Department of Science Technology (DST)

Request for Proposal Department of Science and Technology

Government of Gujarat Confidential 1 of 101

RequestforProposal

forSelectionofServiceProvider

ForDesigning,Development/Customization,Implementation,Training,HandHoldingandOperation&Maintenance

SupportFor

IntegratedWorkflowandDocumentManagementSystem(IWDMS2.0)

forDepartmentofScience&Technology(DST)

(GovernmentofGujarat)

(Tenderno:SW19042018159)

BidProcessingfees:Rs.17,700/‐

GujaratInformaticsLtd

Blockno.1,8thfloor,UdhyogBhavan,Sector‐11,Gandhinagar‐382017,Gujarat

PhNo.23259237,23259240Fax:23238925.Website:http://gil.gujarat.gov.in

DemonstrationoftheExistingIWDMS:27thApril,2018at1100hrsLastdateofsubmissionofpre‐bidqueries:30thApril,2018upto1200hrsDateofpre‐bidmeeting:3rdMay,2018at1200hrsLastdateforsubmissionofOnlineBids:24thMay,2018upto1500hrsDateofopeningofbids:24thMay,2018at1600hrs



Proprietary&ConfidentialNopartofthisdocumentcanbereproducedinanyformorbyanymeans,disclosedordistributed toanypersonwithout theprior consentof theDepartmentof ScienceandTechnology(DST),excepttotheextentrequiredforsubmittingbidandnomore.Theinformationcontainedinthisdocumentisonlydisclosedforthepurposeofenablingyou to submit a proposal to the Department of Science and Technology (DST) inaccordancewiththerequirementsofthisdocument.Thisdocumentshouldnotthereforebeusedforanyotherpurposeunderanycircumstances.Thisdocumentcontainsproprietaryinformationfurnishedforevaluationpurposesonly;except with the written permission of the department, such information may not bepublished,disclosed,orusedforanyotherpurpose.Youacknowledgeandagreethatthisdocument and all portions thereof, including, but not limited to, any copyright, tradesecretandother intellectualpropertyrightsrelating thereto,areandatall timesshallremainthesolepropertyofthedepartmentandthattitleandfullownershiprightsintheinformationcontainedhereinandallportionsthereofarereservedtoandatalltimesshallremainwiththedepartment.Youagreetotakeutmostcareinprotectingtheproprietaryandconfidentialnatureoftheinformationcontainedherewith.



Abbreviations

DST:DepartmentofScienceandTechnology DPR:DetailedProjectReport GIL:GujaratInformaticsLimited GoG:GovernmentofGujarat GPR:GovernmentProcessRe‐engineering GoI:GovernmentofIndia G2B:GovernmenttoBusiness G2C:GovernmenttoCitizens G2G:GovernmenttoGovernment GSWAN:GujaratStateWideAreaNetwork HRMS:HumanResourceManagementSystem ICT:Information&CommunicationTechnology IFMS:IntegratedFinancialManagementSystem IT:InformationTechnology ITB:InstructiontoBidders IWDMS2.0:IntegratedWorkflowandDocumentManagementSystemVer2.0 MMP:MissionModeProject QCBS:Quality&CostBasedSelection RFP:RequestforProposal RTI:RighttoInformation SDC:StateDataCentre SP:ServiceProvider COTS:CommerciallyOff‐The‐Shelf



TableofContents1. SECTION–I:INVITATIONTORFP..................................................................................................................6 1.1. RFPNotice..................................................................................................................................................................6 1.2. ImportantInformation.........................................................................................................................................7 2. SECTION2:INSTRUCTIONSTOBIDDERS...................................................................................................8 2.1. Definitions..................................................................................................................................................................8 2.2. SOURCESOFFUNDS..............................................................................................................................................9 2.3. Introduction..............................................................................................................................................................9 2.4. QualificationCriteria.............................................................................................................................................9 2.5. DocumentsComprisingBidProposal.........................................................................................................12 2.6. EligibleGoodsandServices.............................................................................................................................12 2.7. CostofBidding......................................................................................................................................................13 2.8. ContentofBiddingDocument........................................................................................................................13 2.9. DemonstrationofExistingIWDMS..............................................................................................................13 2.10. Pre‐BidConference.............................................................................................................................................13 2.11. AmendmenttoRFP.............................................................................................................................................13 2.12. LanguageofBid....................................................................................................................................................14 2.13. DocumentsComprisingtheBid.....................................................................................................................14 2.14. BidSecurity/EarnestMoneyDeposit(EMD)........................................................................................14 2.15. BidForm..................................................................................................................................................................15 2.16. BidPrices.................................................................................................................................................................15 2.17. Validityofproposal.............................................................................................................................................16 2.18. PreparationofProposal....................................................................................................................................16 2.19. Submissionofproposal.....................................................................................................................................17 2.20. OpeningofBidsbyDST/GIL...........................................................................................................................17 2.21. ClarificationofBids.............................................................................................................................................17 2.22. PreliminaryExamination.................................................................................................................................17 2.23. Methodology&CriteriaforTechnical,Commercialandfinalevaluation...................................18 2.24. AwardofContract...............................................................................................................................................21 2.25. DST/GIL’sRighttoAcceptAnyBidandtorejectanyorAllBids...................................................21 2.26. NotificationofAwards.......................................................................................................................................21 2.27. SigningofContract..............................................................................................................................................21 2.28. PerformanceBankGuarantee........................................................................................................................21 2.29. Confidentiality.......................................................................................................................................................22 2.30. Disqualification.....................................................................................................................................................22 2.31. BindingClause.......................................................................................................................................................22 3. SECTION–IIISCOPEOFWORK....................................................................................................................23 3.1. Background............................................................................................................................................................23 3.2. ScopeofWork.......................................................................................................................................................24 3.3. GeographicalScope(Offices/LocationtobecoveredfortheProject):‐.....................................26 3.4. TechnicalEnvisagedArchitecture................................................................................................................27 3.5. ScopeofWork.......................................................................................................................................................27 3.6. IntegrationScope.................................................................................................................................................49 3.7. Operation&MaintenanceSupport..............................................................................................................50 3.8. DevelopmentandO&MTeam......................................................................................................................54 3.9. DatabaseMigration&Management............................................................................................................55 3.10. LanguageoftheProduct...................................................................................................................................56 3.11. EnvisagedProjectPhases:...............................................................................................................................56 3.12. Detailsoftheactivities......................................................................................................................................58 4. SECTIONIV:SPECIFICATIONS.......................................................................................................................61 4.1. AcceptanceCriteria.............................................................................................................................................61 4.2. PerformanceCriteria..........................................................................................................................................62 4.3. AvailabilityCriteria.............................................................................................................................................62 4.4. SecurityCriteria...................................................................................................................................................62 4.5. Manageability........................................................................................................................................................62 4.6. Standards&Protocols.......................................................................................................................................63 4.7. DevelopmentCriteria.........................................................................................................................................63 4.8. Customization/DevelopmentofApplication...........................................................................................63 4.9. DevelopmentControl.........................................................................................................................................63 4.10. ProjectManagement&ProjectPlan............................................................................................................63 4.11. StatusReports.......................................................................................................................................................64 4.12. VersionControl&BugFixing.........................................................................................................................64



4.13. HostingCriteria....................................................................................................................................................64 4.14. Availability..............................................................................................................................................................64 4.15. Accessibility...........................................................................................................................................................64 4.16. Security....................................................................................................................................................................64 4.17. Backup&Recovery.............................................................................................................................................65 4.18. Uptime&Performance......................................................................................................................................65 4.19. AccessControlandUserAuthentication:..................................................................................................65 4.20. Thetools/softwarelicensesavailablewithGujaratStateDataCentreonsharedbasisandComputepoweravailableunderG‐CloudatDataCentreshallbegiventothebidderaftersigningNDAwithDST/GIL. 65 5. SECTIONV:TimelineandPAYMENTTERMS..........................................................................................67 5.1. ProposedtimelinesforImplementationandpaymentterms.........................................................67 5.2. PaymentProcedure............................................................................................................................................68 6. SECTIONVI:SERVICELEVELAGREEMENT&PENALTYCLAUSE.................................................69 6.1. Definitions...............................................................................................................................................................69 6.2. CategoriesofSLAs...............................................................................................................................................69 7. SECTIONVII:ROLES&RESPONSIBILITIESOFSTAKEHOLDERS..................................................74 7.1. DepartmentofScienceandTechnology(DST)andGAD..................................................................74 7.2. SI/Bidder:................................................................................................................................................................74 8. SECTIONVIII:GENERALTERMS&CONDITIONS.................................................................................76 8.1. Application..............................................................................................................................................................76 8.2. Relationshipbetweenparties........................................................................................................................76 8.3. Subcontracts.........................................................................................................................................................76 8.4. StandardsofPerformance...............................................................................................................................76 8.5. DeliveryandDocuments..................................................................................................................................76 8.6. SPPersonnel..........................................................................................................................................................76 8.7. ApplicableLaw......................................................................................................................................................77 8.8. UseofContractDocumentsandInformation..........................................................................................77 8.9. GoverningLanguage...........................................................................................................................................77 8.10. IntellectualPropertyRights............................................................................................................................77 8.11. Inspection/Testing..............................................................................................................................................78 8.12. ChangeRequestOrders.....................................................................................................................................80 8.13. Suspension..............................................................................................................................................................80 8.14. Termination...........................................................................................................................................................80 8.15. TerminationforDefault....................................................................................................................................81 8.16. Fraud&Corruption............................................................................................................................................81 8.17. ForceMajeure........................................................................................................................................................82 8.18. PaymentsincaseofForceMajeure.............................................................................................................82 8.19. TerminationforInsolvency.............................................................................................................................82 8.20. ResolutionofDisputes.......................................................................................................................................82 8.21. Arbitration..............................................................................................................................................................83 8.22. ContractPeriod.....................................................................................................................................................83 8.23. ExitManagementProcedure..........................................................................................................................83 8.24. AgreementAmendments..................................................................................................................................84 8.25. LimitationofLiability........................................................................................................................................84 8.26. Severability:...........................................................................................................................................................84 8.27. MaintenanceserviceincludingWarrantySupport:..............................................................................85 8.28. TaxesandDuties..................................................................................................................................................85 8.29. LegalJurisdiction.................................................................................................................................................85 8.30. Notice........................................................................................................................................................................85 9. SECTIONIX:FormsofQualificationandTechnicalBid......................................................................86 9.1. FORMI:BidProposalForm.............................................................................................................................86 9.2. FORMII:ParticularsoftheBidder’sOrganization................................................................................87 9.3. Form:III–FormatforFinancialCapability..............................................................................................87 9.4. FormIV–FormatforRelevantExperience..............................................................................................88 9.5. FORMV:ProjectTeam.......................................................................................................................................88 9.6. FORMVI:SelfDeclaration................................................................................................................................89 9.7. FORMVII:OriginalEquipmentManufacturer(OEM)/DeveloperAuthorizationFormincaseofCOTSProductandforOSandDatabaseSupport.......................................................................................................................90 9.8. FormVIII–EarnestMoneyDeposit/BidSecurityintheformofBankGuaranteeFormat92 9.9. FORMIX‐PerformanceBankGuarantee..................................................................................................93 9.10. FormX–FormatofAffidavit..........................................................................................................................95 10. SectionX:FinancialBid.....................................................................................................................................98



1. SECTION–I:INVITATIONTORFP1.1. RFPNoticeThisdocumentisforaRequestforProposalfor“SelectionofServiceProviderforDesigning,Development/Customization,Implementation,Training,HandHoldingandOperation&MaintenanceSupportfor8yearsforIntegratedWorkflowandDocumentManagementSystem”forDepartmentofScienceandTechnology(DST),GovernmentofGujarat.DepartmentofScienceandTechnologyintendstoautomateday‐to‐dayfunctionsatalllevelsof the administrative hierarchy of all Departments, HoDs, Boards, Corporations and otherGovernment offices of Government of Gujarat and to have a solution with integratedcomponents like Correspondence Management, File Movement, Document ManagementSystem, Workflow Automation, Document Archival & Record Management, MeetingManagement, Messaging, Appointment scheduler, Alert Management System, Visitor PassManagement System (Vidhansabha), Sachivalaya Entry Pass Management System etc. forGovernmentofGujarat.The bidder shall be responsible for “Design, Customization/Development, Implementation,Training, Hand Holding and Operation & Maintenance Support for 8 years for IntegratedWorkflow and Document Management System 2.0”. The bidder shall be responsible forprovidingalltypesofservicesandupdatesasmentionedinthisdocuments&ScopeofWork,asapartofthisproject.Thebidder,whointendstoparticipateinthisbid,isrequiredtofollowthebelowmentionedstages: Pre‐BidConference Technical&FinancialBidSubmission OpeningofTechnicalBid EvaluationofTechnicalbid Presentation&ProofofConcept(PoC)/SolutionDemoonproposedSolution,Approach&

Methodology OpeningofFinancialbidsofallqualifiedbiddersBiddermayeitherquoteforbespokeDevelopmentorCOTSSolution.Incomplete/conditionalbidswillbetreatedasnon‐responsiveandwillberejected.EligiblebiddersmaydownloadtheRFPdocumentfromthewebsitehttp://gil.gujarat.gov.in&https://gil.nprocure.com.Thebidsmustbesubmittedonlinethroughhttps://gil.nprocure.com.ThebidprocessingfeeandEMDandaffidavitisrequiredtosubmitphysicallyatGILoffice.DSTreservestherighttorejectanyoralltheproposalsinwholeorpartwithoutassigninganyreasons.ThisRFPdocumentisnottransferable.Minimumabsolutetechnicalscoretoqualifyforcommercialevaluationis50%.Financialbidsofonlythosebidderswhoqualifyonthebasisofevaluationoftechnicalbidswillbeopened.



1.2. ImportantInformationSr.No.

Information Details

1. RFPNo.anddateofPublishingNo19042018159Date:19.04.2018

2. Lastdateforsubmissionofwrittenqueriesforclarificationsto:[email protected]

30thApril,2018upto1200hrs

3. DemonstrationoftheExistingIWDMS 27thApril,2018at1100hrs

4. PrebidConference

3rd May,2018at1200hrsConferenceRoom,BlockNo1,8thFloor,UdhyogBhavan,Gandhinagar‐382010

5. Dateandtimeforsubmissionofthebids 24th May,2018upto1500hrs

6. DateandtimeforopeningofBids 24thMay,2018at1600hrs

7. PlaceforOpeningofBids

ConferenceRoom,GujaratInformaticsLtd.BlockNo.1,8thFloor,UdyogBhavan,Gandhinagar

8. Place, Date and Time for TechnicalPresentation

ThePlace,DateandTimeforTechnicalPresentation will be informed to theeligiblebidderslateron.

9. Addressforcommunication

Director(e‐Governance),GujaratInformaticsLtd.BlockNo.1,8thFloor,UdyogBhavan,GandhinagarPhone:91‐79‐23259239,59240Fax:91‐79‐[email protected]

10. Place, Date and Time for Opening ofFinancial/CommercialBids

Place, Date and Time for Opening ofFinancial / Commercial Bids will becommunicated to the technicallyqualifiedbidderslateron.

11. Bidvalidity 180 days from the Financial BidOpening

The bidder shall submit the DD of Rs. 17,700/‐ towards bid processing charges andDD/BankGuaranteeofRs.75,00,000/‐towardsEMD/BidSecurityinsealedcover.Thesealed cover should super scribe as “Bid processing fees andEMD forRFP for SelectionofService Provider for Design, Customization/Development, Implementation, Training, HandHolding and Operation & Maintenance Support for 8 years for Integrated Workflow andDocumentManagementSystemforDepartmentofScienceandTechnology(DST)”.The bid processing feesmust be in the form of DemandDraft in in the name of “GujaratInformaticsLtd.”payableatAhmedabad/Gandhinagar.EMD/BidSecuritymustbeintheformof Demand Draft/Bank Guarantee in the name of “Gujarat Informatics Ltd.” payable atAhmedabad/Gandhinagar.IncaseofEMDintheformofBG,itshouldbevalidfor9monthsfromthedateofbidsubmission.



2. SECTION2:INSTRUCTIONSTOBIDDERS2.1. Definitions2.1.1. “ApplicableLaw”meansthelawsandanyotherinstrumentshavingforceoflaw

inIndiafromtimetotime.2.1.2. “Proposal/bid” means proposal submitted by bidders in response to the RFP

issuedbyDepartmentofScienceandTechnologyforselectionofServiceProvider.2.1.3. “CompetentAuthority”meanstheDepartmentofScienceandTechnology.2.1.4. “Committee” means committee formed by the Department of Science and

Technology(DST) inconsultationwithGADfor thepurposesofprocessingandevaluationofthisbid

2.1.5. “ContractValue”meansthepricepayabletotheselectedfirm/companyundertheContractforthecompleteandproperperformanceofitscontractualobligations.

2.1.6. “Service Provider” means any private or public entity, which will provide theservicestoDepartmentofScienceandTechnologyunderthecontract.

2.1.7. “Contract” means the Contract signed by the parties along with the entiredocumentationasspecifiedintheRFP

2.1.8. “Day” means Working day. A period of 24 hours running from midnight tomidnightandthecalendardayapplicabletoIndia

2.1.9. “Effective date”means the date fromwhich the contract comes into force andeffect.

2.1.10. “Government”meansStateGovernmentofGujarat.2.1.11. “DST”meansDepartmentofScienceandTechnology,Gujarat.2.1.12. “IWDMS 2.0” means IntegratedWorkflow and Document Management System

needstobedevelopedbyselectedServiceProvider2.1.13. “Product” means a final solution after Development of IWDMS 2.0 as per

requirementoftheDST.2.1.14. “Rules” means the applicable rules under different statutes, Acts, Rules,

Government Resolutions, Circulars in relation to personal management ofemployeesinGujaratGovernment.

2.1.15. .“Personnel” means professional and support staff provided by the SP andassignedtoperformservicestoexecuteanassignmentandanypartthereof.

2.1.16. “Intellectual Property Rights” means any and all copyright, moral rights,trademark,patentandotherintellectualandproprietaryrights,titleandinterest,world‐wide,whethervested,contingentorfuture,includingwithoutlimitationalleconomicrightsandallexclusiverightstoreproduce,fix,adapt,modify,translate,create, derivativeworks form,manufacture, introduce into circulation,publish,distribute,sell,license,sublicense,transfer,rent,lease,transmitorprovideaccesselectronically,broadcast,display,enterintocomputermemoryorotherwiseuseanyportionorcopyinwholeorinpart,inanyform,directlyorindirectly,ortoauthorizeorassignotherstodoso.

2.1.17. “Services”meanstheworktobeperformedbytheSPpursuanttotheselectionbyDSTandtothecontracttobesignedbythepartiesinpursuanceofanyspecificassignmentawardedtothembyDST.

2.1.18. Go live means Successful execution of entire solution in secretariat after FATsubjecttosatisfactionofDSTandGAD.

2.1.19. AfterGo‐Livebidderhastoprovidethehandholdingandhelpdesksupportforthe

developedfunctionalitiesanddeploymanpowerasperinstructionofDepartmentof Science and Technology, General Administration Department and other



associateddepartments.Thehandholdingandhelpdesksupportratewillbeaspertheratequotedbybidderinthefinancialbid.

2.2. SOURCESOFFUNDSDepartmentofScienceandTechnologyisinvitingServiceProviderfor“Design,Customization/Development,Implementation,Training,HandHoldingandOperation&MaintenanceSupportfor8yearsforIntegratedWorkflowandDocumentManagementSystem”forGovernmentofGujaratEmployeesacrossthestate.TheWorkOrderwillbeplacedtotheselectedServiceProviderbyDepartmentofScienceandTechnologydirectlyandthepaymentfortheservicesmentionedinthe said work order will be made directly by Department of Science andTechnology from their own sources of funds as per the financial terms andconditionsmentionedinthisdocument.

2.3. Introduction2.3.1. Department of Science and Technology is one of the key departments of State

GovernmenttopromoteandimplementITande‐Governanceinthestate.Anelectronicworkplaceandautomatedprocessesaretodayessentialforefficientandtransparentgovernance.Itreducesprocessdelays,helpstoaccessandutilizeinformationquicklyandexpeditework.DepartmentofScienceandTechnologyintends to automate day‐to‐day functions at all levels of the administrativehierarchyofallDepartments,HoDs,Boards,CorporationsandotherGovernmentofficesofGovernmentofGujarat.Department of Science and Technology and its HoDs started the process ofautomationtheadministrativeprocessofSecretariatintheyear2006‐07.Underthis process a system named “IWDMS (Integrated Workflow and DocumentManagementSystem)”The department now wishes to sunset the existing IWDMS application anddevelopsawholenewapplicationwithenhancedfeaturesrequestedinthisRFP.The new system shall be called “IWDMS 2.0” and shall completely replace theexistingsystem.

2.4. QualificationCriteriaThe bidders meeting the following qualification criteria will be short listed andconsideredfortechnicalevaluation.Sr.No. EligibilityCriteria Attachments

1. The bidder would be an IT companyregistered/ incorporated under Indiancompany ACT andmust have 5 years ofexistenceinIndia.

ValidcopyoftheCertificate

2. ThebiddermusthaveturnoverofatleastRs.500Croresforanyoneofthelastthreefinancial years or cumulative Rs 1500crore for last three financial years

AuditedandCertifiedBalanceSheet& Profit/Loss Account of last 3Financial Years/CA certificatementioningturnover



Sr.No. EligibilityCriteria Attachments(completed financial year periodcompletedon31stDecember,2017).

3. The bidder should have experience incustomization/development andimplementation, support services of atleast 2 eOffice/workflow and documentmanagement system solution in Indiawhich include workflow and DMS instate/central government or PSU or anyboard or corporation set up bygovernmenthavingeachofvalueatleast5crores.Projectsshouldbefunctionalatmultiplelocation.

Work Order / Project ContractDocument / Agreement /Satisfactory Completion Certificate/ FAT Sign off Certificate by theclientwithdetailsofprojectvalue,sitesandno.ofusers/LetterSignedby Authorized Signatory orCompany Secretarywith details ofprojectvalue,sitesandno.ofusers"which projects are under Non‐Disclosure / ConfidentialityAgreementandcannotbeshared.

4. The Bidder should be a Total SolutionProvider(TSP)havingavalidCMMilevel3orabovecertification.

ValidcopyoftheCertificates

5. ThebiddershouldhaveanexperienceofworkingasTSPorDeveloperforbuildingan IT system catering tominimum1000users or resources any time in last fiveyears.

Work Order / Project ContractDocument / Agreement /Satisfactory Completion Certificatebytheclientwithdetailsofprojectvalue,sitesandno.ofusers/LetterSigned byAuthorized Signatory orCompany Secretarywith details ofprojectvalue,sitesandno.ofusers"which projects are under Non‐Disclosure / ConfidentialityAgreementandcannotbeshared.

6. The bidder should have at least 500technically trained employees on itspayroll as on last date of submission ofbids.

Authorization certificate from HRmanager

7. TheBiddershouldnotbeundertheeffectof blacklisting by anyMinistry/Department of Government ofIndia or by any State Governmentdepartment/agency in India or byGovernment of Gujarat or any of theGovernmentPSUsatthetimeofbidding.

Self‐Declaration Form must besubmitted

8. Bidder should not have violated /infringed on any Indian or foreigntrademark, patent, registered design orotherintellectualpropertyrightsanytimeanywhereinIndia.

Affidavit regarding non‐violation /infringement of any Indian orforeign trademark, patent,registered design or otherintellectualpropertyrightsmustbesubmitted by the bidder as perAttachedformat.

9. The bidder should have an office inGujarat, preferably, at Ahmedabad or

Copyofanytwoofthefollowings:PropertyTaxBill/ElectricityBill/



Sr.No. EligibilityCriteria AttachmentsGandhinagar OR Bidder should provideundertaking to open the samewithin45daysfromtheawardofWorkOrder.

TelephoneBill/VAT/CST/GST/Registration/Leaseagreement.

10. The bidder must give undertaking dulysigned&sealedbyAuthorizedSignatorythatifthiscontractisawardedtohim,hewill employ all the resources with thenecessary capabilities catering todifferent phases of projectimplementation,asdefinedinthescopeofwork.Resourcesneed tobeDeployed atdirected by Department of Science andTechnology offices/ places specified byDST.

RelevantundertakingTSP

Notes:

1. Noconsortiumwillbeallowed.2. COTSmeanscommerciallyOff‐The‐Shelf:Thesoftwareapplicationshouldbe

readilydeployablewithorwithoutconfigurationtosuitthecustomer’sspecificprocess requirements and does not involve developing the application fromscratch.COTSsoftwareshallbeimplementableordeployableandmaintainablebyanyothercompetentagencyother than themanufactureroragencywhichhasdeveloped the COTS software. Proposed COTS software solution shall also beavailable with complete transparency including operation manuals, helpdocuments,APIsandcustomizationsourcecode.TheOEMoftheCOTSproductshouldhave50ormoreregisteredpartnertoselltheirproductcommercially.

3. Technicallytrainedmeans“whoisatleastatechnologygraduateandshouldhaveknowledgetodevelop/supportsuchtypeofITsolution”

4. The bidder must give undertaking on its letter head duly signed & sealed byAuthorizedSignatorythatifthiscontractisawardedtohim,hewillemployalltheresourceswiththenecessarycapabilitiescateringtodifferentphasesofprojectimplementation,asdefinedinthescopeofwork.ResourcesneedtobeDeployedasdirectedbyDepartmentofScienceandTechnologyoffices/placesspecifiedbyDST.

5. IncasethebidderisofferingCOTSProduct:a. TheBidderwillhaveto furnishacceptanceonproviding futureversions

and applicable upgrades and ensure the compatibility with existingapplicationanddatabasewithoutanyadditionalcostwheneverrequiredonitsletterhead.Thebiddershallalsoberequiredtoprovideassuranceletter that with each upgrade or feature enhancement, any integrationrequirementsshallalwaysbeservedseamlesslybytheproduct.

b. Initially, thebidderhastogivetheperuserCOTslicensecost for25000userlicenses.

c. ThebiddermustgetandpresentanundertakingdulysignedbyauthorizedsignatoryoftheCOTSOEMtoconveyOEM’sacceptancetothefollowingarrangement“TheCOTSOEMprovider agrees to provide the additional user licenseswithfollowingconditions:

Additional licenses shall beprovided at a discount to the quotedpriceinthisbidsubjecttofollowingdiscountschedule:



Additional License quantity from 25001 – 50000 Licenses: 60%Discountonthefinalizedrateperuser.

AdditionalLicenseQuantityfrom50001andaboveLicenses:80%Discountonthefinalizedrateperuser.

Besides the cost of COTS licenses, if there are other items in the biddocumentwhichalsoattractcostsbasedonquantityofuserlicensesthenallsuchlicensesshallattractdiscountsasmentionedaboveintheirlumpsumonetimecostorintheirannuallicensingcosts.TheTSPshallgivethisundertakinginrespectofsuchquantitieswhicharechargeablebyhim.ThediscountshallbecomputedagainstthepricequotedintheFinancialBidofthis RFP. Further the quantity indicated above includes such licensesboughtbyotherGovernmentorganizations, insideGujarat.Thediscountshall applyon incrementalquantityandnoton thecumulativequantity.SuchundertakingwillhavetobetakenfromtheOEMandtobesubmittedbytheTSPalongwiththeBid.

d. ThebidderwillhavetosubmitanauthorizationfromitsOEMfortheproductquoted in the bid. Mentioning back‐to‐back warranty and supportagreement/arrangementforservicesoftheofferedproductandsupportfortheentireprojectperiod.(FormVII)

2.5. DocumentsComprisingBidProposalTheresponsesubmittedbythebiddershallcomprisethefollowingdocuments:2.5.1. Qualification&TechnicalProposal

2.5.1.1. SealedcoverofBidProcessingFeeandEarnestMoneyDeposit/BidSecurity

2.5.1.2. BidProposalform2.5.1.3. GeneralInformation2.5.1.4. FinancialCapabilitywithsupportingdocuments2.5.1.5. RelevantExperiencewithsupportingdocuments2.5.1.6. Self‐Declaration2.5.1.7. AllrelevantCertification2.5.1.8. AllundertakingssubmittedbytheAuthorizedSignatoryshallbeona

StampPaperofvaluenotlessthanRs.1002.5.1.9. Proposaldocumentcontainingabriefabouttheorganization,its

expertiseanddocumentaryevidences.2.5.2. FinancialProposal

2.6. EligibleGoodsandServices2.6.1. Softwareapplicationdevelopmentanddeploymentwithorwithoutconfiguration

to suit the customer’s specific process requirements. Software shall beimplementableordeployableandmaintainablebyanyothercompetentagency.Software solution shall alsobe availablewith complete transparency includingoperationmanuals,helpdocumentsandsourcecode.

2.6.2. Forpurposeofthisclause,"origin"meanstheplacewherethegoodsarefromorfromwhichtheancillaryservicesaresupplied.Goodsareproducedwhen,throughmanufacturing,processing, codewritingandcompiling,orsubstantialormajorassembling of components, a commercially recognized product results that issubstantiallydifferentinbasiccharacteristicsorinpurposeorinpurposeorutilityfromitscomponents.



2.7. CostofBiddingTheBiddershallbearallthecostsassociatedwiththepreparationandsubmissionof its bid, andDST/GILwill inno casebe responsibleor liable for these costs,regardlessofconductoroutcomeofbiddingprocess.

2.8. ContentofBiddingDocumentTheBidderisexpectedtoexamineallinstructions,forms,termsandspecificationsin the bidding documents. Failure to furnish all information required by thebiddingdocumentsinformatorsubmissionofabidnotsubstantiallyresponsivetothebidingdocumentsineveryrespectwillbeattheBidder'sriskandmayresultinrejectionofitsbid.

2.9. DemonstrationofExistingIWDMS

DST/GILwillmakearrangementonbriefpresentationofexistingIWDMSSystemon thedate specified section1. Thepurposeof thismeeting is that thebidderunderstands the existing system and give the suggestions on the RFP withinstipulated time limit. After receiving the suggestions, DST/GILmay accept thesuitablesuggestions.

2.10. Pre‐BidConference

AprospectiveBidder requiringanyclarificationof thebiddingdocumentsmayseek clarificationsof his/herqueries submittedonorbefore3days ofpre‐bidconference.DST/GILwilldiscussthequeriesreceivedfromtheinterestedbiddersinthepre‐bidmeetingandrespondtheclarificationsbyuploadingonthewebsite.Nofurtherclarificationwhatsoeverwillbeentertainedafterthepre‐bidmeetingdate.Theinterestedbiddershouldsendthequeriesasperthefollowingformat:

Bidder’sRequestForClarification

NameofOrganizationsubmittingrequest

Name&positionofpersonsubmittingrequest:

Addressoforganizationincludingphone,fax,emailpointsofcontact

Sr.No.

BiddingDocumentReference(Clause/page)

ContentofRFPrequiringclarification

PointsofClarificationrequired

1 2 3 4

2.11. AmendmenttoRFP2.11.1. Atanytimeprior to thedeadline forsubmissionofbids,DST/GILmay, forany

reason,whetheronitsowninitiativeorinresponsetoaclarificationrequestbyaprospectivebidder,modifythebiddingdocuments.

2.11.2. Allprospectivebidderswhohavereceivedthebiddingdocumentswillbenotifiedof the amendment through website and such amendments will be binding onthem.

2.11.3. In order to allow prospective bidders reasonable time to consider theamendmentswhilepreparingtheirbids,DST/GILatitsdiscretion,mayextendthedeadlineforthesubmissionofbids.



2.12. LanguageofBid

Thebidpreparedby theBidder, aswell as all correspondence anddocumentsrelating to the bid exchanged by the Bidder and DST/GIL shall be in Englishlanguageonly.

2.13. DocumentsComprisingtheBid2.13.1. ThebidpreparedbytheBiddershallcompriseofthefollowingdocuments:

2.13.1.1. EMD&BidProcessingFees2.13.2. Qualification documents, Technical Bids and Financial Bidsmust be submitted

online through thee‐tenderingwebsiteofhttp://gil.nprocure.comusingdigitalsignature.2.13.2.1. The bid documents and addendums (if any) together shall be

consideredasfinalandself‐containedbiddocumentsnotwithstandinganypreviouscorrespondenceordocumentissuedbyGIL/DST.

2.13.2.2. The bid processing fee of Rs. 17,700/‐ (Rupees FifteenThousandsOnly)informofDDandEMDofRs.75,00,000/‐(RupeesSeventy Five Lacs Only) in form of DD/Bank Guarantee are to besubmitted physical in the form favoring ofGujarat InformaticsLtd,Gandhinagar insealedcoverclearlymentioningthat“BidProcessingFeeandEMDofRFP for “Selectionof ServiceProvider forDesigning,Development/Customization,Implementation,Training,HandHoldingand Operation & Maintenance Support for 8 years for IntegratedWorkflowandDocumentManagementSystem”atGILon theaddressmentionedinSection‐1.

2.14. BidSecurity/EarnestMoneyDeposit(EMD)2.14.1. TheBiddershallfurnish,aspartoftheBid,aBidsecurityfortheamountofRs.

75,00,000/‐(RupeesSeventyFiveLacsonly)whichshallbesubmitted in theformofDemandDraftORintheformofanunconditionalBankGuarantee(whichshould be valid for 9 months from the last date of bid submission) of anyNationalizedBank including the public sector bank or Private SectorBanks orCommercial BanksorCo‐OperativeBanks andRuralBanks (operating in IndiahavingbranchatAhmedabad/Gandhinagar)G.R.no.EMD/10/2016/328/DMOdated01.05.2017issuedbyFinanceDepartmentorfurtherinstructionissuedbyFinancedepartmenttimetotime,inthenameof“GujaratInformaticsLtd”payableatGandhinagar(asperprescribedformat)andmustbesubmittedalongwiththecoveringletter.Theun‐pricedbidwillbeopenedsubjecttotheconfirmationofvalidBidsecurity.

2.14.2. UnsuccessfulBidder'sBidsecuritywillberefundedwithinthirty(30)daysfromtheawardofworktothesuccessfulbidder.

2.14.3. ThesuccessfulBidder'sBidsecuritywillbedischargedupontheBiddersigningthecontract/Agreement,andfurnishingthePerformanceBankGuarantee.

2.14.4. TheBidsecuritymaybeforfeitedatthediscretionofTENDERER/GIL,onaccountofoneormoreofthefollowingreasonsif:

a.TheBidderwithdrawstheirBidduringtheperiodofBidvalidity.b.BidderdoesnotrespondtorequestsforclarificationoftheirBid.c.Bidderfailstoco‐operateintheBidevaluationprocess,d.Bidderisfoundtobeinvolvedinfraudulentandcorruptpracticesande.IncaseofasuccessfulBidder,thesaidBidderfails:

i.TosigntheAgreementintime



ii.TofurnishPerformanceBankGuaranteeiii.isfoundtobeinvolvedinfraudulentandcorruptpractices

2.15. BidForm2.15.1. TheBiddershallcompletetheTechnicalBidandFinancialBidfurnishedwiththis

documentgivingdetailsaspertheformatmentionedinthee‐Tenderingwebsitehttps://gil.nprocure.com. The bidder shall also complete the bid formas persectionVandsubmititwiththefinancialBidonhttps://gil.nprocure.com.

2.16. BidPrices2.16.1. TheBiddershallindicatethepricesintheformatmentionedinthee‐Tendering

websitehttps://gil.nprocure.com.2.16.2. Followingpointsneedtobeconsideredwhileindicatingprices:

2.16.2.1. Thepricesquotedshouldalsoinclude,inlandtransportation,insuranceandotherlocalcostsincidentaltodeliveryofthegoodsandservicestotheirfinaldestinationwithinthestateofGujaratincaseofprimarysiteandwithinIndiaincaseofDRsiteasindicatedbyGIL/DST

2.16.2.2. Theratesofanyapplicable Indianduties& taxes likeGSTandothertaxeswhichwillbepayablebytheClientonthegoods/services(ifany)ifthiscontractisawarded,shouldbequotedseparately,

2.16.3. TheBidder'sseparationofthepricecomponentswillbesolelyforthepurposeoffacilitatingthecomparisonofbidsbyDST/GILandwillnotinanywaylimittheClient'srighttocontractonanyofthetermsoffered.

2.16.4. Sharingofresponsibility(betweenDSTandthebidder)ofprocurementofvarioustypesofsoftwareshallbeasunder:2.16.4.1. Thepricesquotedshallbeinclusiveoflicensesoftwarerequired

for actual running of applications developed (i.e. OperatingSystem, databases, any COTS product and any other softwarerequiredtillthetenureofcontract).

2.16.4.2. The Bidder has to provide the required software solution atcentrallevelandDepartmentwillprovidetherequiredsoftwareinfrastructureatuserlevelforrunningofproductslikeOperatingSystem,systemsoftware,etc.

2.16.4.3. Thebidderwillprovide IWDMS2.0 environment at the centralsideforDatabasemanagement.

2.16.4.4. The price quoted shall be inclusive of “Designing,Development/Customization,Implementation,Training,HandHoldingandOperation&Maintenance, Support for IntegratedWorkflowandDocumentManagementSystem”fortheperiodofcontract.Thisshallalso include the cost of integration with applicable modules ofintegrated solutions like IFMS, SAATHI, SWAGAT, Digital Gujarat, e‐Vidhan(proposed),SevaSetu,PragatiSetu,GovernmentEmail&anyotherupcomingand/orupgradedPortaland/orapplicationsofGovt.ofGujaratduringthetenureofthecontract.

2.16.4.5. Bidderisexpectedtofilltherates/amountforallitemsinFinancialBidformat.BiddersquotingincrediblyloworunrealistichighcostofitemswithaviewtosubvertingthetenderprocessshallberejectedstraightawaybyDST.GILandEMDofsuchBidder(s)willbeforfeited.However,incase,thebidderchoosestoquotezero,nilamountorblank,itwillbehisriskandthesameshallinnowayrestrictthescopeofthework.Anyrate quote field kept blankwould imply that bidder is quoting zeropricesforthatitem.



2.16.4.6. Thebidderagrees to thatDepartmentofScienceandTechnologyshallhavetheunrestrictedrighttodeployoruseIWDMS2.0applicationsoftware and thedocumentation related thereto, in anyGujarat stategovernment department, at no additional cost to client. StateGovernmentmaychoosetocarryoutthedevelopment/customizationofthesoftware,aftertheexpiryofthepostimplementationsupport,byanywaytheywant.

2.16.4.7. BidCurrencyPricesshallbequotedinIndianrupeesonly.

2.17. Validityofproposal2.17.1. Proposalsshallremainvalidforaperiodof180days(onehundredeightydays)

afterthedateoffinancialbidopeningprescribedintheRFP.Aproposalvalidforshorter period may be rejected as non‐responsive. DST/GIL may solicit thebidders’consenttoanextensionofproposalvalidity(butwithoutthemodificationinproposals).

2.17.2. Inexceptionalcircumstances,GILmaysolicittheBidder'sconsenttoanextensionoftheperiodofvalidity.Therequestandtheresponsestheretoshallbemadeinwriting.TheBidsecurityperiodprovidedshallalsobesuitablyextended.ABiddermayrefusetherequestwithoutforfeitingitsbidsecurity.ABiddergrantingtherequestwillnotbepermittedtomodifyitsbid.

2.17.3. Bidevaluationwillbebasedonthebidpricesandtechnicalbidwithouttakingintoconsiderationtheabovecorrections

2.18. PreparationofProposal2.18.1. TheproposalandallassociatedcorrespondenceshallbewritteninEnglishand

shall conform to prescribed formats. Any interlineations, erasures or overwritingsshallnotbevalid.

2.18.2. Theproposalshallbetypedorwritteninindelibleink(ifrequired)andshallbeinitialedonallpagesbyauthorizedrepresentativeofthebiddertobindthebiddertothecontract.TheauthorizationshallbeindicatedbyBoardResolution/PowerofAttorneyandshallaccompanytheproposal

2.18.3. In addition to the identification, the covering letter (Form1) shall indicate thenameandaddressofthebiddertoenabletheproposaltobereturnedinthecaseitisdeclaredlatepursuant,andformatchingpurposes.

2.18.4. The information submitted must be definitive and specific. Vague terms,incomplete information, counteroffers,and 'uncalled for' correspondenceshallnotbeentertained.

2.18.5. Alteration / Rewording / Deletion / Correction of any part in the TenderDocumentarenotpermitted.Iffoundinanybidproposal,bidmaybeliabletoberejectedwithoutpriorintimationtothebidder.

2.18.6. Bidderisrequiredtosubmitthecompleteproposalalongwithrequiredformsetc.,on https://gil.nprocure.com. The proposal shall be exactly according to thepresentedformatsgivenonthehttps://gil.nprocure.com.Thetechnicalresponseshouldbeconcise.Anyresponsenotasperthespecifiedformatmaybeliabletoberejected.Nomarketingliteraturepertainingtothebiddershouldbeenclosedalongwiththeproposal.Ifenclosed,itmaybetreatedasdisqualification.

2.18.7. Committee would ask the Bidder(s) for detailed presentations /Demo of thesolution.AllsuchpresentationsandPoC/Demoshallbeatthecostofbidder.



2.18.8. The bidder is expected to examine carefully all instructions, forms, terms andspecificationsintheTenderdocument.FailuretofurnishallinformationrequiredintheTenderDocumentorsubmissionofaproposalnotsubstantiallyresponsiveto theTenderDocument in every respectwill be at thebidder’s risk and shallresultinrejectionoftheproposal.

2.19. Submissionofproposal2.19.1. SubmissionofBids:

a) TheBiddershallsubmittheTechnicalBidandaFinancialBidaspertheformatmentioned in thee‐Tenderingwebsitehttps://gil.nprocure.com.ThebiddershallalsocompletethebidformasperFormIandsubmititwiththefinancialbidonhttps://gil.nprocure.com.

b) Telex,cable,e‐mailedorfacsimilebidswillberejected.2.19.2. PricesshallbequotedinIndianRupeesOnly. 2.20. OpeningofBidsbyDST/GIL2.20.1. DST/GIL will open all bids (only Technical stage at the first instance), in the

presenceofallBiddersortheirrepresentativeswhochoosetoattend,andatthefollowingaddress:

GujaratInformaticsLtd,Blockno.1/8,Sector‐11,UdyogBhavan,Gandhinagar‐382010

2.20.2. The bidder's representative who is present shall sign an attendance registerevidencingtheirattendance.IntheeventofthespecifieddateofBidopeningbeingdeclaredholidayforDST/GILoffice,theBidshallbeopenedattheappointedtimeandlocationonthenextworkingday.

2.20.3. Thebidder'snames,bidmodificationsorwithdrawal,bidprices,discounts,andthepresenceortheabsenceofrequisitebidsecurityandsuchotherdetails,asGIL,at its discretion, may consider appropriate, will be announced at the time ofopening.NoBidshallberejectedattheopening,exceptforlatebids,whichshallbereturnedunopenedtothebidders.

2.20.4. Bidsandmodificationsentthatarenotopenedandreadoutatbidopeningshallnotbeconsideredforfurtherevaluation,irrespectiveofthecircumstances.

2.20.5. TheFinancialBidsofonlythosebidderswhoqualifyonthebasisofevaluationoftechnical bid will be opened in the presence of the qualified bidders of theirrepresentativesatpre‐specifiedtimeanddatewhichwillbecommunicatedtothequalifiedbidderswellinadvance.

2.21. ClarificationofBids

During evaluation of bids, GIL may, at its discretion, ask the Bidder for aclarificationofitsbid.GILmayalsoaskforrateanalysisofanyorallitemsandifratesarefoundtobeunreasonablyloworhigh,thebidshallbetreatedasnon‐responsiveandhenceliabletoberejected.Therequestforaclarificationandtheresponseshallbeinwritingandnochangeinpricesorsubstanceofthebidshallbesought,offeredorpermitted.

2.22. PreliminaryExamination2.22.1. DST/GILwillexaminethebidstodeterminewhethertheyarecomplete,whether

anycomputationalerrorshavebeenmade,whethersuretieshavebeenfurnished,



whether the documents have been properly signed, and whether the bids aregenerallyinorder.

2.22.2. Priortothedetailedevaluation,GILwilldeterminethesubstantialresponsivenessof each bid to the bidding documents. For purposes of these clauses, asubstantiallyresponsivebidisone,whichconfirmstoallthetermsandconditionsof the bidding documents without material deviation. Deviations from orobjections or reservations to critical provisions such as those concerningperformancesecurity,Warranty,Applicable lawandTaxesanddutieswillhavedeemed to be material deviations. DST/GIL determination of a bid'sresponsivenessistobebasedonthecontentsofthebiditselfwithoutrecoursetoextrinsicevidence.

2.22.3. IfaBidisnotsubstantiallyresponsive,itwillberejectedbyDST/GILandmaynotsubsequently be made responsive by the Bidder by correction of the non‐conformity.

2.22.4. Conditionalbidsareliabletoberejected.2.23. Methodology&CriteriaforTechnical,Commercialandfinalevaluation2.23.1. DSTwill formaCommitteewhichwillevaluate theproposalssubmittedbythe

biddersforadetailedscrutiny.Duringevaluationofproposals,DST/GIL,may,atitsdiscretion,askthebiddersforclarificationoftheirTechnicalProposals.

2.23.2. The bidders are expected to provide all the required supporting documents&compliancesasmentionedinthisRFP.

2.23.3. During the technical evaluation, DST/GILmay seek the clarification inwritingfromthebidder,ifrequired.Ifbidderfailstosubmittherequiredclarificationsindue time, the technical evaluation will be done based on the informationsubmittedinthetechnicalbid.Thepricebidwillbeopenedofthebidderswhosetechnicalbidsarefullycompliedandwhohavescored60%oftechnicalevaluationout of 100.At anypoint of time, ifDST/GIL feels that thebidder is hiding anyinformationwhichwillaffecttheprojectcostinshortorlongrun,DST/GILmayrejecthisbidwithoutassigninganyreasonorexplanation.

2.23.4. Priceshallbeloadedappropriatelyforthemissingcomponent/quantity/taxetc.Price quoted in the financial bid will be final. Bidder is required to fulfill allobligationsasrequiredinthebidasperthepricesquotedinthefinancialbid,forthe proposed scope of work and bill of material, applicable taxes or missingcomponent(s),ifanyforwhichthedescriptionisthereintechnicalresponsebutpriceisnotprovidedinthefinancialsheet.Pricewillbeappropriatelyloadedforthemissingtaxcomponents/missingcomponentsthatintheunderstandingoftheevaluatorsisfoundtobemissingfromtheproposedbillofmaterialexceptincasewherethereisawrittenjustificationprovidedinthetechnicalbidresponse.Basisofloadingshallbethehighestcostquotedbythebidders.

2.23.5. ProofofConcept(tobeshownatthetimeof

Presentation)

• DocumentCapture&DocumentManagementSystem• FileLifeCycleManagement• LetterManagement&Tracking• WorkflowAutomation• RecordManagement• DocumentEditingfeatures



2.23.6. Thefollowingcriteriashallbeusedtoevaluatethetechnicalbids.

Sr.No.

Particulars PointsSystem Max.Marks

TechnicalCapabilitiesPOC/DemooftheProposedSolution

1. TechnicalEvaluationcumDemonstration ofproposed/offeredsolution.

Efficient & User Friendly Graphical UserInterface

10 80

EaseofCustomization 10Methods of Report generation includingmethodofexportingthesame

05

Modularapproachmakingitconvenienttoaddmodules later and feature integration likeDigitalSignature,Bio‐metrics,BarCode,SmartCard,etc.

05

DocumentCapture&DocumentManagementSystem

05

File Life Cycle Management and workflowautomation

10

LetterManagement&Tracking 05RecordManagement 05ArchivalManagement 05DocumentEditingFeatures 05MobileApplicationandinterfacewithTablet 05Committeeandmeetingmanagement 05Userfriendlinessandacceptance 05

Presentation2. Presentatio

n onImplementation Plan,Capabilities& ApproachandArchitecturalCapabilities

AdoptionofOpenSourcetechnologies 10

20

Implementation Strategy (Approach &Methodology), Data management andmigration strategy, Scalability of Software,Risk andmitigation Plan, Training & Plan tomanagemultiplestakeholders

5

Development and deployment architectureTools/Technologies used for design anddevelopment etc.), security, conformance toindustries standard, database, BusinessIntelligence (Modularity, Scalability,Suitability of Tools&Technologies proposedincludingcapacitytohandlelargevolumesofdocuments as envisaged by IWDMS 2.0),Approach to develop the API based system,Managing the API eco system, Approach forinterfacingwithothersystems

5

TechnicalMarks(TM) 100MinimumQualifyingScores 60



Note:Bidderhas toscoreminimum60marksoutof100marksof technicalbidevaluationtoqualifyinthetechnicalbids.2.23.7TechnicalBidEvaluation:Thetechnicalscoreofabidder‘Tb’willbeassignedtothebidder&itwillbeawardedbased on the Technical Evaluation Criteria as specified above. DST’s decision in thisregardshallbefinal&bindingandnofurtherdiscussionwillbeheldwiththebidderswhosebidsaretechnicallydisqualified/rejected.Bidderswithtechnicalscoreof60%oftechnicalevaluationoutof100willqualifyfortheevaluationofthecommercialbids.The total technical scoresachievedby thebidders shallbesharedwith thebidders&underanycircumstancesthebreakupofthetechnicalscoreshallnotbesharedwiththebidders.Tb: AbsoluteTechnicalScoreTmax: MaximumTechnicalScoreTn: NormalizedtechnicalscoreofthebidderunderConsiderationNormalizedtechnicalscore(Tn)=Tb/Tmax*100

FinancialBidevaluation:The financial bids of only those bidders,who have scored at least 60%marks in thetechnicalevaluationprocess,willbeopened.TheFinancialBidswillbeopened, inthepresenceofBidders’representativeswhochoosetoattendtheFinancialBidopeningondateandtimetobecommunicatedtoallthetechnicallyqualifiedBidders.TheBidder’srepresentativeswhoarepresentshallsignaregisterevidencingtheirattendance.Thenameofbidder&bidpriceswillbeannouncedatthemeeting.Thefinancialscoreofabidder‘Fb’willbeassignedtothebidder.‘Fb’willbethetotalfinancialquotemadebythebidder(excludingtheOptionalServicesquotessoughtinthefinancialbid)Fn=normalizedfinancialscoreforthebidderunderconsiderationFb=commercialquoteforthebidderunderconsiderationFmin=commercialquoteofthelowestevaluatedfinancialproposalThe lowest evaluated Financial Proposal (Fmin)will be given themaximum financialscore(Fn)of100points.Thefinancialscores(Fn)oftheotherFinancialProposalswillbecalculatedaspertheformulafordeterminingthefinancialscoresgivenbelow:NormalizedFinancialScore(Fn)=100xFmin/FbFinalEvaluationofBidProposalswillberankedaccordingtotheircombinedtechnical(Tb)andfinancial(Fn)scoresusingtheweights(T=0.30theweightgiventotheTechnicalProposal;P=0.70theweightgiventotheFinancialProposal;T+P=1).ThefinalevaluationwillbebasedonFinalScorewhichshallbecalculatedasshownbelow:FinalScore(S)=TnxT+FnxPThebidderachievingthehighestcombinedtechnicalandfinancialscorewillbeinvitedfornegotiationsforawardingthecontract. Incaseofatiewheretwoormorebiddersachieve the samehighest combined technical and financial score, the bidderwith thehighernormalizedtechnicalscorewillbeinvitedfirstfornegotiationsforawardingthecontract.



2.24. AwardofContractOnacceptanceofProposalforawardingthecontract,DST/GILwillnotifythesuccessfulbiddersinwritingthattheirproposalhasbeenacceptedandContractAgreementwillbesigned.AftersigningoftheContractAgreement,novariationsinormodificationsoftheterms of the Contract shall bemade except bywritten amendment signed by all theparties.2.25. DST/GIL’sRighttoAcceptAnyBidandtorejectanyorAllBidsDST/GILreservestherighttoacceptorrejectanybid,andtocancelthebiddingprocessandrejectallbidsatanytimepriortoawardofContract,withouttherebyincurringanyliabilitytotheaffectedbidderorbiddersoranyobligationtoinformtheaffectedBidderorbiddersofthegroundsforDST/GILaction.

2.26. NotificationofAwards2.26.1. Prior to theexpirationof theperiodof thebidvalidity,DST/GILwillnotify the

successfulbiddersinwriting,tobeconfirmedinwritingbyregisteredletter,thathisbidhasbeenaccepted.

2.26.2. ThenotificationofawardwillconstitutetheformationoftheContact.2.26.3. Upon the successful Bidder's furnishing of performance security DST/GIL will

promptlynotifyeachunsuccessfulBidder.

2.27. SigningofContract2.27.1. AtthesametimeasconcernedDST/GILnotifiesthesuccessfulBidderthatitsbid

hasbeenaccepted,DSTwillsendthebiddertheContractForm,incorporatingalltheagreementsbetweentwoparties.

2.27.2. Within15daysofreceiptoftheContractForm,thesuccessfulbiddershallsignanddatethecontractandreturnittoDSTandsendcopytoGIL.

2.28. PerformanceBankGuarantee2.28.1. ThesuccessfulBidderhastofurnishasecuritydepositsoastoguaranteehis/her

(Bidder)performanceofthecontract2.28.2. ThePerformanceBankGuarantee(PBG)hastobesubmittedwithinfifteen(15)

workingdaysofreceiptofaward.ThePBGshallcomprisetwoparts;10%ofthevalue of Development Cost of Price Bid valid for 2 years which would bedischargedandreturnedafterGo‐Live+180daysandsecondpartas10%ofthevalueofO&MPeriodofFinancialBid(O&Mcomponent)validupto180daysbeyondtheexpiryofcontract.

2.28.3. ThePBGshallbedenominatedinIndianRupeesandshallbeintheformofaBankGuarantee issuedbyanyNationalizedBank including thepublic sectorbankorPrivate Sector Banks or Commercial Banks or Co‐Operative Banks and RuralBanks(operatinginIndiahavingbranchatAhmedabad/Gandhinagar)aspertheG.R. no. EMD/10/2016/328/DMO dated 01.05.2017 issued by FinanceDepartment or further instruction issuedbyFinanceDepartment time to time.(ThedraftofPerformanceBankGuaranteeisattachedherewith).

2.28.4. The proceeds of the Performance Bank Guarantee shall be payable to theDepartmentascompensationforanylossarisingfromthebidder(s)’sfailuretocompleteitsobligationsunderthecontract.

2.28.5. The Performance Bank Guarantee will be discharged by the Department andreturnedtothebidder(s)oncompletionofthebidder’sperformanceobligationsunderthecontract.



2.28.6. Intheeventofanycontractamendment,thebiddershall,within21daysofreceiptofsuchamendment,furnishtheamendmenttothePerformanceBankGuarantee,renderingthesamevalidforthedurationofthecontract,asamendedforfurtherperiod.

2.28.7. NointerestshallbepayableonthePBGamount.DSTmayinvoketheabovebankguarantee for any kind of recoveries, in case; the recoveries from the bidderexceedtheamountpayabletothebidder.

2.29. ConfidentialityInformationrelatingtotheexamination,clarificationandcomparisonoftheproposalsshallnotbedisclosedtoanybidderoranyotherpersonsnotofficiallyconcernedwithsuch process until the selection process is over. The undue use by any bidder ofconfidential informationrelated to theprocessmay result in rejectionof itsproposal.ExceptwiththepriorwrittenconsentofDST,noparty,shall,atanytimecommunicatetoanypersonorentityanyconfidentialinformationacquiredinthecourseoftheContract.2.30. DisqualificationDSTmayatitssolediscretionandatanytimeduringtheevaluationprocess,disqualifyanybidder,ifthebidderhas:2.30.1. SubmittedtheProposaldocumentsaftertheresponsedeadline.2.30.2. Made misleading or false representations in the forms, statements and

attachmentssubmittedinproofoftheeligibilityrequirements.2.30.3. Submittedaproposalthat isnotaccompaniedbyrequireddocumentationor is

non‐responsive.2.30.4. Failedtoprovideclarificationsrelatedthereto,whensought.2.30.5. DeclaredineligiblebytheGovernmentofGujarat,oranyofthedepartmentsinthe

Gujarat State Government, for corrupt and fraudulent practices or has beenblacklistedatthetimeofsubmittingthebid.

2.30.6. Submittedaproposalwithpriceadjustment/variationprovision.2.31. BindingClause

AlldecisionstakenbyDSTregardingtheprocessingofthistenderandawardofcontractshallbefinalandbindingonallpartiesconcerned.



3. SECTION–IIISCOPEOFWORK3.1. BackgroundAnelectronicworkplaceandautomatedprocessesaretodayessentialforefficientandtransparentgovernance.Itreducesprocessdelays,helpstoaccessandutilizeinformationquicklyandexpeditework.Thesystemwillautomateday‐to‐dayfunctionsatalllevelsoftheadministrativehierarchy.ItcombinesBusinessProcessManagementandDocumentManagement Solutions todeliver a unifiedplatform forGovernment toCitizen (G2C),GovernmenttoBusiness(G2B)andGovernmenttoGovernment(G2G)processes.IWDMS 2.0 is aimed at significantly improving the operational efficiency of StateGovernmentDepartmentsthroughimprovementintheworkflowmechanisms.IWDMS 2.0, as an e‐Governance initiative, would be crucial in shaping GovernmentProcess Re‐engineering (GPR), which eventually enhances the quality of servicesdeliveredtothecitizens.Any Government office is a hub of a variety of communicationswhich require To‐beprocessing and thereafter communicating in some form. Inputs and outputs of allgovernmentactivityneedtobeinvariablycommunicatedwithinandoutsidetheoffice.Theefficiencyofanofficeissignificantlydeterminedbytheefficiencyofitssystemsofcommunicationandinternalprocessing.Governmentofficesaremostamenabletoworkflowautomationsincealloperationsaregoverned by high levels of process definition and the presence of high stakeholdercommitmenttofollowsetrules.ObjectivesTheneed forefficiency ingovernmentprocessesandservicedeliverymechanism is along‐felt one. The IWDMS2.0 is being designed to serve as themeans to achieve thefollowingobjectives:

Toimproveefficiency,consistencyandeffectivenessofgovernmentresponses Toreduceturnaroundtimeandtomeetthedemandsofthecitizens’charter To provide for effective resource management to improve the quality of

administration Toenhancetransparencyandaccountability TopreparebilingualIWDMSmanual

ServicesOfferedThemost critical pre‐requisite for the success of IWDMS2.0would be an exercise tosimplify the government processes and procedures, which includes,streamliningdecisionmaking,leveljumping,standardizationandautomationofrepetitiveprocesses,eliminating unproductive / non‐value‐add work and reducing paperwork.ExpectedOutcomes

Workflow automation including Standardization & automation of repetitiveprocesses/workflows

KnowledgeManagement,includingcreationofinstitutionalmemories RecordManagement



EfficientCommunicationsManagemento Registration&routingofcommunicationsdigitally(throughemail,e‐file,

SMS,MobileApp) QualityAssurance ProductivityManagement

o Dashboardviewo PerformanceManago Filetracking

User‐friendliness Accountability,includingaudittrails Cost‐effectiveness Responsivenesstocitizens,i.e.totracktheirrepresentation/letters Integration

o Horizontal‐withinthesameoffice&withotherdepartments,withotherportalsandoutlooke‐maillikeIFMS,HRMSetc.

o Vertical‐withsuperior&subordinateoffices RTIcompliance Transparency

o Decisionsaccessibletogovernmentofficialsatdifferentlevelso Stakeholderscanknowstatusoftheircases

Impact

Provide government functionaries with knowledge, information andcommunicationtoolstoperformtheirdailyoperationsandsupportinthevariousstagesofthecomplex,knowledge‐intensivetaskswhichtheyperform

Establish a system of efficient document & e‐file management to facilitateinformationretrieval,

Provideefficient support forhandlingof incomingcorrespondence/mailsandmanagementofmeetings

Earlier office procedure, BPR, Streamlined processes, accessibility to allconcerned

Introduceanewaspectofoperationalperformancemeasurement

3.2. ScopeofWorkThesuccessfulbidderwouldberesponsibleforsubmissionoftechnicalandfinancialbidsin detailed RFP and the bidder who’s selected in RFP will be responsible fordesigning/customizing,developing,implementing,trainingandO&Mofthesolutionforaperiodofeightyears.Thescopeofworkforthispurposecouldbebroadlydividedasfollows:‐

ComponentwiseScopeofWork

Sr.No.

Component ScopeofWork

1. Application Design, customization/development, test, deploy andmaintainApplicationforproposedsystem.

2. CentralApplication

EstablishmentofaCentralApplicationDevelopment(O&M)Team for Government of Gujarat to provide additionalcustomization/development of new modules, feature



Development(O&M)Team

enhancements,defectfixing,etc.atnoextracostduringtheperiod of contract. No Change request will be entertainedduringO&Mperiod.Anydevelopment/changeduringtheO& M will be developed through continuous developmentteammentionedinthisRFP.At the end of the contract period, in case of open sourcesoftware,thesourcecodeshouldbesuccessfullyhandedovertodepartment/its selectedagencyand in caseofCOTS thecustomized part of coding shall be handed over to thedepartment/its selected agency along with all applicablefeature upgrades/product enhancements of the deployedsolution ensuring the deployed solution is up to themarkbearingthelatestversionincaseofbespokedevelopmentaswellasCOTS.

3.

CentralHelpdesk

a) Establishment of a Centralized Helpdesk at DST toprovidetechnical,trainingandInformationalsupporttoalltheusers(Internalusers)throughemail/phone.b) ManagementofHelpdeskOperationsbydeploymentofHelpdeskoperatorsduringtheperiodofcontract.

4.

Training a)SensitizationofDepartmentalstaffontheproject,trainingonuseofapplication.

5. DataMigration

SPhastomigratedatafromtheexistingIWDMS.Costfordatamigrationfromexistingapplicationshouldbeincludedinthepricebid.

1. During the 8 years of O & M period any migrationactivities required to carry out due to change inInfrastructure,Software,etc.shouldbedonebybidderatnoextracost.

2. Thebidderhastomigrateall thecurrentdataoutofwhich only last one‐year data to be kept in the newsystem. Other data are to be kept in the archivalsystem. As and when required by the respectivedepartment, the bidder shall have to support toretrievethesamebydeputingonededicatedperson.Thelastyeardatais:0.15TBTotaldatabasesizeis:1.76TB

ApplicationThebidderisrequiredtomeetalltherequirementsofRFPincludingtheactivitieslisted,timelines and deliverables mentioned in RFP, functional, performance, service levelrelated and any other requirements stated in RFP. Bidder should have to submit theproposedBillofMaterialforIWDMS2.0withdetailsrequiredminimumnumberofCores,Memory,etc.asapartoftechnicalbids.Bidderisalsorequiredtodeliverworkflowenginecomprisingofformbuilder,processdesigner and rule engine for cateringneedsof differentdepartment table/MIS reportgenerator and govt. offices. The form builder and process designer will be used foreveryday data capturing needs of Government organization. GovernmentDepartment/Organizationcanbuildformsandprocessaspertheirrequirementbyitsown.



MentionedbelowislistofactivitiestobeperformedbytheServiceProviderofthescopeofwork.Ineachphase,theserviceprovidershalltakeformalapprovaloftheDepartmentfor deliverables (including documentation); only then should the selected ServiceProvidercommencewiththenextphase.

RequirementStudyandAnalysisofRequirementsThe selected Service Provider would be required to study all the functionalities andfunctioningoftheDepartmentinamannerthatwillenabletheselectedServiceProvidertomeetalltherequirementsofthisRFP.Postthedetailedstudy,theselectedServiceProviderwillberequiredtosuggesttotheDepartmentmorefunctionalitiesinadditiontotheonesmentionedinthisRFPthatmaybe included in RFP to meet the business requirements of the Department. Anyfunctionalitywhichhasbeenmissedduringrequirementanalysishastobeincludedorshallbeenhancedasandwhenrequired. SolutionDesignBasedontherequirementsstudycompleted,thedesignoftheSolutionwouldbedonebytheselectedServiceProvider.Anindicativelistofdocumentationtobepreparedaspartofcontract:• AsIsandTo‐be• Detailed Business Requirement Document (BRD), User Requirement Specification,

System Requirement Specifications (SRS), System Design document (SDD), UserManual detailing processes, various applicable Acts and business rules based onfunctionalandQuality‐of‐Servicerequirements.

• DetailedDesign document detailing Technical architecture (application,workflow,network,andsecurity)

• Database architecture, including clustering/mirroring, backup strategies, definingdatastructure,data dictionary as per standards laid‐down by Government ofIndia/GovernmentofGujarat(Incasesuchstandardsarenotdefined,thesamewouldbeapprovedbyGoG)

DataArchitecture,interfacearchitectureandintegrationarchitecture.Appropriateloadbalancing and clustering techniques should be adopted by the Selected ServiceProviderintheSolutiondesignformeetingtherequirementsoftheRFPTheselectedServiceProviderisrequiredtokeepallsuchdocumentationuptodatetoreflectthelatestenhancements/modificationsmadetotheapplication. ApplicationDevelopment ApplicationTesting ImplementationandSupport eMailGatewayandSMSGateway(DepartmentwillprovideEmail,SMSgateway) DigitalCertificatesbothDSC/eSign InterfaceswithExternalSystems AadhaarenableeSignauthentication3.3. Geographical Scope (Offices/Location to be covered for the Project): ‐ TheprojectwillbeimplementedcentrallyinitiallyinGujaratStateDataCenter(&any

otherenvisioned future locationbyGoG)androlledout inallDepartmentsand itsHoDs,Boards,Corporation,PSUandanyGovt.officeacrossthestate.



Inphase‐1,Secretariat (Rajbhavan, GAD, Assembly & departments including HoD offices)willbecovered.

In Phase 2, All state government offices and all panchayat offices in district andtalukaswillbecovered

InPhase3,OtherBoards,Corporations,andotherapplicablegovernmententitieswillbecovered.

Approximateusersare25,000users.However,theno.ofusersmayincreaseandthe

systemshouldbescalableenoughtoprovideseamlessoperationsaccordingly.

3.4. TechnicalEnvisagedArchitecture

3.5. ScopeofWork

Government of Gujarat has envisaged the requirement of a new version (2.0) ofIntegratedWorkflowandDocumentManagementSystem(IWDMS)asacentralizedwebcummobilebasedapplicationwhichcanbeaccessedbydepartmentalofficialsofvariousdepartments/ agencies of Government of Gujarat across the State either on securedintranetandinternetusingseveraldeviceslikeLaptop,PCandMobileTablets/iPad.Govt.ofGujaratintendtoimplementState‐of‐the‐arttechnologysolutionsthatwouldsupportallthecurrentandfutureautomationneedsoftheStateGovt.departmentsandagenciesinordertooptimizetheinternalefficiencyofthedepartment,asfollows:1 Thesolutionshouldbeaccessiblebydepartmentalofficialsofvariousdepartments/

agenciesofGovernmentofGujaratacross theStateeitheronsecured intranetandinternet using several devices like Laptop, PC and Tablets/iPad. Managementfunctionalities and report functionalities and features requested by individualdepartmentsfortheirapplicationsshouldbeavailableonmobileplatformaswell.

2 ProvidecentralizedapplicationforofficeautomationbuiltusingEnterpriseContentManagement and Business Process Management for covering File Movement and



Tracking,LettermovementandTrackingandCommitteeandMeetingManagementincludingvariousoperationalreports,etc.(theunlimitedlicensespertainingtotherequiredmodules)

3 Procure the necessary system software for the implementation of the solutionincluding Operating System, Database and all other applicable third partycomponents.

4 Procurement/Supply, installation, integration, implementationandmaintenanceofnecessaryapplicationsoftwareinDataCentre.

5 DeploymentofCentralApplicationDevelopmentTeamtoconfigure/customizeanddevelopotherprocesses/workflowsandmodulesforGovt.ofGujarat

6 TrainingandHandholdingservicesshallincludeplanningandorganizingtrainingsatvarioususerlevelsinthestate,providingfieldlevelsupporttotheusers,etc.

7 Implement and maintain (including all applicable feature Updates andUpgrades/EnhancementsoftheapplicationsoftwarepostGoLivetillendofcontractterm

8 Setting up of helpdesk operations for assisting the internal and external users inresolutionoffunctional,technicalandadministrativeissuesfortheperiodof8Years.

9 CentralApplicationDevelopmentTeamtodevelopNewModulesfortheapplicationsoftwareasandwhenrequired.

10 Planning&monitoringthedatamigrationactivityoftheexistingdata.11 DevelopmentofbilingualIWDMS2.0manualforuserstobeapprovedbyGADandto

be upgradedwith each update/upgrade aswell as any developments introducedthroughContinuousApplicationDevelopmentTeam.

TomeetandprovidetheactivitiesmentionedunderScopeofWork,thebiddershallberequiredtocomplywiththefollowingrequirements:1 Undertakerequirement/GAPAnalysis,customization/developmentandinstallation

ofnewcustomized/developedintegratedproductasperthetransactionalneedsoftheStateofGujaratforaminimumsupportofconcurrent(transacting)userbaseof10,000.Thisinstallationshallbeupwardscalableforincreaseinvalueofconcurrentuser base gradually. Concurrency of users heremeansnot just the userswho areloggedintothesystematapointoftimebutthosewhoareactuallytransactingwiththeserversatthatspecificinstantoftime.

2 Suggesting necessary business process re‐engineering of theDepartmental/Governmentprocesses toenableadoptionof thesolutionproposed.MustdocumentthisandsubmitacopytoGIL,DST,andGADalso.Also,updateusermanualaccordingly.

3 SupplyofInstallationManual,AdministrationManualandUserReference/TrainingManualinEnglishandGujaratilanguage

4 Defineoveralltrainingrequirementsandpreparationofthetrainingplan5 HavingbacktobacksupportarrangementswithOEMtoprovidetechnicalsupportto

theCOTSproduct,incaseofbidderisofferingCOTSProduct.TheOEMmustsubmitanaffidavitforsupportingtheCOTSproductfortheentiredurationofthecontract.

ModulesforDevelopment

3.5.1. GeneralCompliance1 The proposed solution should be platform independent and should support all

Operatingsystemsforwithorwithoutvirtualization.2 Supportopen,scalable,Multi–tenancyandMulti‐tierarchitecturewitheachtierfully

independentwithsupportforclustering.



3 TheworkflowmanagementsystemshallsupportInbuiltGraphicalworkflowdesignerformodelingcomplexBusinessProcessesusingdraganddropfacilities.

4 ShouldhaveaRuleEnginefordesigningcomplexrulesandconditionsforworkflowroutingWorkflowshouldbeflexibleasbelow;

Backwardandforwardwithinhierarchy HorizontalandverticalLeveljumping

5 Shouldsupportvariousflexibleomni‐directionalroutingmechanismslikesequentialrouting,parallelrouting,rulebasedrouting,ad‐hocrouting.

6 Compliancetoworkflowstandards:BusinessProcessModelandNotation(BPMN),BusinessProcessExecutionLanguage(BPEL)andWorkflowManagementCoalition(WFMC).

7 ThesystemshallsupportdedicatedDocument/Imageserverforbettermanagementof documents, Proper naming conventions, quick retrieval of document, and storeonly metadata information in database. Drop downmenu of subjects, forms, MISreports,hierarchypostdesignation.

8 Inter‐operability ‐ The systems must seamlessly integrate with any or all of theexisting legacyandCoreapplicationsandshall support interfacewithotheropen‐standardsystems.

9 The system shall support multiple databases for reducing database engine leveldependency.

10 DMS,Workflow/BPM,Letter/FileManagementandScanningcomponentshouldbefrom a single OEM or should be design and develop/customized with integratedapproach under Bespoke development in order to have the homogeneous andintegratedsolution.

11 The status tracking, appointment scheduler, Committee of Secretaries, e‐Cabinet,VisitorPassManagementSystemetc.CustomizedappointmentScheduler forCMO,meeting/ program follow up of meeting/program held by Hon’ble CM and otherfacilitiesasdecidedbyindividualDepartments.

12 andreportviewingfacilityshallbeavailableonMobileAppalso.MobileAppshallhave facilities bi lingualUI andUnicode Compliant. Bidderhas to provide the 3‐4themeoptionfromwhichdepartmentwillselecttheUIforapplication.

13 NotingandDraftPreparations in IWDMScanbedoneusingDigitalWritingPad tohandlethefileinthesamewayofhandlingthephysicalfile.Seniorofficialswillbeabletoputnotinginafileusingdigitalwritingpad.

14 User shall be able to configure Homepage such as Dashboards, Quick links, KeyPerformanceIndicators,etc.Thesystemshouldhavefunctionalityallowingtheusertopersonalizethelookandfeel,usabilityandfeaturesaspertheirwish.

15 Through personalization, the users can configure the attributes of applicationsspecifictotheirneeds.

16 ThesystemshallhavefeatureofTagCloudwhichwilldisplaythemostwidelyusedapplicationnamesinhomepageforeaseofaccess.

17 Thesystemshouldhavefeatureslikeevernotei.e.tosharenotes,totakeandattachpicturestoanote,attachvoicememosandaudiotoanote,attachfilestoanynote,toscantextinaphotousingOpticalCharacterRecognitiontechnology,tosetremindersforvarioustasks,goals,andprojects,tocreatecheckboxesthatserveasvirtualto‐dos,tosyncautomaticallybetweenalldevices.



18 Thebiddershallprovideunlimiteduserandunlimitedinstance.Sothat,eachofficemaycreatelocalinstancebasedontheirrequirementandintegratewithbaseproductthroughAPIorAPIManagementTool.i.e.IWDMS2.0

19 ThesystemshallbecompatiblewithDigitalSignatureCertificateandAadharenablede‐Sign.

20 Thesystemshallallowuserstodefineentry‐levelsettingslikeincreaseofpriorityorsendinganemailtriggeronthebasisofpre‐definedconditionsorsettingupparticularvariableorproperty,etc.

21 Theworkflowmanagement system shall support the definition of roles and allowmany‐to‐manyrelationshipsbetweenusersandrolestobedefined.

22 Support for creating ad hoc tasks at runtime and assigning to users. Support forcreatingtemporaryadhocuserstooonneedbasishowever,oncetheactiveperiodlapses,thisadhocusershouldbemaintainedinthesystemininactivemoderatherthanpermanentlydeletingsothattheactivitylogcanbetracedatanypointoftimeinthefutureonneedbasis.

3.5.2. IntegratedDocumentCapturing(Scanning)Module1 Shouldprovideanintegratedindividual&bulkscanningenginewithcapability for

centralized and decentralized Scanning & Document Capturing. The scanning anddocumentmanagementsolution.

2 Thescanningsolutionshouldhavethecapability tocapturethedocumentthroughmobiledevices.

3 Should have a well‐defined capture module for support of document processing,validation,indexbuilding,andimageenhancements.

4 Should be able to support the capture of digital records of at least the followingformats:

a. Emailsandattachments.b. OCRdocuments.c. Images‐.tiff,jpeg,gif,PDFetc.

5 Theproposedsolution shouldprovide forautomatic correctionofparameters likeimproper format/ compression, skew, wrong orientation, error in automaticcropping, punch hole marks, etc. during scanning. The scanning solution shouldprovide support for automatic document quality analysis so that any bad qualitydocumentdoesn’tgetuploadedtotherepository.Thereshouldbean independentsoftwarequalitycheckserviceavailableaspartofoverallscanningsolutionwhichcanbeusedtoauditscanneddocumentsforresolution,format/compression,orientationetc.

6 Support all the special image enhancement functionality offered by the scannerthroughthedriverinterface.

7 SolutionshallsupportBulkImportofimageandelectronicdocuments.8 Should have capability of automatic segregation of documents/records based on

Barcode,Blankpage,FixedpageandautoFormrecognition.9 ShouldhavethecapabilityofscanningonmultipleplatformslikeWindows,Linux,etc.10 Provide Image processing libraries that support image enhancements such as

changing contrast, zoom in/out, cleaning, etc. and other imaging features likecompressionandextraction,etc.

11 ThesoftwaresolutionshouldincludetheRubberbandfeaturefortheextractionofthedatausingOCR technology so thatuser canmarka zoneon image at runtimeduringscanningstage&maptheextracteddatawiththeindexingfield.



12 Themobilecaptureshouldsupportimagecompression,B/Wconversionfromcolorimages, G4 compression for B&W, JPEG for color and gray scale, multiple pagedocument capture, auto cropping, auto orientation, perspective correction, noiseremovalandgeocapture.

3.5.3. Electronic File System (e‐File) & Correspondence/Letter Management

System13 IWDMS2.0completelyautomatesfile&correspondencemanagementfromcreation

toarchivaloffilesandcorrespondence.Alldecisionscanbecapturedinthefileitselfand remain intact throughout the lifetime of the file. Effective transformation topaperless office environment by providing functionalities like electroniccorrespondence/filecreation,management,movementandperformanceof relatedtasks likediaryentry, indexing,noting, cross referencing, search/retrieval,DigitalSignatureIntegration,etc.

14 File&LetterManagement system shouldbuildusing robustEnterpriseDocumentManagement and Business Process Management as a platform or equivalentfunctionality under bespoke development and should comply with the Manual ofOfficeProcedure(MOP),publishedbytheGeneralAdministrativeDepartment(GAD),GovernmentofGujarat(GoG).

15 InbuiltInboxforreceivingofCorrespondence/Letter.16 Maintenanceofe‐Registers–personal,division&departmentwise.17 Providesprovisionforinterdivisionalsharingoffiles,papers,etc.18 SMS, E‐mail based notifications on workflow movement of file/letter across the

definedroute.19 Thesystemshallhavearepositoryorpredefinedfolder/areawhereallnewLetters

arereceivedafterscanning.Thesystemshouldbesecureandshouldbe tested forOpenWebApplicationSecurityProject(OWASP).

20 Thesystemshouldbecapable&configurableenoughforcompleteFile&LetterLifeCycleManagement.

21 Thesystemshallhaveafacilitytosavethefileinthedesiredfolderinthesystem.22 Thesystemshallhaveafacilitytocreatebothmain,linkedaswellaspartfile.23 FilecreationshalcontainorcreateatleastFileNumber,LetterNo.,andFileSubject

asaninputwhenacommandisgiven.24 ThesystemshallalsogenerateaBarcodenumberonsuccessfulcreationofafile.This

barcodecanbepastedonaphysicalfilefortracking,incasephysicalfileisalsoused.Barcodeno.andfileno.slipshallbegeneratedfromsystem.

25 Thesystemshallhavefacilitytoprintbarcodenumberoffileatanypointoftime.26 Thesystemshallhavefacilitytocreatecustomizablenotes.27 Solution should have the Green Note sheet. Therefore, the system shall support

collationofall relateddocuments intoavirtual file.The systemshall replicate thePresentfilehandlinginthesamemannerasfollowed,i.e.,ElectronicfilesshallgivethesamelookandfeelofPhysicalfilewithdocuments/lettersontheright‐handsideand green note sheet on the left hand side. TheMIS report should have featuresgraphicalrepresentationofstatisticsofno.offiles,inprocess,pendingetc.

28 ThesystemshallhavefacilitytoadddocumentsintheFileascorrespondenceside.EachfileshouldhaveNotingsideandcorrespondencesidewithpagesnumber.pageno.withsubjectofpageindextobeautomaticallygeneratedinthebeginningofthefile.Noteshouldbeonleftsideofuserandcorrespondencesideonrightsideofuser.

29 Systemshouldhave the facility tomaintainversionhistoryofnotes,documents&letters.



30 The systemshall support collationof all relateddocuments into a virtual file.ThesystemshallreplicatethePresentfilehandlinginthesamemannerasfollowedi.e.ElectronicfilesshallgivethesamelookandfeelofPhysicalfilewithdocumentsontheright‐handsideandgreennotesheetonthelefthandside.

31 ThesystemshallhaveanIn‐builtWebbasedTextEditorwithbasic functionalitiessuchasbold,alignment,font,fontsize,color,highlighting,etc.

32 Thesystemshallprovidefacilitytoviewallcorrespondencetheright‐handside(RHS)ofthefolderwithnote‐sheetonlefthandside.

33 The system shall provide facility to users to e‐Sign their notes, which shall beautomaticallystampedwithusername,dateandtime.

34 ThesystemshallprovidefacilitytosecurenotesinFileView.35 Thesystemshallprovidefacilitytomaintainversionhistoryofnotes,documents&

letters.36 Thesystemshouldbecapableenoughtomanagefiledifferentiation,foraninstance,

differentiation between Administrative general files (Subject Files) andAdministrativespecificfiles(SpecialFiles).

37 Thesystemshallhaveafacilitytocreate/openanewelectronicsubjectfile.38 SubjectFilecreationshalltakeatleastFileNumberandFileSubjectasinputs.39 ThesystemshallhavefacilitytoaddmultipledocumentsintheFileinasinglego.40 ThesystemshouldhaveafacilitytosearchafileonFilenumberand/orfilesubject.41 Thesystemshouldhaveaprovisiontodefinesearchingattributes foreachtypeof

specialfile.42 Thesystemshouldhaveanindextableofallcreatedfiles.43 Thesystemshouldsupportcreationofanytypesofspecialfilessuchasemployeefiles,

propertyreturnfileetc.44 The system should have a separate searching interface for each type of file. i.e

differentsubtypesoffiles.45 Thesystemshallprovidefacilitytouserstolinkthenotestoanydocument,fileand

previousnotes,sothatcorrespondingobjectscanbedirectlyopenedfromthenoteview.

46 Thesystemshallprovidefacilitytouserstoappendnotesinthesameparagraph.47 ThesystemshallprovidesecurityonnotessothatNoting/commentsoncewritten,

signed and forwarded shall not be amendable by any user including originator,however,ifanewnotehasnotbeenwritten,theusershallbeabletomodifythelatestnote,whichheiswritingprovidedthatthenotehasnotmovedforwardtonextlevelintheheirarchy.

48 Thesystemshallprovidefacilitytotakeprintoutofthenoting/correspondencesideforfilinginpaperfolderasrecord.

49 ThesystemshallprovideafacilitytoaddnewdocumentsinthefilebycallingnativeapplicationsfromMS–OfficeSuite,OpenOfficeSuite,etc.fromthesameinterface.

50 Thesystemshallprovidefacilitytoopenmultipledocumentssimultaneously.51 Thesystemshallhaveafacilitytocreateapaperprofileofadocumentinthefile,in

casedocumentisnotavailableinelectronicform.52 Usingworkflow featureof a system,user shall be able to route the file.Workflow

shouldbeflexible,bothforward,backward&levelJumping.53 Thesystemshallprovidearole‐basedconfigurablefeaturetorecallaFilefromother

user.54 Thesystemshallprovideaninterfacetosearchthestatusofafileinaworkflow.55 ThesystemshallprovideafacilitytotrackadepartmentwhereaFileispending.56 Thesystemshallsupportthecasefilemanagement.



57 Fileviewshallprovidefacilitytoviewalldocumentsinsidefile,Noting/commenting,editfileproperties.

58 The system shall have facility tomark a file as complete/closed and thereby un‐editableexceptwithspecialapprovals.

59 Thesystemshallhaveafacilitytoaddoruploadadocumentorletterinelectronicformatfromlocalcomputer/networkdrive/scanner/externalstoragedrive.

60 ThesystemshallprovideafacilitytoviewLetteronRHSandindexingfieldsonLHS.61 ThesystemshallhaveafacilitytoaddaNotewithaLetter.UsingtheTablets/iPad

andmobiles,usersshouldbeabletoaccesstheFilesandLetter.62 Note View & Letter View should be simultaneous, i.e., Note should be on LHS &

correspondingLetter(s)shouldbeonRHS.63 The system shall have a facility to save the Letter in an existing file and tag it to

multiplenotes.64 ThesystemshallhaveafacilitytoroutetheLetterusingworkflowfeatureofasystem

inaflexiblemannerforward,backwardandleveljumping.65 Thesystemshallsupportad‐hocroutingofadocument.66 The system shall have a facility to prepare response and attach with the Letter

workflow.67 The systemshallprovidean interface to track& search the statusof aLetter in a

workflow.68 Thesystemshallhaveafacilitytosendthereminders.69 Thesystemshallhaveafacilitytogeneratevariouscustomizablereportsw.r.t.Letter

workflow such as pending with users, pending since, elapsed time, initiated by,completedbyetc.

70 The system shall have a facility to track a department/organizational unit whereletterispending.

71 Thesystemshallprovideanadvancedsearchinterfacefortracing&searchingaletterbasedontitle,dates,subject,pendingwith,completedby,pendingsince,etc.alongwithaconfigurationprovisionforthesesearchparametersinthesystem.

72 Thesystemshallhaveafeaturetorecallaletterfromotheruser.73 ThesystemshouldhavefacilitytoputthecompletedLetterinaneworanexisting

file.

3.5.4. WorkflowManagement1 Theworkflowmanagementshouldhavefollowingin‐builtfunctionalities

OrganizationManagement RoleManagement RolebasedAccess StructuredWorkflow UnstructuredWorkflow EachDepartmentforitsdifferentapplicationsshouldbeabletocustomizethe

workflowifitsowishes.2 The system shall facilitate re‐engineering of processes and act as a platform for

building specific application and have aworkflowmanagement engine to supportdifferenttypesofdocumentroutingmechanismincluding:

Sequential routing: ‐ Tasks are to be performed one after the other in asequence.

Parallelrouting:‐Taskscanbeperformedinparallelbysplittingthetasksamongmultipleusersandthenmergingassinglecompositeworkitem.Thesystem shall support conditionalmerging ofmultipleparallel activities, i.e.,



responsefrommandatoryparallelworkstagesbeforeitcanbeforwardedtonextstage.

Rule‐basedrouting:‐Oneoranothertaskistobeperformed,dependingonpredefinedrules.(Systemshallhavein‐builtconfigurationprovisiontodefineroutingrules).

Customrouting:‐Taskscanberoutedontheflybasedonrequirementsorpriorities.

Ad‐hocrouting:‐Changingtheroutingsequencebyauthorizedpersonnel. Compliancetoworkflowstandards,viz.,BPMN,BPELandWFMC. Supportforregisteringandconfiguringthirdpartyapplicationsinportletlike

view.i.e.usercanseemostfrequentusedfunctiononscreen.Usershallbeabletocustomizetheirdashboardaccordingtotheirrequirementalso.

3 Thesystemshouldprovideprocessdesigningfeaturesasfollows: The system shall allow users to define entry‐level settings like increase of

priority(urgent,immediate,veryurgent,routine)orsendinganemailtriggeron the basis of pre‐defined conditions or setting up particular variable orproperty,etc.

Theworkflowmanagementsystemshallsupport thedefinitionofrolesandallowmany‐to‐manyrelationshipsbetweenusersandrolestobedefinedbydropdownmenuofadministrativehierarchy.Supportforcreatingadhoctasksatruntimeandassigningtousers.

In‐builtFormDesigner Thesystemshallprovideinbuiltfacilitytodesigncustomizedformsthatcan

beattachedatoneormorestagesofworkflow. TheFormdesigner interfaceshallsupport facilitytodefinevarioustypesof

text boxes, Combo boxes, radio buttons, drop downs, etc. (Just likecorresponding features of table designing, indexing signs etc inMS‐ Office,Safarietc)

The system shall provide facility to define variables in the process or inexternaldatabasetables,whichcanbelinkedtofieldsdefinedintheformforefficientdataentry.

Thesystemshallprovidefacilitytodefinezonesatformsandimages,sothatrelevantpartoftheimageishighlightedforImageassisteddataentry.

Thesystemshallsupportfieldlevelcalculationsatformlevel. Facilitytousescriptsfordefiningfieldlevelvalidations.

In‐builtExceptions

ThesystemshouldhaveRuleEnginefordefiningrules. Facilitytoraisetriggersonthebasisofexceptions. Facilitytoraiseautomaticexceptionsonthebasisofpre‐definedconditions. Thesystemshalltrackalltheexceptionsraisedinthecourseofprocessand

shallmaintainhistoryofthatwithusername,date,timeandcomments. The system shall clearly differentiate process instances with and without

exception.Triggers

Thesystemshallprovide facility todefine custom triggers likeEmails,newfiles in inbox, Word template or launching executable, etc. on predefinedconditions.

Sentstatus,pendingstatus,reportsformonitoringdeadlinesetc.



Thesystemshallprovidefacilitytodefinecustomtemplatesforthetriggerswithstaticanddynamicdata.

The system shall provide facility to generate event based triggers forautomaticallysendingmails/fax,generatingresponses,invokingdataformfordataentry,communicatingfromexternalsystems.

Theworkflowmanagementsystemshallhaveemailnotificationtouserwhentheuser isnot loggedonto theworkflowmanagementsystem.Uponreceiving theemail,theusershallbeabletoclickontheURLintheemailtoautomaticallylaunchtheWorkflowmanagementsystemandpresenttheuserwiththetasktoacton.

3.5.5. DocumentView1 TheSystemshallsupportintegratedin‐builtviewerforviewingImagedocuments.2 Evenformulti‐pagedocument.Thedownloadandviewshouldbepagebypage.The

mobileappshouldsupportaccessingdocuments3 Thesystemshall facilitate zoom‐in/zoom‐out, zoompercentageandZoomLens to

zoominonapartofimageandotherimageoperationslikeInvert,rotate,etc.4 Supportarchival&viewofPDF/Aformatdocuments(openISOstandardforlongterm

archivalofdocuments).5 Documentviewshallhavetheprovisiontodrawaline,insertarrows,etc.overimage

document.6 The system should support viewing and renderingof PDF/Adocuments in inbuilt

viewer.7 Documentviewshallhavetheprovisiontohideorhighlightcertaintextbydrawing

lineandshapes.8 TheSystemshallsupportforviewingdocumentsinnativeapplication.9 Thesystemshallprovide facilityofputtingtext,graphicandimageannotationson

scanneddocumentpages.4 Themobileapplicationshouldhavesupportforretrievalandarchivingofdocuments.

3.5.6. Annotations1 TheImageappletshallsupportcomprehensiveannotationfeatureslikehighlighting,

markingtext,underliningputtingstickynotesondocuments,andsupportfortextandimagestamps,etc.

2 Thesystemshallsupportautomaticstampingofannotationswithusername,dateandtimeofputtingannotations.

3 Thesystemshallprovidefacilityforsecuringannotationsforselectiveusers.4 Thesystemshallstoreannotationsasseparatefileandatnotime,theoriginalimage

shallbechanged.Thesystemshallprovidefacilityoftakingprintoutswithorwithoutannotations

3.5.7. Indexing1 TheSystemshall automatically index folders, filesanddocumentsonuser‐defined

indexeslikedepartment,ministry,filenumber,year,pageno.onCorrespondencesideandnotingside,subject.

2 Thesystemshall facilitateeditingofautomaticindexingusingOCRfunctionalityorfromotherapplications.

3 TheSystemshallsupportAutomaticfulltextindexingforTextsearch.

3.5.8. Search&Retrieval1 The system shall provide extensive search facility to retrieve documents or

Folders/Files.



2 Thesystemshallsupportlocalsavingofsearchqueriesandsearchresults.3 Thesystemshallsupportsearchfordocumentsorfoldersondocumentorfolderor

archivesonprofile informationsuchasname,created,modifiedoraccessedtimes,keywords,owner,etc.

3.5.9. Security&UserManagement1 The Documentmanagement system shall support definition of Users, Groups and

Rolesrelationinthesystem.2 Thesystemshallsupportsecureloginidandpasswordsforeachuserandpasswords

shallbestoredinencryptedformatindatabase.3 Thesystemshallhaveafacilitytodefinepasswordpolicywithextensivepassword

validationslikepasswordsmustbeofminimum8characters,shallbealphanumeric,locking of user‐id after a specified number of un‐successful attempts, passwordexpiry,passwordhistorysothatpasswordsarenotsameaspreviouspasswordsetc.

4 UsercanadditionallyresetpasswordbyOTPonmobile.5 Thesystemshallsupportrole‐basedaccesspermissionmanagementatvariouslevels

likeFolders,documentsandobjectlevel.6 The system shall support multiple levels of access rights (Delete/ Edit/ View/

Print/WriteCopyorDownload)andexternalapplicationbasedrights.7 ThesystemshallsupportsystemprivilegeslikeCreate/DeleteUsers,Defineindexes,

BruteForce,etc.8 ThesystemshallprovideLDAPsupportforintegratingwithdirectoryservices.9 The system shall have support Single Sign On facility. The single sign on facility

availableinSATHI(HRMS)shallbeused.10 ThesystemshallsupportExtensiveAudit‐trailsatdocument,Folderandforhighest

levelsforeachactiondonebyparticularuserwithusername,dateandtime.11 TheSystemshallsupportintegrationwithdatabase‐basedauthentication.12 ThesystemshallsupportintegrationwitheSignandPKI(publickeyinfrastructure)

forenhancedsecurity.13 TheworkflowmanagementsystemshallsupportSSL,HTTPSandsessiontimeouts.

3.5.10. SystemAdministration1 Thesystemshallsupportweb‐basedsystemadministrationmoduleforthecomplete

managementofsystem.2 TheAdminmoduleshallsupportUsers/Groups/RoledefinitionandgrantingAccess

Rightstothemandsetpasswordexpirypolicies.3 The Admin module shall provide easy to use configuration interface for Index

structuredefinitionthatcanbeusedbydifferentusers.4 TheAdminmoduleshallprovideinterfaceforpurgingoldaudittrailanddoselective

logging,i.e.,selectthesystemorapplicationfeaturesfor,whichtheaudittrailshavetobegenerated.

5 TheAdminmoduleshallprovidefacilitytotakecompleteandincrementalbackupsandshallbeabletointegratewiththirdpartybackupsolutions.

3.5.11. AuditTrails1 ThesystemshallsupportExtensiveAudit‐trails;atuser,Folder,CoS(Committeeof

Secretaries)andCabinetlevels.2 The system shall provide facility to generateAudit trails on separate actions, and

betweenspecificdate/times.3 TheSystemshallhaveaudittrailtomaintainhistoryofallactivitiesperformedonthe

system.



4 Thesystemshallgiveflexibilitytoadministratortodoselectiveloggingi.e.suspendandresumeaudittrailgenerationforspecificsystemanduseractivities.

5 Theapplicationshalllogalltheactionsdonebyindividualuserswithusername,dateand time and the administrator shall be able to generate detailed audit logs andhistoryoftheprocessinstance.

3.5.12. RemindersandAlarmsThe system should have the capability to set automatic reminders and alarms toconcernedusers.

3.5.13. ProcessMonitoringandReporting1 Systemshallprovideafacilitytoconfigurerole‐baseddashboardforindividuals,for

e.g., dashboard for Secretary, dashboard for Director/Commissioner/HoD/Officersassignedtomonitor.

2 Usershouldbeabletoconfiguredashboardwithoutanycoding.3 Theworkflowmanagementsystemshallbeabletokeeptrackoftheworkitemstatus,

thedate/timethe jobsarestartedandended,thecreationandarchivaldateofthedocuments.

4 Theworkflowmanagementsystemshallprovidegraphicalandtabulartoolstoviewprogressofeachindividualprocess.(Reports)

5 Thesystemshallsupportextensiveconfigurablereportingfacilityatdocument,folderand user level. Please specify all inbuilt reports available in the system in theproposedsolution.

6 Report Creation should be configurable and there shouldn’t be any limit on thenumberofreportsthatcanbecreated.

7 Usershallbeabletodrilldowninareportforspecificinformationanalysis.8 Theworkflowmanagement system shall support the generation of statistical and

managementreportslike: Numberofpendingfiles,lyingatindividualuserlevel Timetakentocompleteeachtask ProcessHistoryReport UserPerformanceReport AverageProcessTimeReport ParticipantReport ParticipantProcessingTimeReport ProcessDefinitionSummaryReport ExceptionDetailsReport ExpiredWork‐itemReport DiversionReport,etc

9 The workflow management system shall support the generation of performancecomparisonreports.

10 Theworkflowmanagementsystemshallsupportusersdrilldownfromahigherlevelviewofbusinessprocessestolowerleveldetails.

11 TheworkflowmanagementsystemshallsupportconfigurablestatisticalreportslikeTotalturnaroundtimeanddelayreportforcompleteprocessorspecificworkstages.

12 The workflow management system shall support definition of new customizedreportsbasedonexposeddatapointsfromexternalapplications.

13 Theworkflowmanagementsystemshallalsoprovidedashboardinterfaceforonlinereportingofvariousprocesses.Theinterfaceshallgiveaflexibilitytotogglebetweengraphicalandtabularviewandtiledifferentwindowsinthesameinterface.



14 The system should include administration module to configure the user, groups,queuerelatedtoaprocess.Thesystemshouldallowusertosettheirdisplaysettingsaccordingtotheindividualpreferencesandcompanypolicies.Userscancustomizetheirthemes,resizecomponents,andconfiguresingle/multi‐columnviews.Itshouldhavenavigationcontainer todisplay the listofall component instancesassociatedwiththeviewofauser.

15 Systemwillpublishoridentifythe2ChampionUsersonthebasisofusageofIWDMSeverymonth.

3.5.14. Committee and Meeting Management including cabinet, CoS, CMO,DepartmentandothermeetingsofVariousgroupsandCommittees.

1 Thesystemshouldhavethecapabilitytoconstitutethecommitteewithitsmembersandconvenerdetails.

2 Thesystemshouldhavethecapabilitytodefinetheroleofeachcommitteemember.3 Thesystemshouldhave thecapability tocapturevariousdetailsof thecommittee

suchastermofreference,tenure,committeemembers,etc.4 Thesystemshouldhave thecapability todefine thecommitteemembers fromthe

internaldepartmentsaswellasexternalusersalongwithrequireddetails.5 Thesystemshouldhavetheconfigurationcapabilitytodefinethemessagetemplate

forsendingthenotificationtorespectivecommitteemembers.Also,itshouldhavethecapability to create and saving the templates for different type of notificationmessages.

6 Thesystemshouldhavethecapabilitytodefinetheapprovalprocessforcommitteeconstituted.

7 The system shouldprovideUser Inboxwhere committeemembers/approvers canviewthependingrequestforapproval.

8 Thesystemshouldhavethecapabilitytoattachtherequireddocumentswithvariouscommitteesconstituted.

9 Thesystemshouldhave the capability to circulate theOfficeMemorandawith therespectivecommitteemembers’/stakeholdershavingdetailsaboutthecommittee.

10 ThesystemshouldhavethecapabilitytodefinethemeetingdetailssuchasAgenda,date,time,venue,priority,etc.alongwiththerequireddocuments.

11 The system should have the configuration capability to link the members withmeetingfromthelistofpre‐approvedcommittees.

12 Thesystemshouldhavetheconfigurationcapabilitytodefinetheapprovalworkflowformeetingscheduled.

13 ThesystemshouldhavetheconfigurationcapabilitytodefinetheMeetingInvitationtemplatesforsendingthenotificationstoallthecommitteemembers.

14 The system should provide the calendar view having details about the meetingscheduleonweekly/monthlybasis.

15 The system should provide the capability to submit the response about theiravailability for the meeting scheduled. Also, system should have the capabilitywhereinconvenercandefinethedeadlineofsubmittingtheresponseofmember’savailability.

16 ThesystemshouldhavethecapabilitytocapturetheMinutesofMeeting.17 Thesystemshouldprovidetheconfigurationcapabilitytodesigningthetemplatefor

circulatingtheMinutesofMeeting(MoM).18 ThesystemshouldprovidethecapabilitytosendtheMoMnotificationthroughemail.19 Thesystemshouldhave thecapability toassign theaction items to the respective

committeemembers.



20 Thesystemshouldprovidethecapabilitytodefinethedeadlinesofsubmittingtheresponsefordefinedactionitems.Also,thesystemshouldbecapableenoughtotrackthe action items assigned to the respective committee members based on thedeadlinesbeenset.

3.5.15. AppointmentScheduler• AutomatedScheduling

o Systemshouldhavefacilitytosubmittheappointmentrequesttoofficialsbyinternaluserandgeneralpublic.

o SystemShouldhavefacilitytoconfirm,RejectorpostponetheappointmentRequest

o SystemshouldhavefacilitytosuggestthetentativetimefortheappointmentSystemshouldhavefacilitytocreate,edit,deletetheappointmento Alerttoofficials/requesterondifferenteventoftheappointmento RealtimeupdateonMobileappo SystemShouldhavefacilitytosendtheAppointmentReminders

• CalendarManagemento System should have facility to show the confirm appointment, pendingrequestforappointment.o Systemshouldhavefacilitytoautogeneratethefreetime/Notbookedtimeslot.

• GroupSchedulingo SystemshouldhavefacilityfortheSchedulingtheGroupappointment.

• Multi‐Locationo Shouldaccessibleonwebbasedandmobile/tablet/i‐Pado Shouldbeaccessiblefromanytime,anywhere.

3.5.16. DashboardandMISreportsfacilitytobeprovided.

3.5.17. KnowledgeRepositoryTheKnowledgeRepositorywillenablethedepartmenttostoreandmanagealltypeofdocuments,includingHTML,imagedocumentsandmultimedia.KeyfeaturesrequiredintheKnowledgeRepositoryare:1 OnlinerepositoryofGovernmentofGujarat‐circulars,notifications,policies,schemes

andguidelinesarrangedinachronological,thematicfashionforeasyaccess.2 Provisiontopostonlinerequestsforpolicyclarification/interpretation,newpolicy

creation/amendment.3 Onlinerepositoryofclarifications/interpretationcasesrespondedinthepast.3.5.18. ArchivalofElectronicDocuments1. Thesystemshouldbecapableenoughtostorebillionsofdocumentsinrepository.2. TheSystemshallsupportcategorizationofdocumentsinfolders‐subfoldersjustlike

windowsexplorerinterface.Thereshouldnotbeanylimitonthenumberoffolderandlevelsofsubfolder.

3. The System shall provide facility to link cross‐related documents like ApplicationformandFieldreport,Grievanceandreplysent,etc.

4. Thesystemshallprovidesearchfacilitytointhesameinterface,sothatusersareabletosearchthedocumentstobelinked.

5. Thesystemshallsupportversioningofdocumentswithfacilitytowriteversion‐wisecomments.



6. ThesystemshallallowLockingofdocumentsforeditingandimportingitbackintothesystemthroughcheck‐in/Check‐outfeatures.

7. Repositoryshouldbeformatagnostic.8. Systemshouldsupportconfigurationofverificationprocessesfordifferentbusiness

types.Itshouldbeabletohandlemulti‐userenvironmentforprocessingfilesrelatedtodifferentdepartmentandsubjects.Whileprocessingafile,allthecontentslikedataand images for each transaction should be displayed to processing users andprocessingusersshouldbeallowedtoaccept,rejectorsendthefilesforreview.

3.5.19. Integration&WebServices1. ShouldbebasedonopenstandardsandhaveAPIsupportfordataimport&export.2. The System shall provide support to invocation of external programs to perform

activitiesofaprocesslikelegacyapplicationscreenfordataentry.3. TheSystemshallsupportintegrationbasedonstandardssuchasXML.4. TheSystemshall supportmessage‐basedcollaborationbasedonprotocolssuchas

HTTP,FTPandSMTP.5. TheSystemshallsupportintegrationwithSMSGateway.6. TheSystemshallsupportintegrationwithEmailServers.7. TheSystemshallprovidefullyfunctionalAPIsforIntegration.8. TheSystemshallsupportWebbasedinterfaces.9. SystemshallsupporttheAPIintegrationwithDMSandNASStoragewhichmaybe

procuredbyGovernmentforstoringhistoricaldata.3.5.20. Architecture&Scalability1. Solutionshouldhavebeenbuiltusingopen‐sourceserversidetechnologies.2. Solutionshouldbemulti‐tenancy,multi‐tier,web‐basedsolution(havingweb‐based

front‐end for users and as well as for system administrative functions) havingcentralizeddatabase,webandapplicationserverwithsupportforclustering.

3. Thesystemshouldstoreonlyindexinformationindatabasewhiledocuments,images&otherobjectsshouldbestoredinseparatefileservers.

4. SolutionshouldbecomplianttoODMA,WebDAV,CMIS,etc.5. Formatagnosticrepositorytostorecontentinmultiplefileformats.3.5.21. OfficeNoteCreation&ApprovalThisapplicationshouldfacilitatethefollowingfeatures:1. Createnewofficenotedocumentandsavingitasdraftforfurtherapproval2. Capabilityforroutingtheofficenoteforapprovaltodifferentofficials3. CapabilityforOnlineediting4. Supportforwriting&editingofficenoteinEnglish&Gujarati.5. Capabilityofrevisionhistorytracking6. Capabilityforcurrentstatusmonitoring&tracking7. Capabilityforprintingofficenotewithorwithouttracksheet8. ShouldbebasedonWorkflowandDocumentManagementSystem.

3.5.22. GOIIssue1. InitiateGOIissue2. UpdatetheGOIissues3. EdittheGOIissue4. ReplyonGOIissue3.5.23. RecordManagement



1. Solutionshouldmanagelifecycleofboth,physicalandelectronicdocumentsthroughrecordretention,storage,retrievalanddestructionpolicies.

2. Solutionshouldsupportmanagingandtrackingofphysicallocationofdocumentsifrequired.

3. Solutionshouldprovidetheconfigurablecapabilityofrecordclassificationaspertherecordkeepingstructure(FilePlan)ofdepartment.

4. Solutionshouldhaveafacilitytodefinedispositionschedule/policiesforrecord.5. Solutionshouldprovidethecapabilityforonlyauthorizedindividualstoview,create,

edit,anddeletedispositionschedulecomponentsofrecordcategories.Thecompletescheduleswouldbeaspertheorganizationalpolicies.

6. Solution should have a provision to move & track a record among users withinoffice/acrosslocations.

7. Whenrecordismovedoutofthefacility,systemshouldhaveacapabilitytocapturethetransport/courierdetail.

8. As a part of reporting mechanism of the solution, the solution must provideconfigurable and customizable reports on the Records in the selected file plancomponent such as number of records present, number of record folder, Recordcreationdate,Reportonactivitiesoftheselecteduser,ReportontheRequest/Returnactivities,Reportonoverdueitems,Reportonitemsborrowed,Reportsonrecords,whoseretentionperiodaregettingoverinspecifiedtimeandsoforth.

9. Solutionshouldprovidetheconfigurablecapabilityofrecordclassificationaspertherecordkeepingstructure(FilePlan)ofdepartment/organizationalunit.

10. Thesolutionshouldbecertified for compliancewithprovenRecordsManagementStandards such as theDoD 5015.2‐STD (U.S. Department of Defense Standard) orVERS(VictorianElectronicRecordsStrategy).

3.5.24. CircularManagementThe circulars module is used for management of circulars issued by the head ofdepartmentsforvariousgovernmentoffices.Inaddition,onecancreateanewcircular,editanexistingoneordelete/archivecirculars.

3.5.25. e‐Cabinetandfewotherimportantmeetingandsubjects.1. AppointmentofMinisters,MinistersofStates,DeputyMinistersandParliamentary

Secretaries.2. Allotment of Subjects to Ministers, Ministers of State, Deputy Ministers and

ParliamentarySecretaries.3. ConveningofCabinet/CouncilofMinistersmeeting.4. TheGujaratMinisters’ Salaries andAllowancesAct andAmendments thereunder.

SalariesandallowancesofMinistersandParliamentarySecretariesandotherrelatingWork.

5. Rules/Order of Traveling and Daily allowances of Ministers/ ParliamentarySecretaries.

6. Rules for Minister’s Medical treatment. Medical treatment bills of Ministers andParliamentarySecretaries.

7. GujaratMinister’s(MedicalAttendanceandTreatment)Rules.8. Governor’sAddress.6. Governor’sConference.9. ConveningofSecretariesmeeting.(CommitteeofSecretariesMeeting)10. MatterrelatingtoWesternZonalCouncil.11. MLAs’standingconsultativecommitteeconstitutedunderchairmanshipofHon’ble

ChiefMinister.



12. Reservation of Committee Rooms/Auditorium/Conference room & its relatingmatters.

13. PaymentofSurchargeofTelephonebillandMobilehandsetbillforMinisters/StateMinisters/DeputyMinistersandParliamentarySecretaries.

14. IssueofFax‐WirelessMessageofProgammeofoutofStatetourofMinisters/StateMinisters/DeputyMinisters.

15. Air traveling ticket booking and cancellation of Chief Minister, Ministers/StateMinisters/ Deputy Ministers and Parliamentary Secretariesand officers and othergovt.functionaries.

16. Matters relating to purchasing of books/magazines for Chief Minister, Ministers/StateMinisters/DeputyMinistersandParliamentarySecretaries.

17. AllmattersrelatingtosumptuaryallowanceplacesunderdisposalofChiefMinister.18. DisposalofAuditparasraisedwithrespecttothealltypeofBillsofEx‐Ministers.19. Mattersrelatingto(H.O.R.)HighofficialreservationforMinisters.20. IssueofformsforRailwaytravelH.O.R.&ExchangeOrderformsforAirTravel.21. Legislativeworkrelatingmattersmentionedabove.22. MattersmentionedaboverelatingtoGovernor&hisadvisorduringPresident’sRule.23. Activities tobedonebyG.A.D. relating to council ofMinisters over and above the

mattersmentionedabove.24. PaymentofSumptuaryBillreceivedfromHon’bleChiefMinister’sOffice.25. ActivitieswithrespecttopersonalmattersofEx‐ChiefMinistersasbeingundertaken

towithrespecttomembersofcouncilofMinisters. 3.5.26. CMOAppointmentSchedulerandTracker

CMOreceivesvariousprogrammes/eventsrequestsondailybasis.Theseprogrammes/eventsmaybebroadlycategorizedinfollowingcategories:1. Meeting2. Inauguration3. CulturalFunction4. PublicRally5. RoadShow,etc.

Suchprogramme/eventrequestsreceivedinformof1. Letter2. Email3. InvitationinPerson4. SMS5. RecommendationfromMinister/respectivedepartments6. PhoneCall

Further,basedontheobjective,thesemayalsobetaggedas1. Political2. AdministrativeThesystemshouldhavefacilitiestocapture/Key‐in1. Demographicdetails of theprogramme/event such as,Date, location, invitee

(institute/organizations/Individuals,numberofattendees,approx.crowd),2. Stage arrangement (Seating Arrangement) for future reference (with

photograph)



3. Feedback of the said programme/event with necessary comments/remarks(InitiallybytheCMOofficials.Infuture,maybegiventootherofficials)

4. MoM(Officialsshouldbeabletocapturedigitalnoteduringthemeetingheldby/withHon’bleCMwithhelpofTab/iPad/Android)andotherdocumentsasmaybeapplicablefortherespectiveprogramme/eventforfurtherfollow‐up.

Forclosemonitoring&tracking,CMOdesirestohaveastateoftheartInformationSystemequippedwithvarioustypeofreports,suchas,butnotlimitedto,

1. Requests for appointment Approved / Rejected for a duration bySpecificindividual/group

2. DistrictwiseNumberofprogrammes/eventsingivenduration(e.g.,from01st–31stJan,2018)

a. NumberofAdministrative/Politicalprogrammes/events(withrespectivedocumentslikeMoMforfollow‐up)

3. District wise Type of programmes in given duration (Political /Administrative)

4. FeedbackAnalysis5. AnyotherreportasmayberequiredbyCMOfromtimetotime.6. Thisisjustanindicativelist.Ithastobecustomisedinmobileappas

perCMO’srequirement.

3.5.27. LAQManagement5. CapabilitytocapturetheQuestionsfromAssembly/Parliament/Auditagencies

and allow the personnel to assign selected query to the respective officerssimultaneouslyforresponse.

6. Capability to alert the department officials through email, dashboard alerts,automated SMS messages with reminders on deadlines for query responsebeforetheduetime.

7. Capabilityforgeneratingconsolidatedresponselettercompilingtheresponsesfromeachofficerinpre‐definedformat

8. Capabilitytorecord/update/closethestatusofLAQ.9. CapabilitytoreopenaLAQwhichwasinappropriatelyaddressedandclosed10. ShouldbebasedonWorkflowandDocumentManagementSystem.

3.5.28. MP/MLAReferences1. CapabilitytoInitiatetheMP/MLAreference2. ProcessingofMP/MLAreferences3. ReplyonMP/MLAReference

3.5.29. EntryPassManagement1. RequestingforVisitorpasstoNewSachivalayabymobileapp,SMS,etc,2. Approving/rejectingofrequest.3. Onlineverificationofvisitor

3.5.30. AppointmentScheduler1. Appointmentmanagementofofficials/Ministers2. Managetheschedule/appointments3. PA/PStomaintainthescheduleofseniorofficers4. Helpstoreplacetheexistingphysicalscheduler

3.5.31. AuditParas



1. InitiationofAuditParawiththeabilitytoenterdetailsanduploaddocuments.2. DraftingReplyofAuditPara3. WorkflowbasedreviewandapprovalofAuditParareply

3.5.32. Legal/Case Management module would deal with tracking and

managementofcourtcaseswhicharerelatedtothedepartment.KeyfeaturesrequiredintheLegal/CaseManagementsystemare:1. CapabilitytoCreateaCourtCasefilewhichwillincludevariouscasedetailssuchas

Caseno, CaseType,Date of Filing, Casedetails, CourtOrderdetails,Hearing date,Orderdateetc.

2. CapabilitytoaddvariousdocumentsintheCourtCasefilerelatedtothecase.3. CapabilitytoTrackcourtdates,hearingdatesetc.(MIS)4. Capabilitytoprovidealertsfortheupcominghearings.5. CapabilitytoCross‐referencealldatesforonecase,oneclient,oneattorney,agroup,

ortheentireoffice.6. CapabilitytogeneratetheCaseDiaryhavingcompletedetailsandhistoryofthecases.7. Capabilitytoprovideamechanismforanalysisofworkflow,casestatus,andtypesof

casesopenedanadclosed8. Capabilitytomaintainanaudittrailofentriesandchanges.9. Capabilitytocapturenotesheetwiththecourtcasefiles.10. Realtimereportonlab‐wisependingcasedetails11. Onlinerepositoryoflegalcasesforfasterretrieval.12. ShouldbebasedonWorkflowandDocumentManagementSystem.13. Shouldbeinastatetofullyintegratewiththeexistingcourtmanagementsystemof

GoG.

3.5.33. RTIManagementIt is a process pertaining to providing information to people.A lot of times the sameinformationissoughtbydifferentpeople.Insuchcasestheautomatedprocessfollowstheentireinformationsharinglife‐cycleinacostandtimeeffectivemanner.Throughouttheprocess information is collectedandsharedwithin theorganization ina seamlessmannerandmaintainedinaknowledgerepositoryforfuturereference.

3.5.34. AssetManagement,CondemnationandDeadStockManagement1. InawardingtheassetsofDepartment/Office2. Managingtheasset,thedistributions3. Keepingtherecordofpaymenthistory4. GenerationtheBarcoded/QRcodeddeadstockno.sticker5. Linkagewithworkorder/purchaseorderassetno.andregistercondemnationorder,

deadstockregister.3.5.35. AwardManagement:ManagingtheawardreceivedbytheStateGovernment

3.5.36. ProjectandContractManagement1. ItshouldbefullycustomizablefordifferentdepartmentlikeR&B,Watersupply,GIL

DSTandvariousotherDepartments.Belowarefewindicativeexpectations;2. TheSystemtohavevariousstagesofapprovalsforalltheproposedprojects.These

approvals will pertain to project selection, budget approvals, vendor selectionincluding technical and financial evaluation, SLA andmaintenancemilestones andapproval for project closure. It should be linked with IFMS, nprocure and other



paymentgateway. Itshouldprovideforonlinesubmissionofinvoiceandpaymentrequestbyvendor.

3. The System should be flexible to define approval stages and criteria for differentprojecttypes

4. Facilitytocreatenewproject/reviewexistingprojectwithcriticalinformation’slikeactivity/tasklistswithtargetdatesandfinancialresourcerequired

5. Ability to track and analyze Project Schedule, Costs, Materials, Equipment andServices

6. Abilitytorecord,manageandreportDataforallProject‐relatedTransactions7. Facility to record periodic Progress Information from Weekly / Monthly Project

Reports(MIS)8. Facilitytoidentifyprojectmilestonesandtargets9. Abilitytodefinesub‐projectswithinaproject10. Abilitytoanalyzeindividualprojectsbycomparingprojectplansagainstprogressand

produceexceptionreports(MIS)11. Provision to select multiple projects based on selection criteria and display

any/specifiedstoreddetails12. Reporting facility through which users can define and develop reports related to

singleormultipleprojects13. WorkBreakdownStructures(WBS)tostructureprojectshierarchicaland/orusing

networktechniques.Milestonesanddocumentstomarkprojecteventsappropriately.14. Costs actually incurred are posted directly to project (and its linkage with

measurementbookandSoRandCost)15. Systemprovides various standard reports for real‐time reporting of financial and

logisticprojectdata16. Abilitytocapture,computeandreportreal‐timeactuals(e.g.costs,effort,schedule

statusimage)17. Abilitytoaggregatecost,effort,andscheduledataacrossprojects18. Abilitytocalculateperformanceratiosmanuallyorautomaticallyatspecifiedpoints

intimeoratprojectmilestones19. Abilitytoprovidedashboardviewofstatusofallprojectswithabilitytodrilldown.20. Ability to compute/display estimates of remaining work (hours to completion,

percentofwokcompleted,end‐dateforecasting,etc.)21. Abilitytoprovidecomparisonofactualvs.plannedprogresswithvarianceanalysis,

alerts,andrule‐basednotification.22. Abilitytoprovideprojectreporting/forecastingaccordingtogovernmentcontracting

requirements(e.g.,earnedvalueanalysis).23. Abilitytouseprojectstatusandprojectforecaststoupdatefinancialbudgetforecasts.24. FacilitytorecordvariousCostDataforaproject(suchasbudgetamount,expenditure

todate,costtocompletion,costestimateofchanges,etc.)25. Facilitytorecordprojectallocations,advancedpaymentandbankdetails26. Facilitytomarkprojectsforarchivingonceallthecostshavebeenpaidandproject

completedFollowingarethedepartmentalfunctionalitieswhichwereusedinexistingIWDMSwhichmay be developed in IWDMS 2.0 as per departments latest& upcomingrequirementwhichneedstobecollectedafterworkorderisgiven.Sr.No DepartmentName ApplicationList1 Development

CommissionerateDDODiary1:No.ofvisitsatVillageandTalukaVillageInspection



Sr.No DepartmentName ApplicationListReceiptVerification:RevenueReceiptVerification:PanchayatTaxPendingPensionCasesAppeals

2 DevelopmentCommissionerate

DDODiary2:AuditParas:AccountantGeneralAuditParas:LocalFundParasForDistrictPanchayatAuditParas:PhysicalVerificationAuditParas:DcOfficeInspectionParasGovernmentDues:LandRevenue


DDODiary3:GovernmentDues:EducationCessGovernmentDues:OthersTax&FeesCollection(forGP):LightTaxTax&FeesCollection(forGP):HouseTaxTax&FeesCollection(forGP):SafaiTaxTax&FeesCollection(forGP):OthersTax


DDODiary4:SardarAwasYojana:PlotAllotmentSardarAwasYojana:CurrentYearProgress(2005‐06)SardarAwasYojana:SpilloverWorksof2004‐05SardarAwasYojana:SpilloverWorksof2003‐04SardarAwasYojana:SpilloverWorksof2002‐03


DDODiary5:PanchayatGhar‐cum‐TCSQtrsschemeEncroachment,DetailsofCitizenchartersCasesforemployementtoDependentCadrecasesforinterdistricttransfer


DDODiary6:Detailsofimportantcases/papers(vigilancecommission)Detailsofimportantcases/papers(KhatriSamiti)Detailsofimportantcases/papers(JansamparkRefofCM)Detailsofimportantcases/papers(HonourableMinisterReference)Detailsofimportantcases/papers(MP/MLAReference)InquiryTDO


DDODiary7:DetailsofPreliminaryinquiriesclassIandII(otherthanTDO)DetailsofPreliminaryinquiriesclassIIIandIVCourtCasesGramSabha(forthecurrentfinancialyear)CentralAssistanceaccordingto12thfinancecommissionStatementshowingthedetailsofL.F.AuditRecovery


DDODiary8:NoofVacantPostsofClass‐IandIIofficersinPanchayatSuspensionofPresident/Vice‐PresidentofTalukaPanchayatUnderSection73



Sr.No DepartmentName ApplicationListRemovalofPresident/Vice‐President/MemberofTalukaPanchayatUnderSection71RemovalofSarpanchUpsarpanchMemberofVillagePanchayatUnderSection57SuspensionofSarpanchUpsarpanchMemberofVillagePanchayatUnderSection59

9 EducationDepartment

ClassStatisticsDetail


MonitoringofNirmalGujaratDriveinSecondaryandHigherSecondarySchools


NOC‐ ReasonOfAvailability


NOC‐ StandardandSubjectApplication


NOC‐ Standard WiseWorkLoadDetailsApplication


NOC‐ StudentandClassDetails


NOC‐ TeacherDetailsApplication


NOC‐ TeacherWorkload Details


NOC‐ WorkloadEntryAApplication


NOC‐ WorkloadEntryCApplication


SchoolStatisticsDetail


StudentStatisticsDetail


TeacherStatisticsDetails

24 Energy&PetrochemicalsDepartment

ApplicationforAnalysisoftheElectricitySupplyStatusintheState


ApplicationforMonitoringoftheEnergySupplyStatusintheState


GeneratingvariousGraphicalReportsforMonitoringoftheElectricitySupplyStatusintheState

27 HomeDepartment ActionsuggestedbyGVConEnquiryReports(Department/Board/Corporationwise)

28 HomeDepartment ActiontakenbyDepartment/Board/CorporationunderIPCandPCActforrecommendationgivenbyGVC

29 HomeDepartment Actiontakenbydepartments/Board/CorporationsonrecommendationsofGVC



Sr.No DepartmentName ApplicationList30 HomeDepartment ActiontakenbyGVConComplainsReceived

(Department/Board/Corporationwise)31 HomeDepartment Actiontaken/SuggestedbyGVConReferencecases

received(Department/Board/Corporationwise)32 HomeDepartment CasesReceivedforofficersandgovernmentservants

duringmonthoftheirRetirement(Department/Board/Corporationwise)

33 HomeDepartment ComparativestatementofComplainsreceivedinlastfiveyears

34 HomeDepartment DetailsofAccusedOficer/StaffReccommendedbyGVC

35 HomeDepartment DetailsofActionandFinalOutcomeofcases36 HomeDepartment DetailsofactiontakenonActionrecommendedbyGVC

(Department/Board/Corporationwise)

37 HomeDepartment Detailsofdelayofretirementcases38 HomeDepartment EnquiryofComplains40 HomeDepartment EstablishmentofGPSOfficers‐ PostingInformation41 HomeDepartment EstablishmentofGPSOfficers‐ SuspensionDetails45 HomeDepartment EstablishmentofIPSOfficers‐ CourtCaseDetail46 HomeDepartment EstablishmentofIPSOfficers‐ DeputationDetails48 HomeDepartment EstablishmentofIPSOfficers‐ IPSTransfer52 HomeDepartment EstablishmentofIPSOfficers‐ PersonalInformation53 HomeDepartment EstablishmentofIPSOfficers‐ PostingDetails54 HomeDepartment EstablishmentofIPSOfficers‐ SuspensionDetails55 HomeDepartment EstablishmentofIPSOfficers‐ TrainingDetails56 HomeDepartment PendingPreliminaryEnquiryCases(Department/

Board/Corporationwise)

57 HomeDepartment PunishmentorderedbyDepartment/Board/CorporationwiseagainstrecommendationmadebyGVC

58 HomeDepartment RecommendationbyGVCunderIPCActandPCAct(Department/Board/Corporationwise)

59 HomeDepartment RecommendationbyGVCforCriminalProcedureunderIPCandPCAct(Department/Board/Corporationwise)

60 HomeDepartment RecommendationsbyGVC61 HomeDepartment ReferenceCases62 HomeDepartment ReferencecasespendingwithGVCforfurtherDetails

(Department/Board/Corporationwise)

63 HomeDepartment Reportshowing2ndstageConsultancyDetail(Department/Board/Corporationwise)

64 HomeDepartment TrackingofNHRCCases‐ Complaints65 HomeDepartment TrackingofNHRCCases‐ CustodialDeath66 HomeDepartment VC‐ AccusedDetails67 HomeDepartment VC‐ ApplicantDetails



Sr.No DepartmentName ApplicationList68 HomeDepartment VC‐ ComplainApplicationReceivedandActionstaken

duringtheCurrentYear

69 HomeDepartment VC‐ RecommendationdetailsbyVigilanceCommissioner/Secretary/ChiefEngineer/US

70 HomeDepartment VC‐ ReportReceived/Trackingdetails71 HomeDepartment VCComplainerReport72 HomeDepartment VCReport73 HomeDepartment VigilanceCommission‐ Detailsof

Corresponence/Decision74 Narmada,Water

Resources,WaterSupply&KalpasarDepartment

Fortnightlyprogressreportforirrigation

75 Narmada,WaterResources,WaterSupply&KalpasarDepartment

MonitoringprogressofLandAcquistion,RehabilitationandResettlementoftheproject

76 Narmada,WaterResources,WaterSupply&KalpasarDepartment

WorkingrelatedtoAppealsregrdinglandacquistionCourtCases(Hon.Highcourt/supremeCoourt)

77 RevenueDepartment MonitoringofStaterainfall78 Science&Technology

DepartmentGSWANConnection

79 Science&TechnologyDepartment

SICNTelephoneFacility

80 Science&TechnologyDepartment

VideoConferencingRequest

3.6. IntegrationScopeIntegrationwithCommonServicePortal IntegrationoftheCommonServicePortalforCitizenCentricServices CitizencanapplythroughCommonServicePortalandthecorrespondencecanbe

convertedinfileforfurtherapproval CitizencantackthestatusIntegrationwithHRMS. PersonalInformationsystemofHRMS PrivilegeoftheuserwillbebasedonHRMSIntegrationwithSWAGAT IntegrationwithSWAGATtosubmitthegrievancesforCitizen. AssigningtheGrievancestoDepartment/HoDandotheroffices. ProcessingoftheGrievances.

ReplyonGrievances. Linkinggrievancestoapplicablecorrespondingfile,ifany.

IntegrationwitheCourt IntegrationwitheVidhan



Integration with any other existing/upcoming/futuristic departmentalportal/applicationsofGovt.ofGujaratduringthetenureofthecontract.

IntegrationwithIFMSandn‐Procurement IntegrationwithSevaSetu&PragatiSetu3.7. Operation&MaintenanceSupporto The SP has to provide the operation & maintenance for the period of 8 years

Resolutionoferrors/bugs(ifany),softwareupdates,patches,changesinthesoftwarethatmaybenecessaryduetolegal/statutory/GR/AnyACTetc.changes.

o Ongoingtechnicalsupportforapplicationo FineTuningupdates/patchesreportingo Fixinglogical/run‐timeerrorsintheapplicationso Development,TestingandImplementationforBug‐Fixeso Generatereportsonchangesmadeinapplicationso Generatereportsonchangegiventosupportteamo Systemadministrationanddatabasemanagementsupporto Developmentofnewapplicationreleaseo Deploymentofnewapplicationonproductionserverso SynchronizetheapplicationreleaseinallapplicationserversofDST,andFarDRo Maintainingchecklistforthestatusofdeploymentonallserverso Monitoring&ReportingServer/SystemperformanceBiddershallsetupcentralizedhelpdeskatDST(Gandhinagar)tologcomplaintsoftheusers and issue the log ticket number and communicate the correctivemeasure. Theservicemanagement/supportrequestmodule/toolshallbeprovidedbytheSP.SPshallprovide Customer support interface with online, telephone and on‐site support, andotherdeliverablesasdescribedbelow.ThespaceforhelpdeskfacilitywouldbeprovidedbyGovt.ofGujarat.Thescopeofservicestobeofferedbybidderisdetailedbelow: Providewarranty/on‐sitemaintenanceproduct,softwarethatshallbesuppliedand

installedunderthisprocurementthroughouttheperiodofcontractasperSLAandalsoprovidewarrantyexecution/onsitemaintenanceoftheDatabaseS/W.

Undertake Performance Tuning and ensuring optimum performance of theequipmentsupplied.

ThesupportcoverageshallbeaspertheservicewindowmentionedintheSection–“ServiceLevel”.

Providemanpowerforoperations,maintenanceandonsitewarrantysupportofalltheexistingandsupplieditems.

Bidder is required to propose the required compute power, storage and otherrequirementtohosttheIWDMS2.0applicationatPrimarySiteandDRSiteSeparately.The payment for DR Site will be applicable only once DR Site will be ready andoperational. The necessary compute infrastructure will be provided by Govt. ofGujarat.

Recently,Govt.ofGujarathasdone theprocess forSelectionofAgency forSupply,Installation, Commissioning and Support of CloudEnabled Infrastructure atGSDC,Gandhinagar on behalf of Department of Science & Technology, Government ofGujarat.TheinfrastructureandenvironmentdetailsisavailableinSection4ofthisRFP.TheIWDMS2.0willbehostedonthiscloudinfrastructure.Forstorage,EMCVMA200Kstoragewillbeprovided.



Aspartoftechnicalbid,thedetailBoMrequirestobeproposedasbelow:

ForSizingPurposeonly:*Concurrentusers(Transactingusersduringthesamesession):10,000a. Documentviewer:500mssecondb. Filelinkopen:1secondc. Accepting,processingand renderingoutputof amultiplevariableMIS&DSS

system–4variabletask:3secondsd. 100MSlatencyaspartofnetwork.Bandwidth:1Mbps

o Departmentwillprovidethevirtualization/cloudenvironment.Bidderhastoprovideproposedbillofmaterialinthefollowingformatinthetechnicalbid.

BillofMaterialforHardwareSr.No. *Description vCPU RAM HDD

SpaceQuantity Remarks,

ifany

*Description:requiredDBservers,appsevers,reportingserversoranyotherserver(for production, testing development etc), equipment required for running theapplicationatDCandDR1physicalcore=2vCPU

a. BillofMaterialforSoftwareSr.No. *Product

DescriptionUnitof

MeasurementLicensesquantityforDC

LicensesquantityforDR

Remarks,ifany

*Description:RequiredallthereadymadesoftwareincludingOSandDatabase,App,Web,BIetc.forDCandDR

Concurrentusersmean“thoseuserstransactingduringthesamesession.”

InStateDataCentreandDRSitetherequiredcomputeinfrastructureandstoragewillbeprovided. However, bidder has required to quote, supply, install and maintain therequiredOS,Databaseandothers/wlicensesprovidedbybidder.Consideringthe8yearsof growth ifmore compute infrastructureandstoragewillbe required than itwill beprovidedbyDepartment.However,theincremental licensesoftheOSandDatabaseisrequiredtobesuppliedandmaintainedwithrequiredATS/AMCbybidderduring8yearsofO&Mperiodaspartofthisbid.ThebidderhastoenvisageincrementallicensesandAMC/ATScostandthequoteforthesameinfinancialbid.TheDRshallbe25%ofDCintermsofresourcecapacity(sizing).Itshallbeactive‐passiveandpassiveactivesetup.SPshouldproposeasolutionwheretheRecoveryPointObject(RPO)shouldnotbemorethan5minutesandRecoveryTimeObjective(RTO)shouldnotbe more than 120 minutes. The DC and DR Site should work as Active‐passive and



passive‐active.Thedatalossshouldnotbemorethan5minutes.TheDRlocationmaybein Delhi or Hyderabad or some other place. The DR environment will also be cloudenvironment.TechnicalDetails: Applicationtype:Threetiermobile&webbasedapplication TechnologyPlatform:‐OpenStandards(Opensource/Commercialproduct) BackendTechnology:‐OpenStandards(Opensource/Commercialproduct) DatabaseTechnology:‐Opensource/Commercialproduct ServerOSSupport:Windows,Linux&Environment PresentationLayer:Thefrontendremainsthefrontfaceofanyapplication;henceit

mustbedesignedconsideringtheutmostpreferencetotheenduserandstakeholdersusingthedifferentfunctionalitiesoftheapplication.Thus,theproposedsolutionisexpectedtomakeuseoflatestframeworks/technologiestodesignthefrontfaceoftheapplication.

BusinessorServicesLayer:WhilethePresentationLayerwilltakecareofthefront‐endfunctionalitiesandUI,thebusinesslogiclayerwillcontainthebusinesslogicandrulesgoverningtheapplication.ItisimportanttonoteherethatakeydesignprincipleforGujaratIWDMS2.0applicationistoensurethatthearchitectureismodular,whichinturnwouldrequirethatallmajorbusinesslogicbeessentiallymaintainedintheBusinessLogicLayer,andnotinanyotherlayers.

Akeyconsiderationwhileimplementingthebusinesslogicwillbethattheseshouldadaptabletofrequentchangesinthebusinessprocessgiventhedynamicnatureofthe regulations governing entities and associated stakeholders’ bodies. Hence, thedevelopment should be done in a way that changes may be implemented in theshortest possible time, and with minimal changes to the application code. TheWorkflows should be enterprise and flexible enough to allow upward flow anddownwardflowofprocessesandinclusionofnewactorswhichcanbedonethroughchangesinconfiguration.Allthesefactors‐dynamismofbusinessrequirements,needformulti‐agentandcomplexworkflows,highfrequencyofbusinessprocessesgettingexecuted, involvement of multiple stakeholders in a business process/ workflow,would require a Business Process Management in the overall architecture of thesolution.

BusinessRule Enginemay be leveraged to create parameterized and configurablebusiness rules, eliminating need to do code level changes for every change.Irrespective, any logic developed for this application should adhere to the designprinciples,andshouldideallybeanaggregationoflooselycoupledservices.

It should support easy workflow configuration, its maintenance, and need basedmodification,additionalterationofthestepsandsupportprocessmodellingbasedonBPMN2notationstandard.

The proposed solution should provide business rule engine and a managementplatform.Usersshallbeabletomodifythebusinessrulesonlinewithoutanyneedofdeployment.

Systemshouldhavecomplexdatamanagementcapabilities. Integration Layer: Integration development must be able to support a business

environmentwhichrequiresfastresponsetimes.So,theIntegrationLayershouldbedevelopedonaprovenIntegrationBus/APIPlatform.

ItshouldSupportisprovidedforbuilt‐inanduser‐definedpatternstechnology. DocumentManagementSystem:InagovernmentapplicationlikeIWDMS2.0,itmust

dealwithlotsofdocuments&contentsacrossvarioussectionoftheoverallIWDMS



2.0application.Henceitisnotjusttheholdingthecontentatoneplace,butitisalsohoweffectivelythecompletemanagementofenterprisecontentfromitscaptureanddisposition. Thus, delivering contextual information to business stakeholders forimproved collaboration, smarter decision making and enhanced customersatisfactionisofprimeimportance.

Theapplicationshouldbeabletohostonx86platform.TherequiredcomputepowerandstoragewillbeprovidedinSDCbyDepartment.

Theapplicationshouldbecompatiblewithanyopenstandardtechnology.ThebidderhastoquoteandsupplyanyOSanddatabaseonopenstandardtechnologywith8years of AMC/ATS support. The bidder has to envisage incremental licenses andAMC/ATScostandthequoteforthesameinfinancialbid.

Incaseofbidderisofferingopensourceproducts,thesupportfromaproductvendorshouldberequiredandbidderhastogivecomplianceonthesame.

Bidder should provide a mobile app which must provide all the requisitefunctionalitiesfromwebinterfacefunctionalitieswhicharefeasibletodeliverfrommobileappinallthe3versionsofmobileOS,viz.,Android,iOS&Windows.

ThemobileappshouldbecompatiblewithlatestOSand2earlierversionsofOSandall future versions on each platform i.e. Android, Window and iOs. Example: ifcurrentlyAndroidversion8isrunning.Themobileappshouldbecompatiblewithandroid6,7and8andallfutureversions."

N. nos. of reports which is generated by system should be available onMobile/Tablet/i‐Padalso.Thesystemshouldworkon100%onlinemode.

Theapplicationshouldrunonallmajorbrowsers like InternetExplorer,MicrosoftEdge,GoogleCrome,MozillaFirefox,Safari,Operaandmobilebrowseranditshouldbecompatiblewithlatestand2earlierversionofbrowserandallfutureversions.

Shouldhavefollowingfeatures:o Supportfordistributeddatabasesandstorageo Supportfordatabasereplicationo Supportforwebenabledapplicationso Supportfordatawarehousingo Networksupportforawiderangeofprotocolso Portabilityofdatathroughimport/exportprocedureso Should support all features of partitioning to improve performance and

simplifymanagementofverylargedatabaseenvironmentso ShouldbeabletosupportBackupforhotbackupandrecoveryatenterprise

levelandeliminateanyriskofdataloss. The application developer/software provider should ensure that the proposed

application architecture & offered solution including software or any other toolshouldbelatestandshouldnotbeendofsupport/endofsalesduringthe8yearsofO& M period. Bidder has to provide the latest version of application, latest majorupgrade/alternate productwith all relevant customizationwithout any additionalcosttoGoG.Theundertakinghastogiveforthesamebybidder.

Theproposedsolutionshouldbeonopenstandardandcompatible/inter‐operablewithothertechnologysothat,thereshouldnotbeanyproprietarylockinsituationduringthe8yearsofO&Mperiod.

Aftercompletionof8yearsandatthetimeofhandover‐takeover,SPhastoprovidetheapplicationwithlatesttechnologyversion,updateandupgrades.

Every6months,Bidderhastosubmitthedocumentationincludingsourcecode,codestructureandarchitecture.



3.8. DevelopmentandO&MTeam

3.8.1. BiddershallproposethedevelopmentTeamforprojectasfollow(thecostofthesamehastomentioninpart1offinancialbid:

Bidder shall proposedevelopment teamwith efficient resource todevelop/customizeIWDMS2.0inprescribedtimeline.Thedeveloperteamresourceswillbebasedonsiteatlocation/premisestobeprovidedbyGovernmentofGujarat.onsite3.8.2. Bidder shallpropose theOperationandMaintenance team forprojectas

follow(costofthesamehastomentioninfinancialbidpart5and6):Aftertherollout,theserviceprovidershallkeepvarioustypesofresourceteamatsiteindicatedinthisRFPortheplaceearmarkedfordevelopmentinpara3.7.1duringtheentiredurationofO&Masfollow:a. ContinuousDevelopmentandO&MTeam1ProjectManager+5Developer

Team).1. One Project Manager (PM) with (ICT Graduate(BE/B.Tech(CE/IT/EC)/MCA/Msc.IT + MBA/PG in management/PMP withminimum10yearsofexperienceanddomainknowledge).PMwillheadofthetechnicalteamandco‐ordinatethedevelopers,centralO&Mteam,supportandhandholdingteamandGovernmentdepartmentsandvariousoffices.2.Fora.Continuousdevelopmentprocessofapplication,ateamof5developerswithminimum5yearsofexperienceindevelopmentofsimilarapplicationorinsame solution (in case of COTS solution), headed by Project Manager withminimum10yearsofexperiencewillbeprovided.

b. To support the technical support for hardware/software, mobile app, webinterface including applying patching, OS updation, antivirus updation, DBManagement, take new requirement, a Central Site O & M Team of SystemAdministrator,System/BusinessAnalyst,DBA,SecurityExpert,MobilityExpert,BIExpertetc.withBE(CE/IT/EC)/B.Tech(CE/IT/EC)/MCA/M.Tech in IThavingminimum4ormoreyearssofexperienceintheirrespectivefield.

c. Hand‐holdingSupportTeam

1. The bidder has to deploy at least 3 resources having at least 2 year ofexperienceofITCallCentreonsiteduringprojectperiodforbetterexecutionandmonitoring of the project. The resources should be well trained about thisproject,clientproblemresolutionandguidance.Thehelpdeskserviceshouldbeavailablefrom9:00a.mto7:00p.mhrsandasandwhenanycritical issuearises,oncall/onsitesupportneedtobeavailableanytime.The call logs details need to bemaintain in an online system. Periodic clienthelpdesk agent calls should be recorded to monitor the quality of grievanceredressal(10Callspermonthperhelpagent.Thisvaluecanchangesolelyatthediscretionofgovernmentwithoutanyclauseorcondition)2. To provide the hand‐holding support, the SP has to depute 35 technicalresourcesinitiallyfor25000users.Aftereveryincreaseof500users,theSPhastodeployadditionaloneresource.Thepaymentofadditionalresourceshallbemadeaspertheman‐monthratefinalizedTheseresourceswillbehelpinghandtothatlocationandthatsubordinateoffices.Theywillresolvetheissuesofusersandalsoprovidethetrainingonanynew/existingfunctionality.



The manpower for O & M support of the application should be at leastBE/B.Tech/MCA graduate and having 2 years of experience inhandholding/Operation & Maintenance support of IT software/application.Theyshouldbewelltrained.

IntheOperationandMaintenancePeriod,thebidderisexpectedtocarryoutchangethatisrequiredduetochangeinfunctionalitiesorneed,Act,Rule,GRetc.duringthe8yearsofOperationandMaintenanceperiodwiththehelpofabovementionedteam.NoadditionalpaymentwillbemadeduringO&Mperiod.

Theentireteamhastodeployat100%onclientsitebyserviceprovider.Bidderhas to deploy same type of resources inO&M phasewho haveworked indevelopmentphase.Departmentof ScienceandTechnology,Govt. ofGujaratmayincreaseordecrease theno.ofresourcesrequired forhandholdingontimeto timeduring the8yearsofO&Mperiod. Thepaymentwillbemadeasonactualno.ofresourcesdeployedbythebidder.

Incaseofabsenceofthemanpower,bidderhastoprovidethealternatearrangement

tocarryouttheactivities. Incasetheresourcehasresigned,thenthebidderhastoinformatleast2weekprior

tosuchresignation. BeforeassigninganyreplacementmemberoftheKeyPersonneltotheprovisionof

theServices,SPshallprovide:o aresume,curriculumvitaeandanyotherinformationaboutthecandidatethat

isreasonablyrequested;ando anopportunitytointerviewthecandidate.

Thebidderhastoensureatleast4weeksofoverlapperiodinsuchreplacements3.9. DatabaseMigration&ManagementSPshallberesponsibleformanagementofthedatabaseduringthecontractperiod.Whilerollingouttheproject,itisenvisagedthatyettobeclosedfilesofExistingIWDMSwillbemigratedinIWDMS2.0.TheSPwillberesponsibleforcapturingthatdata.CurrentlythesizeofthedatabaseofexistingIWDMSis1.75+TB.TheselectedServiceProviderisrequiredtomigratealltheexistingdataavailablewithDepartmentinthedigitizedformatoftheexistingapplicationifrequired,initscurrentdatabasetothenewsystemtobehostedatStateDataCentrefreeofcost.ThecurrentIWDMS2.0datashouldbeloadinitiallyinDatawarehouse.Thesizeofthedatabaseasmentionedabove.YettobeclosedfilesshallbemigratedinnewsystemandotherdatashallbekeptinArchivalandwillbefetchedasandwhenrequired.Thedatashouldberetainedlifetime.ThedataarchivalpolicyshallbeasperGADofficeprocedureandclassification.Duringthe8yearsofO&MperiodanymigrationactivitiesrequiredtobecarriedoutduetochangeinInfrastructure,Software,etc.shouldbedonebybidderatnoextracost.Thiswillnotbeconsideredasanychangerequest, as thiswillbecontinuousdevelopmentprocess.



Aspart of datamigration from the existing application, the selected Service Providerwouldperformthefollowingactivities:1) PreparetheDatacleaningandmigrationplanandsubmittoDepartmentforapproval.2) Ensureminimumbusinessdowntimeatthetimeofdatacleaningandmigration.3) OntheDepartment’sapproval,preparetherequisitemigrationarchitectureandthen

cleanandmovethedatatothenewtargetenvironment.4) Ensuretheaccuracyandcompletenessofthemigrateddata.Departmentreservesthe

right to verify the accuracy and completeness of themigrated data on its own orthroughitsnominatedagencies.

5) Ensuremigrationofalldataforpilotlocationiscompletedbythetimeofpartrolloutandfortheentirestateiscompletedbythetimeofstate‐widerollout.

3.10. LanguageoftheProduct

o TheproductmodulestobedevelopedbytheSPmustbesupportGujaratiandEnglishlanguages.

o Theapplicationuserinterfacewillhavetoprogramintwodifferentinterfaceformats–1.EnglishLanguageand2.GujaratiLanguage.

o For the Gujarati typing Unicode standard (shruti font) shall be used. ThenumberofsystemshouldautomaticallygeneratefromEnglishtoGujarati.

3.11. EnvisagedProjectPhases:Stage0:DiscoveryPhase The entire solutions team will be given 1 month long crash course in

understanding Government Administrative Processes that go in officeadministration. Such training will take place at Ahmedabad/Gandhinagar.OnlyinfrastructureforthetrainingwillbegivenbyGoG.Theexpenditureandfacility of accommodation, travelling, food, etc. will be exclusivelyborne/managedbythebidder.

StageI:DesignPhase Documentation of the existing processes of Workflow Automation

Management&deliveryacrossallemployees. DocumentexistingprocessesLevelsofGovernmentProcesses. Propose process Levels, based upon benchmarking / opportunities for

improvementofprocesses. IdentificationofBusinessProcessReengineeringrequirementtoachievethe

proposedservicelevels,includinglegalchangesrequiredinprocesses. Documentation of To‐Be Process maps in line with the BPR proposed of

processes. DesigntheUserRequirementsSpecification. CapacityBuilding/TrainingPlan/PreparationofIWDMSManualsalongwith

BPR. SPshallensurethatIWDMS2.0musthavecompletecapabilitytointegratein

fullasandwhenrequiredwithanyofthemodulesofHRMS,IFMS,n‐procureoranyotherdepartmentalapplications.ThisstatementisequallyvalidforanyoftheassociatedGoGapplications.

PrepareSystemRequirementSpecification(SRS)forapplicationdevelopment DesigntheChangeManagementPlan DesignandseekapprovaloftheimplementationStrategyfromGADandDST

priortothecommencementoftheimplementationplan



Design&documentationofHardwaresizingandotherrequirements,networkarchitecture&otherinfrastructuralrequirements,basedonapplicationstobedevelopedandsubmitBillofMaterialtotheDSTwhichwillbeprocuredbyDSTseparately.

StageII:ImplementationPhase TheSelectedbiddershallrecommendallnecessaryITinfrastructurerequired

for this project including hardware, systems software having operatingsystem, database server, application/web server and related networkinginfrastructure and third party applications. Procurement of requisitehardwarecomponentsshallbedonebyDST.

Softwaredevelopment/customization,integration,testing&deployment.o Software components required for successfully running the solution

shouldbe latest& shouldbePerpetual innature.Open source softwareshouldbewithenterprisesupport.

o ApplicationSoftwareasperrequiredspecifications. Projectmonitoring and progress reporting to the GAD and DST onweekly

basis. Bidderhastoprovidethetest&developmentaswellasUATdatabase and

afterdecidingGoLive,theexistingsoftwarewillbeswitchedovertoIWDMS2.0.

Entiresolution’sstate‐widerolloutwillbestartedwithintimelimitmentionedaspercontractandthencompletedinayears’timeframeonceitisstarted.TheSPwillworkwithGADandDSTtodevelopprojectimplementationscheduleimmediately after the awardofworkorder andwill complete the schedulewithinamonth’stime.

DevelopmentofUATproceduresandtestcases.o Commissioning&AcceptanceTestingshall involvethecompletionofthe

supplyandinstallationoftherequiredsoftwareandhostingthecompleteapplication inGujaratStateDataCentre forcarryingout liveOperationsandgettingtheacceptanceofthesamefromGovt.ofGujarat.

o Acceptance testing shall be carried out for all the sites before thecommencementofLiveOperationsinthecentralizedlocation/departmentmutuallydecidedbetweentheGovt.ofGujaratandthebidder.

ProvidedatabasesoftwareoranyothersoftwareneedstoruntheIWDMS2.0Application.

BugfixingandincorporatefeedbackfromUsers. EndUserTrainingandgivingacopyofGADapprovedIWDMS‐2BPRmanual

toeveryuser. Rollout/ImplementationofApplicationofat‐leastonelocationmentionedin

thegeographicalscope. InterfacewithfrontenddeliverycentersforapplicationGo‐Live Application Testing through EQDC and Security audit of the application

throughCERT‐Inempaneledagency.StageIII:PostImplementation–WarrantyandSupport SP will be responsible for providing support, in terms of product support,

duringcontractperiodfromthedateofGo‐Liveoftheapplicationsoftware.



3.12. Detailsoftheactivities3.12.1. Documentation

The SP shall prepare all necessary documentation for the project, andprovidethemtotheGADandDSTforreview,approval,record,reference,etc.asmentionedinthisRFP.ThefollowingisthelistofdeliverablesintheformofdocumentstobesubmittedbytheSPinthecourseofprojectimplementation.

As‐IsprocessReportforalltheprocessesofservices. BusinessProcessRe‐engineeringreportforthealltheservicesofDST. To‐BeprocessmapbasedontheBPRreport. Business Requirement Documentation (BRD) stating all key business

processesandtheirrelevantintegration. UserRequirementSpecificationdocumentsforalltheselectedprocesses. System Requirement Specification (SRS) document containing detailed

requirementcaptureandanalysisincludingfunctionalrequirement,dataflow,workflow based on the BPR report, interface specifications, applicationsecurityrequirements.

HighLevelSoftwareDesigndocumentincludingSoftwareArchitecturedesign,LogicalandPhysicalDatabaseDesignetc.

SoftwareDesignDocument TestPlansandTestcases(includingUnitTestPlan,System/IntegrationTest

Plan) UserAcceptanceTestPlan,SecurityTestPlan,Load&PerformanceTestPlan. IntegrationPlanwithotherapplications IntegrationTestcases&resultsforapplicationsdeveloped CompleteSourceCodeofCustomization. Inspection and testing procedures manual including QA Policy as per

EQDC/Cert‐In Certified Company Test Plans and Test cases (Stress/Loadtesting, functional testing, Performance testing, Security testing, ,Configurationtesting,,)

DetailsstudyreportfortherequirementofcentralsideITInfrastructurebasedontheapplicationdeveloped.

SecurityLevelDesignDocument&implementationofSecuritypolicy ConfigurationandAccessManagementPolicy IWDMS‐2ManualinEnglish&GujaratilanguagesdullyapprovedbyGAD SystemsAdministrationManuals UsermanualsinEnglish&Gujaratilanguages InstallationManuals BPRPartwithroles,responsibilities.Timelineforimplementation,usageofe‐

Sign,Securitypolicy,Compulsiondate. PeriodicStatusandReviewReports(MIS) EscalationMechanism ExitManagementPlan FAQforconcernedstakeholders ChatbotFacilityforuserstobecreated. Documentationincludingcodestructureandarchitectureoneverysixmonths. Complete phase wise project plan, giving out micro‐level activities with

milestones&deadlines.



User & Administrative manuals, dully approved by GAD for applicationsoftware: The bidder shall be responsible for providing the same to thedepartmentintwocopies,bothhard&softcopy.

3.12.2. Training

Introducinganychangeneedstoconsidertheimpactthatchangewillhaveonallstakeholders–bothwithinandoutsidethedepartment.Itisthereforenecessary,for the SI, to formulate a change management strategy that encompasses therequirements of the end user and the employees. The SP should ensure thatchange management starts from the project planning stage and continuesthroughout the life of the project. It is essential to understand that changemanagementisnotaonetimeactivity.It isacontinuousactivitypropagatingtocomplete life of the project and touching all the stakeholders involved in theproject

TheChangeManagementPlansuggeststhekeystrategiesneededtoaddresstheaforementionedchangeimplicationshavinghighestimpact.ThedeveloperteamshallhavetoprepareadraftchangemanagementplanwhichitwillpresenttotheprojectteaminGADandDSTforapproval.AfterincorporatingchangesproposedbytheGADandDST,thedeveloperteamshalloperationalizethechangemanagementplan.Thedeveloperteamshallhavetoprepareadraftchangeplanwhichitwillpresentto the project team inGAD andDST for approval. After incorporating changesproposedbytheGADandDST,thedeveloperteamshalloperationalizethechangemanagementplan.Thebasiccontoursoftheplanhave: Trainingtomastertrainers(FivefromeachdepartmentandCommissionerate

andoffice) TrainingofsoftwaresupportprofessionalsfromGILorDST Trainingteamwhoshouldfurtherprovidecompulsorytrainingtoeachuser

for3daysatregional/DistrictSPIPACentre.TheBidderisresponsibletoprovideaminimumof7daysTrainingtoidentifiedsetofgovernmentofficialsandusergroupsontheusageoftheproposedsolution.Successful Bidder has to provide Training tools and material; space will beprovidedbyGovt.ofGujarat.

NatureoftheTrainingandsupportrequired:1 The selected bidder shall have to provide all requisite resources for imparting

trainingtoaselectedgroupofendusersfromeachofthedepartments/agencies.2 TrainingshallbeconductedatSecretariatoranyappropriategovernmentlocation.

However, it would be ‘Train the Trainer’ concept, where representatives fromdifferentdepartments,divisionsandagencieswouldbetrainedwhointurnwouldtrain individual users in the respective divisions and departments/agencies.However,in‘TraintheTrainer’concept,thereshallbeonetechnicalsubjectmatterexpertfromOEMtoresolveanyon‐the‐flyqueriesofthetraininggroup.

3 TheGovt.ofGujaratshallarrangeallrequisitetraininginfrastructurecomputers,laptops, projectors with screen and internet connectivity during the varioustrainingsbeingconductedatvariouslevels.



4 Govt.ofGujaratshallberesponsibleforprovidingtrainingspace/computerlabsforfacilitatingtheconductingoftrainings.

5 The selected agency shall provide training material, the language of trainingmaterialshallbeinGujaratiandEnglish.

6 ThetrainingmaterialshallbeinformofusermanualsapprovedbyGAD(inEnglish&Gujarati)hardcopy&Softcopyandinteractivevideotutorialswithvoiceovers.

7 Theselectedagencyshallensurethatall thetrainingdocumentationandvideosarealsoavailableinSoftcopy(usertraining,operationprocedures,visualhelp‐kitetc.)peruser.

3.12.3. HelpdeskServicesThesuccessfulbidderwillprovidehelpdeskservicewhichwillserveasasinglepointofcontactforallIWDMS2.0relatedincidentsandservicerequests.TheservicewillprovideaSinglePointofContact(SPOC)andresolutionofincidents.Thescopeofworkincludes:1 ProvideHelpdeskfacilityduringagreedserviceperiodwindowforreportinguser

departmentincidents/issues/problemswiththeproposedApplicationrelatedissues.

2 Provide necessary channels for reporting issues to the help desk. The incidentreportingchannelscouldbethefollowing:

Onlineincidentreportingfromviaweb‐login‐Phonecall SpecificE‐Mailaccount

3 ImplementaServiceCallLoggingSysteminlinewiththeseveritylevelsaspertheSLAs. Helpdesk shall log user and assign a Ticket number. Severity shall beassignedtoeachcallaspertheSLAs.

4 Trackeachincident/calltoresolution5 Analyzetheincident/callstatisticsandprovidemonthlyreportsincludingbutnot

limitedto: Typeofincidents/callslogged Incidents/callsresolved Incidents/callsopen RootCauseAnalysisforfrequentlyoccurringincidents

6 Getuserfeedbackdaily7 Analyzethecallstatistics/qualityofcall.8 Creation of knowledge base on frequently asked questions to assist users in

resolvingbasicissuesthemselves/chatbotfacility9 Escalatethecalls,totheappropriatelevels,ifnecessaryaspertheescalationmatrix

agreedbetweenthebidderandtheGovt.ofGujarat.TheescalationmatrixshallbedevelopedbythebidderindiscussionwithGovt.ofGujarat.

10 ThebiddershallprovideHelpdeskfacilityduringtheworkinghoursforreportingissues / problems with application related issues. The bidder shall provide aservicedeskfacilityandsetupallnecessarychannelsforreportingissuestohelpdesk.



4. SECTIONIV:SPECIFICATIONS4.1. AcceptanceCriteriaTheprimarygoalofTestingandAcceptancewouldbetoensurethattheprojectmeetsrequirements, standards, specifications and performance prescribed in the RFPdocument,byensuringthatthefollowingareassociatedwithclear,quantifiablemetricsfor:

accountability: Performance Availability Security Manageability StandardsandProtocols Accessibility UserFriendliness

Theprojectwouldbedesignedtomeetall functional,non‐functionalandmanagementrequirementsasmentionedintheRFPdocument.Foreachoftheprojectrequirements,thereareoperationalrequirements,deliverablesandasetofstandards,whereverapplicableasperthefollowing:

Sr.No. Component Standard1. Business Process

Management/WorkflowEngine

WFMC, BPEL & BPMN 2.0 or higherStandards

2. Document ManagementSystem

ODMA,WebDAV,CMIS

3. RecordManagementSystem DoD5105.02,ISO15489,VERS4. InformationAccess/Transfer

ProtocolsSOAP,HTTP/HTTPS

5. Interoperability WebServices,OpenStandards6. PortalDevelopment W3CSpecifications7. Photograph JPEG(minimumresolution640X480

Pixels8. DigitalSignatureande‐Sign RSA Standards and as decided by

govt.timetotimeandAadhaarenableOTPbasedeSign

9. Documentencryption PKCSspecification10. InformationSecurity ISO27001certifiedSystem11. Operational Integrity &

SecurityManagementISO17799certifiedSystem

12. Operation ISO9001Certified13. ServiceManagement ISO20000specificationsorlatest14. ProjectDocumentation IEEE/ISO Specifications for

documentation15. DataStandards All‐important dataentitiesshouldbe

in line with standards published byDIT. These can be accessed athttp://egovstandards.gov.in.



16. LocalizationStandards Localization standards, like Fontstandardsarenotified, andavailableat the DIT website. All Applicationsshould complywith these standardstoensurecommonlookandfeel.

17. Application OpenStandard4.2. PerformanceCriteriaPerformancewould be that aspect of service, which would bemeasured in terms ofthroughputand latency.Higher throughputand lower latencyvalueswouldrepresentgood performance of a service. Throughput would represent the number of servicerequestsservedperunittime.Latencywouldbetheround‐triptimebetweensendingarequestandreceivingtheresponse.4.3. AvailabilityCriteriaHighAvailabilitywouldbeakeyrequirement.Theapplicationsmustprovidedepartmentofficials with timely, continuous access to information 24X7. The log files of theapplicationsmustalsobeable toreboundor recover fromanyplannedorunplannedsystemdowntime,ensuringaminimal impactontheoperations.Availabilitywouldbethe quality aspect of whether the service is present or ready for immediate use.Availabilityrepresentstheprobabilitythataserviceisavailable.Largervaluesrepresentthat the service would always be ready to use while smaller values indicateunpredictability of whether the service will be available at a particular time. Alsoassociatedwithavailabilityistime‐to‐repair(TTR).TTRwouldrepresentthetimeittakestorepairaservicethathasfailed.

4.4. SecurityCriteriaSecurity would be the aspect of the service of providing confidentiality and non‐repudiationbyauthenticatingthepartiesinvolved,encryptingmessages,andprovidingaccesscontrol.Theapplicationscanhavedifferentapproachesand levelsofprovidingsecurity,dependingontheservicerequester.Securityrequirementssuchassinglesignon,encryptionofpasswords,logsanddigitalsignatureande‐signetc.isamust.DepartmentofScienceandTechnology’sapplicationsecuritywillbeofutmostpriority.Theformsshouldbeprotectedfromimproperdatainput,bothintheuser'sbrowserandattheremoteserver.Databasesshouldbesecuredviausername/passwordprotectionand potentially sensitive information should be secured using industry‐standardencryptionalgorithms.4.5. ManageabilityManageabilityneedstobeacrucialaspectofDepartmentofScienceandTechnology’sapplication.TheImplementationPartner‐SPhastoensurethatthesolutiondeployedhas adequate monitoring and tracking features for measuring the utilization andavailabilityofresources.Thisincludes:

RemoteMonitoringofStatusandStatisticsofallhigh‐levelcomponents Managementcapabilitytostart/stop/restartservicesandsystems Autodiscoveryofallcomponentsmanageable Autodiscoveryofallothersystemcomponents Abilitytotrackchangesinconfigurationofthesystemcomponentstohelptrack

service Systemdisruptions



4.6. Standards&ProtocolsTheprojectshouldbecompletedasper theopenstandardsandprotocolsapplied fordevelopment,hostingandmaintenanceofanautomatedsystem.The softwaredevelopedunder thisContract shall conform to theopenstandardsandwhen no applicable standard is mentioned; to the authoritative open standardappropriatetothecountryoforigin.4.7. DevelopmentCriteria

ThedeliverablecomponentsofthisRFPinclude: Aweb‐based systembywhichGovernmentofficial performday‐to‐day routine

activitieswithregardstoFile/LetterManagement. Customization/Development of comprehensive IWDMS2.0 application through

DevelopmentofCOTS/WebBasedapplicationwhichaccomplishesallthetasksasmentionedinthescopeofworkincludingtheDSSandMISreports

Thedesign,looks,andfeelsoftheUserInterfaceasapprovedbytheGADandDST. Arelationaldatabase(s)tobeusedforapplicationmanagement,sitemaintenance,

calendaringandactivities,andrelateddocuments. Asystemtocontroluseraccessprivileges.Grantedprivilegesarebasedonroles

and responsibilities including site administration and content management,calendar,activities,anddocumentmaintenance.

Monthlyorondemandreports/queriesshowingstatistics. Monthly/Quarterlyreportonproductup‐timehostedattheDataCentre

4.8. Customization/DevelopmentofApplication

The Customization/Development of Application must be done as per globalindustry standard environment. The bidder must justify the choice ofdevelopmentenvironment.Thesoftwaremustbedevelopedandhostedutilizingindustry standard. The bidder must list all tools to be used to develop andmaintainthesoftware,aswellasthehostingplatformhardwareandsoftware.

4.9. DevelopmentControlThebiddermustuseallreasonablecaretoprotect the integrityof theproductduringdevelopment. Use of a version and library control tool is desired. The bidder mustdescribethedevelopmentenvironmenttobeused.4.10. ProjectManagement&ProjectPlanThebiddermustprovideanexperiencedProjectManagertooverseethedevelopmentoftheIWDMS2.0softwareapplicationsandshouldserveasprimarypointofcontactfortheDepartmentofScienceandTechnology.ThebiddermustfollowanestablishedProjectManagementmethodologyconformingtothebestpracticesoftheProjectManagement.Thebiddermustdescribethemethodologytobeused.During the Technical Presentation, the biddermust provide the GAD andDSTwith adetailedProjectPlanforthedevelopmentoftheDSTapplication.ThisProjectPlanmustinclude at minimum the Project Charter, a work breakdown structure showing allproposedmilestonesanddeliverables,andalistingofallprojectissuesandrisks.



4.11. StatusReportsThebiddermustprovideweeklystatusreportstotheDSTduringthedevelopmenteffort.ThesereportsmustbesubmittedbycloseofbusinessoneachMondayandmustreflectstatus against the Project Plan as of close of business on the previous Friday. AnyfalsificationofthesestatusreportsorfailuretoinformtheDSTofissuesimpactingthedeliverablesortimeframeoftheprojectmayresultincancellationofthecontract.4.12. VersionControl&BugFixingThebiddermustmakeanymodificationsnecessaryforthedurationofthecontracttoensurethatthesystemiscompatiblewithcurrentandsupportedversionsandreleasesoftherelevantoperatingsystemandothersystemsoftware.4.13. HostingCriteriaThebiddermustworkwiththeGADandDSTtoprovideadetailedimplementationplan,includingbutnotlimitedto,orderlyprocessof inventory,versioncontrol,andloadallapplicationmaterials,assignmentofuserrightsandsecurity,andverificationofcorrectfunctionality.ThebiddermustpresentanimplementationplantotheGADandDSTfortheirapprovalbythebeginningofthetestperiod.ItisproposedthattheproductwouldbehostedinStateDataCentre,asperprovisionsprovidedbyDepartmentofScience&Technology,Gujarat;however the finaldecisionregardingtheprimarysiteforhostingwouldrestentirelywiththeDST.TheproductshouldalsobehostedinDRSite,asperprovisionsprovidedbyDepartmentofScience&Technology,Gujarat;howeverthefinaldecisionregardingtheDRSiteforhostingwouldrestentirelywiththeDST.ThebiddershallberesponsibletosetuptheHelpDesk.ThehelpdeskwillbesetupatGandhinagarasDSTmaydecide.Helpdeskwillbeforinternaluser.TheexternaluserswillcallatGoGcallcentreandifanytechnicalqueryitwillbetransfertoHelpDeskofIWDMS2.0.4.14. AvailabilityTheproductmustbeavailableaspertheServicelevelsdefined.Thebiddermuststatehowthatavailabilityistobeprovided,includingallmeasures.Thebiddermustshowtheability to report availability to DST on a quarterly basis, and must indicate howavailabilityistobeverified.4.15. AccessibilityTheDSTapplicationsmustmeettheopenstandardsforsoftwareapplication.Thebiddermusttesttheapplicationswithacommerciallyavailableaccessibilitymonitor,andwithaleadingaccessibilitytool,ifnecessary.4.16. SecurityThebiddermusttakerigorousprovisionstopreventunauthorizedalterationordamagetothesoftwareandallrelatedmodulesanddatabases.Thebiddermustdescribeindetailallmeasurestobetaken,includingtheuseoffirewalls,monitoringforintrusiondetection,etc.Thebiddermustalsospecifythedependencies,ifany,inachievingthedesiredlevelofsecurity.(NOTE:Thisinformationwillbekeptconfidential.)



4.17. Backup&RecoveryThebiddermustprovideandsuccessfullytestbackupandrecoverycapabilitiesfortheapplicationsandrelateddatabases.Thebiddermustdescribethisfunctionality,andthefrequencyofbackup.4.18. Uptime&PerformanceThebiddermustprovidesufficientprovisionstoensurethatproduct’sallfunctionality,including data access, file downloads, and online transactions is performed withincommerciallyacceptableresponsetimes.Thebiddermuststatethecapacitythatwillbeavailablefortheapplications,andwhattoolsandtechniqueswillbeusedtocontinuouslymonitorapplicationperformance.4.19. AccessControlandUserAuthentication:The bidder must prepare the access control & User Authentication policy and get itapproved by DST. The bidder shall be responsible to provide access control & UserAuthenticationmanagementduringtheperiodofcontract.4.20. The tools/software licenses availablewith Gujarat State Data Centre on

sharedbasisandComputepoweravailableunderG‐CloudatDataCentreshallbegiventothebidderaftersigningNDAwithDST/GIL.Below reports list is submitted by Cloud ImplementationTeam,DCOwillprovidethefollowingreportsforVMofCloud1) Summary of changes undertaken in the respective Cloud infrastructure

includingmajor changes like configuration changes,patchupdates, etc. andminor changes like log truncation, volume expansion, user creation, userpasswordreset,etc.

2) VirtualizationLayerpatchupdate statusof respective servers including theVirtualMachinesrunningonit

3) ComponentwiseserveraswellasVirtualmachinesavailabilityandresourceutilization

4) ConsolidatedrespectiveSLAreport.5) Summaryofcomponentwiseuptime.6) Logofpreventive/scheduledmaintenanceundertaken7) DetailsofPatch,updatesimplementationstatusofsame8) Detailsofbreak‐fixmaintenanceundertaken9) Consolidatedcomponent‐wiseavailabilityandresourceutilization

Followingfacilitiesshallbeprovidedbyselectedbidder:

Attimeofinstallationofapplication‐ApplicationSecurityAuditisrequiredfromCERT‐INEmpaneledVendor.Afterinstallation,GSDCwillaudit2timesinayearasapartofGSDCpolicy.

PatchManagementwillbedonebySelectedBidderwiththehelpofcurrentDCO SelectedBidderisresponsibletocomplianceallVA/PT/ISO/anyotherauditdone

byGSDC. SelectedBidderhastoadheretoallGSDC&ISOpolicy. RegularpatchmanagementofcomponentsoftheIWDMS2.0,reportingsecurity

incidents and resolutionof the same, proactivelymonitor,manage,maintain&administerallsecurityfeatures.

Update the system as applicable,managing andmonitoring of anti‐virus, anti‐malware,phishingandmalwareformanagedresources.



Maintainingsecuredomainpolicies,Resolutionofcallsforsecuritynotifications,systemalerts,vulnerabilitiesinsoftwareandalertingIWDMS2.0asappropriate,providingrootcauseanalysisforalldefinedproblemsincludinghackingattempts,maintainingdocumentationofsecuritycomponentdetailsincludingarchitecturediagram,policiesandconfigurations(forapplicationands/wrelated).

Performing periodic review of security configurations for inconsistencies andredundanciesagainstsecuritypolicy,Reviewinglogsdailyofsignificancesuchasabnormal traffic, unauthorized penetration attempts, any sign of potentialvulnerability. Security alerts and responses. Proactivemeasures in the event aproblemisdetected(forapplicationands/wrelated).



5. SECTIONV:TimelineandPAYMENTTERMS5.1. ProposedtimelinesforImplementationandpaymentterms

Activity CompletionTimelines(inMonths)

PaymentTerms

Date of Signing ContractSigning T

‐‐‐

Project Initiation & TeamMobilization T1=T+1 20%costofCAPEXamount

quotedinFinancialBidSubmission of SRS, URS andSDD T2=T+3

ApprovalofUI T3=T+6 10% cost of CAPEX amountquotedinFinancialBid

ProcurementofCOTSandOS,Database Licenses and otherreadymade softwarerequired to run theapplication andDevelopment/Customizationof IWDMS2.0, installationoffunctionalitiesandUAT,DataMigration, Training, SecurityAudit andEQDCTesting andGo‐live and Roll out inSecretariatandHoDs

T4=T+12

30%costofCAPEXamountquoted in Financial Bid onDevelopment/CustomizationofIWDMS2.0,installationoffunctionalitiesandUAT,DataMigration,Training,SecurityAuditandEQDCTestingandGo‐live includingdevelopment of tablet andmobileinterface

After3monthsofGo‐liveandbugfixing T5=T+15 30% of of CAPEX amount

quotedinFinancialBidonRolloutinDistrictOfficesandintegrationwithalreadyexistsystem like revenuedepartmentefileregistryetc.

As per mutuallydecidedtimeline

‐‐‐

Implementation inBoard/Corporation/ OtherGovt.Offices

Asandwhenrequiredandmutuallydecidedtimeline

‐‐‐

30% payment will bereleasedondeliveryofpaperlicenses/onlinecertificate.

20%oncustomizationasperrequirement

20% payment will bereleasedonUAT.

30% on completion of 3months of go‐live and bugfixing.



Activity CompletionTimelines(inMonths)

PaymentTerms

Operations and Maintenanceof IWDMS 2.0 & DataMigration support forcontract period includingTechnical support, ProductUpgrades, Updates, patches,security updates, bug fixesetc. and ContinuousDevelopment/Change in O&M Phase (with technical andfunctional document)without additional cost,helpdesksupport

T7= T4 + 8 Year(Mutually AgreedTimelines betweenrelevant Department,DST and bidder forContinuousDevelopment/ChangeinO&MPhase(withtechnical andfunctional document)without additionalcost)

Quarterly in equalinstallments aftercompletion of each quarterandsubmissionofInvoiceasmentionedinFinancialbid.

ATS&AMCofCOTSfor8YearsandCostofAMC/ATSofOS, Database Licenses andother readymade softwarerequired to run theapplication.

At the beginning ofeachyear

Payment of ATS/AMC will bereleased yearly in advance.(100% payment after thesubmission of confirmationregarding the renewal ofsupport/subscription.)The payment of ATS/AMC willbe payable after Go live of theproject.

Note: T ‐ Date of Award of Contract. 5.2. PaymentProcedure5.2.1. TheDST/GIL shall certify actual implementation. The SP has to ensure proper

hand‐holding&supportofthesystem.5.2.2. SP shall raise the component wise invoice as per the milestones achieved as

mentionedaboveinthepaymentschedule&submittheinvoicetoDST.5.2.3. DSTshallverifytheInvoiceraisedagainstthemilestoneachieved&shallmakethe

payment.5.2.4. TheSI’srequest(s) forpaymentshallbemadetoDSTalongwith the2original

copies of invoice and necessary documents. The invoice should be in EnglishlanguageandGujaratbased.

5.2.5. Payment shall be made in Indian Rupees. While making payment, necessaryincometaxandservicetaxdeductionswillbemade.



6. SECTIONVI:SERVICELEVELAGREEMENT&PENALTYCLAUSE

Thepurposeof thisServiceLevelAgreement (hereinafterreferredtoasSLA) is toclearlydefinethelevelsofservicewhichshallbeprovidedbytheSPtoDSTforthedurationofthecontractforprovidingIWDMS2.0Applications,Training,MaintenanceandWarrantysupportagainstthestatedscopeofwork.DSTshallregularlyreviewtheperformanceoftheservicesbeingprovidedbytheSPandtheeffectivenessofthisSLA.DepartmentofScienceandTechnology/GILorTPAappointedbyDSTwillcheckthe application availability, severity level and SLA and calculate the penaltyaccordingly.

6.1. Definitions

For purposes of this Service Level Agreement, the definitions and terms asspecifiedinthecontractalongwiththefollowingtermsshallhavethemeaningsassetforthbelow: “Incident” refers to any event / abnormalities in the functioning of DST

specified services thatmay lead to disruption in normal operations of DSTservices.

“Response Time” shall mean the time taken after the incident has beenreported at the concerned reporting center in resolving (diagnosing,troubleshooting and fixing) or escalating to (the second level, getting theconfirmatorydetailsaboutthesameandconveyingthesametotheenduser),theservicesrelatedtroublesduringthefirstlevelescalation.

Theresolutiontime:theresolutiontimeisthetimetakenforresolutionoftheproblemand this includesprovisioningof thework around to immediatelyrecoverthesituation.Theresolutiontimeshallvarybasedontheseverityoftheincidentreported.

6.2. CategoriesofSLAs

This SLA document provides for minimum level of services required as percontractual obligations based on performance indicators and measurementsthereof.TheSPshallensureprovisioningofallrequiredserviceswhilemonitoringtheperformanceofthesametoeffectivelycomplywiththeperformancelevels.TheservicesprovidedbytheSPshallbereviewedbyDSTagainstthisSLA.TheSPshall: Discuss escalated problems, new issues and matters still outstanding for

resolution. Reviewof statistics related to rectificationofoutstanding faultsandagreed

changes. Obtainsuggestionsforchangestoimprovetheservicelevels.The following measurements and targets shall be used to track and reportperformance on a regular basis. The targets shown in the following table areapplicableforthedurationofthecontract.

6.2.1. Implementationrelatedpenaltyofservicelevels6.2.1.1. ImplementationrelatedpenaltyforApplicationsoftware

TheseSLAsshallbestrictly imposedandasoftwareaudit/certificationshallbecarried out at the sole discretion of DST for certifying the performance of theapplicationsagainstthetargetperformancemetricsasoutlinedinthetablebelow:



Milestone Target Severity Penalty

Submission of BRD,SRS,URSandSDD

AsperdeliverySchedule

Critical

A Penalty of 0.5% ofcontract value ofrespective milestoneof SoftwareApplication per weekdelay subject tomaximum 5% ofmilestone cost asdefined in paymentterms.Thecostfortheworkwhichisyetnotcompleted won’t bepaid. Penalty isadditional.

Completion ofDevelopment


Critical

UAT


Critical

Training and Go‐Live


Critical

Note:Ifthebidderisnotadheringtotheindividualmilestonesasdefinedinthedeliveryschedule,thecumulativepenaltywillbeleviedforthedelayedweeks,atthesolediscretionofDST.Ifdelayexceedsmaximumdelayweeksattheparticularmilestone, DST may have rights to terminate the contract. In that case thePerformanceBankGuaranteeofthebidderwillbeforfeited.The SLA applicable after the implementation shall be purelymeasured on theavailabilityoftheservices.

6.2.2. OperationalRelatedPenalty

6.2.2.1. ForSoftwareUptimeSl.No

Measurement Target Penalty

1 Application (IWDMS 2.0)AvailabilityDowntime required formaintenance, new initiativesundertaken by TSP or forPerformance enhancementmeasures shall not be consideredwhile calculating productavailability.Allmajormaintenanceshall be carried out in a plannedmanner after announcing it acrosstheplatform.

>=99.7%

INR50,000forevery10hoursofdowntimeatastretchorinpartsonaquarterlybasis.And INR 25,000 for everysubsequenthourofdowntimeatastretchorinpartsfortotaldowntimemorethan10hoursonaquarterlybasis.



6.2.2.2. OperationandMaintenance

* Response Time: A time in which the support team will contact the users via telephone/email and understand the problem & visit will be made to the user’s desk, if required. * Resolution Time: A time in which the support team will contact the users via telephone/email and understand & resolved the problem. Severity1:Serviceisunavailableorafatalerrorthatmakesthesystemunusableresultinginadirectbusinessimpact.Theproblemhasresultedinthefailureofbusinesscriticalactivities.Immediateactionrequired.Example:IWDMSApplicationSoftwarerelatedproblemsaffectingallormostoftheuserse.g.allusersareunabletolog‐in/createanyfileorinwardanyTappal(Correspondence)Severity 2: Service is adversely affected or an error that results in incorrect outputsleading to amajor function being unusable resulting in indirect business impact butwhoseimpactislocalizedandnotsystem–wide.Immediateactionisneeded.Example:Individualuserunabletousesomeofthefeatures/applicationsofIWDMSe.g.unabletocreateafileforaparticularsubject,unabletouseleaveapplication,etc.Severity3:Serviceisadverselyaffectedresultinginlimitedbusinessimpactoranerrorthatmakesaminorfunctionunusable.Example:Individualuserunabletousesomeoftheadvancedfeatures/applicationsofIWDMSe.g.unabletopullafileorcorrespondence,incorrectdatainthereports,etc.Severity4:Serviceisnotaffected,ChangesandEnhancementtoberesolvedatafuturedate.

SLAMeasure

Severity1

PenaltyRs.

Severity2

FlatPenaltyRs.

Severity3

FlatPenaltyRs.

Severity4

FlatPenaltyRs.

*ResponseTime*

30Min 60Min 2Hours 4Hours

*ResolutionTime

<1Hrs>1&<2HrsAbove2to3Hrsorpartthereof

Nil15,00030,000

<4Hrs>4&<8HrsAbove8Hrs

Nil1000020000

<3Days>3&<6DaysAbove6Days

Nil500010000

<1Days>1&<5DaysAbove5Days

Nil10005000



Example:Minorsuggestions,Labelchanges,etc.Severityindicatetheprioritytoresolvetheissue.Severity1meanshighestpriorityandseverity4meansleastpriority.ProcesstomeasuretheSLAandPenalty:Step1: All problems/issues faced by IWDMS 2.0 users need to be communicated toIWDMSSupporthelpdesk/OfficialLetter/E‐Mail.Step2:Uponreceiptofacomplaint,toreproducetheproblemTeamwouldfirstcontacttheuserviatelephone/emailandunderstandtheproblem.Ifrequired,visitwillbemadetotheUser’sDesk.Step3:Uponconfirmationoftheproblem,teamresolvedtheProblemandInformtheUser.IfProblemisnotundersupportteamthansupportteamcontacttodeveloperteamanddeveloperteamwouldresolvetheproblemaspertheSLAmatrixprovidedabove.Step4:Uponresolutionoftheproblem,ifProblemResolvedbydeveloperteamtheywillinformthesupportteamandsupportteamwillinformtheconcerneduser.PenaltyCalculations

Penaltycalculationsshallbecalculatedonaccumulatednon‐complianceforalloftheaboveSLAs.

TotalTimeshallbemeasuredon24*7basis. Anyplanneddowntimeformaintenanceshallbewithpriorwrittenpermission

fromDSTandmustbeintimatedtoallusers.

Anyavailability/uptimerequirementsunderSLAshallbesubjecttostandarddowntime,thetimelostduetoanyofthefollowingreasonsaretakenintoaccountwhilecalculatingtheavailability/uptimerequirement: Timelostduetopowerorenvironmentalfailures; Timetakentorecoverthesystembecauseofpowerorenvironmentalfailures; Time taken for scheduled maintenance/ troubleshooting either for preventive

purposesorimprovementinfunctionorotherpurposes; Timetakenforreconfigurationorotherplanneddowntimesituations; ScheduledshutdownsasrequiredbyDepartment

TheOverallpenaltycapduringthecontractperiodshallbecappedat5%ofquarterlyinvoicevalue.Howeverifsuchvalueof5%isreachedforanyTwoQuartersduringthecontractperiod,thentheDepartmentofScienceandTechnologywillhavetherighttoterminatethecontract.6.2.2.3. Development/ChangeduringO&MPeriod

SLAMeasure Target FlatPenaltyRs.

ResponseTime 1Day ‐

ResolutionTime

UponMutuallyagreedtime NIL

>1Day<7Days 1000Perday>7days 2000perday

6.2.2.4. OperationalRelatedPenaltyforDevelopment/ChangeduringO&MPeriod



Once the change isdevelopedand implemented, itwill become thepartof theSoftwareapplicationandtheoperationrelatedpenaltyoftheapplicationsoftwarewillbeapplicableonthat,ifany.

6.2.2.5. OperationalRelatedPenaltyforHandholdingSupportSLAMeasure Target FlatPenaltyRs.

AbsenceofManpowerandnot made alternatearrangement

>1Day 500perday

Not recruited/deployedmanpower

>7daysto<15days 2000perday>15days 3000perday

6.2.2.6. UserInterface(*ResponseTimewillbemeasurefromSDCtoSDCClientPC.)

NetworkBandwidth:1MbpsEvent Maximum

AcceptableResponseTime

Penalty

1.Documentviewer 500 milliseconds

DepartmentofScienceandTechnology/GIL or TPAappointed by DST mayrandomly check theresponse time of theapplication for about 10days/month. If in morethan 10% cases responsetime is measured morethan response timementioned thanpenaltyof1% of quarterly paymentmade to bidder will bededucted and subsequentevery 5% cases of suchincrease, penalty willincrease by 0.5%.Maximumpenalty capwillbeasdefineinRFP.

2.Filelink 300 millisecond

3. Accepting, processing and renderingoutputofamultiplevariableMIS&DSSsystem–4variabletask

3seconds

BidderhastosubmitthequarterlyreportofSystemUptime,SupportrequestreceivedandresolveredwithrequireddetailsandreportonUserInterfacequarterlyatthetimeofinvoicing.



7. SECTIONVII:ROLES&RESPONSIBILITIESOFSTAKEHOLDERSItissuggestedthatthisprojectwouldrequirea2tierstructuretobefollowed,withGADandDSTatthetoptierbeingassistedbyvariouscommittees.TheSPwouldbethe2ndtier providing a complete support system for successful execution of this project.HoweverthefinaldecisioninthisregardrestswiththeDSTonlevelofengagementsforSI.7.1. DepartmentofScienceandTechnology(DST)andGAD

Receiveandappraiseproposals/suggestionsfromtheSPandGILforprojectimplementation

ToformProjectManagementGroup(PMG)formonitoringtheimplementationprogramacrosstheState.

Ensure that the SP conducts a detailed BPR exercisewhile developing andimplementingtheautomatedsystem.

AssistinOrganizationalcapacitybuilding. Monitoring implementation, consolidation and approvals of AS‐IS, BPR,

Products,Casestudiesetc. Identifythedepartments/districts/officesandapprovetheprojectreportfor

takinguptheforprojectimplementation. Definetheservices/modulesforPilotprojectimplementationasprescribedin

theselectioncriteria ToenterintonecessaryMoUs/agreementswithSPfordefiningservicelevels

foridentifiedservices,ensuringserviceleveladherence,implementationandsustainabilityofthepilotprojectandsubsequentstatewiderollout.

Workasdriverforpolicy,regulatoryandotherrelevantchanges. ProvidingFinancialSupportaspertheprojectrequirements. AssistinprovidingInfrastructureandothersupporttotheSI Toorganizefordataentryofservicerecordsofalltheemployees

7.2. SI/Bidder:

Provide close tie‐ups with all the stakeholders in the Project at all levels,includingfieldlevel.

Providecommitmentandsupporttobring‐intheprocesschanges. Work closely with the different department officials, field agents, support

agencies etc. to undertake the field work, comprehend the requirements,document the observations and redesign the processes by doing BPR ofgovernmentadministrativeprocesses.

Help build capacity for the staff and executive resources at all levels, byproviding necessary training and undertaking awareness campaigns.DepartmentofScienceandTechnologyandGILwouldalsoworkcloselywiththe Service Provider for developing the software and implementing thetechnicalsolutions.

To provide services, IT resources, and capacity building for creation ofecosystemforhighadaptabilityofbackendcomputerizationande‐Governanceinitiativesasperdepartmentsvision.

Coordinateand facilitate interactionsbetweenthevariousstakeholders likeDepartment of Science and Technology, all government Officials, other



instrument bidders and GIL, through its project coordinators and mobileteams.

PreparationofProjectFramework,includingaspectslikescalability,security,manageabilityandintegrationfeatures.

SubmitsuggestionsonBusinessProcessReengineering(BPR). Carryingout the fieldstudy inordertounderstandtherequirementsof the

citizens, existing delivery mechanism, levels of interfaces with theGovernments,theimpedimentsanddifficultiesinaccessingtheservicesandinformation.

Designinganefficientandeffectiveendtoendservicedeliveryprocess. Understandingthecapacitybuildingrequirementsandhelpcreateafacilityfor

developmentofcapacity.

ForadditionalDetailson theRolesandResponsibilityof theSPplease refer toScopeofworksectionIII.



8. SECTIONVIII:GENERALTERMS&CONDITIONS8.1. Application

ThesegeneralconditionsshallapplytotheextentthatprovisionsinotherpartsoftheContractdonotsupersedethem.ForinterpretationofanyclauseintheRFPorContractAgreement,theinterpretationoftheDSTshallbefinalandbindingontheSI.

8.2. Relationshipbetweenparties

Nothing mentioned herein shall be constructed as relationship of master andservantorofprincipalandagentasbetweenthe‘DST’and‘theSI.TheSPsubjecttothiscontractforselectionhascompletechargeofpersonnelandsub‐SI,ifany,performingtheservicesundertheProjectexecutedbyDSTfromtimetotime.TheSPshallbefullyresponsiblefortheservicesperformedbythemorontheirbehalfhereunder.TheDSTwillallocatework/assignmenttotheSI.

8.3. SubcontractsSPisnotpermittedtoout‐sourceorsharecontractualobligationwithanyotherpartyoftheworkassignedtotheSP.However,incaseofanyexplicitrequirement,DepartmentofScienceandTechnologymaypermitSPtoout‐sourceservicesorpart of services for execution of their contractual obligation. The payment,however,shallbemadetotheSP,whichhasavalidcontractwiththeconcernedDepartmentofScienceandTechnology.

8.4. StandardsofPerformanceTheSPshallgivetheservicesandcarryouttheirobligationsundertheContractwithduediligence,efficiencyandeconomyinaccordancewithgenerallyacceptedprofessional standardsandpractices.TheSP shall alwaysact in respectof anymatterrelatingtothiscontractasfaithfuladvisortoDST.TheSPshallabidebyalltheprovisions/Acts/RulesetcofInformationTechnologyprevalentinthecountryasonthedateoftherequirementsanddesignsubmissions.TheSPshallconformtothestandardslaiddowninRFPintotality.

8.5. DeliveryandDocuments

AsperthetimescheduleagreedbetweenpartiesforspecificprojectsgiventotheSPfromtimetotime,theSPshallsubmitallthedeliverablesonduedateasperthe delivery schedule. No party shall, without the other party’s prior writtenconsent, disclose contract, drawings, specifications, plan, pattern, samples orother documents to anyperson other than an entity employedby the affectedpartyfortheperformanceofthecontract.Incaseoftheterminationofthecontact,all the documents prepared by the SP under this contract shall become theexclusivepropertyofDST.TheSPmayretainacopyofsuchdocuments,butshallnotuseanywhere,withouttakingpermission,inwriting,fromDST.DSTreservesrighttograntordenyanysuchrequest.

8.6. SPPersonnel

TheSPshallemployandprovidesuchqualifiedandexperiencedpersonnelasmayberequiredtoperformtheservicesunderthespecifiedprojectasassignedbyDST.Thisisaspecializeddomainof‘eGovernance’anditisdesirablefromtheSPtodeploy the personnel, who have adequate knowledge and experience in the



domainrelatedwiththisproject.ItisdesirablethattheSPshallhiretheservicesofdomainSpecialists,ifrequired,toworkontheProjecteffectively.

8.7. ApplicableLaw

ApplicableLawmeansthelawsandanyotherinstrumentshavingtheforceoflawinIndiaastheymaybeissuedandinforcefromtimetotime.ThecontractsshallbeinterpretedinaccordancewiththelawsoftheUnionofIndiaandthatoftheStateofGujarat

8.8. UseofContractDocumentsandInformation8.8.1. TheSPshallnot,withoutDST’spriorwrittenconsent,disclosetheContract,orany

provision thereof, or any specification, plan, drawing, pattern, sample orinformation furnished by or on behalf of the in connection therewith, to anypersonotherthanapersonemployedbytheSPinperformanceoftheContract.Disclosure toanysuchemployedpersonshallbemade in confidenceandshallextendtoonlyasfarasmaybenecessaryforpurposesofsuchperformance.

8.8.2. TheSPshallnot,withoutDST’spriorwrittenconsent,makeuseofanydocumentorinformationexceptforpurposesofperformingtheContract.

8.8.3. Anydocument,otherthantheContractitself,shallremainthepropertyofDSTandshall be returned (in all copies) toDST on completion of the SI’s performanceundertheContractifsorequiredbytheDST.

8.9. GoverningLanguage

TheContractshallbewritteninEnglishLanguage.EnglishversionoftheContractshall govern its interpretation. All correspondence and other documentspertaining to the contract, which are exchanged between the parties, shall bewritten in the English Language. Allsubmissions/documentations/manuals/codesshallbeinEnglishonlyexcepttheusermanual.

8.10. IntellectualPropertyRights8.10.1. For a bespoke development, the Department shall retain exclusive intellectual

property rights to the software (including source code of customizations/enhancements/amendmentsdone).Theserviceproviderisadvisednottobringanysoftwareasbaselayerforfuturedevelopmentasasolution.FinalsolutionIPRwill be sole andexclusiveproperty of department, expectBI tools,OSandDB.ServiceProviderwillhavenoclaimtoanybaselayeroranyothercomponent.

8.10.2. InbespokedevelopmentaswellasCOTSproducttheDepartmentofScienceandTechnology shall have full rights of sharing source code with Gujarat StateGovernmentDepartments/Boards/Corporations./PSUsorotherGujarat’sStateGovernmentEntity.

8.10.3. IncaseofbiddernotofferingtheCOTS(ERPSolution),thanthebidderhasalsototransfersourcecodesodevelopedfortheIWDMS2.0projecttoGovernmentofGujarat from GO Live onwards The source code, fully documented for itsarchitecture will be exclusive property of the Government of Gujarat and thebidderwillhavenoright touse itanywhereelsewithoutpriorapprovalof theGovernment of Gujarat through the Department of Science and Technology.ConsideringtherightsofgovernmentofGujaratoverthesourcecode,thebidderisspecificallydirectednottouseanyproprietarylayereitherofitsownownership



or of ownership of otherswith the source code to deliver the solution for theIWDMSproject.

8.10.4. For COTS Product the full IPR of the customized/developed solution for thisprojectshallrestwiththeDSTexcepttheCOTS,BI,OSandDB.IncrementalIPRwillbecreatedduringtheDevelopmentprocesswhichwillbesincepaidforbyGovt.ofGujarat;hencesuchIPRwillrestinGovernmentofGujarat.

8.10.5. IncaseofCOTSProductthestateGovernmenthasrighttoretaincustomizationlayer and should the agreementwith service provider and to further develop.Therefore,GovernmentofGujaratwillholdIPRofthecustomizedCOTSsolution.The same would be applicable to copyrights. The TSP shall sign any/all thedocumentsinthisregardandwillgetnecessaryundertakingtothiseffectfromtheCOTSOEM.TheGujaratGovernmentfurtherintendsusecustomizedCOTSbacktotheCOTSOEMtoenableittouseinGovernmentorganizationsinotherStatesorin organizations in Government of India. At the time of awarding contract,authorized representative of COTS OEM will have to sign a separate contractagreement to suchanextentwithGovt. ofGujarat.TheTSPhas toget suchanundertakingfromtheOEMatthetimeoffilingthisbidandhandoverthesourcecode, Meta data details etc. to the Department of Science and Technology atdifferent stages of customization and before release of final payment oncompletionoftrainingandrolloutofsoftware.

8.10.6. TheDepartmentofScienceandTechnologyshallhavetheunrestrictedright todeployoruseIWDMS2.0softwareandthedocumentationrelatedthereto,inanyGujaratstategovernmentdepartment,atnocosttoclient.

8.10.7. The SP shall indemnify DST against all third‐party claims of infringement ofcopyright,patent, trademarkor industrialdesignrightsarising fromuseof theGoodsoranypartthereofinIndia.

8.10.8. Whilepassingontherights(license)ofusinganysoftware/softwaretool,theSPshall ensure that such rights are inclusive of the use of that software fordevelopmentinadditiontodeployment.

8.10.9. ThesoftwarelicensessuppliedbySPshallbegenuine,perpetualandfulluse.Itshould provide patches, fixes, security updates directly from the OEM at noadditionalcosttoDSTfortheentireperiodofcontract.AllthelicensesandsupportshouldbeinthenameofDepartmentofScienceandTechnologyfromthedateofprocurement.

8.10.10. Intheeventofanyclaimassertedbyathirdpartyofinfringementofcopyright,patent,trademarkorindustrialdesignrightsarisingfromtheuseoftheGoodsoranypartthereofinIndia,theSPshallactexpeditiouslytoextinguishsuchclaim.IftheSPfailstocomplyandDSTisrequiredtopaycompensationtoathirdpartyresulting from such infringement, the SP shall be responsible for thecompensationincludingallexpenses,courtcostsandlawyerfees.DSTwillgivenotice to theSPofsuchclaim, if it ismade,withoutdelaywhereuponSPshallreimburse.

8.11. Inspection/Testing8.11.1. Application:

a) DST,GADortheirrepresentativeshallhavetherighttoinspectand/ortotestthesoftwareorworkoftheSPtoconfirmtheirconformitytotheContractspecificationsatnoextracosttotheDST.



b) AsperGovt.OfGujaratcirculardated10thMarch2006,theDSTapplicationsmustbe testedatEQDC,GIDC,Gandhinagarorat the locationspecifiedbyDSTatthecostofSI.TheSPmustincludetestingcostintheirfinancialbid.Thedifferent typesof tests thathas tobeperformedthroughEQDC/othercompetentagencyareasmentionedbelow:Stress/LoadtestingPerformancetestingSecuritytesting

8.11.2. ApplicationSecurityAudit:

In addition to inspection & testing, the SP shall also be responsible to getapplicationsecurityauditedbyCERT‐InEmpanelledapplicationsecurityAuditorsatthecostoftheSPandsubmittheSecurityAuditClearanceCertificateissuedbyCERT‐InEmpanelledSecurityAuditors.a) TheSPmustsubmitthetestresultstoDST.b) Shouldanyinspectedortestedsoftwarefailtoconformtothespecifications,

theDSTmayrejectthesoftwareandtheSPshalleitherreplace/redevelopthe rejected software ormake alterations necessary tomeet specificationrequirementsfreeofcosttoDST.

c) DST’s right to inspect, test and, where necessary, reject the software /deliverableafterthesoftwaredeploymentatProjectSiteshallinnowaybelimitedorwaivedbyreasonofthesoftwarepreviouslybeeninspected,testedandpassedbyDSTforitsrepresentativepriortothesoftwaredeployment.

d) NoclauseintheRFPdocumentreleasestheSPfromanywarrantyorotherobligationsunderthisContract.

e) Theinspectionoftheworkingofthedevelopedsoftwareshallbecarriedoutto check whether the software is in conformity with the requirementsdescribed in the contract.The testswill beperformedafter completionofinstallationandcommissioningofallthesoftwareatthesiteofinstallation.Duringthetestrunofsoftware,nomalfunction,partialorcompletefailureofanymoduleofsoftwareorbugsinthesoftwareisexpectedtooccur.Allthesoftware should be complete and no missing modules/sections will beallowed.TheSPshallmaintainnecessarylogsinrespectoftheresultofthetesttoestablishtotheentiresatisfactionofDST,thesuccessfulcompletionofthetestspecified.Anaverageuptimeefficiencyof99.7%forthedurationoftestperiodshallbeconsideredassatisfactory.OnsuccessfulcompletionofacceptabilitytestandafterDSTissatisfiedwiththeworkingofthesoftwareonthe, theacceptancecertificateofDSTwillbe issued.Thedateonwhichsuch certificate is signed shall be deemed to be the date of successfulcommissioningofthesoftware.

f) BeforetheApplicationmodulesaretakenoverbyDST,theSPshallsupplyIWDMS‐2manualsdullyapprovedbyGAD.Theseshallbeinsuchdetailsaswill enable DST to use the software as stated in the specifications. ThedocumentationshallbeintheEnglish/Hindi/Gujaratilanguageandinsuchformandnumbersasstatedinthecontractdocument.Unlessandotherwiseagreed,thesoftwareshallnotbeconsideredtobecompleteforthepurposeoftakingoveruntilsuchdocumentationissuppliedtoDST.



8.12. ChangeRequestOrders8.12.1. During thedevelopment andO&Mphase, any change in scopeofwork, or in

designanddevelopmentofDecisionSupport systems (DSS)orofManagementInformation system (MIS) shall not be construed as changeRequestorder andinsteadwillbecomepartofscopeofworkaccompanyingthisbiddocument.

8.12.2. DSTmay,atanytime,bywrittenordergiventotheSPmakechangeswithinthegeneralscopeoftheContractinanyoneormoreofthefollowing:a) Designs, specifications, requirements of which software or service to be

providedundertheContractaretobespecificallydeveloped/renderedforDST;

b) Theplaceofdelivery;and/ortheServicestobeprovidedbytheSI.c) ThebiddershouldberesponsibleforchangesintheIWDMS2.0systemuser

Interface and due to change of legal/statutory/GR/Any ACT etc. changesissuedbygovt.timetotimeduringthecontractperiod.

8.12.3. Oncethechangerequestisdevelopedandimplemented,itwillbecomethepartoftheSoftwareapplicationwithoutanyadditionalcosttoGoG

8.12.4. TrainingofpersonneloftheDSTintermsofhours/subjectswillbewithoutanyadditionalcost.

8.12.5. Any change during the operation and maintenance period should not beconsidered as a change request. However, the bidder has to deploy TeammentionedinthisRFPforanychangesintheapplication.

8.13. SuspensionDSTmay,bywrittennoticetoSI,suspendallpaymentstotheSPhereunderiftheSPfailstoperformanyof itsobligationsunder this contract including the carryingoutof theservices,providedthatsuchnoticeofsuspension.8.13.1. Shallspecifythenatureoffailure.8.13.2. ShallrequesttheSPforremedyofsuchfailurewithinaperiodnotexceedingthirty

(30)daysafterreceiptbytheSPofsuchnoticeoffailure.

8.14. TerminationUndertheContract,DSTmay,bywrittennoticeterminatetheSPinthefollowingways:8.14.1. TerminationbyDefaultforfailingtoperformobligationsundertheContractofif

thequalityisnotuptothespecificationorintheeventofnon‐adherencetotimeschedule.

8.14.2. TerminationforConvenience:DSTbywrittennoticesenttotheSI,mayterminatetheContract, inwholeorinpart,atanytimeforitsconvenience. ThenoticeofterminationshallspecifythattheterminationisforDST’sconvenience,theextenttowhichperformanceof theSPunder theContract is terminated,andthedateuponwhichsuchterminationbecomeseffective.

8.14.3. Thesoftwarethat iscompleteandreadyforrendering/deploymentwithin30daysaftertheSI’sreceiptofnoticeofterminationshallbeacceptedbyDSTattheContracttermsandprices.Fortheremainingservices,DST/GILmayelect:a) To have any portion completed and delivered at the Contract terms and

prices;and/orb) Tocancel theremainderandpay to theSPanagreedamount forpartially

completedsoftwareandforsoftwarepreviouslyprocuredbytheSI.8.14.4. TerminationforInsolvency:DST/GILmayatanytimeterminatetheContractby

givingwrittennoticetotheSI,iftheSPbecomesbankruptorotherwiseinsolvent.Inthisevent,terminationwillbewithoutcompensationtotheSI,providedthat



suchterminationwillnotprejudiceoraffectanyrightofactionorremedywhichhasaccruedorwillaccruethereaftertoDST/GIL.

8.14.5. InallthethreecasesterminationshallbeexecutedbygivingwrittennoticetotheSI.Uponterminationofthecontract,paymentshallbemadetotheSPfor:a) Servicessatisfactorilyperformedandreimbursableexpenditurespriortothe

effectivedateofterminationb) Anyexpenditureactuallyandreasonablyincurredpriortotheeffectivedate

oftermination8.14.6. No consequential damages shall be payable to the SP in the event of such

termination.8.14.7. Department of Science and Technology will pay the Service Provider for the

Services /Deliverables / Goodsprovided by service provider and acceptedbyDepartmentofScienceandTechnologytilleffectivedateoftermination.

8.15. TerminationforDefault8.15.1. ThePurchasermay,withoutprejudicetoanyotherremedyforbreachofcontract,

bywrittennoticeofdefaultsenttotheBidder,terminatetheContractinwholeorpart:

8.15.2. ifthebidderfailstodeliveranyoralloftheproductasperthedeliveryscheduleincluding installation, Final acceptance test& commissioningmentioned in thebid,orwithinanyextensionthereofgrantedbythePurchaseror

8.15.3. iftheBidderfailstoperformanyotherobligation(s)undertheContract/Purchaseorder.

8.15.4. If the Bidder, in the judgment of the Purchaser has engaged in corrupt orfraudulentpracticesincompetingfororinexecutingtheContract.

8.16. Fraud&Corruption

DST requires that SP selected through this RFP must observe the higheststandards of ethics during the performance and execution of such contract. Inpursuanceofthispolicy,DST:

8.16.1. Defines,forthepurposesofthisprovision,thetermssetforthasfollows:a) “Corrupt practice” means the offering, giving, receiving or soliciting of

anything of value to influence the action of DST or any personnel ofDepartmentincontractexecutions.

b) "Fraudulentpractice"meansamis‐presentationoffacts,inordertoinfluenceaprocurementprocessor the executionof a contract, toDST, and includescollusive practice among bidders (prior to or after Proposal submission)designed to establishProposalprices at artificially highornon‐competitivelevelsandtodepriveDSTofthebenefitsoffreeandopencompetition.

c) “Unfair trade practices” means supply of services different from what isorderedon,orchange intheScopeofWorkwhichwasgivenby theDSTinSection3.

d) “Coercive Practices” means harming or threatening to harm, directly orindirectly, persons or their property to influence their participation in theexecutionofcontract.

8.16.2. Willrejectaproposalforaward,ifitdeterminesthatthebidderrecommendedforaward by DST to having been engaged in corrupt, fraudulent or, unfair tradepracticesandcoercivepractices.

8.16.3. WilldeclareaSPineligible,eitherindefinitelyorforastatedperiodoftime,forawarding the contract, if it at any time determines that the SPhas engaged in



corrupt,fraudulentandunfairtradepracticeincompetingfor,orinexecutingthecontract.

8.17. ForceMajeure8.17.1. Notwithstanding anything contained in the RFP, the SP shall not be liable for

liquidateddamagesorterminationfordefault,ifandtotheextentthat,it’sdelayinperformanceorotherfailurestoperformitsobligationsundertheagreementistheresultofaneventofForceMajeure.

8.17.2. Forpurposesofthisclause“ForceMajeure”meansaneventbeyondthecontroloftheSPandnotinvolvingtheSI’sfaultornegligenceandwhichwasnotforeseeable.Sucheventsmayincludewarsorrevolutions,fires,floods,epidemics,quarantinerestrictions and freight embargos. The decision of the DST regarding ForceMajeureshallbefinalandbindingontheSI.

8.17.3. If a ForceMajeure situation arises, the SP shall promptly notify to the DST inwriting,ofsuchconditionsandthecausethereof.UnlessotherwisedirectedbytheDST in writing, the SP shall continue to perform its obligations under theagreementasfarasreasonablypractical,andshallseekallreasonablealternativemeansforperformancenotpreventedbytheForceMajeureevent.

8.18. PaymentsincaseofForceMajeure

During theperiod of their inability of services as a result of an event of ForceMajeure, theSPshallbeentitledtocontinuetobepaidunder thetermsof thiscontracteffectivefromresumptionofservicespostForceMajeure,aswellastobereimbursed for costs additional costs reasonably and necessarily incurred bythem during such period purposes for the purpose of the services and inreactivatingtheserviceaftertheendofsuchperiod.

8.19. TerminationforInsolvency8.19.1. TheDepartmentmayatanytimeterminatethecontractbygivingwrittennotice

tothebidder(s),ifthebidder(s)becomesbankruptorotherwiseinsolvent.Inthisevent,terminationwillbewithoutcompensationtothebidder(s),providedthatsuchterminationwillnotprejudiceoraffectanyrightofactionorremedywhichhasaccruedorwillaccruethereaftertotheDepartment.

8.20. ResolutionofDisputes

Ifanydisputearisesbetweenparties,thentherewouldbetwowaysforresolutionofthedisputeundertheContract.

8.20.1. AmicableSettlementPerformance of the contract is governed by the terms the conditions of thecontract,howeverattimesdisputemayariseaboutanyinterpretationofanytermor condition of contract including the Schedule of Requirement, the clauses ofpayments etc. In such a situation disputes arising between parties are out ofcontract,eitherpartyofthecontractmaysendawrittennoticeofdisputetotheotherparty.Thepartyreceivingthenoticeofdisputewillconsiderthenoticeandrespondtoitinwritingwithin30daysafterreceipt.Ifthatpartyfailstorespondwithin30days,orthedisputecannotbeamicablysettledwithin60daysfollowingthe response of that party, then clause8.18 shall become applicable. Amicablesettlement clause shall be only applicable in case of dispute is arising out ofcontract.Thesaidclauseshallnotbeapplicableinthecaseofcyber‐crimesand



any other type of security breach relating to PHI carried out by either bidderorganizationitselforitsemployees.

8.20.2. ResolutionofDisputesInthecasedisputearisingbetweenthepartiesinthecontract,whichhasnotbeensettledamicably,anypartycanrefer thedispute forArbitrationunder(Indian)ArbitrationandConciliationAct,1996.SuchdisputesshallbereferredtoArbitralTribunal as prescribed by Ministry of Law, Government of India. The IndianArbitration and Conciliation Act, 1996 and any statutory modification orreenactmentthereof,shallapplytothesearbitrationproceedings.ArbitrationproceedingswillbeheldinIndiaatGandhinagarandthelanguageofthe arbitration proceeding and that of all documents and communicationsbetweenthepartiesshallbeinEnglish.Thedecisionofthemajorityofarbitratorsshallbefinalandbindinguponboththeparties.Allarbitrationawardsshallbeinwritingandshallstatethereasonsfortheaward.Theexpensesofthearbitrationasdeterminedbythearbitratorsshallbesharedequallybetweenthetwoparties.However,theexpensesincurredbyeachpartyinconnectionwiththepreparation,presentation shall beborneby theparty itself. Arbitration clause shall be onlyapplicableincaseofdisputeisarisingoutofcontract.Thesaidclauseshallnotbeapplicable in the case of cyber‐crimes and any other type ofconfidentiality/security breach relating to PHI carried out by either bidderorganization itself or its employees. Both the parties agree the jurisdiction ofAdjudicating Authority, Gujarat state and Cyber Appellate Tribunal, NewDelhiunderInformationTechnologyAct,2000(includinganyamendmentstherein)incaseofanycontraventions,securityandconfidentialitybreaches.

8.21. Arbitration8.21.1. ArbitrationproceedingswillbeheldinIndiaatGandhinagarandthelanguageof

the arbitration proceeding and that of all documents and communicationsbetweenthepartiesshallbeinEnglish.

8.21.2. Thedecisionofthemajorityofarbitratorsshallbefinalandbindinguponboththeparties.

8.21.3. Allarbitrationawardsshallbeinwritingandshallstatethereasonsfortheaward.8.21.4. Theexpensesofthearbitrationasdeterminedbythearbitratorsshallbeshared

equallybetweenthetwoparties.However,theexpensesincurredbyeachpartyinconnectionwiththepreparation,presentationshallbebornebythepartyitself.

8.22. ContractPeriodThecontractperiodwillbeGo‐Liveduration+8yearsO&MaftertheGo‐LiveofApplication.However theDepartmentwill take the reviewon all the activitiescarriedout,performancereportssubmittedbybidderafterthecompletionof3Years and 5 years. The SP agrees that in any case SP shall not terminate thecontract.However,thedepartmentreservesarighttoterminatethecontractbysending a notice to the bidder in the events of non‐performance, securityviolationsandnon‐compliance.

8.23. ExitManagementProcedure8.23.1. ThisSchedulesetsouttheprovisions,whichwillapplyonexpiryortermination

oftheContractPeriodand/orearlierterminationoftheSPand/ortheSLAforanyreasonswhatsoever.



8.23.2. In the case of termination of the Project implementation and/or SLA due toillegality,thepartiesshallagreeatthattimewhether,andifsoduringwhatperiod,theprovisionsofthisScheduleshallapply.

8.23.3. ThepartiesshallensurethattheirrespectiveassociatedentitiescarryouttheirrespectiveobligationssetoutinthisExitManagementSchedule.

8.23.4. TheExitManagementPeriodstarts,incaseofexpiryofContract,6monthsbeforetheContractcomestoanendorincaseofearlierterminationofContract,onthedate of service of termination orders to the Service Provider. The ExitManagement Period ends on the date agreed upon by the Department or sixmonthsafterthebeginningoftheExitManagementPeriod,whicheverisearlier.

8.23.5. DuringtheExitManagementPeriod,theServiceProvidershalluseitsbesteffortsto deliver the Services. Payments during the ExitManagement Period shall bemadeinaccordancewiththeTermsofPaymentSchedule.

8.23.6. TheselectedServiceProviderwillberequiredtoprovidenecessaryhandholdingand transition support to the Department’s staff or its nominated agency orreplacementServiceProvider.Thehandholdingsupportwill includebutnotbelimitedto,conductingdetailedwalkthroughanddemonstrationsforhandingoverall relevant documentation, addressing the queries/clarifications of the newagencywith respect to theworking /performance levels of the infrastructure,conductingtrainingsessionsetc.

8.23.7. The Service Provider shall permit the Department and/or any replacementService Provider to have reasonable access to its employees and facilities asreasonablyrequiredbytheDepartmenttounderstandthemethodsofdeliveryofthe Services employed by the Service Provider and to assist appropriateknowledgetransfer.

8.24. AgreementAmendmentsNovariationinormodificationofthetermsoftheagreementshallbemadeexceptbywrittenamendmentsignedbyboththeparties.However,Departmentshall,asthe situationwarrants, in consultation and agreementwith bidder shall makemajoradditionstothescopeandagreeforsuitablepayments.

8.25. LimitationofLiabilityThe entire liability of the bidder shall be limited toMaximum (Limitationofliability)=Paymentmadetothebidderandexplicitlyexcludealldirect,indirectand consequential losses impact, etc. to the Department except as may bedeterminedbycourtsoflawundertheapplicablelawandawardedafterfollowingthedueprocessoflaw.

8.26. Severability:Ifanyterm,clauseorprovisionoftheagreementshallbejudgedtobeinvalidforanyreasonwhatsoeversuchinvalidityshallnotaffectthevalidityoroperationofanyotherterm,clauseorprovisionoftheagreementandsuchinvalidtermclauseorprovisionshallbedeemedtohavebeendeletedfromtheagreementandiftheinvalidportion is such that theremaindercannotbesustainedwithout it,bothpartiesshallenterintodiscussionstofindasuitablereplacementtotheclausethatshallbelegallyvalid.



8.27. MaintenanceserviceincludingWarrantySupport:FreemaintenanceservicesincludingWarrantysupportshallbeprovidedbytheBidderduringthecontractperiodof8yearswithoutalteringtheterms.

8.28. TaxesandDuties

Priceshallbeinclusiveofallfreight,forwarding,transitinsuranceandinstallationcharges.PricesshallbeinclusiveofExciseDuties,ifany.Thepricesshallstrictlybe submitted in the given format.Quotedprices shall bewithoutGST. The taxcomponents as applicable shall be mentioned separately in the respectivecolumns.SuccessfulBidderwillhavetosupply/provideserviceswithanInvoicefromaplacelocatedwithinStateofGujarat.OfferedpriceshouldbeexclusiveofallapplicabletaxessuchasGST.ThebillingshouldbedoneinGujaratonly.

8.29. LegalJurisdiction

All legaldisputesbetween thepartiesshallbesubject to the jurisdictionof thecourtssituatedinGandhinagar/AhmedabadofGujaratonly.

8.30. Notice

Anynotice,requestorconsentrequiredorpermittedtobegivenormadepursuanttothiscontractshallbeinwriting.Anysuchnoticerequestorconsentshallbedeemedtohavebeengivenormadewhendeliveredinpersontoanauthorizedrepresentativeofthepartytowhomthecommunicationisaddressed,orwhensent to such party at the address mentioned in the project specific ContractAgreement.



9. SECTIONIX:FormsofQualificationandTechnicalBid9.1. FORMI:BidProposalFormReference:Date:TenderNo.:GIL/ToSir/MadamHavingexaminedtheBiddingDocumentsincludingAddendaNos.________________(insertnumbers,ifany),thereceiptofwhichisherebydulyacknowledged,we,theundersigned,offer to render “Design, Customization/Development, Implementation, Training,HandHoldingandOperation&MaintenanceSupport for8years for IntegratedWorkflow andDocumentManagement System forDepartment of Science andTechnology(DST)inconformitywiththesaidbiddingdocumentsforthesameasperthetechnicalandfinancialbidandsuchothersumsasmaybeascertainedinaccordancewiththeFinancialBidsubmittedonlineandmadepartofthisbid.We undertake, if our bid is accepted, to render the services in accordance with thedeliveryschedulewhichwillbespecifiedinthecontractdocumentthatwewillsigniftheworkordergiventous.Ifourbidisaccepted,wewillobtaintheguaranteeofabankinasumequivalenttofixedamountbasedontheestimationofthetotalprojectcostforthedueperformanceoftheContract,intheformprescribedbyDepartmentofScienceandTechnology.Weagreetoabidebythisbidforaperiodof180(Onehundredandeightyonly)daysafterthedatefixedforbidopeningasmentionedundertheInstructiontoBiddersanditshallremainbindinguponusandmaybeacceptedatanytimebeforetheexpirationofthatperiod.Until a formal contract ispreparedandexecuted, thisbid, togetherwithyourwrittenacceptance thereof and your notification of award shall constitute a bindingContractbetweenus.Commissionsorgratuities,ifany,paidortobepaidbyustoagentsrelatingtothisBid,andtocontractexecutionifweareawardedthecontract,arelistedbelow:Amount:_____________________Rupees:___________________________________Name:__________________________________________________________________Address:_______________________________________________________________________________________________________________________________________PurposeofCommissionorgratuity:_______________________________________________________________________________________________________________(ifnone,state“none”)Weunderstandthatyouarenotboundtoacceptthelowestoranybidyoumayreceive.



Datedthis_______________dayof________________20____Signature (inthecapacityof)DulyauthorizedtosignBidforandonbehalfof_______________________9.2. FORMII:ParticularsoftheBidder’sOrganizationS.No. Particulars DetailsBasicinformationofOrganization1. Name offirm2. Addressofthecorporate headquarterswith

Name,Address,telephoneno.,contactperson,mobileno.,emailID

3. Dateofincorporation4. PAN/TAN/ServiceTaxDetails5. Listofcurrentdirectors6. Otherkeymanagement persons7. Keycontactperson/s for this projectalong

withdesignationandcontactdetails(Mobileno.,emailIDetc)

Note: Above details are mandatory, Bidder may use additional sheets for abovesubmissions.(AuthorizedSignatory)Name:________________________Designation&Authority:__________Place:_________________________Date:__________________________Stamp:________________________CompanyName:________________BusinessAddress:_______________Note:‐Kindlyattachnecessarysupportingdocuments9.3. Form:III–FormatforFinancialCapability

FinancialInformation

FY1 FY2 FY3

TotalTurnover(inINRCrores)

Turnover from IT relatedservices(inINRCrores)

Turnover from SoftwareConsultancy, developmentand implementation (in INRCrores)Profitaftertax (inINRCrores)



FinancialInformation

FY1 FY2 FY3

Networth (inINRCrores)

Otherrelevant information

Note:Pleaseattachrelevantsectionsofthedocumentaryproofs 9.4. FormIV–FormatforRelevantExperienceAssignmentname: Approx. value of the contract:

Country:LocationwithinCountry:

Duration of assignment(months):

NameofClient: Total No of staff‐monthsoftheassignment:

Address: Approx.valueof theservicesprovidedunder thecontract(inCurrentINR):

StartDate(Month/Year):CompletionDate(Month/Year):

Number of Man‐MonthsofProfessionalStaffProvidedbyAssociatedConsultants:

ProjectCompletionCertificates: Licensing/UserBase/GeographicalSpread:

AcceptancefromConcernedOfficers: Name of senior professionalstaffofyourfirmProjectManager:

NarrativeDescriptionofProject:

DescriptionofActualServicesProvidedbySI/Vendor:

Note:Pleaseattachrelevantdocumentaryproofs

9.5. FORMV:ProjectTeamTheentireteamoftheprojectproposedbybiddershouldbe100%onsite.Using the formatbelow,pleaseprovide the summary informationon theprofiles youproposetoincludeforevaluationandtherolestheyareexpectedtoplayintheproject:



Sl.No. ProposedRole

NumberofResources

AreaofExpertise

KeyResponsibilities

CVforProfessionalStaffProposedPleaseprovidedetailedprofessionalprofiles of the staff proposed for evaluation.Theprofileforasinglestaffmembermustnotexceedtwopages.

Sr.No. Description Details1 Name2 Designation3 Roleproposedfor4 Current responsibilities in the responding

firm5 Totalyearsofrelevantexperience6 Yearsofexperiencewiththerespondingfirm7 Educationalqualifications:

DegreeAcademicinstitutiongraduatedfromYearofgraduationSpecialization(ifany)

8 Professionalcertifications(ifany)9 Professional Experience details (project‐

wise):ProjectnameClientKeyprojectfeaturesinbriefLocationoftheprojectDesignationRoleResponsibilitiesandactivitiesDurationoftheproject

9.6. FORMVI:SelfDeclarationThe‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐,‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐Sir/Madam,HavingexaminedtheBiddingDocumentsincludingBidNo.:‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐thereceipt of which is hereby duly acknowledged, we, the undersigned, offer to provideservicesfor‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐.



We undertake, if our bid is accepted, to provide_____________________________________________________, in accordance with the terms andconditionsinthetenderdocument.Ifourbidisacceptedwewillobtaintheguaranteeofabankforasumequivalentto10%oftheContractvalue,intheformprescribedbythepurchaser.Weagreetoabidebythisbidforaperiodof180daysafterthedatefixedforopeningofPriceBidsectionundertheInstructiontoBiddersandshallremainbindinguponusandmaybeacceptedatanytimebeforetheexpiryofthatperiod.Until a formal contract ispreparedandexecuted, thisbid, togetherwithyourwrittenacceptance thereof and your notification of award shall constitute a bindingContractbetweenus.Weunderstandthatincompetingfor(andiftheawardismadetous,inexecutingtheabovecontract),wewillstrictlyobservethelawsagainstfraudandcorruptioninforceinGujaratnamelyPreventionofCorruptionAct1988.Weunderstandthatyouarenotboundtoacceptthelowestoranybidyoumayreceive.Wehavenotbeenunderadeclarationofineligibilityforcorruptandfraudulentpractices,and/orblack‐listedordebarredbyanyoftheGovt.DepartmentoritsPSUinthepast3years, ending on 31stMarch, 2017 in Gujarat.We have not imposed any condition inconflictwiththetenderconditionifitisfounditshouldbetreatedaswithdrawn.Wehavenotbeenconvictedforanycriminalcases(s)byanyoftheGovt.DepartmentoritsPSUinGujaratregardinganysupplyandcontractswithourfirm/company.We have not breached/violated any contractual conditions so far to any of the Govt.DepartmentoritsPSU.Incaseanyoftheabovestatementsmadebyusarefoundtobefalseorincorrect,youhaverighttorejectourbidatanystageincludingforfeitureofourEMDand/orPBGand/orcanceltheawardofcontractDatedthis_________dayof____________20__Signature:______________________________(intheCapacityof):______________________Dulyauthorizedtosignbidforandonbehalfof9.7. FORM VII: Original Equipment Manufacturer (OEM)/Developer

Authorization Form in case of COTS Product and for OS and DatabaseSupport

No.__________________dated___________________



ToRef:TenderNo.________________Subject:_______________________________________________________________________________DearSir,We,________________________.,withaddress__________________________________________________________________________________________________________________________,doherebyconfirmthatwewillbeoffering__________________________________________________aspartofoursolutionfortheabovementionedRFP.We hereby confirm that the offered Product in the referenced RFP will be providedunconditionallywithabacktoback24x7x365warrantyandsupportincludingsubscriptioncoveringupgrades,updates,patchupdates,bugfixes,FaultReporting,TroubleTicketing,callresolution etc. available for the period of eight years for the entire scope of the projectthroughM/s___________________(SI/Bidder)fromthedateofGo‐LiveandalsotillGo‐live.Ifwe go for bespokedevelopment or COTS product theDST shall have full rights ofsharing source code with Gujarat State GovernmentDepartments/Boards/Corporations./PSUsorotherGujarat’sStateGovernmentEntity.IfwegoforCOTSproduct,weagreetoprovidethelicensesasfollow:ThelicensecostofCOTSProductaskedinfinancialbidserialno.2isfor25,000users.Theunitpriceofthesamewillbecalculatedaccordinglyasunder:

UnitRate=QuotedRatefor25000users/25000 ThesimilarmethodforcalculationofunitrateforATS/AMCfor8yearswillbe

applicable. Forlicensesupto25000nos.:bidderhastoprovidetheunitquotedratei.e.Unit

Rate=QuotedRatefor25,000users/25000 Forpurchaseofadditionallicensesquantityfrom25001to50000,bidderhasto

provide60%discountonunitquotedpriceonincrementalquantity Forpurchaseofadditionallicensesquantityfrom50,001andabovebidderhas

toprovide80%discountonunitquotedpriceonincrementalquantity ThesamewillbeapplicabletoAMC/ATSfor8yearsalso.

WeagreetothefactthatfullIPRofthecustomized/developedsolutionforthisprojectshallrestwiththeDSTexcepttheCOTS,BI,OSandDB.IncrementalIPRwillbecreatedduringtheDevelopmentprocesswhichwillbesincepaidforbyGovt.ofGujarat;hencesuchIPRwillrestinGovernmentofGujarat.WeagreetothefactthatStateGovernmenthasrighttoretaincustomizationlayerandshould the agreement with service provider and to further develop. Therefore,GovernmentofGujaratwillholdIPRofthecustomizedCOTSsolution.Thesamewouldbeapplicabletocopyrights.TheTSPshallsignany/allthedocumentsinthisregardandwillgetnecessaryundertakingtothiseffectfromtheCOTSOEM.TheGujaratGovernmentfurtherintendsusecustomizedCOTSbacktotheCOTSOEMtoenableittouseinGovernmentorganizations in other States or in organizations in Government of India. At the time ofawarding contract, authorized representative of COTS OEM will have to sign a separate



contract agreement to such an extent with Govt. of Gujarat. The TSP has to get such anundertakingfromtheOEMatthetimeoffilingthisbidandhandoverthesourcecode,Metadatadetailsetc. to theDSTatdifferentstagesofcustomizationandbeforereleaseof finalpaymentoncompletionoftrainingandrolloutofsoftware.WeabidethatDepartmentofScienceandTechnologyshallhavetheunrestrictedrighttodeployoruseIWDMS2.0applicationsoftwareandthedocumentationrelatedthereto,inanyGujaratstategovernmentdepartment,atnocosttoclient.Yoursfaithfully,(Name)(Nameofmanufacturers)Note:ThisletterofauthorityshouldbeontheRs.100stamppapershouldbesignedbyapersoncompetentandhavingthepowerofattorneytobindtheOEMofCOTSaswellasBidder.TheBidderinitsbidshouldincludeit.9.8. Form VIII – Earnest Money Deposit/Bid Security in the form of Bank

GuaranteeFormatRef: BankGuaranteeNo. Date:To,Director(e‐governance)GujaratInformaticsLimited8thFloor,Block‐1,UdyogBhavan,Sector‐11,Gandhinagar‐382017Gujarat,IndiaWhereas ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ (here in after called "theBidder")hassubmitteditsbiddated‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐inresponsetotheTenderno:XXXXforTender No: ‐ _______________ RFP for “Design, Customization/Development,Implementation, Training, HandHolding andOperation&Maintenance Support for 8yearsforIntegratedWorkflowandDocumentManagementSystem”,KNOWALLMENbythesepresentsthatWE‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐havingourregisteredofficeat‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ (hereinafter called "the Bank") are bound unto the ______________,GujaratInformaticsLimitedinthesumof‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐forwhichpaymentwellandtrulytobemadetoGujaratInformaticsLimited,theBankbindsitself,itssuccessorsandassignsbythesepresents.SealedwiththeCommonSealofthesaidBankthis‐‐‐‐‐‐‐‐‐‐‐‐‐‐dayof‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐2018.THECONDITIONSofthisobligationare:TheE.M.D.maybeforfeited: IfaBidderwithdrawsitsbidduringtheperiodofbidvalidityDoesnotacceptthecorrectionoferrorsmadeinthetenderdocument;IncaseofasuccessfulBidder,iftheBidderfails: 1) TosigntheContractasmentionedabovewithinthetimelimitstipulatedbypurchaser

or



2) Tofurnishperformancebankguaranteeasmentionedaboveor 3) Ifthebidderisfoundtobeinvolvedinfraudulentpractices.4) Ifthebidderfailstosubmitthecopyofpurchaseorder&acceptancethereof.WeundertaketopaytotheGIL/Purchaseruptotheaboveamountuponreceiptofitsfirst written demand, without GIL/ Purchaser having to substantiate its demand,providedthatinitsdemandGIL/Purchaserwillspecifythattheamountclaimedbyitisduetoitowingtotheoccurrenceofanyoftheabovementionedconditions,specifyingtheoccurredconditionorconditions.Thisguaranteewillremainvalidupto9monthsfromthelastdateofbidsubmission.TheBank undertakes not to revoke this guarantee during its currency without previousconsent of the OWNER/PURCHASER and further agrees that the guarantee hereincontainedshallcontinuetobeenforceabletilltheOWNER/PURCHASERdischargesthisguaranteeTheBankshallnotbereleasedofitsobligationsunderthesepresentsbyanyexercisebytheOWNER/PURCHAERofitsliabilitywithreferencetothemattersaforesaidoranyofthem or by reason or any other acts of omission or commission on the part of theOWNER/PURCHASERoranyotherindulgenceshownbytheOWNER/PURCHASERorbyanyothermatterorthings.TheBankalsoagreethattheOWNER/PUCHASERatitsoptionshallbeentitledtoenforcethis Guarantee against the Bank as a Principal Debtor, in the first instance withoutproceedingagainsttheSELLERandnotwithstandinganysecurityorotherguaranteethattheOWNER/PURCHASERmayhaveinrelationtotheSELLER’sliabilities.Datedat_______________onthis_________dayof___________20__.____________________Signedanddeliveredby_____________________For&onBehalfofNameoftheBank&Branch&ItsofficialAddress ApprovedBank:Any Nationalized Bank including the public sector bank or PrivateSectorBanksorCommercialBanksorCo‐OperativeBanksandRuralBanks(operatinginIndia having branch at Ahmedabad/ Gandhinagar) as per the G.R. no.EMD/10/2016/328/DMOdated 01.05.2017 issued by FinanceDepartment or furtherinstructionissuedbyFinanceDepartmenttimetotime.9.9. FORMIX‐PerformanceBankGuarantee(TobestampedinaccordancewithStampAct)Ref: BankGuaranteeNo. Date:To



Name&AddressofthePurchaser/Indenter________________________________________________________DearSir,InconsiderationofName&AddressofthePurchaser/Indenter,GovernmentofGujarat,Gandhinagar(hereinafterreferredtoastheOWNER/PURCHASERwhichexpressionshallunlessrepugnanttothecontextormeaningthereofincludesuccessors,administratorsand assigns) having awarded to M/s.……………………………………………………………………………………………………………… havingPrincipalOfficeat……………………………………………………………………(hereinafterreferredtoas the “SELLER” which expression shall unless repugnant to the context or meaningthereof includetheirrespectivesuccessors,administrators,executorsandassigns)thesupplyof____________________byissueofPurchaseOrderNo……………….Dated…………issuedbyGujaratInformaticsLtd.,GandhinagarforandonbehalfoftheOWNER/PURCHASERandthesamehavingbeenacceptedbytheSELLERresultingintoCONTRACTforsuppliesofmaterials/equipmentsasmentionedinthesaidpurchaseorderandtheSELLERhavingagreed to provide a Contract Performance and Warranty Guarantee for faithfulperformance of the aforementioned contract and warranty quality to theOWNER/PURCHASER, __________________________________having HeadOffice at (hereinafterreferred to as the ‘Bank’ which expressly shall, unless repugnant to the context ormeaning thereof includesuccessors,administrators,executorsandassigns)doherebyguaranteetoundertaketopaythesumofRs._______________(Rupees________________________)to the OWNER/PURCHASER on demand at any time up to________________ without areferencetotheSELLER. AnysuchdemandmadebytheOWNER/PURCHASERontheBankshallbeconclusiveandbindingnotwithstandinganydifferencebetweenTribunals,Arbitratororanyotherauthority.TheBankundertakesnottorevokethisguaranteeduringitscurrencywithoutpreviousconsent of the OWNER/PURCHASER and further agrees that the guarantee hereincontainedshallcontinuetobeenforceabletilltheOWNER/PURCHASERdischargesthisguarantee. OWNER/PURCHASERshallhavethefullest libertywithoutaffectinginanywaytheliabilityoftheBankunderthisguaranteefromtimetotimetoextendthetimefor performance by the SELLER of the aforementioned CONTRACT. The OWNER/PURCHASERshallhavethefullestliberty,withoutaffectingthisguarantee,topostponefromtimetotimetheexerciseofanypowersvestedinthemorofanyrightwhichtheymighthaveagainsttheSELLER,andtoexercisethesameatanytimeinanymanner,andeither to enforce to forebear to enforce any covenants contained or implied, in theaforementionedCONTRACTbetweentheOWNER/PURCHASERandtheSELLERoranyothercourseoforremedyorsecurityavailabletotheOWNER/PURCHASER.TheBankshallnotbereleasedofitsobligationsunderthesepresentsbyanyexercisebytheOWNER/PURCHAERofitsliabilitywithreferencetothemattersaforesaidoranyofthem or by reason or any other acts of omission or commission on the part of theOWNER/PURCHASERoranyotherindulgenceshownbytheOWNER/PURCHASERorbyanyothermatterorthings.TheBankalsoagreethattheOWNER/PUCHASERatitsoptionshallbeentitledtoenforcethis Guarantee against the Bank as a Principal Debtor, in the first instance without



proceedingagainsttheSELLERandnotwithstandinganysecurityorotherguaranteethattheOWNER/PURCHASERmayhaveinrelationtotheSELLER’sliabilities.NotwithstandinganythingcontainedhereinaboveourliabilityunderthisGuaranteeisrestricted to Rs. _________________ (Rupees _________________________) and it shall remain inforceuptoandincluding________________andshallbeextendedfromtimetotimeforsuchperiodasmaybedesiredbytheSELLERonwhosebehalfthisguaranteehasbeengiven.Datedat_______________onthis_________dayof___________20_______________________Signedanddeliveredby_____________________For&onBehalfofNameoftheBank&Branch&ItsofficialAddress 9.10. FormX–FormatofAffidavit(TobesubmittedINORIGINALonNon‐JudicialStampPaperofRs100/‐dulyattested

byFirstClassMagistrate/Notarypublic)I/We,___________________________,age______yearsresidingat_______________________incapacityof _________________________________________ M/s. ___________________________________ herebysolemnlyaffirmthat1) AllGeneralInstructions,GeneralTermsandConditions,aswellasSpecialTerms&

ConditionslaiddownonallthepagesoftheTenderForm,havebeenreadcarefullyandunderstoodproperlybymewhicharecompletelyacceptabletomeandIagreetoabidebythesame.

2) I/WehavesubmittedfollowingCertificates/DocumentsforT.E.asrequiredasper

GeneralTerms&ConditionsaswellasSpecialTerms&Conditionsofthetender

Sr.No. NameoftheDocument1 2

3) All theCertificates/Permissions/Documents/Permits/Affidavitsarevalidand

currentasondateandhavenotbeenwithdrawn/cancelledbytheissuingauthority.

4) Itisclearlyanddistinctlyunderstoodbymethatthetenderisliabletoberejectedifonscrutinyatanytime,anyoftherequiredCertificates/Permissions/Documents/



Permits/Affidavits is/arefoundtobe invalid/wrong/incorrect/misleading/fabricated/expiredorhavinganydefect.

5) I/WefurtherundertaketoproduceondemandtheoriginalCertificate/Permission/ Documents / Permits for verification at any stage during the processing of thetenderaswellasatanytimeaskedtoproduce.

6) I / We also understand that failure to produce the documents in "PrescribedProforma"(whereverapplicable)aswellasfailuretogiverequisiteinformationintheprescribedProformamayresultintorejectionofthetender.

7) My/Ourfirmhasnotbeenbanned/debarred/blacklistedatleastforthreeyears(excluding the current financial year) by any Government Department / StateGovernment/Governmentof India/Board/Corporation/GovernmentFinancialInstitutionincontexttopurchaseprocedurethroughtender.

8) I / We confirm that I / We have meticulously filled in, checked and verified theencloseddocuments/certificates/permissions/permits/affidavits/informationetc.fromeveryaspectandthesameareenclosedinorder(i.e.inchronology)inwhichthey are supposed to be enclosed. Page numbers are given on each submitteddocument.Importantinformationineachdocumentis"highlighted"withthehelpof"markerpen"asrequired.

9) Theabovecertificates/documentsareenclosedseparatelyandnotontheProformaprintedfromtenderdocument.

10) I/WesayandsubmitthatthePermanentAccountNumber(PAN)givenbytheIncomeTax Department is____________________,which is issued on the nameof___________________________[KindlymentionhereeithernameoftheProprietor(incaseofProprietorFirm)ornameofthetenderingfirn;1,whicheverisapplicable].

11) I /Weunderstand thatgivingwrong informationonoathamounts to forgeryandperjury,andI/Weam/areawareoftheconsequencesthereof,Incaseanyinformationprovidedbyusarefoundtobefalseorincorrect,youhaverighttorejectourbidatanystageincludingforfeitureofourEMD/PBG/canceltheawardofcontract.Inthisevent,thisofficereservestherighttotakelegalactiononme/us.

12) I/Wehavephysicallysigned&stampedalltheabovedocumentsalongwithcopyoftenderdocuments(pageno.‐‐‐‐to‐‐).

13) I/Weherebyconfirmthatallourquoteditemsmeetorexceedtherequirementandareabsolutelycomplimentwithspecificationmentionedinthebiddocument.

14) My/OurCompanyhasnotfiledanyWritPetition,CourtmatterandthereisnocourtmatterfiledbyStateGovernmentanditsBoardCorporation,ispendingagainstourcompany.

15) I/Weherebycommitthatwehavepaidalloutstandingamountsofdues/taxes/cess/charges/feeswithinterestandpenalty.



16) In case of breach of any tender terms and conditions or deviation from bidspecificationotherthanalreadyspecifiedasmentionedabove,thedecisionofTenderCommitteefordisqualificationwillbeacceptedbyus.

Whateverstatedaboveistrueandcorrecttothebestofmyknowledgeandbelief.Date: Stamp&SignoftheTendererPlace: (SignatureandsealoftheNotary)



10. SectionX:FinancialBidBiddershouldquotefirmratesfortheentireScopeofWorkandTechnicalRequirementsmentionedintheSectionIIIofTenderDocument:Intherateschedule,wherevertheunitpriceisnotasked,thebidderwillhavetoquotethelump‐sumpriceofindicateditem.Theperunitpriceforeachitemwillbecomputedbydividingtotalbidpriceforeachitembythenumberofunits/quantities.FinancialBidFormat:Table1:CAPEX

Sr.No.

DescriptionTotalAmount(Rs.)

Taxes

1.

One time cost of IWDMS 2.0 including design,customization/development, implementation,Migration of existing database & testing as per thescopeofworkdefinedinthisRFP–Part1

2.

OnetimecostofrequiredCOTSlicenses,OS,Databaselicenses and other readymade software required forrunning of application for 25000 users (*except DRlicenses)‐Part2

GrandTotal (Rs.) – (A) Table2:OPEX

Sr.No.

DescriptionTotalAmount(Rs.)

Taxes

1.

Cost of Operations and Maintenance of IWDMS 2.0including continuous development team, help desksupport, hand‐holding support and central site O&Mteam for Technical support for Software Upgrades,Updates,patches,securityupdates,bugfixesetc.‐Part3

2.

Cost of AMC/ATS ofOS, Database licenses, COTS andother readymade software required for running ofapplication for the period of 8 years (*except DRlicenses)‐Part4

3. CostofTraining

GrandTotal(Rs.) (B) GrandTotal (Rs.) (C=A+B)

Note:

1. The cost of the above parts should be matched with the breakup of each component mentioned in Part.

2. Taxes are extra as applicable 3. *ThelicensesforDRwillbecounted25%ofthequantityandpricequotedforDC.

As andwhenDRmade operational by Government of Gujarat, theDR licensesmaximumupto25%maybeseparatelyorderedandsuccessfulbidderisrequired



todeliverandinstallthesame.ThepaymentfortheDRshallbemadebasedontheactual licensesorderedand installedmaximumup to25%.Other than licensespaymentnoadditionalpaymentshallbemadetobidderforO&MofDRSite.TheresponsibilityofimplementationofDRsiteasandwhenrequiredshallbeofTSP.

4. ThelicensecostofCOTSProductaskedinfinancialbidserialno.2isfor25,000users.Theunitpriceofthesamewillbecalculatedaccordinglyasunder:UnitRate=QuotedRatefor25000users/25000

ThesimilarmethodforcalculationofunitrateforATS/AMCfor8yearswillbeapplicable.

Forlicensesupto25000nos.:bidderhastoprovidetheunitquotedratei.e.UnitRate=QuotedRatefor25,000users/25000

Forpurchaseofadditionallicensesquantityfrom25001to50000,bidderhastoprovide60%discountonunitquotedpriceonincrementalquantity

Forpurchaseofadditionallicensesquantityfrom50,001andabovebidderhastoprovide80%discountonunitquotedpriceonincrementalquantity

ThesamewillbeapplicabletoAMC/ATSfor8yearsalso.

TheTechnicalbidshallhaveaweightedat30%intheoverallevaluationofthebidandtheCommercialbidshallhaveaweightedat70%intheoverallevaluation.FormulaforNormalizationofTechnicalbidforeachbidderTn=(Tb/Tmax)x100WhereTbisthebidder’s technical score and Tmax is the Highest technical score. Formula forNormalizationofFinancialbid foreachbidderFn=(Fmin/Fb)x100WhereFb is thebidder’sfinancialbidvalueandFministheLowestbidvalue.Individualbidder’sTnandFnwillbeaddedtoreachthefinalvalue.Further30%ofTnand70%Fnwillbetaken.Thewinnerwillbethehighestof(Tnx30/100+Fnx70/100).L1bidderwillbecalledforfurthernegotiationsifrequired.

Part1:One‐timecostofIWDMS2.0includingdesign,customization/development,implementation,Migrationofexistingdatabase&testingasperthescopeofworkdefinedinthisRFP

Sr.no.

ItemDescriptionOriginal

TotalManmontheffort

RateperMan‐month Total

amount(Rs.)

A B C D E=C*D1 Conceptualization,As‐Is,BPRand

To‐be

2 BRD,URS,SRS 3 Customization/ Development &

Coding

4 Testing,UAT 5 Training 6 MigrationofExistingdatabase

TotalAmount(Rs.) Part2:OnetimecostofrequiredCOTs licenses,OS,Database licensesandotherreadymadesoftwarerequiredforrunningofapplicationfor25000users



Part3:CostofOperationsandMaintenanceof IWDMS2.0 including continuousdevelopmentteam,helpdesksupport,hand‐holdingsupportandcentralsiteO&Mteam for Technical support for Software Upgrades, Updates, patches, securityupdates,bugfixesetc.

Sr.no.

Particular

No.of

Resource

Year1

Year2

Year3

Year4

Year5

Year6

Year7

Year8

PermonthRate

Y1

PermonthRate

Y2

PermonthRate

Y3

PermonthRate

Y4

PermonthRate

Y5

PermonthRate

Y6

PermonthRate

Y7

PermonthRate

Y8

Total

A B C D E F G H I J K L M N O P Q R S

1. ProjectManager

1

2. Continuous

developmentteam

5

3. Helpdesk

support

3

4. Hand‐holdingsupport

35

Sr. no. Particular No. of Licenses

Unit Cost

Total Cost

A B C D E=C*D

COTSlicenses 1.

2.

3.

Operatingsystem ..

..

Databaselicenses

Otherreadymadesoftwarerequiredforrunningofapplication

Total



5. SystemAdministrator

1

6. System/BusinessAnalyst

1

7. DBA 1 8. Security

Expert1

9. MobilityExpert

1

10. BIExpert 1 Total

Part 4: Cost of AMC/ATS of OS,Database licenses, COTS and other readymadesoftwarerequiredforrunningofapplicationfortheperiodof8years

Sr.no.

Particular

No.ofUnit

Year1

Year2

Year3

Year4

Year5

Year6

Year7

Year8

PerunitRate

Y1

PerunitRate

Y2

PerunitRate

Y3

PerunitRate

Y4

PerunitRate

Y5

PerunitRate

Y6

PerunitRate

Y7

PerunitRate

Y8

Total

A B C D E F G H I J K L M N O P Q R S

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Total