the proposal as a binding document and also

execute all relevant agreements forming part of RFP (Refer Form 1)

b) EMD

c) Technical proposal

d) All relevant documents required as evidence of meeting technical evaluation criteria

e) Firm Details (Refer Form 2)


42 | P a g e

f) Consulting turnover auditor certificate

g) Manpower Strength certificate

h) Team composition (Refer Form 4)

i) Project Experience (Refer Form 3)

j) Curriculum Vitae (CV‟s) of Proposed Staff (Refer Form 5) segregated by States.

k) Work Schedule (Form 6)

Financial Bid (Specific to each state the bidder is submitting its bid):

a) As per eProcurement Portal and financial quote should be inclusive of applicable service

tax.

5.7 DIT’s Rights to Accept / Reject Any or all Proposals

DIT 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 thereby incurring any

liability to the affected Bidder or Bidders or any obligation to inform the affected bidder or

bidders of the grounds for DIT‟s action.

5.8 Performance Bank Guarantee

a) Within 15 days of the selected firms being intimated about their selection they are to

submit a Performance Bank Guarantee of 10% of the contract value in the form of

unconditional, unequivocal and irrevocable Bank Guarantee (BG) from any Scheduled

Indian Bank and valid for contract duration plus six months and any applicable

extension periods as may be mutually accepted. The EMD submitted as security will be

discharged after the receipt of the Performance Bank Guarantee for all the States from

the firm has been selected.

5.9 Evaluation Process

5.9.1 Tender Evaluation Committee

a) The Tender Evaluation Committee (TEC) constituted by the DIT shall evaluate the

tenders.


43 | P a g e

b) The decision of the TEC in the evaluation of the Technical and Financial bids shall be

final. Technical Bid evaluation is to ensure that the proposed solution by the bidder

meets the requirements as outlined in the RFP Document. No correspondence will be

entertained outside the process of negotiation/ discussion with the committee.

c) TEC will evaluate and compare the bids determined to be substantially responsive. It is

Tender Evaluation Committee‟s intent to select the proposal that is most responsive to

the project needs and each proposal will be evaluated using the criteria and process

outlined in this section.

5.9.2 Technical Evaluation of Bids

1) TEC will carry out a detailed evaluation of the Technical Bids received by it in order to

determine whether they are substantially responsive to the requirements set forth in the

Request for Proposal. In order to reach such a determination, TEC will examine the

information supplied by the bidders, and shall evaluate the same as per the evaluation

criteria specified in this RFP.

2) Proposal Presentations: The committee may invite each bidder to make a presentation.

The purpose of such presentations would be to allow the bidders to present their

proposed approach to the evaluation committee and the key points in their proposals.

3) The technical evaluation of bids will be carried out to ensure compliance with

requirements mentioned in the RFP. A minimum of 70 marks should be scored in the

technical proposal for the bid to be declared technically qualified. For all technically

qualified bidders the process specified in Section 4.9 would be followed.

4) Technical evaluation will include the following parameters:

a. Evaluation of profiles proposed for the state – 60 marks

b. Approach and Methodology for the state – 15 marks

c. Project experience in eGovernance – 10 Marks

d. Presentation and Interviews by the bidders – 15 marks

5) Following are the parameters that will be evaluated in a technical bid :


44 | P a g e

Sr.

No.

Criterion Evaluation parameter Max

Score

Score

Obtained

Technical Evaluation

1 Minimum Resource Deployment by the bidder 60

Category D States

S No. Role No.

1 Project Manager 1

2 Consultant (Technology) 1

3 Consultant Program Management 2

Every CV needs to score a minimum of 40

marks to be considered. If a CV does not get

40 marks then 0 will counted in the technical

marks calculation for that CV.

The evaluation would be done by TEC.

Marks would be computed on the basis of the

following formula :

[(Marks awarded to PM * 1.5 + Marks

Category C States

S o. Role No.

1 Project Manager 1

2 Consultant (Technology) 1

3 Consultant Program Management 1


45 | P a g e

Sr.

No.


Score

Score

Obtained

Category B State

S No. Role No.

1 Project Manager 1


1

awarded to each Consultant (as per

category)) /(No. of Project Management *1.5

+ No. of Consultants)] *.6

The marks would be awarded on their

competence for the assignment with respect

to the education, experience of the candidate

in the specific sector, field, subject, experience

in the State and so on - directly relevant to

the assignment and the proposed position.

The marks would be awarded as per the

criterion laid down in Section Evaluation

Parameters of Technical resources

Category A States

S No. Role No.

1 Project Manager 1


46 | P a g e

Sr.

No.


Score

Score

Obtained

2 Approach and Methodology for the state Understanding the scope, approach and

methodology, work plan and staffing

schedule. Evaluation will be based on quality

of submissions and the presentation, if any,

made to DIT. Which will cover a)

Understanding of the objectives of the

assignment b) The extent to which the

consultant‟s approach and work plan

respond to the objectives indicated in the

Statement of Work

15

3 Consulting experience of 5 e-Governance Projects in

India. Each of these projects should have a contract value

greater than Rs. 10 Lakhs. Purchase orders for these

Projects should have been issued not earlier than 1st

April 2006. Bidders will need to produce work orders

and self certificate declaring the value of the project is

more than Rs. 10 Lakhs.

Bidders will be awarded 2 marks for each

Project that meets the selection Criteria.

The project should have BPR and Bid

Process Management as part of the scope of

work.

10


47 | P a g e

Sr.

No.


Score

Score

Obtained

4 Presentation by the bidders Completeness and responsiveness: The extent

to which the proposal responds exhaustively

to all the requirements

15

Total Points 100

1. The bidder will submit CVs of Project Manager & Consultants for each of the State it is bidding, subject to maximum of 10

unique CVs of Project Manager.

2. A CV can have 3 choices of States/UTs where that resource could be deployed provided more than 25 resources are being

offered. If in the order of opening the financial bids, the organization is L1 for any of those 3 States, the CV will not be

considered for any other States (including the other 2 choice States). If in a scenario, the organization which is L1 for 2 or all 3 of

the choice States, the organization will be allowed to submit 5 more CVs within 10 days of opening of financial bid and the

State IT department will interview and select/reject the resource.

3. In case an agency is bidding for n ( where n < or = 25) resources in various State, then n unique CVs are to be provided (no

repetition allowed)

4. However in case the Consultant is bidding for more than 25 units, it has the option to repeat the CVs for additional units,

subject to a maximum in 3 States. In case the Agency is bidding for less than 25 units, it cannot repeat the CVs.

5. DIT / State IT department with mutual agreement of the bidder may place a resource from the pool of proposed resources in

any State where the organization is L1.


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Evaluation Parameters of Technical resources – Educational qualifications

S

No.

Evaluation

Criteria

Education Criteria Project Manager

Marks

Consultant

Program Mgmt

Consultant

Technology

Management

1 Post

Graduate

Qualifications

MBA from Top 15 Colleges 20 20 20

MBA from Top 50 Colleges in list 15 15 15

MBA from any other College 10 10 10

M Tech from Top 20 Colleges listed

Engineering Colleges

20

M Tech from Top 50 listed Engineering

Colleges

15

M Tech from any other College 10

2 Graduate

Qualifications

B Tech from Top 20 Colleges 20 20 20

B Tech from Top 50 listed Engineering

Colleges

15 15 15


49 | P a g e

S

No.

Evaluation

Criteria

Education Criteria Project Manager

Marks

Consultant

Program Mgmt

Consultant

Technology

Management

B Tech from Any other College 10 10 10

MCA 7 7 7

Note for positions Senior Consultant (Technology) or Consultant Technology, resources will be awarded a maximum of 20 Marks for

Post Graduate Qualifications for e.g. in case Senior Consultant Technology is both M Tech and an MBA he will be given the higher of

the marks of MBA or M Tech qualification

Evaluation Parameters of Technical resources – Experience Criteria

S

No.

Evaluation Criteria Project

Manager

Marks Consultant

Project Mgmt

Marks Consultant

Technology

Marks

2a Total Experience

exceeding

>10 Years 10 >8 Years 10 >8 Years 10

8-10 Years 7 6- 8 Years 7 6- 8 Years 7

7-8 Years 5 5-6 Years 5 5-6 Years 5


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S

No.


Manager

Marks Consultant

Project Mgmt

Marks Consultant

Technology

Marks

Quality of Experience

as judged by the

evaluation committee

Factors

guiding

evaluation

would

include, 1.

Experience in

reputed

companies 2.

Experience in

challenging

Assignments

5 5 5

Experience of

Managing

Implementation of IT

Projects

7 Years 10 3 Years 10 3 Years 10

5-7 Years 7 2 Years 7 2 Years 7

3-5 Years 4 1 Year 4 1 Year 4


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S

No.


Manager

Marks Consultant

Project Mgmt

Marks Consultant

Technology

Marks


in Managing /

Implementation of

Projects as judged by

the evaluation

committee

Factors

guiding

evaluation

would

include, range

of assignments

handled ,

complexity of

assignments,

any experience

of e-

Governance

Projects,

Preparation

and evaluation

of RFPs

Managing a

large team etc.

10 Factors guiding

evaluation

would include,

range of

assignments

handled ,

complexity of

assignments, any

experience of e-

Governance

Projects,

Preparation and

evaluation of

RFPs Managing

a Project with

many

Stakeholders etc.

10 10


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S

No.


Manager

Marks Consultant

Project Mgmt

Marks Consultant

Technology

Marks


in e-Governance

Projects based

5 5 5

Experience in E-

District Project subject

to an engagement of

atleast 9 months

5 5 5


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S

No.


Manager

Marks Consultant

Project Mgmt

Marks Consultant

Technology

Marks

Any other exceptional

quality expressed in

CV like any

Publications, Thought

Leadership, Public

speaking

engagements, deep

technical expertise,

Professional

Certifications,

Trainings Attended

5 5 5

Certifications such as

PMP, ITIL, CISA, Six

Sigma black belt,

prince2 or any such

relevant certification

5 5 5


54 | P a g e

S

No.


Manager

Marks Consultant

Project Mgmt

Marks Consultant

Technology

Marks

Personal Interview

(face to face or

through video-

conference)

5 5 5

Maximum Marks 100 100


55 | P a g e

6) Refer to Appendix 7.1 and 7.2 for the list of top management and engineering

colleges

7) To qualify the Technical Bid Evaluation the bidder must confirm to all the

requirements stated in the RFP document

8) Technical Score of seventy (70) per cent or above will be declared as technically

qualified as per the evaluation criterion specified above.

9) Financial bids of only those bidders will be opened who are technically qualified and

whose technical bid complies with the requirements mentioned in the RFP

document.

10) DIT shall also take a presentation, as it may deem necessary, from each or any of the

bidders before finalising the Technical Score.

5.9.3 Financial evaluation

a) This process would be followed as specified in section 5.9 & 4.11.

b) The financial evaluation of the proposal will be by determining whether the Financial

Proposals are complete, unqualified and unconditional (for each State)

c) The Financial bid price will be all inclusive and will include, inter-alia all taxes including

service tax and incidentals like travel, stationery, telephone expenses, etc.

d) The cost indicated in the Financial Proposal shall be deemed as final and reflecting the

total cost of services („Bid Price‟). Omissions, if any, in costing any item shall not entitle

the agency to be compensated and the liability to fulfill its obligations as per the Scope of

Work within the total quoted price shall be that of the bidder.

e) Any conditionality included in the financial bid will lead to disqualification of the entire

bid and forfeiture of the EMD.

5.10 Negotiations, Contract Finalisation and Award

a) DIT shall reserve the right to negotiate with the bidder(s) whose proposal has been

ranked first for each State by the TEC on the basis of best value to the project.

b) DIT shall notify the successful bidder in writing by hand delivery, speed post or by fax,

that its proposal has been accepted.


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c) Until a formal contract is signed, the notification of award along with the complete RFP

document including all annexure and appendices will constitute a binding contract

between successful bidder and DIT.

5.11 Award Criteria

a) DIT will award the contract for each State to the bidder whose bid has been determined

to be substantially responsive and has been determined as the best value bid a proposal

qualifies as per the minimum qualification marks set for the technical evaluation and

obtains the lowest cost in the financial evaluation, provided further that the bidder has

demonstrated that it is qualified to perform services required for the project

satisfactorily.

b) A substantially responsive bid is one, which conforms to all the requirements, terms,

conditions and specifications of the RFP.

c) Any attempt by a bidder to influence it‟s the bid evaluation process may result in the

rejection of the bidder's bid.

5.12 Signing of Contract

At the same time as DIT notifies the successful bidder that its bid has been accepted, State

shall enter into a contract, incorporating all agreements between DIT, State and the

successful bidder as provided as a separate document.

5.13 Disqualification

DIT may at its sole discretion and at any time during the evaluation of proposal, disqualify

any respondent, if the agency:

a) Made misleading or false representations in the forms, statements and attachments

submitted in proof of the eligibility requirements

b) Exhibited a record of poor performance such as abandoning works, not properly

completing the contractual obligations, inordinately delaying completion or financial

failures, etc. in any project in the preceding three years

c) Submitted a proposal that is not accompanied by required documentation or is non-

responsive

d) Failed to provide clarifications related thereto, when sought


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e) Submitted more than one proposal for a State

f) Was declared ineligible by the Government of India/State/UT Government for corrupt

and fraudulent practices.

5.14 Refund of EMD and Submission of Performance Security

a) EMD will be refunded as follows

i. In the case of those bidders whose technical bids do not qualify, the EMD will be

refunded without any interest accrued within one month of the acceptance of

Technical Evaluation Committee‟s (TEC) recommendations.

ii. For the Consultant selected, the EMD will be refunded subsequent to submission

of performance security and subject to entering into a contract with State(s).

b) The consultancy agency selected shall be required to submit a performance guarantee

for 10% of the agreement value for each State for the project duration period plus six

months.

c) The EMD will be returned to other bidders.

5.15 Conflict of Interest

a) Under the scheme for the national rollout for the e-District Project, it is envisaged that

four types of organisations will be engaged for the rollout of the project, the consultancy

organisation providing program management services at Center (NPMU) and the

consultancy organisation providing program management services (SPMU) located at

the various State Governments and UTs. Further a SI will be appointed at each State for

implementation of the e-District Project. DIT also proposes to empanel OEMs for

providing computing infrastructure like desktops, printers, scanners, etc.

b) Any of the consultancy agencies appointed for providing program management services

to any of the State PMUs denoted hereunder as the SPMU consultant will not be eligible

to bid for the SI related tasks for implementation of e-District Project in any State. The

SPMU consultant shall also not be an OEM or reseller to any OEM for the e-District

Project. It is further clarified that the SPMU consultant shall not accept any employment,


58 | P a g e

commission rebates, kickbacks or other unlawful consideration from any of the agencies

assigned the work of SPMU, SI, OEM or OEM resellers. Further any company which is a

holding / subsidiary /sister company of the SPMU consultancy agency shall not be

allowed to take up any of the above mentioned roles of SI, OEM, and reseller to any

OEM for the e-District Project.

c) The successful bidders cannot hire from existing resources deployed on eDistrict project

from NeGD, NPMU and SPMU for other States/UTs during the course of this project or

within 6 months after the resource has left the organization

5.16 Maximum Number of States for which any Consultancy Organisation can be Selected

a) While the provision of program management services for the State PMU is a deliverable

based arrangement, an agency can take work only for a maximum number of identified

25 resources or 10 States or working capacity, as per the Section 4.9.

5.17 Other Terms and Conditions

a) The selected consultant will be fully and completely responsible to the State IT

Department headed by the designated Nodal Officer for all the deliverables.

b) The interested bidders shall furnish an affirmative statement as to the existence of,

absence of, or potential for conflict of interest on the part of the bidder or any

prospective subcontractor due to prior, current, or proposed contracts, engagements, or

affiliations with the State IT Department. Additionally, such disclosure shall address any

and all potential elements (time frame for service delivery, resource, financial or other)

that would adversely impact the ability of the bidder to complete the requirements as

given in the RFP.

c) DIT (GoI) requires that the consultants should provide professional, objective, and

impartial advice and at all times hold the interests of the Centre and State Government

paramount, strictly avoid conflicts with other assignments/jobs or their own corporate

interests and act without any consideration for future work.

d) DIT (GoI) reserves the right to accept or reject any bid, to annul the entire bid process or

reject all bids at any time prior to award of contract, without thereby incurring any


59 | P a g e

liability to the affected bidder (s) or any obligation to inform the affected bidder(s) the

grounds for such decision. State IT Department also reserves the right to negotiate with

the successful bidder if necessary.

e) The State IT Department will manage the project and the proposed resources shall

report to the designated State Nodal Officer. Other teams / committees / stakeholders

will work in close proximity with the selected consultants to oversee the deliverables of

the project.

f) In case any of the proposed resources are found to be not performing or not meeting the

expectations of the State IT Department, the consultant shall find a replacement for the

resource. The State IT Department will evaluate the replacement profile and indicate the

acceptance / rejection of the profile.

g) The DIT (GoI) / State reserves the right to terminate the contract by giving a notice of

one month if the performance of the consultant is not found satisfactory by the State IT

Department or DIT (GoI). The consultant shall be given a period of fifteen days to cure

the breach or fulfil the contractual obligations, failing which the DIT (GoI) / State shall

notify the bidder in writing of the exercise of its right to receive such compensation

within 14 days, indicating the contractual obligation(s) for which the bidder is in default

h) The Consultant to be selected through this bid process will provide deliverables as

indicated in this document and support State IT Department in planning for

implementation of State wide rollout of e-District. The consultant should note that as a

part of requirement for this assignment the consultant will share with State IT

Department all intermediate documents, drafts, reports and any other item related to

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

consultant should be deemed as proprietary and non-shareable with State IT

Department by the consultant.

i) If at any stage of the tendering process or during the currency of the agreement, any

suppression / misrepresentation of such information is brought to the knowledge of DIT

(GoI) or the State IT Department, then the department will have right to reject the bid or

terminate the agreement, as the case may be, without any compensation to the bidder.


60 | P a g e

j) The bidder shall be deemed to have complied with all clauses in this RFP. Evaluation

shall be carried out on the information available in the bid.

5.18 Conditions of Contract

The contract agreement would be signed between State and the consultant. The draft contract

agreement is provided as a separate document.


61 | P a g e

6 Forms

6.1 Form 1 – Cover Letter to submit proposal in response to RFP Notice

(To be submitted on letter head of the responding firm)

{Place}

{Date}

To Mr. Abhishek Singh, Director, Department of Information Technology 4th Floor, Electronics Niketan, 6 CGO Complex New Delhi – 110003

Ref: RFP Notification no 3(39)/2011-EG-II (R) dated 04th April, 2012

Subject: Submission of proposal in response to the RFP for Selection of Consultant for State

Program Management Unit for Roll-out of e-District MMP File No 3(39)/2011-EG-II (R).

Dear Sir,

1. Having examined the RFP document, we, the undersigned, herewith submit our proposal in

response to your RFP Notification no 3(39)/2011-EG-II (R) dated 04th April, 2012 for

Selection of Consultant for State Program Management Unit for National Roll-out of e-

District MMP, 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 120 days from the closing date fixed for submission of

proposals as stipulated in the RFP document.


62 | P a g e

4. The EMD of Rs. 10 Lakhs submitted by us in the form of a BG may be encashed if we do not

submit the requisite Performance Guarantee as per the Contract amounting to 10% of the

financial bid for any State for “Selection of Consultant For State Program Management

Unit for National Roll-out of e-District MMP”, and our bid rejected for that State.

5. We hereby confirm that all resource deployed under this project will work exclusively on

this engagement and will not work on any other engagement.

6. We hereby furnish an affirmative statement as to the existence of, absence of, or potential for

conflict of interest on the part of the bidder or any prospective subcontractor due to prior,

current, or proposed contracts, engagements, or affiliations with the State IT Department.

Additionally, such disclosure shall address any and all potential elements (time frame for

service delivery, resource, financial or other) that would adversely impact the ability of the

bidder to complete the requirements as given in the RFP

7. 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.

Dated this Day of 2012

(Signature)

Duly authorised to sign the Bid Response for and on behalf of:

(Name and Address of Company) Seal/Stamp


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6.2 Form 2 - Details of responding firm

Details of the Organisation

Name

Nature of the legal status in India

Nature of business in India

Date of Incorporation

Date of Commencement of Business

Address of the Headquarters

Address of the Registered Office in India

Name and mobile number of the Contact

Person

Revenue (in INR Crores) from Consulting

operations in India (auditor certificate to

be provided)

FY 08 – 09 FY 09-10 FY 10-11

Other Relevant Information


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6.3 Form 3 - Details of Experience of Responding Firm

[Using the format below, the responding firm should provide information on the similar

assignments as required for technical evaluation. Project experience showcased should be a

consulting assignment and not related to application development/System Integration/Support

Services/Maintenance]

S.No. Assignment Name

Client Work Order Date

Period of Assignment

Billing till date

Is this project for Technical Evaluation Criteria for eGovernance experience or for work capacity calculation or both (TE/WC/Both)

Note: The serial numbers above should match with the serial numbers of individual project detail table below.

1) Assignment Name

Sr. No Item Details

General Information

1 Customer Name

2 Name of the contact person and contact

details for the client of the assignment

Project Details

3 Project Title


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4 Start Date/End Date

5 Current Status (work in progress, completed)

6 Number of staff deployed on the assignment

Size of the project

7 Order Value of the project (in Rs. Lakhs)

8 Total billing till 31/12/2011

9 Reference to Supporting docs with page

numbers

Narrative description of project: (Highlight the components / services involved in the

project which are of similar nature to the project for which this RFP is floated.)

Description of actual services provided by your staff within the project and their relevance

to the envisaged components / services involved in the project for which this RFP is

floated.

Please provide work orders for all the projects cited in the proposal.

Please provide a client certificate/auditor certificate/self certification by Authorized

Signatory as proof for billing of more than Rs. 10 Lakhs in the last 3 years for the project.

6.4 Form 4 – Team Composition

If the bidder is proposing less than or equal to 25 resources, they have to provide State choice 1

only for the resources. State choice 2 and 3 should be used only if the bidder is proposing more

than 25 resources. These choices are not a preference order.

S No. Name Position in the Project

State Choice 1 for which the profile has been proposed




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6.5 Form 5 – Curriculum Vitae (CV) Template

1. Name of the State where the resource is proposed

2. Proposed Position : Project Manager OR Consultants

a. Proposed Deployment in the State (1) : ________________

b. Proposed Deployment in the State (2) : ________________

c. Proposed Deployment in the State (3) : ________________

3. Name of the Consulting Agency

4. Name of the Staff

5. Date of Birth

6. Knowledge of Languages

Mother Tongue - __________________________________

S No. Spoken Y / N Reading Y / N Writing Y / N

7. Educational Qualifications (From Last to First, Please include only Graduate / Post

Graduate Level Courses only)

S No.

Level Graduation / Post Graduation

Name of the Education Course

University and College/ Location

Full time / Part time

Date From (Month / Year)

Date To (Month / Year)

Duration in Years (Months)

Marks Scored / GPA

8. Work Experience ( Please state in serial order of recent experience first)

S No.

Employer

Responsibility


Date To (Month / Year

Duration in Months

E-Governance Experience in Years / Months

Brief Description of responsibilities in 50 words

Any Special Achievements in maximum 50 words

9. E-Governance Project Experience


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S No.

Employer

Responsibility


Date To (Month / Year

Duration in Months

Name of the Client

Name of the Project

Brief Description of responsibilities in 50 words

10. Experience in E-District Project

S No.

Employer Responsibility Date From (Month / Year)



Name of the State

Brief Details of Experience in 50 Words

11. Experience of working in various States of India

S No.

Employer Responsibility Date From (Month / Year)



Name of the State

Brief Details of Experience in 50 Words

12. Details of specific achievements (certification / thought leadership / publication record

/training)

S No.

Type of Achievement achievements (certification / thought leadership / publication record /training)

Date Details of Achievement Remarks if Any

13. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes me, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.

Date:


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[Signature of staff member or authorised representative of the staff] Day/Month/Year

Full name of authorised representative:


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6.6 Form 6 – Work Schedule Template

Work Plan: In this section the responding firm should propose the main activities of the

assignment, their content and duration, phasing and interrelations including resource planning

to be deployed and delivery dates. The proposed work plan should be consistent with the

approach and methodology, showing understanding of the scope of services, deliverables as

given in scope of work and ability to translate them into a feasible working plan. The work plan

should be consistent with the Work Schedule.

The responding form is to describe the work schedule for different tasks which the responding

firm plans to start and accomplish as part of the project, using the following format:

A: Pilot State

N° Activity

Months

1 2 3 4 5 6 7 8 9 10 11 12 N

1

2

3

4

n


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B: Non-Pilot State

N° Activity

Months

1 2 3 4 5 6 7 8 9 10 11 12 N

1

2

3

4

n

The work schedule should reflect how and by when the responding firm is expected to

complete the assignment for each of the component, as per the major deliverable in the scope of

work of the consultant and the timelines of achieving the same as mentioned in the RFP.


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6.7 Form 7 - EMD BG format

Whereas ------------------------------------------------------------ (hereinafter called 'the Respondent') has

submitted its proposal dated ---------------- in response to the RFP notice with file no:________,

for Selection of Consultant For State Program Management Unit for National Roll-out of e-

District MMP (hereinafter called "the Proposal") to Director, Department of Information

Technology, New Delhi – 110003

KNOW ALL MEN by these presents that WE -------------------------------------------- of -------------------

-------------------------------------------------- having our registered office at ------------ -----------------------

---------------------------- (hereinafter called "the Bank") are bound unto the ______________, DIT

(hereinafter called "the Purchaser") in the sum of ---------------------- for which payment well and

truly to be made to the said Purchaser, the Bank binds itself, its successors and assigns by these

presents. Sealed with the Common Seal of the said Bank this --------------day of -----------------------

----2012.

THE CONDITIONS of this obligation are:

1. If the Respondent withdraws its proposal during the period of validity of the proposal as

specified by the respondent on the Notice of Intent to submit proposal in response to

RFP Notice

or

2. If the Respondent, having been notified of their selection fails or refuses to submit the

required Performance Guarantee for any State.

We undertake to pay to the Purchaser up to the above amount upon receipt of its first written

demand, without the Purchaser having to substantiate its demand, provided that in its demand

the Purchaser will specify that the amount claimed by it is due to it owing to the occurrence of

one or both of the two conditions, specifying the occurred condition or conditions.


72 | P a g e

This guarantee will remain in force up to and including 120 days after the period of proposal

validity, and any demand in respect thereof should reach the Bank not later than the above

date.


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6.8 Form 8 – Format of Performance Bank Guarantee

From a Public Sector Bank only

This Deed of Guarantee executed on this _____day of __________, 2012 at____ by

__________________(Public Sector Bank only), having its Head Office/Registered Office at

_______________ and inter-alia a Branch Office at _______________________ (hereinafter

referred to as the Bank. or .‟the Guarantor‟, which expression shall unless it be repugnant to the

subject or context hereof be deemed to include its successors and assigns)

In favor of

[To be specified by State Government]

WHEREAS

A. [................. ], a company within the meaning of the Companies Act, 1956 and having its

Registered Office at [______] (herein after referred to as “the Consultant”, which expression

unless repugnant to the subject or context includes its successors, legal representatives and

permitted assigns) has been awarded the contract for “SPMU for State Rollout of e-district

MMP” vide Agreement dated _______;

B. In terms of clause ___ of the said Agreement, the Consultant has to provide a Performance

Guarantee for an amount equivalent to 10 (ten) per cent of the Bid Price in the format specified;

C. At the request of the Consultant, the Guarantor has agreed to provide this guarantee, being

these presents, guaranteeing the due and punctual performance/discharge by the Vendor of its

obligations under the said contract during the implementation period.

NOW THEREFORE THIS DEED WITNESSETH AS FOLLOWS

A. The Guarantor hereby irrevocably guarantees the due and punctual performance by the

Consultant of all its obligation under the said Agreement during the implementation period;

B. The Guarantor shall, without demur, pay to State sums not exceeding in aggregate Rs. ______

(Rupees ____) within five (5) calendar days of receipt of a written demand therefor from State


74 | P a g e

stating that the Contractor has failed to meet its performance obligations under the said contract

during the implementation period. The Guarantor shall have not to go into the veracity of any

breach or failure on the part of the Consultant or validity of the demand so made by State and

shall pay the amount specified in the demand notwithstanding any direction to the contrary

given or any dispute whatsoever raised by the Vendor or any other person. The Guarantor‟s

obligations hereunder shall subsist until all such demands are duly met and discharged in

accordance with the provisions hereof;

C. In the event of delay on the part of the Guarantor to pay on demand, the Guarantor shall

be liable to pay interest at the rate of fifteen (15) per cent, compounding quarterly, to State.

There shall not be any delay in payment of the guaranteed amount and payment of interest

shall not be an excuse for delaying the payment of guarantee amount. Time is the essence of this

Performance Guarantee;

D. The Guarantor shall also indemnify and keep State indemnified against all losses, damages,

costs, charges claims and expenses whatsoever which DIT may suffer, pay or incur by reason of

or in connection with any default on the part of the Vendor, including legal proceedings taken

against the said Consultant and/or the Guarantor for the recovery of the monies referred to

above;

E. The Guarantor hereby agrees that without the concurrence of the Guarantor, State and the

Consultant shall be at liberty to vary, alter or modify the terms and conditions of the contract

executed by the State with the Consultant, and in particular to defer, postpone or revise the

payment schedule under the contract, modify the work at site and payment of interest or other

monies under the contract on such terms and conditions as maybe considered necessary by

State;

F. The Guarantor agrees that its liability under this guarantee shall in no manner be affected by

any such variation, alteration, modification, waiver dispensation with or release of security and

that no further consent of the Guarantor is required for giving effect to any such variation,

alteration, modification, waiver dispensation with or release of security;


75 | P a g e

G. This Guarantee shall be enforceable against the Guarantor notwithstanding that any security

or securities comprised in any instrument executed or to be executed by the Consultant in favor

of State may at the time when the proceedings are taken against the Guarantor of this guarantee

be outstanding or unrealised or lost. In order to give effect to this Guarantee, State shall be

entitled to treat the Guarantor as the principal debtor;

H. This Guarantee shall be irrevocable and shall remain in full force and effect until ________

unless discharged/released earlier by State in accordance with the provisions of the said

contract. The Guarantor‟s liability in aggregate shall be limited to a sum of Rs. _____ (Rupees

______ only);

I. This Guarantee shall not be affected by any change in the constitution or winding up of the

Consultant/the Guarantor or any absorption, merger or amalgamation of the Consultant/the

Guarantor with any other person;

J. The Guarantor has power to issue this Guarantee and discharge the obligations contemplated

herein, and the undersigned is duly authorised to execute this Guarantee pursuant to the power

granted under _____.

All future correspondence with reference to this Guarantee shall be made to …..(Bank Name

and Address).

The jurisdiction in relation to this Guarantee shall be the Courts at <<State>> and Indian Law

shall be applicable.

IN WITNESS WHEREOF THE GUARANTOR HAS SET ITS HANDS HEREUNTO ON

THE DAY, MONTH AND YEAR FIRST HEREINABOVE WRITTEN.

SIGNED AND DELIVERED by _______ Bank by the hand of _____________, its __________ and

authorised official.


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6.9 Form 9 – Checklist of documents to be submitted

S.No. Item Supporting document to be

submitted

Provided (Y/N)

Reference in the

proposal where it

has been provided

with page number

1. Covering Letter Form 1

2. Bidders Details Form 2

Copy of the audited profit

and loss account/ balance

sheet/ annual report of 2008-

09, 2009-10, 2010-11.

In case Turnover from

Consulting Operations is not

provided separately in the

Profit and Loss Statement,

Certificate from the Company

Auditor regarding turnover

from Consulting Operations

for each of the years of 2008-

09, 2009-10, 2010-11 should be

enclosed

3. The responding Company

/agency should have

provided a EMD of Rs. – 10

Lakhs


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4. Consulting manpower

strength as on 31st March

2012

Certificate from Head (HR) or

company secretary for

number of consulting

professionals employed by

the company. Consulting

professionals are defined as

working on

consulting/advisory projects

and not on System

Integration/Application

Development/Support

Services/Maintenance

project.

5. Nos of Consultancy

Assignments of value of

atleast Rs. 10 Lakhs billing in

the past 3 years 2008-09, 2009-

10, 2010-11. Purchase orders

should not be earlier than

April 1st 2006.

The bidder has to provide for

each assignment the

following:

1. Form 3

2.Copy of work

orders/purchase orders

3. Self certification of

completion of billing of more

than Rs. 10 lakhs

6. Proposed Resources Form 4

Form 5


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7. Schedule of work Form 6

8. EMD – BG / DD Form 7

9. Power of attorney Power of attorney by the CEO

or competent authority or

board resolution authorizing

the Bidder to sign/ execute

the proposal as a binding

document and also execute all

relevant agreements forming

part of RFP


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7 Appendices

7.1 Appendix 1: Top 75 Management Colleges

S No. Name of the Institute Location

1 Indian Institute Of Management Ahmedabad Ahmedabad

2 Indian Institute Of Management Bangalore Bangalore

3 Indian Institute Of Management Calcutta Kolkata

4 Xavier Labour Relation Institute Jamshedpur

5 Faculty Of Management Studies Delhi

6 Indian Institute Of Management Lucknow Lucknow

7 Management Development Institute Gurgaon

8 Indian Institute Of Management Kozhikode Kozhikode

9 Indian Institute Of Management Indore Indore

10 S.P.Jain Institute Of Management & Research Mumbai

11 Indian Institute Of Foreign Trade (Iift) New Delhi

12 Institute Of Management Technology Ghaziabad

13 Narsee Monjee Institute Of Management Mumbai

14 National Institute Of Industrial Engineering Mumbai

15 Mudra Institute Of Communication Ahmedabad

16 Xavier Institute Of Management Bhubaneshwar

17 International Management Institute (Imi) New Delhi

18 Shailesh J Mehta School Of Management Mumbai

19 K.J. Somaiya Institute Of Management Studies & Research Mumbai

20 National Institute Of Agricultural Extension Management Hyderabad

21 Vinod Gupta School Of Management Kharagpur

22 T.A. Pai Management Institute (Tapmi) Manipal

23 Goa Institute Of Management Goa

24 Bharathidasan Institute Of Management (Bim) Tiruchirappalli

25 Sydenham Institute Of Management Studies & Research Mumbai


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26 Indian Institute Of Technology Delhi New Delhi

27 Indian Institute Of Forest Management Bhopal

28 Prin. L.N. Welingkar Inst Of Management Development & Research Mumbai

29 Indian Institute Of Social Welfare & Business Management Kolkata

30 Loyola Institute Of Business Administration Chennai

31 Nirma University, Institute Of Management Ahmedabad

32 Xavier Institute Of Social Service Ranchi

33 Balaji Institute Of Modern Management (Bimm) Pune

34 Banaras Hindu University Varanasi

35 Lal Bahadur Shastri Institute Of Management New Delhi

36 Alliance Business Academy Bangalore

37 Indian School Of Mines Dhanbad

38 Ifim Business School Bangalore

39 Fore School Of Management New Delhi

40 Amity Business School Noida

41 College Of Management Studies (Gitam) Visakhapatnam

42 Institute Of Public Enterprise Hyderabad

43 School Of Communication & Management Studies Cochin

44 Institute For Technology & Management Navi Mumbai

45 Bharati Vidyapeeth Deemed University Pune

46 Institute For Financial Management& Research Chennai

47 Osmania University Hyderabad

48 Xavier Institute Of Management & Entrepreneurship Bangalore

49 Psg Institute Of Management Coimbatore

50 Mumbai Educational Trust Mumbai

51 Asia Pacific Institute Of Management New Delhi

52 Desociety's Institute Of Management Development & Research Pune

53 Jaipuria Institute Of Management Lucknow


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54 S.I.E.S.College Of Management Studies, Navi Mumbai

55 Anna University - Department Of Management Studies Chennai

56 Kiit School Of Management Bhubaneshwar

57 Rajagiri College Of Social Sciences Kochi

58 Acharya Institute Of Management & Science Bangalore

59 Institute Of Management Studies (Ims) Ghaziabad

60 Punjab College Of Technical Education Ludhiana

61 Eastern Institute For Integrated Learning In Management (Eiilm) Kolkata

62 Tirpude College Of Social Work Nagpur

63 Jagan Institute Of Management Studies Delhi

64 Accurate Institute Of Management & Technology Greater Noida

65 Pondicherry University Pondicherry

66 Vaikunth Mehta National Institute Of Co-Operative Management, Pune

67 Niilm Centre For Management Studies Greater Noida

68 Fortune Institute Of International Business New Delhi

69 Gian Jyoti Institute Of Management & Technology Mohali

70 Siva Sivani Institute Of Management Secunderabad

71 Skyline Business School New Delhi

72 Bls Institute Of Management Ghaziabad

73 P.E.S Institutions Bangalore

74 Institute Of Health Management Research Jaipur

75 M.S. Patel Institute Of Mgt. Studies Vadodara

Regional College Of Management Bhubaneshwar


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7.2 Appendix 2 List of Top Engineering Colleges

S No. Name of the Institute Location

1 IIT Kharagpur

2 IIT Bombay

3 IIT Kanpur

4 IIT Delhi

5 IIT Madras

6 BITS Pilani

7 IIT Roorkee

8 IT-BHU Varanasi

9 IIT Guwahati

10 College of Engg, Anna Univ Chennai

11 ISM Univ Dhanbad

12 Jadavpur Univ, Faculty of Engg Calcutta

13 BIT Mesra Ranchi

14 DCE Delhi

15 NIT Trichy

16 NIT Warangal

17 PEC University of Technology Chandigarh

18 NIT Suratkal

19 PSG College of Technology Coimbatore

20 Bengal Engg & Sc Univ, Shibpur Howrah

21 Thapar Inst of Engg & Tech Patiala

22 Motilal Nehru National Inst of Tech Allahabad

23 NSIT Delhi


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24 VNIT Nagpur

25 IIIT Hyderabad

26 Govt College of Engineering Pune

27 IIIT Allahabad

28 NIT Rourkela

29 Harcourt Butler Tech Institute Kanpur

30 MNIT Jaipur

31 SVNIT Surat

32 NIT Calicut

33 MANIT Bhopal

34 VJTI Mumbai

35 College of Engineering Visakhapatnam

36 Manipal Inst of Technology Manipal

37 NIT Kurukshetra

38 Coimbatore Inst of Tech Coimbatore

39 VIT Vellore

40 NIT Jamshedpur

41 JNTU Hyderabad

42 NIT Durgapur

43 RVCE Bangalore

44 ICT Mumbai University Mumbai

45 DA-IICT Gandhinagar

46 MIT Pune

47 UVCE Bangalore


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48 SSN College of Engg Chennai

49 UCE, Osmania University Hyderabad

50 Nirma Univ of Science & Tech Ahmedabad

51 College of Engineering Thiruvananthapuram

52 Sardar Patel Coll of Engg Mumbai

53 NIT Hamirpur

54 PES Inst of Technology Bangalore

55 SRM Institute of Sc & Tech Chennai

56 BMS College of Engineering Bangalore

57 Amrita Inst of Tech & Sc Coimbatore

58 SASTRA Thanjavur

59 National Institute of Engg Mysore

60 Bangalore Inst of Tech Bangalore

61 Chaitanya Bharathi Inst of Tech Hyderabad

62 MEPCO Schlenk Engg College Sivakasi

63 ICFAI Inst of Sc & Tech Hyderabad

64 JNTU Kakinada

65 SJ College of Engineering Mysore

66 NIT Jalandhar

67 MS Ramaiah Inst of Tech Bangalore

68 Satyabhama Engg College Chennai

69 Karunya University Coimbatore

70 Sri Ramdeobaba KN Engg College Nagpur

71 Kongu Engg College Erode


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72 NIT Raipur

73 SGS Inst of Tech & Sc Indore

74 NIT Patna

75 IIIT Bangalore


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7.3 Appendix 3 Number of Districts for Completion of Work

Payment milestone for “Go Live” of application will be in accordance with the table below. This

is indicative and is based on the current information available with DIT.

S. No.

State No of districts considered for payment against 100% of Districts

No of districts considered for payment against 75% of Districts



1. Andaman & Nicobar 3 - 2 1

2. Andhra Pradesh 23 17 9 2

3. Arunachal Pradesh 16 12 6 2

4. Assam 27 20 10 3

5. Bihar 38 29 14 4

6. Chandigarh 1 - - -

7. Chhattisgarh 27 20 13 6

8. D&N Haveli 1 - - -

9. Daman & Diu 2 - 1 -

10. Delhi 9 7 3 1

11. Goa 2 - 1 -

12. Gujarat 26 20 10 2

13. Haryana 21 16 8 2

14. Himachal Pradesh 12 9 5 1

15. Jammu & Kashmir 22 17 8 2

16. Jharkhand 24 18 9 2

17. Karnataka 30 23 11 3

18. Kerala 14 11 5 1

19. Lakshadweep 1 - - -

20. Madhya Pradesh 50 38 19 5

21. Maharashtra 35 26 13 3

22. Manipur 9 7 3 1

23. Meghaylaya 7 5 3 1


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24. Mizoram 8 6 3 1

25. Nagaland 11 8 4 1

26. Orissa 30 23 11 3

27. Puducherry 2 - 1 -

28. Punjab 20 15 8 2

29. Rajasthan 33 25 12 3

30. Sikkim 4 3 2 1

31. Tamil Nadu 32 24 12 3

32. Tripura 8 6 4 2

33. Uttar Pradesh 75 56 28 7

34. Uttarakhand 13 10 5 2

35. West Bengal 19 14 7 2